School Data Sync (SDS)

Deploy Settings with School Data Sync

This section covers how to deploy School Data Sync for your M365 Education subscription. This section will assume that your tenant has already been provisioned, access to SIS users/rostering data is available, and that the user will be a Global Administrator, with student and teacher identities along with Azure AD group. Refer to School Data Sync (SDS), Azure AD Connect, or Microsoft Graph to provision groups and user identities if needed.

School Data Sync Overview

School Data Sync (SDS) is a free service in Office 365 for Education that reads the school and roster data from a school's Student Information System (SIS). It creates Office 365 Groups for Exchange Online and SharePoint Online, class teams for Microsoft Teams and OneNote Class notebooks, school groups for Intune for Education, and rostering and SSO integration for many other third-party applications.

SDS helps to automate the process of importing and synchronizing Student Information System (SIS) data with Office 365. The tool also gives application developers a single cloud API to use for creating applications that integrate with multiple SIS providers, along with single sign-on (SSO) capabilities. App developers can use the API to access section, student, teacher, school, and class roster information to personalize experiences for teachers and students who use their apps.

Configure Settings for SDS Sync Profile for New Users

In this task, we will review the requirements, CSV formats, the configuration of your sync profile, and the enablement of security groups.

Prerequisites

• Microsoft 365 Education Tenant.
• Your Microsoft 365 user account has global administrator permissions.

CSV File Formats

The CSV deployment method requires the creation and/export of data from your SIS. It must be exported into one of the supported CSV formats listed.

• SDS Format
• SDS V2 Format
• OneRoster v1.0 Format (converts into the SDS format)
• Clever Format

Once you have the files exported and properly formatted, proceed with configuring your sync profile.

Accessing the School Data Sync admin center

1. Navigate to https://sds.microsoft.com/Home/Dashboard to log into your Microsoft 365 Education tenant with your Global Administrator account.
2. Sign in with the following credentials:
   • Type admin@contoso.com and hit Enter
   • Type password and hit Enter
   • Click the Yes button to stay signed in

Add your sync profile

1. Click Add Profile to begin configuring your sync profile.
2. Enter Contoso School District as the name for your profile.
3. Select the Upload CSV files for your sync method.
4. Select CSV files: SDS Format as the format of your CSV files.
5. Click Start

Configuring your sync profile for New Users

1. Select the New users This will cause your sync profile to create Microsoft 365 user accounts based on the Username, Name, and Password fields in your CSV files. The Password included in the files is temporary, and users will be prompted to update their password when they first sign-in.
2. Under Import data, click on Upload Files.
3. Click on Add Files to browse for your CSV files.
4. Select the files you want to upload, select Open and click Upload to begin the upload and validation process for your files.
5. Once validation completes, click OK.
6. Click on the scroll bar to scroll down.
7. Click on the arrow for school properties to expand the selection.
8. Click on the arrow for section properties to expand. Any optional properties detected in your files will be automatically checked. For the purpose of this guide we will continue with the default selection.
9. Click on the scroll bar to scroll down.
10. Team Creation Option
    • Checking this box will create a Microsoft 365 Group and Class Team for each section synced.
    • Leaving this box unchecked will create the Microsoft 365 Group only but allow the teacher to specify which of the Microsoft 365 groups they want a Class Team for.
    • For this guide we will keep the default selection.
11. Replace unsupported special characters
    • Checking this box will automatically replace unsupported special characters while syncing from the source.
    • For this guide we will keep the default selection.
12. Sync option for section group display name
    • Checking this box will allow section names to be overwritten by teachers.
    • Leaving the box unchecked allows the section name from the source files to overwrite any display name changes made by teachers.
    • For this guide we will keep the default selection.
13. Delay student access
    • Enabling this option will put the enrollment of students on hold until the date you have selected.
    • Disabling this option will enroll the students immediately into their classes.
    • This date cannot be modified after the profile is created.
    • For this guide we will keep the default selection.
14. When should we stop syncing this profile? (Required)
    • This will set the expiration date of the sync profile. You will typically want this date at the end of the term you are syncing. Once the date is reached, it will pause your profile.
    • This date can be modified at any time after the profile is created.
    • Click on the calendar icon.
    • Select the number 30 to set the date to 09/30/2020.
15. Click Next

