Prepare for the staff integration (OneRoster)

All Naviance District Edition clients using OneRoster can integrate data with Naviance to create staff records.

Set up prerequisites

1. Confirm you have a district Naviance account. Contact your account manager if you don’t.

2. Set up SFTP if it has not previously been set up for Naviance course-related data.

If your Student Information System (SIS) does not offer SFTP, you can set up Structured Query Language (SQL) with WinSVC, a free SFTP client for Microsoft Windows.

Prepare staff data in OneRoster

1. Confirm the data in your SIS follows the OneRoster standard format before starting the OneRoster staff integration process in Naviance.

2. Ensure all staff who need Naviance accounts are loaded into your SIS. Then, export them in the OneRoster format. If using ClassLink, export the OneRoster-format CSV ZIP file from ClassLink. Review the users import fields for more details on creating your export.

3. Ensure all school and district staff are assigned the teacher or administrator user type in the CSV files.

4. Ensure all district staff in OneRoster are assigned the administrator user type.

5. Check OneRoster settings to confirm that teachers are shared by schools.

6. Check the staff data fields available to Naviance via the OneRoster CSV (version 1.1).

7. Verify that staff in the OneRoster file have metadata extension fields, so the Naviance user role and function are set correctly. Enter metadata extension fields in OneRoster for staff without them assigned.

8. Staff associated with multiple schools should have comma-separated values in orgSourcedIds of the user file.

9. Keep track of staff who will never have an account in OneRoster to later specify roles for them during the test import to ensure they are not marked as inactive.

If staff users are assigned both the teacher and administrator user type, Naviance creates the same user twice with two different roles mapped.

Staff who are teachers should be synced regularly with OneRoster.

Prepare org and manifest files

1. Export data from your SIS to create org and manifest files.

2. Create a ZIP file using the following naming convention: NavianceOneRoster.zip

   1. Include the manifest, org, and users data files in the ZIP file.

   2. Only ZIP files with a max size of 1GB will be accepted.

Prepare staff data in ClassLink

1. Sign in to ClassLink Roster Server.

2. From Exports, select OneRoster CSV. 

3. Select the OneRoster version (v1.1). 

4. Ensure that metadata fields such as title, position, and other identifiers that distinguish staff roles are appropriately shared. 

5. Generate export and download the ZIP. Then, verify filenames and headers exactly match the spec. Optionally, review or edit CSVs with a text editor to avoid Excel auto-formatting.

6. Rename the file to NavianceOneRoster.zip. This is not case sensitive. 

7. If your export provides individual CSVs, select the required files and compress them into a .zip archive.

   • Place all files at the ZIP root. Do not use subfolders.

   • Ensure the manifest.csv accurately lists each file name present. 

Prepare staff data in Naviance

1. Create a No Schools district zone in Naviance.

2. Compare the employee ID in Naviance for several staff users to verify the format is consistent with what is in OneRoster.

   • If the format is the same as OneRoster, no other action is needed.

   • If the format is different from OneRoster, update the employee IDs in Naviance to match those in OneRoster.

Employee IDs associate students with counselors during the import process in Naviance. If you are updating employee IDs, make sure to update any SchoolSync student imports with the updated employee ID or else they will not be linked during import.