 Hello everyone and welcome welcome welcome this is our C software schools back to school webinar with clever in class link I am so excited to be here with you today. I would love to see who we have in the room with us today so if you can open up that chat this is this will be our primary communication method. Next to where it says to when you initially open it up it'll say panelists, hit that little drop down arrow change it to panelists and attendees so everyone can see your comments and drop in who I have with me on where you from what district and what your role is. And you'll give everybody just about 30 more seconds to come on in before we officially jump in. So there should be next to two. You should see a little arrow next to where it says panelists and attendees if you click that little arrow, then you should be able to select everyone. Oh no arrow. Oh no I don't know what's going on here. All right, how about now. I just changed the setting. All right, great. All right everyone let's see who I have hi Taylor hello Carol. Hi Tracy welcome welcome. All right, so glad to have you glad I got that straightened out. So welcome welcome so this is our back to school. See software schools back to school webinar with clever and class link. Just to make sure that everyone is in the right place this webinar is for administrators that will be on rostering and setting up their classes using clever and class link you have use clever and class link to roster. And you plan on using it again for the new school year so if that is you you are definitely in the right place. I am Mia, I am the training and professional development specialist here at seesaw. I have been with seesaw since October of 2020 I am a former kindergarten teacher. I am excited to be here with you today. I have two of my amazing colleagues who I'm going to have unmute and introduce themselves Mitchell I'm going to throw it over to you. Thank you. I am Mitchell I'm a customer support specialist. I've been with seesaw for just about a year and I also was a kindergarten teacher. Yay kindergarten. All right. Hey everyone, my name is Taza, I am an implementation consultant here at seesaw. I've been here for a little over a year and my role here is just to make sure that we are meeting your rostering needs. Yes. So Mitchell and Taza will be manning the back channel so that means that they will be in the chat answering your question dropping in resources. And we do have a that chat feature just make sure if you just you are just joining us next to to you hit that little arrow and change it to panelists and attendees so everyone can see your questions in your comments. There's also a formal Q&A if you would like to put your questions in the Q&A. We will be manning that as well. This session is being recorded, you will receive a link to this recording in about 24 hours just give us 24 hours. And that email that you will receive will be the link to the recording which does last for 30 days so if you want to keep it make sure you click it and download it. You'll also have the slides from today for you to review and then we'll also have a certificate of completion. All right, so I think all of the housekeeping things are out of the way so let's go ahead and get started as a reminder. This session is for administrators who use clevering class link to roster their classes last year and plan to roster with clever or class link again for this back to school year if that is you you are in the right place. All right. Just one thing that we do want to point out if you will be making any changes to the number of student licenses or schools that are sinking. Please let us know. All right, so let's take a look at our agenda for today. So first we are going to jump into how to resume your nightly sink. After that we are going to talk about sinking our schools, then we're going to jump into have some troubleshooting tips. After that we will talk about data cleanup and then finally, I will share some training resources with you. All right, as we get started I want to just share some common Q&As. So the first question is what will happen to old classes when we sync with class link or clever. So the class link slash clever sync will not affect any classes created by your teachers. Those older classes that will not be used in the new year should be archived by administrators. Last year's clever or class link classes will be automatically archived when the new school your data is synced with CISA. All right, the next question we use clever or class link last year. Can I keep my old sharing rules you absolutely can there is no need to set up any new sharing rules every year, unless you're CISA for schools subscription subscription actually changes to add more schools great levels or subject areas. So if your subscription hasn't changed. You can keep it the same if your subscription has changed you can edit your sharing rules to include additional sections or schools. All right, first thing that you need to do is to make sure that you are signed into your admin account your CISA for schools administrative account. So, you can access your roster sync dashboard from your district admin dashboard. In order to run a sync, you need to be a district administrator so when you go to web.cisa.me and choose to log in you'll see at the very bottom. It'll say I'm a CISA for schools administrator you will click that to log into your dashboard. All right, so now that you are signed in you are ready to go the first step that is to resume your nightly sync so most schools had their nightly sync paused. So we need to go in and make sure that we resume that. So you're going to need to resume your nightly sync first, and then second you're going to need to initiate your full sync which we'll talk about in a second but if you just hit full sync, the full sync button. It will do a full sync and then it will be paused so you must do both in order to ensure that you are set up and ready to go correctly. So first step as I mentioned is to resume that nightly sync so from clever or class link, you're going to click manage roster sync you see that that is that top box that is highlighted in orange, and then after that you are going to tap resume nightly sync. It's that simple. All right. After that you're going to sync all schools. So