Information Technology Guide 2018-2019
The following information is provided to help you make the best use of your classroom technology. Please also take note of Technology Guidelines and Information in your school handbook. When we respond to a work order, we will assume you are familiar with these instructions. Contents IT Department Info ...... 2 Technology Department Staff ...... 2 School Technology Contacts (STCs) ...... 2 IT Department Contact ...... 2 Technology Grant Guidelines – Donors Choose etc…...... 2 Notable changes this year ...... 2 Login Passwords ...... 3 E-mail ...... 3 How to Access ...... 3 Filtering – SPAM, Phishing and Malware ...... 4 Computers and Devices ...... 4 Accessories & Peripherals ...... 4 Printers ...... 4 Purchasing and Installing Software ...... 5 iPads and Laptops ...... 5 Saving Documents ...... 5 Microsoft OneDrive for Business ...... 5 Shared Network Drives ...... 6 USB Flash Drives ...... 6 Internet Filter & Security ...... 6 WiFi – Wireless Internet Access ...... 6 Office 365 – email, OneDrive, document sharing, and more ...... 6 Groups & Team Sites ...... 7 OneDrive for Business ...... 7 Office Web Apps, OneNote, Skype for Business (Lync) ...... 7 PowerSchool/PowerTeacher – Student information database ...... 7 Technology Issues/Work Orders...... 8 Work Order Tips & Guidelines...... 8 Troubleshooting Tips ...... 9
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Information Technology Guide 2018-2019
IT Department Info The Spartanburg 4 Technology Department maintains desktop computers, laptops, tablets, printers, scanners, projectors, Smart and Promethean devices, security cameras, telephones, and networking infrastructure throughout the district, and advises administration on technology-related decisions.
Technology Department Staff Technology Systems Specialists – Roxanna Martin, Greg Hosack Technology Support Staff – Mario Silva, Corey Goodman
School Technology Contacts (STCs) WPS – Nicole Moon, WES – Camille Robinson, WMS – Tina Harrell, WHS – Christine Morris
IT Department Contact If you have a technology-related question, concern or request you can contact us in the following ways: Submit a work order through SchoolDude. Talk to your STC Visit the Technology Help Center page on Schoology If you have already done all of the above, you can email us: [email protected].
Please make extensive use of these resources. Requests made by email or by phone may take longer for us to address. Do not give requests directly to IT staff in person. We cannot track issues brought to us this way. Thank you for your cooperation.
Technology Grant Guidelines – Donors Choose etc… Teachers are encouraged to apply for grants. These guidelines will help you make the best use of devices and services on our network, and allow us to support them.
Before you write your grant: 1. Talk to your principal about the purpose and requirements of the grant prior to the writing it. 2. Discuss your needs with the IT department. We cannot support devices we do not know about. We can also help you with compatibility or security concerns that might affect what equipment you choose for your classroom. 3. As of August 1, 2016, we cannot support Android, Amazon Kindle Fire, or Chromebook devices due to our limited ability to manage these devices, and concerns over CIPA/COPA compliance. Regular Kindle e-readers are fine.
Please note: Teachers must present a copy of the grant and obtain principal’s signature prior to the submission of the grant. Teachers must assume responsibility to meet the requirements of the grant, such as conducting student assessments, purchasing materials, or submitting reports. Any checks received from grant sources should be made payable to the school or district and not to an individual. Any items purchased with grant monies shall remain with the school should the teacher leave the school. Awarded grants may qualify for recertification credits under Renewal Option #9 (see school handbook).
Notable changes this year New District-wide Phone System: We are replacing the previous Mitel phones and system with a new system by Zultys. As before, you will have a classroom/office phone with voicemail. Further instructions will be provided, and your media specialist, STC and office staff will able to help as well.
