SchoolsNET A Guide to Administering and Using Computers and Equipment in ACT Schools 1. Roles and Responsibilities
What are the roles and responsibilities for staff that take on an ICT support role in my school?
2. SchoolsNET
What is SchoolsNET? How do I manage user accounts and passwords? What is the staff enclave?
3. Asset Management
How do I purchase and install hardware and software? How do I maintain equipment at the school?
4. The Digital Backpack
What online applications are available for staff and students to use?
5. Reference
Commonly used acronyms, key terms, frequently asked questions.
1. Roles and Responsibilities
As the use of Information Communication Technologies (ICT) increases in schools, it has become more important for schools to have staff members take on some responsibility for its support. This section outlines the roles and responsibilities that various school-based ICT support staff might take on. While the roles are set out under specific titles, the flexible nature of school staffing means that they may be performed by one or more people.
1.1 ICT Coordinator
1.2 Information Technology Officer - ITO
1.3 School Principal
1.4 Business Manager
1.5 Schools Support Team
1.6 Administrator Accounts
1.7 Communication Roles and Responsibilities and Responsibilities Roles
1.1 ICT Coordinator The ICT Coordinator is delegated by the Principal and takes on an ICT pedagogical leadership role in the school. They are often the first contact for any ICT matter. They coordinate teaching and learning activities based around IT, facilitate access for staff and are often responsible for overseeing the ICT resources in the school. They may do some basic troubleshooting, but are not required to carry out any technical support or maintenance. It is expected that the role of the ICT Coordinator is performed by a member of the teaching staff (usually someone in a School Leader C role). In larger schools, some of the functions outlined below may be delegated to the ITO.
Roles and Responsibilities Leading ICT Integration Across the School The ICT Coordinator takes a leadership role when it comes to teaching and learning with ICT. They are responsible for monitoring the increasing pool of digital resources and services available for teaching, and promoting it to teachers within the school. They also support staff in incorporating ICT into their teaching and learning.
Staff Support and Training Most ICT training is carried out by external providers, and is coordinated by the Information and Knowledge Services Section and/or the Inclusive Technologies Team. The ICT Coordinator liaises with and supports the training providers, organises bookings, rooms, materials and coordinates any follow up. The ICT Coordinator is also able to promote ICT skills training through Atomic Learning. The ICT Coordinator will be regularly informed of training opportunities and the wide range of online materials available for teacher training and support. Their role is to promote these opportunities to staff and support them as they participate. The ICT Coordinator should regularly check the Professional Learning and Events Calendar for training opportunities. Occasionally, the ICT Coordinator will be expected to provide whole-staff training. During the implementation of SchoolsNET, they will support school staff as they learn how to use the new network and the Teacher Enclave. This manual contains information and support documents to assist the ICT Coordinator with SchoolsNET implementation.
User Accounts The ICT Coordinator coordinates account requests for teachers and students at the school, as well as assisting with password administration. This ensures that the ICT Service Desk is not swamped with multiple requests for the same account. For more information, see User Accounts. Roles and Responsibilities and Responsibilities Roles
ICT Coordinator Attend ICT Network Meetings ICT Network meetings are an invaluable source of information to enable ICT Coordinators to adequately fulfil their role. ICT Network Meetings are held once per term. This is a good time to catch up on the latest ICT news, ask questions and form networks with ICT Coordinators in other schools.
Communication Shared Services ICT regularly sends out information about critical updates, issues and other ICT matters. Information and Knowledge Services regularly sends out information about new technologies, training opportunities and best practice across the system. The ICT Coordinator should be aware of how these communications will affect the school and inform the relevant staff as necessary.
Log Support Jobs The ICT Coordinator oversees procedures for logging support jobs in the school and is often the first point of contact for escalation of ICT support issues. If staff are experiencing problems with equipment, they report them to the ICT Coordinator, who checks to confirm the problem, applies any relevant troubleshooting processes, then if necessary, logs the job and monitors its progress. The ICT Coordinator should be aware of Service Level Agreements, which outline the time frames for completion of jobs, so that they can escalate as necessary.
Digital Backpack Administration The ICT Coordinator may take on the role of administrator for the tools contained within the digital backpack. This might include the role of Scootle Administrator, Gaggle Administrator or cLc/Life Coordinator. They may also delegate these roles to other members of the teaching staff.
Management of School ICT Assets The ICT Coordinator strategically leads the purchase and procurement of ICT for teaching and learning. They work with the Business Manager to ensure procedures are followed and the asset register is maintained. They retain all paperwork and packaging that comes with additional software installed; and assist with the administration of enclave tokens in the school.
Software Trials Occasionally, an ICT Coordinator might be asked by a staff member to investigate a specific piece of software that is not already in the Standard Operating Environment (SOE). They can install the software temporarily on a computer and test it before purchasing it in bulk for the school. Roles and Responsibilities and Responsibilities Roles
1.2 ITO - Information Technology Officer
ITOs are non-teaching staff employed by the school in a technical support role. They do not have student supervisory responsibilities. ITOs are generally employed only in high schools and colleges; however they can have a presence in primary schools, or across multiple schools. This would be a decision based on the needs and resources of individual schools or groups of schools. ITOs conduct most of the technical support and maintenance of computer equipment in the school. The ITO reports to the Business Manager and Principal, and works in consultation with the ICT Coordinator. In schools that do not employ an ITO, most of these roles are performed by the Schools Support Team.
Roles and Responsibilities Maintenance of School ICT Assets The main role of the ITO is to keep the ICT assets in the school running smoothly. This means conducting regular maintenance, cleaning computer equipment, troubleshooting any issues that occur, connecting hardware and installing peripheral devices, according to the guidelines set out in the Administrator Accounts section.
Technical Support The ITO provides technical support to staff at the school. This might include installing printers and devices, troubleshooting wireless access or computer and IWB problems, logging support jobs and managing warranty calls.
Management of School ICT Assets The ITO assists with all record keeping related to ICT equipment. They maintain the register of computer equipment in the school; retain all paperwork and packaging that comes with additional software installed; and assist with the administration of enclave tokens in the school.
Network Plug-ins From time to time, the school may need additional devices connected to the network. This might include storage devices or multimedia equipment. The ITO is responsible for connecting these devices to the network and making sure they work correctly. Roles and Responsibilities and Responsibilities Roles
ITO - Information Technology Officer
Limited Access Devices Limited access devices are non-networked devices that are not procured through or supported by Shared Services ICT. These might include phones, scanners, printers and tablet devices, such as iPads. If the school decides to use these devices, the ITO is responsible for installing these devices to local computers, and all maintenance.
User Accounts The ITO is responsible for requesting and organising accounts for staff and students at the school, as well as assisting with password administration.
Software Trials Occasionally, an ITO might be asked by the ICT Coordinator to investigate a specific piece of software that is not already in the Standard Operating Environment (SOE). They can install the software temporarily on a computer and test it before purchasing it in bulk for the school.
Attend ICT Network Meetings ICT Network meetings are held every term. This is a good time to catch up on the latest ICT news, ask questions and form networks with ITOs in other schools.
Log Support Jobs The ITO logs support jobs as required by/on behalf of the ICT Coordinator. If staff are experiencing problems with equipment, they report them to the ITO and/or ICT Coordinator, who checks to confirm the problem, applies any relevant troubleshooting processes, then if necessary, logs the job and monitors its progress. The ITO should be aware of Service Level Agreements, which outline the time frames for completion of jobs, so that they can escalate as necessary.
Shared Printers Shared Printers are printers connected to a single computer rather than the network. These are typically older printers installed in staff offices. Shared Services ICT can not support these printers remotely, due to their ‘invisibility’ on the network and encourages the use of networked printers. Roles and Responsibilities and Responsibilities Roles
1.3 School Principal Roles and Responsibilities Delegate ICT Responsibilities The Principal can delegate ICT responsibilities to suitably skilled members of the teaching staff.
Oversee Purchasing and Procurement The Principal has final approval over the purchasing and procurement of ICT assets. They should be involved in all discussions about the school’s ICT assets.
Support Escalation The Principal is responsible for initiating support escalations, when all other avenues have been explored. 1.4 Business Manager Roles and Responsibilities
Management of School ICT Assets The Business Manager ensures procurement procedures are followed and the asset register is maintained.
Enclave Tokens Along with the ICT Coordinator, the Business Manager may be responsible for the administration of SchoolsNET enclave tokens. They will ensure that staff receive the correct token, and maintain a list of tokens allocated to school staff.
