Back to School - Academic year transition

When it's time to transition to the next academic school year, you need to start the transition process, including creating a new inbound flow configured for the next academic school year. The steps are similar to the steps when you initially on-boarded and created your prior inbound flow.

Class / Section group cleanup

As part of prepping for your Academic year transition, we recommend that you perform Class / Section group cleanup. The steps allow you to target those classes / sections that need archiving.

Tip

For configurations where (Classic) Sync Profiles is not your data source, you may need to Reset your Microsoft Class Group flow if you see error messages stating 'Cannot remove last owner' after completing Academic year transition steps.

Security group and administrative units cleanup

If you enabled School Data Sync (SDS) and defined configurations for Security groups and Administrative units, SDS keeps the memberships of these groups updated as data change are processed from the Student Information System (SIS)/Student Management System (SMS). The automated membership updates for Administrative Units and Security Groups use delta processing logic. As data changes, SDS processes the changes. It compares what was sent previously with what is currently being received. Once the changes are identified, memberships are either added or removed.

When you're transitioning to a new Academic Year, SDS automatically manages your existing user's associations with the Security Group or Administrative Units. SDS removes them if the users transitioned to another school or graduated.

Prepping your connected data

  • Make sure your SIS has completed its rollover before making data available to SDS. Do not make data available before your SIS has completed its rollover for the new school year.
  • If you are using CSV, we recommend that you perform an initial inspection to ensure all the files are provided, and the expected columns are present and named correctly that were used from the prior year.
  • If you are using OneRoster API, validate that the connection is available. If you have rotated your client id and/or client secret, make sure you have the information available to update the connection credentials.

Begin Academic year transition

  1. To begin, select Start transition on the home page.

    Screenshot that shows start transition invitation.

  2. Select Create new inbound flow. Select Next to continue.

    Screenshot that shows create new inbound flow.

  3. Next, you need to choose your data source.

    Important

    Since Back to School / Academic Year transition is the only time when you can also go from one source option to another source option, the following scenarios described are based on keeping or moving to a new source type.

Existing source type: SDS (Classic) sync profile

Warning

This data source option only allows setting up Sync to Insights for Education Leaders and Enable Education Data Lake Export experiences.

Tip

You must select Connect to my data if you're wanting to also transition off SDS (Classic) to the new SDS to manage your Microsoft 365 User and Groups.

  • SDS (Classic) sync profile to SDS (Classic) sync profile

    1. Select Ingest from my SDS (Classic) sync profiles and select Next.

    2. Continue the completion of the Data Ingestion with SDS (Classic) Sync Profiles starting with Step 5 through Step 9.

      Screenshot that shows ingest sync profiles.

  • SDS (Classic) sync profile to SDS CSV V2.1

    1. Select Connect to my data.

      Screenshot that shows to connect to data for Classic to CSV.

    2. Create new API or CSV source should automatically be selected.

      Screenshot that shows create new API or CSV source for Classic to CSV.

    3. Next, you need to choose the format. For SDS CSV v2.1, you select the option CSV. Select Next to continue.

      Screenshot what shows select option CSV for Classic to CSV.

    4. Continue the completion of the Data Ingestion with SDS v2.1 CSV starting with Step 6 through Step 14.

  • SDS (Classic) sync profile to OneRoster API

    1. Select Connect to my data.

      Screenshot that shows to connect to data for Classic to API.

    2. Create new API or CSV source should be automatically selected.

      Screenshot that shows create new API or CSV source for Classic to API.

    3. Next, you need to choose the format. For OneRoster API, you select the option API. Select Next to continue.

      Screenshot what shows select option API for Classic to CSV.

    4. Continue the completion of the Data Ingestion with OneRoster API starting with Step 6 through Step 12.

Note

The following process doesn't require you to re-create new Microsoft 365 outbound flows. The existing outbound flow(s) and configurations will persist after the following steps have been completed for your new inbound flow for the next academic school year. The next run will start processing the new academic year data based on your defined configurations.

