Classic - How Should My School Import Data Into Enriching Students?

Overview

There are several ways a school can import data into Enriching Students.  This includes manual and nightly automated uploads of CSV files. Additionally, Enriching Students supports importing data from Clever.

This document will help you determine which approach will work best for your school.

Clever Full Utilization Model

This approach says that Clever is the "source of truth" regarding your data.  In order to use the Clever Full Utilization model in Enriching Students, your school would have to agree with all of the functionality described below:

1. All of your staff and student records reside in your Student Management System and this is synced to Clever.
2. Email addresses are unique to a single user
• That is, a single email address is not shared across multiple people.
• If you want to use an existing email address on a new user, you will have to manually delete the existing user from Enriching Students.
3. Your Student Management System synchronizes regularly with Clever.
• You are satisfied or have control over the syncing schedule between your Student Management System and Clever.
4. You school will not be able to manually add staff or students to Enriching Students.
5. Data that comes from Clever cannot be edited within Enriching Students. (Departments are an exception to this rule)
   • When your account is initially set up, we will create Departments based on data provided by Clever.  
   • However, many schools like to organize their staff differently in Enriching Students as compared to what's in Clever.  So once the data is imported, you can move staffers to new departments.
   • When updates are run, we will NOT move existing staffers
   • This includes values such as the first name, last name and email address of users
6. Staff and students in Enriching Students will be deactivated when those records are not found in Clever.
   • If you want that data deleted, it has to be done manually from within Enriching Students.  This can only be done by a staffer that is an Admin in Enriching Students
   • Per Clever's recommendation, staff and students are NOT deleted from Enriching Students.  They are marked as inactive. They will appear on the manage staff and manage student pages respectively, but nowhere else within the application.
   • Appointments will automatically be cleared for any staff or student that is deactivated.
7. Rosters will be pulled from Clever.
   • These rosters are not modified in any way when a sync takes place with Clever
   • A staffer can create additional rosters in Enriching Students.  
8. Enriching Students will be pre-book students if:
   • In this case the student's future open advisory appointments are set to their new teacher.
   • Your school has been configured to prebook
   • New students are added to Enriching Students.
   • Students that are moved to a new homeroom
9. We cannot automatically recognize new advisory rosters; these will have to be marked by a school admin.
1. This process will need to be performed after the initial import of the data
10. A school that starts with this model can change to using OneRoster files at a future time.  
• You would need to contact Enriching Students in order to have this change implemented  
• If a school stops using this model, it's not possible to go back without clearing out all of the school's data.
11. Clever does not store the following information:
    • This of course means the above data cannot be pulled as part of an synchronization with Clever
    • Attendance data
    • Grades
    • Parents email addresses
    • Guidance Counselors
    • The room number associated with the staffer
12. When school uses this model, they can use CSV files to import:
    • Attendance data
    • Grades
    • Parents email addresses
    • Currently, the process of automating the Attendance and Grade data with CSV files can be automated as well.  
13. You will import only teachers that are associated with your school.  The fact that a teacher is in your Clever district does not include them in the import; they must be associated with your school.

Frequently Asked Questions

This section describes different scenarios regarding syncing with Clever

1. What if I know there's data in Clever that isn't in Enriching Students?
   • Additionally, based on the configuration, we might not see any of the staff associated with those students.
   • Clever allows a school to filter the data that is presented to vendors like Enriching Students.
   • For example, a school filters all the students whose name begins with the letter "Z".  We wouldn't have access to any of those students.
   • So if you know there's data in Clever that isn't appearing in Enriching Students, check to see what filters are in place.
2. What if a staffer is removed from Clever?
   • This will allow you to remove the record entirely if needed
   • They will not appear anywhere else within Enriching Students
   • They will still appear on the Settings, Manage Staff page.
   • Their appointments will be cleared
3. What if that same teacher is added back to Clever the next day.
• Their account will automatically be reactivated.
• No appointments will be recreated
4. What if a student is removed from Clever?
   • This will allow you to remove the record entirely if needed
   • They will not appear anywhere else within Enriching Students
   • They will still appear on the Settings, Manage Students page
   • All their future open appointments will be cleared
5. What if that same student is added back to Clever?
• Their account will automatically be reactivated
• No appointments will be recreated
6. If our school has set certain days of the week to allow for students to be pre-booked, at what point will that happen?
• When a school uses Clever, advisory appointments are created when the ROSTERS are synchronized.  
• So if you're run a manual import of the students and you expect students to be pre-booked, be sure to manually run the roster import as well.