Clever keeps educational applications rostered and up-to-date. We make using software in schools as easy as ABC. School districts set up a single roster sync with Clever, and log in to approve applications that their teachers have requested. Any approved applications are automatically set up and kept up to date, offering one-click login to teachers and students. The Clever Zap includes school, student, teacher, administrator, section, and enrollment data so that districts can easily transmit updated information to Clever. The zap can be configured to extract this information on a scheduled basis, ensuring that your data remains synchronized between the two products. This lesson provides the Business Rules for the Clever export Zap.
Before you Begin
Need a refresher on installing a Zap? Visit to Pre-Built Export Zaps learn more.
Business Rules
Students
The Zap offers the following options:
- Import Type
- Summer School Export Only
- Blank out addresses
- Pull summer classes from current year instead of next year
- Use Staff Alternate Email Address
- Grade Level filter
- School Type filter
- School filter
- Subject filter
- Student Status filter
- Student Special Education Status filter
- Student Funding Source filter
- Student Program Service filter
- Student Meal Status filter
- Student Group filter
students.csv
The exported file will be in double-quoted comma delimited format with a header row.
The Grade Level, School Type, and School filters are applied to the students' current school and grade when the Zaps' Source Year is the current year.
The Grade Level, School Type, and School filters are applied to the students' scheduling school and grade when the Zaps' Source Year is the next year.
When the student status filters are used, students will be pulled if they currently have any one of the statuses being filtered instead of if they currently have all the statuses in all the status filters.
If the Summer School Export Only option is set on, all filters will be ignored and only students who are currently enrolled in summer school will be pulled.
If the Summer School Export Only option is set on and the Source Year is set to the next year, students are expected to have their scheduling school and grade.
Inactive students will be ignored.
The exported file will include up to 4 guardians in their own row for each student where they have the highest derived priority and have the Correspondence and Custodial Parent flags on.
| Field | eSD Business Rules |
|---|---|
| School_id | Primary key of the student's current school if the Source Year is the current year or the student's scheduling school if the Source Year is the next year |
| Student_id | Student's primary key in the back-end |
| Student_number | Student's ID Number |
| State_id | Student's State ID Number |
| Last_name | Student's last name |
| Middle_name | Student's middle name |
| First_name | Student's first name |
| Grade | Pull the student's current grade if the Source Year is the current year or the student's scheduling grade if the Source Year is the next year based on the following: 1. If the student's grade is considered to be pre-kindergarten (PKF, PKH, PS2, PKP, PKA, PA, PP, PS, PK, PSA, PSP), show "Prekindergarten" 2. If the student's grade is considered to be kindergarten (KA, KP, K, KH, K3A, K3F, K3P, K4A, K4F, K4P, K5A, K5F, K5P), show "Kindergarten" 3. If the student's grade is considered to be post-graduate (AAP), show "Postgraduate" 4. For all other grade levels, pull the grade as is |
| Gender | Student's gender fully spelled out |
| Graduation_year | Student's projected graduation year |
| DOB | Student's date of birth in YYYY-MM-DD format |
| Race | Display code based on word found in student's race: Black - B Multiracial - M Indian - I Pacific - P White - W Asian - A |
| Hispanic_latino | Display Y if the student's Hispanic flag is on, else display N |
| Home_language | If the student's language is one of the following spelled as is, pull that language, else leave this field blank: English, Albanian, Amharic, Arabic, Bengali, Bosnian, Burmese, Cantonese, Chinese, Dutch, Farsi, French, German, Hebrew, Hindi, Hmong, Ilocano, Japanese, Javanese, Karen, Khmer, Korean, Laotian, Latvian, Malay, Mandarin, Nepali, Oromo, Polish, Portuguese, Punjabi, Romanian, Russian, Samoan, Serbian, Somali, Spanish, Swahili, Tagalog, Tamil, Telegu, Thai, Tigrinya, Turkish, Ukrainian, Urdu, Vietnamese |
| Ell_status | Display Y if the student has a student status with no end date or a future end date with one of the following codes: PA districts: ELL, ELLIFE NY districts: 0231, 8239 If the student has none of the above, display N. |
