Does your district use Clever to roster your students? Then you have come to the right place! Please use the information below to help clarify any questions you may have regarding how Clever + Otus work together.
❗ If your district does NOT use ATS/Stars, please access the Clever + Otus information article below 👇
The Clever rostering integration is a NYCDOE process. The NYCDOE DIIT office will send rostering information from ATS/Stars to Clever. It will take the NYCDOE 72 hours to share any changes that have been made to finalized schedules in ATS/Stars with Clever. The rostering information that exists for your school in Clever at the time of the nightly sync, will be the rostering information that is shared with Otus.
Admin vs. Teacher vs. Student Accounts
Admin Accounts: Administrative accounts do not come in through Clever. Admin accounts must be manually created in Otus.
Teacher Accounts: Teacher emails should be created/managed in ATS/Stars.
Student Accounts: Student emails should be created/managed in ATS/Stars. If a student needs to be added to a class, the student must be added to ATS/Stars.
❗Manually adding a student to a class coming in from Clever will only be temporary. The student will be removed after a nightly sync, if the student is not on the roster in Clever.
Add a co-teacher to your Otus class who is NOT in Clever or your SIS
If you want to add a co-teacher who is not listed in your ATS/Stars to one of your classes, you can do so by manually adding them to your class in Otus. Here is how! They will not be removed by the nightly sync between Clever and Otus.
❗If this class already has a co-teacher coming in from Clever, this new co-teacher who was manually added will be removed during the nightly sync. They will need to be added as a co-teacher to the class in your SIS or Clever.
Add a co-teacher to your Otus class who IS in Clever or your SIS:
If you want to add a co-teacher to your class in Otus and they already exist in ATS/Stars, then the teacher will need to be added as a co-teacher in ATS/Stars. This will need to be done by NYCDOE DIIT Office. If you manually add the teacher as a co-teacher in Otus, they will be removed from the nightly sync.
(ATS/Stars only allows a maximum of 2 co-teachers. If your class requires more than 2 co-teachers, the additional teachers will need to be removed from ATS/Stars and then added as a co-teacher manually, directly into Otus.)
❗Co-teachers added to ATS/Stars will be seen in Clever within 72 hours. After the new data is available in Clever, a nightly sync must occur in order for this new information to be reflected in Otus.
💡 For information on how to add a co-teacher in Clever, select the button below:
If a student(s) is missing from your roster in Otus, here are a few things to check.
Step 1: Are schedules finalized in ATS/Stars? If not, contact NYCDOE DIIT office.
Step 2: Is this student listed in the class(es) in ATS/Stars? If not, contact NYCDOE DIIT office.
Step 3: Is the student listed in that class(es) in Clever yet? If not, please wait 72 hours from when the student was added to the class(es) in ATS/Stars.
Step 4: Has at least 1 successful sync occurred between Clever and Otus?
If you answered yes to all of the questions above, it is likely that the student's ID will require an adjustment from a member of our team. Please reach out using the Otus chat feature to let us know that a students isn't properly rostered. In your message, please share the name of the student and their email address.
❗Manually adding a student to a Clever synced class in Otus will only enroll them for the day. The nightly sync removes students that are not coming from rosters in Clever.
Manually Add a "Practice" Class and Student to Otus (Option 1)
A manually add class in a teacher's account will not be removed by the sync. Students manually added to that class will also not be removed. This is a great way to make a "sandbox" environment for testing purposes!
❗Your district must have the manual rostering feature turned on to do this.
Add a "Practice" Class and Student in Clever
(Option 2 - for NYCDOE DIIT Office Only)
Districts can choose to add a class/section in Clever if they wish. Here is how. 👇
Create a Custom Section in Clever
Step 1: In Clever, Navigate to your Support Tools > Custom Data page.
Step 2: Select Add custom data > Sections
Step 3: Name section and add all required information.
Step 4: Add teacher(s): select the primary teacher who should be associated with the section. You can also add up to nine co-teachers for each custom section. Select Next to proceed.
Step 5: Indicate which of the teachers will be the primary teacher for the section. Select Next to proceed.
Step 6: Add fake/practice student to the section. Select Next to proceed.
Step 7: Review the custom section to ensure the details look correct before selecting Create Section. *It will take up to 15 minutes for the newly created custom section to be available in Clever and then an overnight sync in order for the new data to appear in Otus.
💡 For information on how to create a custom section in Clever, select the button below:
Create a Custom Student in Clever
Step 1: Navigate to the Custom Data Page in Clever.
Step 2: Select Add custom data > Students and a Create student form will appear.
Step 3: Fill out Create Student Form.
Step 4: Once this student is created, the custom student can be treated as a student that is being synced by ATS/Stars.
💡 For information on how to create a custom student in Clever, select the button below:
Email adjustments for students and teachers should be made directly in ATS/Stars. Once the adjustment have been made, it will take approximately 72 hours for the changes to appear Clever. Once this new data appears in Clever, a nightly sync is required for that data to bring the changes into Otus.
❗If you are not seeing the changes in Otus after this time, please reach out to us using the chat feature so we can assist further.