11m. Roster Sync in GradeCam Insight

Julie Brown -

Does GradeCam support roster synchronization?

If your SIS system can export reports nightly, then we can provide you with the tools needed to automatically upload the report to GradeCam each night. This creates a nightly sync between your SIS and GradeCam.

How do I export the report from my SIS?

Every SIS is different.  If you're unsure of how to export a report from your SIS, we recommend contacting your SIS representative.

What file format should the export be?

Any of the following formats will work:

  • Comma Delimited (.CSV)
  • Tab Delimited (.TSV)
  • Microsoft Excel® (.XLS or .XLSX)

My SIS cannot create a report with all the required information. Can we still use roster sync?

To successfully sync your rosters with GradeCam you will need to generate multiple reports from your SIS. You should be able to create a report which contains the necessary teacher information in one report. You should then be able to generate a report containing the roster data for your classes. The roster report needs to contain information about each class to be created/updated, and this information includes term, school (optional), class name, class id, period, student information, and a teacher identifier (either an ID or email address). This roster report is the one that would be uploaded to GradeCam on a nightly basis and is responsible for keeping your rosters in sync between your SIS and GradeCam Insight. Once you have generated the initial reports you can import them yourself through the admin import section or you can send them to GradeCam to have the initial import performed on your behalf. If you do the import yourself please contact sync@gradecam.com after importing your files so that we can provide you with a sync script and instructions on its use.

Infinite Campus can obtain a sample of the necessary reports here. (see example files below). These reports should be run as Ad Hoc reports from within Infinite Campus. The first line of each sample report contains the fields which need to be specified when defining the report.

DASL raw export can be run with all necessary data required for the Combined import (see example file below). In the EZ query report section, choose 'download class list'.  Select 'classes' from course type in the filter and leave all other sections blank. Here is a list of the fields produced:  SchoolCode, StudentId, StateStudentId, FirstName, LastName, Gender, GradeLevelCode, HomeSchoolIRN, HomeSchool, ProgramCode, ProgramName, Status, StudentStatusCode, CourseCode, CourseName, CourseTypeCode, CourseTypeDescription, SectionNumber, TermCode, TermName, LocationEx, TeacherCode, CalendarPeriodCode, RotationDays.

How is my daily SIS export sent to GradeCam?

GradeCam will provide you with a script that will upload the report to our servers. The report will be processed automatically and any required roster adjustments will be made.  For more information on getting this script, please make a sync request to sales@gradecam.com.

Can I sync Teachers or Students independently?

GradeCam supports synchronization of Teacher and Student information independently or combined with the roster data.

What happens when a new teacher is added via the sync?

When a new teacher is added via the sync process, the admin will need to manually send an invite email to the newly added teacher.  After they have accepted the invitation, roster data provided by the sync process will appear in the teachers GradeCam account.

I was asked for a unique identifier. What is a unique identifier?

Imagine a VIN number on a blue Mustang. You might see three blue Mustangs drive by, but if you checked the VIN number, you could always verify the identity of the car. Unique Identifiers are like VIN numbers for Students, Teachers and Sections.

What unique identifier do you recommend for teachers?

If you have teacher ID numbers, this is usually the preferred unique identifier.  If no teacher ID is available, then the teachers' email address can be used as the unique identifier.

What unique identifier do you recommend using for students?

A student ID is the best unique identifier for students. These cannont be reused later. The ID will be retired like Michael Jordan's jersey number. Each student included in the synchronization file must have a unique identifier.

What modes of synchronization are possible?

GradeCam supports synchronization of Teacher and Student information independently or combined with the roster data. For GradeCam to be able to send invitations to your teachers to setup/connect their accounts with your district data an email address for the teacher is required, their email address can be used as a unique identifier for your teachers. Each student included in the synchronization file must have a unique identifier.

How can I see the last import that has been processed by GradeCam?

Each import processed will be listed in the Admin section for imports. If an expected import is not listed there, please verify that the daily export from your SIS is functioning.  If your import is listed and errors have been identified by GradeCam, please address the issues.  

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