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The Scholantis SIS Data Sync for MyEducation BC functionality is currently in beta. The guide below is pre-release information and subject to change.

Scholantis SIS Data Sync allows teachers and students to easily work together in a Scholantis Portal using information already stored in your Student Information System (SIS). 

This following guide explains the steps required to sync your MyEducation BC SIS with your Scholantis Portal. This approach avoids the need to manually create and import SIS data.

 

Configure Access to the MyEducation GDE Extracts

Before Scholantis SIS Data Sync can access data from MyEducation BC, you will need to provide access to the MyEducation SFTP site, or a local disk path, and create the appropriate scheduled jobs to export the GDE data required for SIS integration.

  • SFTP - You will need to request access to My Education BC SFTP system if you do not already have access and provide the service account credentials.
  • Local/Network Files - Configure access to a network or local disk path on your SharePoint application server. For network locations the SharePoint Setup (e.g. domain\spsetup) and Farm (e.g. domain\spfarm) service accounts require read access to the extract files.

Create SFTP Export Jobs

Under Tools create daily export jobs for each of the following areas:

  • Students Demographics
  • Staff Information
  • School Details
  • Course Information
  • Class Information
  • Student Course Selection
  • Parent Information

Job setup notes:

  • Settings - Use the default names and settings for each job.
  • Headings - Include headings must be enabled.
  • Start Time - Specify a time of 10pm to ensure exported files are created prior to the automated transfer to the SFTP site at 12am.
  • Schedule - Configure the job to 'Weekly' and select every day. Specify a start and end date for the job.
  • Destinations - Specify the saved file name for each job, preferably no spaces.

Ensure the SFTP Site is Accessible to Scholantis

If using direct SFTP access, Scholantis SIS Data Sync must be able to reach your MyEducation SFTP site. Ensure port 22 is open from your Scholantis Application server to the MyEducation BC SFTP system. Additional Web Front Ends do not require access.

To validate the SFTP system is available login to the MyEducation BC SFTP site from the Scholantis servers using a tool such as Filezilla FTP client.

Ensure the Local/Network Files are 

If using local file or network access, Scholantis SIS Data Sync must be able to reach the files. For network locations the SharePoint Setup (e.g. domain\spsetup) and Farm (e.g. domain\spfarm) service accounts require read access to the extract files. For network paths port 445 (SMB shares) will need to be open from your Scholantis Application server to the network location. Additional Web Front Ends do not require access. Distributed File System (DFS) paths are not supported.

To validate access to network files from the Scholantis servers you can use Windows Explorer. You can shift-right click to Run As... to test service account access.

Synchronize your Scholantis Portal with MyEducation BC

After you've set up access and created the automated jobs, you will need to provide the following information to the Scholantis support team:

MyEducation BC Server Information

Information for your MyEducation BC SFTP access:

SFTP URL for MyEducation BC:

e.g. https://www.myeducation.gov.bc.ca
SFTP Username: 
SFTP Password: 

Student AD to SIS Mapping

SIS Data Sync requires a unique ID which is shared in both your SIS and Active Directory (AD):

Shared Student ID field (available in SIS and AD): 
Stored in SIS Field:e.g. Pupil #
Stored in AD Field:e.g. employeeNumber

Note: SIS Data Sync requires at least one field to connect a student in AD to the same student in SIS. If you don't have an exact mapping, or the student ID is derived please note the details and we will investigate whether a custom mapping is possible.

Teacher AD to SIS Mapping

Shared Student ID field (available in SIS and AD): 
Stored in SIS Field:e.g. Teacher ID
Stored in AD Field:e.g. employeeNumber
Note: SIS Data Sync requires at least one field to connect a teacher in AD to the same teacher in SIS. If you don't have an exact mapping, or the teacher ID is derived please note the details and we will investigate whether a custom mapping is possible.

What Happens When Data Syncs?

When using the Scholantis SIS Data Sync with MyEducation BC, all changes will be synced automatically on a nightly basis. All you need to do is update the data in your SIS and validate that changes are synced during the next sync. 

We currently sync the following data:

  • Schools
  • Students
  • Teachers
  • Courses & Sections
  • Course & section teacher and student associations
  • Guardians

Sync Duration

SIS Data Sync validates each user's Active Directory properties when it runs nightly. If the mapped Active Directory attributes (e.g. employeeNumber) are not indexed in Active Directory the Sync job can run extremely slowly, depending on the numbers of objects and the performance of your Active Directory servers. Learn which Active Directory attributes are indexed by default: MSDN - Indexed Attributes.

We recommend the attributes used for mapping are indexed in Active Directory to significantly speed up the SIS Data Sync job and reduce load on your Active Directory servers. This can reduce the SIS Data Sync duration from hours to minutes and will be required in large environments to ensure SIS Data Sync Completes within a reasonable time frame. Further reading on TechNet - How to Index an Attribute in Active Directory and TechNet Blogs - Indexing in Active Directory.