Back to School - Academic year transition
When it's time to transition to the next academic school year, you need to start the transition process, including creating a new inbound flow configured for the next academic school year. The steps are similar to the steps when you initially on-boarded and created your prior inbound flow.
Class / Section group cleanup
We recommend that you perform Class / Section group cleanup. The steps allow you to target those classes / sections that need to be archived.
Tip
For configurations where (Classic) Sync Profiles is not your data source, you may need to Reset your Microsoft Class Group flow if you see error messages stating 'Cannot remove last owner' after completing Academic year transition steps.
School security group and administrative units membership cleanup
We also recommend that you perform school Security Groups and Administrative Units cleanup.
Prepping your connected data
- Make sure your SIS has completed its rollover before making data available to SDS. Don't make data available before your SIS has completed its rollover for the new school year.
- If you're using CSV, we recommend that you perform an initial inspection to ensure all the files are provided, and the expected columns are present and named correctly that were used from the prior year.
- If you're using OneRoster API, validate that the connection is available. If you have rotated your client id and/or client secret, make sure you have the information available to update the connection credentials.
Begin Academic year transition
To begin, select Start transition on the home page.
Select Create new inbound flow. Select Next to continue.
Next, you need to choose your data source.
Important
Since Back to School / Academic Year transition is the only time when you can also go from one source option to another source option, the following scenarios described are based on keeping or moving to a new source type.
Existing source type: SDS (Classic) sync profile
Warning
This data source option only allows setting up Sync to Insights for Education Leaders and Enable Education Data Lake Export experiences.
Tip
You must select Connect to my data if you're wanting to also transition off SDS (Classic) to the new SDS to manage your Microsoft 365 User and Groups.
SDS (Classic) sync profile to SDS (Classic) sync profile
Select Ingest from my SDS (Classic) sync profiles and select Next.
Continue the completion of the Data Ingestion with SDS (Classic) Sync Profiles starting with Step 5 through Step 9.
SDS (Classic) sync profile to SDS CSV V2.1
Select Connect to my data.
Create new API or CSV source should automatically be selected.
Next, you need to choose the format. For SDS CSV v2.1, you select the option CSV. Select Next to continue.
Continue the completion of the Data Ingestion with SDS v2.1 CSV starting with Step 6 through Step 14.
SDS (Classic) sync profile to OneRoster API
Select Connect to my data.
Create new API or CSV source should be automatically selected.
Next, you need to choose the format. For OneRoster API, you select the option API. Select Next to continue.
Continue the completion of the Data Ingestion with OneRoster API starting with Step 6 through Step 12.
Note
The following process doesn't require you to re-create new Microsoft 365 outbound flows. The existing outbound flow(s) and configurations will persist after the following steps have been completed for your new inbound flow for the next academic school year. The next run will start processing the new academic year data based on your defined configurations.
Important
If your source SIS/SMS, or database, is the same as the prior year, and the data format is the same, you should following the steps based on Existing / Same Source and Format Type transition steps.
Existing / Same source and format type: SDS CSV 2.1
SDS CSV V2.1 to same SDS CSV V2.1
Select Connect to my data.
Connect to existing API or CSV source should automatically be selected.
Next, you need to choose the format. For SDS CSV V2.1, you select the option CSV. Select Next to continue.
Select the existing source from the dropdown. Select Next to continue.
Continue the completion of the Data Ingestion with SDS v2.1 CSV starting with Step 7 through Step 14.
New source but same format type: SDS CSV 2.1 (Currently not supported)
SDS CSV V2.1 to new SDS CSV V2.1
New source and new format type: SDS v2.1 CSV to OneRoster API
SDS CSV v2.1 to OneRoster API
Select Connect to my data.
Select Create new API or CSV source.
Next, you need to choose the format. For OneRoster API, you select the option API. Select Next to continue.
Continue the completion of the Data Ingestion with OneRoster API starting with Step 6 through Step 12.
Existing / Same source and existing format type: OneRoster API
OneRoster API to same OneRoster API
Select Connect to my data.
Connect to existing API or CSV source should automatically be selected.
Next, you need to choose the format. For OneRoster API, you select the option API. Select Next to continue.
Select the existing source from the dropdown. Select Next to continue.
Continue the completion of the Data Ingestion with OneRoster API starting with Step 7 through Step 12.
New source and existing format type: OneRoster API (Currently not supported)
OneRoster API to new OneRoster API
New source and new format type: OneRoster API to SDS CSV v2.1
OneRoster API to SDS CSV v2.1
Select Connect to my data.
Select Create new API or CSV source.
Next, you need to choose the format. For SDS CSV V2.1, you select the option CSV. Select Next to continue.
Continue the completion of the Data Ingestion with SDS v2.1 CSV starting with Step 6 through Step 14.
After allowing time for the run to complete, navigate back to the home page.
If there are no issues with your data, you see ‘No Data Errors or Warnings Found.’
If there are issues found with your data, you see ‘We found some issues with your data.’ We suggest you correct any errors before proceeding. For more information, go to Investigate run health.