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Resolving Missing Students in Lightspeed Relay Classes (PowerSchool Sync) [INTERNAL]

This article outlines potential reasons for students missing from classes or groups in Lightspeed Relay, based on common issues identified during support interactions.

Possible Causes

  1. Data Sync Issues: Students and teachers may not be properly synced between the PowerSchool systems and Lightspeed. If there are multiple PowerSchool instances (e.g., one for high school and another for middle school), discrepancies can occur. For instance, if the same teacher is listed in both systems but their classes are not correctly mapped, it can lead to missing class information.

  2. Duplicate Records: Duplicate entries in the data can cause confusion during the sync process. If a teacher or student has multiple records across different systems, it may result in incomplete or incorrect data being imported into Lightspeed. This was noted in a case where duplicates on the Global Grid for Learning (GG4L) side were causing sync issues.

  3. Configuration Errors:  Incorrect configuration settings in the PowerSchool data source can lead to improper syncing. If the settings do not account for multiple records or if there are issues with how data sources are prioritized, it can result in missing students or classes.

  4. Teacher Assignments: Teachers cannot be merged if they have different school assignments. This means that if a teacher is assigned to multiple schools, their records must remain separate, which can complicate the syncing process and lead to missing class assignments.

  5. Timing of Syncs: The timing of data syncs can also affect the visibility of students in classes. If a sync is initiated but not completed before a user checks the system, it may appear that students are missing. It is important to allow sufficient time for the sync process to complete.

Troubleshooting Steps

  • Verify Data Sources: Check the configuration of the PowerSchool data sources to ensure they are set up correctly and that there are no duplicate records.
  • Monitor Sync Status: Keep track of when syncs are initiated and completed to ensure that data is being updated as expected.
  • Contact Support: If issues persist, reach out to customer support for assistance in resolving configuration or sync issues.

Conclusion

Understanding the potential causes of missing students from classes or groups in Lightspeed Relay can help in diagnosing and resolving issues effectively. By addressing data sync issues, managing duplicates, and ensuring proper configuration, schools can improve the accuracy of their class and group assignments. If further assistance is needed, contacting support is recommended.