We have made a quick video guide for students and parents about using Microsoft Teams from home during this time of remote learning. We hope you find it useful!
This is a quick update from Cloud Design Box. Due to the current situation of social distancing being implemented across the world, we have had a lot of schools rushing to setup Microsoft Teams.
There are a number of ways you can setup Microsoft School Data Sync to create Class Teams from your MIS/SIS data:
- – Get free help from Microsoft to manually setup School Data Sync
- – Try setting it up yourself following this guide
- – Try our new lightweight solution to setup SDS
- – Use another paid or free third party solution such as SalamanderSoft
We have recently recorded a podcast on how you might use Class Teams for remote learning, you can watch it here.
Our products are designed to be curriculum lead to support your long term digital strategy to move to the cloud. However, we recognise that schools need a quick interim solution to prepare them for remote learning which is why we are now supplying a more lightweight solution to get you onboarded quickly with the option to look at the bigger picture when things have settled down. Please contact us for more information via the contact page on our website.
All Class Teams provisioned by Microsoft School Data Sync are now deactivated for students. This means the students can only access the team once the teacher has pressed the activate button.
One huge benefit is that students cannot have conversations in the team until it becomes activated. When hundreds of teams are created for each school every academic year, it’s hard to monitor all of them. With this new setting, teachers only have to monitor the conversations in teams that they have activated.
Prepare Class Teams in Advance
The activation step allows teachers to prepare content in the team before it goes live to students. Prepare your class notebook and assignments in advance before activating it at the start of term.
How to Activate the Team
It’s really simple, just click the “Activate” button shown below and confirm. Students will then have instant access to the team.
If you need help automating Microsoft Teams from MIS data and getting good user adoption in the classroom, contact us at Cloud Design Box.
Conversations and instant messaging are only one part of Microsoft Class Teams. Its true power shines through when teachers share their resources with their classes through the File Sharing tabs and SharePoint integration.
Students can immediately access files and resources that their teachers upload and continue learning outside of the classroom.
However, many teachers spend hours uploading and moving files in specific Class Teams. Sound familiar?
Luckily, there’s a much more effective way of managing class resources in Office 365.
Instead of storing your main resources in separate Class Teams, we recommend making use of SharePoint by having a central hub for all of your long-term resources – i.e. the ones your pupils will need over and over again, right the way through the school year.
Not only is this faster for you to manage, but by creating a central SharePoint resource library for each subject, you remove the need to duplicate work while allowing teachers and heads of departments to collaborate when creating valuable learning resources.
“Resources quickly become siloed if you only upload them to individual classes,” Darren Hemming, our Teaching and Learning Consultant says.
Darren is a former teacher of Modern Languages and ICT and is a passionate advocate of blended learning. He has also worked with schools, leading several large-scale learning platform projects for local authorities and for Building Schools for the Future.
“I’ve seen the collaboration and sharing of resources work very well across departments, and even across different schools inside of one multi-academy trust.”
Once this central hub is set up, you no longer have to worry about attaching individual files and folders to individuals Class Teams.
Simply select + to add a tab and then add your SharePoint resource library to the Class Team.
Now, we’re not telling you to avoid sharing anything directly in Class Teams.
Of course, if you have a one-off resource to share with your class on a specific topic, sharing only in Teams instead of SharePoint first makes a lot of sense.
However, creating a central library for your main resources and then adding them to Teams is a much faster, straightforward way of file sharing with your classes.
Smooth, frictionless user adoption can be tricky.
You’ve decided that Office 365 and SharePoint is right for you. But, there’s the small matter of convincing the rest of your team and getting everyone in your organisation on board.
We’re creating a series of podcasts focusing on real-life user adoption stories, with schools, academies and businesses just like yours.
Our aim is to share and encourage a community resource that will help others who may be struggling with user adoption.
The first episode of this podcast features Tony Phillips, Cloud Design Box Founder, Darren Hemming, our Operations Manager, and Martin Byford-Rew who is the Head of ICT Services at Thomas Deacon Education Trust.
Martin outlines the key challenges he faced when starting to move across to Office 365 and SharePoint, as well as giving some excellent actionable tips on how to roll out the suite across a school, academy or business.
“Our overall vision has been the same throughout the whole process – to move over to the cloud and get everyone to see the value in Office 365 and SharePoint,” Martin tells us.
“However, achieving this has been challenging and we’re still not 100% of the way there. I hope that my experience will help others avoid some of the pitfalls we have fallen down.”
Based in the East Midlands, Thomas Deacon Education Trust is a small but growing organisation with five schools and around 4,000 students. With experience using an on-premise SharePoint solution for several years in one of these schools, Martin has now begun gradually moving everyone over to the cloud. Here’s how he is achieving this:
1. Start at the top.
“We started user adoption from the very top – the board. This involved a very short, concise training session with board members to show them the basic building blocks of Office 365 and SharePoint,” Martin explains.
From there, the ICT team worked their way down the school structure, introducing the technology to each level of the school.
2. Take small, simple steps.
“It’s all about small, quick wins. Teach the ‘ABC’ steps of Office 365 and what you can do with it, instead of overwhelming people with the vast number of features that may not even be useful for them,” he continues.
Martin accomplished this by organising short, 10-minute sessions where he encouraged staff to log in, create and save a file and then share it with a colleague.
