How do I archive students and other users from our roster? – School Solutions Support | Age of Learning

Our Educator Center empowers Administrators to archive various levels like Schools, Classes, Teachers, and Students, depending on your organization structure and permissions assigned.

If you are a School Admin, you may only be able to archive Classes, Teachers, and Students. District-level or other higher-level Admins will typically be able to archive a District. Admins cannot archive other Admins, but they can be deleted if you have sufficient permissions. Typically, Teachers will only be able to archive Students.

Uploading a new, update roster (via CSV, Clever, ClassLink, or SFTP uploads) is the quickest way to bulk archive large numbers of users. Or you can choose to archive districts, schools, teachers, classes, and students individually via the Educator Center’s Accounts > Manage functionality.

Understanding Archived Statuses

Before diving into the steps, it’s crucial to understand the implications of archiving various user types:

Students: If a student is archived, they lose their access to Age of Learning products. If the student has a non-transferable license to a product, that license will be lost from your organization's inventory. If the student has a license that can be returned to your organization's inventory, it will be returned as available for repeated usage.
Teachers: If a teacher is archived, they are no longer visible in your organization and will lose their access to Age of Learning products. The classes and students’ records will remain active in the roster sections. Students of archived teachers will still be able to access any previously redeemed home accounts.
Classes: After archiving classes, students’ records will remain active in the roster section.
Schools: When archiving a school, the classes associated with that school will also be archived. Teacher and student records will remain active in the roster section but will be unassigned from all classes under that school.
Administrators: Administrators cannot be archived at this time; they can only be deleted. Learn more: What is the difference between archiving and deleting an account?

Bulk Archive via CSV Upload

Log in to your Educator Center account.
Click Accounts at the top of your screen, and select Roster from the drop-down.
Click Download Existing Roster to make edits to your roster. You should remove any users on your existing roster that you would like to Archive. Any users not included in your new roster will be automatically Archived. We recommend keeping a second copy of that original file for your records.
Once you finish editing your CVS file, select Replace Entire Roster. Remember: any records not included in your edited CSV file for your new roster will be automatically Archived.

Note: Records are identified based on ID, so it’s crucial to ensure IDs stay consistent, otherwise, you can end up with duplicate records or accidentally deleting accounts.
After you upload the new roster, you will get a summary of the upload and may need to type in a phrase to finish the new roster process.

Bulk Archive via Clever, ClassLink, or SFTP Upload

Log in to your Educator Center account.
Click Accounts at the top of your screen, and select Roster from the drop-down.
Exclude any users that you would like to have Archived from your data source. All uploads through these methods are "Replace Entire Roster" uploads. Select Replace Entire Roster.

Archive a District

Log in to the Educator Center at https://educate.aofl.com.
At the top of your screen, click Accounts > Manage > District.
On the Active District page, find the District you would like to delete and click on the name.
One the Edit District pop-up, click the Archive District button near the bottom.
Another pop-up will now ask you to confirm that you want to archive the district. Verify that the name of the district is correct and click the Archive button.
You will now be back on the Active District page. You may still see the district listed there until you refresh the page. Click on the Archived District tab to confirm that it is there.
Repeat the process for any additional District you wish to archive.

Archive a School

Log in to your Educator Center account.
Click Accounts at the top of your screen, then Manage, and School from the drop-down menu.
On the Active School page, select the school you want to archive.
Click Archive School.
Click Archive.
Repeat the process for any additional School you wish to archive.

Archive a Teacher

Log in to your Educator Center account.
Click Accounts at the top of your screen, then Manage, and Teachers from the drop-down menu.
On the Active Teachers page, select the name you want to archive.
At the bottom of the page, click the Archive Teacher button.
On the pop-up, click Archive to confirm.
Repeat the process for any additional Teacher you wish to archive.

Archive a Class

Log in to your Educator Center account.
Click Accounts at the top of your screen.
On the Active Classes page, select the class name you want to archive.
Scroll down to click the Archive (Your Classes Name) button.
Click the Archive button to confirm your choice.
Repeat the process for any additional Class you wish to archive.

Archive a Student

Log in to your Educator Center account.
Click Accounts at the top of your screen, then Manage, and Students.
On the Active Students page, select the name you want to archive.
Scroll down and click Archive Student.
Click the blue Archive button to confirm your choice.
Repeat the process for any additional Student you wish to archive.