This article explains what data is managed by an automated roster synchronization between ClassTag and Clever/ClassLink/Student Information System (SIS).
What data is created by the automated sync?
Students: SIS ID + Name + Email + Grade + Family relationships with guardians
Student guardians: SIS ID (optional) + Name + Email + SMS number + Home phone number + Language
Staff members: SIS ID + Name + Email + SMS number + Home phone number + Language + Role (admin or teacher, but it can later be changed directly on ClassTag)
Classes/Sections: SIS ID + Class name + Grade
Classroom enrollments: Student enrollments + Teacher enrollments
ClassTag follows the OneRoster v1.1 format for importing roster data.
What data is NOT added by the sync?
Roster synchronization with Clever doesn't currently support student attributes synchronization
Guardians that do not have at least one unique contact email or an SMS-compatible phone number will NOT be added to ClassTag. Once the SIS is updated with at least one unique contact credential for that guardian, they will be added to ClassTag in the next sync.
What data is automatically updated by the sync?
Students: Name + Email + Grade
Student guardians: Name + Email + SMS number + Home phone number
Staff members: Name + Email + SMS number + Home phone number
Classes/Sections: Class name + Grade
Please note how the following data is updated:
Invitee Users: Any user who has NOT yet logged into ClassTag to activate their account will have their contact information updated based on what is sent from your SIS
Active Users: Any user who HAS already logged into ClassTag and activated their account will have their contact details managed exclusively by the sync only if the "Update Active Users" sync setting is enabled. In this case, manual updates to contact details are not allowed. If the mentioned sync setting is disabled, staff members with certain permission or users themselves will be able to update their contact details.
What data is automatically removed/archived by the sync?
Records that are no longer present in your SIS data are called Abandoned records. Abandoned records are appropriately disconnected or archived on ClassTag based on your sync settings. Examples:
Students: Abandoned student is either archived or removed from the school
Family relationships with guardians: A user who is no longer listed as a student guardian in your data is disconnected from the student
Staff members: Abandoned staff members are removed from the school and its classrooms
Classrooms: Abandoned classrooms are archived
Teacher class memberships: If a teacher's class enrollment is abandoned, the teacher is removed from the class
Student class memberships: If a student's class enrollment is abandoned, the student is removed from the class
What happens to old students when they leave our school?
SOFT: When a family is “abandoned” (both a student and his guardians are no longer in SIS)
Student becomes “archived” and can still be found on the School Directory in Archived or All Students, but not Active Students sections (his parents are still connected to the student, so they are displayed there too).
The family is not removed from their classrooms and can also be found if Archived or All Students filters are applied.
Since the student is not removed from his classrooms, backpacks in those classrooms continue to live.
Guardians still have access to the student and his backpacks, but they do not have access to the school or any of its classrooms.
Guardians do not receive any communications about school-wide or district-wide announcements or events.
EXTREME: When a family is “abandoned” (both a student and his guardians are no longer in SIS)
The family is removed from the school and all its classrooms completely.
Guardian accounts continue to exist and they’re still linked to a student and can see him in their Account Settings, but there’s nothing useful on the student record (no backpacks, etc.).
What data is NOT automatically updated by the sync?
Classrooms, class rosters, staff members, guardians and students who were manually added to ClassTag and were never associated with a respective SIS record.