if you resume that nightly sync you're going to initiate a full sync to create your classes within seesaw. And we do have just some resources that we're going to drop into the chat to share with you on how to do that but let me walk you through that right now. So we already resumed our nightly sync. So after that we are going to sync all schools by from that manage roster sync. This time we're going to tap sync all schools, like you see here that button that is highlighted on the right. And that's going to initiate a full sync which will bring all of your new classes into seesaw, and it will archive last year's classes. When you initiate that full sync. We're going to do in all of the previous class clever class link created classes are archive. If there are manually created classes that were created outside of clever or class link, then you will need to do a manual archive and we will drop a link into the chat on how to do that. Alright, so let's talk about some troubleshooting. Alright, so here are some troubleshooting tips that we have for you. So make sure that you only share grade levels that you have purchased for contact the person at your school or district who purchased the seesaw just to confirm those numbers to make sure that you are sharing for the appropriate grade levels. Also, as a reminder seesaw supports 150 students and 20 teachers per class update the sharing rules to fit within these limits. A grade level, just so you know is not a requirement in clever or class link. If you don't include a great level classes will sink as a great level other in seesaw. So just something to note, and also the first time that you think it is recommended that seesaw look over the shared data to catch any potential issues. So when you are ready to sync make sure that you reach out to seesaw support. To let them know. So if one of your schools is paused you can resume that nightly sync by next to that school name you're going to tap the three dots, and then you're going to select resume nightly sync like you see here on my screen. For schools that have a hold you'll need to resolve any errors and rerun your sync for that school. For the errors you are going to click view errors. So that's this gray button right here that I'm pointing to on my screen so you're going to click that view errors button, and you'll be taken to your error description page. You can download all of the errors for your school at one time by again tapping those tapping that view error button tapping the three dots and then selecting download errors CSV. We recommend that you get in the habit of checking your roster sync dashboard to see how your sync is doing the error description page gives you a more depth view of the errors that occurred at the school site. So this column error here that indicates the name of the error that has occurred so you can see here the first error is student is missing from shared data. The count indicates how many times this error has occurred so that student is missing from shared data error has occurred twice that impact column indicates the outcome of the error and what effect it had on the school school so because of that the student is not updated, and then the resolution indicates exactly how to fix that error that occurred under error data so that's that very last column that you see on the right. You can click that blue download icon to download a CSV of all of those errors. So most of your sync errors can be resolved from your admin account and seesaw or in clever or class link. So first make those changes required to your data in clever or class link or your seesaw dashboard per those instructions that are included under the resolution column. Most of the errors will require a re-sync after you have made the required changes to your data. You can re-sync by tapping that rerun sync from the view error screen and I'll just go back to that previous slide you can see here that is that blue button at the very bottom on the lower left so you would just tap that rerun sync from this view under the managed roster sync or you can tap manage roster sync and click the three dots next to the school so I'm going to just go back one. Click that three dots under the school and then you would click run manual sync. All right. And we do have a video to help you with any troubleshooting error errors as I mentioned at the beginning of this session you will receive these slides so that video will be included. Let's explore trouble. And you can watch that at your leisure. All right. So the next step is data cleanup. So let's go ahead and jump into that. So if you don't need your teachers or your students to access historical portfolios and you are able to skip this step. See as you saw we use the student IDs to keep student portfolios from different classes and years together. So if you're rostering with Clever the student ID is pulled from the SIS ID field in Clever. If you are rostering with class link the student IDs is pulled from the source ID field field in class link. So you might have students that have started off with the free version of seesaw these students do not have student IDs. Some of these students may also have multiple journals because they may have used seesaw in multiple classes. So you'll need to make sure that you assign the students a student ID and you merge those duplicate journals. If you want your students to have access to that historical data in one cohesive journal. So you are going to go from your overview tab in your admin dashboard you're going to go under admin tools and you're going to select that missing student IDs. And then here this is where you're going to when you're adding IDs for your students this is where you can add those here. You'll see if a student is missing a student ID it says ID in use. Or if there is a duplicate. I'm sorry. So when you're adding your IDs for students there will be an option to merge any IDs that are duplicated so you can just click that click here to merge student IDs and then you're going to follow the steps to merge those student journals into one account. I'll actually jump into my administrator dashboard and go back over how to do that in one second. So when a teacher with an existing CSI account is added to a dashboard for the very first time there they are there are imports