Teacher options

1. Select domain for teachers
   • This will create the teacher accounts in the domain you have selected. It will combine the Username field with the domain. Username@domain.com
   • For this guide we will keep the default selection.
2. Select teacher properties
   • Any optional attributes detected in your files will automatically have them checked.
   • Click on the arrow for teacher properties to expand the selection
   • For this guide we will keep the default selection.
3. Teacher Licenses
   • Select a license SKU for your teachers.
   • Choose No License if you do not want the sync profile to assign licenses.
   • For this guide we do not assign licenses at this stage.
4. Click Next

Student options

1. Select domain for students
   • This will create the student accounts in the domain you have selected. It will combine the Username data with the domain. Username@domain.com
   • For this guide we will keep the default selection.
2. Select student properties
   • Any optional attributes detected in your files will automatically have them checked.
   • Click on the arrow for student properties to expand the selection
   • For this guide we will keep the default selection.
3. Student Licenses
   • Select a license SKU for your students.
   • Choose No License if you do not want the sync profile to assign licenses.
   • For this guide we do not assign licenses at this stage.
4. Click on the Next

Review

1. Review the options and properties you have selected for the sync profile.
2. Click on the scroll bar to scroll down.
3. If everything looks correct, click on Create profile to begin the sync.

Setting Up

Setting up the profile in a real-time environment can take a few minutes. After some time has passed, refresh the page to view the sync status of your profile. After refreshing, it will begin to process your data through several stages. User accounts will be created based on the data in your student and teacher files. Any username that may already exist in your Microsoft 365 will not be recreated; it will be updated instead.

1. For this guide, wait for a couple of seconds until the sync status changes to Sync is complete and ready for more data.

Sync is complete and ready for more data

Once your profile has completed its sync, you are now ready to enable the Security Group Sync.

Enabling Security Group Sync

1. In the School Data Sync admin center in the left panel, click on Settings.
2. Click on the scroll bar to scroll down.
3. Click on the toggle button to enable School Security Group Sync and click OK twice.
   • Enabling this feature will create and manage three security groups for each school synced.
     • School
     • Teachers of School
     • Students of School

4. Click on the toggle button to enable All Teachers Security Group Sync and click OK twice.
   • Enabling this feature will create and manage an All Teachers security group.
5. Click on the toggle button to enable All Students Security Group Sync and click OK twice.
   • Enabling this feature will create and manage an All Students security group.

Configure Settings for SDS Sync for Existing Users

In this task, we will review the requirements, CSV formats, the configuration of your sync profile, and the enablement of security groups.

Prerequisites

• Microsoft 365 Education Tenant.
• Your Microsoft 365 user account has global administrator permissions.

CSV File Formats

The CSV deployment method requires the creation and/export of data from your SIS. It must be exported into one of the supported CSV formats listed.

• SDS Format
• SDS V2 Format
• OneRoster v1.0 Format (converts into the SDS format)
• Clever Format

Once you have the files exported and properly formatted, proceed with configuring your sync profile.

Accessing the School Data Sync admin center

1. Navigate to https://sds.microsoft.com/Home/Dashboard to log into your Microsoft 365 Education tenant with your Global Administrator account.
2. Sign in with the following credentials:
   • Type admin@contoso.com and hit Enter
   • Type password and hit Enter
   • Click the Yes button to stay signed in

Add your sync profile

1. Click Add Profile to begin configuring your sync profile.
2. Enter Contoso School District as the name for your profile.
3. Select the Upload CSV files for your sync method.
4. Select CSV files: SDS Format as the format of your CSV files.
5. Click on the Start