1.5 Schools Support Team Roles and Responsibilities Technical Support The Schools Support Team (SST) provides technical support to schools; generally primary schools. This might include installing local and shared printers and devices, troubleshooting wireless access or computer and IWB problems. In the school, the SST report to the ICT Coordinator. The SST report to the ICT Service Desk and are allocated to schools as required. They provide responsive services according to priorities, rather than attending schools on specific days. Roles and Responsibilities and Responsibilities Roles
1.6 Administrator Accounts
ITOs and ICT Coordinators can be assigned an administrator (_a) account as required. This account can be used to perform simple administrative functions in the school, such as installing printers and external drives.
Obtaining an Administrator Account The _a privilege is linked to the user’s account. To obtain administrator access, fill out an Employee Network Access form (ENA), ensuring that the appropriate boxes are checked. The form must be accompanied by a letter from the Principal (on the school’s letterhead), outlining the requirements for administrator access and giving their approval.
Use of the Administrator Account The _a account gives users extra privileges, and access to sensitive areas of the network. Abuse or misuse of the account privileges could lead to substantial damage to the network. As such, it is important that anyone holding an _a account is aware of their responsibilities and that the use of the _a account is monitored.
What you can do with an _a account • Install local devices (i.e. external drives, shared printers) • Add shortcuts to the school’s shortcuts drive • Rebuild a computer’s disk image • Troubleshoot equipment that is out of warranty • Replace toner/printer cartridges • Set folder permissions • Install applications (ensure you follow the procedures outline in ‘Purchasing/Installing non- SOE software)
What you can’t do with an _a account • Install networked devices • Troubleshoot equipment under warranty • Create/modify/delete accounts • Use it for every day computer use: creating files, surfing the internet. This constitutes a great risk to the network (in the form of malware or other malicious content) and should be avoided at all times. For general computer use, please make sure you log out of your administrator account and log back in with your regular account.
ICT Management in Schools Policy This policy is currently under development. It will provide a framework for the procedures set out in this document. As part of the conditions of your position, you agree to the appropriate use of the _a account. If these conditions are breached, access could be limited or suspended. Roles and Responsibilities and Responsibilities Roles
1.7 Communication
An important aspect of the ICT support role is staying up to date with developments, issues and updates. There are several ways that communication is shared with schools. These methods are outlined below:
ICT Network Meetings ICT Network Meetings are held once per term, usually mid-term. On these days, important information about current projects and future developments is shared, guest speakers share important information and inspirational ideas, and attendees have the opportunities to ask questions and form professional networks. It is important that each school has a delegate attend the ICT Network Meeting, in order to stay up-to-date with ICT matters. The 2012 dates for the ICT Network Meeting are as follows: • Term 1: Thursday 15th March (week 6) • Term 2: Wednesday 30th May (week 5) • Term 3: Friday 31st August (week 6) • Term 4: Tuesday 13th November (week 5) The agenda for the ICT Network Meeting is determined by the ICT Network Planning Committee. For more information about joining the committee, or about previous meetings, visit the Index page: https://index.det.act.gov.au/aboutus/ict.html.
Email Correspondence Shared Services ICT and Information & Knowledge Services send out emails using the IT Coordinators (ICT Coordinators) and IT Administrators (ITOs) mailing lists. These lists are maintained by Shared Services ICT, and need to be accurate to ensure all ICT Coordinators and ITOs receive information about critical updates, important events and training opportunities.
Index Most information sent by email is also uploaded to Index. Visit the IT page for information about previous alerts, ICT Network Meeting minutes, as well as other documents and information.
Digital Backpack Many online tools can be used for communication with other ICT support staff in the network, or with Information & Knowledge Services. Adobe Connect is used regularly for training and support, and the cLc/MyLearning includes a range of resources and forums for the use of staff. For more information about training opportunities, visit the Professional Learning and Events Calendar: http://activated.act.edu.au/calendar/eventsmenu.aspx Roles and Responsibilities and Responsibilities Roles
2. SchoolsNET
SchoolsNET is the name given to the new combined network that will take the place of the EDUnet (teachers) network and STUnet (Student) network. SchoolsNET can be used to refer to the network itself or the infrastructure that makes up the network (cables, servers, computers and wireless access points). As SchoolsNET replaces EDUnet, and eventually STUnet, the network administration requirements within a school should diminish considerably. The main administrative roles, in regards to SchoolsNET, will be the allocation and maintenance of enclave tokens within the school, as well as minimal technical support and liaison with IT Support staff from Shared Services ICT
2.1 About the Standard Operating Environment (SOE)
2.2 SchoolsNET Software Guide
2.3 Home Use of Software
2.4 Storage/Drives in SchoolsNET
2.5 Managing Disk Space
2.6 User Accounts - Staff
2.7 Staff Passwords
2.8 User Accounts - Students
2.9 Acceptable Use of ICT SchoolsNET
2.1 SOE - Standard Operating Environment
What is a SOE? A SOE, or Standard Operating Environment, is the operating system and typical set of software applications used by people in an organisation. The SchoolsNET SOE is the standard package that will be deployed to all computers in ACT government schools. It will include the operating system, software applications, as well as software updates and service packs.
What does the SchoolsNET SOE include? Each SchoolsNET computer will include the standard SOE. For more information about non- SOE applications, check out this document.
The Windows-based SchoolsNET SOE includes: • Windows 7 Operating System • Virus software • A set package of software applications • A set folder structure • Links to a range of shortcuts (individual schools and all schools)
The Apple Mac SOE includes: • Mac OSX Operating System • A set package of software applications • A set folder structure • Links to a range of shortcuts (individual schools and all schools)
Where can I find more information about the SOE? For a list of the software included in the SchoolsNET SOE, see the following pages. To learn more about Windows 7 or Mac OSX, please visit Atomic Learning. Information and Knowledge Services facilitates training in a range of software applications. For more information, email [email protected]. SchoolsNET
2.2 SchoolsNET Software Guide
This section contains descriptions of all the software that could be included on any SchoolsNET computer that arrives at your school (obviously, only Apple computers will run Apple software, etc). The software listed here is the same for teachers as it is for students. Schools are able to order additional software to be loaded onto their machine, but you should ensure that the functionality of any additional software is not already replicated by the existing software. For each application listed in this section, the following details are provided to assist schools: • Short description outlining the main features of the application • Relevant target age that the program applies to, listed by year group (e.g. K-12) • Web link to an online tutorial on Atomic Learning and / or further resources for the application Windows 7 Applications
Sticky Notes Description Put a note on your screen, jot down a phone number, write a to-do list. Puts a sticky note on your screen.
Year level 1 - 12
Getting http://windows.microsoft.com/en-AU/windows7/Using-Sticky-Notes Started
Internet Explorer Description Search engine for the internet
Year level P – 12
Getting http://windows.microsoft.com/en-AU/internet-explorer/products/ie/home Started
Microsoft Silverlight Description A free web-browser plug-in that enables interactive media experiences, rich business applications and immersive mobile apps.
Year level P – 12
Getting http://www.silverlight.net/getstarted/, http://www.silverlight.net/learn/ Started tutorials/silverlight-4/
Windows Media Player Description A media library player developed by Microsoft that is used for playing audio, video and viewing images.
Year level P - 12
Getting http://windows.microsoft.com/en-US/windows7/help/windows-media- Started player-12 SchoolsNET
SchoolsNET Software Guide
Paint Description A drawing tool that students can use to create simple or elaborate drawings. These drawings can be either black-and- white or colour. Students can print their drawing, use it for their desktop background, or paste it in another document.
Year level P - 12
Getting http://windows.microsoft.com/en-US/windows7/products/ Started features/paint
Sound Recorder Description You can use Sound Recorder to record a sound and save it as an audio file on your computer. You can record sound from different audio devices, such as a microphone that’s plugged into the sound card on your computer.
Year level P - 12
Getting http://windows.microsoft.com/en-US/windows7/Record-audio- Started with-Sound-Recorder
Snipping Tool Description Allows you to capture a whole window, rectangular section or freehand outline of images or parts of the screen, annotate over the image, highlight sections and then save as an image file, copy to another document or send as an attachment. This replaces Hypersnap.
Year level K - 12
Getting http://windows.microsoft.com/en-AU/windows7/products/ Started features/snipping-tool
InfraRecorder Description InfraRecorder offers a wide range of powerful features; including allowing you to create custom data, audio and mixed-mode projects and record them to physical discs as well as disc images, all through an easy to use application. Supports recording to dual- layer DVDs.
Year level 3 - 12
Getting http://infrarecorder.org/?page_id=27 Started
Picture Manager Description Microsoft Picture Manager allows simple photo editing: cropping, resizing, and simple colour/adjustment tools.
