This article covers how Clever handles class roster data as the term/semester changes:
1. SFTP sync rollover procedure
2. Auto Sync rollover procedure
3. Recommended district actions
4. Reusing Section ID #'s
Download the Rollover Checklist
For information about rolling over to the next school year, please see "How does Clever handle school year rollover?"
SFTP sync rollover procedure
Clever will import the second term rosters as soon as you include them in the CSV files you regularly upload. As the data in your SIS changes, you can expect to see the following behavior with your sync:
- When your CSV files no longer include first term classes or enrollments, Clever will place your sync on hold because the number of student-class enrollments will change significantly.
- To review the hold, navigate to your Clever Sync Report page.
- If the data looks correct, click "Approve". Once the hold is cleared, your new term rosters will begin populating in Clever as they become active in your SIS. If the the data looks incorrect, please contact Clever Support for assistance.
For more information on clearing holds, please see "How do I release a hold?"
Auto Sync rollover procedure
Clever pulls the students, teachers, and rosters that are active in your SIS. As the data in your SIS changes, you can expect to see the following behavior with your sync:
- When first term classes are no longer active in your SIS, or as enrollments change, your Clever sync may go on hold: "pending significant changes in the data."
- To review the hold, navigate to your Clever Sync Report page.
- If the data looks correct, click "Approve". Once the hold is cleared, your new term rosters will begin populating in Clever as they become active in your SIS. If the data looks incorrect, please contact Clever Support for assistance.
For more information on clearing holds, please see "How do I release a hold?"
Recommended district actions:
1. Review your district's sync information
- For SFTP syncs: Check your inbox for emails from Clever.
- If you receive any error message in your email such as, "Error Processing Clever SFTP Upload" please review the sync status on your Sync Report page.
- See this article to resolve any sync status errors you may have: "How do I resolve SFTP sync status errors?"
- If your sync is still "On Hold", navigate to your Sync Report page to approve the changes.
- For Auto Syncs: Review your Clever Sync Report page as soon as your term data rolls over in your SIS.
- If your sync is still "On Hold", navigate to your Sync Report page to approve the changes.
2. Review your sharing permissions once second term data is syncing
If you are currently Sharing by Section or Sharing by Rules, you may need to reset the sharing permissions to share the new second term sections, otherwise connected applications will not be able to access your rosters.
You can edit your sharing rules by selecting the link near your listed application under the "Sharing" section. In the screenshot below, the links to choose are "Sharing by rules" and "Sharing by section":
If you are sharing by section, be sure to check that you are sharing the new second term/semester sections by scrolling through the list and selecting the appropriate sections:
If you are sharing by rules and have a rule that shares by Term Name you will need to adjust your sharing permissions to the desired term for your connected applications to receive those rosters.
In this example below, the "Semester 1" courses are being replaced by "Semester 2" in the sharing rules. Additionally, you can keep Semester 1 courses to be shared and simply add "Semester 2" courses:
Reusing section ID #s
For term rollover, it is important to make sure that the ID #s for sections (the section_id field in Clever) are different after a term or school year rollover. This is because Clever's system 'remembers' sections that have been deleted, based on their section ID #s.
If you have any questions about where to find your section_id based on your sync type, please do not hesitate to contact Clever Support!