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[d] What do I need to know if I am using Clever imports?

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Q: What do I need to know if I am using Clever imports?

A: If you are considering, or are already set up with Clever, it is important to review the following information.

Note: Currently there are five imports per day (4:15am EST (1:15am PST), 8:15am EST (5:15am PST), 12:15pm EST (9:15am PST), 4:15pm EST (1:15pm PST),7:15pm EST (4:15pm PST)

 

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Advantages and Limitations of Using Clever + PowerSchool Learning Integration

  • Please reach out to community@haikulearning.com regarding the data integration charge.
  • Clever may offer you many advantages, about which you can read on their site.
  • From PowerSchool Learning Learning’s perspective, the biggest advantage is that once Clever and PowerSchool Learning are set up for you, your data essentially will be automated. Your data will be imported to PowerSchool Learning several times daily without you having to do anything in PowerSchool Learning. All you have to do is make sure your SIS data is correct.
  • There are limitations to using Clever as well. First of all, PowerSchool Learning cannot support parent data* from Clever at this time. *Note: PowerSchool Learning has alternative methods for adding parent accounts.
  • If you are an existing PowerSchool Learning customer, there may need to be an ID conversion process that we undergo. This will be time-consuming and may involve manual merges of accounts.
  • PowerSchool Learning custom fields cannot be mapped from Clever to PowerSchool Learning.
  • Co-Teachers cannot be added via Clever import at this time. Instead, they can be added manually to classes post-import.
  • School year transitions (new classes and rosters are brought over, and last year's rosters are removed) are based on when your classes are no longer current. Please check with Clever about how they determine when classes are or are no longer "current."
  • If you use Google Apps for Education with your PowerSchool Learning domain, your SIS email field must be populated with Google Apps email addresses for all users whom you wish to use Google Authentication.
  • If you are using LDAP to authenticate to PowerSchool Learning, and your LDAP username doesn’t match your users’ logins or SIS_IDs in Clever, you may not be able to use LDAP to authenticate go PowerSchool Learning. Contact integrations@haikulearning.com for more information.
  • PowerSchool Learning does not currently import passwords via Clever from your SIS. PowerSchool Learning can set temporary passwords for you. Please note that in order for them to be temporary, you must check the setting in your Domain Control under Manage Domain > Settings > Users that will make imported passwords temporary, before the import runs.

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Your SIS

  • Clever has a permissions scheme that allows viewing only some schools or sections in the Clever API. If something less than the entire district is shared, then cross-school teachers may not be supported (one example: classes and rosters for a teacher from a non-shared school cannot be imported).
  • If you use Google Apps for Education with your PowerSchool Learning domain, your SIS email field must be populated with Google Apps email addresses for all users whom you wish to use Google Authentication.
  • If you are using LDAP to authenticate to PowerSchool Learning, and your LDAP username doesn’t match your users’ logins or SIS_IDs in Clever, you may not be able to use LDAP to authenticate with PowerSchool Learning. Contact integrations@haikulearning.com for more information.
  • Ensure sections have enrollments, as Clever can only pull sections with students in them.
  • If you use PowerSchool and have teachers who teach different classes within multiple schools, you may need to consolidate those records in PowerSchool and then reach out to Clever. Please see this article in Clever's Knowledgebase for more details.

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Configuring Clever

  • Co-teachers cannot be added via Clever import at this time. Instead, they can be added manually to classes post-import.
  • School year transitions (new classes and rosters are brought over, and last year’s rosters are removed) are based on when your classes are no longer current in your SIS. Please check with Clever about how they determine when classes are or are no longer “current.”
  • PowerSchool Learning cannot support parent data* from Clever at this time. We hope to do this in the future, when Clever makes more parent data available.
    *Note: PowerSchool Learning has alternative methods for adding parent accounts.
  • Click on the following link to check Clever's status.
  • Click on the following link for Clever support and documentation.
  • Frequently check the "Status" and "Data warnings" within your Clever dashboard.

data_warnings.png

  • Regarding permissions, use the "Share Schools" feature and only check schools you want to share with PowerSchool Learning (see image below).

