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Clever Automation Script

Python (v3.7.4) Automation script to prepare and upload files to Clever.

Installation

Install dependencies by running the following command from your installation directory:

pip install -r requirements.txt

Import Files

There are 3 required files to run this script:

  • PowerSchool - Sections & Enrollments
  • PowerSchool - All Students
  • PowerSchool - All Teachers

Sections & Enrollments

In PowerSchool, you'll need to create an Export Template through the Data Export Manager that pulls the following columns from the "Student Information" Category and the Export From "Student: Course Data" -

  • CC.DCID
  • CC.COURSE_NUMBER
  • CC.SECTIONID
  • TEACHERS.SIF_STATEPRID
  • STUDENTS.STUDENT_NUMBER
  • STUDENTS.GRADE_LEVEL
  • COURSES.COURSE_NAME
  • SECTIONS.GRADE_LEVEL

Make sure that the "School Years" are updated to reflect the current school year or you may pull older school year sections.

As you filter, you'll want to configure your filters to ensure that CC.SECTIONID > = 1 to ensure you're getting a valid section.

This file will create the courses and sections and enroll students in them within Clever. It does 99% of the work and usually issues that come up with data in Clever can be traced back to this file.

All Students File

In PowerSchool, you'll need to create an Export Template through the Data Export Manager that pulls the following columns from the "PowerSchool Data Sets" Category and the Export From "Student Email" -

  • Student_Number
  • First_Name
  • Last_Name
  • Email
  • SchoolID
  • Grade_Level

This file is used to help enroll students in courses and the number found in the Student_Number field is used to match the account with the enrollment.

This file does not accept a filter in PowerSchool.

Teachers_Export File

In PowerSchool, you'll need to create an Export Template through the Data Export Manager that pulls the following columns from the "Staff Information" Category and the Export From "Teachers" -

  • TEACHERS.SIF_StatePrid
  • TEACHERS.SchoolID
  • TEACHERS.Email_Addr
  • TEACHERS.Last_Name
  • TEACHERS.First_Name
  • TEACHERS.Status

You'll want to filter by SchoolID > = 1 with a Status = 1 or you may end up with a bunch of conflicting information in your file.

Application Configuration

sample-config.ini

This file contains your configuration to locate the various files necessary to make this script work. You do not need to add quotes becuase all data in the ini file are treated as strings. Once completed, rename the file to config.ini and place it in the same directory as cleverAutomation.py.

schools-sample.json

This file contains the dictionary where you will set up your schools and school codes. The file MUST be configured with the key as the school id number and then, in order the "School_id", "School_name", and "School_number" columns. Once completed, rename the file to schools.json and place it in the same directory as cleverAutomation.py.

schooladmins-sample.json

This file contains the dictionary to set up clever admins in the admins file that gets uploaded. You can give the dictionary keys any name that you can keep track of, but we landed on school abbreviations and numbers. The columns, in order are "School_id", "Admin_email", "Staff_id", "First_name", and "Last_name."

opt-out-sample.json

This file contains students by PowerSchool ID # that should not even be passed to Clever. You will need to rename this to opt-out.json once you've configured the file and ensure it's in the same directory as the clever-automation.py script.