Admin Guide - Professional Learning Online

Document created by Community User on Aug 9, 2017Last modified by Community User on Oct 16, 2019
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User guide for Professional Learning Online Administrators.

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Table of Contents


Professional Learning Online is the professional development learning platform for NWEA™. It is a place where you can find learning activities and materials that will help deepen your knowledge about MAP® and other NWEA products.

Professional Learning Online contains the following:
  • Course lists: Learning is available based on the products that your district has purchased. The lists show courses you are enrolled in.
  • Courses Catalogs: A catalog of all learning activities available to you. Click on a course in the catalog to enroll in it.
  • Navigation Menu: Links to the pages in the system.
  • Help: Links to the user guides, help pages, and FAQs.
  • Profile: Sign out and user account information.

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About This Guide

This guide is written for Professional Learning Online District Administrators. Your district will assign an administrator to perform the following activities:
  • Provide Professional Learning Online access to teachers and staff in your district
  • Maintain the association of users with their schools (optional)
  • Run reports to show which users have accessed Professional Learning Online and the progress they’ve made in the learning activities
  • Remove users from Professional Learning Online as required

This guide provides instructions on how to perform the essential responsibilities of the Professional Learning Online Admin role.

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Account Activation

Create an Account

The Professional Learning Online Administrator provides members access to Professional Learning Online. If you are unsure who the Professional Learning Online Administrator is for your district or school, please contact your NWEA Coordinator or Assessment Coordinator.

Set Up Your Credentials

Before accessing Professional Learning Online, you will need to create your account.
  1. Go to and select Register New Account.
  2. Enter your email, first and last name.
  3. Submit the form. You will receive a message to check your email to verify your email account.
  4. Find the verify email, and click the verify / activate link. Please check your spam folders if you do not receive the verification email within a few minutes.
  5. Return to the NWEA Services site, select a password:
    • Passwords must meet minimum requirements:
      • At least 8 and not more than 20 characters
      • At least one lowercase character
      • At least one uppercase character
      • At least one digit or special character
      • No spaces
      • Cannot be the same as your email address
    • For example: Bl@nk3t$
  6. Select Complete Registration to create your account.
  7. Click the Course tile to access the ProLearning site.

Once logged in, courses you are pre-enrolled in are listed under Courses on the course homepage. Most courses are not pre-enrolled. All courses available to your district or school are found in the Course Catalogs. If you have more than one NWEA licensed product, you may see multiple catalogs. Use the menu to find the link to the course catalog. Click a course in the course catalog to enroll and start the course.

Use the menu to find the link to the Administration page. If you are the Professional Learning Online Administrator for your school or district, you will see the Administration tile in the NWEA Services site when you log in.

If you want to be the Administrator, check with your NWEA Coordinator. A Professional Learning Online Administrator is likely already assigned for your district.

If you would like to be given Administrator rights in your Professional Learning Online account, you can contact your NWEA Account Manager, or use the self-nomination form linked on the Help page in Professional Learning Online.
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District Administrator Responsibilities

All of the Professional Learning Online District Administrator activities are accessed from the Administration page in the NWEA Services site. Click the Administration link in the main navigation menu to get started.

Screenshot of the main menu in Professional Learning Online. The Administration (restricted) menu option is circled.
Figure 1. Menu options

Below is an annotated screenshot of the administration page:
Screenshot of the Members tab of the administration page. The Remind Non-registered Members button is labeled 1. The username search box is labeled 2. The Select column of the members list is labeled 3 and the checkbox is marked. The Select Action menu is labeled 4. The action choices are Send Notification, Remove from District, Promote to Admin, and Demote from Admin.
Figure 2. Administration tool
  1. Click the Remind button to send all non-registered users a Welcome email notification.
  2. Search for a single user by their email address (Username).
  3. Select users first to access the Action menu.
  4. Choose an Action menu option, and click Apply to:
    • Send notification: Sends the selected users a Welcome email notification.
    • Remove from District: Removes the selected users from the Member list.
    • Promote to Admin: Promotes the selected users to ProLearning Admin status.
    • Demote from Admin: Removes the selected users' Admin status.

