Virtual Virginia

Outreach Program: Express Bulk Upload & Transferring Students

VVA Outreach

Follow the instructions on this page to enroll or transfer students within the Virtual Virginia Outreach Program.


Enrollment: Express Bulk Upload

To enroll Virginia public school students in a blended course as part of the Virtual Virginia Outreach Program, follow the instructions below. This process must be completed by your local school counselor for each teacher/section/course via the Virtual Virginia student information system (SIS).

  1. Download the CSV (comma separated value) template file below and complete the four columns for each student. The column headers must remain exactly as they appear in the template. You will need to create and upload a separate file for each teacher.
    • Download the Express Bulk Upload Template (CSV)
    • Note: If you are using a Mac, save the file in “Windows Comma Separated” format.
    • Below is an example of how the headings in the file should appear:

      FirstName

      LastName

      STI

      Email

      John

      Smith

      1011111111

      jsmith@email.com

  2. Log in to the Virtual Virginia SIS using the account of the local school counselor account who typically manages VVA enrollments.
  3. Click the Affiliation tab and then select your affiliation (i.e., the name of your local school) from the list.
  4. Click Bulk Import in the list on the left side of the page.
  5. Use the dropdown list to select the course in which you are enrolling students.
  6. Use the dropdown list to select the teacher for the students you are enrolling.
    • If the teacher has not taught the local course before, you will need to first click the Create new teacher link and complete the user information on that page. Please make sure you create the teacher account with a password that is 8 or more charecters.
    • After you “create” the teacher in the Virtual Virginia SIS, you will need to return to Step 3 to begin enrolling students for the new teacher.
  7. Use the dropdown list to create or select the section for the teacher whose students you are enrolling.
    • If this is the first time you are enrolling students for this teacher, select Create new section in the dropdown list. In the blank field, type a descriptive name for the section.
      • It is recommended that you enter a descriptive name for each section, including such details as the course name, teacher name, and block/period number.
      • If a section name is not entered, the default name is formatted as [school name] – [course name].
      • To change the name of a section after it has been created, please contact the VVA HelpDesk.
    • If students have already been enrolled for the selected teacher, use the dropdown list to select the appropriate section.
      • Note: When adding students to an existing section, use a data file with only the new students.
  8. Click the Choose File button, find the file you saved in CSV format on your computer, and select it.
  9. Click the Preview button to verify that the data appears as it should.
  10. After verifying the data with Preview, complete Step 7 again and click Upload.
    • Once the upload is complete, you will see a list of the successful uploads, as well as any errors that occurred and why.
    • Uploading a file with a large number of data records may require several minutes before a success/error list is shown.
    • Do not leave the page before the success/error list displays! If you leave the page before the success/error list is shown, the upload may not complete and you will need to repeat the process.

Errors in the File?

If there are errors in the file:

  • In the file, fix the issues listed.
  • Click the Bulk Import link to start over.
  • This time select the section that was created for the teacher when the previous errors occurred.
  • Upload the corrected file.

Student Login Information

Once the Express Bulk Upload process is complete for a teacher’s course, the counselor may access the students’ login credentials by clicking on the Sections tab in the Virtual Virginia SIS and clicking on the section (i.e., the teacher’s course). Student usernames and passwords will be displayed on the page that appears.

If you have any login or enrollment issues in the Virtual Virginia SIS, please contact the Virtual Virginia HelpDesk at support@virtualhelpdesk.org or 866-650-0027 (toll-free).


Transferring Students Between Sections

Before transferring a student from one teacher’s section (i.e., course) to another teacher’s section:

  • Ensure that the student’s current teacher has copied and shared all of the student’s grades with the student’s new teacher (into whose section the student will be transferred).
  • The student’s new teacher then must manually enter the transfer student’s grades into their section.
  • If this process is not followed, the school counselor will need to transfer the student back to the original teacher, complete the steps above, and then transfer the student to the new teacher again.

Follow the steps below to transfer one or more students from one teacher’s section to another teacher’s section. This process must be completed by your local school counselor via the Virtual Virginia student information system (SIS).

  1. Log in to the Virtual Virginia SIS using the account of the local school counselor account who typically manages VVA enrollments.
  2. Click the Sections tab.
  3. Click on the section from which you want to transfer the student(s).
  4. Click Bulk transfer on the left side of the page.
  5. In the Step 1: Select destination section area, select the new teacher to transfer the student(s) to, and the new teacher’s section should appear automatically in the dropdown.
  6. Check the checkboxes beside all the students you want to transfer.
  7. Once all transfer students are checked, click the Transfer button at the bottom.
  8. Once the transfer is complete, you will see a light-blue box showing the number of successful transfers, as well as the number of failed transfers (if any).

If you have any login or student transfer issues in the Virtual Virginia SIS, please contact the Virtual Virginia HelpDesk at support@virtualhelpdesk.org or 866-650-0027 (toll-free).