What is it?
In GoGuardian's Organization Management, teachers will now be given access/permissions to individual organizational units (OU's). With this granular OU access, teachers will only be able to interact with students in classrooms from OU's in which they have permission. This will help teachers ensure that they are both rostering and monitoring the correct students, and prevent teachers from monitoring student accounts to which they should not have access. This will also help admins organize and control OU structures.
Note: Teachers will still be able to add students even if they do not have access to that student's OU. This is to accommodate potential student OU changes throughout a school year.
What is an Organizational Unit (OU)?
Organizational Units, commonly referred to as OU's, are simply groups created to help organize people and devices. Organizational Units commonly contain both top-level and sub-OU levels of organization.
Here's a common example for a school's OU structure, although all schools are unique:
- Grade 6
- Grade 7
- Grade 8
In this structure, School.org is the top level Organizational Unit. Within the School.org OU, there are three sub OU's. These are Staff, Students, and Devices. Each of Staff, Students, and Devices also have sub-OU's. For example, Grade 6, Grade 7, and Grade 8 are all sub-OU's of Students.
Levels of indentation are typically used to indicate an OU belonging within another OU.
How is OU access provided?
For super users, this process should be familiar as it is the same procedure for providing OU access in GoGuardian Admin. In Organization Management, super users can edit individual user accounts.
When you expand the dropdown menu for Teacher, you will now see a menu that looks very similar to the expanded Admin menu. This will list all of the Organizational Units for a district.
Super users will now be able to provide individual access to organizational units for teachers by checking (has access) or unchecking (no access) a box. Note: If a top level OU is selected, all sub-OU's will also be selected by default. Expanding the ► icon will allow sub-OU's to be deselected if desired.
Teachers will then only be allowed to interact with students whose student accounts exist in the selected Organizational Units.
Integrated Teachers from Classlink or Clever
Teachers integrated via classlink or clever after 8/31/21 will automatically have access to monitor all student accounts. Modify access as needed after integrations are completed to limit which students individual teachers can monitor.
How does this appear in GoGuardian Teacher?
There are several new visual indicators in GoGuardian Teacher to assist teachers with this change.
If a Teacher does not have Access to the Student's Organizational Unit
The primary visual indicator that teachers will see for students that they don't have access to interact with is a yellow triangle with an exclamation point.
Teachers will see this icon throughout the product as a warning/indicator that they will be unable to interact with any of these students.
If a student is not in an OU that a teacher has access to, the teacher will be unable to:
- See their screen
- Issue commands
- Take a screenshot
- Look at a student report
- View their timeline information
The yellow triangle icon will appear in the following locations:
- Within Active sessions
- During the add student process
- Student list
- Timeline view
- Call window
- Student reports
How the student appears in your roster
In Timeline view
In Student Reporting
In the Call screen
New Student Screen Status - Monitoring Not Allowed By Admin
If a student is in an Organizational Unit in which the teacher does not have access, the teacher will see a new message in the student screen view:
These students will be considered as Offline if sorted.
What do Teachers and Admins do to resolve this issue?
Teachers will not be able to fix this warning on their own, or override administrative settings. Teachers will be required to reach out to an admin with full access/permission to Teacher in Organization Management. This administrative individual will then have several options for troubleshooting the issue.
It will be key to gather the following information.
- Determine the Organizational Unit of the student
- This can be done in GoGuardian Admin by entering the student's email address in the top bar
- If you do not have GoGuardian Admin, use the OU source to determine the student's OU
- This could be Google Admin Console, Active Directory, Clever, or ClassLink
- Determine whether or not that Organizational Unit is correct
- Should the student be here?
- If it's incorrect, move them to the correct OU
- If the Organizational Unit is correct, determine if the Teacher has access to that OU in Organization Management
- Use the drop down menu mentioned above and check the OU box if necessary
- How is OU access provided?
- It may be necessary to reimport Organizational Units if an OU is missing or incorrect
OU changes are synced nightly by default, but it is possible to do a "Sync Now" within manage.goguardian.com/integrations.
In many cases, it may be determined that things are setup correctly. If this is the case, the teacher can remove that student from their class to get rid of any undesired warning messages.
Ideas on how this feature could be improved? Please submit feedback HERE! Ideas shared here can be upvoted by other users and have resulted in new features being added or changed.