Year level P - 12
Getting http://office.microsoft.com/en-au/help/about-picture-manager- Started HP001001721.aspx?CTT=1#BM3 SchoolsNET
SchoolsNET Software Guide
Microsoft Office 2010 Each device on the SchoolsNET network (including Apple computers) will include the Microsoft Office Suite (2010). While Office 2010 includes new features and tools that make things easier, the way that the Office programs work is quite different to previous versions, particularly when compared to Office 2003 which has been used in most ACT schools in recent years. The links provided in this document point to valuable resources to help teachers learn how to use the new programs. For more information, search the Atomic Learning library: it hosts lots of short videos targeting specific skills in all Office programs.
Microsoft Office Publisher Description With Publisher, students can create, personalize, and share a wide range of professional-quality publications such as brochures, newsletters, postcards, or greeting cards.
Year level 3 to 12
Getting http://office.microsoft.com/en-us/excel-help/getting-started-with-excel- Started 2010-HA010370218.aspx
Microsoft Office Word Description A word processing tool that provides a comprehensive set of writing tools with an easy-to-use interface.
Year level K to 12
Getting http://office.microsoft.com/en-us/word-help/getting-started-with-word- Started 2010-HA010370239.aspx?CTT=3
Microsoft Office PowerPoint Description Enables students to quickly create dynamic, impressive slide presentations. Students can incorporate text, images, audio, video and animated effects.
Year level K to 12
Getting http://office.microsoft.com/en-us/powerpoint-help/what-s-new-in- Started powerpoint-2010-HA010336563.aspx?CTT=5&origin=HA010359435
Microsoft Office Excel Description A spreadsheet application that features calculation, graphing tools, pivot tables and a macro programming language called VBA (Visual Basic for Applications).
Year level 5 to 12
Getting http://office.microsoft.com/en-us/excel-help/getting-started-with-excel- Started 2010-HA010370218.aspx SchoolsNET
SchoolsNET Software Guide Microsoft Office Access Description A relational database management system that allows students to create a range of databases.
Year level 6 to 12
Getting http://office.microsoft.com/en-us/access-help/CL010253345. Started aspx
Microsoft Office Outlook Description A communications software that is primarily used as an email application. It also includes a calendar, task manager, contact manager, note-taking and a journal.
Year level Teachers only – Outlook will only be available in the teacher enclave.
Getting http://office.microsoft.com/en-us/outlook-help/basic-tasks-in- Started outlook-2010-HA101829999.aspx
Microsoft Office Info Path Description A communications software that is primarily used as an email application used to develop data entry forms. The main feature of InfoPath is its ability to author and view XML documents with one or many links.
Year level 9 to 12
Getting http://office-2010-infopath.blogspot.com/2010/07/microsoft- Started infopath-tutorial.html
Microsoft OneNote Description Delivers the flexibility to gather and organise text, pictures, digital handwriting, audio and video recordings, and more — it is an all-in-one digital notebook on your computer.
Year level 6 to 12
Getting http://office.microsoft.com/en-us/onenote-help/getting-started- Started with-onenote-2010-HA010370233.aspx
Microsoft SharePoint Workspace Description Allows you to sync SharePoint sites to your Computer and work with the content as if you were connected. You can collaborate using Blogs, Wikis and Discussion boards. Year level 9 to 12 Getting Started http://sharepoint.microsoft.com/en-us/Pages/default.aspx SchoolsNET
SchoolsNET Software Guide Adobe Creative Suite (CS5) Each device on the SchoolsNET network (including Apple computers) will include the Adobe CS5 package. The package includes a range of powerful programs for creating high quality documents, graphics, animations, movies and web pages. The links provided in this document point to valuable resources to help teachers learn how to use the new programs; and you can find additional help online. Atomic Learning hosts lots of short videos targeting specific skills in Adobe programs, the Learning Technologies page on the cLc includes a range of links, and Adobe also provides an extensive range of professional development opportunities through their website: http://www.adobe.com/education.html
Adobe Photoshop Description A digital photo editing program for editing photos; allowing you to change all layers of the photo from background to colour. It also allows you to create calendars and cards with your photos.
Year level 6 - 12
Getting http://www.adobe.com/support/photoshop/gettingstarted/ Started
Adobe Dreamweaver Description A website tool to develop maintain and design websites. It can be used for designing visually or writing code and content management systems.
Year level 9-12
Getting http://tv.adobe.com/show/learn-dreamweaver-cs5/ Started
Adobe Premiere Elements 9 Description Provides powerful, automated movie-editing options; professional-quality effects; quick and easy sharing; and more.
Year level 3 - 12
Getting Started http://www.adobe.com/digitalimag/explore/?explore=video
Adobe InDesign Description Allows you to design and publish documents for print. It also allows you to design interactive documents such as ebooks and interactive magazines.
Year level 5 - 12
Getting http://tv.adobe.com/watch/cs5-design-premium-feature-tour/indesign-cs5- Started overview/ SchoolsNET
SchoolsNET Software Guide
Adobe Acrobat 9 Pro Extended/Adobe Suite 1.0 Description Adobe Acrobat 9 Pro Extended includes all the features and functionality of Acrobat 9 Pro, plus the ability to unify the widest range of content in a PDF Portfolio, create interactive presentations with Adobe Presenter software, easily convert and share video in PDF, create PDF maps, convert virtually any 2D and 3D designs to PDF, and enjoy expanded 3D capabilities with the new Adobe 3D Reviewer.
Year level K - 12
Getting http://www.youtube.com/watch?v=_bncBiT--D4 Started
Adobe Fireworks Description Enables you to create highly optimized graphics for the web or virtually any device — from smartphones to kiosks to embedded displays. Produce websites, user interfaces, and rich prototypes that are editable in both vector and bitmap modes.
Year level 9 - 12
Getting http://tv.adobe.com/show/learn-fireworks-cs5/ Started
Adobe Pixel Bender Toolkit Description Enables you to create, edit and play with Pixel Bender filters on image files.
Year level 9 - 12
Getting http://www.adobe.com/devnet/pixelbender/articles/creating_ Started effects_pt01.html
Adobe Extension Manager Description Provides an easy and convenient way to install and delete extensions in many Adobe applications, and to find information about extensions you’ve installed. It also provides a convenient way to navigate to the Adobe Exchange site, where you can find more extensions, get information about extensions, and rate extensions that you’ve used.
Year level 9 - 12
Adobe Flash Catalyst Description An interaction design tool, when combined with Adobe Photoshop, Adobe Illustrator and Adobe Fireworks you can make your artwork fully interactive.
Year level 9 - 12
Getting http://tv.adobe.com/show/learn-flash-catalyst-cs5/ Started http://tv.adobe.com/product/flash-catalyst/ SchoolsNET
SchoolsNET Software Guide
Adobe Bridge Description The standalone file browser and cross-program manager for organising assets used in Creative Suite applications.
Year level 10 - 12
Getting http://tv.adobe.com/watch/learn-adobe-bridge-cs5/what-is-adobe-bridge- Started cs5-/
Adobe Device Central Description Simplifies the production of innovative and compelling content for mobile phones and consumer electronics devices. Adobe Device Central CS5 now offers support for HTML and the latest versions of Adobe Flash Player software.
Year level 10 - 12
Adobe ExtendScript Toolkit Description A program to edit and debug JavaScript scripts. It is usually used with Adobe Products.
Year level 10 - 12
Adobe Device Central Description Simplifies the production of innovative and compelling content for mobile phones and consumer electronics devices. Adobe Device Central CS5 now offers support for HTML and the latest versions of Adobe Flash Player software.
Year level 10 - 12
Adobe Shockwave 11.5.8.612 Player Description Simplifies the production of innovative and compelling content for mobile phones and consumer electronics devices. Adobe Device Central CS5 now offers support for HTML and the latest versions of Adobe Flash Player software.
Year level 10 - 12
Adobe Media Encoder Description A stand-alone video encoding application that lets you encode audio and video in a variety of distribution formats.
Year level 9 - 12
Getting http://www.youtube.com/watch?v=4Sm08soopRs Started SchoolsNET
SchoolsNET Software Guide
Miscellaneous Applications
Citrix Description Citrix XenApp is an on-demand application delivery solution that enables any Windows® application to be virtualised, centralised, and managed in the data centre and instantly delivered as a service to users anywhere on any device. It is used for the staff enclave.
Year level Teachers - only available inside the staff enclave
Quick Time 7.6.7 Description A multimedia player. That is used to view many kinds of files, including video, audio, still images, graphics, and virtual reality (VR) movies. QuickTime supports most formats on the Internet.
Year level K - 12
Quick Time Player Description Watch Internet video, HD movie trailers, and personal media clips. Whether it’s on the web or on your desktop, QuickTime Player brings your digital media brilliantly to life.
