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Naviance Integration

PowerSchool SIS Integration Overview

All Naviance District Course Planner clients who use the PowerSchool SIS can manage course data from a single place. This includes:

  • Course Catalog
  • Course Mapping
  • Student Course Data (Course History)
  • Student Course Data (Current Courses)

Take advantage of the integration between your PowerSchool SIS and Naviance Course Planner.

  • Ensure that course data in Naviance is correct via turnkey data management.  
  • After students finish building plans of study in Naviance Student, sync exports of student course requests from Naviance to your PowerSchool SIS to help with course scheduling.

Note: Insights Premium clients who do not use Course Planner can also take advantage of this integration. By integrating student course data from your PowerSchool SIS with Naviance, you can populate course data in Student Readiness Reports.

Access

PowerSchool Data Integration is a district-level feature. If you have a school account, contact Naviance Support to get a District account.

Note: If you are using a PowerSchool SIS version older than 21.11.1 and you want to take advantage of the Course Planner SIS integration, Naviance recommends that you update to SIS version 22.5. Contact PowerSchool support for more information.

Prepare for the Integration

  1. If needed, upgrade to PowerSchool SIS version 22.5 or install the Naviance plugin.
  2. Contact Naviance Support if you need a district account.
  3. Review the Field Mapping Template.
  4. Complete the Pre-Import Checklist.
  5. If using SFTP for automated Course Planner imports, disable the SFTP integration.

Review the Field Mapping Templates

Review the templates for more information about typical PowerSchool fields. Learn how they match with Naviance fields and identify Naviance fields that are not supported by the PowerSchool SIS. 

To manage fields not supported by the SIS, complete a manual import or set up data automation using SFTP.

Pre-Import Checklist

For a more detailed list of pre-integration items, use the Course Planner PowerSchool SIS Pre-Integration Checklist.

  • Identify the Naviance Subject area, the SCED Subject Code, and any subject areas for which you will import courses.
  • Create the Subject Areas in Naviance prior to the import.

Note: If you have previously manually imported SCED Subject Areas in Naviance, verify that SCED Subject Areas are stored in the SIS. If they are not, create new subject areas in Naviance that align with the subject areas used in the SIS.

Tip: Review data fields for Courses and use this information when mapping fields.

  • Determine if the subject area populates the Department field or the Subject Area field.
  • Determine if CTE courses are identified by selecting Vocational Class in the CIP Code field, by noting the course as Career Tech, or by assigning an Alternate Course Number.
  • Determine if course descriptions are included in the Course Description field in the SIS or if course descriptions are kept outside of the SIS. Naviance recommends that your SIS is the source of truth; however, if descriptions are kept outside of the SIS, you can import course descriptions manually in Naviance (Data Import).

Tip: If descriptions are not kept in the SIS, do not include the data field in your import.  Empty fields in your import file will override previously imported data.

  • Determine how you assign instructional level to courses. Is it part of the course number or is it a custom field in your SIS?
  • Determine if you assign state ID using the alternate course number field, the course number field, or another field.
  • Determine if Prereq Text is included in the Prerequisite Note field.
  • Determine if a rule exists for Prereq ID.
  • Determine if a Concurrent Request rule exists for Coreq ID.
  • Determine if a Recommend rule exists to identify courses that require a
  • Determine which field is used to indicate if a course is Repeatable? Allow Student to Repeat Different Term, Allow Student to Repeat Same Term, or a custom field?
  • Determine if Equivalencies have been added to the SIS. Import the equivalencies for courses not included in a plan of study.
  • Update course data fields in the SIS if no data exists for a field you want to import.

Verify Fields for the SIS Import

  • Verify the column fields you are using for your SIS import by identifying the field names and confirming that the data populates correctly.
  1. Select Importing & Exporting from the menu, then choose Data Export Manager.
  2. From the Exporting section, choose Tables from the Category list then choose the option needed from the Export From
  3. From the Exporting section, choose Tables from the Category list then choose the option needed from the Export From

In the Appendix of this document, find sample lists of columns to export for the course catalog, course mapping, student course data – history, and student course data – current courses

Configure the SIS Integration

  1. In your Naviance District account, go to the Gear icon then select
  2. From the Naviance District Administration page, choose PowerSchool Data Integration.

Note: This option is only available if the data integration has been enabled by Naviance support, and you have permission to Import District Data.

  1. Select Configure from the PowerSchool Data Integration

To ensure you receive an email notification for your first import, set up email notifications as your next step. Otherwise, complete the steps in order.

