MBS TechnoGram
I
Date
Created
5/5/2015
News You Can Use!
Page~~~~~~~~~~Department~~~~~~~~~~~~~~~~~~~~~~~~
Next Coordinators’ Meeting: Thursday, May 14, 2015 at 9:00 a.m. New questions doc can be found at
https://docs.google.com/document/d/1cvWT6NyQYEI2pa5vV0ITE_28euwv1x2DmvFpDJu6_Zo/edit?usp=sharing
Important Technology Events and Reminders:
May 11. INow and InfoSnap Updates posted for Assistant Principal’s Meeting.
http://www.mtnbrook.k12.al.us/Page/9468
June 9-11. AETC Technology Conference for Teachers. Make plans now for your teachers to attend an exciting AETC
conference in June 2015! All conference information will be disseminated through their website
(http://alex.state.al.us/aetc) so be sure to check periodically for updates.
Early June. The INow servers will be replaced. The new servers will be virtualized and run Server 2012 R2. Downtime less
than 1 day.
Early June. All twenty (20) virtual servers that service the district with be upgraded to Server 2012 R2.
Technology Department Calendar is a great source for upcoming events. Next upload--5/12. If you would like technology
related events on this calendar, send an invite to the event to wild@mtnbrook.k12.al.us.
Check out Summer Learning web page.
Important INow Information and Dates:
1. There is NO MORE ROLLOVER for INow.
2. All enrollment dates MUST be generated by July 17th for the upcoming academic year. Patsy has already set up
calendars and will generate enrollment dates in June for all schools.
3. Replication to the Alabama State Department of Education will be turned off on July 18th. Athletic Directors
and/or other Staff CANNOT enter athletes for C2C while replication is turned off.
4. The Summer Release will be available July 20, 2015, and MUST be applied IMMEDIATELY.
5. Replication will be reactivated by the ALSDE as soon as the Summer Release is installed.
6. No withdrawals can be made the last day of school or through-out the summer. The Enrollment feature will be
turned off for the summer, so please send a list to Pasty Combs and Judy Vatella and they will withdraw those
students.
7. The ALSDE recommends to begin running the following reports now to allow time for error corrections and to
generate the final reports by the June 8th deadline:
a) 9th Month Attendance and End-of-Year LEAPS Schedule Reports now
b) SIR Report the day after the LAST DAY of the school year. May 22, 2015
8. The earliest submittal date for the 9th Month Attendance, LEAPS Schedule, and SIR Reports is May 22, 2015 and
must be submitted prior to June 12, 2015.
Data Governance Update:
As promised, we have started work on the data governance training for all staff. We do not anticipate having this
training completed until right before school starts. At that time, we will need to determine the best way to conduct the
training for all staff.
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For needed forms to request Additional INow Permissions for users, Data Exports, visit the Tech Assist on the District
website and click Operational Technologies. Considering purchasing a web based product that requires that student
input PII (Personally Identifiable Information) or that the school system upload PII to use the program or track progress.
Click the very last Tab on the district site named Tech Assist then click Operational Technologies –form links in side bar
and complete the Apps and Online Review form so that company’s privacy policy can be reviewed.
Disabled Accounts
Please notify all users that will be leaving the school system that their network, SchoolWires, Moodle, email, etc.
accounts will be disabled the day following their last day of work. We receive this information from Personnel but a list
from each school would be helpful.
What is Gaggle?
Gaggle is a K-12 company, known for its emphasis on the K-12 market, student safety first policy, and its diligent efforts
to keep student data private. In the case of Mountain Brook Schools, we pay a fee per student so that Mountain Brook
student emails (login@student.mtnbrook.k12.al.us) and Google Drive content (Google Docs) are electronically filtered
for inappropriate language (Warnings) and possibilities of bullying or other questionable content (QCON). The service
also provide human monitoring of content for violence, rape, suicidal thoughts, etc. This is called a Possible Student
Situation (PSS.) If you have any questions, please contact Donna Williamson or Dale Wisely.
Questionable Content (QCON)
Sample Message from Gaggle:
“Hello,
We would like to alert you to a possible student situation as a precaution. I am
forwarding the attached file for your review. The file was flagged for questionable content:
The body matched the following: Full word match “kill you”
The file was owned by student <Sample Student>, Gaggle user ID: 123654 from <School> <Grade>. Our concern is the
student is sharing a document with threatening language.
Please let me know if you need additional information.”
Explanation:
In this instance the file was flagged not the user. We suggest talking to a student as a first precautionary step.
Scenario
1. At 8:29 a.m. on April 27th a student creates a file in his Google Docs for Education space and named the file Read
Me.
2. At approximately 8:30 a.m. on the same day, he electronically shares the file with a fellow student we will call
“Second Student” and gave that student editing privileges. This is done via email with a link to the file. Since
Sample Student created the file, he is the only one who can “share” it.
It is a common practice when students are doing collaborative projects.
