This article contains the following:
1. How can I prepare my district for summer school?
2. Pausing Data
3. Continuing syncs from my SIS
4. FAQ
How can I prepare my district for summer school?
Clever can support your district in multiple ways during summer school, each with its own benefits and possible limitations. We recommend thinking through these guiding questions to help inform which summer school option will work best for your district:
- Who specifically needs access to Clever/learning applications during the summer? (All students/teachers? Only a subset?)
- Which resources do your users need to access/use during the summer?
- Will you need to add new users over the summer and before the start of the new school year?
- Where are the enrollments, sections, student, etc. data coming from? Does this information need to be dynamically updated?
The rest of the article provides the different options available to you depending on district's needs during the summer months!
Did you know? Clever schedules a pause for all districts that goes into effect two days before your last day of school and is set to resume 2 weeks before the start of school. We know school year schedules vary, so we encourage you to customize your pause dates! Read more here: How do I pause my data sync?
Pausing Data
While your sync is paused, Clever will not process any new data, allowing you to make changes to your SIS without interrupting student or teacher access to applications. Current school year data will be "frozen" in Clever for the duration of your pause; however, you are still able to upload new summer rosters (sections and enrollments) into Clever via custom sections.
We recommend using this option if:
- You do not need to update summer rosters often and/or there are minimal changes that need to be made in your Clever account over the summer.
- Your users need to access to their same resources from the previous school year over the summer (for example, students who are asked to complete work within applications for summer homework).
- You don't need any new students in the district to access learning resources and applications during the summer, and those who need access over the summer are already in Clever before the sync is paused.
Choosing this option allows you to do the following:
- Create and bulk upload custom sections. Even though your data is "frozen" or paused, you will still be able to upload new summer rosters into Clever without impacting that spring data.
- Create custom teachers and staff. (For those individuals who were not in the SIS data in the spring, but may need access over the summer to teach/support summer school.)
- Adjust sharing permissions for applications connected to your account
- Make changes in your SIS without making changes to your Clever account for the duration of the pause
- Provide students, teachers, and staff access to their resources from the previous semester.
You will NOT be able to:
- Dynamically update rosters - if you would like to update section/enrollment information, you will need to upload new CSV files.
- Add new students (ie. students who were not already in your spring data) to your Clever account during the duration of the pause.
Please note: You will need to check with each application's support team individually about supporting this option.
Continuing syncs from my SIS
If your district decides to continue syncing data from your SIS, you will first need to remove the pause for your data sync using the directions found in this article: How do I pause my data sync? (review the section "Remove a Pause"). This means that you can continue to upload summer data into Clever and this information will always be up to date in Clever.
Please note: If you choose to only send summer rosters and remove spring data, students and teachers who are not attending summer school will lose access to Clever and applications completely over the summer.
We recommend using this option if:
- Your users need access to their resources and learning applications over the summer, but not necessarily the previous year/semester's data.
- You anticipate that new students entering your district over the summer need access to Clever.
- Your summer school data changes often and you would like a more automated process and the most up-to-date information in Clever.
Choosing this option allows you to do the following:
- Create and bulk upload custom sections - you will still be able to create and upload sections that are outside of your SIS
- Create custom teachers and staff (ie. for teachers who are only teaching during the summer)
- Adjust sharing permissions for applications connected to your account
- Dynamically update your Clever account with any changes in your SIS
- Add new students into Clever and give them access to learning applications
Choosing this option will also mean:
- Access for students and teachers between school years will be affected. Therefore, the content that is available to them in their applications might change.
- For example, if you update a student's grade from 4 to 5, depending on the application, they might not have access to their 4th grade data. A teacher may not also have access to their rosters from the Spring. For more detailed information about how this might affect your connected applications, please reach out to the application's support team.
FAQ
Here are some frequently asked questions regarding summer school:
Can we only pause data for specific applications?
No. The pause status for a district applies to all applications. There is no way to pause on an app-by-app basis. If you would like to pause data for some applications but not others, you can contact the support team for the application and request they pause the syncing of data from Clever for their district. The ability for an app to pause a sync from their system varies by app.
When do Badges expire and can I opt out of this?
Badges will expire once a district unpauses their sync. This means that Badges will need to be reprinted and the settings will be reset. Once your district is paused, you can choose to either "Keep" or "Auto-expire" your Badges in the End of Year Guide.
How is the primary school of a user determined?
Primary school associated is determined by wherever the user has the most sections. Custom sections are included in this count and may affect your students' or teachers' association during the summer. You can read more detailed information in our article, How are users' primary schools assigned in Clever?
What if I am switching my SIS, sync type, or SIS ID's over the summer?