  • SIS Integration Setup
  • SIS Import Settings
  • Sync Course Requests
  • Manage Email Notifications

Note: If you have already set up student data integration and are using SIS version 21.11.1 or higher, you do not need to complete the SIS Integration Setup.

Manage Email Notifications

Naviance sends email notifications for each type of data connection. 

  • The import status is included in the email Subject.
  • The body of the email includes an Import Summary with a link to the Import log for more details.

To set up email notifications for each data type:

  1. From the configuration settings, select Manage Email Notifications.
  2. Enter the email address of the recipient in the Add Email Recipients If entering multiple email addresses, separate the addresses with a comma.
  3. Select Add to save the settings.

To edit information for an email recipient, click the pencil icon for the desired name.

SIS Integration Setup

If you are setting up a SIS Integration for the first time, you will need to complete the Integration Setup.

The SIS Integration Setup has two components:

If you have complete SIS Integration Setup for student data and:

  • You use PowerSchool SIS version 22.5 or higher, you do not need to complete the setup again. Continue to SIS Import Settings.
  • You use PowerSchool SIS version 21.11.1 up to but not including 22.5, you must download and install a plugin. Continue with the integration setup to obtain the plugin.
  • You do not use at least SIS version 21.11.1, you must update to PowerSchool SIS version 22.5 or higher. Contact PowerSchool Support for more information.

Integration Settings

Download the Plugin

  1. From the Configure page, click SIS Integration Setup.
  2. Click Edit SIS Integration.
  3. From the Select SIS menu, select PowerSchool SIS.
  4. If you are using PowerSchool SIS version 21.11.1 up to but not including 22.5, click Download Configure File to download the PowerSchool SIS Configuration File. The zip file holds the plugin needed to update or install via the SIS plugin manager.
  5. Save the download file to a local destination so you can find it again.

In PowerSchool SIS

  1. From the PowerSchool SIS homepage, under Setup, choose System.
  2. On the System Administrator page, from Server Options, click System Settings.
  3. On the System Settings page, select Plugin Management Configuration.

Install the Plugin

To update the plugin:

  1. From the Plugin Management Dashboard, select Naviance and click Update.
  2. On the Plugin Install page, select Choose File and select a plugin installation file to install. Do not open the Zip file.
  3. Select Install, then continue to set up the SIS Import Settings.

Note: When updating the plugin, you do not need to re-enter the Data Provider Integration Information. If uninstalling and reinstalling the plugin, the Data Provider Integration Information will need to be re-entered in Naviance.

To install the plugin for the first time:

  1. From the Plugin Management Dashboard, select Naviance and click Install.
  2. On the Plugin Install page, select Choose File,and select a plugin installation file. Do not open the Zip file.
  3. Select Install.
  4. Return to the Plugin Management Configurationpage and select Enable for the Naviance
    1. Access the Data Provider Integration Information for the SIS Integration Settings.
    2. From the PowerSchool SIS homepage, under Setup, choose System.
    3. On the System Administrator page, from Server, click System Settings.
    4. On the System Settings page, select Plugin Management Configuration.
    5. From the Plugin Management Dashboard, click Naviance in the Name
    6. Click Data Provider Configuration in the Function
    7. Copy Client IDand Client Secret data from the information.  This data is sensitive information. Do not share this data with anyone.
  5. From Step b, use the data to fill in the integration settings for Client ID and Client Secret. For the domain, copy your URL from the PowerSchool SIS.
  6. Select Test and Save. If the connection is successful, the SIS Integration Status updates to Connected.

School Matching

After you complete the integration and make the connection, match the schools between your SIS and Naviance.

  1. Open each SIS School lists and select the SIS school name that aligns with the Naviance school name.
  2. Click Save.

Note: Every school, both active and inactive, is shared with Naviance, so there is a comprehensive selection list available in the SIS School lists.

SIS Import Settings

Set up the import settings for your integration between Naviance and PowerSchool products based on Data Type.

  1. From the Configure page, select SIS Import Settings.

Note: Until you create a connection for the first time, all data type statuses will be noted as Disabled. All data types will be listed, including ones planned for future release.

  1. On the SIS Import Settings page, click the pencil icon for the type of import you want to complete to open the wizard.