3. The second student may actually type the words using the editing privileges. Or it could be the first. However,
the student who created the file owns it.
May 11 TechnoGram
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Possible Student Situations (PSS)
Possible Student Situations (PSS) are items whereby the Gaggle Team calls me or Dale Wisely and do not count as
warnings against the students. These are instances that warn of suicidal tendencies or violence.
Scenario
1. Student sends email or writes a message and stores in Google Drive that indicates that the child is severely
troubled.
2. Human monitors at Gaggle see the message.
3. Gaggle support calls Donna or Dale to alert the school system of the issue.
4. Dale takes the appropriate steps.
Student Warnings
A Warning is an email sent to a student who uses email inappropriately but is not a QCON or PSS. With warnings, they
will repeat in a cycle of three (with the second and third warnings being forwarded to an administrator, and a third
warning may result in a restriction of network/technology privileges). If a student gets another warning after their third
warning, it will count as a First Warning and the cycle will repeat.
Communication Efforts:



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15-16 K Students—Elementary Technology Coordinators meeting will/have uploaded next year’s K students by
Tuesday, May 12. Principals cannot only start sending emails to the children and parents but also personalize
those emails. Coordinators will get “How To” notes at the meeting.
PTO Request for email addresses—Consider sending out emails from SchoolMessenger on behalf of the PTO.
Have you downloaded the webpage app? If not please do. We are finalizing the push alerts. Before school
starts all employees should update his/her SchoolWires account to include cell number if he/she would like to
receive Broadcast Alerts for weather and/or school closings. Coordinators will have directions.
We are currently working on effective, secure communication methods for athletic teams, clubs, etc. In the
event that a LARGE group would like for us to set up a group, the first step is to get the group members and
email addresses in .cvs form. Each case will need to be reviewed for the best product.
Great Tips To Share with Staff About Lightspeed Sound Systems Over the Summer
As we move toward the end of the school year, here are a few tips for summertime care of the systems:
1. Charge the microphone batteries fully (8-10 hours, remember to turn off the microphones) after the last
day of use.
2. Disconnect or remove the microphones from the charger.
3. You may wish to remove the batteries and store them with the microphone(s).
4. You may unplug the systems from the wall power outlet to conserve electricity.
5. Store systems and mics in a place where they will be safe from damage
while summer projects/cleaning might take place.
6. The batteries will hold a residual charge over the summer, and will only need to be charged up
overnight before the first day of use.
7. If there will be construction and/or renovation in a particular area or room, some type of bag or covering
for the amplifier or the REDCAT will help protect the components.
At the beginning of the next school year:
1.
2.
3.
4.
Remove any type of bag or covering for the amplifier or the REDCAT, if used.
Plug the system back in (if it was unplugged over the summer).
Fully charge the batteries again (8-10 hours).
The system is now ready for use.
May 11 TechnoGram
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You may have the individual teachers perform these simple maintenance steps. If you prefer to do them
yourself, you may wish to keep track of the systems and room numbers on a spreadsheet.
WARNING—The following pages are questions that have been asked about the summer, old
technologies and new as well as procedures. Be prepared for information overload.
1.
2.
Proposed Summer Purchases by School
1.1.
Dell Purchases/Leases
1.2.
iPads (All iPads will be purchased in October/November 2015.
1.3.
Career Tech Lab 1 will be replaced October/November 2015
Inventory
2.1.
Users: All users in the district should be uploaded into WASP.
● Staff upload should be complete.
● Student upload will occur after data write back to INow.
● August 2015, technology coordinators will manipulate the student export and get to Judy Vatella
to import.
2.2.
Checking out devices
2.2.1.
May--Audit any devices that needs to be checked out for the summer prior to the device leaving
the building.
2.2.2.
May--Check out devices for the summer that go home with students or employees through the
WASP program. This is a new procedure and should include devices that anyone uses at home
including any 12 month employees, administrators, etc.
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2.2.3.
3.
As of May 6, 2015--Print receipt from WASP onto the form emailed to you and stored in
O:\COORD\21--INVENTOR\01--2015 Inventory Process. This will limit the form to 1 page. View
Sharon’s Help Sheet.
2.3.
iPads Previously Assigned to Staff who are Leaving
2.3.1.
The best procedure is to erase and configure to issue to incoming staff for next year.
2.3.2.
Teachers must meet with the School Technology Coordinators BEFORE the staff member leaves
the iPad at the school and provide the following information:
2.3.2.1.
passcode,
2.3.2.2.
apple id and
2.3.2.3.
restriction code
2.3.2.4.
School Technology Coordinator should turn off Find My IPhone and iCloud
2.3.2.5.
School Technology Coordinator should then “wipe it.”
2.3.2.6.
School Technology Coordinators should follow the process of removing from Airwatch
and re-joining to Airwatch as the new person.
2.3.3.
Paula Stanbridge and Sharon Mumm will be leading iPad efforts the summer.