Configuring your sync profile for Existing Users

1. Select the Existing users This will cause your profile to match your source data to the users that already exist within your Microsoft 365 Education tenant.
2. Under Import data, click on Upload Files.
3. Click on Add Files to browse for your CSV files.
4. Select the files you want to upload, click Open and then click Upload to allow validation to process for your files.
5. Once validation completes, click OK.
6. Click on the arrow for school properties to expand the selection.
7. Click the scroll bar to scroll down.
8. Click on the arrow for section properties to expand. Any optional properties detected in your files will be automatically checked. For this guide we will continue with the default selection.
9. Click the scroll bar to scroll down.
10. Team Creation Option
    • Checking this box will create a Microsoft 365 Group and Class Team for each section synced.
    • Leaving this box unchecked will create the Microsoft 365 Group only but allow the teacher to specify which of the Microsoft 365 groups they want a Class Team for.
    • For this guide we will keep the default selection.
11. Replace unsupported special characters
    • Checking this box will automatically replace unsupported special characters while syncing from the source.
    • For this guide we will keep the default selection.
12. Sync option for section group display name
    • Checking this box will allow section names to be overwritten by teachers.
    • Leaving the box unchecked allows the section name from the source files to overwrite any display name changes made by teachers.
    • For this guide we will keep the default selection.
13. Delay student access
    • Enabling this option will put the enrollment of students on hold until the date you have selected.
    • Disabling this option will enroll the students immediately into their classes.
    • This date cannot be modified after the profile is created.
    • For this guide we will keep the default selection.
14. When should we stop syncing this profile? (Required)
    • This will set the expiration date of the sync profile. You will typically want this date at the end of the term you are syncing. Once the date is reached, it will pause your profile.
    • This date can be modified at any time after the profile is created.
    • Click on the calendar icon.
    • Select the number 30 to set the date to 09/30/2020.
15. Click on the Next

Teacher options

1. Review teacher mapping
   • Ensure your CSV source field (Username, Secondary Email, or Teacher Number) is able to match to the users’ existing accounts (userPrincipalName, mail, or mailNickname) in Microsoft 365 / Azure Active Directory.
   • Adding on domain suffix is only required if your source data does not contain the domain for the user accounts.
   • Click on the down arrow in the domain field.
   • Select M365EDU.contoso.com as domain.
2. Select teacher properties
   • Any optional attributes detected in your files will automatically have them checked.
   • Click on the arrow for school properties to expand the selection.
   • For this guide we will keep the default selection.
3. Scroll down and click on the Next

Student options

1. Review student mapping
   • Ensure your CSV source field (Username, Secondary Email, or Student Number) is able to match to the users’ existing accounts (userPrincipalName, mail, or mailNickname) in Microsoft 365 / Azure Active Directory.
   • Adding on domain suffix is only required if your source data does not contain the domain for the user accounts.
   • Click on the down arrow in the domain field.
   • Select M365EDU.contoso.com as domain.
2. Select student properties
   • Any optional attributes detected in your files will automatically have them checked.
   • Click on the arrow for school properties to expand the selection.
   • For this guide we will keep the default selection.
3. Click on the Next button.

Review

1. Review the options and properties you have selected for the sync profile.
2. Click on the scroll bar to scroll down.
3. If everything looks correct, click on Create profile to begin the sync.

Setting Up

Setting up the profile in a real-time environment can take a few minutes. After some time has passed, refresh the page to view the sync status of your profile. After refreshing, it will begin to process your data through several stages. The profile will not begin to match usernames to existing user accounts in your Microsoft 365. If it is not able to find a matching user account, it will not attempt to create the user.

1. For the purpose of this guide, wait for a couple of seconds until the sync status changes to Sync is complete and ready for more data.

Sync is complete and ready for more data

Once your profile has completed its sync, you are now ready to enable the Security Group Sync.

