Educator Center: Tips and Troubleshooting

The Age of Learning Educator Center is a special, easy-to-use portal for Administrators and Teachers that allows them to track Student usage and progress, manage the organization's roster and licenses, and more. We'll walk you through its functionality, focusing on some of the more common questions users have.

• Log-in Issues
• Dashboards
• Account Management
• Managing Licenses

Log-In Issues

• Where to log in: Go to https://educate.aofl.com/ to log in to the Educator Center.
  
  
• Activate your account: You will need to activate your Age of Learning account before you can log in to the Educator Center. If you did not yet get an account activation and set-up email from Age of Learning, you may not have been rostered yet, or your Administrator may not have sent out these activation emails. You can reach out to your Administrator to confirm these details and have them send or resend your Age of Learning Product Activation email so you can use it to activate your account. You can also try going to educate.aofl.com/password/request, enter your school email address, and click Request Password Reset to send yourself a new email (keep in mind this will not work if you have not in fact been rostered yet).
  
  
• Check your login credentials: Your username is your full email address provided by your school or organization that you used to activate your account. Check that the Caps Lock is off (passwords are case-sensitive) when logging in. Verify you are using your school-assigned email and check that there are no typos when you enter it. 
  
  
• Verify how you were rostered: If you have not yet logged in and have more than one school-related email address, you may want to confirm what email address you were rostered with.
  
  
• Reset your password: If you have activated your account, and you’re certain that your email is correct but can't remember your password, use this Password Reset Request page to choose a new password. Note: If you are not yet rostered, are not using the email address you were rostered with, or enter your email address incorrectly, you will not receive the password reset email.

Dashboards

• Where are the Dashboards? There are two main Dashboards in the Educator Center: Progress and Usage. Click the Dashboard drop-down menu and select the one you want.
  
  
  
  
• How do I see data for other programs? By default, all Dashboards show data for My Math Academy. To see Dashboard data for a different program, all you need to do is click the drop-down menu next to the My Math Academy logo and choose the one you want. Note: Only programs that your students have licenses for will be available for you to select.
  
  
  
  
• How do I select a different timeframe? By default, the Dashboards show data for the current week (Monday - Sunday). You will see the This Week tab highlighted blue. Click one of the other tabs to change the timeframe for your Dashboard data. On the Usage Dashboard, you can choose to view data By Week (date listed is Monday, the start of that week) or By Month. On the Progress Dashboard, you can switch to an Overall view (covering all data).
  
  
  
  
  
• When and how data is updated? The Progress and Usage Dashboards are updated on different schedules.
  
  On the Progress Dashboard, just above the This Week and Overall tabs, you can see a note that the Dashboard data is updated every night at midnight PST, so the current day’s data will not be reflected on that Dashboard.
  
  The Usage Dashboard is updated throughout the day. You will see a link above the timeframe tabs that you can Click to refresh the Dashboard with the latest data. Data will automatically refresh when you open the Dashboard, but is important to remember to click that link to update it if you have had the Dashboard open for a long time. 
  
  
  
  
• Why do my Dashboards look different? Your default view on many Educator Center pages, including Dashboards and menu options, is determined by your organization and your role within the organization. Not everyone will see the same data when they open a Dashboard, but everyone will start with the most expansive view that their role and permissions allow. For example, top-level Administrators in a very large organization will potentially see data for multiple districts when opening a Dashboard. Another Admin in the same organization may see data for several Schools or one School by default. Teachers may see data for multiple Classes listed or see Student data. 
  
  Whatever level you are seeing initially, if you see links for Districts, Schools, Classes/Teachers, or Students on the Dashboard, it means you can click on one of the links to drill down on data for that particular District or School, for example. 
  
  
  
  
  
  
  
• What are the Filters for? Another way to change your Dashboard view is to click the Filters link and then use the drop-down menus to select what level of your organization you want to drill down to. The following filters screenshot shows how to drill down in the same demo organization from the District view to the Class/Teacher view.
  
  Note: If you have drilled down to a different Dashboard view for your organization and you switch Dashboards (e.g., from MMA to MRA), you will stay on the same level on the new Dashboard. You can click the Reset link at the bottom of the Filters list to go back your top-level view if you need to.
  
