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RM Unify Google Classroom MIS group sync
Published Date : 06 Feb 2017   Last Updated : 08 Nov 2018   Content Ref: TEC5513962  





Symptoms

RM Cloud Service Delivery can assist you with your MIS Sync installation and G Suite federation. For further information, please speak to your Sales representative on 08450 700 300.



Procedure

As an establishment with RM Unify MIS Sync enabled, it is possible to sync your teaching groups, year groups and registration groups from your MIS with Google Classroom. After syncing the group to Google Classroom, RM Unify will set the new class up as follows:

Group type in RM Unify

Google class students

Google class owner/primary teacher*

Google class additional teachers

Year group Students in the year. The RM Unify admin selected on the Group Sync Settings page. None.
Registration group Students in the registration group as per the MIS. The RM Unify admin selected on the Group Sync Settings page. None.
Teaching group*** Students in the class as per the MIS. The RM Unify admin selected on the Group Sync Settings page. The registered teaching staff** on record in the MIS.

* If the class is created by clicking the Action button in the Management Console and there is no RM Unify admin selected on the Group Sync Settings page, the logged in RM Unify user will be set as the owner/primary teacher. If the logged in user does not have a G Suite account, the class will not be created. Google advise that 'deleting the account of the teacher who created a class will make some of the class' functionality unusable'.

** Except for Glow schools using SEEMiS (where all staff group members will be made teachers of the class), this will be a single teacher. Additional teachers can be added via the Google Classroom interface.
*** Teaching groups are not extracted for the Scholarpack MIS.

For more information on Google Classroom: https://www.google.co.uk/intl/en_uk/edu/classroom/


How RM Unify Google Classroom sync works

RM Unify Google Classroom sync works by syncing MIS group and membership into Google Classroom. If members of a teaching group change in your MIS and RM Unify, e.g. a student moves in or out of a class, then their membership within the class also needs to be updated. All groups are automatically resynced each night. You can resync a group at any time from the RM Unify Management Console by clicking 'Resync Google Class members'. Similarly, if you want to remove the class from Google Classroom, click the Delete Google Class option in the RM Unify Management Console.

If you wish to sync your school's year groups, registration groups and teaching groups from your MIS to Google Classroom, you must first sync your MIS with RM Unify. To set this up:

  1. Log on to RM Unify as an RM Unify administrator.
  2. Click Management Console, MIS Sync Settings.
  3. Follow the steps to install 'Create mode' or 'Link mode'. For more information, refer to TEC5427652 in the Other Useful Articles section below.

To automatically send and create classes in Google Classroom
  1. Log on to RM Unify as an RM Unify administrator.
  2. Click Management Console, Groups.
  3. At the top of the page, click Settings, 'Set up group sync to apps'.
  4. On the 'Automatically Create Groups in Apps' window, select the MIS group types that you want to automatically create in Google Classroom.

    If the groups are not selectable, you need to first enable the Google Classroom APIs to allow automatic group syncing: 
    1. On the current window, click the 'Enable this in the Support Info section of App Details' link to be taken to a Google Classroom tile in the App Library.
    2. Under the Support Info section, in the ACTION REQUIRED box, click 'Click here'.
    3. Click 'Go to the Google consent page'.
    4. Sign in to Google using your super admin account.
    5. Click Accept on the consent page.
    6. Copy the displayed code from the Google page and paste it into the 'Access code' field on this page.
    7. Click Save.
  5. Enter a group 'name identifier' if required, to include in class names in Google Classroom (the default will be your school's DfE code).
  6. Select which RM Unify admin user you want to set as the owner/primary teacher of new classes. We strongly recommend you select a user who is unlikely to be deleted. Google advise that 'deleting the account of the teacher who created a class will make some of the class' functionality unusable'. You may wish to provision a new G Suite user to be the owner of all new classes, e.g. classroomowner@myschool.
  7. Click Save.

Each night, new MIS groups of the selected type(s) will be automatically created in Google Classroom.


