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All About Learner Management
Use this article to help manage learner accounts within your Rosetta Stone® solution. Select from the options below to get started.
Make changes to learner accounts Changes can be made to learner accounts throughout your subscription if necessary. Please see the available changes below. Change a learner's settings Change a learner's curriculum Change a learner's language Change a learner's password Update multiple learner accounts via the learner import sheet Change a learner's settings By default, learners are unable to change certain settings within their programs. Administrators with certain levels of access to the management tool can make changes to accounts, however, by following the instructions below. Please note that, depending on your product, the ability to make these changes may be not available to you.
1. Sign into the program and find the name of a learner whose settings you would like to change. Double-click on that learner's name to view their Learner Details. 2. Click on the curriculum that you would like to edit. Now you will have access to the learner's individual curriculum for a specific language level. Now, choose the action you would like to perform: Enable speech recognition Change the speech precision Change the minimum passing score for an activity Change the typing precision Return to top Enable speech recognition If a learner’s speech recognition has been disabled and they are unable to click the check box next to “Use Speech Recognition” within their program, you will need to follow the instructions below to enable the speech recognition again. 1. Click on the Curriculum Settings tab at the bottom right. 2. Click the box next to "Learners can personalize the default settings". 3. Click the Save button in the upper left corner. 4. Once the learner has the ability to change their default settings, they can click the box next to "Use Speech Recognition" within their program. 5. You may want to consider disabling this check box after the learner has successfully enabled the speech recognition so they don't have the ability to change their own settings in the future.
Change the speech precisionReturn to learner settings At times, a learner’s speech difficulty may be set too high or too low for their particular abilities. To change this, follow the instructions below. 1. Click on the Curriculum Settings tab at the bottom right. 2. Under Default Settings, you will see that the Speech Difficulty has been automatically set to 3-Normal. You can raise or lower this setting by clicking on the down arrow and changing the speech to any number from 0 (Least Difficult) to 10 (Most Difficult). It is possible to make certain activities more or less difficult to pass, depending on the abilities of the individual learner. To change the minimum passing score for a certain type of activity, follow the instructions below. 1. Click on the Scoring tab at the bottom right. 2. Find the type of activity you would like to change and slide the bar further to the left (to make the passing percentage lower) or to the right (to make the passing percentage higher). Repeat for any additional activities you would like to edit. It is possible to change the level of precision that learners need to attain in their writing activities. To make these changes, follow the instructions below. 1. Click on the Curriculum Settings tab at the bottom right. 2. Find the box labeled "Typing Precision" on the right and check the boxes that apply. a. Checking the box next to "Case sensitive" will require learners to enter capital and lower-case letters when appropriate to receive a correct score.
b. Checking the box next to "Punctuation sensitive" will require learners to enter the correct punctuation when appropriate to receive a correct score. c. Checking the box next to "Diacritic sensitive" will require learners to enter the correct diacritical marks when appropriate to receive a correct score. Change a learner's curriculum To assign a new curriculum to an individual:
1. Launch the program and use the “Search” button on the right-hand side of the screen to find your learner. 2. Once you have found your learner, double-click on the name. You should now see a pop-up window labeled “Viewing Learner Details”.
3. Locate the Curricula section and click "change" next to the level you would like to change the curriculum for.
4. Make sure the "Use Default Curriculum" box is unchecked
5. Select the desired curriculum from the list and then click "Apply"
6. Repeat steps 4-6 for any additional desired levels
7. When you have completed assigning the curriculum for all the desired levels, click "Save Changes" in the bottom right of the learner details page.
Return to top Change a learner's language 1. To assign language to a learner, launch the program and use the “Search” button on the right-hand side of the screen to find your learner.
2. Once you have found your learner, double-click on the name. You should now see a pop-up window labeled “Viewing Learner Details”.