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Information Technology Guide 2018-2019
Windows 10: All district computers have been re-imaged and upgraded to Windows 10. This was done to comply with Microsoft’s support requirements, as they no longer provide support for Windows 7. We will provide some resources to help with the transition. Office 2016: All computers have been upgraded to Microsoft Office 2016. Device sign out: If you have been assigned or approved to use a district laptop or iPad, please make sure to fill out a device sign-out form and return it to your principal. A copy will be sent to the IT department. Login Passwords Your district username is generally your first initial and last name. Your email address is your username @spartanburg4.org. This username and password can be used to log into any Windows computer in the district. You must change your password every 30 days from a computer on-site in the district. When you receive an alert that your password will expire, please change your password by pressing Ctrl+Alt+Delete while you are logged into the computer. Click Change a Password and fill in the information. The system will remember your last 5 passwords. This means you can only reuse a password after 6 months. Passwords must be at least 6 characters long and contain at least three of the following four types of characters: Capital Letter, Lower Case Letter, Number, or Symbol (! , # $ etc.). Passwords cannot contain any part of your name. Examples: lowCAPS! , 123Words, GO!!2016 or alllower123$ Other passwords: PowerSchool/PowerTeacher, and our workorder system (MySchoolBuilding/SchoolDude), each use a different password system. DO NOT SHARE ANY OF YOUR PASSWORDS WITH OTHERS. You are responsible for any information secured by your password. DO NOT DISPLAY PASSWORDS ON YOUR MONITOR, DESK, OR COMPUTER TOWER. PLEASE KEEP THEM HIDDEN. E-mail We use Microsoft Office 365 for all Spartanburg 4 District email accounts. Email can be accessed from the Outlook program on your computer, most mobile device email apps, or Office365 online.
Email Tips Appropriate use: District email is provided to help you perform your job duties. It should not be used to send mass e-mails such as announcements for fundraisers or yard sales. Please obtain approval from your principal before sending mass emails. Save and organize: o Save mail in folders, or leave it in your inbox. o Deleted messages are cleared after 30 days and we cannot retrieve them. o If there are email messages you want to keep, do not put them in your deleted folder.
How to Access Open Outlook 2016 on your computer. You will be asked some set up questions on your first login. o Click Next, and your account information will fill in automatically. Keep clicking “Next >” until you are prompted for your password. o Click “Remember my credentials” to avoid entering your password every time you open Outlook. o Click Finish Open a web browser (Internet Explorer, Firefox, Safari, Chrome etc…) on any computer, or smart device. o Go to http://outlook.office365.com, http://www.office.com, or http://webmail.spartanburg4.org o Use your district email address, (example: [email protected]) and password. Click Sign in.
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Information Technology Guide 2018-2019
Filtering – SPAM, Phishing and Malware Definitions: SPAM=junkmail, Phishing=an email or website that attempts to trick you into giving up your password; Malware=a program, virus, plugin, or toolbar that has a negative impact on how your computer works. Microsoft blocks most malicious e-mails, but some still get delivered. Do not open strange or unfamiliar email. If you are missing a message, it may be in your Junk e-mail folder or your Clutter folder. Please empty these folders from time to time. They are not cleared automatically. You can block the sender of any email from Outlook. Right-click the message, click Junk Block Sender. You can also choose to never block a sender this way. Watch for these types of email, and delete them: o Warnings about your district e-mail account. Any e-mail that is not from the District Office Technology Staff or one of our systems (PowerSchool, SchoolDude etc…) is Phishing. o Messages from UPS, Fedex or other delivery services unless you are expecting them. o Requests to reset the password for other services, such as Apple, Google etc... These may include a logo or other information that may look real, but is often a link to a Phishing site. Most online services will not request a password reset like this. If you have a question, please submit a work order, or ask your STC. Computers and Devices Every office and classroom has a desktop computer workstation running Windows 10 and Office 2016, a printer, and wired telephone. All teachers and office staff have an email address and voicemail. Most of our classrooms are outfitted with an interactive white board or projector, and other technology is provided on a limited basis. Each school has several student computer labs, and classroom iPads and/or mobile laptop carts.
