Clever SIS Integration FAQs
Learning.com provides automatic data synchronization with School Information Systems (SIS).
Learning.com works with Clever, a leader in school data synchronization, to sync districts’ SIS with the Learning.com platform. Clever is FERPA and COPPA compliant and student data is transported with end-to-end encryption. This makes transferring school, teacher, class, and student enrollment data to Learning.com faster, easier, and more secure.
What is Clever?
Clever is a data integration company. We use their technology to read the roster data from the SIS and send it to Learning.com. Clever supports open standards, including IMS OneRoster.
Is this available to current customers or just new customers?
SIS Integration is available to all Learning.com customers.
What is the setup process?
- Customer signs up with Clever and determines the method of sending data to Clever
- Customer starts sending data for the schools shared with Learning.com
- Customer emails Learning.com at firstname.lastname@example.org to configure synchronization of SIS data allowing up to three business days for processing
- Synchronization is activated and checked
Sync Support is available at email@example.com to resolve any missing or inaccurate information in the SIS or for general assistance.
How is data transferred from the Student Information System to Learning.com?
There are two methods of transferring data: automatic connection to the district’s SIS or CSV files via SFTP.
- Automatic: Clever is authorized read-only access to pull enrollment data from the district’s SIS. Clever securely transmits data to Learning.com
- SFTP: District sends data in CSV files to Clever via nightly transmission to a secure SFTP server
- Clever then securely transmits data to Learning.com (this is useful for schools whose IT Departments have already prepared SFTP scripts)
How is student information protected?
Clever uses a combination of encryption, software security, hardware security, and access permissions to carefully safeguard student information. You can read more about Clever at https://support.clever.com.
Which student information systems are compatible with Learning.com?
Clever can accept data from any SIS via SFTP. Automatic connection to Clever is available for many systems.
Who decides which data in a district’s SIS will show up in the Learning.com platform?
Each district decides what data to send — whole district, selected schools, or selected classes. We recommend sharing data by school.
Do I have to send any “special” data to Clever for Learning.com?
No. Learning.com does not require any special data, but there are specifications about how some data is formatted. Only use alphanumeric characters (letters and numbers) for first, last, and usernames and no special characters (apostrophe, spaces, etc.). Passwords must contain at least four characters. If the SIS data does not follow these conventions, Learning.com will generate usernames and passwords.
How are usernames created?
When first setting up the SIS integration, the district chooses if usernames are pulled from the SIS or generated by Learning.com. If Learning.com generates the usernames, it follows this convention:
- For Teachers: the first initial of the first name followed by the last name.
- For K-2 students: the first name followed by the first initial of the last name.
- For 3-12 students: the first initial of the first name followed by the last name.
- All usernames must be unique. If a username is already taken, numbers are used to extend the base convention for successive users.
How are passwords created?
When first setting up the SIS integration, the district chooses if passwords are pulled from the SIS or generated by Learning.com. If Learning.com generates the passwords, the district will select one of two options:
- The username will be used as the password
- A fixed password for all accounts
- Random alpha numberic passwords of specific length (4 character minimum) can be generated for Student and Teacher accounts
Note: SIS passwords are used when logging in with Clever
If Learning.com generates usernames and passwords, how do I know what they are?
Usernames can be found and exported as a CSV file through the coordinator home page. Click ‘Find/Manage Users,’ search for teachers, and click ‘Export Educators.’
If using SIS Passwords, look in the Clever Dashboard. If using Learning.com-generated passwords, contact your Customer Success Manager or Customer Support to be reminded how passwords were configured. Passwords cannot be viewed on the Learning.com platform.
What happens if an email address, or any other data, is incorrect when coming from the SIS?
Learning.com receives the data from the SIS, so any incorrect data will need to be fixed in the SIS. The corrections will then be made to the Learning.com platform.
Do all the classes or sections in the SIS appear in Learning.com?
