License Coordination

What is a license coordinator?
The License Coordinator of a license with 2 or more classrooms is any registered individual who has 2 or more users under his or her authority. He or she is responsible for entering and maintaining online the roster of registered teachers and/or additional coordinators.

The top-level coordinator is the individual whose name is on the contract and is responsible for paying for, renewing, and expanding the license.

The License Coordinator of a single classroom license is the classroom teacher using the materials.

How is the coordinator role assigned?
The top-level coordinator is named by the ordering organization at the time the license is purchased. The top-level coordinator can register additional coordinators.

Can we have more than one coordinator?
Yes. The top-level coordinator can assign more than one user to any registered individual until the maximum number of paid user slots has been reached. Each coordinator then has the responsibility of registering and maintaining their assigned users.

You can only have one top-level coordinator.

Does each level require a separate username and password?
Coordinators and classrooms/educators will each receive a username and password. If chosen, a coordinator can also access the materials with the coordinator username and password by selecting the Count me as a User checkbox on the Users link of the My Account section for each product purchased.

How does a coordinator receive a username and password?
A unique username and password for the top-level coordinator is selected during the ordering process and emailed to the coordinator at the time the license is activated.

Additional coordinators will be sent a unique username and password by email once registered by the top-level coordinator.

What if the username and password of a coordinator is lost?
If you forgot your username and password, simply select the Forgot Password link on the Login page. Enter your email address. Your username, and a random password will be emailed to you. Once you have logged in, you can change your username and/or password to one of your choice from the Preferences link on your My Account page.

If you continue to experience difficulties logging in, please contact our customer service department toll-free at (866) 889-3729.

Must a coordinator be a user?
No; at many schools, administrative personnel handle this duty. In fact, unless also registered with a separate teacher username and password, a Coordinator will not have access to the materials.

As a coordinator, how can I add or remove myself as a user?
Including the coordinator as a user will fill an available user slot. Please be sure you have available user slots or you will need to expand your license.

1. Log into the purchased website with your coordinator username and password.
2. Select the Users link from the My Account page.
3. Select the appropriate product tab.
4. Check or uncheck the Count me as a User checkbox.

Removing the coordinator as a user will make a user slot available and the coordinator will retain the ability to manage the roster of classrooms.

When will our account be activated?
Licenses paid by credit card will be processed and activated immediately. You will receive a unique username and password via email within moments of completion of your order.

Licenses paid by purchase order or check will be activated within three business days of our receipt of the completed online order form and payment. A unique username and password will be emailed to you when the order is activated.

How do I register classrooms/educators on the license?

1. Log into the purchased website with your coordinator username and password.
2. Select the Users link from the My Account page.
3. Select the appropriate product tab.
4. Enter the name, email address, and school name of the classroom/educator in the appropriate blank fields.
5. Click the Add New button.

Or, if the classroom teacher has an existing username to another Learning A-Z product, enter the username in the Existing Username field and enter the Add Existing button.

If you would like to allow a user sub-level coordinator privileges to register a portion of the teachers, increase to 2 or more the Users field of any registered individual that appears in the user list. You can only allocate as many slots as have been paid for.

To activate multiple individuals at a time, select from the Add Multiple Users drop down menu. The number of classrooms/educators that can be activated at once is relevant to the number of empty user slots on the license. If you are not sure how many you have open, compare the Total Users to the Allocated Users.

Can I register classrooms/educators to all the products I purchased at once?
Learning A-Z staff is currently developing this feature. For now, each teacher must be registered separately on each product tab of the Users link from the My Account page. Once registered on the first product, enter the username in the Existing Username field and click the Add Existing button for each subsequent product.

How do I register a classroom/educator who already has an existing account to another Learning A-Z product to the list?

1. Log in using your coordinator username and password.
2. Select the Users link from the My Account page.
3. Select the appropriate product tab.
4. Enter the username in the Existing Username field.
5. Click the Add Existing button.

Do you offer the option for classrooms/educators to self-register?
Yes, classrooms/educators can self-register and become familiar with the website during the registration process. To take advantage of self-registration:

1. Log in using your coordinator username and password.
2. Select the Users link from the My Account page.
3. Select the Self-Registration tab .
4. Enter the Number of Licenses for Registration.
5. Distribute the unique product link for the appropriate product(s) to each teacher.

Teachers will visit the link and enter either an existing username if they are already a member to another Learning A-Z product or a first and last name, email address, and school name. An email confirmation will be sent to each user.

Why do you require email addresses for every user?
We must have a unique email address for each user so we can send confidential username and password information. We respect the privacy of all of our users and only use this information to correspond about issues related to the purchased websites.