Four course imports are available:

  • Course Catalog: This is a one-time import and must be completed before any other course imports.
  • Course Mapping: Import course mapping after you import your course catalog. This import ensures that students only see courses available at their school in their plans of study. Course Mapping is only needed for Course Planner users.
  • Student Course Data (Current Courses): Import the courses in which students are currently enrolled.
  • Student Course Data (Course History): Import courses that students have completed, including final grades, credits earned, and more.

There are four steps in the wizard:

  • Match Fields
  • Define Codes
  • Sync Settings
  • Test / Start Import

Match Fields

Match your SIS data field with the corresponding field in Naviance.

  1. From the Matching SIS Data Field lists, choose the SIS data field that matches the corresponding Naviance data field.
  • Naviance automatically matches the most used fields in the SIS.
  • (Do Not Import) is available for fields that are not required.

Note: Do not manually import fields matched on this page using the Data Import feature in Naviance.

  1. Select Next and go to the Define Codes page.

If you click Save and Close, you return to the Configuration page. If you click Save, your work is saved before moving on to the next part of the wizard.

Define Codes

  1. Review the list of possible values for each code and indicate how they are presented in your data. The options listed are determined by the data fields which you selected for import in the last step.
  2. Click the Select SIS Codes fields and identify the code used in your SIS which matches the Naviance code.
  3. Select Next.

If you click Save and Close, you return to the Configuration page. If you click Save, your work is saved before moving on to the next part of the wizard.

Sync Settings

Use these settings to determine at which schools the sync will be available, how often the data updates, and the rules around the import.

Note: Sync settings vary depending on the course import.

Available at Schools:

  • Select All Mapped Schools if the automated import will happen for all mapped schools.
  • Choose Specify Schools and select specific schools from the list.

Data Update Frequency:  Determine how often data is shared between Naviance and your SIS. Options include:

  • 4 hours
  • 12 hours
  • 24 hours

Import Rules: May include the following:

  • Make Naviance Records inactive if not in SIS: Courses are made inactive if they are not active courses in the SIS course catalog.
  • Overwrite data in Naviance if imported data is blank: Blank SIS data erases data that currently exists in Naviance.
  • Overwrite course data in Naviance for students in SIS: Overwrites student course data information previously imported to Naviance so the data reflects what is in the SIS.

Select Next. If you click Save and Close, you return to the Configuration page. If you click Save, your work saves before moving to the step in the wizard.

Test/Start Import

Tip: Before starting the import, complete a Test Import. This allows you to make sure import settings are correct and address any errors prior to the actual import.

  1. Click Start Import. Messaging displays about your import.
  • The status will show as Validation in Progress until the import is ready to begin.
  • Once it begins, the status updates are based on the import process.
  • Naviance processes imports immediately.
  1. Click Done.

Tip: Return to the PowerSchool Data Integration page at any time to access and manage the import experience.

  1. From the PowerSchool Data Integration page, select Configure to return to the configuration settings.

PowerSchool Data Integration Page

Status

On the PowerSchool Data Integration page, you can access and manage automated imports that have started or are complete. The import status will indicate the progress of an import, as well as any failures that may have occurred.

  • Import Validation in Progress – the import has not yet started
  • Import Completed
  • Import Complete with Alerts – review and resolve the alerts
  • Critical Error – Import Cancelled

More

Use the three vertical dots next to a data type to:

View Log

  • Summary
  • Export Log which includes the original file to help you troubleshoot

Undo (for the final import completed within the last 72 hours)

  • Records with fields updated via a manual update or SFTP cannot be undone.
  • Records created by an import are made inactive if Undo is selected.

Edit Configuration Settings

Disable an SIS Import

After your SIS Import Settings are in place, you can return to disable the import and stop your SIS data import to Naviance.

  1. In Naviance, go to Settings, then select Setup.
  2. Choose PowerSchool Data Integration.
  3. Click Configure and go to SIS Import Settings.
  4. Select Disable Import.
  5. Verify the decision to disable the import.

To resume imports, click the pencil icon. Review the wizard (data will be kept) then select Start Import to complete the reactivation.

Sync Course Requests

Streamline the process of creating student schedules using Sync Course Requests to send students’ plans of study in Naviance back to your PowerSchool SIS.

Update Requirement Details

Before you export course requests, update requirement details in your plans of study.

  1. Go to Plans of Study, then click View/Edit for the desired graduation plan.
  2. Click Edit for any Subject Area that could be considered electives, then select Courses in this requirement are electives that could be substituted with Alternates.
  3. Click Save for the requirement.
  4. Click Publish and Update for the plan of study.