  
  
• Why did our School and Classroom Dashboard data change when a Student switched to another School? It is important to remember that Dashboard data is associated with Students, not Schools or Classes. You see data for Schools and Classes because Schools and Classes are made up of Students. If Student A leaves Class A and School A to go to School B and is now in School B, Student A's data is subtracted from School A and Class A and added to School B and Class B (assuming School B is part of your organization, otherwise it is just subtracted).
  
  
• Troubleshooting Dashboard loading issues: The Educator Center is a browser-based portal, so it is possible that you may experience some loading issues related to your browser or internet connection. If you click the Dashboard menu and choose Progress or Usage and you see a blank page or information that’s only partially loaded, sometimes all you need to do is click the browser's Reload or Refresh button and you’ll get what you need. If you also use another browser, it can be helpful to try to load the page with another browser. If your browsers are still not showing the page properly, it is recommended that you clear your browser’s cache and cookies. 

Account Management

• Why are my Manage options different? Just like your default Dashboard view, who and what you can manage is related to your organization, your role, and how you were rostered. Click the Accounts > Manage drop-down menu at the top of your screen and you will see what you are rostered to manage. The following screenshots show the Manage menu for a top-level Administrator, a School Administrator, and a Teacher, in that order. (Most Admins will not see Academic Term in the menu; some will also not see District.)
  
  
  
  
  
• How do I manage Teachers? As shown above, click Accounts > Manage > Teachers to get started. The Active Teachers page will show all rostered teachers in your org. The page will list the Teacher’s School name, how many classes the Teacher is assigned to, AofL Platform Access status (whether they have been sent Account Activation emails and if they have activated their account yet), along with their program status (whether they have been assigned students with valid licenses). You can click one of the +Create Teacher links to manually roster a Teacher if your organization allows it. 
  
  
• How can I invite Teachers to activate their account? If you see any teacher listed as Not Invited on the Active Teachers page, click the checkbox next to their name, then click the blue Bulk Actions button and select Send Teacher Invites.
  
  
  
  
• What can I do from the Edit Teacher pages? From the Active Teachers page, click on any Teacher’s name to open the Edit Teacher pop-up. There, you can do the following:
  
  
  • • Update the Teacher’s contact information if needed
    • Assign the Teacher to an additional school
    • Add or remove a Class for the Teacher
    • View the licenses that are active for the Teacher (remember, Teachers don't get licenses assigned to them directly but have active licenses displayed for any product that students in the classroom have valid licenses for).
  • If you make any changes for the Teacher, remember to click the Save button at the bottom.
  • At the very bottom of the page, you can click the Archive Teacher button if a Teacher should no longer be active in the Educator Center.
    
    
• How can I manage Students? As shown above, click Accounts > Manage > Students to get started. The Active Students page will show all rostered students in a Teacher’s Class or Classes or an Admin’s School or District, depending on who is accessing the page. In addition to Student names, the page shows any Groups the Student is in, the Class they’re assigned to, and the license status for each of our programs.
  
  
• What do all the license statuses mean?
  
  
  • Blank: The Student has not been assigned a license and will not be able to log into or use the programs from School or Home.
  • Assigned: The Student has been assigned a license and will be able to log into the program from School but hasn’t been invited to activate an account at home yet. They will still not be able to log in and use our programs from home.
  • Invited: The student’s family has been sent an invitation to activate the programs for home use but they have not activated an account yet. They will still not be able to log in and use our programs from home.
  • Redeemed: The student’s family has redeemed their invitation and activated an account to use the the programs at home. They will now be able to log in and use our programs from home.
    
    

• How can I find Students without Classes or Licenses? Click the Show Filters link on the Active Students page. You'll see it just above the Student names (see the following screenshot). The filters can help you narrow down your focus if you are looking for only students in a particular Class or Grade. But it's a good idea, especially early in the school year (or soon after your school started using Age of Learning School Solutions), to click that link and use the filters to look for Students who are missing assignments like Classes or Licenses. 

• Select Class Assignment: Click the menu and choose NOT assigned to a Class to see a list of students that still need to be assigned. Then you can click on the student's name and add them to a Class.
• Select License Status: Click the Product menu and select, for example, My Math Academy, and then click the License Status menu and choose Unassigned to see a list of students that still need to be assigned MMA program licenses. Click the checkboxes for any Unassigned Students, and then click the blue Bulk Actions menu and select Assign Licenses.