How will classrooms/educators receive usernames and passwords?
When a coordinator enters the classroom/educator's information and clicks the Add New button the unique username and password are generated, added to the teacher list, and emailed to the teacher.

What if a classroom/educator did not receive a username and password?
We find that this happens most often when email security filters block emails from Learning A-Z. First, you'll need to make sure that the security filter is adjusted to allow emails from learninga-z.com. Please also visit the Users link from the My Account page and verify that each email address is listed correctly.

Once you have verified that emails can be received, and all email addresses are listed correctly, each user can request a reset password by selecting the Forgot Password link from the Login page.

As a coordinator you also have the option to resend the password to a user from the Users link of the My Account page.

How does the coordinator resend a password to a user?
It is best if the user resets her or his own password from the Forgot Password link on the Login page. (The user will receive a randomly generated password via email.) However, a License Coordinator can also reset a user's password.

1. Log in using your coordinator username and password.
2. Select the Users link from the My Account page.
3. Select the appropriate product tab.
4. Put a check in the box to the left of the username for each user you would like to resend a password to. To resend the password for all users listed on the page, select the header checkbox above the user list.
5. Select the Resend Password action from the drop down menu at the top of the user list.
6. Select the Perform Action button next to the Action drop down menu.

Only a user can change (choose a specific, not random, password) a username and/or password on the personal My Account page.

How do I view the list of registered classrooms/educators?
A coordinator can view the list of registered classrooms/educators by logging in with the coordinator username and password and then selecting the Users link from the My Account page.

You may also view a printable list by selecting the View Printable User List link.

How do I update classroom/educator information?

1. Log in using your coordinator username and password.
2. Select the Users link from the My Account page.
3. Select the appropriate product tab.
4. Check the box(es) next to the classroom(s)/educator(s) you wish to update.
5. Edit the First Name, Last Name, Email Address, and/or School fields.
6. Select the Save Edits action from the drop down menu at the top of the user list.
7. Select the Perform Action button next to the Select Action drop down menu.

How do I delete a classroom/educator from the list?

1. Log in using your coordinator username and password.
2. Select the Users link from the My Account page.
3. Select the appropriate product tab.
4. Check the box(es) next to the classroom(s)/educator(s) you wish to delete.
5. Select the Remove action from the drop down menu at the top of the user list.
6. Select the Perform Action button next to the Select Action drop down menu.

Please note: to delete a sub-level coordinator who has 2 or more users, there must be no teachers registered under his or her account.

How do I replace a classroom/educator?

1. Log in using your coordinator username and password.
2. Select the Users link from the My Account page.
3. Select the appropriate product tab.
4. Check the box(es) next to the classroom(s)/educator(s) you wish to delete.
5. Select the Remove action from the drop down menu at the top of the user list.
6. Select the Perform Action button next to the Select Action drop down menu.
7. Add the new classrooms/educator to the list.

Please note: to delete a sub-level coordinator who has 2 or more users, there must be no teachers registered under his or her account.

How do I expand my license to add more classrooms/educators?

1. Log in to the purchased website with your License Coordinator username and password.
2. Visit the Products link of the My Account page.
3. Select the Expand option for the appropriate product.
4. Fill in the number of classrooms/educators to add to your license and enter a promotion code, if applicable.
5. Click the Continue button.
6. Review our usage guidelines, the total cost of the order, and agree to the price.
7. Confirm the billing contact information.
8. Select the method of payment.
9. Read and agree to the Learning A-Z terms and conditions, and select the Place Order button.
10. Print the final page.
     a. If you paid by credit card, this will be a receipt for your records and the extra user slots will be available immediately.
    b. If check or purchase order was selected, print the renewal order form and send it to Learning A-Z along with the payment. The order will be processed within 2-3 business days of our receipt of the completed online renewal form and payment, and a confirmation email will be sent to the coordinator.

How can I get a receipt?
If you pay by credit card, the final page of your online order form serves as a receipt.

If you pay by check or credit card, the top-level coordinator can also reprint a receipt at any time from the Orders link of the My Account section. Select the bill for which you would like a receipt printed and use the print feature from within your browser to print as many copies as you need.

How do I renew my license?