| Frl_status | 1. Display F if the student has a meal status with no end date or a future end date with one of the following codes: PA districts: 1, 5817 NY districts: 1, A, 5817 2. Display R if the student has a meal status with no end date or a future end date with one of the following codes: PA districts: 2 NY districts: 2, 5806 3. If the student has none of the above, display N. |
| IEP_status | Display Y if the student has a special education status with no end date or a future end date with one of the following codes: PA districts: IEP NY districts: 0352, 0385, 0396, 0407, 0418, 0429, 0440, 0451, 0462, 0473, 0484, 0495, 5786, SE If the student has none of the above, display N. |
| Student_street | If the "Blank out addresses" option is off, display the student's mailing street number, street suffix and street name |
| Student_city | If the "Blank out addresses" option is off, display the student's mailing city |
| Student_state | If the "Blank out addresses" option is off, display the student's mailing state abbreviation |
| Student_zip | If the "Blank out addresses" option is off, display the student's mailing zip |
| Student_email | Student's email address |
| Contact_relationship | Guardian's relationship to student |
| Contact_type | Display "Guardian" if the student has any guardians, else leave blank |
| Contact_name | Guardian's first and last name |
| Contact_phone | Guardian's phone number with the highest priority |
| Contact_phone_type | Left blank |
| Contact_email | Pull one of the guardian's email addresses, with the Primary Email taking priority or the first email entered if there are no Primary Email to pull |
| Contact_sis_id | Guardian's People primary key. This field will be the same for all guardians sharing the same People record |
| Username | Student's Integration ID |
| Password | Left blank |
| Unweighted_gpa | Left blank |
| Weighted_gpa | Left blank |
School
schools.csv
The exported file will be in double-quoted comma delimited format with a header row.
The School Type and School filters are applied to the schools to be pulled.
If the Summer School Export Only option is set on, all filters will be ignored and only the summer schools will be pulled.
| Field | eSD Business Rules |
|---|---|
| School_id | Primary key of the school or district |
| School_name | Name of the school or district |
| School_number | School's BEDS code |
| State_id | School's BEDS code |
| Low_grade | School's lowest selected grade by internal sort order |
| High_grade | School's highest selected grade by internal sort order |
| Principal | School's contact name |
| Principal_email | Left blank |
| School_address | School's street number and street name |
| School_city | School's city |
| School_state | School's state |
| School_zip | School's zip |
| School_phone | School's phone |
Teachers
teachers.csv
The exported file will be in double-quoted comma delimited format with a header row.
Active staff with the staff types Teacher, Enrichment Teacher, ELL Teacher or AIS Teacher will be pulled.
The School Type and School filters are applied to the teachers' schools.
When the student status or student group filters are used, an additional filter is applied to teachers so that only teachers who are in classes taken by the students in the Source Year will be included.
If the Summer School Export Only option is set on, all filters will be ignored and only teachers who are in the summer schools will be pulled.
| Field | eSD Business Rules |
|---|---|
| School_id | Teacher's school primary key |
| Teacher_id | If the teacher's staff record is associated to a user account with a cross building assignment, pull the staff primary key linked to the primary user, else pull the teacher's staff primary key. |
| Teacher_number | Teacher's State ID Number |
| State_teacher_id | Teacher's State ID Number |
| Teacher_email | Pull teacher's email address from their staff record when the "Use Staff Alternate Email Address" option is off, or their staff record's alternate email address when the option is on |
| First_name | Teacher's first name |
| Middle_name | Teacher's middle name |
| Last_name | Teacher's last name |
| Title | Left blank |
| Username | Teacher's Integration ID |
| Password | Left blank |
Sections
sections.csv
The exported file will be in double-quoted comma delimited format with a header row.
Classes will be pulled from the source year selected.
The School Type, School and Subject filters are applied to the classes.
When the student status or student group filters are used, an additional filter is applied to classes so that only classes taken by the students in the Source Year will be included.
If the "Summer School Export Only" option is set on, all filters will be ignored and only next year classes in the summer schools will be pulled.
If both the "Summer School Export Only" and "Pull summer classes from current year instead of next year" options are on, summer school classes will be pulled from the current year instead.