To manually send and create a class in Google Classroom
  1. Log on to RM Unify as an administrator or teaching staff user.
    Note: If there is no RM Unify admin selected on the Group Sync Settings page, the logged in RM Unify user will be set as the owner/primary teacher of the new class. If the logged in user does not have a G Suite account, the class will not be created. Google advise that 'deleting the account of the teacher who created a class will make some of the class' functionality unusable'.
  2. Click Management Console, Groups. 
  3. Find the group* you wish to sync with Google Classroom and click Actions.
  4. Click 'Create Google Class for group'.
    Note: This menu option is not available on role groups or non-MIS year groups. 
  5. Edit the class name if required and add a description (these will be visible in Google Classroom).
  6. Indicate the 'Required lifetime' of the group. This helps the G Suite administrators to know how the classes are being used. There is no automatic deletion of classes.
  7. Click OK.

* If you have enabled non-MIS year groups then your MIS year groups will be hidden from view in the Management Console. They will, however, get auto-created in Google Classroom if that option was selected during the 'To automatically send and create classes in Google Classroom' section above. To find out if you have enabled non-MIS year groups:

  1. Click Management Console, Groups.
  2. Click Settings, 'Set up year groups'.
  3. Look for groups with a tick in the Enabled box.
  4. If you want to view your MIS year groups in the Management Console, then untick all Enabled boxes and click Save.

Are Google classes automatically deleted?

RM Unify does not automatically delete a Google class created via MIS Group Sync, even if the class has been deleted from your MIS. The deleted MIS group will no longer show in the RM Unify Management Console but it will still exist in Google. For more detailed information, please refer to TEC5786546 in the Other Useful Articles section below.

An admin can choose to manually delete the class by selecting the Delete Google Class option from the Actions menu of the relevant group in the Management Console. The class will be deleted from Google but the MIS group will remain visible in the RM Unify Management Console. Future MIS updates will still be applied to the group in RM Unify but there will be no future, automatic creation of the Google class. To manually delete a Google class:

  1. Log on to RM Unify as an administrator or teaching staff user.
  2. Click Management Console, Groups. 
  3. Find the group* you wish to delete and click Actions.
  4. Click Delete Google Class.
  5. Click OK.

What happens if there is a change of group teacher during the year?

If the registered staff member of a teaching group changes during the academic year, i.e., the existing staff member is removed and replaced with a new staff member, this will be reflected in the Google class. 

If an additional staff member is added to the teaching group then this will not be reflected in the Google class. This is because we only add one teacher to a teaching group. G Suite administrators can add additional teachers via the Google Classroom interface.

If the registered staff member of a year group or registration group changes during the academic year, this will not be reflected in the MIS group in RM Unify, or in the Google class. This is because we do not add teachers as members to year or registration groups. Please see the table at the start of this article for further information.


What will my Google class names look like?

When RM Unify receives MIS group data, it creates groups using the following naming convention:
<MISGroupName><NameIdentifier><MISAcademicYearStart>, where MISGroupName and MISAcademicYearStart come from your MIS and NameIdentifier is set in the RM Unify Management Console.

Here are some examples of group name outcomes in RM Unify and Google classroom:

MIS group type MIS group name Name identifier

AcademicYearStart
in MID

RM Unify group name Google class name Google class email
Year 11 1234567 01/09/18 11[1234567][2018] 11[1234567][2018] n/a
Teaching 2S/DT1 1234567 01/09/18 2SDT1[1234567][2018] 2SDT1[1234567][2018] n/a
Registration 5L 1234567 01/09/19 5L[1234567][2019] 5L[1234567][2019] n/a
Teaching Mon Ch 1234567 01/09/19 Mon Ch[1234567][2019] Mon Ch[1234567][2019] n/a


Can I change the name of a Google class?
Yes, if you want to retain the existing MIS group name but the class owner wants to change the name of the class in G Suite then they can do so. An internal link will still be maintained with the MIS group and future updates from RM Unify will continue to be applied to the class. However, please be aware that renaming classes directly in G Suite may hinder the troubleshooting of any issues, as there will be no obvious visible link between the Google class and its MIS group in RM Unify.


Other Useful Articles

RM Unify MIS Sync (TEC5427652)
RM Unify MIS group sync - what happens to groups at the end of year rollover (TEC5786546)

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Document Keywords: sync, google, gsuite, suite, classroom, class, room, synch, mis, g suite


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