Manage Student Data Rollover

On July 25, Naviance automatically rolls student accounts up to the next grade level. However, Naviance does not automatically move students from building to building in a district account.

Many school districts graduate their senior students at the end of the school year and exclude the graduated students from their manual data import, SchoolSync, or Clever. Review the information on alumni students to learn how to manage graduated student accounts in Naviance.

Send alumni files for the most recent graduating class after July 25.

Move students from building to building

Building-to-building transfers for schools within a district account can be managed in one of two ways:

• If student data is managed at the district level, move students from one building to another via a student data import, Clever data integration, or PowerSchool data integration.
• If student data is managed at the school level, use the Transfer Students feature to manually move students from one building to another.

You cannot move students to another school in your district if your school does not have Naviance District Edition.

Maintain SchoolSync or manual data imports

District-level accounts

If your school district uses SchoolSync data automation without a Clever integration or manually imports student data, consider when students are marked as graduated or withdrawn in your Student Information System(SIS).

• If this event occurs after July 25:
  • No action is required.
  • Naviance will promote this year's graduated students to alumni on July 25.

• If this event occurs before July 25:

  • Confirm Make existing records inactive if not in your file is not selected in your data import settings in Naviance.

    

    Your SIS cutoff date may cause records to be removed from your data import file. If Make existing records inactive if not in your file is selected in your data import settings, you will inactivate accounts for those students no longer included in your import file. If you are using SchoolSync and an entire class of students is excluded from the file, students in that class are not marked inactive during the import. If the system identifies only a handful of current class year students who are being held back on the new grade level imports, it marks the whole class as inactive.

  • Stop scheduling district-level automated imports before this year's graduating class is marked as graduated or withdrawn in your SIS.

  • Restart the automated data import after July 25.

School-level accounts

If your school uses SchoolSync data automation or manually imports student data, consider when students are marked as graduated or withdrawn in your Student Information System (SIS).

• If this event occurs after July 25:
  • No action is required.
  • Naviance will promote this year's graduated students to alumni on July 25.

• If this event occurs before July 25:

  • Stop scheduling automated imports before this year's graduating class is marked as graduated or withdrawn in your SIS.

  • Restart the automated data import after July 25.

PowerSchool data integration

If your district uses the PowerSchool SIS student data integration:

• Set up and run the Student Alumni record within the Naviance PowerSchool Data Integration to synchronize alumni students from the SIS with Naviance after rollover.

Clever

If your district uses Clever for students:

• Pause the sync within Clever and resume it after your SIS rollover. 
• Ensure that the Clever setting, Keep grade 12 and postgraduate students active in Naviance when removed from Clever is selected to ensure alumni students remain active in Naviance.

Review best practices for end-of-year student management if the district uses Clever from the Naviance Knowledge Base in the PowerSchool Community. Select PowerSchool Community from the Get Help menu in Naviance to access the Community.

eDocs

eDocs is temporarily disabled in Naviance from July 25 to July 31. During this time, Common App and Parchment complete updates for the upcoming school year, and Naviance refreshes eDocs for the start of the new application season. Prepared forms and submitted documents for the most recent graduates will be moved to the Previous Years section in the student folder.

• The eDocs section of a student folder displays a message about maintenance.
• Staff cannot prepare documents whether Common App or National Association for College Admissions Counseling (NACAC) forms.
• Staff cannot send documents or forms.
• Students cannot complete Common App account matching.
• Staff cannot update the eDocs Settings page.

Common App opt-in and opt-out

• If you currently have eDocs activated for your school account, it will remain activated after July 25, and you will not need to reactivate eDocs for the new school year.
  • If opted-in to the Common App integration, your school can opt out until Oct 15.

• If you do not have eDocs activated, you can activate eDocs on the Naviance homepage when Common App is back online at the beginning of August.

  

  Activate eDocs only displays for users assigned the School Site Manager user role.
  • If not opted-in to the Common App integration for the previous school year, your school can opt-in until Sept 15.