Enabling Security Group Sync

1. In the School Data Sync admin center in the left panel, click on Settings.
2. Click on the scroll bar to scroll down.
3. Click on the toggle button to enable School Security Group Sync and click OK twice.
   • Enabling this feature will create and manage three security groups for each school synced.
     • School
     • Teachers of School
     • Students of School

4. Click on the toggle button to enable All Teachers Security Group Sync and click OK twice.
   • Enabling this feature will create and manage an All Teachers security group.
5. Click on the toggle button to enable All Students Security Group Sync and click OK twice.
   • Enabling this feature will create and manage an All Students security group.

Configure Settings for SDS Sync for API sync for Existing Users

In this task, we will review the requirements, API credentials, the configuration of your sync profile, and the enablement of security groups.

Prerequisites

• Microsoft 365 Education Tenant.
• Your Microsoft 365 user account has global administrator permissions.

SIS Configuration and API Credentials

It is important you have configured your SIS to allow API access, and you have the necessary API credentials to connect with School Data Sync. If you are unsure how to obtain your API credentials or if your SIS is properly configured, we recommend contacting your SIS provider’s support team. Below are examples of several providers already integrated with SDS.

• Aeries
• Capita SIMS
• ClassLink
• eSchoolData
• Eventful
• Infinite Campus
• inLogic
• Skool
• PowerSchool
• Unified Classroom – PowerSchool
• VULCAN UONET+

You will need to provide the following API credentials:

• Web Access URL
• Client ID
• Client Secret
• Token Endpoint URL (not all providers will require this value)

Once you have ensured your SIS is configured for API access, and you have your API credentials, proceed with configuring your sync profile.

Accessing the School Data Sync admin center

1. Navigate to https://sds.microsoft.com/Home/Dashboard to log into your Microsoft 365 Education tenant with your Global Administrator account.
2. Sign in with the following credentials:
   • Type admin@contoso.com and hit Enter
   • Type password and hit Enter
   • Click the Yes button to stay signed in

Add your sync profile

1. Click Add Profile to begin configuring your sync profile.
2. Enter Contoso School District as the name for your profile.
3. Select the Connect via an API for your sync method.
4. Click on the scroll bar to scroll down.
5. Select OneRoster API
6. Click on the arrow icon next to Choose your provider to select a provider
7. Select Other (OAuth 2) from the list.
8. Click on OK.
9. Click on the Start

Configuring your sync profile for Existing Users

1. Select the Existing users This will cause your profile to match your source data to the users that already exist within your Microsoft 365 Education tenant.
2. Provide your SIS API credentials
   1. Type Web Access URL as: https://extapi.contoso.com/SubscriptionId/8354bd20fdd4946296876534ede49ff4/api/oneroster/v1p1
   2. Type Client ID as: 6ed56933-a901-786c-5d0e-f93d45cde891
   3. Type Client Secret as: Uaj0CV9eFg28XsTaF+dd+k0J/+cpXF2dvl7p0DDzlJ0=
   4. Type Token Endpoint URL (not all providers will require this value) as: https://extapi.contoso.com/auth/oauth2/token
3. Click on Test Connection
   • Once the connection test is successful, it will detect the buildings/schools in your SIS. Select the buildings/schools you wish to sync.
4. Click the scroll bar to scroll down.
5. Click on the drop-down arrow for When does your school year end? And select 2021 from the list.
6. Select any optional section or school properties you wish to sync. For this guide, we will keep the default selection.
7. Click on the scroll bar to scroll down.
8. Filter inactive entries
   • Enabling this option will prevent inactive records from being attempted to sync.
   • For this guide, we will keep default selection.
9. Team Creation Option
   • Checking this box will create a Microsoft 365 Group and Class Team for each section synced.
   • Leaving this box unchecked will create the Microsoft 365 Group only but allow the teacher to specify which of the Microsoft 365 groups they want a Class Team for.
   • For this guide, we will keep default selection.
10. Replace unsupported special characters
    • Checking this box will automatically replace unsupported special characters while syncing from the source.
    • For this guide, we will keep default selection.
11. Sync option for section group display name
    • Checking this box will allow section names to be overwritten by teachers.
    • Leaving the box unchecked allows the section name from the source files to overwrite any display name changes made by teachers.
    • For this guide, we will keep default selection.
12. Delay student access
    • Enabling this option will put the enrollment of students on hold until the date you have selected.
    • Disabling this option will enroll the students immediately into their classes.
    • This date cannot be modified after the profile is created.
    • For this guide, we will keep default selection.
13. When should we stop syncing this profile? (Required)
    • This will set the expiration date of the sync profile. You will typically want this date at the end of the term you are syncing. Once the date is reached, it will pause your profile.
    • This date can be modified at any time after the profile is created.
    • Click on the calendar icon.
    • Select the number 30 to set the date to 09/30/2020.
14. Click on the Next button.

