Here at Enriching Students we have worked a lot on Clever over this past year. Additionally Clever has introduced a few new features that makes the import process easier. This page provides information and links on Clever's custom users feature, their data filtering options and a 10 step checklist that you should review as you integration Enriching Students with your Clever account. Let's get started.
Manually Adding Users to Clever
The other addition that Clever made this past year was to allow for Manual entry of data into the Clever portal for staffers or other users that may not reside in your SIS.
We highly recommend you review these two articles related to this critical data being successfully transferred.
The first method of “creating a custom teacher”, that may not be in my schools SIS is explained
This second method does allow you to upload CSV files.
Data Filtering in Clever
One of the major lessons learned from last year is the importance of schools properly filtering their data in Clever prior to syncing with Enriching Students. Clever now has a wide variety of options for filtering data, down to specific users. This is important because without these filtering options it's easy to send data to Enriching Students that isn't required. This can result in ES receiving more staffers imported than your school has purchased licenses for.
So to make the best use of this feature visit this Clever support doc.
What you should be aware of when using Clever
In line with these features now in Clever, we were required to make adjustment on our end. If a school uses Clever for data importing they no longer have the ability in Enriching Students to manually add users.
You are still able to edit staffers in our application. Data like departments and max number of students will be maintained after a sync with Clever.
Of course, data that comes from Clever, such as first and last names will be overwritten the next time a sync to Clever is performed.
This was necessitate due to the automation that schools are asking for. In order for that to work we need a single source of truth. Because users get added without a Clever Id, it becomes impossible to manage what should and shouldn't happen.
What Clever Does Not Do
As a reminder - Clever currently DOES NOT
- Export Grade Data
- Export or Import Attendance Data.
In the meantime a school can utilize CSV files for those data updates.
This process may also be automated (please see following to determine if your SIS will support this automation):
Automation with CSV Files
How to Sync with Clever
Confirm that your school district uses Clever for provisioning data to 3rd party applications like Enriching Students. - Contact Clever
In your schools Clever district portal, simply request access to Enriching Students. We will received a notification and approve this request. Once the Clever access has been approved, provision Enriching Students access to the staff, school admins, students and sections of the school that has subscribed to use Enriching Students
Make sure you data includes these required fields.
- Staff/School Admins - first name, last name, sis id, and email address.
- Students - first name, last name, sis id, email address and year of graduation.
|Note: Accurate emails are vitally important. Invalid emails can cause difficulties in future data syncs with Clever.|
Make sure you filter your school data to include only the staffers and students that need to be provisioned to Enriching Students. When syncing up your SIS to Clever the SIS list of staffers or students may include some that are not available during your flex time. They may be off campus or staffers that do not support students during this period. If these staffers and and students are included in your Enriching Students data feed, it can create license overage issues and staff confusion. See Clever's document Filtering district data for more details.
Make sure any staffers that are not in your SIS, but need to be in Enriching Students, are added to your Clever account using their custom users feature. See the Clever documentation: How do I create a custom staff member or school administrator in Clever?
Provision any sections to ES that you would like your staffers to be able to filter their students by. If you provide us with a staffers 5 daily class sections, we can provision the account to allow them to filter students by these 5 class sections. See the Clever documentation: Sharing by Sections.
Determine if the flex block is a section in your schools SIS and this section is being synced with Clever. This section may be your advisory or some other period in your master schedule where the flex time (WIN, Activity Period, etc.) is going to take place. This class section, when provide, is managed by Enriching Students to identify the home base/advisory teacher for your flex period. This is the teacher responsible to ensure that these students are scheduled some where for the flex period. If you do not have a advisory or home base period in your master schedule, please submit a support ticket and we will follow up with alternate recommendations.
When a new account is provisioned in Enriching Students, we send out welcome emails to the primary and technical contacts provided to us during the account set up process. The link found in the welcome email will take you directly to our Enriching Students Import Site. The URL is specific to your school and only your school. If you are supporting more than one school in a district, each school will have it's own unique URL. We might suggest that the Curriculum Coordinator or Flex Specialist assists the Technology (IT) or delegated person the following:
- Room Numbers - Associates the staffer with the room location in the building during flex time
- List of staffers who should be administrators in Enriching Students
- IT Account - Add your self as an admin so you or a delegated staffer can login to Enriching Students if needed
After your schools data is successfully imported, login to your Enriching Students account using your Clever SSO or Google SSO. Go to Admin -> Manage Homeroom Rosters. Use the search feature to find by name the section that should be set as the Home base, home room or advisory roster. To learn more about how to use the Manage Homeroom Rosters page see this support document.
Depending on your flex schedule model, you may want to pre-book all your students to their home based/advisory for one or more days per week. This mass update can easily be accomplished by using the Mass Schedule page, found under Admin -> Mass Schedule. This page will allow you to schedule multiple students at once, either by grade level or by a file with student IDs. Students can be scheduled to one specific course or to their respective home base/advisory course. Using the date range controls you can create or modify home base or advisory appointments how ever you like. To learn more about how to use the Mass Schedule tool see this support document.
Clever Integration, Clever Setup, Clever Importing Data, Clever Rostering