If your district uses centralized rostering with Khan Academy and is transitioning between Clever and ClassLink, there are several steps your district and Khan Academy will need to complete to help make sure the transition is as smooth as possible.

Note:  Before the transition, it is especially important to confirm that user and school information matches between your current and new rostering platforms. Differences in this information may affect Khan Academy’s ability to preserve existing accounts and data.

When can my district transition rostering platforms?

Because Khan Academy cannot guarantee that class-level data will be preserved during a rostering platform transition, transitions can only be completed over the summer when teachers and students are not actively using classes for instruction.

If your district uses summer school classes in Khan Academy, make sure your Khan Academy rostering specialist knows this when planning your transition date, as transitions can only be completed after summer school classes have ended.

District rostering administrators should coordinate the following dates and information with their Khan Academy rostering specialist:

• Rostering platform you are transitioning from and to
• Your district’s Clever ID, if applicable
• Your ClassLink Tenant ID, if applicable
• Your district rostering point of contact
• Your Khan Academy point of contact
• Your fall schedule rollover date
• Your first day of school
• Whether your district will roster summer school classes
• Your planned rostering platform transition date

How is data preserved during the transition?

Khan Academy uses the following three identifiers to match rostered teacher, student, and administrator accounts:

1. Roster ID — the Clever ID or ClassLink SourcedID
2. Email address
3. SIS ID

When transitioning between Clever and ClassLink, a user’s roster ID will change.

To match users with their existing Khan Academy accounts, the user’s email address and SIS ID must be exact matches between the two rostering platforms.

Before the transition, your district rostering administrator should verify the following for teachers, students, and administrators:

• Email addresses are exact matches between Clever and ClassLink.
• SIS IDs are exact matches between Clever and ClassLink.
• Any differences have been identified and communicated to your Khan Academy rostering specialist.

What about schools?

Schools can also be matched between platforms. A School in Clever corresponds to an Org in ClassLink.

For Khan Academy to match an existing school with the corresponding school or Org in the new platform:

• The school/Org name must be an exact match between both platforms.
• The school/Org SIS ID must be an exact match between both platforms.

Before the transition, your district rostering administrator should verify:

• School/Org names are exact matches between Clever and ClassLink.
• School/Org SIS IDs are exact matches between Clever and ClassLink.
• Any differences have been identified and communicated to your Khan Academy point of contact.

Will class data be preserved?

Khan Academy cannot guarantee that class-level data will be preserved during a rostering platform transition.

For this reason, Khan Academy completes rostering platform transitions over the summer when classes are not being actively used for instruction.

The data-preservation process described above focuses on matching users and schools/Orgs, not preserving classes from the previous rostering platform.

What happens before and during the transition?

Your district rostering administrator and Khan Academy will coordinate the transition.

• Before the transition

Approximately two weeks before the planned transition date:

1. Contact your Khan Academy rostering specialist and inform them that you want to transition your district’s rostering platform.
2. Your district sets up roster sharing with Khan Academy in the new rostering platform.
3. Khan Academy verifies that the new roster sharing configuration is set up correctly. Your rostering specialist may request sample users to review after the transition.
4. Khan Academy pauses the nightly roster sync before beginning the transition.
5. Khan Academy lets your district know when the new platform's rosters are configured correctly and when Khan Academy will begin pulling roster data from the new platform.

• During and after the transition

Khan Academy's rostering specialist will:

1. Complete the rostering platform transition.
2. Unpause the nightly roster sync.
3. Monitor the sync for issues as data from the new rostering platform begins processing.

Your district rostering administrator should also monitor the roster after syncing resumes and report any unexpected issues to your Khan Academy point of contact.

When transitioning from Clever to ClassLink, Khan Academy will disconnect the Clever sync once data is flowing correctly from ClassLink to Khan Academy.

When transitioning from ClassLink to Clever, your district will disable data sharing with Khan Academy in ClassLink and remove the Khan Academy app after the transition.

What should my district check before the school year begins?

After the roster transition is complete, your district rostering administrator should confirm that:

• Teachers, students, and administrators appear as expected in Khan Academy.
• Users have access to Khan Academy through SSO in the Clever Portal or ClassLink LaunchPad.
• The Khan Academy application is assigned to the appropriate users for the upcoming school year.
• Any unexpected roster or account issues have been reported to your Khan Academy point of contact.

What do teachers need to do?

If your district uses centralized rostering, teachers should use the classes and rosters provided through your district's centralized rostering integration.

Teachers should not create alternate versions of their centrally rostered classes using other rostering methods, such as Clever Library or Google Classroom.

Using another rostering method can create additional classes or rosters that are separate from those managed through your district's centralized rostering integration.

Data preservation checklist

Before your district's scheduled transition, confirm all of the following:

• User email addresses match exactly between both rostering platforms.
• User SIS IDs match exactly between both rostering platforms.
• School/Org names match exactly between both rostering platforms.
• School/Org SIS IDs match exactly between both rostering platforms.
• Any differences in these identifiers have been shared with your Khan Academy point of contact.
• The transition is scheduled for a period when classes are not being actively used for instruction.
• The district has informed Khan Academy whether summer school classes are being rostered.
• Roster sharing in the new platform will be configured before the transition.
• Teachers know not to use alternate rostering methods for centrally rostered classes.

Matching these identifiers before the transition is one of the most important steps your district can take to help Khan Academy match users and schools with their existing accounts.

Additional resources

For additional information about configuring your district's rostering integration, refer to the Khan Academy Clever or ClassLink setup guidance provided to your district.