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How to do I Integrate SchoolInsight with SpedTrack?

This article goes over how to integrate with SpedTrack in SchoolInsight. Such an integration allows a school to manage students in SchoolInsight, and have this data uploaded nightly to SpedTrack. In order to integrate SchoolInsight with SpedTrack, you will need to schedule a data export to an SFTP server hosted by SpedTrack. Shortly after the upload, SpedTrack will return updated student SPED data and PDF files to SchoolInsight. The data you can pull will be based on your district's SpedTrack subscription. These data fields and files can be found on the new student single view beta SPED tab.

The complete integration process is made up of five steps:

  1. Receive SFTP Credentials from SpedTrack
  2. Set up the scheduled export in SchoolInsight
  3. Initiate the first data upload
  4. Work with SpedTrack to map fields and configure exports
  5. Configure SpedTrack Imports

Data needed from SpedTrack

The first step is to contact your SpedTrack representative and ask them for your login username and password to the SFTP server. You will need to enter this information in the next step.

Set up a scheduled export in SchoolInsight

The second step is to set up the scheduled export of data from SchoolInsight to SpedTrack. This export will send a .csv with student SPED information directly to SpedTrack.

To set up the scheduled export:

  1. Go to District Main > Import/Export > Scheduled Exports
  2. Create Scheduled Export
  3. Set Task to SpedTrack Student Export
  4. Enter a Description
  5. Set what Time to run the scheduled export
    • Choose a time after 10 PM, because changes to data would be saved by that time
  6. Select the Academic Year you would like to pull data from
  7. Enter the username/password obtained from SpedTrack
  8. Set the Alert Email
    • This email address is used to notify upon failure to export the data
  9. You may leave all other fields as they are set by default
  10. Save

Initiating the first data upload

The third step is to run the scheduled export from SchoolInsight to SpedTrack. Once completed, a .csv file will be uploaded to SpedTrack. 

To initiate the first upload: 

  1. Go to District Main > Import/Export > Scheduled Exports
  2. Locate the saved scheduled export and click the arrow down icon
  3. Select Run Now
  4. Wait for a few minutes until the export completes
  5. View the status of the export under last run

If the status is complete, then the file has been uploaded correctly; otherwise, you may need to review the SFTP server login credentials. If the export fails, and you are unsure why, please contact SchoolInsight support for assistance. 

Configure SpedTrack

The fourth step is to work with SpedTrack to map the fields from the SchoolInsight export to your SpedTrack fields and to configure your SpedTrack Exports. When speaking with SpedTrack, please make sure to request the Common Goal mapping: 

Data export format: IntegrationExport_CommonGoal

PDF File Naming: IsCommonGoal="true"

Please remember and note the file name used when creating the student file export from SpedTrack. The file name will be used by our analysts to set up your SchoolInsight imports in the next step.

Configure imports in SchoolInsight

The fifth and final step is to reach out to SchoolInsight support for assistance with setting up the SpedTrack imports. SchoolInsight support will create two imports with you, one for the SPED data fields and one for the SPED PDF files. The SPED data field import will update student fields on SchoolInsight. The SPED PDF file import will upload SPED files the student may have into the student single view beta page on SchoolInsight. 

To access SPED data on SchoolInsight: 

  1. Go to School Main > Student Single View Beta
  2. Search for a student
  3. Select the General tab and then the SPED sub tab