End of year guide

As a school or district admin, ending your school year correctly with Seesaw can simplify your back-to-school setup and ensure accurate analytics and billing next year. Follow the steps below for your rostering method.

Schools using CSV Rostering

If your school or district used CSV rostering this year and will be using the same rostering method next year, you can view the following tutorial. You can also download the slides or view the steps below. 

Step 1: Archive Classes

Admins can archive all of last year’s classes in one step so that your teachers don’t have to, and can choose to bulk archive classes. Clever rostering schools do not need to archive classes. 

Archiving a class will remove a class from your active class list. Archived classes do not count towards your class limit.

  1. Sign in to your Seesaw for Schools Admin Account.
  2. On the Overview tab, tap on the Archive Old Classes link in the Admin Tools section.
  3. Use the date selector to archive all classes created last year. Note: Date format is MONTH/DATE/YEAR.

Connected family members will have access to their child’s archived classes through their Seesaw account!    

Step 2: Remove teachers

Removing teachers from your dashboard who no longer work at your school is an important End of Year step, but can be done any time a teacher leaves. Keep in mind, you’ll want to do this as soon as they no longer need to have access to student data. 

NOTE: If the teacher you are removing is the only teacher listed in a class, the admin that removes the teacher will be auto-assigned as a teacher for the class. To edit this, please follow the steps for Adding Teachers to Existing Classes.

  1. Sign in to your Seesaw for Schools Admin Account.
  2. Tap the Teachers tab.
    Screen_Shot_2022-01-19_at_1.26.44_PM.png
  3. Locate the teacher’s name on your dashboard. 
  4. Tap the button to the right of the teacher’s name.
    Screen_Shot_2021-11-10_at_8.08.43_AM.png

  5. Tap Edit Teacher.
    Screen_Shot_2021-11-10_at_1.44.38_PM.png

  6. Scroll down and tap Remove Teacher from School.
    Screen_Shot_2021-11-10_at_1.45.09_PM.png
  7. Confirm the removal by tapping Remove Teacher from School.
    Screen_Shot_2021-11-10_at_1.45.27_PM.png

Removing a teacher from your school DOES NOT delete their account. Instead, it returns their account to the free version of Seesaw. The teacher will lose access to all classes on your school dashboard, but the activities that they’ve created and saved will remain on their account.

To learn more about how their account permissions and features will change, please see What happens when a teacher account is moved from Seesaw for Schools to a free Seesaw account?

Step 3: Assign Missing Student IDs & Merge Duplicates

If you don’t need teachers or students to access historical portfolios, skip this step!

Seesaw uses the Student ID to keep student portfolios from different classes and years together. You might have students who started off on the free version of Seesaw. These students do not have a Student ID. Some of these students may also have multiple journals because they used Seesaw in multiple classes. You’ll need to assign the students a Student ID and merge duplicate journals if you want your students to have access to historical data and one cohesive journal. 

Learn more about Assigning IDs and Merging Journals here.

Note: Students in Email/SSO Classes will not appear in the Missing IDs section. Their Student IDs can be added during your CSV Roster Import for next year.

  1. Sign in to your Seesaw for Schools Admin Account.
  2. On the Overview tab, tap Assign Missing Student IDs in the Admin Tools section.
    Admin_Tools__2_.png
  3. Type in each student’s Student ID. If your school will be using Clever to roster classes, please ensure the Student ID in Seesaw matches the SIS ID in Clever.
  4. Use the Filter by option to filter student names by class. This can be helpful if you are only adding IDs to students in select classes.
    End_of_year_guide_2_9__1_.png
  5. Tap Save.
Note: If you want to update Student IDs in bulk, you can use the CSV Bulk Edit tool tool!
Step 4: Archive Students

After you archive last year’s classes, you can archive Student accounts. Archived students do not count towards your license limit.

  1. Sign in to your Seesaw for Schools Admin Account.
  2. On the Overview tab, tap on the Archive Student Accounts link in the Admin Tools section.
    Admin_Tools__3_.png
  3. Tap Archive Old Student Accounts
    End_of_year_guide_6_9.png

  4. Tap Delete Accounts
    Note: Student accounts will not be automatically deleted. Admins may be contacted about account deletion after one year.
    End_of_year_guide_7_9.png

Archiving old students ensures that you are getting the most accurate analytics for your school or district and that you will not be charged for additional student licenses.

When you roster your classes next school year, the students included in those classes will be reactivated automatically.

Schools using Clever or ClassLink Rostering

If your school or district used Clever or ClassLink auto-rostering this year and will be using the same rostering method next year, you can view the following tutorial. You can also download the slides or view the steps below. 

Step 1: Review teacher accounts

There may be some teachers who used Seesaw for Schools this year but will no longer be working for your school. You will want to remove them from your School Admin Dashboard in order to disconnect them from your Seesaw for Schools subscription. The Clever/Classlink sync will not auto-remove teacher accounts from your school dashboard.

You can leave any teachers who will continue working at your school. You only need to remove teachers who should no longer be using your Seesaw for Schools subscription.

Note: If teachers would like to continue using their existing account in free Seesaw, please contact Seesaw Support to remove the Clever/Classlink ID from the teacher's account. You can read more about this process in our End of Year Checklist for Teachers.

To review the teachers on your School Admin Dashboard, click on the Teachers tab. To the right of the teacher’s name, you will click the 3 dots, then tap ‘Edit Teacher’. You will then scroll down and tap ‘Remove Teacher from School’. An admin will be added as a teacher to any class where the teacher being removed is the only teacher.

Need additional support? Check out how to remove teachers from your school dashboard here

Step 2: Pause your Clever or ClassLink Sync
Ending the year is easy with Clever and ClassLink! You don't need to worry about archiving classes. All classes will be automatically archived when you run your Full Sync at the start of the new school year.

To ensure that your data isn't archived before you're ready, please pause the sync between Seesaw and Clever or ClassLink. To do this navigate your District Dashboard > Tap 'Manage Roster Sync' > then tap 'Pause nightly sync'. 

End_of_year_guide_8_9.png

Pausing your sync will prevent any roster changes from going into effect during your school break.

Step 3: Resume Clever or ClassLink Sync

After your SIS has rolled over rosters for the year, you will need to perform a Full Sync to create your new classes for the school year. Check out the Clever Rostering Success Plan or the ClassLink Rostering Success Plan if you need help setting up your sharing rules!

When all of your schools have completed their rosters for the new school year, you'll need to sync the new data. Navigate to your Manage Roster Sync dashboard and click 'Resume nightly sync' to resume your sync. Then tap 'Sync all schools' to perform a Full Sync and create new classes.
End_of_year_guide_9_9.png

Schools changing roster methods for next year

If your school or district will be changing rostering methods for the upcoming academic year, you can use the following tutorials. This will ensure that all of your Seesaw for Schools data is ready to go for when you roster future classes. 

Switching from CSV Rostering to Clever or ClassLink Rostering 
If your school or district will be changing from CSV rostering to auto-rostering via Clever or ClassLink, you can view the following tutorial. You can also download the slides

Switching from Clever or ClassLink Rostering to CSV Rostering
If your school or district will be changing from auto-rostering via Clever or ClassLink to CSV rostering, you can view the following tutorial. You can also download the slides

Switching between Clever and ClassLink
If your school or district will be changing from Clever auto-rostering to ClassLink auto-rostering or vice versa, you can view the following tutorial. You can also download the slides

View more information on our Seesaw for Schools admin landing page!

 

 

Have more questions? Submit a request