Yes, all sections sent from the SIS to Clever will appear as classes. To prevent classes from appearing in Learning.com, filter the list of sections in the SIS or on Clever. If for some reason it is not possible to make a change in the SIS, but the class should not be seen by students (ex. a class name that has “Special Needs” in the title), a teacher can hide a class from students by not assigning curriculum items to that class. The teacher can create an unsynced class and assign curriculum items. In the new class, enrollments will not be automatically updated because the data is not synced to the SIS. If there are changes to the enrollment, they would need to be handled manually.
What happens when a section is no longer being sent to Clever?
The corresponding class will disappear from Learning.com.
Will sections that do not have teachers assigned to them integrate into Learning.com?
No, sections without teachers will not appear in Learning.com. Once a teacher is assigned, the data will flow as expected.
Classes have been created with students enrolled, why do the students see a message saying that they are enrolled in a class?
The sync will create classes and enroll students, but classes do not appear for student until at least one curriculum item is assigned to the class. Assigning an item will cause the class to appear for the student.
How do Learning.com and Clever handle confidentiality of student data?
Making sure student information is secure is a top priority. Many of the nation’s largest school districts view Clever as an important tool to add security to the process of rostering online learning applications such as Learning.com. To find out more about Clever’s security infrastructure visit https://clever.com/about/security . Learning.com will not share data with any third parties. Clever agrees to deem all student information provided to it from the SIS as confidential and not to be shared with third parties without written authorization.
Is SIS Integration FERPA compliant?
Clever was designed to be FERPA compliant from the ground up and is the most FERPA compliant manner of transmitting student data between parties that exists today since schools explicitly authorize each recipient and schools maintain full control over the data they share.
Is it COPPA compliant as well?
Using the Platform
How does SIS Integration appear on the Learning.com platform?
In the Student User Interface (UI), student names and class names will be exactly as written in the SIS.
In the teacher UI, classes and students will automatically appear, green sync arrows will indicate that data is being synchronized, and fields that are populated from the SIS will be locked so they cannot be edited.
In the Coordinator UI, green sync arrows will indicate that data is being synchronized, some fields will be locked, and there might be data in the ‘Data Warnings’ section(this section explains why accounts are not appearing in Learning.com).
What does it mean that fields are not editable?
Data coming from the SIS and fields relating to that data (i.e., class name or username) cannot be edited and are “locked.” This is to prevent data conflicts occurring between the SIS and the Learning.com platform. Fields that are not synchronized with the SIS are editable.
Can passwords still be changed in Learning.com?
Yes. Student and teacher passwords can still be changed, however, those passwords may be changed by the sync process if the accounts are updated by the district.
Can a new student see assignments that have been assigned before she or he was enrolled in the class?
Students that are enrolled in a class will see all assignments, regardless of when they were assigned to the class.
Can teachers still create student accounts in Learning.com outside of the SIS?
Yes, if the Coordinator checks the box that allows teachers to create student accounts on the “Permissions” page of the Coordinator UI. If a Coordinator unchecks the box, teachers are not able to create new students.
Can teachers still create classes in Learning.com outside of the SIS?
Yes. Teachers can manually create classes, but they will not be synced with the SIS data. Unsynced classes will not be updated by the SIS. Current educators can continue to use their existing classes as long as they like. These classes will not be synchronized automatically from the SIS, but they can be manually updated.
If we are already using Learning.com before the sync, what happens to all the curriculum and other items created by teachers when an account is synced?
Existing teacher and student accounts are matched and merged, keeping all data intact. The teacher accounts are matched using their email addresses, while student accounts are matched using their Student ID.
Where can I view Learning.com Data Warnings for SIS integration?
After logging in to your District Coordinator page, you will see a link on the left side of your page labeled ‘Data Warnings.’
The ‘Data Warnings’ page on the Coordinator UI provides information on why certain data is not appearing in the Learning.com platform.
Do teachers need to delete accounts when starting a new year?
No, data will flow into Learning.com from your SIS. Users do not need to update any of the teacher or student data in Learning.com. It is pulled from the SIS and updated accordingly.
How do teachers remove all prior year classes?
The class data will be updated by the SIS automatically.
Does prior year data about the student stay with the account?
All data will be associated with students’ unique Student IDs for their entire career within a district.