Year level P - 12
Getting http://www.apple.com/quicktime/what-is/ Started
Virtual Clone Drive Description Works and behaves just like a physical CD/DVD drive, however it exists only virtually. Image files generated with CloneDVD or CloneCD can be mounted onto a virtual drive from your hard- disk or from a network drive and used in the same manner as inserting them into a normal CD/DVD drive.
Year level For system administrators only. SchoolsNET
SchoolsNET Software Guide Optional Applications The following applications will need to be packaged for schools if required. To request these applications, please contact the Shared Services ICT Service Desk or log a job.
Google Earth Description Find any location around the World. Google Earth for Educators provides access to lesson plans, tutorials, tips and a discussion forum.
Year level P - 12
Getting http://sitescontent.google.com/google-earth-for-educators/ Started
ActivInspire *School must have an ActivBoard installed to be licensed. Description The interactive software for Promethean ActivBoards. Create differentiated lessons with sound and motion. Allows for multi-touch users. Promethean Planet gives access to thousands of Activ flipcharts ready to use on the Activboard.
Year level P - 12
Getting http://www.prometheanplanet.com/en/support/user-guides-docs/ Started http://www.prometheanplanet.com/en/professional-development/ activtips/
SmartNotebook *School must have a SmartBoard installed to be licensed. Description The interactive software for SmartBoards. Create differentiated lessons with sound and motion. Exchange gives access to ready to use Notebooks for the SmartBoard.
Year level P – 12
Getting http://exchange.smarttech.com/index.html#tab=0 Started
Easiteach *Requires a licence key purchased by the school. Description The interactive software for Webster Boards and the Interactive Plasma boards used in preschools. Create differentiated lessons with sound and motion. The Easiteach website provides access to ready to use downloadable resources.
Year level P – 12
Getting http://www.easiteach.com.au/resources.php Started SchoolsNET
SchoolsNET Software Guide
Apple Operating System: Apple Specific Applications These applications are only available on Apple Mac computers.
Photo Booth Description Use the in-built camera to take photos and videos. Include effects and backgrounds to transform your photos.
Year level P – 12
Getting http://www.apple.com/au/macosx/what-is-macosx/photo- Started booth.html
iPhoto Description Photo editing tool for organising, editing and sharing your photos. Turn your photos into a slideshow, book or card.
Year level P – 12
Getting http://www.apple.com/au/ilife/iphoto/ Started
iMovie Description Import videos into iMovie’s event library where you can sort and edit them. Links with iPhoto, Aperture or Photo Booth to import photos to add to your movies. Features drop and drag technology and easy to use editing tools.
Year level K – 12
Getting http://www.apple.com/au/ilife/imovie/ Started
GarageBand Description A recording studio where you can play an instrument, write music or record a song. Comes with Apple Loops – over 1000 professionally recorder performances which can be used in your songs. Includes an editing area where you can remix songs, fix the timing and improve the rhythm of your songs.
Year level K - 12
Getting http://www.apple.com/au/ilife/garageband/ Started SchoolsNET
2.3 Home Use of Software
The Home Use program allows ACT Government Education and Training Directorate staff and school employees to get Adobe, Microsoft Office and Sophos Anti-Virus software at very cost effective prices and allows the install of software on their home computer whilst they remain a staff member of the ACT Government. The software is available to download though for an extra cost you can ask for hardcopy versions to be sent to you.
Adobe CS5.5 Design Premium The Adobe software available includes Microsoft Windows and Apple MAC versions of: • Adobe CS5.5 Design Premium • Adobe Acrobat Pro Extended (NB. Adobe Acrobat Pro included in Design Premium and Master Collection) • Adobe Photoshop Elements 8.0 (Mac) • Adobe Photoshop Elements and Premiere Elements 8.0 (Windows) • Adobe Captivate 5.5 • Adobe CS5 Master Collection
Microsoft Office The Microsoft Office 2010 Software includes Microsoft Windows and Apple MAC versions of: • Word • Excel • PowerPoint • Outlook • Publisher • Access • OneNote • InfoPath • Groove
Sophos Anti-virus The Sophos software is anti-virus software that you can install on your Windows PC to protect it from viruses.
To order any of the above applications for home use, download and complete the appropriate form (found on Index: https://index.det.act.gov.au/it/software.html ), then fax it to the number provided on the form. SchoolsNET
2.4 Storage/drives in SchoolsNET
With the implementation of SchoolsNET, there will be significant changes to the drives available to a user. Once the enclave is activated, many of the drives/folders you currently use to store data will now be available only from inside the enclave. These include your personal folders, shared teacher drives and saved emails. The pictures below represent what a teacher will see when logging in to SchoolsNET and to the enclave.
Screen 1 (above) - displays the drives that will be visible inside of the enclave. All original (pre- SchoolsNET) EDUnet network drives (these will vary between users, based on their particular logon script) will appear inside of the enclave.
Screen 2 (above) – from the SchoolsNET SOE – displays the drives that will be visible to a user ‘outside the enclave’, i.e. local drives, drive P:, and drive T:. Users will need to be logged into the SchoolsNET SOE to see drive P: and T:, as these drives are a part of the standard logon script for enclave users. If users wish to view the P and T drives outside of the school, they can access them in the enclave. SchoolsNET
2.5 Managing Disk Space
As more and more of our everyday functions are managed electronically, storage space becomes an issue. It is important to ensure that staff regularly delete unnecessary data, and are aware of what should, and shouldn’t be kept on the network.
What can be stored on the network: • Document Templates (reports, planning templates) • Assessment data • Master copies of documents
What shouldn’t be stored on the network: • Photos, music and videos. These should be burned to disc. • Multiple copies of the same document • Personal (non-work related) documents • Documents/data that have been printed and filed/archived
Staff should frequently assist with cleaning up the school’s G:/ Drive. Some tasks they could perform are: • Transferring files that are not in use anymore (but still required in an electronic format) to CD or DVD and registering them as official files • Printing documents and placing them on official files, or archiving to a disc • Deleting documents that are already on official files • Deleting duplicates of documents • Storing Outlook archive (PST) files that are no longer actively maintained on CD or DVD, if required at all • Searching for any documents above 5MB and closely scrutinising them. This can be done using the search function ‘Start, Find..., Files or folders’, browsing for your G:/ drive, and selecting file size of more than 5000kb under advanced options. • Removing photos/personal items onto CD, DVD or personal (encrypted) thumb drives • Ensuring any business related documents are stored on official files and G:/ drive if necessary to ensure access is available to other staff. When saving files onto CD or DVD please test the files first before deletion from G:/ drive.
All staff should make themselves familiar with Records Management requirements when organising data on the school’s network drives. For more information about Records Management, visit https:// index.det.act.gov.au/admin/records.html SchoolsNET
2.6 User Accounts - Staff
Each user in the school, from students to teachers to admin and support staff, should have an account to access the network. The procedure for setting up an account is outlined below.
How to create a log-on account New account 1. Check with the staff member that the Acceptable Use of IT Resources form (AU) has been completed and submitted to ACTETD HR and/or Education ICT. If in doubt contact 59253 and check whether an AU is on file for the applicant. 2. Download the Employee Network Access form (ENA). Complete ENA: Full name, AGS numbers are essential to create accounts. 3. Ensure that an ‘Authorised’ person signs the form (e.g. Principal, Deputy Principal, Business Manager or ICT Coordinator (EDUnet/SchoolsNET accounts) 4. Send completed and appropriately signed form to: [email protected]. 5. You will receive a job number for tracking.
Transfer an existing account 1. Please note: when transferring an existing account all previous access will be removed. 2. Download the Employee Network Access form. Complete ENA: Full name, AGS numbers are essential to create/transfer accounts. Include previous location. 3. Ensure that an ‘Authorised’ person signs the form e.g. Principal, Deputy Principal, Business Manager or IT Coordinator (EDUnet/SchoolsNET accounts) 4. You will receive a job number for tracking.
Disable / remove accounts When a staff member leaves the ACT Education and Training Directorate (or breaches the Acceptable Use Policy), their account should be removed/disabled. As soon as a staff member leaves, the account is to be disabled: An ‘Authorised’ person (e.g. Principal, Deputy Principal, Business Manager or IT Coordinator (EDUnet/ accounts)) submits the request via ENA (Section A of ENA) or email to: [email protected]. You will receive a job number for tracking. • Note: This does not apply to staff changing schools. When the staff member arrives at a new school, the school will complete and submit a new ENA and their account will be transferred. • Note: Bulk transfers in January are done through a separate process based on information supplied by ETD HR area. SchoolsNET
2.7 Staff Passwords
Staff passwords can be reset in two ways: through the IT service desk or through the Password Reset Self Service Function. Good practice is to encourage staff to enrol in the Password Reset Self-Service function, so that they can reset their own passwords at any time. For more information, see the Quick Reference Guide: “Password Reset Self-Service”.