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Granting Access to Members of Your District

The Professional Learning Online system and MAP Growth system require separate accounts. You must add users in your Professional Learning Member list and they must create a new account in order for them to access the Professional Learning Online system. You can invite users by following the steps under To invite additional users below.

To notify MAP users to create Professional Learning Online accounts:

To notify all users en masse:
  1. After logging in to Professional Learning Online, select Administration in the main navigation menu.
  2. In the Members tab, select Notify Unregistered Users.
  3. Select OK to confirm.

To notify specific users:
  1. After logging in to Professional Learning Online, select Administration in the main navigation menu.
  2. In the Members tab, select the users you wish to notify with the checkboxes on the right.
  3. The Select Action menu should appear in the upper right.
  4. Select Send Notification from the Select Action menu.
  5. Select Apply.

To invite additional users:

To invite additional users who have not been registered in MAP, you can use the Add tool. The Add tool is a 2 step process:
  1. Add the users' email addresses.
  2. Decide if you want to send notifications to the users when you add them.

To begin the invitation process:
  1. After logging in to Professional Learning Online, select Administration in the main navigation menu.
  2. Select the Add Members tab.
  3. Provide the email addresses of the users you wish to invite. You have multiple options how you upload user email addresses to add to your Professional Learning Online account:
    • First option: Direct input. You may directly type email addresses into the box labeled Enter email addresses. Type one email address per line. This method is not recommended since typos are easy to make when hand entering email addresses. If you use this method, we strongly recommend that you copy and paste email addresses to avoid errors.

      Note: No special characters are allowed. If you are copying in email addresses from an email client like Outlook in the format <>; you must remove the <, >, and ; characters.
    • Second option (Recommended): CSV or TXT file.
      • CSV: Create and upload a CSV file with one column of the user's email addresses. Do not include headers at the top of the column. If you need help creating, saving, or uploading a CSV file, see the Additional Helpful Hints section at the end of this document.
        Screenshot of sample CSV file format for adding new members. File has one column with no header. Each cell contains a single email address.
        Figure 3. CSV format
      • TXT: You may also create and upload a TXT file instead of a CSV. To create the file, open a new text file (using a program such as Notepad) and type or paste email addresses, one record per line.
        Screenshot of sample text file format for adding new members. File is shown open in Notepad and is named batch.txt. The file shows three email addresses with one record per line.
        Figure 4. Text file format
  4. Select Send Notifications to send a standard invitation message to users you are adding. You can preview the message being sent by selecting Send me a sample email. If you do not want to send notifications at the time you add your members, or you want to write your own welcome email, clear the Send Notifications box before submitting the email addresses. You can then send your own message to your users using your own email system. We recommend that you send instructions for logging in and creating an account based on the directions in the default welcome email notification provided.
  5. Select Add Members to process and send the invitations. The Success message will display when the notification emails are sent. If you selected Send Notifications, the Added members will receive notification emails.
    Screenshot of the Add Members tab of the administration page. The Enter email addresses text box is labeled 1. The Choose File button under Upload CSV file is labeled 2. The Send Notifications by Email checkbox is labeled 3 and is checked. The Add Members button is labeled 4. The Send Me Example Email button is labeled 5.
    Screenshot of added member confirmation message stating Members added and notified via email.
    Figure 5. Add Members tool
    1. Copy and paste the user email addresses here.
    2. Upload a large list of new members (users) via a single column CSV file.
    3. Leave checked to send the added members a standard notification about their ProLearning access. 
    4. Click to add the users you have entered into the Email Address box.
    5. Click to send yourself a copy of the notification email the added members will receive.

    Click the X to close the success message after sending notifications.


If you upload a file that is not formatted correctly or is not a .txt or .csv file type, you will receive an error. The error message is explained below.
Error:There was a problem uploading the file: No valid email addresses could be found in this file. File is either in an incorrect format or does not contain any email addresses.
Explanation:You have tried to upload and process a file that was either not a .csv or .txt file or there were no valid email addresses in the file.
Solution:A valid email address must contain an @ symbol and end with a valid domain suffix, for example, .com, .net, .org, etc.

Resending notifications to users who have not created their accounts or accessed Professional Learning Online:

You can copy the unregistered email addresses out of the Members list and paste them into your preferred email tool and remind users to create their account. Sending multiple notifications or adding members multiple times does not cause any issues. No duplicates are created.

