Roster Synchronization FAQ

Note: This option is not available on free or paid single-teacher accounts. Please contact sales@gradecam.com to upgrade to a school or district license.

How Does Roster Sync Work?

    To successfully sync your rosters with GradeCam, a file from the Student Information System (SIS) will need to be generated which contains the necessary teacher/student/class data. The file needs to contain information about each class to be created/updated, and this information includes term, school (optional), class name, class id, class period, student first, student last, student ID, and teacher first, teacher last and a teacher email address. The file would be extracted from the SIS on a routine basis and synced to GradeCam to keep school/district rosters current. Once the initial file has been generated, an admin can import it through aCombined Import or the file can be sent to GradeCam support to have the initial import performed to get the account set-up. If you do the import, please contact support@gradecam.com after importing the file so we can provide the sync script and instructions on its use.

Does GradeCam support roster synchronization?

    If your SIS system can export reports nightly, then GradeCam can provide the tools needed to automatically upload the report to GradeCam each night. This creates a nightly sync between your SIS and GradeCam.

How do I export the report from my SIS?

    Every SIS is different.  If you’re unsure of how to export a report from your SIS, contact your SIS representative.

What file format should the export be?

    Any of the following formats will work:

      Comma Delimited (.CSV)
      Tab Delimited (.TSV)
      Microsoft Excel® (.XLS or .XLSX)

    My SIS cannot create a report with all the required information. Can we still use roster sync?

      If your SIS cannot generate one file with all the required data needed to set up the automated sync, multiple files can be imported to set up the account. Once this is done, then a partial file will be extracted from the SIS each night to sync rosters to GradeCam. Contact support@gradecam.com.

    How is my daily SIS export sent to GradeCam?

      GradeCam will provide you with a script that will upload the report to our servers. The report will be processed automatically and any required roster adjustments will be made.  For more information on getting this script, contact support@gradecam.com.

    Can I sync Teachers or Students independently?

      GradeCam supports synchronization of Teacher and Student information independently or combined with the roster data.

    What happens when a new teacher is added via the sync?

      When a new teacher is added via the sync process, the admin will need to manually send an Invitation email to the newly added teacher.  After they have accepted the invitation, roster data provided by the sync process will appear in the teachers GradeCam account.

    I was asked for a unique identifier. What is a unique identifier?

      Imagine a VIN number on a blue Mustang. You might see three blue Mustangs drive by, but if you checked the VIN number, you could always verify the identity of the car. Unique Identifiers are like VIN numbers for Students would be a district ID given to each student. Teachers can have a teacher ID which is optional. Sections would be identified by class IDs or another identifier unique to each class.

    What unique identifier do you recommend for teachers?

      If you have teacher ID numbers, this is usually the preferred unique identifier.  If no teacher ID is available as this is optional, then the teachers’ email address will allow for the classes to be correctly associated to the teacher.

    What unique identifier do you recommend using for students?

      A student ID is the best unique identifier for students. These cannot be reused later. The ID will be retired like Michael Jordan’s jersey number. Each student included in the synchronization file must have a unique identifier. This is usually a district identifier assigned to the student.

    What modes of synchronization are possible?

      GradeCam supports synchronization of Teacher and Student information independently or combined with the roster data. For GradeCam to be able to send invitations to your teachers to create/merge their accounts with the school/district data an email address for the teacher is required. Each student included in the synchronization file must have a unique identifier.

    How can I see the last import that has been processed by GradeCam?

    Each import processed will be listed in admin mode under Import Details. If an expected import is not listed there, please verify that the daily export from your SIS is functioning.  If your import is listed and errors have been identified by GradeCam, please address the issues.