Reset a Staff Password Through Service Desk If a password reset is required, and the staff member has not pre-registered, the request for password reset request needs to come from any other person within the business area/school who can confirm the person is who they say they are – by email to IT Service Desk ‘Password reset required for “person’s name”’. Once the staff receive the job number by return email, they should contact the Service Desk on 62075555 (press 5 when prompted) for immediate action with the job number handy. This method follows ACT Government IT policy to ensure security of the IT network.
Reset a Staff Password Using Password Reset Self- Service If staff have forgotten their EDUNET logon password, they can use the password reset function on a co-worker’s computer. This will enable them to change their password by following the steps outlined in the “Password Reset Self-Service” Quick Reference Guide.
If there are no co-workers available in their workplace, staff may wish to contact the Shared Services ICT Service Desk on 620 75555, who can perform the process and will fill in the answers to questions on your behalf. The Shared Services ICT Service Desk Officer will perform the same process as outlined in the Password Reset Self Service Instructions, and will seek answers to your questions. SchoolsNET
2.8 User Accounts - Students
Students Student accounts are created automatically. Once a student has been added to MAZE, an account is created for them, usually by the next business day.
Troubleshooting Student Access: If a student is reporting a problem, this flowchart should help you resolve it:
Is the student’s YES central ID number NO listed in the password reset tool? (See QRG: “Student Password Change Is the student’s Procedure”). Has the student’s central ID number in password been NO MAZE? reset?
Reset password and YES assign to student. YES NO
Check MAZE: are the ICT Internet and Parent Internet Create student entry options set to TRUE? NO in MAZE and wait overnight. YES
Set both options to TRUE and wait over Report to the Shared night. Services ICT service desk. SchoolsNET
2.9 Acceptable Use of ICT
The ACT Education and Training Directorate is currently developing a new suite of policies which cover the management and use of ICT in schools by staff, students and parents. The information below is a general guide to applying acceptable use policies and guidelines. This information may change when the new policies are implemented.
Acceptable Use of ICT - Staff When staff accounts are created, they are asked to sign an Acceptable Use of ICT form, available on Index (https://index.det.act.gov.au/it/factsheets.html).
Acceptable Use of ICT - Students and Parents Policy Until the new policies are implemented, schools will continue to use their existing Acceptable Use Policy. This might be different at each school.
Signed Form Currently (and under the new policy) the form that students and parents sign will be different at each school, according to the level of understanding at the school. Included with this document are some examples of Acceptable Use forms that you might like to refer to when creating your own. They have been generously provided by schools in the ACT Education and Training Directorate. SchoolsNET Primary School Acceptable Use of ICT Code of Practice for Students
When using ICT facilities at ______Primary School (including the student network, internet, email, cLc, laptops, IWBs etc):
• I will use school computers only with the permission of a teacher. • I will follow all instructions from teachers when using school computers. • I will not let anyone else know my passwords or usernames. • I know that I am responsible for anything that happens when my account is used. • I know that the school and the Education and Training Directorate can view anything that I send or receive. • I will tell my teacher if I think someone has gained access to my account (eg cLc, student network account) • I will make sure that any email that I send or any work that I wish to have published is polite and carefully written and presented. • I will respect other students’ work and ensure appropriate feedback about individual responses. • I will not read other people’s emails. • I will not tell anyone my address or telephone number or the address or telephone number of anyone else or send photographs of myself or others. • I will use material from other websites only if I have permission to do so. • If I use material in my work that I have found on the internet, I will say where it comes from. • If I see or receive any information on the computer that makes me feel uncomfortable or is inappropriate I will tell a teacher straight away, or report it using the ACT SAFE button in the cLc. • I will not damage or disable the computers, computer systems or computer networks of the school.
I have read and understand the ______Primary School Acceptable Use of ICT Code of Practice for Students. I understand that disciplinary action may be taken if I do not follow this agreement, which may include loss of access to the internet, cLc, or student network or use of ICT for a period of time.
Student: I agree to abide by the Code of Practice and any other relevant rules that are set by ______Primary School:
Name: ______Class: ______
Signed: ______Date ______
Parent/Carer:
Name: ______
Signed: ______Date ______
Once this form is signed by student and parent/carer please return to class teacher. Primary- Acceptable Use of ICT Code of Practice for Students
This code of practice was developed for students of ______Primary School and is consistent with the Directorate’s Communities Online Policy. All parents and students will need to read and sign this document before utilising the school ICT equipment.
• I will use the school computers for school work only and only as directed by my teacher.
• I will be courteous and use appropriate language when communicating to others.
• I will ask my teacher for help if I find or receive information that I feel uncomfortable with or is inappropriate.
• I will not use the school computer facilities for illegal or dishonest purposes.
• I will not copy software programs on school computers, or copy material, graphics or music owned by others without their permission.
• I will not send, produce, show or search for things that might upset others.
• I will not intentionally create congestion or disrupt the school computer equipment.
• I will not tell other people my password or leave the computer logged in when leaving the room.
• I will not send photographs or publish full names or personal details of others or myself to unknown people without permission.
• I will not send email to users outside of this school unless the teacher approves it.
• I understand that the school records where I have gone on the Internet
I understand that not following this Code of Practice may lead to loss of internet, email or networks access for a period of time determined by the Principal. Student Declaration
Students of ______Primary School may access the Internet and Email after signing the following declaration.
I declare that I have read and/ or understand the Student Code of Practice for ______Primary School.
Student’s Surname: ______Given Name: ______Academic Year: ______Signature______Date: ____/____/______
Parent Permission
I agree to ______( name of student) using the Internet and Email at the school for educational purposes in accordance with the Student Agreement above.
I understand that all possible steps will be taken in the school to minimise risk of exposure to unsuitable material.
I have read the Student Code of Practice and have discussed the information contained with my child.
I agree to my child having access to : (please tick)
Internet (WWW)
Internal (school) Email
Parent/ Guardian (Name printed):______
Signature:______Date:____/____/____ High School/College- Acceptable Use of ICT Code of Practice for Students
______College has a number of facilities which enable you to access information on computer networks such as the Internet.
To ensure fair and equitable access for all members of the college community who wish to make use of these facilities, all users are required to sign an agreement to abide by certain rules which are described in a code of practice. Most of these rules are ones you would be expected to follow on any computer network.
To make use of the college's networked computing facilities, please ensure that you have read and understood the following code of practice, then sign the agreement below.
Code of Practice When using the College's facilities to access computer networks
YOU MAY • find, copy, and/or print information required for any of your college courses; • collaborate or share information relevant to your courses with students or teachers in other schools; • download files containing information or software relevant to any of your college courses where this action does not involve a breach of copyright laws; • undertake any other special project which is approved by a teacher at the College • access e-mail through a web-based account.
YOU MAY NOT • e-mail or display offensive messages or pictures; • use obscene language; • harass, insult or attack others; • damage computers, computer systems or computer networks, for example, by propagating viruses or interfering with system configurations; • violate any laws, for example, those related to copyright and privacy • use others' passwords; • trespass in others' folders, files or systems; • intentionally waste limited resources; • use the network for commercial purposes; • use the network for any purpose that is not directly related to your studies at ______College.
VIOLATIONS OF THESE RULES MAY RESULT IN • loss of access; • legal action if appropriate. ------I have read and understood the ______College Students' Code of Practice for students.
I agree to abide by the code and any other relevant rules that may be set by the college. Name:...... ID No:...... Signed ...... Date: ......
I give permission for my son/daughter to use the computer facilities at ______College in accordance with the above Code of Practice
Name: ...... (Parent/Guardian) Signed: ......
Support
Logging/Escalating a job
Support Time Frames
Schools ICT Support Process SchoolsNET
Logging a Job When something goes wrong with a computer, the network or a supported peripheral device, you need to log a job with the service desk. There are two ways to log a job: By phone Dial 62055416 (or 55416 from an internal phone). Press 1 when prompted. Give the help desk operator as much information as you can about the problem (see below). They might be able to help you immediately by suggesting a solution or logging in remotely to your computer. If they cannot help you, they will provide you with a job number. Retain the job number so that you can check on the status of the job, or escalate it if necessary.
By email If the problem is non-urgent, send an email to the service desk: [email protected] Escalating a job If your problem is not resolved in a satisfactory time frame, or you’re not happy with the response, you can escalate it with Shared Services ICT. Before you do, it’s a good idea to call the service desk to check on the status of the job. If you still want to escalate it, follow the procedure outlined in the ‘Schools ICT Support Process’ poster.