3. Locate the language section and click "change". 4. A pop-up will appear with a reminder that each learner's language can only be changed once. To move forward with the language change click "yes". 5. Select the desired language and then click "apply" 6. This will take you back to the Viewing Learner Details screen. To save your changes, click "save changes" in the lower right corner of the window. Return to top Change a learner's password 1. To change a learner's password, launch the program and use the "Search" button on the right side of the screen to find your learner. 2. Once you have used the search filters to find your learner, double-click on the learner's name. You should now see a pop-up window labeled, "Viewing Learner Details". 3. Erase the previous password by clicking on the padlock icon next to the password field. The field will then become editable and will allow you to enter a new password. 4. Type the new password in the yellow field and confirm it by retyping the new password in the "Confirm Password" field. Both password fields will remain yellow until the passwords match and meet the password criteria. 5. When finished, click the "Save Changes" button at the bottom right. *Once a password has been updated and saved, only six asterisks will show in the password field. This is the default and does not indicate the number of characters in the actual password. Return to top Update multiple learner accounts via the learner import sheet If learners have been registered and are currently active in the Rosetta Stone program, an administrator can update the following data for multiple learners at a time using the learner import sheet:
To update these fields for existing learners, administrators should input the relevant information into a new import file using the import template. Please note that the learner's username must be included in addition to the information you wish to update. While you cannot update the username using the import file, the username is needed for the program to locate the learner you wish to update. To update learners’ information, follow these steps: 1. Sign in and select “Import” from the drop-down menu under the Learners tab.
3. Click on “Browse,” and upload your import sheet with the updated learner information.
6. If you receive any errors with the information you’re attempting to update during this process, you can consult the "What to do if learners don't import properly" section of this article to resolve them. 7. When all the fields are assigned to your preference, click “Submit Import.” 8. A report of the import will display, indicating the number of learners that you have updated and/or that have not been updated. Manage learner accounts Easily track and manage learner accounts by choosing an article below: Create a Smart List Create a List View Return to top Create a Smart List Smart Lists enable an administrator to more easily manage learners and generate reports. A Smart List can be created, viewed, and edited by an individual administrator. This list is dynamic and will automatically update as learners match the criteria set for the list. 1. Click on "Learner Lists" under the "Learners" tab. 2. Hover over the "Add" button next to Learner Lists and select "New Smart List" from the drop-down menu. 3. Click the "Edit Smart List Rules" button. 4. Click the down arrow next to "First Name" to find all the available criteria to create your Smart List. 5. Click the "Add Search Criteria" button to use multiple search criteria. 6. Click the "Show Learners" button to reveal your results on the left hand side. 7. Name your list and save it by clicking the "Save" button. 8. You can find your new Smart List on the Learner Lists page. 9. You can access and edit, delete, and export this list using the icons on the same line. To save a local copy of these instructions, click here and download a pdf version. Return to top Create a List View List Views use Learner Lists to provide a visual overview of the progress of learners in the lists. When you create a series of List Views to display on your custom Reports page, your collection of List Views becomes your dashboard from which you can access detailed reports. 2. Click "Add a List View" in the upper right corner of the screen 3. Select a Learner List from the dialog box 4. Select a Language Level from the pull-down menu 5. Leave the box checked to use the Default Curriculum, or click the box to select another curriculum. Click Next to scroll through curricula if several pages are available. 6. Click "Generate List Curriculum Report" to create the report. 7. Your report will be saved on the Reports Main Page and will appear each time you access that tab. Return to top Add or remove learner accounts Learn how to import learners successfully or take learners out of the system by choosing the corresponding article below. How to fill out the learner import sheet What to do if learners don't import properly How to deactivate or delete learners Return to top How to fill out the learner import sheet
Please click here to download a copy of the learner import sheet. REQUIRED FIELDS Username: This can be any name you would like to assign to the learner. It will be used to identify the learner and will function as the learner’s login information. Each username must be unique. Password: For security purposes, the password should be unique; however, it can be the same for every learner upon initial registration and later changed by the administrator or by the learner in select programs. Once you set the learner’s password you will not be able to see it again. However, you will be able to reset it if the learner ever forgets the password. Group: This will be the name of the group to which you will register the learner. Groups determine how the site is set up. You can reference which groups are available by referring to the Groups tab and finding groups with assigned languages and levels. Language: This is the language the learner will study. Curriculum: Rosetta Stone® has many preloaded, predefined curricula for each language. Most learners will begin in the Standard curriculum (you can fill this column with the word “Standard”). First Name: Of the learner. Last Name: Of the learner. OPTIONAL FIELDS Middle Name: If you have two learners with the same first and last name, this field can be used to distinguish them. Notes: A free-text field where you can save distinguishing information about the learner that could be useful to view later in a list or report. To save a local copy of this information, click here and download a pdf version. Return to top What to do if learners don't import properly If the learner import was unsuccessful, the areas containing errors will be highlighted in red on the mapping screen. The areas in which there could be an error are highlighted below:
Other errors in the Import Data area to consider are as follows:
If errors are still being encountered after following these suggestions, please feel free to contact us via phone or case submission. Return to top How to deactivate or delete learners If a learner is no longer using the program, you have the ability to deactivate that learner. If a learner is deactivated, their account will remain in the program (so you can continue to access their reports) but they will not be able to access their account, and they will not be using one of your licenses. Deactivating the learner allows you to reactivate them later, if necessary.