Teacher options

1. Review teacher mapping
   • Ensure your SIS source field (Username, Email, or Teacher Number) is able to match to the users’ existing accounts (userPrincipalName, mail, or mailNickname) in Microsoft 365 / Azure Active Directory.
   • Adding on domain suffix is only required if your source data does not contain the domain for the user accounts.
   • Click on the down arrow in the domain field.
   • Select M365EDU.contoso.com as domain.
2. Select teacher properties
   • Select any optional properties you wish to sync.
   • For this guide, we will keep default the selection.
3. Click Next

Student options

1. Review student mapping
   • Ensure your SIS source field (Username, Email, or Student Number) is able to match to the users’ existing accounts (userPrincipalName, mail, or mailNickname) in Microsoft 365 / Azure Active Directory.
   • Adding on domain suffix is only required if your source data does not contain the domain for the user accounts.
   • Click on the down arrow in the domain field.
   • Select M365EDU.contoso.com as domain.
2. Select student properties
   • Select any optional properties you wish to sync.
   • For this guide, we will keep default the selection.
3. Click Next

Review

1. Review the options and properties you have selected for the sync profile.
2. Click on the scroll bar to scroll down.
3. If everything looks correct, click on Create profile to begin the sync.

Setting Up

Setting up the profile in a real-time environment can take a few minutes. After some time has passed, refresh the page to view the sync status of your profile. After refreshing, it will begin to process your data through several stages. The profile will not begin to match usernames to existing user accounts in your Microsoft 365. If it is not able to find a matching user account, it will not attempt to create the user.

1. For this guide, wait for a couple of seconds until the sync status changes to Sync is complete and ready for more data.

Sync is complete and ready for more data

Once your profile has completed its sync, you are now ready to enable the Security Group Sync.

Enabling Security Group Sync

1. In the School Data Sync admin center in the left panel, click on Settings.
2. Click on the scroll bar to scroll down.
3. Click on the toggle button to Enable School Security Group Sync and click on OK twice.
   • Enabling this feature will create and manage three security groups for each school synced.
     • School
     • Teachers of School
     • Students of School

4. Click on the toggle button to Enable All Teachers Security Group Sync and click on OK twice.
   • Enabling this feature will create and manage an All Teachers security group.
5. Click on the toggle button to Enable All Students Security Group Sync and click on OK twice.
   • Enabling this feature will create and manage an All Students security group.

Conclusion

Now that you have enabled School Data Sync (SDS) you can now start leveraging the Office 365 Groups created for services like Intune for Education and Teams for Education. Please feel free to join community resources like our Education Insiders Program (EIP) which is a vibrant community of technology leaders and evangelists working in education. Open by invitation to interested IT pros in K-12 schools and higher education institutions. Additionally, we have our Microsoft Remote Learning Community for academic institutions to connect with each other and our Microsoft education experts, on best practices, tips & tricks, and personal learnings on how to enable distance learning for schools.

Finally, if you are needing help or support with setting up SDS please reach out to our dedicated support channel at https://aka.ms/sdssupport. The team will be able to assist you with any issues or questions you might have on the deployment process. Thank you for completing this set-up walkthrough of SDS.