• I don't see where to Manage Administrators? You probably noticed that none of the Accounts > Manage drop-down options include Administrators. Only top-level Admins can manage other Administrators, but that functionality is located in a different menu for those with the proper permissions. In the upper-right corner of the Educator Center, you will see a Welcome message with your name. Click that drop-down message and select Manage Administrators from the list. (If you don't see that Manage Administrators option, you don’t currently have the sufficient permissions and will need to ask a higher-level Admin for assistance.)
  
  
  
  
• How can I invite other Administrators to activate an account? From the Administrators page, you can click on any of the checkboxes (or the top checkbox to select all) and then the Bulk Actions button to send activation invitation to those Admins.
  
  
  
  
• How can I view an Administrator’s roles and permissions? From the Administrators page, click on any individual Admin listed. The Edit Administrator pop-up allows you to see what roles and permissions they have, change contact information, or Delete Admin (you will not have the option to delete a top-level Administrator and will need to reach out to your contact at Age of Learning). 
  
  

• Can I change or add to an Administrator’s roles and permissions? Yes, you can add a new role from the same Edit Administrator screen. Click the +Add New Role link, then use the drop-down menus to choose a District to give district-level access (you can also choose a School and Class if you want to limit the role more). Click on any of the toggles to activate those permissions. Click the blue Save button.
  
  If you want to change permissions for the Admin, click the X in the upper-right corner of that Role to delete it. Then click +Add New Role, choose the same District/School from the drop-downs, activate the new permissions. Click the blue Save button.
  
  

Managing Licenses

• Where can I go to see our Licenses? Admins should visit the Licenses page (shown below) early in the academic term or whenever they need to check in on the status of their licenses or to distribute license to other levels of your organization. Click the Accounts menu, select Licenses from the drop-down, and then Management.
  
  The Licenses page  gives you an overview of the following: License Name, Product, License Type, Transferable status, Home Access Type, Total (how many were originally available), Available (not already assigned), Assigned, and Redeemed.
  
  
  
  
• How do I manage our organization’s Licenses? From the main Licenses page, click on any of the license rows to open the License Management page (see the following screenshot) for that license. The top section breaks down the numbers for your organization's licenses at different levels and their status. The top row lists how many licenses are still at the top level of the organization, those that haven't been distributed to lower levels. You'll see how many are still Available to assign at each level and how many of the assigned have been Redeemed.
  
  The next section gives you details about the license, and most importantly, has a Give to Lower Levels button that you can click if you want to distribute more of your available license to other levels in your organization, such as Schools and Classrooms, so that School Admins and Teachers can help assign them to Students. Note: You do not distribute licenses to specific individuals by name, but rather to the level that they have permission to manage. You don’t, for example, distribute licenses to Ms. Garcia, but you do distribute licenses to the 1st grade class she teaches.
  
  
  
  
• License Inventory Drill-down: As with Dashboard views and Filters, what exactly you will see on on the lower, Inventory Drill-down sections of the License Management page will be determined by the size and structure of your organization and where your role fits in. For a very large organization, such as the one in the screenshot below that encompasses multiple districts, you will see a summary of your license status followed by a breakdown of license status by District. A smaller organization or different level Admin may see a list of Schools there, not Districts. You have four primary options from here:
  
  
  1. If you see a District or School listed that needs more licenses, you can scroll back up and click the Give to Lower Levels button and select that District or School and choose how many licenses to give them.
  2. If you see a District or School listed that has "extra" licenses available, you can click Take and distribute license back to the higher level of the organization. 
  3. If you want to distribute the license that the District or School has to a lower level of that District (such as a School or Classroom), you can click Give and then choose what level you want to give license to.
  4. If you want to see details about the current license distribution in that District of School you can click on the name.
     
     
     
     
• We clicked on the Demo District that had 17 license to see more details. Of the 17 total, the top District level still had 11, while 6 had been distributed to a lower level. The Demo School listed at the bottom was the only School with licenses. 
  
  You basically have the same four options that were mentioned above: Click the Give to Lower Levels button to give this District more licenses; click on the name to see more details about the license distribution in the District; click Take to distribute licenses back to the organization; or click Give to choose which lower levels (in this case, Classes) to distribute licenses to.
  
  
  
  
• When you click Give, you’ll see a small pop-up form with drop-down menus. Because you clicked from the School license section the first two menus should already show your District and School. Use the third menu to select a Class within the School to distribute license to (we chose Demo Class), then enter how many, and click Done. As noted above, distributing licenses to a Class is how you would make them available to a Teacher, who can then assign to Students in the Class.