Accessories & Peripherals You are not specifically prevented from using USB devices, but they may interfere with the function of the computer, the network, or interactive boards, and delay troubleshooting, so we ask that you follow these guidelines:
USB Flash Drives: Please limit your use of USB flash drives and portable harddrives when possible. USB drives can often be an avenue for viruses and malware. Use your Office365 OneDrive if you need to access files from home. Keyboards and mice: The district provides a basic keyboard and mouse with each desktop computer. If you choose to bring your own keyboard and/or mouse, please keep the original wired ones near the computer so we can use them for troubleshooting. Some wireless keyboards and mice cannot be used for computer diagnostics. If we cannot find the originals, it may take us longer to complete the work order. Other USB Devices: Please do not connect or install any other computer accessories or components without the approval of your principal. (printers, scanners etc…). The IT department will not support any peripherals, accessories or components – such as printers, scanners or wireless mice and keyboards – that were not purchased or approved by the district. These devices may be disconnected when completing work orders.
Printers If toner needs to be changed, submit a work order. Your STC will change the toner. Please submit a work order when your printer message reads “Order Drum”. DO NOT WAIT until it says “Drum Life.” Printer drums take time to order, and if we do not have a drum in stock, you will have to wait several days or weeks for one to be ordered. DO NOT REMOVE THE DRUM TO REMOVE A PAPER JAM. If you cannot clear a paper jam in 30 seconds or less please submit a work order. Please make sure your printer is turned off for the weekends and over holidays. If you have a color printer, please include the letter of the drum or toner you need: C, M, Y or K. Printers are mapped only by user name. This means that all assistants will be mapped to the teacher’s printer in the classroom. If they print from another classroom it will print in their assigned room.
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Information Technology Guide 2018-2019
Purchasing and Installing Software Teacher and Staff accounts have limited rights to install software. If you need a program or application installed, please submit a work order, and speak with your principal or STC to have it approved. If you need to purchase software not provided by the district, get approval from your principal, and then submit a work order request to have it installed. If you need to install software you already own and have used before, you must first get approval from your principal, then submit a work order request to have it installed. If you DO NOT NEED a program for educational purposes, it should not be installed on your computer. The Technology Department does NOT support any software that is not approved by principals or the district. Unauthorized software may be removed without notice. All software requests must be in a work order. Please include a preferred deadline with your software requests, and submit them as early as you can. The more time we have, the better chance there is that we can get it tested and installed smoothly the first time. This makes it easier for us to keep track, and prevents the request from getting lost or forgotten. iPads and Laptops District devices are monitored by the Mobile Device Management (MDM) component of our Meraki Wireless System.
If you have been assigned or approved to use a district laptop or iPad, please make sure to fill out a device sign- out form and return it to your principal. A copy will be sent to the IT department. Laptops function the same as a desktop when on the district network. If you need to login from another location, make sure you have first signed in while on the district network, or you will not be able to login. Student iPads and laptops are managed with the cooperation of your STC or Media Specialist. If you have a question about mobile devices, please ask your STC. If you have been assigned an iPad by the district, you may purchase apps and manage the device at your discretion, but please use an Apple ID associated with your district email, instead of a personal one. Please keep your iPad in a protective case, or laptop in a padded bag, and report any damage via work order, and to your STC. If you wish to acquire devices through Donors Choose or another grant, please follow these guidelines. If you would like to add apps to student iPads, please check with your Media Specialist, and submit a work order.
Saving Documents The district provides two secure ways to store documents: shared network drives, and Microsoft OneDrive.
Microsoft OneDrive for Business OneDrive allows you to access files anywhere. It can sync with your desktop, so it can work just like a normal drive (sync instructions), and is integrated with Schoology. Storage on OneDrive is functionally unlimited. If you need to access files from a device outside of the District Network (iPads, phones, home computer etc…), storing these files on your OneDrive is the best option. Any files can be uploaded to Office365 online. Files can be uploaded directly, or linked to your computer using the SYNC function in the online portal. OneDrive storage is functionally unlimited, but should not be used for backing up entire harddrives, or storing large amounts of personal data, such as photos, videos or music. Please note that we use the enterprise/business version of Office365 and One Drive, which is different than the home version. Some of Microsoft’s online portals and apps do not work for both.