| Field | eSD Business Rules |
|---|---|
| School_id | Class's school primary key |
| Section_id | Class's section primary key |
| Teacher_id | If the teacher assigned to the first meeting time itself is associated to a user account with a cross building assignment, pull the staff primary key linked to the primary user, else pull the teacher's staff primary key. |
| Teacher_2_id | Pull the staff primary key of the first meeting time's first co-teacher with no end date or future end date and not already assigned to the meeting time itself. If the co-teacher has a user name with cross building assignments, pull the staff primary key linked to their primary user. |
| Teacher_3_id | Pull the staff primary key of the first meeting time's second co-teacher with no end date or future end date and not already assigned to the meeting time itself. If the co-teacher has a user name with cross building assignments, pull the staff primary key linked to their primary user. |
| Teacher_4_id | Pull the staff primary key of the first meeting time's third co-teacher with no end date or future end date and not already assigned to the meeting time itself. If the co-teacher has a user name with cross building assignments, pull the staff primary key linked to their primary user. |
| Teacher_5_id | Pull the staff primary key of the first meeting time's fourth co-teacher with no end date or future end date and not already assigned to the meeting time itself. If the co-teacher has a user name with cross building assignments, pull the staff primary key linked to their primary user. |
| Teacher_6_id | Pull the staff primary key of the first meeting time's fifth co-teacher with no end date or future end date and not already assigned to the meeting time itself. If the co-teacher has a user name with cross building assignments, pull the staff primary key linked to their primary user. |
| Teacher_7_id | Pull the staff primary key of the first meeting time's sixth co-teacher with no end date or future end date and not already assigned to the meeting time itself. If the co-teacher has a user name with cross building assignments, pull the staff primary key linked to their primary user. |
| Teacher_8_id | Pull the staff primary key of the first meeting time's seventh co-teacher with no end date or future end date and not already assigned to the meeting time itself. If the co-teacher has a user name with cross building assignments, pull the staff primary key linked to their primary user. |
| Teacher_9_id | Pull the staff primary key of the first meeting time's eighth co-teacher with no end date or future end date and not already assigned to the meeting time itself. If the co-teacher has a user name with cross building assignments, pull the staff primary key linked to their primary user. |
| Teacher_10_id | Pull the staff primary key of the first meeting time's ninth co-teacher with no end date or future end date and not already assigned to the meeting time itself. If the co-teacher has a user name with cross building assignments, pull the staff primary key linked to their primary user. |
| Name | Class's course name and section in the format "Course Name, section #" |
| Section_number | Class's section |
| Grade | Left blank |
| Course_name | Course's display name |
| Course_number | Course number |
| Course_description | Course description |
| Period | First meeting time's matching time equivalency if available, or its From Period and To Period in the format "#-#" |
| Subject | Course's subject |
| Term_name | All semesters that the class cover |
| Term_start | Class's starting semester's start date |
| Term_end | Class's ending semester's end date |
Enrollments
enrollments.csv
The exported file will be in double-quoted comma delimited format with a header row.
Classes will be pulled from the source year selected.
The Grade Level, School Type, and School filters are applied to the students' current school and grade when the Zaps' Source Year is the current year.
The Grade Level, School Type, and School filters are applied to the students' scheduling school and grade when the Zaps' Source Year is the next year.
The Subject filter is applied to the classes the students are currently enrolled in for the Source Year.
Summer School class enrollments are ignored by default.
If the "Summer School Export Only" option is set on, all filters will be ignored and only next year classes in the summer schools will be pulled.
If both the "Summer School Export Only" and "Pull summer classes from current year instead of next year" options are on, summer school classes pulled will be from the current year instead.
| Field | eSD Business Rules |
|---|---|
| School_id | Class's school primary key |
| Section_id | Class's section primary key |
| Student_id | Student's primary key |
Staff
staff.csv
The exported file will be in double-quoted comma delimited format with a header row.
This file will only be included in the output if the Import Type has 'Include staff.csv" selected.
Staff who has a user account and do not have the staff type Teacher, Enrichment Teacher, ELL Teacher or AIS Teacher will be pulled by default.
If there is an active staff anywhere in the district with the staff type "Clever Admin", this output will instead look for staff with that staff type regardless of user account.
The School Type and School filters are applied to the staff's schools.
If the Summer School Export Only option is set on, all filters will be ignored and only staff in the summer schools with the applicable staff types will be pulled.
| Field | eSD Business Rules |
|---|---|
| School_id | Staff's school or district primary key |
| Staff_id | If the staff has the staff type Clever Admin, pull that staff's primary key. If the staff is not a Clever Admin, pull the staff primary key associated to the primary user if they have cross building assignments or pull their staff primary key as is. |
| Staff_email | Pull staff's email address from their staff record when the "Use Staff Alternate Email Address" option is off, or their staff record's alternate email address when the option is on |
| First_name | Staff's first name |
| Last_name | Staff's last name |
| Department | Staff's department |
| Title | If the staff has the staff type Clever Admin and also has the staff type School Tech Lead, display "STL", else leave blank |
| Username | Staff's Integration ID |
| Password | Left blank |
| Role | Left blank |