Clever Export

Modified on Fri, Mar 15 at 2:48 PM

Clever Export

Overview

This task exports school, student, and teacher data for use with Clever. The files are in CSV (comma separated value) format.

Options

The files may be emailed, saved locally, or sent to another server over SFTP.

Output

schools.csv

Column

Notes

School_id


School_name


State_id


Nces_id


School_address


School_city


School_state


School_zip


School_phone


Low_grade

Not used.

High_grade

Not used.

Principal


Principal_email


students.csv

Column

Notes

School_id


Student_id


Student_number


State_id


Last_name


Middle_name


First_name


Gender


Dob


Grade


Race


Hispanic_Latino


Ell_status

Not used.

Frl_status


Iep_status


Student_zip

Not used.

Student_email


Contact_name


Contact_type


Contact_phone


Contact_email


Username


Password


teachers.csv

All active staff in selected schools. There are options to exclude non-teachers from this file.

Column

Notes

School_id


Teacher_id


Teacher_number


State_teacher_id


Last_name


Middle_name


First_name


Teacher_email


Title

Not used.

Username


Password

Not used.

sections.csv

Column

Notes

School_id


Section_id


Teacher_id


Teacher_2_id

optional

Teacher_3_id

optional

Teacher_4_id

optional

Name


Course_name


Course_number


Subject


Term_name


Term_start


Term_end


enrollments.csv

Column

Notes

School_id


Section_id


Student_id


staff.csv

All active staff in selected schools, or only staff members marked as 'administrator'. Can also filter by department, or exclude specific staff 'types'. 

Column

Notes

School_id


Staff_id


Staff_email


First_name


Last_name


Title


Username

Can be email, Genesis logon, first initial last name, etc.

Password

Can be email, first initial last name, custom text, etc.

Role

Option to send as "STL". 

admins.csv - not currently implemented

Column

Notes

School_id


Staff_id


Admin_email


First_name


Last_name


 

Student File Options:

  • User Text for the username column:
  • Use Student ID for username column: 
  • Use student email (part before the '@') for username column: 
  • Student username suffix: 
  • Source of password column:  Be aware of the security implications of using any password that can potentially be guessed.
  • Custom Text for password column: 
  • Source of email column: 
  • User Text for the email column: 
  • Student email suffix: 
  • For PreK students, set grade level to 'PreKindergarten': (Students with a state Grade Level of 3F, 3H, 4F, or 4H are considered Pre K)
  • For kindergarten students, set grade level to 'Kindergarten': (Students with a state Grade Level of KF, KH or DH are considered kindergarten)
  • Remove PreK students from export: (Students with a state Grade Level of 3F, 3H, 4F, or 4H are considered Pre K)
  • Remove kindergarten students from export: (Students with a state Grade Level of KF, KH or DH are considered kindergarten)
  • Frl_status uses value F,R,N not 'Free' and 'Reduced': 
  • IEP_Status uses Y or N instead of status desc.: 
  • Override student school code with the value in this User Text (if present): 
  • Hide contact information: 
  • Replace PREG school codes with PREG Transcript School: 
  • Include Home Language column: 
  • Include this Unweighted GPA in file: 
  • Include this Weighted GPA in file: 
  • Include all (non custody issue) guardians: By default, only guardian 1 is included in this export. Check this to include all other guardians without a custody issue.
  • Allow guardians with custody issue to be included in export: By default, only guardians without a custody issue will be included in file.
  • Do not duplicate Guardian phone numbers when possible: For example, if G2 has same primary number as G1, export would try G2s next phone number if available.
  • Populate student address columns in export:  Will populate the address, city, state and zip columns with data.

Admin File Options:

  • Source of username column:
  • Source of password column:  Be aware of the security implications of using any password that can potentially be guessed.
  • Custom Text for password column: 
  • Admin Department Codes (separate by ';'): If left blank, this field is ignored
  • Only include Staff marked as "Administrator"
  • Exclude staff with he following roles from the admin file:  Case Manager 504 Coordinator Disciplinarian: Principal Nurse Related Service Provider Resource Teacher Teacher Vice Principal Library Administrator Other Staff Administrator Athletic Trainer Long Term Substitute Department Chair Investigator Supervisor Classroom Aide

Teacher File Options

  • Source of username column:
  • Source of email column: (also for Admin File) 
  • Source of 'Teacher_number' column: 
  • Custom Text for password column: 
  • Include non-teaching staff: 
  • Create row for each school teacher is assigned to:

Section and Enrollment File Options

  • Prepend school year to Section_id column:
  • Prepend Teacher Name to Section_id column: 
  • Exclude courses without 'User Flag 2' enabled: 
  • Exclude courses with these course codes (comma separated): 
  • Include Elementary Homerooms: 
  • Append HR Teacher to Name field for ELEM schools: 
  • Append Print Periods to Name field for MIDDLE schools:
  • Detect and combine inclusion courses: This option allows it to combine a regularly scheduled section with any other section that is set as a special ed course (on the curriculum) that has the same course description and meets on the same days in the same room and the same print period. When we export to canvas, they will both be exported as the same class. All the students will appear in the same canvas class. The "regularly scheduled section" will be the one exported with that teacher as the teacher of record.

Section File Options:

  • Append Print Periods to Name field for MIDDLE schools:
  • Use four columns for teacher IDs (instead of one): 
  • Split shared teachers into co-teachers (requires the 'use four columns for teacherIDs' option): 
  • Prepend Teacher Name to "Name" column:

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