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Information Technology Guide 2018-2019
Shared Network Drives Your network drives are labeled as the U drive (personal), and S drive (staff shared). The U drive is your home directory. This is where you should store your documents. The S drive contains shared folders. All your shared drives are found here. We cannot recover data saved anywhere but these drives. Your desktop is on the local system drive (C). Routine computer maintenance may require the IT Department to erase and “re-image” local drives. If we need to wipe your hard drive, files saved to your desktop will be lost. If you need to drop files on your desktop, please also save a copy on your U drive or One Drive so it can be restored. Your U drive has a 25GB limit. Please delete any unneeded documents. You cannot save to a full drive. Please do not save personal pictures, videos or music on the U drive. These are large files and take up needed space. Please use the media storage folder on S drive for school-related media. If you need to access them from out-of-district, or share them with someone else, use OneDrive.
USB Flash Drives We recommend that you avoid relying on USB devices for your daily storage needs. Lost files cannot be recovered from USB flash drives/thumb drives/jump drives or portable USB hard disk drives. USB flash drives have been known to occasionally cause PC instability issues, and be susceptible to malware infection. If a USB drive causes an issue with your computer or other system, it may be removed. If you need to access files from out-of-district, or share large files, please use Microsoft OneDrive.
Internet Filter & Security Our Internet Filter & Firewall is called Sophos XG. Sophos displays a message when a site is blocked. Submit a work order if you need to visit a blocked site. Sophos displays other messages for webpage issues, loading errors and network timeouts. Please read the display text, and include that text as the reason for the error in your work order. Filter settings are different for students and teachers. If you intend for your students to visit a site, please test it with a student login ahead of time. We may not be able to open student access to sites on short notice. If you need teacher-level access on a district-approved mobile device, open a browser and visit https://astaro.spartanburg4.org:8090. Please submit a work order if you have issues. WiFi – Wireless Internet Access All Schools and district buildings have wireless internet access. District and school-supplied devices will automatically connect to the appropriate Wifi network. Please use the Guest network for all personal devices. Your main office staff has the password. If you have a device that needs a permanent connection, please get approval from your principal, and submit a work order to request a connection. All School device-use policies continue to apply. Please refer to your school handbook.
Office 365 – email, OneDrive, document sharing, and more In addition to email, contacts and calendars, and OneDrive, Office 365 offers Microsoft Office Web apps, document sharing, and Team Sites. More information: Microsoft Office Support
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Groups & Team Sites Note: Schoology also provides communication and collaboration tools, that may be easier to use, but these are still available if you are already used to them. Office365 email lets you create collaboration groups. Please be aware of the following when using groups: Public groups can be seen and joined by EVERYONE in the district. If you would like to make a group, it MUST be private. Unauthorized public groups will be removed without notice. Email groups you create are permanently tied to your account. This means, if you leave the district, your groups will be deleted. If you need a permanent group set up (e.g. WMS Math Department), you can create a Team Site from the SharePoint section of Office 365. If you need help, you can ask your STC.
Team Sites are a more permanent place to set up collaboration. District Community site hosts an internal message and info board. It can be accessed here after signing in: District 4 Community Site Create your own site. Choose SharePoint from the O365 grid menu, and click Create Site at the top of the page. Check with your STC before creating a site for your school or department. There may be plans in place for department sites. Unauthorized or duplicate sites may be removed. You can follow Groups or Site by clicking the star in the upper right of the page. These will appear on the left side of the SharePoint screen. OneDrive for Business Upload files to access from home, or other computers and devices. You can use this to share files too large to send through email.
