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Rostering syncs in Pear Assessment work reliably under normal conditions. Problems appear at the edges: when a data source changes its structure, when two schools consolidate, when summer programs run on a different sync, or when a student leaves mid-year. Use this article to identify what went wrong and recover your data. For initial rostering setup, see Understand Rostering Options and Understand Rostering Data Requirements.

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Before You Make Changes to Your Rostering Source

Before making any structural change to your rostering source, collect the information below. Changes to source IDs, school names, or sync configurations can break class associations and, in some cases, result in data that cannot be automatically recovered. What to collect before making changes:
  • A full export of current class rosters (student names, IDs, and class assignments)
  • A list of active assessments and their assignment statuses
  • Screenshots or exports of any in-progress assessment results you cannot afford to lose
  • The current sync configuration settings in Pear Assessment (Clever, ClassLink, or Canvas)
  • Contact information for your rostering provider’s support team
Timing recommendations:
  • Make structural rostering changes during a break or low-activity period, not during an active testing window.
  • Coordinate with teachers before making changes that will rename or remove classes they are actively using.
  • If you are switching rostering providers entirely, plan for a transition window of at least 1 week to verify data integrity before the new sync goes live.
What data is at risk:

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Source ID Changes

A source ID is the unique identifier your rostering provider assigns to each student, teacher, or class. ClassLink, Clever, and Canvas all use source IDs to match records in Pear Assessment to records in your student information system (SIS). When a source ID changes, Pear Assessment cannot automatically match the old record to the new one. The result depends on which record changed. What happens when a source ID changes:
  • Student source ID changes: The student may appear as a new, separate account in Pear Assessment. Their previous assessment results remain attached to the old account. If both accounts are active, teachers may see duplicate names in their rosters.
  • Class source ID changes: Pear Assessment loses the link between the class and its assigned assessments. Teachers may no longer see the class, or they may see it listed without its previous assignments.
  • Teacher source ID changes: The teacher’s account may be duplicated. Classes previously owned by the old account may appear unowned or inaccessible.
How to recover from a source ID change:
  1. Identify which records changed by comparing the previous sync log to the current one. Your rostering provider’s admin console shows source IDs for each record.
  2. In Pear Assessment, locate the old and new accounts for each affected student or teacher. Go to Manage and search by name.
  3. Contact Pear Assessment Support to request a manual account merge. Provide the source IDs for both the old and new accounts. Support can merge the records and transfer assessment history to the correct account.
  4. For affected classes, re-assign any assessments that lost their class association. Teachers can re-assign from their assignment history.
  5. After the merge is complete, confirm that students can sign in and see their correct assessment history. If history is missing, contact Support again with the merged account source ID.
How to prevent source ID changes:
  • Do not rename or restructure sections in your SIS without confirming with your rostering provider how that affects source IDs.
  • When migrating from one SIS to another, ask your rostering provider in advance whether source IDs will be preserved or regenerated.
  • For ClassLink specifically: source IDs are tied to the OneRoster source configuration. Changing the source URL or OAuth credentials can regenerate IDs. Contact ClassLink before making changes to your OneRoster source settings.

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School Merges and Splits

When two schools consolidate into one, or when one school splits into multiple campuses, the rostering data in Pear Assessment needs to reflect the new structure. This does not happen automatically. School merge: two schools become one
  1. In your SIS, complete the merge and confirm that all students and teachers are now assigned to the single school record.
  2. Run a sync in Pear Assessment to pull the updated structure from your rostering provider.
  3. In Pear Assessment, go to Manage > Schools and verify that the merged school appears correctly. If both schools still appear as separate records, contact Pear Assessment Support to merge the school accounts.
  4. Check for duplicate student accounts. Students who were enrolled in both schools before the merge may appear twice.
  5. For duplicate students, contact Support with both account source IDs to request a merge.
  6. Verify that teachers from both schools now have access to the correct classes under the merged school.
  7. Archive the old school records in Pear Assessment once the merge is confirmed. Go to Manage > Schools, select the old record, and choose Archive.
School split: one school becomes multiple campuses
  1. In your SIS, create the new school records and reassign students and teachers to the correct campuses.
  2. Run a sync in Pear Assessment to pull the new structure.
  3. In Pear Assessment, go to Manage > Schools and confirm that both campuses appear as separate records.
  4. Verify that classes and assessments have been correctly associated with the right campus. Classes may need to be manually reassigned if the split changes their school association.
  5. Update district admin permissions if campus-level access restrictions are in use. Confirm that each admin can access only the campus records they are authorized to view.
Classes from both schools after a merge: Classes from both schools will remain in Pear Assessment after a merge. They do not automatically consolidate. Teachers will need to work with their district admin to archive classes that are no longer active and keep only the classes they intend to continue using.