1. Log in to the purchased website with your License Coordinator username and password.
2. Visit the Products link of the My Account page.
3. Select the Renew option for the appropriate product.
4. Enter the number of classrooms who will be using the materials.
   a. If you are reducing the number of classrooms from the previous year, you will need to reduce the number of registered teachers to match the renewal order.
5. Select the number of years you would like to order, from the drop down menu. Order up to five years at a time to lock in current low rates and receive a 10% multiple year discount off the total order.
6. Enter a promotion code, if you have one.
7. Confirm the License Coordinator contact information.
8. Select the Continue button.
9. f desired, select other Learning A-Z products to purchase for the same number of classrooms and years. Order multiple Learning A-Z products at the same time and receive a 10% multiple site discount off the total order.
    a. If you would like to order more classrooms for any of the additional Learning A-Z products, purchase the product now, and you will have the opportunity to purchase more classrooms from the website My Account page.
10. Select the Continue button.
11. Review our usage guidelines, the total cost of the order, and agree to the price.
12. Confirm the billing contact information.
13. Select the method of payment.
14. Read and agree to the Learning A-Z terms and conditions, and select the Place Order button.
15. Print the final page.
     a. If you paid by credit card, this will be a receipt for your records and the extra user slots will be available immediately.
    b. If check or purchase order was selected, print the renewal order form and send it to Learning A-Z along with the payment. The order will be processed within 2-3 business days of our receipt of the completed online renewal form and payment, and a confirmation email will be sent to the coordinator.

Your renewal will not be activated until the previous license has expired. If your license expires before you renew, your users will not be able to access the materials on the website and will no longer have permission to continue instructional use of downloaded materials; however, you will still be able to renew.

How will I know when it's time to renew my license?
Annual licenses expire 365 days from the date of activation. Top-level coordinators will receive renewal notices by email at regular intervals as the expiration date approaches, beginning 100 days prior to expiration.

The Products link of the My Account will provide the expiration date for each purchased product and a warning when the date is approaching.

We've renewed our license early and it hasn't activated yet; now we need to add users. How do we handle this?
The current license will need to be expanded. You may also contact your Regional Director toll-free at (866) 889-3731 for a quote of the cost.

How do we replace a coordinator?
The top-level coordinator can replace a sub-level coordinator at any time from the Users link of the My Account page.

1. Log in using your coordinator username and password.
2. Select the Users link from the My Account page.
3. Select the appropriate product tab.
4. Check the box(es) next to the sub-level coordinator you wish to delete.
5. Select the Remove action from the drop down menu at the top of the user list.
6. Select the Perform Action button next to the Action drop down menu.

To designate a new top-level coordinator, we ask that you fax documentation on school or district letterhead authorizing a change and replacing the original order form contract. The letter should be signed by someone in a position of authority and include:

• Licensed organization
• Website(s)
• A license identifier (username, license ID, or previous top-level coordinator's name)
• Name, phone number, and email address of the new License Coordinator.
• Agreement with our Usage Policy; one license per classroom.

Our fax number is (520) 327-9934.

Please allow up to 2-3 business days from receipt of your faxed documentation to update our records. Once updated, the new  top-level coordinator will receive an email confirmation with the username and password.

We purchased a district wide license; what are our options for accessing the materials?
To provide access to Reading A-Z materials or teachers whose district has purchased a district wide license, we provide several options in addition to registering individual classrooms/educators.

Self-Registration
Classrooms/educators can self-register and become familiar with the website during the registration process. To take advantage of self-registration:

1. Log in using your coordinator username and password.
2. Select the Users link from the My Account page.
3. Select the Self-Registration tab .
4. Enter the Number of Licenses for Registration.
5. Distribute the unique product link for the appropriate product(s) to each teacher.

Self-Registration is available on the following Learning A-Z websites:

Initial User List Upload
If supplied with an electronic list in .csv (comma separated) or Excel format of classroom teachers Learning A-Z staff can upload the initial list to register classrooms. The coordinator is responsible for ensuring the license has the appropriate amount of paid and open user slots for the upload.

The electronic file should be emailed to support@learninga-z.com, and should include a header row and separate fields for:

• First name
• Last name
• Email address
• School name

Once the electronic list is uploaded, each teacher will receive a unique username and password by email. The coordinator is then responsible for maintaining the list of users online.

Initial User List Upload is available on the following Learning A-Z websites:

Unique "referring" URL on district secure website
This will allow classrooms/educators anonymous login but must be accessible behind a secure district website only. Depending upon the type of secure district website, classroom/educators may not be able to access the purchased website from home.

If you have purchased a district wide license and would like to set up access through a unique "referring" URL, please have your district technology department contact our customer service department toll-free at (866) 889-3729 option 5.

Unique "referring" URL is available on the following Learning A-Z websites:

IP Address Authentication
This will allow classrooms/educators anonymous login through the district proxy server. Please be aware, this will not allow classroom/educators access to the purchased website from home.

If you have purchased a district wide license and would like to set up access through IP address authentication, please have your district technology department contact our customer service department toll-free at (866) 889-3729 option 5.

IP Address Authentication is available on the following Learning A-Z websites: