Transition from Clever to another syncing method Follow

In this article:

• Overview
• Clever to Google Classroom sync
• School codes if moving from Clever to Classlink or PowerSchool
• Clever to Classlink sync
• Clever to PowerSchool sync
• Clever to manual spreadsheet load
• Getting help

Overview

When deciding to move from a Clever sync to another data loading method, there are many things to consider to make the transition a smooth one.  

We recommend making any rostering changes in between terms, such as summer break, as new classes will be created. An archive of any previously loaded classes and students will be required so there isn't any confusion for the teachers.

Clever to Google Classroom sync

A Google Classroom sync allows teachers to manage their own rostering. It can be used as a standalone syncing method or as a secondary method to any of the admin-managed rostering methods.

If all teachers use Google Classroom and the Google Classroom sync option is already enabled, the transition away from a Clever sync will be minimal.

Visit the Hapara Admin Console > Class rostering > Teacher managed roster.  https://app.hapara.com/admin/class-rostering

Verify Allow classes to be synced from Google Classroom is toggled to Yes.

To ensure teachers can access Hāpara to sync their Google Classroom classes, a Google validation group containing the teachers you'd like to have access to Hāpara will need to be added under the Validate through Google Groups section.

If you would like for this group of teachers to be able to add classes to any school, you will add this Google group to the top section. 

If you would like this group of teachers to only be able to add classes to the schools they belong to, add them to the section to the right of their school.

If you have an existing teacher group, we recommend using this as a validation group. Alternatively, you can create a Hāpara-specific Google group.

As an admin, you will just need to ensure the Google validation group is updated throughout the year to include new staff members who may need access.

Note: A Google Classroom sync does not create all of the Hāpara Google class groups that Clever creates. For example, class English 101 in Clever would create a Google group of english101-2425@domain.com.

School codes if moving from Clever to Classlink or PowerSchool

Clever, Classlink, and PowerSchool are all admin-managed rostering methods.  Moving from a Clever sync to a Classlink or PowerSchool sync with Hāpara allows you, as an admin, to continue to manage rostering.

The most impactful consideration with either of these changes is the Hāpara school code in your Hāpara Admin Console. 

To view your current school code, visit Hāpara Admin Console > Schools.  https://app.hapara.com/admin/schools

With a Clever sync, the Hāpara school code must match the school_number, but in Classlink the Hāpara school code must match the sourcedID. 

The Hāpara school code must match the PowerSchool school_number.  Keep in mind that this may not be the same school_number as Clever, even though the field names are the same.

If the school_number from Clever doesn't match the Classlink sourcedID or the PowerSchool school_number, add the school(s) as new with the correct school code in Hāpara. 

Once the new schools are added, as long as there are no classes showing in the existing school, the school can be removed.

If removing any schools from the Hāpara Admin Console, you can also remove the td.administrators.schoolcode and td.users.schoolcode Google groups from your Google Admin Console. 

Any groups that contain those old school codes can be removed.

If schools are added, the td.administrator.schoolcode and td.users.schoolcode Google groups are created. 

See https://app.hapara.com/admin/users/roles for a detailed description of those groups.

Clever to Classlink sync

Once the archive of your Clever classes has taken place, the Clever share can be disconnected and Hāpara Implementation will need to remove the Clever configuration settings from the Hāpara Admin Console.

To configure your Classlink sync, go to you Classlink portal and initiate the share with Hāpara and make sure to enable the connection. 

In the Hāpara Admin Console, visit Class Rostering > Admin Managed Roster > Configure Classlink.

See Admin-managed rosters: SIS sync for Classlink setup details.

Clever to PowerSchool sync

Once the archive of your Clever classes has taken place, the Clever share can be disconnected and Hāpara Implementation will need to remove the Clever configuration settings from the Hāpara Admin Console.

To configure your PowerSchool sync, you will first need to follow the instructions on How to set up your PowerSchool Integration.

See Admin-managed rosters: SIS sync for PowerSchool setup details.

Clever to manual spreadsheet load

Once the archive of your Clever classes has taken place, the Clever share can be disconnected and Hāpara Implementation will need to remove the Clever configuration settings from the Hāpara Admin Console.

To configure your manual spreadsheet load, you will first need to follow the instructions on Class rostering: Admin-managed rosters.

See Admin Managed Roster: Manual Load for manual load setup details.

Getting help

For assistance in any data loading transition, please email implementation@hapara.com. We will be happy to help.