Information needed for Logging a Job When you call the service desk, have the following information on hand: • The location of the problem (school, building, room) • The nature of the problem - as much detail as possible • The asset number/s of the computer/s affected. To find an asset number, look for a sticker like the ones below. The asset number is the 5 or 6-digit number.
Asset Number: Asset Number: 167616 69323 SchoolsNET
Support Time Frames
Hours of Operation The standard hours of support and maintenance during public service working days for EDUnet, STUnet and the Education Centres are: Shared Services ICT Service Desk Between 0730 and 1800 Shared Services ICT Technical Support Between 0830 and 1700 After Hours Support is not currently offered, unless a different agreement has been reached regarding specific school/application contexts.
Response Times Incident Management and Response Times are dependent on the impact the issue will have on the workplace. The information below is a guide to how long you might expect to wait for support. While most issues are generally solved much sooner than the times listed below, it’s important to remember that some issues require more urgent attention than others. If you feel your issue has not been resolved quickly enough. Please refer to ‘Schools ICT Support Process’.
Priority Priority Description Target Time for Rating Classification resolution 1 Immediate Significant incident that affects critical 4 hours applications, significantly disrupts user accounts and compromises security for account holders. 2 High Affects a single user, particularly related to 8 hours teaching and learning activities (student access, classroom devices and applications).
3 Medium Affects a single user that is conducting business 3 business days of a non-critical nature (finance, submissions, reports, etc)
4 Low Affects one or more users, but they are able 5 business days to use other equipment/systems to continue working.
5 Scheduled No immediate impact on processes. 8 business days
6 Unscheduled Advance requests for non-urgent support. As resources permit SchoolsNET Schools ICT Support Process
Logging a job with the Service Desk
For urgent issues that require immediate attention: For all other issues: Dial 62075555 (select option 1 when prompted) Send an email to the Service Desk: ##IT Service Desk
To ensure a prompt and successful response, the ICT Coordinator or contact for the school must provide as much information as possible when contacting the Service Desk. This must include:
School name and location of devices affected Asset numbers of each affected device
Thorough description of the problem How the problem is impacting business at your school Number of devices impacted Full name and contact details of the school’s ICT contact What was happening on that machine when the fault occurred Time that ICT contact is available for school visit/remote support
It is important that you record the job number when it is provided as this is needed if the job requires escalation. You will be given a priority job rating number that matches the table below.
Response Time Frames for the ICT Service Desk
Schools responsibilities: Rating Priority Description Target time Service Desk responsibilities:
Please ensure that only 1 Immediate Significant incident that affects critical applications, across multiple schools significantly 4 hours Provide a job reference number one issue is logged for disrupts user accounts and compromises security for account holders. Examples include loss and priority rating. each support job. of MAZE, g:/ drive access, email, internet, fibre outage across a number of, or all, schools, Record all information related to Provide as much CRS when staff payment returns are due. the job. information as possible By the end of the target time, 2 High Affects a single school, particularly related to critical business system like MAZE, email, g:/ 8 hours (see above). drive access use of reporting programs during reporting times. inform school of progress, even if Provide timely the job is not resolved. Provide a responses to any 3 Medium Affects a single school/user that is conducting business of a non-critical nature (finance, 3 business days clear plan for resolution in these requests for further submissions, reports, etc), new user accounts (urgency level 2), password resets (urgency level cases. information. 1), switch failure. If on-site or remote support that Be aware of the service 4 Low No immediate impact on processes. Examples include weekly scheduled support visits, request 5 business days requires client participation: response time frames to package software, deploy packaged software, updating web content. and keep accurate Inform school of visit time. records of responses by 5 Scheduled No immediate impact on business. 8 business days Prior to closing job, confirm job Shared Services ICT. completion with school ICT contact. 6 Unscheduled Requests made in advance for non-urgent support, upgrades, etc. As resources permit Principal's Executive Service ICT Escalation Process – ICT Coordinator (principals only) If the job is not resolved within the agreed time frames, or to standard, the ICT Coordinator should follow the agreed escalation process outlined below: 1. Contact the ICT Service Desk to determine the status of the job. 4. A direct escalation point – to Shared 2. If not satisfied with the response, email the Service Manager [[email protected]] with the following information: Services ICT (SSICT) Senior Executive - is The job number Contact details for the nominated officer at the school available for principals who feel that the Critical dates/time frames for completion History of the job to this point 3. Weekly reports of escalations will be monitored by the Service Manager. Further action will be taken as necessary through this monitoring process. escalation process has not successfully resolved problems that have a critical Directorate Senior Executive will scrutinise all escalations fortnightly, with the SSICT Strategic Relationship Manager (SRM). business impact. Issues that are not captured in this process can’t be monitored to ensure quality service delivery. Call A/g Director of Customer Relations SSICT- Chris Tully directly on #79678.
Quick Reference Guides
Password Change Procedure - Students Password Reset Self-Service - Teachers Resetting Your Password - Teachers Changing Your Password - Teachers The Staff Enclave (2 pages) Assigning a Enclave Token About Drives Managing Files Accessing the Enclave - Internet Access Accessing the Enclave - Desktop Access Downloading Citrix - Windows Downloading Citrix - Mac (2 pages) Using the Enclave Accessing the Enclave - iPad Accessing the Network - iPads/iPhones Accessing the Network - Android Devices
Student Password Change Procedure This handout describes how to reset student internet passwords using the Unify Password Reset Services (UPRS). This service can be accessed by anyone with an EDUnet login, however it is recommended that only a small number of staff in the school use the service. Any staff member with access can change the password of any student in the school. • Before using the service, you must obtain a current list of the students and their Central ID number. This can be generated in MAZE. Please ask your MAZE administrator to print a copy for you. • The password reset service can be accessed on any computer on the EDUnet or STUnet networks. STEP 1 STEP 2
1. Open Internet Explorer. Type the URL: 2. To search for a student, type at least the first 4 digits of their Central ID number http://passwordreset. Type your EDUnet (or the whole number). Click Search. username and password and click Login. STEP 3 STEP 4
3. Locate the correct student in the list, 4. Type, or have the student type, their then click Reset. new password in the new password and confirm passwordfields. Click Reset!
5. You will receive a message that confirms the password has been reset. 6. On your master list, mark that the student’s password has been reset.
7. Click return to panel to change another password, or close the window if finished. GuideQuick Reference
Password Reset Self Service There is a password reset self-service function for all employees of the ACT Education and Training Directorate. After you have set up the service, you can log in any time and reset your own password. These instructions cover enrolling in the service, and resetting your password.
Enrolling in the Password Reset Self Service In order to take advantage of the Password Reset Self Service, you must first enrol. The process of enrolling is simple, and requires you to select and answer six (6) pre-defined questions, as well as defining and answering two of your own. To enrol to the service, simply click/enter the following link, and then follow the instructions below.
https://recoverycentre.actedu.net.au/adselfservice/adpassword STEP 1 STEP 2
1. Go to https://recoverycentre.actedu. 2. Choose 5 secret questions from the net.au/adselfservice/adpassword. Click the drop-down menu and write their answers Enroll for Reset button.
STEP 3 STEP 4
3. Write two of your own secret questions. 4. You have successfully enrolled. You will Check your answers. Click save. receive a confirmation email.
Quick Reference GuideQuick Reference
Resetting your password
Before you start: You must have already enrolled for the password reset self-service. If you have forgotten your password, ask a colleague to log on to any SchoolsNET computer for you, then click/enter the link and follow the instructions below.
https://recoverycentre.actedu.net.au/adselfservice/recoverycentre STEP 1 STEP 2
1. Click Recover Your Account. If a 2. Read the disclaimer and click I Agree to security window appears, click Yes. continue. STEP 3 STEP 4
Melanie_Bezear
3. Enter your name and click submit. 4. You will be asked 5 of your secret questions. Enter each answer and press submit. STEP 5 STEP 6
6. You will receive a Reset Complete message. ** For tips on creating a strong 5. Enter a new password. Click Change password that you can remember,
Password. ** see Changing Your Password GuideQuick Reference
Changing Your Password For security reasons, your password must be changed every 90 days (usually once per term). If it has been compromised or you feel it’s not secure any more, you can also change it any time. To change your password, follow the steps outlined here. 1. Log on to your account on any SchoolsNET computer. 2. Click CTRL/ALT/DELETE to bring up the Windows security screen.
3. Click Change Password. 4. Type your old password, then your new password twice. Click the arrow. 5. You will get a confirmation message. Your password is changed. Click cancel to return to your desktop. Password Tips
When you can’t access your account Before you think about resetting your password, check the following: • Check that ‘Caps Lock’ is not activated. Passwords are case sensitive. • Check that ‘Num Lock’ is not activated. • Are you entering an older password? • Are you entering a password you use somewhere else (Facebook, etc)? • Have you already changed your password? You can only change it once per day. Remember: you only get 10 attempts before you will be locked out of your account, so take care when entering your password.
