Reasons and Meanings behind a failing SIS Sync

There are several reasons for an automated data sync with Clever, ClassLink, or an SFTP server to fail. The most common reasons are:

Reaching deletion threshold

Wrong credentials

Schools to sync are not found

Each synchronization has the Deletion Threshold setting. It specifies the percentage of SIS-managed records that the sync cannot exceed when it archives data.

For example, if there are 501 students in a school and the deletion threshold is set to 10%, then the sync can only archive 50 students at one time when they graduate from the school. If more students graduate, the sync will fail with the "Threshold" reason. The sync will still create new and update existing records but it won't archive anything until the threshold error is resolved.

If you encounter this error, please check if the number of records to archive looks reasonable. Sometimes there's no real issue; you may just increase the threshold to allow the sync to archive outdated records.

But if the number of records to archive looks suspiciously high, please contact connectsupport@schoolstatus.com for assistance with the investigation.

Each synchronization uses access credentials - authorization tokens, district IDs, etc. - that SchoolStatus Connect requires to pull roster data from Clever, ClassLink, or an SFTP site.

If using these access credentials results in an error from one of the mentioned services, some tokens or IDs saved on SchoolStatus Connect are not working. They may be wrong or no longer functioning (e.g., if sharing data was disabled directly on Clever or ClassLink).

If you're unsure about the access credentials your sync needs, please get in touch with connectsupport@schoolstatus.com for assistance.

When you set up a district-level SIS sync, you must provide School IDs on SchoolStatus Connect so that the sync knows how to associate SchoolStatus Connect schools with SIS schools. If the list of School IDs from SchoolStatus Connect includes IDs NOT present in the data we receive from Clever or ClassLink, the sync will fail with the "Schools to Sync Are Not Found" reason. It may happen if there's a typo in the school ID, or some schools don't need to be synced and are not shared with SchoolStatus Connect anymore (this often happens with Clever).

To fix this issue, please review the School SIS IDs on SchoolStatus Connect, make sure they don't have any typos, and that all of these IDs actually belong to schools that are properly shared with SchoolStatus Connect.

Sync Failure Notifications

If your entire sync fails, district leaders will receive an email notification with details about what went wrong.

Sometimes a complete upload succeeds, but an individual file within that upload encounters an issue. In this case, district leaders will receive an email notification alerting them to the specific file failure.

What to do if an individual file fails:

1. Check the file itself – Open the file to verify it isn't corrupted, empty, or formatted incorrectly. Common issues include:
   • Empty files with no data
   • Broken or corrupted file formats
   • Unexpected file types
2. Review your data – Ensure the information in your file aligns with what's currently in your system. Data conflicts can sometimes cause processing issues.
3. Contact Support if needed – If you've checked the file and everything appears correct, or if you can't identify the problem, please reach out to our Support team. We'll work with our development team to investigate and resolve the issue.
    

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