Each summer, Otus conducts a rollover process to transition your school district to the new school year and upload new class rosters.
Rollover Process
Otus Team Responsibilities
✅ Pause any rostering syncs on Otus's end
✅ Update the rostering year
✅ Check for new data in the rostering source or request new roster files
✅ Archive previous year's classes
✅ Disable/enable student and family access, if requested
✅ When new rosters are available, re-start the sync or upload roster files
District checklist
✅ Look for and complete the rollover survey sent 3-4 weeks before the last day of school
✅ Confirm your SIS/rostering contact for the upcoming year
✅ Provide estimated dates for when new roster data will be available
✅ Decide on your summer school rostering option (if applicable)
✅ Share any desired student/family access blackouts
✅ Communicate any changes to your rostering, grade passback, or student group integrations
Timeline
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Click to view timeline details.
Click to view timeline details.
April-June:
District primary and integration contacts receive a rollover survey 3-4 weeks before the last day of school. Please complete the survey!
Otus pauses the roster sync 1 week before the last day of school. Grade passback syncs are paused 1 week after the last day of school.
July:
Districts transition to the new academic year in Otus based on the academic session dates set in the Main Admin account. For most districts this date is July 1. Your previous year's classes will remain visible until new rosters are available to sync/upload.
The Otus Integration Team begins periodic checks of your rostering source (OneRoster API, Clever, Classlink, etc) to see if new class schedules are available.
If your district uses manual rostering, an integration specialist will request an updated rostering file.
July-September:
Rollover occurs when your new school year rosters are available in the rostering source or new roster files have been shared.
At that time the Otus team will archive the previous year's classes and restart the rostering sync or upload the new file(s).
Upon completion, an integration specialist sends an email to district primary admins and integration contacts to inform them that updated class rosters are available in Otus.
If you indicated a date for student/family access in the rollover survey, access will be disabled at the time of rollover and reenabled on the requested date.
Rollover Survey
At the end of the school year, the Otus contacts at your district will receive a link to a brief survey to confirm your summer rollover needs. Information is pre-populated from our records when available. We will ask:
If not you, who is the best SIS/rostering contact for your district?
SIS to be used for the upcoming school year
Last day of instruction for the current school year
First day of instruction for the new school year
When do you anticipate having your new rosters available?
Is your district using Otus to deliver instruction for summer school?
Would you like to disable student and family login access until you are ready to share student schedules. If so, when would you like to re-enable access?
Any additional information you wish to share
Summer School
If your district replies YES to the summer school question in the rollover survey, your Otus Integration Specialist will follow up to discuss summer school rostering plans.
If you plan to use Otus for summer school, please let us know:
Your desired rostering option (see below)
The start and end dates for summer school
Whether or not you would like Otus to archive Fall/Spring classes prior to the start of summer school
Rostering Options
✔️ Roster classes and enrollments through your SIS.
✔️ Share a summer school roster file with Otus to upload.
✔️ Teachers and admins manage their own summer school classes in Otus.
FAQ & Troubleshooting
Click to see FAQ and troubleshooting details.
Click to see FAQ and troubleshooting details.
When is the roster sync paused for summer rollover?
Otus will pause the sync one week before your last day of instruction.
When is the grade passback sync paused?
Grade passback is paused one week after your last day of instruction.
How will the Otus team know when our district rollover has occurred and the new class rosters are available in our SIS/Clever/Classlink?
The Otus team will being proactively checking for new data in July. If you shared an estimated date in the rollover survey, that will help us to know when to look for your updated rosters. You are also welcome to reach out to implementation@otus.com or let us know in the chat when your district is ready to be rolled over in Otus.
Why do I still see my classes from last year when I log into Otus?
Rollover likely has not occurred yet. Classes from the previous school year will not be archived until the Otus team has access to your new school year rostering data.
Our district hasn't rolled over yet in Otus and I still have access to last year's classes, but I'm no longer able to see my gradebook data.
If you have access to the Otus Main Admin account for your district, check to see if the a new Academic Session has begun. For most districts, the new academic session begins on July 1, at which time the gradebook will no longer display last year's data. The academic session start date can be adjusted if needed. Please reach out in the chat for assistance.
How does the rollover process work for manually-rostered districts?
The rollover process is the same for synced districts and manually-rostered districts with the exception of pausing and re-starting the rostering sync. Please fill out the rostering survey that you receive at the end of the school year, and let us know when you have a new roster file ready for the Otus Integration Team to upload. At that time we will send you an email with a secure link to upload the file. After we receive the file, we will begin the rollover process and start work on uploading your new school year rosters.
How do I know when rollover is done?
When the new classes are available in Otus, the Otus Team will send a "rollover complete" email message to the primary contacts and SIS/integration contacts at your district.
Our district is migrating to a new SIS or would like to change our rostering method this summer. What information does Otus need?
Please let us know about any changes to your SIS or rostering method in the rollover survey, or send us an email at implementation@otus.com. We will reply with next steps depending on the specific changes, and will typically request a meeting for further discussion.