History tab

In the History tab, you can a see a history of all syncs.

To see the report of a sync, click on its date.

Overview tab

In the Overview tab,  you can see general info about the school such as the number of teachers, students, sections, and more. If you click on one of the links, they will take you to their correspondent tabs.

Schools tab

In case you have a multi-school portal, in the Schools tab, you can see the schools list from Clever and their SIS ID. To see details about a school, click on its name.

The detailed table of the school includes the number of user and sections, the SIS ID, and the corresponding school in the LMS.

Teachers tab

In the Teachers tab, you can see the teachers list from Clever. In case you have a multi-school portal, you can filter teachers using the drop-down menu.

To see details about a teacher, click on its name.

You will see a page with the details of the teacher such as personal information, sections, and sync history. Please note that in Clever terminology, Sections are Classes. 

Students tab

In the Students tab, you can see the students list from Clever. In case you have a multi-school portal, you can filter students using the drop-down menu.

To see details about a student, click on its name.

You will see a page with the details of the student such as personal information, sections, and sync history. Please note that in Clever terminology, Sections are Classes. 

Sync classes tab

In the Sync classes tab, you can see the classes list from Clever. In case you have a multi-school portal, you can filter classes using the drop-down menu.

To see details about a class, click on its name. Please note that the Clever terminology for classes is Sections. 

You will see a page with details about that class.

Configuring OneRoster

OneRoster allows schools to securely exchange roster information, course materials, and grades between systems. Before you begin, be sure to verify that the SIS you have uses OneRoster v1.1 API.

To begin using OneRoster, you must first download a few apps from the App Center.

Click Admin from the left navigation menu and click App Center.

Use the Search menu on the right side of the screen and select “Organizations”.

Find the Organizations app and click Install. Click OK to confirm.

Next, find the Organization portals app and click Install. Click Yes to confirm.

Next, uncheck Organizations from the Search menu and check SIS Integration.

Find the SIS integration app and click Install. Click Yes to confirm.

Find the OneRoster app and click Install. Click Yes to confirm.

Finally, it is important to verify that partition organizations are enabled. To view this, click Organizations from the left navigation menu and click Options.

Ensure that the checkbox next to “Partition organizations” is selected. If it is not currently selected, click the checkbox to enable it.

Setting up options for OneRoster integration

Now that you have installed OneRoster, you can set up your accounts. From the left navigation menu, click Admin and click SIS.

On the Setup screen, click OneRoster SIS.

On the Configure OneRoster screen, enter the connection data in the first four fields. This information can be found in your SIS platform (location varies by platform).

Enter the school year and semester start and end dates and click Save.

The Businesses page opens. This page asks you to create the organizations that you have on your SIS in our LMS.

Note: The organizations come from your SIS to the LMS.

If you have a school/organization that falls under another school/organization listed, click the dropdown to create a hierarchy for these.

Click Auto create. Click Yes to confirm.

The organizations are created and you are redirected to the Admin/Configure page. This page lists the OneRoster settings, which you can modify by clicking Edit. It also lists the businesses and the syncing actions and options available.

OneRoster Admin pages

The OneRoster SIS Admin section provides users with various OneRoster information for their organizations and courses.

The History tab lists all existing sync history. It displays the date, number of changes, the status of the sync, and sync type (auto or manual), and the person who ran the sync.

The Businesses tab lists the businesses using the SIS.

The Instructors tab lists all of the instructors.

The Learners tab displays the list of students.

The Sections tab shows the different courses for the school.

The Status page is where you can initialize a sync. Under the Sync schools heading, you can select one, several, or all of the schools listed to perform a sync with. Once the schools are selected, you can select Full Sync or Quick Sync. A quick sync performs a sync from the last committed changes. A full sync will sync every item, not just the changes from the last committed sync.

At the confirmation pop up, you can select to auto commit the sync which will automatically commit all of the changes without providing a chance to review them.

Note: If Auto commit is not selected, the sync will be prepared and you will be able to review the changes. You can commit the changes at that time, at a later time, or not at all.

Click Start.

Once the sync is complete, you receive a notification that the sync is successful.

You can review the report of the sync by clicking the link in the notification message:

Or by clicking the History tab. Click the date hyperlink to open the sync report.

Click + Commit to commit the sync changes if you did not choose to commit the changes when you initiated the sync. Click OK to confirm.

You will receive another notification when the commit is successful. Open the report from the notification or from the History tab to see that the Note column now says “Committed”.

Syncing data

Syncing data with CleverSIS

To do a manual sync, go to the Cleve SIS tab, then click "Sync now".

You will be prompted to select since when do you want to fetch the data. On the first sync, it won't matter what you select since we don't know the last event and it will automatically be from the beginning.  After the first commit, it will differentiate the data. Click start to prepare the data.

After the data was fetched from Clever and prepared for sync, you will receive a notification. To see the report,  click on the link inside the message or go to the History tab and click on the report link. Reports are listed in chronological order. 

In the History tab, you can see a table with all the actions that are taken. All the counters in the Add column have a link which will take you to the action list page.

If you click on one of the links, you will see the actions (add, edit, delete) that will be taken for a specific type (student, teacher, section). By checking or unchecking the action checkboxes, you can enable or disable that specific action when you commit the data. Note that the "Delete" action won't actually delete users and sections, it will only archive them. You can reactivate users and section by adding them again. If they have a matching clever_id, they will be reactivated.  All data is checked by default. If you uncheck an action, that data won't apply to our database.

After this step, click on Report from the top right.

Committing data

After selecting/deselecting actions go back to the report and click Commit. 

Your portal will be updated with your selected SIS data. If the users or sections already exist then the data will be updated with the synced information. If they don't exist on your portal then new users and sections will be created. When the update is completed, you will receive a notification. To see the full report, click the link in the notification.

In the full report, you can see a table with the details of the last sync that was committed. In case there are any commit warnings, for example, if a teacher that is teaching in the synced school is from another school, you can see this in History/Log, where all the warnings appear. Every warning appears at an action which can be seen by clicking on the right arrow under the Action column.

Syncing data with OneRoster

A sync can be run at any time from the Status tab.

To view the changes from a sync, click Organizations from the left navigation menu and click the name of the appropriate organization.

In the List view, the organizations, learners, teachers, and courses are listed.

Organizations with changes have the number of changes listed in the appropriate column.

To see the changes within the organization’s profile, click the organization name from the list. Click Users from the left navigation menu to see the updated user list.