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Admin Managed Roster - SIS Sync Follow

In this article:

 

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Rostering methods overview

The Rostering method supports the pulling of student and/or class information from the Clever integration tool, the PowerSchool Student Information System (SIS), with ClassLink Roster Server or and automatically loading the information into Hāpara daily. The configuration specified when selecting your preferred rostering methods determines how the sync method works. It also impacts the format of the data that you will need to load.

 

The settings you will need to configure when you select your rostering method are described below.

 

Roster Data

 

Here you must enter your SIS ID, eg, if you are rostering through Clever then you must enter:

  • Clever District/School ID

This ID is generated by Clever for your district/school and should have been provided to you.

 

If you are rostering via ClassLink you will need to enter:

  • ClassLink Tenant ID

If you specified your rostering method as PowerSchool then you must enter:

  • HostURL
  • AuthID
  • SecretKey

These details are generated by PowerSchool for your district/school and should have been provided to you.

 

The section also contains a “Test” button allowing the access to your SIS connection to be tested. 

 

 

Types of data to load

This section specifies whether you load student data, class data or both. You must select at least one of the options.

During initial testing you may decide to only synchronize classes. But in day to day operation, almost all customers synchronize students daily (because student data changes often).

 

  

Class name

This section specifies how the class name will be calculated from the data loaded. The class name options are:

  1. CourseName-Period
  2. CourseName-Section
  3. CourseName-SISId
  4. CourseName-Period-SISId
  5. CourseName-Section-SISId

Note:

  • The class names generated here must be unique across the school. If your CourseNames are not unique, choosing an option with the suffix SISId will ensure the class names calculated here are unique.
  • If some of the fields, in the option you choose above, are not provided by Clever/PowerSchool then the class will not be uploaded. For example, if you choose the option "CourseName-Period-SISId" and Clever/PowerSchool provides a blank "Period" value, then the associated class will not be imported.
  • Teachers can assign a “nickname” to each of their classes in Hāpara via the Manage Classes page. 

 

 

Student folders

Student folders are Google Drive folders that can be created for each student in a class. The folders are shared to the student and the teacher, so the work here is not visible to other students unless explicitly shared.

In Hāpara Dashboard, there can be zero to many subject folders per student per class. This setting states how folders will be used with classes loaded via the sync method.

You must select one of these options:

  1. One per student, folder will match the 'ClassName'
  2. One per student, folder will match the 'CourseName'
  3. Each student has the same set of subject folders

 

If you do not create folders when you set up Hāpara, the Sharing View setting will be enabled by default. Teachers will see the All Docs view in their primary Dashboard tab (meaning they can see any document in a student's Google Drive). You can disable this setting, however if it is disabled and there are no folders, teacher will not see any student work in Dashboard. 

You can also specify a suffix that will be added to the end of all student subject folder names - both in each Teacher's Google Drive and each Student's Google Drive. Suffixes help make the folder names unique across all students. This suffix doesn’t help students (as they only see their own folders). This suffix helps teachers who see student subject folders in Google Drive (as the folder names they see will all be different).

You must select one of these folder suffix options:

  1. No Suffix
  2. - FirstName LastName
  3. - LastName, FirstName
  4. - StudentEmail

Notes on the folder suffix options:

  • Option 2 is the most commonly used.
  • If you select Option 4 the portion of the student email address before the “@” symbol will be used as the suffix.

Warning: Once the suffix is added to the folder names, the suffix cannot be removed or changed. So it is important to get this setting right.

 

 

Email notifications

You can specify who will be emailed after a (successful or unsuccessful) automated daily sync has occurred. Multiple people can be specified e.g. “person1@myschool.org,person2@myschool.org”.

We recommend that this field be filled in. Irrespective of whether this field filled in, the results of every sync can be viewed on the Status page.

Each person listed here will receive two emails per automated daily sync - that is two emails per day. The first email shows the results of the extraction of data from your SIS. The second email shows the results of the completed load. 

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