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

Connect with your Great Minds Digital Implementation Specialist
Export prior year data
Review important data practices
Share/unpause rostering data sync
Validate data and distribute logins/customer support link

1. Connect with your Great Minds Digital Implementation Specialist

When your district is ready to begin rostering for the new school year, your Great Minds Digital Implementation Specialist will assist you through the process. In order to prevent potential data loss and access disruption, it's crucial to work with your Digital Implementation Specialist to create your new school year before you share new data for the next year.

Check your current school year end date and make sure it matches when your school year ends.

If you are using our products for summer school, the end date should be extended to the end of the summer term.

Do not send or upload data for the next school year until the new school year has been created by your Great Minds Digital Implementation Specialist.

Once the new school year is created, you can begin syncing your new rostering data

If you're not sure who your Great Minds Digital Implementation Specialist is, submit a support ticket for assistance.

2. Export Prior Year Data

As the 2024-2025 school year ends, administrators and teachers must export and save any data they wish to retain.

⚠️ All data exports must be completed prior to July 6, 2025 as data will not be accessible in the platform after this date.

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 your Great Minds Digital Implementation Specialist for assistance changing your rostering method.

4. Share/Unpause Rostering Data Sync

For districts that roster through ClassLink or Clever: Once your Great Minds Digital Implementation Specialist has set the dates for your new 2025-2026 school year, you can unpause your rostering data sync.

⚠️ Make sure the date you unpause your sync falls within your 2025-2026 school year date in Great Minds.

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.