Google Classroom Method 2: Teacher-Focused Process - Clone DNU

Admin Instructions:

1. Once Lab-Aids has set up your school for integration, you'll need to provide instructions to teachers (see the teacher section below for instructions). 

2. Important: Once teachers log in and complete the sync, they must inform you, because you must log in and assign licenses to teachers.  Teachers will not be able to view any content or assign books to students until you do this; and, if teachers try to assign books to students prior to being assigned the student PO (set of licenses), then students may use up licenses meant for teachers.

• Teachers will be automatically rostered into your Lab-Aids portal account once they have logged in and selected their classes.

• To assign licenses to teachers, log in at https://portals.lab-aids.com using the "Log in with Google" button. Sign in with the superadmin username. Assign licenses to teachers.

Teacher Instructions:

Teachers: Please make sure your Google Classrooms are set up already. 

Initial Roster Sync: 
1. Once provided instructions by your admin, please log into the portal at https://portals.lab-aids.com using the "Log in with Google" button. The system will recognize that you are from a school that is set up with Google Classroom integration, and you will be brought directly to the Google Classroom screen to select classes to sync. To get to this screen manually, click on the "Settings" menu on the left and click "Google Classroom V2".

2. Click the "Start Sync" button. 

3. Select which classes to sync (sync individual classes or sync all classes):

• Sync individual classes by selecting the checkbox next to each class name.

• Or, sync all of your classes by toggling the "Select All Classes" toggle on the top right of the class list.

• Any teachers/students associated with these classes will be synced.

4. Review the sync options and select whether you'd like to receive daily sync emails or only error sync emails. Click "Start Sync." Note: The sync will probably take a few minutes to complete, but can take up to 4-6 hours to complete depending on the number of classes selected to sync.

5. The next screen will review sync details. You will receive an email with sync details upon completion. This email will include any error messages. You can also see the sync status in the top right corner of the page and download the sync details by scrolling all the way down and clicking "Download all Validation Errors/Warnings". Please see the "View Sync Details" section for more detail. 

Note: Your account will now sync these chosen classes each time you log in. This means that when you log in, you will see the sync is "in progress". This sync will only take a few minutes, and you can refresh the screen to see the "Launched" sync status. To modify which classes have been chosen to sync, click "Start sync" or "edit". Unchecking classes that have already synced will not remove them, but it will just stop syncing them. 

Contact Your Admin
6. Important: At this time, you must contact your admin to let him/her know you have logged in and synced classes. At this time, your admin will need to assign you the correct licenses. You may receive errors if you do not do this.

Verify Initial Roster Sync for Accuracy
7. Verify the Initial Roster Sync for Accuracy: Once the initial sync of Class Rosters is complete, teacher should review rosters for accuracy and completion. Again, this initial sync will likely only take a few minutes to complete.

a. Please check your email after syncing to view the sync status email. Or, you can view sync status/details from within the portal. Both will include any error logs if applicable.

b. You'll want to verify that class numbers, teacher numbers, and student numbers are accurate. To do this, click on Roster > Class, Roster > Teacher, and Roster > Student, and look at the number displayed in the bottom left corner.

• We recommend verifying that new class rosters contain the accurate number of students (Roster > Class).  

• You can also verify that specific students are associated with specific classes by looking in the Roster > Student section under the "Class" column.

• If any students or classes are missing, 1) please verify that you have selected accurate classes to sync from the Settings > Google Classroom V2 screen, and then 2) please verify in Google Classroom that those missing students have are active and have joined your classes in Google Classroom.

Assign Books to Students
8. Once your admin has assigned you the license(s), you'll need to assign books to students and click the checkbox to assign to Google Classroom.

• If the "Assign to Google Classroom" checkbox is selected, and if the teacher assigning content is the same teacher who created the class in Google Classroom, then the books will appear in the Google Classroom class streams.

  • These automatic postings to GC cannot be edited/deleted.

  • If you'd prefer to manually post an editable link to a specific page, you can check out this page.

• If you receive an error message that you have exhausted the number of available licenses, please contact your admin so they can ensure you've been assigned the student licenses.  

Student Instructions: 

9. Once you assign books to your students, students can view their books in the Lab-Aids portal. They can log into the Lab-Aids portal directly by going to https://portals.lab-aids.com and clicking "Log in with Google". Upon login, they will be brought to their bookshelf, where they will see all books assigned to them.

Students may also see books appear in their Google Classroom class streams. Students click on the book/assignment to view the book in the portal. 

Troubleshooting

• Sync Info: Moving forward, your teacher account will sync your chosen classes automatically each time you log in. Your sync will show "In Progress" each time you log in, but if you navigate away and back to that page after a few minutes, you should see the sync has completed.

• To get to the sync screen manually, go to Settings > Google Classroom V2. If necessary, you can edit your chosen classes by clicking "Start Sync" (more detail below). 

Viewing Sync Status/Errors:

1. Upon login to the portal, or after completing a sync, you will be brought to the sync status screen (Settings > Google Classroom V2):

• View the sync status in the top right corner: Launched (yellow = with errors), Launched (blue = successfully), In Progress, Failed

• Scroll down to view the total teachers/students/classes, last synced teachers/students/classes, and download any sync error reports (this downloadable error log will also be emailed to you after syncing). 

Modifying Sync Details:

The system will automatically sync your chosen classes each time you log into the portal. This means that, at minimum, new students who join your classes will be synced each time you log in or complete a manual sync. For some schools, those new students will be synced automatically. But, for most, new students will be synced upon teacher login. 

Upon login to the portal, or after completing a sync, you will be brought to the sync status screen (Settings > Google Classroom V2). At this screen, you will see options to Pause and Edit a sync. 

• Pause: Pausing sync means that the roster information will not be regularly updated via the scheduled sync process. You can always resume regular sync at a later time.

• Edit: Editing the sync (this is the same as clicking "Start Sync") allows you to edit the sync details you chose in your original sync: Classes selected to be synced, which emails to receive, etc. 

How teachers can utilize Google Classroom Integration: 

Once your classes have been rostered, you can check out the different ways to utilize Google Classroom integration as a teacher.