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Missing Classes After a Sync

If classes that existed before a sync are no longer visible, the sync removed or did not return those classes from the rostering source. Common causes:
  • The class was removed from the rostering source (deleted in Clever, ClassLink, or your SIS) before the sync ran.
  • The class’s source ID changed, causing Pear Assessment to treat it as a new, separate class.
  • A filter in the sync configuration excluded the class (for example, a school year filter that no longer matches).
  • The teacher who owned the class is no longer associated with it in the rostering source.
Steps to investigate:
  1. Check your rostering provider’s admin console to confirm whether the class still exists in the source. In Clever, go to Classes and search by name. In ClassLink, check your OneRoster export. In Canvas, verify the course section is still active and the sync is enabled.
  2. Check the sync log in Pear Assessment for errors or warnings related to the missing class. Sync logs are available in Manage > Sync > Sync History.
  3. If the class exists in the source but not in Pear Assessment, run a manual sync and monitor the log for errors on that specific class.
  4. If the class was deleted from the source and you need to restore it, re-add it in your SIS or rostering provider, then run a sync.
For related setup guidance: If the class is permanently gone: If the class cannot be restored from the source, teachers can manually recreate it in Pear Assessment. Go to Classes > Create New Class and add students individually or via a class code. Assessment results tied to the original class will not transfer automatically to the new class. After recreating the class, confirm that students can enroll and that teachers can assign new assessments.

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Summer School and Year Transitions

Regular school-year syncs do not carry summer school classes automatically. Summer programs typically require a separate sync configuration or manual class setup. Summer school classes:
  1. Confirm with your rostering provider whether summer school sections are included in your standard sync. In Clever, summer sections must be added to the Clever sync for them to appear in Pear Assessment. In ClassLink, check whether your OneRoster source includes summer school enrollment data.
  2. If your rostering provider does not include summer school, create summer classes manually in Pear Assessment. Go to Classes > Create New Class and add students by class code or manual enrollment.
  3. Assign summer assessments to these classes as you would for any other class.
  4. At the end of summer school, archive the summer classes in Pear Assessment to keep the class list clean for the new school year.
Year transitions: Your class and assessment data from the previous school year is retained when the year ends. Classes are not automatically archived. To prepare for the new school year:
  1. Archive classes from the previous school year. Go to Classes, select the classes to archive, and choose Archive. For district-level archiving, see Archive Classes as District Admin.
  2. Run the new-year sync after your SIS has updated enrollment for the new school year. Students’ class assignments from the prior year will be replaced by the new-year assignments from the sync.
  3. Confirm that returning students have carried over to the correct new-year classes. Ask teachers to verify their rosters before assigning the first assessment of the year.
  4. Do not delete old classes before archiving them. Deletion removes assessment results from view. Archiving preserves the data while removing the class from active use.
Archiving vs. deleting: Always archive rather than delete unless you have confirmed the data is no longer needed and have exported any required records.

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Unenrolled Students and Their Data

When a student leaves a class or school mid-year, their enrollment status changes in the rostering source. The next sync removes them from the active class roster in Pear Assessment. What happens to their data:
  • Completed assessment results are retained at the student account level. The results remain visible to district administrators in the student’s profile.
  • In-progress assessment responses are paused when the student is removed from the class. The responses are not submitted automatically.
  • If the student is fully removed from the district’s rostering source (not just from a class), their account in Pear Assessment becomes inactive. Inactive accounts are not deleted.
Data retention: Your district’s data agreement determines how long Pear Assessment retains data for inactive student accounts. Contact Pear Assessment Support or your district’s account representative to confirm the retention period for your district. If a student was removed in error:
  1. Re-enroll the student in the correct class in your SIS or rostering provider.
  2. Run a sync in Pear Assessment. The student will be re-added to the class roster.
  3. If the student had an in-progress assessment, the teacher can reopen it from Manage Assignments > Open for the specific assignment.
If a student transfers to another school in the district: The student’s assessment history follows their account. When the new school’s sync runs and the student is associated with the new school, teachers at the new school can view the student’s historical results through the student’s profile. Teachers can only view results for assessments assigned within their own classes.

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Escalation Checklist

If you have worked through the relevant section above and the issue is not resolved, contact Pear Assessment Support. Collect the following information before reaching out to reduce resolution time. Account and environment:
  • District name and Pear Assessment district ID (visible in Manage > District Settings)
  • Rostering method in use (Clever, ClassLink, Canvas, or manual)
  • Date and time when the issue was first observed
  • Whether the issue occurred after a sync, a manual change, or with no apparent trigger
Affected records:
  • Names and email addresses of affected students or teachers (do not include passwords)
  • Source IDs for affected accounts, if available from your rostering provider’s console
  • Names of affected classes, including the school year they belong to
Sync information:
  • Date and time of the last successful sync
  • Any errors or warnings in the sync log (screenshots or copied text from Manage > Sync > Sync History)
  • Whether a manual sync has been attempted since the issue appeared, and the result
Data at risk:
  • Whether any in-progress assessments are affected
  • Whether any student response data appears to be missing or inaccessible
  • Whether the issue is blocking teachers from active assessments
Pear Assessment Support can be reached through the Help menu inside Pear Assessment or at support.peardeck.com. After resolving a rostering issue, review Understand Rostering Data Requirements to confirm your SIS data meets Pear Assessment’s field requirements before the next sync.
Last modified on July 14, 2026