Creating a strong password that you can remember Your password should be a strong password, but it should also be one you can remember. Here are some tips for creating strong passwords: • Use a combination of letters (lower and upper case), numbers and symbols. Even better, think of a sentence and use the first letter of each word: This is one(1) funky way for you to remember your password! = TI1FWFYTRYP! • Don’t use your name or your child’s name or anything else that might make it easy to guess.
Quick Reference GuideQuick Reference
The Staff Enclave Why a Staff Enclave? Once all computers in the school are connected to the SchoolsNET network, students and staff will be able to log on to any computer in the school, using their school account. For staff, this will be with their current EDUnet (teacher network) account, and for students it will be with their current STUnet account. While this will mean more flexibility, it presents some security issues, as students will be using the same network as teachers. The enclave gives staff a secure area to store and access sensitive information, such as personal files and student data. It is expected that most admin work (reporting and assessment, MAZE, school data handling) will take place inside of the enclave, whereas most teaching and learning work (creation of resources, planning) will take place outside of the enclave. What is the Staff Enclave? The secure enclave is a ‘desktop within a desktop’. When the enclave is opened, it is like opening a whole new operating system within your computer. You’ll see a different desktop, task bar and set of programs. The enclave acts as a ‘window’ into your secure information: your email and secure drives such as your H: drive and the school’s G: drive. Using the enclave means that you will be able to log in to your account from your office, as well as any other computer in the school, including classrooms (once the whole school is on the SchoolsNET network). You will also be able to log onto your account from home, or from any computer that has internet access. This will make it much easier to create documents and use them instantly on your IWB or in the lab, without having to worry about finding a USB drive to transfer them.
Quick Reference GuideQuick Reference
The Staff Enclave
How does the enclave work? When you create anything within the enclave, it is stored on a remote server, rather than on the computer, or the local network. This means that no matter where you log in from, you will always be able to access your information. Even if you log in on one computer, move to another one and log in again, you will still be able to access the same document. This is because you’re not relying on a single file; you’re accessing a virtual version of it. The staff enclave is accessed with a combination of user account details and the Enclave Token. Within the enclave, you will be able to create, send and receive emails and store sensitive documents. You will also be able to access your school drives from anywhere, including your home.
What is an Enclave Token? An enclave token is a small electronic device that is linked to your account. It generates a random number that you need to enter, along with your account details. Without this number, you will not be allowed to access your account. How do I get a token? Each school is given enough tokens for all the staff at the school. They will be distributed by your school’s Business Manager and/or ICT Coordinator. You will be asked to sign for a token, which you will be responsible for. What happens in I leave the school? If you leave the school, your token goes with you to your new school. You will just need to let your new school know the serial number of your token. This number is found on the back of the token, above the bar code. If you leave the ACT Education and Training Directorate, you will need to leave your token at your last school. What happens if I lose my token? Each token is linked to a specific user’s account, so no one else can use your token. Your Business Manager will have a small allocation of spare tokens, but these will only be available in limited numbers.
Quick Reference GuideQuick Reference
About Drives
The SchoolsNET Enclave includes a significant change: where and how you access your data. Once the enclave is fully activated, many of the drives/folders you currently use to store data will now only be available inside the enclave. These include your personal folders, shared teacher drives and saved emails.
The T Drive The T Drive is a new drive that is visible both inside and outside of the enclave, and is the best place to create and store documents that need to be accessed quickly during class time; without having to log in to the enclave. The T Drive will include a shared teacher folder, which will replace some of the functions of the current G Drive. It will also include a space on the network for students to create, store and submit documents. Each class within the school will have its own folder, with subfolders that each allow students to create, view and submit. Because the T Drive is a shared space, it is essential that only non-sensitive documents are stored there. This doesn’t mean that the students have access to all parts of it, but it is important that sensitive documents are covered by the extra layer of security provided by the enclave. The table below gives an overview of the types of files used in schools, and the best place to save them: Example Document Where to Save Location Who can Access Student Reports, Assessment G Drive Enclave All staff at school Data, Moderation Data School Board Report, School G Drive Enclave All staff at school Improvement Data Playground duty/release rosters, G Drive Enclave All staff at school CRS information, School finance documents Staff records, student records G Drive Enclave All staff at school Curriculum documents, unit T Drive - resources Enclave, All staff at school planning documents Network IWB documents, lesson plans, T Drive - resources Enclave, All staff at school worksheets Network Event/student photos, movies, T Drive - resources Enclave, All staff at school newsletters Network Lesson plans, assessment tasks T Drive - class folder Enclave, Teacher of specific Network class Student work samples T Drive - class folder - Enclave, Teacher, students in shared student folder Network specific class Student assignments T Drive - class folder - Enclave, Teacher, students drop box Network (write only) in specific class Completed leave forms, payslips H Drive Enclave, Individual Network Parent contact records, anecdotal H Drive Enclave, Individual notes, assessment data Network
Quick Reference GuideQuick Reference
Managing Files
As the drives that are available to you change, you will need to make some changes in the way you manage your files. With two separate shared drives in each school, it is important that you use the right one for the right purpose. For more information about where to save your files, refer to the Quick Reference Guide ‘About Drives’. In brief, the G and H drive within the enclave are for sensitive data, and the T drive is for teaching and learning. As the move to SchoolsNET will mean that most computers in the school are linked to the network, it is rare that you will have to move a file in order to use it in the classroom. It is good practise to create teaching and learning files in the T drive and admin files in the G drive. Occasionally, you might need to move a file from outside of the enclave to within it, and vice versa.
How do I move files? There are two options available to users that need to move files: • The P Drive: The P Drive is a personal drive that each user has access to. It’s main purpose is to store profile data (so that no matter where you log in, you’ll still be able to access all your information), but you can use it to transfer files in and out of the enclave. Simply cut and paste your file from its location to the P drive, then from the P drive to its new location. Make sure that you don’t leave a copy behind, especially if it’s a sensitive document. • The T Drive: You can use the T Drive the same way that you use the P Drive. • Email: If you are at home and need to send a small file to the enclave, simply email it to yourself.
Why can’t I use an external drive in the enclave? You will not be able to use/view any kind of external drive (hard drive, thumb drive, camera card) while inside the enclave. This is because these types of drives can compromise the security of the enclave.
Remember: Enclave = School administration and sensitive files
Network (outside the enclave) = Teaching and learning
If you work on this principle, you will rarely have to log in to the enclave during a school day.
Quick Reference GuideQuick Reference
Assigning an Enclave Token Any user with an EDUnet account can assign an enclave token. Please follow the instructions below to activate your token and link it to your account. 1. Collect a token from your Business Manager or ICT Coordinator. 2. Open Internet Explorer on an EDUnet/SchoolsNET computer. 3. Go to https://vasco.actedu.net.au (you can also access the site via the ‘Click here to assign an enclave token’ link in the “All Schools’ Shortcuts” folder).
4. Click Digipass Assignment. 5. Type in your EDUNET username and password.
6. Type in the serial number (without the dashes) on the token you have been given.
Note: You don’t need to enter a pin, leave it blank.
7. Press the button on the token and type in the number that appears.
8. If your assignment was successful, you should see the screen above. Please log on to the enclave to check your access.
Quick Reference GuideQuick Reference
Accessing the Staff Enclave Desktop Access The SchoolsNET Enclave can be accessed from any computer that has access to the internet. Follow these instructions to log in to the enclave.
1. Click the ‘All Schools Shortcuts’ folder. 2. Click SchoolsNET enclave.
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3. Type in your user name and password. 4. Push the button on your enclave token. Type the number and click Logon.
5. Click the SchoolsNET Enclave Desktop 6. You are now logged in. Click start to icon. access your files and programs.
Quick Reference GuideQuick Reference
Accessing the Staff Enclave Internet Access The SchoolsNET Enclave can be accessed from any computer that has access to the internet. Follow these instructions to log in to the enclave.
1. You can access the Enclave from any computer or internet browser, however you may need to download the Citrix Client the first time you use it. Please follow the instructions on the Quick Reference Guide – ‘Downloading Citrix’, and follow the instructions. *You only need to do this once for each computer you use. After this, skip to step 2. 2. Open your Internet Browser. In the address bar, type: citrix.ed.act.edu.au
3. Type in your user name and password. 4. Push the button on your enclave token. Type the number and click Logon.
5. Click the SchoolsNET Enclave Desktop 6. You are now logged in. Click start to icon. access your files and programs.
Quick Reference GuideQuick Reference
Downloading Citrix Windows The SchoolsNET Enclave can be accessed from any computer that has access to the internet. It will work on both Windows and Apple Mac operating systems. Before you can access the enclave on a non-school computer, you will have to download the Citrix Client.
