How does the Department of Education integration work?

For some jurisdictions, we have an integration between Grok and the relevant Department of Education. Here's some useful info that you might need to know if you're part of these jurisdictions. 

NSW (Australia) Department of Education
SA (Australia) Department for Education
QLD (Australia) Department of Education

NSW (Australia) Department of Education

All NSW DET teachers and students can log into Grok with your DET credentials (via SAML integration). Your account will be read-only as all your account details (email, school, grade, role) are provided by DET. This applies to student accounts too. Once a teacher or student logs in, your account will automatically be added to your school on Grok. 

Staff that are marked as teaching staff in the DET system will be marked as 'verified teachers' on Grok Learning. Non-teaching staff will be marked as a teacher and given access to our content, but will not have access to see or manage students. 

Some common issues and how to resolve:

Firstly, try logging out and logging back in. Each time you log in, we refresh your account details from the DET. If that doesn't resolve it, try one of the following: 

1. Account details are incorrect on Grok

If your account details on Grok are incorrect, this probably means that we are receiving incorrect data from DET. Please contact EdConnect to check your DET profile details. This includes:

  • A student or teacher with the incorrect name, or a student with the incorrect grade
  • Permanent teachers who are associated with the incorrect school, or missing a school
2. Grok account is not 'verified'

If your Grok account is not 'verified', this means that the DET information says you are a non-teacher. Please contact EdConnect to request that your profile be updated to teaching staff. If for any reason EdConnect can't help you with this, please contact support@groklearning.com and we will help you resolve this.  

3. Casual teacher missing school on Grok
If you are a casual teacher who needs access to manage students on Grok, you need to be listed as teaching staff at each school that you are using Grok. Your principal can update this information in SMU Casual Staff management - see this DET FAQ for more info: https://education.nsw.gov.au/technology/guides-and-forms/technology-for-school-users/et4l-and-management-tools/staff-management-utility-smu
Here's some more info about giving casual staff and external contractors access to school information: https://education.nsw.gov.au/human-resources/probity/screening-for-volunteers-and-contractors

SA (Australia) Department of Education

All South Australia Department for Education (DE) teachers and students can log into Grok with your DE credentials (via SAML integration). Your account will be read-only as all your account details (email, school, grade, role) are provided by DE. This applies to student accounts too. Once a teacher or student logs in, your account will automatically be added to your school on Grok. 

Staff that are marked as teaching staff in the DE system will be marked as 'verified teachers' on Grok Learning. Non-teaching staff will be marked as a teacher and given access to our content, but will not have access to see or manage students. 

Some common issues and how to resolve:

This information is coming soon! For now, email Grok support at support@groklearning.com .

QLD (Australia) Department of Education

All Qld DoE teachers and students already have Grok accounts set up for you! Your account will be read-only as all your account details (email, school, grade, role) are provided by the Department. This applies to student accounts too. 

You don't need parental consent to use Grok with your students - the DoE contract with Grok (DETSOA-62923) already covers parental consent. 

Staff that are marked as teaching staff in the Department systems will be marked as 'verified teachers' on Grok Learning. Non-teaching staff will be marked as a teacher and given access to our content, but will not have access to see or manage students. 

Students in Year 2 and below are not synchronised, if you have students in Year 2 please contact us.

Some common issues and how to resolve:

We refresh your account details with the Qld DoE each 24 hours. If your details are still incorrect after 24 hours, try one of the following:

1. Account details are incorrect on Grok

Check your details in OneSchool (for students) or Payroll TSS (for teachers). If there is still an issue following this, teachers can log a job with Service Centre for Identity and Access Management (IAM) to investigate. 

2. Access for support staff
If you are not a teacher or student at a Qld state school but you need access to Grok (eg. IT support staff): Request access to Grok via your iRegister site ( https://iregister.det.qld.gov.au/ApplicationAccess). You will need to obtain your manager’s approval, and you should read the section on Grok Learning in the Qld Coding Academy user guide before you register to ensure you are aware of the Department’s connection with Grok, and the personal data that is transferred to Grok Learning through SSO.

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