Alternatively, if you wish to completely remove a learner from the program, you can delete their account. Performing this action permanently removes them and their learner data from the system; you will not be able to see their reports, and you will not be able to give the learner access to their account again at a later date. You may consider deleting learner accounts if you registered a learner by mistake or if you registered a learner who you later learn will not be able to access the program at all. Otherwise, we strongly recommend that you deactivate rather than delete learners. Note: Some Rosetta Stone accounts do not have the ability to deactivate or delete learners during the year. However, once per calendar year, we can enable this feature for seven days. In order to have your deactivation window enabled, please have your primary administrator (the administrator who has access to the super_admin account for your site) contact Rosetta Stone Institutional Technical Support at 1-877-223-9848 or by e-mail at instsupport@rosettastone.com.
There are two ways to deactivate or delete learners:
1. Search for the learner you wish to deactivate or delete by using the Search function on the Learner Lists page. You can search for your learner using multiple filters (First or Last Name, Username, E-mail address etc). Search for your learner with whatever method you prefer by clicking the drop down menu, and selecting the preferred method. Then, type in whatever information is required and click "Show Learners" in the bottom left hand corner of the screen.
2. Once your learner has been found, double-click on their name to pull up their Learner Details.
3. You can deactivate the learner by unchecking the box next to "Active". Once you have finished deactivating your learner, click "Save Changes" in the lower right hand corner of the screen.
4. You can delete the learner by clicking the "Delete Learner" button in the lower right hand corner of the screen. This will permanently remove the learner from your site. In order to complete the delete function, a prompt will appear asking you to type the word “delete”. This security feature prevents learners from accidentally being deleted from the program.
You can deactivate or delete multiple learners using the "Batch Operations" feature. In order to do this, you will first need to create a Custom List or a Smart List containing all of the learners you wish to deactivate or delete.
1. Click on the "Batch Operations" button in the left hand column of the "Learner Lists" page.
2. Click on the "Select a Learner List" button, and then choose your list out of the lists available. Once you have selected a list, you can choose Activate/Deactivate/Delete Learners from the box of options on the left, then choose "Deactivate" or "Delete" in the options to the right. Note: you can also reactivate a list of learners from this page. Once you have selected your option, click "Apply to List". If you are deleting learners, you will be prompted to type the word “delete” (this is to prevent learners from accidentally being deleted). Once finished, you will see a notification letting you know how many learners were successfully deactivated or deleted.
Return to top Check number of licenses in use The number of licenses in use is determined by the number of active learners for each language license. For example, if your organization purchased 80 licenses, up to 80 learners can be activated. Deactivated learners do not use licenses, although they may remain in Administrator Tools. To view the number of active learners for a language: 1. Use the search feature on the "Learner Lists" page. 2. Use the filter to search for "Active Learners". 3. The number of licenses in use will appear at the bottom of the list. Return to top |