with any existing classes and student account. So if a teacher created a class in 2018 when they are added to a dashboard for the first time they will be imported with the existing data in order to have accurate analytics and billings it's important to take the time to clean up your data. So to do so for each school dashboard under your admin tools you're going to tap archive or classes then you're going to select a date to archive any classes created before that date. So since you are syncing with clever or class link we recommend selecting a date the day before you initiated your sync. It is important to both archive classes before you archive students because you can only archive students if they are not enrolled in an active class. So I'm going to just jump over here here I am in my admin dashboard somebody was saying that they aren't seeing. So we're here in the admin dashboard here. So in order to clean up that data you're going to look first for students with those make sure that they all have those IDs underneath the admin tab I am in that overview tab here. Admin tools. Assign missing IDs there and then here this will show you any students that have missing IDs or any students that have those duplicates you can enter in their IDs from that screen and archive those classes I'm going to go back here. So once you have archive classes from the previous school year then you're going to archive student accounts. So here is that archive student account links here and then you're going to tap archive old students. And me I'm sorry interrupt can I make one comment. Yes please do. Yeah so this right here is the school dashboard. Yes. So if you all are not seeing the admin dashboard this is one of the schools that you will have to click and get in and that's how you would access this admin tools on the side from a school dashboard. Thank you for clarifying that you're welcome. All right. Yes thank you for clarifying. All right. So we talked about both archiving. So next. So after you go ahead and so when you both archive just as a reminder under the admin tools you're going to tap archive old class and you're going to select that date and as I mentioned that they should be before you initiated your sync. Once you have archived classes from the previous school year then you can archive old students in bulk. So you're going to do that by underneath your admin tools you're going to select archive old student account you're going to select archive student accounts to continue. Just one thing I want to point out that no data will be deleted without your permission archive students will still be on your dashboard but they will not be taking up any licenses. So I know that those were a lot of steps we do have a resource for you a website with all of these steps listed out for you so you can find that here at our technical steps for administrators we will drop this link into the chat. We recommend that you bookmark this and there you will find all of the steps that I have just gone through. I do have a couple of additional resources I'm going to share and then we're going to open it up for some more questions. Alright, so here are some additional resources that you can share you can use as well as share with your staff to support them in implementing a seesaw so this first resource is for you it is our resources for administrators. And on this site, which you see listed here you'll find tutorials on how to use the admin dashboard, how to gather and analyze that data from the admin dashboard you'll also find a link to all of the technical steps for rostering. Like we just went over in this session you can access that from this site as well so make sure that you check that out. So we'll drop that link in the chat. We also have a resources for teachers site that you can share for with your teachers. And on this page you'll find a link to a number of free trainers so if your teachers go hidden here and hit that free training tab. They'll find a bunch of many on demand training videos that cover a wide variety of topics, everything from getting started with seesaw to beyond like folders and the blog and those things. On this site teachers can also find resources on how to get started and how to integrate seesaw into their instruction. And finally, the final resource I want to share with you is our seesaw for schools professional development page on this page you can access are ready to use pd kits, and these pd kits will help you in supporting your staff and implementing seesaw. So we have professional development kits developed for the basics and getting started and beyond on this site you'll find presentation slides you'll find scripted slide notes to help you deliver that session and resources that accompany those slides. Finally, we are in the middle of our virtual conference seesaw connect so we are inviting every administrator and educator to join it started last Monday. And it runs through August 13. If you do RSVP you have access to 30 plus more than 30 conference courses so make sure you take advantage of that. Also one final thing for administrators. We have not done so already. You can nominate educators to fast track to ambassadors. So this really guarantees successful implementation and seesaw pd at your school so we have a forum for how to do that so we'll make sure that we drop that in the chat for you. Okay, we're going to open it up for some additional questions and Mitchell and Taza feel free to just unmute if you would prefer to answer those questions live. Sure, that might be a little easier. Yeah. So really quickly looking at the chat carry your question is, is the order enable nightly sync, then sink all schools and then archive classes and then archive students. I would first archive the classes and then students before sinking all of your schools just because you don't want to archive the schools that are the classes that you just currently synced in. Um, let's see, let's see other questions in the chat. Is there anyone who I've missed Taylor I see your question will connected parents be able to see it once you sink. Yes, that is correct. So once you sink. All of the changes all the students will go into those classes and anyone connected to those students will be able to see those classes. So it will be public. So I would