Catholic school coordinators: setting up the Challenge

Find information for Catholic school coordinators on how to set up the Premiers’ Reading Challenge using the Challenge application.

Delegating the Super Coordinator role

Super Coordinators prepare their school for the Challenge at the beginning of each year by:

  • creating and activating students
  • assigning other coordinators.

The principal is the default Super Coordinator for the school until they delegate the role to someone else.

The principal must log in to the Challenge application to delegate the Super Coordinator role to the person who will have the day-to-day responsibility for running the Challenge. For example, a:

  • librarian
  • business manager
  • class teacher.

There can be multiple Super Coordinators if needed.

Logging in to the Challenge application

To log in to the Challenge application, a Super Coordinator must first set you up as a coordinator in the application.

You can then log in using your CECV network details.

  1. Select the School/Student button.
  2. Under the Coordinator login area, select the Catholic schools option. This will redirect you to the CECV authentication screen.
  3. Enter your CECV details. This will redirect you back to the Challenge application.

If you cannot login, it may be caused by:

  • your CECV account not being added to the right group
  • you not being set up in the Challenge application yet.

Speak to your school’s Super Coordinator or principal. Your school principal should assign you to the VPRC AD group using the CECV MyStaff application. Your Super Coordinator can then set you up as a coordinator in the Challenge application.

Setting up other coordinators

Super Coordinators can add Learning Coordinators and other Super Coordinators.

  1. Go to the Users menu, then the Coordinators menu.
  2. Select +Coordinator. You can add the details of teaching staff associated with your school. You must fill out all fields on this form. The role type will default to Learning Coordinator. You can change this to Super Coordinator if needed.
  3. Select Save.

It’s very important that the user name and External User ID are your CECV ‘C’ number. When you log in to the Challenge application, the CECV system can match your user ID to the Challenge application.

To add Coordinators in bulk:

  1. Go to the Users menu, then the Coordinators menu.
  2. Select the ellipses menu (⋮) and select Bulk Upload Coordinators. A pop-up with instructions on how to complete the upload will appear.
  3. From the link in the popup, download the template provided. You can open and edit this .csv file in Excel. Once you have entered the information into the file, save it to a local drive (e.g. your desktop) and return to the popup. It’s important that you save the file as a .csv file.
  4. Select File and go to the location where you saved the file. The upload will start as soon as you select the file.

Coordinators added to the school can then log in with their CECV credentials. This will only happen if:

  • the user has been created with the correct external user ID
  • they’re in the VPRC AD group.

Teachers who have moved schools will need to be added manually to the new school.

Coordinators will stay in the application each year. New student groups need to be assigned to coordinators for each Challenge.

Coordinator types and access levels

Super Coordinators

Super Coordinators have access to all Challenge student and staff records at their school and can carry out tasks on behalf of all other users. They can:

  • add other Super Coordinators and Learning Coordinators
  • activate students and assign them to Learning Coordinators
  • deactivate users
  • generate and print out Challenge student passcodes
  • moderate book reviews
  • verify completion of books
  • add books to student reading lists (only students assigned to them).

Learning Coordinators

Learning Coordinators can view the records and carry out tasks on behalf of students assigned to them in the Challenge application. They can:

  • generate and print out Challenge student passcodes
  • moderate book reviews
  • verify completion of books
  • add books to student reading lists.

Registering and activating students

Super Coordinators need to upload and activate students in the Challenge application. This needs to happen each year.

Between December and January, all existing student records will be inactivated and archived by the application. The key to maintaining a student’s history through multiple Challenges is the External User ID.

External User ID

The External User ID is a unique identifier associated with students at your school. It can be any unique identifier associated with the student. For example:

  • an enrolment number
  • a library card number.

The Super Coordinator assigns it when students are first uploaded to the Challenge application. It’s how the Challenge can maintain a student’s participation history.

It’s important that the same External User ID is used every year. This means the application can retrieve and link to previous Challenge data for the student. If the External User ID does not match an existing record, the student will be treated as a new entry.

Speak to your principal or business manager to get Student ID numbers if you do not have these.