Configure PowerSchool SIS

Enable PowerSchool Data Integration

PowerSchool Data Integration must be enabled in the school-level Power Scheduler for all grades in each school to have course requests synced.

  1. Choose a school from the menu.
  2. From Applications, select PowerScheduler.
  3. From Requesting, select Screen Setup.
  4. Choose a grade and clear PowerSchool Student and Parent Portal, if needed.
  5. Select PowerSchool Data Integration.
  6. Click Submit.

Confirm Courses are Available for Requests

Make courses available and active in each school to have course requests synced.

  1. Choose a school from the menu.
  2. From Setup, select School.
  3. From Scheduling, select Courses.
  4. Expand the Filter Results and select Unavailable.
  5. Choose Manage Courses for this School.
  6. Select
  7. Choose the school year from the Year menu.
  8. From the list of unavailable courses, select courses to Make Available and Active for each course that should be available.
  9. Click Submit.

Set Next School Indicator for Students

  1. From People on the district page, select Student Search.
  2. Use the search tools to generate a list of the desired students.
  3. From the Select Function menu, navigate to Scheduling and choose Next School Indicator.
  4. Choose a school from the menu, then click Submit. Repeat this step for all schools to have course requests synced.

Enable Student Groups to be Scheduled

  1. From People on the district page, select Student Search.
  2. Use the search tools to generate a list of the desired students.
  3. From the Select Function or Next School Indicator menu, navigate to Functions and choose Student Field Value.
  4. Click Fields.
  5. From the Fields modal, choose Sched_Scheduled.
  6. In the New Field Value field, enter 1, then click Submit.


Export Course Plans to PowerSchool SIS

  1. Go to Settings, then select Setup.
  2. Click PowerSchool Data Integration, then click Configure.
  3. Choose Sync Course Requests.
  4. Enter the following:
  • Academic year in which courses would be taken
  • Class years to include such as grades 8 – 11 or grade 10.
  • Plan of Study
  • Plan Status
  • The schools for which the data should be sent back to the SIS

The sync may take up to four hours to complete

Tip: You can also manually add course requests in your PowerSchool SIS.

Troubleshoot

Critical Error – Is PowerSchool down?

Specified student is not enrolled in specified school for the specified year

  • Confirm the student exists in the SIS.
  • Confirm Schedule this Student is selected.
  • Confirm the student is or will be enrolled in a school where the course request is available.

Specified course not found

  • Confirm the courses exists in the SIS.
  • Confirm the course number in the Naviance and the SIS are the same.
  • Confirm the course is available at the correct schools and for the correct year.

Tip: If course requests are imported in error, remove the requests in the SIS.

Appendix - Common PowerSchool SIS Table Names and Fields

Course Catalog

SCHOOL_COURSE.YearID

COURSES.Course_Number

COURSES.Course_Name

COURSES.Sched_Department

COURSES.Sched_CourseSubjectAreaCode

COURSES.Credit_Hours

COURSES.Sched_FullCatalogDescription

COURSES.IsCareerTech

COURSES.Vocational

COURSES.CreditType

COURSESCOREFIELDS.alt_course_number

COURSEPREREQRULE.NOTE

COURSEPREREQRULE.RULEEXPRESSION

SCHEDULECOURSECATALOGS.Sched_RepeatsAllowed

COURSEEQUIVALENCY.COURSE_NUMBER_EQUIVALENT

Course Mapping

SCHEDULECOURSECATALOGS.Course_Number

SCHEDULECOURSECATALOGS.SchoolID

Student Course Data – Course History

STUDENTS.Student_Number

STOREDGRADES.Course_Number

STOREDGRADES.Grade_Level

STOREDGRADES.StoreCode

STOREDGRADES.Course_Name

STOREDGRADES.Teacher_Name

STOREDGRADES.PotentialCrHrs

STOREDGRADES.EarnedCrHrs

STOREDGRADES.Grade

STOREDGRADES.Percent

STOREDGRADES.SectionID

STOREDGRADES.TermID

STOREDGRADES.Credit_Type

Student Course Data – Current Courses

STUDENTS.Student_Number

STUDENTS.Grade_Level

CC.Course_Number

CC.SectionID

CC.TermID

TERMS.Abbreviation

TEACHERS.LastFirst

COURSES.Course_Name

COURSES.Credit_Hours

COURSES.CreditType

 

For more information about integrating Naviance, refer to Prepare for the Staff Data Integration.

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