CleverSharedSchools00.png

  • If you decide to share by Section, then you must select the current year's Sections so that data is available to be passed to PowerSchool Learning.
  • As a fail-safe with this integration type, once a user is set to use Google Apps SSO authentication they can only be removed manually. If they are not automatically set to this authentication via the import, the user can be set manually and subsequent imports will not change this authentication type.

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PowerSchool Learning Domain Settings

  • Make sure you have a current school year for the imported class (Manage Domain > School Years > Add School Year). Note that when classes are imported into PowerSchool Learning via Clever, the year they are imported with (the current school year) will not be changed by import moving forward.
    • Please ensure that the upcoming school year starts at least the day after the current school year ends. Classes will come in to PowerSchool Learning through Clever as part of the active school year.
    • Important note for customers using Infinite Campus + Clever
  • Make sure the “Autogenerate usernames at time of import” option is turned on while using Clever (Manage Domain > Domain Settings > General tab). Having this option checked will ensure that an imported user without a username or Google email address will not fail. If the user fails and is an owner of a class, the roster and class creation will also fail. This setting acts as a fail-safe in case some users don't have a username stored in Clever.

  • PowerSchool Learning does not currently import passwords via Clever from your SIS. PowerSchool Learning can set default passwords for you. Please note that in order for them to be temporary, you must check the setting in your Domain Control under Manage Domain > Settings > Users that will make imported passwords temporary, before the import runs.

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Mapping

Below, you can find details based on each type of information coming from Clever. The "PowerSchool Learning Values" listed in the first column of each table use the format of the PowerSchool Learning Full Import Specification.

Student Mappings

PowerSchool Learning Values Clever
external_id clever_student => id
first_name clever_student => name[:first]
middle_init clever_student => name[:middle]
last_name clever_student => name[:last]
suffix ''
nickname ''
login clever_student => credentials[:district_username]
password ''
email clever_student => email
user_type 'S'
organization_id clever_student => school
enabled "1"
display_id clever_student => student_number
google_email_address Checks that the email listed in email is a part of the list of Google domains and if it is lists it here

 

Take info from email field, if matches integrated Google Domain, then it will be set as the google_email_address. Once a user is set to use Google Apps SSO authentication they can only be removed manually. If they are not automatically set to this authentication via the import, the user can be set manually and following imports will not change this authentication type.

 

Users Custom (Students)

PowerSchool Learning Values Clever
external_id student => id
custom_field_1 student => sis_id
custom_field_2 student => student_number
custom_field_3 ''

 

Teacher Mappings

PowerSchool Learning Values Clever
external_id clever_teacher => id
first_name clever_teacher => name[:first]
middle_init clever_teacher => name[:middle]
last_name clever_teacher => name[:last]
suffix ''
nickname ''
login clever_teacher => credentials[:district_username]
password ''
email clever_teacher => email
user_type 'T'
organization_id clever_teacher => school
enabled "1"
display_id clever_teacher => teacher_number
google_email_address Checks that the email listed in email field is a part of the list of Google domains. Lists here if so.

Take info from email field, if matches integrated Google Domain, then it will be set as the google_email_address. Once a user is set to use Google Apps SSO authentication they can only be removed manually. If they are not automatically set to this authentication via the import, the user can be set manually and following imports will not change this authentication type.

 

Users Custom (Teachers)

PowerSchool Learning Values Clever
external_id teacher => id
custom_field_1 teacher => sis_id
custom_field_2 teacher => teacher_number
custom_field_3 ''

 

Users Levels

PowerSchool Learning Values Clever
user_id student => id
level_id student => grade

 

Organizational Mappings

PowerSchool Learning Values Clever
external_id school => id
name school => name
organization_id ''

 

Class Mappings

PowerSchool Learning Values Clever
external_id section => id
name section => name
shortname ""
description section => course_description
code section => course_number + section => period
year determined from section => term
teacher_id section => teacher
organization_id section section => school

 

Class Custom

PowerSchool Learning Values Clever
external_id section => id
custom_field_1 section => sis_id
custom_field_2 ''
custom_field_3 ''

 

Roster

For each section at a school we make a request to get the roster for that section.

PowerSchool Learning Values Clever
eclass_id see course id in class section above
user_id see student id in student section above
role "S"

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