Preparing for Automated Roster with Clever

NWEA will activate automated rostering with Clever for your district when you contact your account representative. However, make sure you can accept the perquisites described in this section.

Match on ID

Match on ID is required for automated rostering with Clever. Under this rule, every student and teacher must have a unique identifier (ID). If there are any duplicate records sharing the same ID, a conflict could result during the sync between the Clever and MAP repositories.

With Match on ID, you must verify that:

  • Students and teachers have unique IDs that remain with them indefinitely.

  • When a student or teacher leaves the district, their ID must not be reassigned to anyone else.

  • If a student or teacher subsequently returns to your district, you must assign them the same ID they had before they left.

For more information, review Match on ID.

Data cleanup

Your roster of students and teachers may contain duplicate profiles. Before NWEA can enable automated rostering, you’ll need to find and resolve any duplicates and other conflicts. This effort can involve considerable time, especially if you have existing MAP information.

For detailed instructions, see Clearing Duplicates from MAP Data.

Email Address as User Name

Teachers should use their email addresses as user names for MAP login. As part of the transition to automated rostering with Clever, NWEA will automatically convert existing MAP teacher user names to their teacher emails. If teacher user names are updated, their password for MAP Growth will not be changed.

You will need to inform existing teachers about this change. After NWEA enables automated rostering with Clever, when teachers are added they will receive an automated email with their MAP login information.

Considerations for Ethnic Group Names

Some of your MAP Custom Names for Ethnic Groups may be overlooked with automated rostering in the following situations:

  • If your MAP preferences have multiple MAP Custom Name values mapped to the NWEA Standard Name values, then only one name will be used with automated rostering. For example:

    Clever Race Value NWEA Standard Name Values MAP Custom Name Values Rostered Value in MAP

    American Indian

    		 American Indian or Alaska Native
    • Alaska Native
    • American Indian

    (Both assigned to MAP Standard Name “American Indian or Alaska Native”)

    Student assigned “Alaska Native” because that name comes before “American Indian” alphabetically

     

  • If a student has the Hispanic ethnicity set to Yes (Y) in Clever, then the student receives the Hispanic or Latino NWEA Standard Name value, regardless of other values. For example:

    Clever Hispanic Ethnicity Clever Race Value NWEA Standard Name Values MAP Custom Name Values Rostered Value in MAP

    Y

    Caucasian

    		 Hispanic or Latino

    White/Hispanic

    Student assigned “Hispanic or Latino”

    Y

    Hispanic

    		  

    Hispanic

If your rosters are impacted by these considerations, a representative from NWEA will help you resolve any issues during your setup. If you have concerns about automated rostering with Clever, please contact NWEA Support for assistance with data clean-up.

Example with student ethnicity = Hispanic

 

Clever Race Value Clever Ethnicity Value MAP Standard Name MAP Custom Name Student Ethnicity on Reports
Caucasian N White White White
Caucasian Y Hispanic or Latino White/Hispanic Hispanic
Hispanic Y Hispanic or Latino Hispanic Hispanic

Optional: Assign Students to Programs

If you need MAP reports that show aggregated results by programs, such as English Language Learner, then you can use any of the following methods:

Additional staff and MAP roles

To add non-teaching staff in bulk, you can use the standard roster import and the template called Additional Users. Once you assign roles, those individuals keep the roles. See Add Staff and Roles in Roster Import.