To help ensure next year’s rostering is a smooth process, it is important to end this year with a plan on how to handle rostering data and how to communicate this to schools and teachers.
Step 1: Prepare for End of School Year
Use our checklist to finalize data, prepare for summer programs, and maintain consistency across student records and rostering methods. Review each section carefully and complete all relevant items before your data freeze to avoid any potential disruptions.
| Topic | Tasks |
|---|---|
| Exporting Data |
Contact teachers to ensure they have entered all assessment scores into their grade book. Ensure teachers have downloaded any assessment reports they need before the end of term. |
| Summer School |
Ensure your summer school roster is up to date prior to the rollover date and data pause. Contact your CSM to confirm when your data freeze will begin. Import all summer school rostering data before the pause. |
| New User ID Management |
Plan to assign new, never-before-used user IDs to all incoming students in your SIS. Reusing IDs can result in account errors, incorrect data, and provisioning failures. Review and archive any user IDs that are no longer active to prevent them from being reused. Archived IDs should not be assigned to new students. |
| Existing User ID Management | Ensure you have a system in place to keep consistent user IDs. Changing IDs year-to-year can disrupt data continuity and result in lost academic records, settings, and access. |
| Rostering Method |
Decide if you'll continue using the same rostering method next year. If you'd like to change your rostering method, contact support@imaginelearning.com. |
Caution
Important: Do Not Reuse User IDs
Each user_id must be unique and permanently assigned to a single user. These IDs should never be reused or reassigned—even if a student has left the school or district, or after a school year rollover. Reusing IDs can lead to serious issues with data integrity, user accounts, and access within the Twig Science platform. Our system does not support ID reuse under any circumstance.
Step 2: Enter the Rostering Data Phrase
Once your school year is complete, Twig Science will initiate a roster pause for all rostering methods. During the roster pause, all automatic roster syncing from Clever and Classlink, as well as manual CSV processing, will be paused.
Contact your CSM to discuss when the reset date will be. After your reset date Twig will start to accept automatic roster syncing and manual CSV uploads for the new school year. This ensures that users rostered at the end of the year will have access to Twig Science over the summer.
Note
Rostering should be disabled for a district at least 1 business day in advance to ensure that there are no active rostering runs for that district. Pause dates will be automatically set to one business day prior to the selected rollover date. If your district requires the data to remain paused for a longer period, please contact your Customer Success Manager (CSM) to make the necessary arrangements.
Step 3: Get ready for Back to School
At the end of the data pause, previous year data—such as assignments, classes, and enrollments—is archived and no longer visible in the standard Twig Science platforms. Teachers will not be able to access last year’s assignments once the district has been rolled over.
However, student answers are not tied to a specific school year. If you reassign content from the same grade, students will still see any answers they previously submitted for that activity.
Assessment data from prior years remains available in the assessment platform.