Upload or Create. Choose OneDrive from the O365 Grid menu, and click New or Upload at the top of the page. Click Sync, and follow the prompts to view your OneDrive in your file explorer as a local drive. Right click on a file or folder to share with another user. You can share with anyone who has a Microsoft account, in or out of the district. Office Web Apps, OneNote, Skype for Business (Lync) Office 365 features web-based versions of Word, Excel, PowerPoint and the rest of the office suite. Word Excel etc... These work just like the desktop versions, but can be accessed from any browser. OneNote. Similar to Evernote. Useful for taking notes and accessing them anywhere. Desktop or Web. Class Notebook. This allows you to share documents with your students. Setup may vary by school. Lync/Skype for Business. This allows you to send messages to Teachers and staff within the district. It can be found in the Office 2013 folder in your Start Menu. Feel free to experiment with the other Office 365 web apps available in the grid menu. Support from the district may be limited, as Microsoft is constantly adding new features to these apps.
Other versions Office apps are available on virtually every platform, including iOS and Android. https://products.office.com/en-us/mobile/office Your district login gives you license to use Office on all platforms, including your home computer.
PowerSchool/PowerTeacher – Student information database Schedules, grading, and other student records are stored in PowerSchool. Teachers get access through PowerTeacher. Your School will provide you with access information.
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Information Technology Guide 2018-2019
Technology Issues/Work Orders School Dude is our Technology and Maintenance work order System. The online access page is called My School Building. It is accessible online from any computer. Visit https://www.myschoolbuilding.com/ from any web browser, or follow the link on your desktop. o Use your email address and password to log in. o If you submitted any work orders last year, use the reset password link to choose a password o If you are new to the district, or did not submit a password last year, fill in the requested info to register. o Additional Instructions can be found in the attached help document, or by clicking here. Work Order Tips & Guidelines Work orders go to your STC for approval. She will send them to the Technology Department if needed. Please provide as many details as possible. If you do not know the answer to a question, please check with your STC and find the answer before submitting. We cannot complete a work order without these details To find the computer name, right click the Windows Icon in the lower left corner of your screen, right click on System. In the center of the screen you will see the computer name.
Printer and projector work orders need model and name of printer or projector. Find this on the top of the printer, and on the down-facing surface of projectors. Before you send a work order, restart your computer, and try again. Incomplete or duplicate work orders are rejected. Please check your existing work orders first, and fill in all fields when submitting. Please submit a work order for all technology-related problems. If you have an issue with your computer, monitor, keyboard, mouse, telephone, Promethean/Smart Board, projector, printer, classroom sound, internet or wired/wireless network connection, shared drives, email, iPads, or any other technology purchased or maintained by the district, please submit a work order. If it is an emergency, you can also notify your STC. Please submit work orders yourself. Do not have someone else submit them. You can log in to School Dude as yourself from any computer submit a work order. This lets you check the status of your work order, and allows us to communicate with you more easily.
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Information Technology Guide 2018-2019
Troubleshooting Tips
Problem Steps to Try Cannot login Check network cable connection on back of tower Make sure phone is on and working Try logging in on a different computer Have another teacher log on to your computer Check Office365 online on another computer to see if your password works. https://portal.office.com No Shared drives (U Drive Do you get an error message when you login? or S Drive) o Look in the lower right corner of the screen near the clock for
an error such as:
Check to see if there is a red X over the computer Icon
If the Drive has a red X on it, try opening it anyway No sound Check volume controls at bottom right of screen to be sure sound has not been muted. Printer will not print Check for stuck print jobs: (These tips apply to o Click Start, and click the settings icon. Teacher’s computer only. o Click “Devices”, then “Printers & scanners” All other printers are o Highlight your printer, and select “Open Queue”. network connected to o If there are print jobs listed, highlight the name of the logins through mapping.) document, then click “Document” on the menu bar and chose delete. o Delete all print jobs listed and try printing again.
Be sure your printer is set as the default printer. Follow the steps above to open the Printers & scanners list. Scroll down and uncheck “Let Windows manage my default printer”. Click on your printer and click “manage”, and then “Set as Default”. All district printers other than color printers should be named HPLJ4. E-mail won’t open Check network cable connections/Wifi Icon. Can you access web pages? Check Outlook Web App http://outlook.office365.com
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