What Happens During Student Import via Clever
Actually, quite a bit!
First, the Clever Id is set based on the students email address. This means that email addresses should not be used on new students within the same school year.
Second, all students that are not in the data pulled from Clever are marked as "deleted". This will prevent them from appearing on reports, scheduling pages etc.
Next, any students whose email address appears in another school will be automatically moved to your school. This is useful for districts that have a large turnover of students from one school to another. Additionally, those students are automatically activate.
The next step is to match any students that already exist and update their records. The match is done based on the Id that Clever provides. Fields updated include:
- First and Last Name
- Email address
- Year of Graduation
- Parents Email Address
Next, we reactivate any students that have previously been marked as Deleted. This would happen when a student was in Clever, removed from Clever and then reappears in Clever.
Finally, any new students are added to the application.
Nothing happens with rosters at this point. That's done via another process.
What's the Difference Between Inactive and Soft Delete
Basically, you have control over the first and not the second.
Any school can mark a student as Inactive by going to Settings, Manage Students and editing a student's record. This can be useful if a student is going to be out of the school for an extended period of time and you don't want them appearing on unscheduled reports for example.
A soft delete is when a student no longer appears in the Clever import. We don't remove them from the system, we simply mark them as "deleted". It has the same impact as marking them as inactive, it's just an automated process when a school uses Clever.