School Data Sync

What is it?

School Data Sync (SDS) is an engine that will automatically turn the group data from SEEMiS held in Glow into Class Teams. This means that, as a teacher, all of your classes will be already created and ready for you when you log in to Teams. Pupils will also see all of their classes after the teacher has accessed. See O365 Teams page for more details on what you can do with Teams.

Teams - personal view of all your classes
Left hand menu of Teams showing personal view of all of your classes. These will show alongside any other manually created Teams that you are a member of like department or school Teams with your colleagues.

Why would I use it?

You get all of the benefits of Class Teams without any of the admin. Class Teams are automatically created and membership is adjusted as pupils/teachers move over the course of the year.

How do I get started?

Opt-in to SDS for your school. This needs to be completed by a staff member with authority to make decision on behalf of your school. If SEEMiS data exists for the current academic year, your school will be added to the next sync. Time to completion from opt-in is typically by the end of the next working day.

FAQ: Frequently asked questions

Q: Can I change the name of my SDS created Class Teams? 

A: No. Glow controls the naming as part of SDS. This may change in future but reasons include consistency; balance of usability for teacher/pupils; fact that all teachers/pupils get a personal view of their Teams so nobody need go looking for them; uniqueness; and, crucially, the fact that SDS has the potential to create 000,000s of Class Teams across Scotland – so if you need to identify the underlying O365 Group outside of Teams like in Email/sharing from OneDrive etc you need to find it in a very large list. Naming convention is as follows:

Primary Schools – Example “Oakgrove Primary Sch GC P7 P7 17-18”. This comprises: Name of school (20 chars) + Local Authority + Year + Classname + Academic year.

Secondary Schools – Example “CRF S2 Modern Studies I MSCEI1 PK 17-18”. This comprises: 3 digit unique school code + Year + Coursename (20 chars) + Class code + Local Authority + Academic year.

Q: Can I add/remove pupils from my SDS Class Teams? 

A: Yes. From the ‘View Team’ link, you can add/remove members of any Team. SDS will recognise the teachers/pupils that it associates with a Class Team based on SEEMiS data. Your additions will be ignored as they weren’t initiated by SDS. Deletions of pupils that SEEMiS instructs are part of the Class will be corrected by re-adding but deletions of those you have personally added will be honoured.

Q: What data does SDS use to create Class Teams? 

A: SDS uses data from SEEMiS already sent to Glow from your school. For primary schools it is Registration Groups and for secondary schools it is Teaching Groups. The teacher is created as Class Team owner/admin and the pupils as members. In primaries, if no teacher is associated with the Registration Group, SDS will add school Glow Unify admin users who can then associate the appropriate teachers.

Q: SDS has created more than one Class Team for my class. Why is this and what do I do?

A: Start with the biggest Class Team. Go to ‘Add Members’. Begin typing the name(s) of the Class Teams you want to merge and hit ‘Add’.

That’s it. 😉

The Class Team you started with will now contain all the pupils from the other and you can direct everyone to use it. The additional pupils won’t be removed by SDS. SDS will mirror exactly the structure of teaching groups in SEEMiS and will continue to update what SEEMiS instructs is the membership of each. This means that if anyone leaves/joins any of the smaller teaching groups that you added, you will have to make an adjustment in your merged group as it contains the people that were added at the time of the original merge.

Q: When are SDS created Class Teams available to pupils to use?

A: Class Teams created by SDS do not become ‘active’ until the teacher who owns them logs in to Teams. Access to each Team is not required, simply accessing the Teams service is the trigger to activate all Class Teams belonging to the teacher. Until this point the Class Teams are not visible to pupils.

NB: There will be an underlying O365 Group with a shared file store and mailbox that can be used immediately after SDS.

How do I find out more?

Community Support – Find out what your colleagues are sharing and asking about SDS in the O365 Teams Yammer group.