Important

If your source SIS/SMS, or database, is the same as the prior year, and the data format is the same, you should following the steps based on Existing / Same Source and Format Type transition steps.

Existing / Same source and format type: SDS CSV 2.1

  • SDS CSV V2.1 to same SDS CSV V2.1

    1. Select Connect to my data.

      Screenshot that shows to connect to data for CSV to same CSV.

    2. Connect to existing API or CSV source should automatically be selected.

      Screenshot showing connecting to existing API or CSV source for CSV to same CSV.

    3. Next, you need to choose the format. For SDS CSV V2.1, you select the option CSV. Select Next to continue.

      Screenshot showing existing CSV for CSV to same CSV.

    4. Select the existing source from the dropdown. Select Next to continue.

      Screenshot showing selecting existing CSV source for CSV to same CSV.

    5. Continue the completion of the Data Ingestion with SDS v2.1 CSV starting with Step 7 through Step 14.

New source but same format type: SDS CSV 2.1 (Currently not supported)

  • SDS CSV V2.1 to new SDS CSV V2.1

    1. Select Connect to my data.

      Screenshot that shows to connect to data for CSV to new CSV.

    2. Select Create new API or CSV source.

      Screenshot showing create new API or CSV source for CSV to new CSV.

    3. Next, you need to choose the format. For SDS CSV V2.1, you select the option CSV. Select Next to continue.

      Screenshot showing select CSV for CSV to new CSV.

    4. Currently not supported.

New source and new format type: SDS v2.1 CSV to OneRoster API

  • SDS CSV v2.1 to OneRoster API

    1. Select Connect to my data.

      Screenshot showing to connect to data for CSV to API.

    2. Select Create new API or CSV source.

      Screenshot showing create new API or CSV source for CSV to API.

    3. Next, you need to choose the format. For OneRoster API, you select the option API. Select Next to continue.

      Screenshot showing select option API for CSV to CSV.

    4. Continue the completion of the Data Ingestion with OneRoster API starting with Step 6 through Step 12.

Existing / Same source and existing format type: OneRoster API

  • OneRoster API to same OneRoster API

    1. Select Connect to my data.

      Screenshot showing to connect to data for API to same API.

    2. Connect to existing API or CSV source should automatically be selected.

      Screenshot showing existing api for API to same API.

    3. Next, you need to choose the format. For OneRoster API, you select the option API. Select Next to continue.

      Screenshot showing select option API for API to same API.

    4. Select the existing source from the dropdown. Select Next to continue.

      Screenshot showing select existing source from dropdown for API to same API.

    5. Continue the completion of the Data Ingestion with OneRoster API starting with Step 7 through Step 12.

New source and existing format type: OneRoster API (Currently not supported)

  • OneRoster API to new OneRoster API

    1. Select Connect to my data.

      Screenshot showing to connect to data for API to new API.

    2. Select Create new API or CSV source.

      Screenshot showing new API for API to new API.

    3. Next, you need to choose the format. For OneRoster API, you select the option API. Select Next to continue.

      Screenshot showing select option API for API to new API.

    4. Currently not supported.

New source and new format type: OneRoster API to SDS CSV v2.1

  • OneRoster API to SDS CSV v2.1

    1. Select Connect to my data.

      Screenshot showing to connect to data for API to CSV.

    2. Select Create new API or CSV source.

      Screenshot showing new CSV for API to CSV.

    3. Next, you need to choose the format. For SDS CSV V2.1, you select the option CSV. Select Next to continue.

      Screenshot showing select option CSV for API to CSV.

    4. Continue the completion of the Data Ingestion with SDS v2.1 CSV starting with Step 6 through Step 14.

After allowing time for the run to complete, navigate back to the home page.

  • If there are no issues with your data, you see ‘No Data Errors or Warnings Found.’

  • If there are issues found with your data, you see ‘We found some issues with your data.’ We suggest you correct any errors before proceeding. For more information, go to Investigate run health.