Setup up Clever Rostering (SW Side)

Studies Weekly offers several options to roster your students. This article gives instructions about setting up with Clever. There are two ways to set up a district with Clever. We can invite them to connect with us through Clever, or they can request to connect with us. After the connection has been accepted on either end, the final setup is the same.

To send a request or view any pending requests, you will first need to be invited to manage Clever. The admins at the time of writing this are Isaac Carlisle, Richard Kunkel, David Timmreck, Jessica Gibson, Kevin Carter, and Ron Taylor.

After you have been invited to administer Clever, you will go to apps.clever.com to sign into your account.

Invite to Connect

To send a district a request, you will use the search box in the top right corner and search for the district by name.

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Please note, there can be multiple districts with the same name. You can see the state the district is from by looking to the right of the name.

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After selecting  the district, you will be brought to the district page. Click on the Invite button the top right of the page.

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An overlay will pop up and you will be asked to provide a contact name, email, launch date, and message.

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Usually, these invitations are sent to the district's IT contact, not the curriculum contact. The Launch Date is the day that you would like the users to have access to the application. We are still billed while they are connected even if it is not launched. For your message, provide something like the message below:

Thank you for reaching out to us to begin securely sharing your rosters via Clever. We have accepted your invitation to connect and have begun generating your student data based on your current sharing rules. The accounts will be generated and ready to be used by tomorrow morning. Prior to activating the app for your users, can you test some accounts and let us know if you run into any issues?

Thanks!

 

After they have accepted the connection request, proceed to the Connection Established section below.

Pending Requests

To view all pending requests, you will click on the Pending Requests button.

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You can then view all pending requests on this tab. Find the request that you are wanting to approve and click the Approve button.


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This will then bring you to their district page and an overlay will cover the screen. This will ask you for the scheduled launch date, number and type of licenses, expiration date, and a possible message.

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In this dialogue, unless discussed otherwise by you and the AM or Sales Member, set the Launch Date to Launch Now. This allows them to use Clever immediately.

The Number of licenses is determined by the number of schools that have ordered in that district. You can find this information at portal.studiesweekly.com. Set the number to the number of schools. But note that this number does not restrict them from oversharing. The number is a recommendation, not a rule.

License Type will be set to Schools.

Expiration Date will be set to the end the year of their order expiration date. For one year orders, set it to the 07/31 of the end of that school year. Adoption orders will be set for the end of their adoption period. For example, if the school placed an order for the 20/21 school year, you will set their expiration to 07/31/2021.

In the Message field, put something like the following:

Thank you for reaching out to us to begin securely sharing your rosters via Clever. We have accepted your invitation to connect and have begun generating your student data based on your current sharing rules. The accounts will be generated and ready to be used by tomorrow morning. Prior to activating the app for your users, can you test some accounts and let us know if you run into any issues?

Thanks!

Connection Established

After successfully connecting with a district, you will then need to link them to a district on studiesweekly.com. To do this, copy the OAuth Token found under the Overview tab in the District Info panel.

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Then, go to www.studiesweekly.com/online/districts. This page is locked to be read only except to those added to the whitelist set by IT that allows editting.

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Using the dropdown, select the state that the district is in, then use the Search box that to find the district. After finding the district, you will click the drop down in the Rostering tab and select Clever. This will bring up a modal that allows you to enter the OAuth Token and set other settings. Leave all other options alone as they are used on a case by case basis. Save your changes after pasting the OAuth Token.

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The roster will now be synced at the next nightly sync unless you force a manual sync. This can be done through a district administrator account.

The last step is to go back to the districts page on apps.clever.com and set a filter for the districts schools. It usually takes about 5-10 minutes for the shared data on Clever to be available for filtering. To access the filter, you will click on the Filters tab. Then, click on Create a filter to begin the filter set up.

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First, you will need to search the district on portal.studiesweekly.com again to find the schools that have purchased. After locating all schools that have purchased, you will select all schools on the list of shared schools to give them access. After setting what schools should have access you can either click the Apply Filter button on the left side of the page, or click Continue on the bottom of the page to filter by Section/Class.

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After any changes are made to the filtered data, it may take up to 24 hours for the changes to be reflected in the data we receive prior to syncing. Though usually, changes are reflected within the hour. After you have finished placing the filter on the district's data, notify the primary contact at the district (found on district's Clever page), the district's Account Manager, and any other parties who have been part of the initial setup process.