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Assign Courses to Members

Currently, Professional Learning Online Administrators cannot assign a specific course to members. We plan to add functionality to assign courses in a future release of Professional Learning Online. Users can log in to view ;all the courses available to them in the course catalog. Members then enroll in courses in the catalog that are pertinent to their role.

Updating Schools (Optional)

Note: This functionality has been temporarily removed. It is planned to be reintroduced in a future release. You will be able to update your users and add a school association at that time.

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Report Manager

The Report Manager is able to view reports across multiple districts. This is a custom role available in Professional Learning Online and must be requested as needed. Report Managers see only the reports tab in their Administration page. The Report Manager is needed in situations where one user needs to be able to view reports across multiple disparate organizations in Professional Learning Online. It is typically associated with a fiscal agent relationship where a parent account is purchasing MAP licenses or workshops for a number of allied districts. Report Managers do not have access to the Add Members tab for the districts; they can only view reports.

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Accessing Reports

As the Professional Learning Online District Administrator, you will have access to reports that may be helpful to you and others in your district. These reports are accessed via the tile on the Administration page. You can download reports in multiple formats once they display. Use the Export menu to select the type of file to generate based on the report results. You may export to CSV formats. The available reports are:
  • Download CSV of Members
  • LMS Report by Course
  • LMS Report by User

To navigate to your Professional Learning Online reports:
  1. Log in to Professional Learning Online at
  2. Select the menu icon in the upper-left and choose Administration.
  3. Select the Reports tab at the top.
    reports tab

Read on for descriptions of the available reports.

Download CSV of Members

The Members List shows you what users have been invited to the Professional Learning Online environment versus those who have actually created an account. This allows you to follow up to encourage users to create their accounts so that they have access to these important online resources.

LMS Report by Course and LMS Report by User

These course completion status reports show users and the courses they have started, and tracks course completion. Run both reports to see the different reporting layouts offered. Custom reports can be designed. Talk to your NWEA Account Manager about your specific request.
Screenshot of format options for the Courses by User report. The Action menu for the Export type is labeled 1. Action choices are Export as XLS, Export as CSV, and Export as HTML.
Figure 6. Report export options
  1. Select a format to export your Courses by User report.

Working with Reports

Download the results and open them in a spreadsheet to group and reorder the results if necessary.

Members tab

The Members tab is a quick view that shows all the added and registered users with accounts in the system.

Removing Members

Over time, you may need to remove a user from accessing your district’s Professional Learning Online content. When you remove a user, they will no longer be able to access your district’s Professional Learning Online content. To perform this function, select their name, choose Remove from the Select Action menu, and select Apply.

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Additional Helpful Hints

Creating, Saving, and Loading a .csv File

New users can be entered directly into the manage or invite users boxes. However, we recommend uploading a list of users in a batch process instead of entering users’ email addresses manually, which can lead to typos and missed accounts. The upload file containing all your users must contain the data in a specific format. The user information for the file can often be exported from your district’s human resources or student information systems.

Your upload file should only 1 column of email addresses.

Screenshot of sample CSV file format for adding new members. File has one column with no header. Each cell contains a single email address.
Figure 7. CSV file example format

Please remove any column headers prior to uploading your .csv file.

To save the file as a CSV:
A Comma Separated Value (CSV) file format is required for batch upload. If you have your batch file saved in and Excel format (.xls or .xlsx), then you will need to save the file as a .csv file before uploading it. To save an Excel file as a CSV:
  1. Open the Excel file.
  2. Select the File tab and select Save As.
  3. Select where you would like to save the file (like your desktop or your My Documents folder).
  4. In the File name area, name your document.
  5. In the Save as type menu, select CSV (Comma delimited).
  6. Select Save.
  7. You may receive one or two warnings about the CSV formatting. Click OK to continue.


Where Can I Get More Help?

Choosing the Help link in the Navigation menu corner of the Professional Learning Online page gives you access to contact information for both content and technical questions. You can also access all Professional Learning Online guides here: Professional Learning Online Help Center.

For questions, please contact NWEA Partner Support.

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