recommend not sinking until you are generally ready for your parents to be able to see the current rostering. So there was a question that just came in from start if you think all schools are ready do we have to archive. Is there an issue with not doing so. If you have already synced then you generally don't need to archive. The only reason that I might archive using one of the admin tools, which is the archive student accounts tool tool is just because that'll get rid of any students that might have been manually created last year. So it'll just leave you with clever students. If you have your question to clarify the sink will automatically archive last year synced classes, but do we have to manually archive students or will the sink clear out students who are no longer there. The sink will clear out any students who are no longer attending your schools and are no longer being shared, as long as they are clever accounts. And that'll happen in a full sync. So if you do clarify that a little bit more any classes that were created outside of the sink so manually, those will always have to be manually, manually archived. So when you sync from the previous year, the sink will only replace the data from the last year from the auto rostering. So Taylor your question last year you had a problem with clever duplicating your classes. You might want to prevent that it would depend on whether or not you rostered with clever mid year. You might want to check your sharing rules. If that is something you would like to write into for our support team might be able to open up discussion with you upon that. But it might have been something that's more unique to the way that your district was set up. And will the archive classes clear out only sent classes or manually classes or both. So when you click the archive button. It's going to clear out any classes. Based on the date that you set for it. It would be clever created classes or class link created classes or manually created classes, but any class that has its data being shared. It will just become unarchived through the nightly sync. Now I would recommend that if you have a student that doesn't want to do the archiving classes before pushing the sync button that might help. Let's see, Lisa, is there a reason why we would not want to manually archive all classes and students prior to resuming our sync. Unless there's any reason that your school would want to maintain any of the manually created students and classes, then I don't see a reason why you might want to hold off on that step. But if you would like any feel more comfortable with just letting the auto rostering do its thing. Then you can choose to skip that step if you need it. So let's go with the auto rostering. Let's say that you have a teacher that have been using seesaw, but they are now in your sis. Once you bring them over. It's going to bring in their mid their manually created classes with their account. So that's why we'd like to suggest archiving after the sync to get those few classes that came over with the new teachers. And then your question, how do admin know if any teacher manually created a class so that they can archive it. If you check on the classes that are under the class tab, or, you know, a better way to do it might be to go to the teachers tab and click on a teacher and look through any classes that they are currently a part of. When you click on a class you can click on the wrench icon to get to the class settings. And from there you'll be able to see if it has a clever ID or a class link ID. And if it does have any of those, then it will be a auto rostered class. If it doesn't, then it is most likely a manually created class. Mark your question if we are changing our accounts from pre K to fifth down to K to third will our pre K fourth and fifth teachers lose their work if we didn't archive them first before updating the sync and grade level assignments. No they won't lose their work. Just in case it does become relevant. If a teacher is moved off a dashboard from, say, being a paid account from like a clever or a class link school dashboard, and just move to a free seesaw account, just because you might be limiting how many great levels are accessing seesaw. If they are moved to free seesaw, they will retain all of the activities that they have created, even if it exceeds the number that a free seesaw teacher can obtain. What will happen is that they will have all of them in their library, but they won't be able to create new activities until they are below the free seesaw number which I believe is 100. Mark your question. The sync settings that was showing towards the beginning is that inside clever class link or the seesaw admin console. I believe everything that we presented today was from just seesaw's console. So that would be in the admin dashboard or the district dashboard. Is there a specific point? The managed roster sync dashboard, is that what you might be referring to? Lindsay, I'm going back in the slides. Are these the slides that you are this dashboard that you're referring to? Here, manage roster sync, sync all schools, those options. You can just drop in the chat. Just want to make sure that we are telling you correctly. So you're looking to find how to find the sync all schools button and the roster sync dashboard. So this is an option that you will only be able to see if you are a district level admin. You would log into your district admin account and you would go to your district dashboard and that's where you might see it. If you are only a school admin, then you might not be able to access and see this screen. All right, so we'll just take a look and see if there are any final class of questions before we log off. I believe that we covered. Okay, one final question. Yes, you will receive a copy of the recording. There will be an automatic email sent to you in about 24 hours. Hi, we want to thank you so much for joining us today. You will receive as I mentioned a copy of this recording so you can review that along with the recording. You'll also receive the slides as well and your certificate of completion. So thank you everyone for joining us today. I want to thank Taza and Mitchell for joining me as well and best of luck with your new school year everyone. Have a good one. Thank you for joining.