School Year Preparation Guide for Clever, ClassLink, and OneRoster Districts

1. Connect with Great Minds
2. Export prior year data
3. Review important data practices
4. Share/unpause rostering data sync
5. Validate data and distribute logins/customer support link

---

1. Connect with Great Minds

When your district is ready to begin rostering for the new school year, our Technical Support Team will assist you through the process. Data syncs pause on June 30 and will resume once rostering data for the new school year is shared with Great Minds.

In order to prevent potential data loss and access disruption, here are some best practices we recommend as you prepare for next year:

• Digital administrators should notify our Technical Support Team of when you anticipate data will be shared for the upcoming school year.

• Check your current school year end date and make sure it matches when your school year ends. Contact us if any adjustments are needed.
• If you are using our products for summer school, the end date should be extended to the end of the summer term.

If you have any questions or need assistance as you prepare for next year, please submit a support ticket.

---

2. Export Prior Year Data

As the current school year ends, administrators and teachers must export and save any data they wish to retain.

Teachers

• Download Assignment Submissions
• Print Student Assessment Submissions
• Print Assessment Reports
• Print Student Reports
• Print Class Standards Reports
• Print Single Standards Reports

Administrators

• Export CSV Reports

---

3. Review Important Data Practices

• Unique sis_ids are required for all users across your district, regardless of role.
• The following values should never be changed:
  • Clever - Clever User ID
  • ClassLink - Sourced ID
  • OneRoster - Sourced ID
• Do not reuse class sis_ids year over year. This can cause data issues in reporting and enrollments. We also caution against changing a class' sis_id once it is created.  Great Minds will handle this as a brand new class and delete the previous class as it technically no longer exists in the roster source.
• While not required, we highly recommend using unique class names each year. Incorporating naming conventions that include specific class information, such as year, semester, section, teacher, subject, etc., will make it easier for users in your district to validate that they see classes from the correct year or period.
• Great Minds does not support academic sessions, terms, enrollment periods, etc. from any external provider. The current school year displayed in the Manage app is where all rostering data sent to Great Minds will populate.
• In the rare circumstance your district has changed technology partners, contact our Technical Support Team for assistance changing your rostering method.

---

 

4. Share/Unpause Rostering Data Sync

For districts that roster through ClassLink or Clever: Once our Technical Support Team has set the dates for your new school year, you can unpause your rostering data sync.

Resources

ClassLink | Setting Blackout Dates to Pause Syncing in the Roster Server

Clever | Pausing the sync with your SIS

---

 

5. Validate Data and Distribute Logins/Customer Support Link

After your rostering data sync has successfully resumed, validate that users can access their Great Minds accounts and view the correct content once logged in. Make sure that you are only sharing schools, classes, and users that require access to our digital products. 

If needed, distribute logins to users. If they encounter any issues with their account, they can submit a support ticket here.