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How do I monitor my Clever automated import?

This article explains how to monitor messages that are generated by your automated Clever import and how to interpret and correct error messages that appear in the log file. To learn more about how to view the Clever import log file in TeacherEase and who at your organization is receiving log files via email, click here

Log files are generated each time the automated import runs and are sent via email when there are errors or warnings to be resolved. Some of the messages in the log are informational, to confirm that updates happened. Other messages explain errors that need to be addressed. The error messages fall into three main categories:

  • Data format
  • Data mismatch
  • Exceeded change threshold

These errors may occur in relation to

  • Students
  • Instructors
  • Parents
  • Classes
  • Rosters

In general, you should review your log files very frequently and follow up with corrections as soon as possible. In many cases, you will be able to make corrections in your SIS to resolve issues (see here). In some cases, you’ll need to ask for help from TeacherEase support (see here). Below is the best process to use for managing your automated import.

  1. Review the log that comes to your email
  2. Read the log messages to check for errors
  3. When there are errors that prevent data from being updated in TeacherEase, check for missing or incorrect data in
    • Your SIS
    • Clever
  4. Make corrections in your SIS or contact TeacherEase support when errors cannot be corrected in your SIS

 

Common Errors That You Can Correct

Message

Explanation

Email address is required to create an Instructor in SchoolInsight

The instructor’s email address is not included in the transfer from Clever. This is most likely because an email address has not been added in the SIS for the instructor. 

Sorry, this email address is already used by another instructor at this same school

The email address already exists in TeacherEase for a teacher with a different name. Most likely, the name of the teacher was changed either in the SIS or in TeacherEase. Check TeacherEase for the spelling of the instructor’s first and last name. Adjust the spelling in either your SIS or TeacherEase.

Sorry, this email address is used in a different school district. While email addresses can be reused for different school staff, for permissions they must all be within the same school district

The email address has already been added for another school in another district in TeacherEase. This happens when a teacher has created his/her own free account. It’s fairly common because a teacher may have tried TeacherEase in the past or may have thought that they could create and link an account to your school. To resolve this, ask the teacher to login to his or her personal account with their school email and change the email address to something other than their school email address:

  1. www.TeacherEase.com
  2. Login
  3. Instructor Main > Update Account
  4. Edit
  5. Change the email address
  6. Save

The error will resolve itself the next time the import runs after the email address is changed.

Email address is invalid and will not be used 

The format of the email address does not conform to standard email address rules. In this case, you need to correct the email address in your SIS.

Could not find Students with the following Clever IDs

The student is not found in TeacherEase and therefore, could not be added to rosters. This happens as a result of a prior student row import error. Check the student import error messages and correct those. Correcting the student import errors will resolve the roster import error. 

Student already exists with a different Clever ID

Clever assigns IDs to students when the students are first added to the Clever database. It also creates a new Clever ID when a student number changes. This error means that TeacherEase found a match on the student's first name, middle name, last name, date of birth, however, the student already exists in TeacherEase with a different Clever ID. The most common reason that this happens is when the school changes the student number in the SIS.  To correct this, go to Admin Main > Students - Single View, Edit student, and update the External Clever ID to match the new value shown in the error message.  If the student was enrolled in a prior year and is now returning to your school, you may need to reactivate that closed academic year before making this update.

 

 

Common Errors That TeacherEase Support will Correct

Message

Explanation

Import was NOT run because more than 10% of data was changing

A safe threshold of 10% data change has been implemented to protect your TeacherEase data. This threshold may be set for all data at once, or individually for the different data types (courses, classes, students, contacts, etc).  If you see this message, it means that your import was not run because more than 10% of your data would be changed. This gives you a chance to take a look and make sure everything is okay. Most likely, the changes are due to normal updates related to the beginning of an academic year or when transitioning to a new grading period. During these times, we expect to see substantial roster changes. Another reason why you might see this message is if the import hasn’t completed successfully over a period of time due to other errors. If you don’t know why there might be a large amount of data that is changing, then you should do some investigation in your SIS and in Clever to determine what the source of the changes are. If your SIS and Clever look as you expect, send an email to support@common-goal.com to let us know that you want your import to run, even though there are many changes. The support team will enable the import for you and allow it to surpass the threshold.

 

How do I access the automated import log files?

The log files and log file history can be viewed either via the emails that are generated every time the import runs or via TeacherEase. 

To view log file for the most recent import:

  1. Go to SD Admin Main > Import/Export > Scheduled Imports > Last Run

To view log file for all prior imports:

  1. Go to SD Admin Main > Import/Export > Scheduled Imports > import_triange.PNG > View Log

To see who at your organization is receiving the log files via email

  1. Go to SD Admin Main > Import/Export > Scheduled Imports > Edit