“When people see that they can create a document and not physically press save to save a file to OneDrive, they are willing to learn more. Everyone has a memory of the time when they forgot to press save on a document they’ve been working on.”
3. Know your audience.
“There’s no point in presenting a solution to a problem that doesn’t exist. Get to know how your staff work, get to know what their pain points are and offer a resolution from there,” Martin highlights.
“No matter how much training you give someone, if they don’t need to use a feature, they won’t use it.”
By tailoring your training to individuals or small groups of people with a similar job role, you can really get them to understand how the product can help them save time.
Finally, Martin gives some real-life examples of where he has rolled out Office 365 and SharePoint.
1. Parents evening feedback.
Previously, parents would fill out a paper slip, which would then have to be processed and sorted by admin staff. It was a slow process and many parents would forget to complete the forms.
Now, teachers approach parents with an iPad that has four or five questions on. It’s instant feedback and doesn’t require as much time from the admin team.
2. Friday quizzes.
A similar example of how Office 365 and SharePoint has transformed pupils’ learning experiences is with end-of-the-week quizzes.
Again, this was once a paper-based exercise that was time-consuming and unengaging.
Students now answer questions on an iPad or other device and can see their results straight away, as well as compare their progress to their fellow classmates. It gives them an opportunity to take control of their own learning, as well as providing the teacher with insight into how well their class understood the lesson.
Final, takeaway points from Martin on user adoption:
- Keep training short and concise.
- Leadership first and work down.
- Start simple.
- Solve problems.
- Tailor for audience.
- Transformation takes time.
Homework has many benefits for students including learning how to work independently, staying organised and taking responsibility for their part in the educational process. It also gives them a chance to review the lesson and go over the material again.
Assignments give teachers the ability to track student progress and to see if the student understands the lesson content.
Microsoft’s Office 365 now provides another educational tool in their arsenal of productivity apps. Teams is a collaboration tool for your classes with the ability to have discussion threads, document sharing, class notebooks (see my previous post) and assignments.
In this post I’m going to focus on the assignment aspect of teams. You can follow the video guide or the blog post below, I hope this helps you get the most out of Microsoft Teams!
How to view assignments for your class
Inside your class, click on the “Assignments” tab to view a timeline of all the set assignments for this group.
You can select either a horizontal or vertical timeline view of the assignments using the view selector (highlighted yellow below).
How to create a new assignment
To start setting work for students, click the “New assignment” button.
You are then prompted to enter the details of the new assignment
- Assign to: Select which classes to assign to (you can set it to more than one of your classes here!)
- Title: This is the title of the assignment.
- Instructions: Include a description here to help the student complete the assignment.
- Due date and time: When the assignment becomes late (you have the option to allow late hand-in below)
- Late turn-in allowed: If this is enabled, students can still hand-in work after the due date. This is required if you are using class notebook pages.
- Points: Turn this on to allow a mark allocation. Currently these are only available as a number score.
Documents can be added from OneDrive, your computer or from the OneNote Class Notebook. We are hopeful that SharePoint and other class teams will be added to this soon! There are two options for attaching these resources.
Attach reference materials
These documents are for the student to view as part of the assignment. You might include a PowerPoint, links to useful websites, etc.
Specify what students will turn in
Documents uploaded in this section can be edited by the student and submitted back as part of the assignment. This is particularly useful for things like worksheets.
When you have finished the assignment, you can either save it as a draft or assign it to the class. As soon as this is assigned to the class, it will appear in their assignment timeline and they will get a notification on their team mobile and desktop apps.
How to review completed assignments
Use the review button to bring up the assignment timeline and assignment submissions.
Select the relevant assignment from the timeline to show the student work.
Each student has:
- Student work: Links to files that the student has returned.
- Date turned in: The date and time that the student submitted their assignment.
- Feedback: Some written feedback for the student.
- Points: If you have chosen to enable this in your assignment, you can give the student a grade.
Students will not be able to see your feedback or grade until the “Post” button is clicked.
Click the “Export to Excel” button to download a spreadsheet of the assignments.
The grades spreadsheet shows all the assignments set to this class over the school year. It optionally shows grades, if enabled per assignment. No more manual marksheets! You could use this data to import or fill in MIS marksheets quicker.
One of the best ways to engage with students both inside and outside of school using Teams is to encourage them to use the mobile app. Students get instant notifications of any mentions, homework or graded assignments.
Teams automation and customisation
Teams is free for schools, check you have the license enabled to start using it. At Cloud Design Box, we can provision teams from MIS data and create an engaging and simple dashboard to access team data in SharePoint. We can also create student folders inside team sites and extend the experience even further, making it easier and increasing student and teacher engagement. You can find out more information on our website https://www.clouddesignbox.co.uk/.
September is here and new collaboration tools are being tried for the first time in Office 365.
Microsoft Teams now has class sites, watch my full review in my blog post earlier this summer
Latest updates include:
- Options to disable chat
- Full screen Class Notebooks
- Fully working Class Notebooks with settings available
- OneNote Edit in browser functionality
- Ability to add links to assignments
Still some functionality we are still waiting for:
- Teams mobile app to support assignments and notebooks
- Option to add SharePoint files to assignments
- Share resources between classes
- Assign Class Notebook page
Video about the latest updates:
Original review (from July) in full:
What are your thoughts on Microsoft Teams? As good as Microsoft Classroom yet? What features do you want to see?