Temporary Edstem Account Process

Main points:

• Creating accounts

• Adding existing accounts to a course

• Process for giving out accounts

• After the event 

How to create the Edstem accounts:
Requirements: 

• an active edstem account (this can be created at https://edstem.org/ )

• Admin permissions for each course you want to create the edstem accounts in (G, P and N are separate courses). Reach out to the National Content Team for access. 

• Login credentials for the email addresses used to create the temporary edstem accounts. Reach out to the Node Committee for emails. GPN Exec team can reset passwords if they’ve been lost

  • If you don’t have emails, fill in a request form TODO: Add link to form 

Steps to follow:

1. Log in to edstem and select the course requiring temporary accounts from the Courses list in your dashboard.  

2. Go to the Admin page for that course by clicking the cog icon  in the top navigation bar.

3. You should be on the General tab, scroll to the Invite Users section. 

4. Add the emails into the textbox. Ensure the Role is set to “Student” and press Invite. This will send an activation email to all the email accounts listed.

5. This confirmation pop-up will appear. Click Invite to proceed. 

The email addresses will disappear from the Invite Users input box and be shown as entries in the Users section underneath.

6. Navigate to the mail provider’s login page (e.g. gmail.com) and log in to the first of the new emails added. Find the edstem activation email and follow the steps to activate the edstem account and set a password.
The password can be anything but it should be simple enough that a student will be able to type it in easily and also meet any password requirements set by edstem. 

7. Add the email address and password to your node’s Edstem Temporary Accounts doc. It should be based on this template (Here) You will only need to fill out the emails and passwords fields, dividing them so that there’s some assigned to each room.

8. Repeat steps 6-8 for each new email address added

9. Put a link to the completed edstem Temporary Accounts doc on your node’s print list for each term.

How to add existing accounts to a course:

Requirements: 

• an active edstem account (this can be created at https://edstem.org/ )

• Admin permissions for each course you want to add the edstem accounts to (G, P and N are separate courses). Reach out to the National Content Team for access. 

Steps to follow:

1. Log in to edstem

2. Select the required course from the edstem dashboard. 

3. Go to the Admin page for that course by clicking the cog icon  in the top navigation bar.

4. You should be on the General tab, scroll to the Invite Users section and input all the emails you want to add to the text box .

5. Ensure the Role is set to “student”, press the invite button. This will give existing accounts student access to the course. No email notification will be sent.

Process for giving temporary accounts to students:

This is the process for giving the students a temporary account for the day. This account will only be for the day and will be unenrolled from the course before the next event. Their code will be emailed to them or their parents after the event but they cannot keep the account as we will need to use it for other students.

1. Each classroom should be allocated some, but not all of the temporary accounts as you don’t want there to be any overlap.

2. They should be divided up in your node’s Edstem Temporary Accounts doc. This will need to be printed and then cut apart so that each room is only getting some of the emails.

3. Once a student tells you that they need a temporary account you can either type in the account details for them or show them the information. *You should not however give them the account details to take home*. 

4. Once the student is signed in, you should write their name in the student name column. This is so that if their computer gets logged out of, you know which account to sign back in with. It is also so that someone can email home with their final code after the event.

What to do after the event:

You will need to follow this process so that you can reuse the accounts without having to create more.

1. Find the contact email from the ticket registration details for each student that used a temporary account.

2. Send them an email that says something like
   
   

“Hi, it looks like you or your child used one of our temporary accounts for the Term 1 GPN event. We will need to reset the account for future use but we didn’t want them to lose all their work, so here’s their final code for the day [code] you can use it on any ide or online code platform. We hope they had a great time and we hope to see them again at our next event!”

3. Log in to the edstem and navigate to the admin page for the relevant course. 

4. You should be on the General tab. Scroll down to the Users table at the very bottom of the page that lists the name and email of every account enrolled in the course. 

5. Select the checkbox next to all of the temporary accounts. Then press the Unenroll button to unenroll all the selected accounts from the course. This needs to be done before the next event so that if a student needs it for the next course, they won’t be enrolled in any other course. At some point this course will be archived and recreated, this will mean that none of the account’s past use will be stored.