2.3.4.
Student iPads provided to MBHS by the district tech office will be moved to BWF and MBE for
Pre-School.
2.3.5.
We are checking on English student iPads with Missy for Elementary Special Ed.
2.3.6.
Watch for apple IDs that remain tied to the retiring/leaving teacher.
2.4.
Equipment Audit—Summer Work, Responsible Person: Angela Holbrook
2.5.
Reports
2.5.1.
May 7--If there are questions concerning the printing of reports from WASP, the processes can
be reviewed with Judy during the May 7th Coordinators’ meeting.
Summer Imaging
3.1.
May--Jason will remove Office 2010 from technology laptops and install 2013. Coordinators will be
asked to confirm that Outlook works correctly and Lync is installed. We reserve the option to test
imaging procedures for laptops on the tech laptops in May without prior warning. This will not occur
until next week at the earliest.
3.2.
In Progress--New image
3.2.1.
We are currently working with Dell on the new models. We would like to update the image to
work with new models.
3.2.2.
The current plan is to NOT image current desktops. Jason is investigating a way to uninstall
Office 2010 and install Office 2013 remotely.
3.2.3.
Monitor sound issue on new computers (sound coming through CPU)
7020 concern--sound through cpu and set up to go to sound system then it goes back to cpu and
then re-set up to sound system then it goes back to cpu--maybe due to new speaker issue.
3.3.
Imaging Schedule
3.3.1.
No laptops will be imaged that are >4 years old.
3.3.2.
Sonia, Lucy and Kenneth will be imaging laptops. Sonia will take the lead on this project and be
responsible for scheduling.
3.4.
The checklist will be in shared Google DriveTech Coordinator Meetings2015 Summer Work
3.5.
Computers that will be eWasted or Donated
3.5.1.
Any computer that is donated must not be newer than ANY computer in the district. If one
school has a machine that will be replaced in his/her building that is less than 5 years old,
May 11 TechnoGram
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3.5.2.
3.5.3.
3.5.4.
3.5.5.
4.
5.
6.
he/she should send out the list to all members of the technology team. It is the responsibility of
the receiving school to STEP UP and request some of the machines but only for “fill in” or
transition spaces.
Coordinators must ensure that any machine leaving the building is WIPED PRIOR to the machine
leaving the building to ensure data security.
School Coordinators should move equipment from EWaste area to Dispose immediately after
spreadsheet is sent to Donna to forward on for Board Approval. Copies should be approved at
the local school building level and given to the local school bookkeeper.
Computers moving from one school the other should be coordinated with Judy. Computer
names MUST be changed to reflect the new location.
Computers for donation must be approved for EWaste/Donation. See Donna/Judy for school
systems on file for donation. Next up Cullman County.
PORTAL
4.1.
The Stoneware Portal will be retired after school and as soon as we get the “Brute Force” security issue
resolved so that INow can be access by parents, students, and staff from outside our network. .All staff
and students should be informed of the pending retirement and should upload needed documents, etc.
to his/her Google Drive or OneDrive if access is needed outside the school system.
Other Software/Services that will be Retired for 15-16 School Year
5.1.
Adobe Forms (Adobe will no longer support product after June. We are currently looking for
replacement form software.)
5.2.
WikiSpaces
5.3.
Fliqz
5.4.
VoiceThread
5.5.
All data should be saved if the user wishes to keep the data. Video storage is available in Google Drive,
for district video (Dropbox and Vimeo), for PD or Flipped Learning Eduvision. If you have questions, let
me know. I will notify the companies and inform them that all data should be de-identified
5.6.
Retired generally means that we will no longer continue paying the license agreement due to insufficient
use.
.
MBTV Online--Eduvision (Check it out at https://mbs.eduvision.tv/default.aspx )
6.1.
May 7--Check to determine if scheduled May 1 fix allows each channel to have a default video.
6.2.
EduVision is in the budget. We are including EduVision in our requests to the MBCS Foundation. For
planning purposes, you can assume that we will have Eduvision for next year and that it will be the
source for morning broadcasts and for PD videos, Flipped Learning, etc.
6.3.
Each school will have a live streaming channel and the ability to store video. It is a school decision as to
if morning broadcasts are streamed live or recorded for next year.
6.4.
It is a local school decision as to if the videos (live or stored) are password protected making it not
viewable without password. It is not however, an option about having students in front of the camera
whereby parents have stated that their child may not be on the web on the technology agreement form
included in the Data Verification process.
6.5.
Note: Playing a commercial video to an entire school is usually illegal without special licensing. This will
not be possible with eduvision which is added protection for our schools.
May 11 TechnoGram
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NEW Questions - Enter questions for May 11 meeting on this new document.
https://docs.google.com/document/d/1cvWT6NyQYEI2pa5vV0ITE_28euwv1x2DmvFpDJu6_Zo/edit?usp=sharing
May 11 TechnoGram
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