Creating individual student records

To add an individual student record:

  1. Go to the Users menu, then the Students menu.
  2. Entering the required filtering criteria (if a multi campus school use the drop down box).
  3. Select +Student.
  4. Complete the mandatory fields (*). Make sure you fill out the External User ID field correctly. It’s optional to set individual book targets when adding a new student. If these fields are left blank, the student will be assigned the default book targets appropriate for the student’s year level. A P should be used for the year level prep. 
  5. Select Save. Individually created student records are automatically activated in the application.

Creating student records in bulk

You can upload students in bulk for each campus. If your school has multiple campuses, you’ll need to follow the instructions for each campus.

To bulk upload student records:

  1. Go to the Users menu, then the Students menu.
  2. Entering the required filtering criteria (if a multi campus school use the drop down box).
  3. Select the ellipses menu (⋮) next to the +Student button. Select Bulk upload students. A popup will give you instructions on how to complete the upload.
  4. From the link in the popup, download the template provided. This is a .csv file you can open and edit in Excel. Once you have entered the required information, save the file to a local drive (e.g. your desktop) and return to the popup. It’s important you save the file as a .csv file.
  5. Select the campus that the group of students belong to.
  6. Select File and go to the location where you saved the file to select it. The upload will start as soon as you select the file.
  7. Select Close to dismiss the popup. Student records created in bulk will need to be activated. A P should be used for the year level prep. 

Activating students

  1. Go to the Users menu, then the Students menu.
  2. Enter the required filtering criteria. Make sure that the Status option is Inactive.
  3. Select Search.

From the search results, you can activate students by either:

  • Bulk activating all students in the school – select Activate all students under the Group Actions menu. You do not need to select any of the students from the results for this action.
  • Bulk activating a targeted group – select all students from the search results. Select Activate student under the Group Actions menu.
  • Activating individual students – select the student from the search results. Select Activate student from the Action ellipses (⋮) next to their entry in the search results table.

Assigning students to Learning Coordinators

Super Coordinators can assign or change the coordinators assigned to groups of students.

To assign a coordinator to a student or change the coordinator:

  1. Go to the Users menu, then the Students menu.
  2. Enter the required filtering criteria. Make sure the Status option is Active.
  3. Select Search.

From the search results, you can assign or change coordinators by either:

  • Bulk assigning all students in the school – select Assign coordinator to all students under the Group Actions menu. You do not need to select any of the students from the results for this action. We recommend you identify smaller groups rather than assigning a single coordinator to all students in the school. This will share the workload of monitoring reading, verifying books, moderating book reviews and finalising details.
  • Bulk assigning a targeted group – select all students from the search results. Select Assign coordinator under the Group Actions menu.
  • Assigning individual students – select the student from the search results. Select Assign coordinator from the ellipses (⋮) next to their entry in the search results table.

If the Super Coordinator wants to assign a book to a group of students, they’ll need to assign the students to themselves first.

Student passwords

The Challenge application can generate and print student usernames and passcodes. For security reasons, these are generated for printing. You cannot view them online.

To generate and print usernames and passcodes:

  1. Go to the Users menu, then the Students menu.
  2. Filter on year level, class name or coordinator name.
  3. Select Search.

From the search results, you can generate username and password details by either:

  • For a group – selecting the relevant students from the search results. Select Print username and passcode under the Group Actions menu.
  • For individuals – selecting the student from the search results. Select Print username and passcode from the ellipses (⋮) next to their entry in the search results table.

The application will email the login details to the coordinator who performed the action.

You could print the usernames and passcodes on sticky labels (e.g. Avery A4 L7163 address mailing labels) for students to stick inside diaries or reading covers. Or you could print the passcodes on A4 paper, cut them up and hand them out.

If a student forgets or loses their passcode, you can generate a new one.

To help you to deliver the Challenge remotely, you can now send usernames and passcodes to students in bulk via email:

Correcting a student’s certificate name

The Preferred Name and Last Name fields are used for student certificates. 

To edit the details for a student:

  1. Go to the student’s dashboard.
  2. Go to the Profile tab.
  3. Select Edit details.
  4. Make any edits and select Save.