1. Go to www.citrix.com and click 2. Click Citrix Receiver. downloads.
3. Choose your operating system. 4. Click Download to download the receiver.
6. When you get the message ‘Do you 5. Choose manual download. Save the want to run the software?’, click run. You file somewhere that you can find it. will then get an Installation Successful Double click the file to open it.
message. GuideQuick Reference
Downloading Citrix Mac - part 1 The SchoolsNET Enclave can be accessed from any computer that has access to the internet. It will work on both Windows and Apple Mac operating systems. Before you can access the enclave on a non-school computer, you will have to download the Citrix Client.
1. Go to www.citrix.com and click 2. Click Citrix Receiver. downloads.
3. Choose your operating system. 4. Click Download to download the receiver.
6. Select manual download.
Quick Reference GuideQuick Reference
Downloading Citrix Mac - part 2
7. Rename the file to include the suffix .dmg. 8. Click Install Citrix Online Plug in. i.e. CitrixOnlinePlug-in_web11_2.dmg. Open file.
9. Step through the install wizard. 10. Save to your hard drive. Once the wizard is complete, the plug-in should be installed.
11. Once you have installed the plug-in, you will need to restart your browser. Log in to the citrix applciation using the ‘Accessing the SchoolsNET Teacher Enclave’ instructions. When you reach the launch page, ensure that the default client is set to Native Client. You should now be able to access the enclave.
Quick Reference GuideQuick Reference
Using the Enclave The enclave means a slight change in the way you do things. All personal business and school administration will be conducted within the enclave, whereas you will find that you can still conduct most of your school-based (teaching) work outside the enclave. Some examples of typical tasks and where you would complete them:
Inside the Enclave Outside the Enclave • Check/send emails • Create and save school-related • Save reports and assessment data documents • Personal files • Create and save teaching resources • Share sensitive data with other staff • Share documents and teaching resources with other staff
Switching between the enclave and the network While the bulk of your work will take place outside the enclave, from time to time you may need to access the enclave. Once you have logged on, you can minimise the enclave window if you need to work on the network (just remember that for security, the enclave will automatically log out after 20 minutes). Just click the ‘minimise’ icon on the top- right of your screen. Citrix To return to the enclave, click the citrix Icon icon on your computer’s task bar.
Sharing data between the enclave and the network While most of your work will take place outside the enclave, occasionally, you may need to share files between the enclave and the regular desktop. You will not be able to use a USB drive in the enclave, as the risk is too great (USB drives are prone to picking up viruses and if one is introduced to the enclave, the whole enclave could be jeopardised). This means that you will have to change the way you move data around the network. For more information about managing files, see the Quick Reference Guide ‘Managing Files’.
Quick Reference GuideQuick Reference
The staff enclave includesAdding Maze. Each the user accessing Maze Maze in theDatabase enclave will need to add the database themselves the first time they access it. Please follow the instructions below. 1. Open Maze. This is the icon for Maze 9.3: If the icon is not showing on the desktop you can access the database from the start menu.
2. If the End User Licence Agreement box appears, 3. Click More to reveal the Add Database button. click OK. Click Add Database.
4. Type in the Database server name: SQL-MAZE 5. Type in your Maze username and password. Browse for the Product Licence: Click Next. W:\Maze\Licences\
6. In the Add Options section, ONLY tick the top box – Use as preferred database to open. NB: Users in the ADMIN or MANAGER group will see three boxes Users in any other group will only see a single box Click Add.
7. The first time you log into Maze, you will need to change the user name to your Maze user name and enter your Maze password.
Quick Reference GuideQuick Reference
Accessing the Enclave on an iPad The SchoolsNET enclave can be accessed on an iPad or an iPhone. Please follow the instructions below:
2. Open Safari and type in the address 1. Visit the app store or the iTunes store https://citrix.ed.act.edu.au and download the Citrix Receiver app. Type in your username, password and the Make sure it is installed on the device you number that appears on your token when wish to use to access the enclave. you push the button.
3. Tap the SchoolsNET Enclave Desktop 4. You will see this screen. Tap ‘Open in icon. Receiver’.
NOTE: The enclave may take a moment or two to load, and you might see this screen:
Don’t tap either of the options, the enclave will load itself. And you will see the enclave desktop (as in the picture, right).
Quick Reference GuideQuick Reference
Accessing the Edunet Network - iPhones and iPads
1. Tap settings on your screen. 2. Tap Wi-Fi and slide the Wi-Fi button to ON.
3. Tap EDU. Enter your 4. Tap Accept to join the network. EDUnet user name and password.
5. Tap the blue arrow of the EDU network 5. Tap Auto. You don’t need to enter any to configure the proxy settings. proxy details.
Quick Reference GuideQuick Reference
Accessing the Wireless Network - PEDs (Personal Electronic Devices)
A PED is any device that is not part of the school’s computer network. They are often referred to as Limited Access Devices as they are stand alone, and not part of the regular network. Limited Access devices/PEDs include iPads/iPhones, Android devices or personally owned laptops and Macbooks. Students and staff that wish to access the school’s wireless network do so using their school user accounts. The instructions in this Quick Reference Guide outline the procedure for connecting an iPad or iPhone to the network. Things to keep in mind: • PEDs are not supported by Shared Services ICT. The Service Desk cannot provide technical support for the use of PEDs. • You are accessing the network with your school account, so the same content filters and blocks apply as if you were using the desktop computers in the school. • While you will be able to access the wireless network, you will not be able to access the school’s network using your device. The only way to access the network remotely is with the use of an enclave token. • The Acceptable Use Guidelines apply for all devices that access the network. This includes wireless devices. • Not all apps are compatible with the network. You may not be able to access the same apps that you use at home. • If you have sensitive information on your device, make sure it is password protected. • The school, and the Directorate take no responsibility for the security of the device and its data.
Quick Reference GuideQuick Reference
Accessing the Wireless Network - Android Devices
Android Devices (such as the Galaxy Tablet or the Asus Eee Pad) are still a new technology and haven’t been fully investigated yet. The instructions below have been used to configure the Asus Eee Pad, but we can’t guarantee they will work for every device or operating system. You might need to play around with the settings, or install specific certificates if you have a different device.
1. Go to Settings > Wireless > Wifi settings 2. Select EDU as the wireless network you want to join 3. Configure Options to: • EAP method: PEAP • Authentication: MSCHAPV2 (choose from the drop-down list) • Identity: Your log-on name eg Melanie_Bezear • Wireless Password: Your normal password to access the network. • Proxy settings. Choose manual and add proxy hostname 203.62.62.62 and proxy port 3128. 4. Test this by opening up the web browser and navigating to a page. 5. The device should remember these settings, and use them each time you connect to EDU.
Quick Reference GuideQuick Reference
3. Asset Management
Part of the role of an ICT Coordinator in a school is to manage the technology assets. This role can be taken on by the ICT Coordinator, or ITO, but is sometimes taken on by the Principal or Business Manager. When managing the computer and technology assets in a school, there are two main areas of responsibility: the procurement of new assets and the maintenance of existing assets. This section provides information about these two areas of responsibility.
3.1 Selecting Hardware
3.2 Purchasing Hardware
3.3 Preventing theft and damage
3.4 Maintaining hardware
3.5 Purchasing non-SOE Applications
3.6 Installing an Application
3.7 Rebuilding a SchoolsNET Machine
3.8 Managing Updates
3.9 Printers
3.10 Interactive WhiteBoards (IWBs)
3.11 Warranty Support Asset Management Asset
3.1 Selecting Hardware Choosing the Right Computer for your School The big question facing Principals, school Business Managers and ICT Coordinators in ACT schools is what sort of computers will best suit the teachers and students? Please keep in mind that the package you choose can be entirely flexible. If you want to rent 100% laptops for your staff then you can. If you only want desktop computers then that’s OK as well. In fact, don’t be restrained by just choosing one type – you’re free to mix and match to suit your school’s needs.
How does SchoolsNET affect my choice? The arrival of SchoolsNET in 2012 means that there will no longer be two networks. Students and teachers will be able to use the same computers. This has resulted in more flexibility around the purchasing of computers for schools as schools can now rent student machines through Shared Services ICT at the same rate as they can rent teacher computers.
Apple or Windows? Both Apple and Windows devices are available for use on SchoolsNET. Please note that it might take slightly longer to receive an allocation of Apple computers.
What software? All computers that you are able to purchase for your school (Apple or Windows) will have the same software – the full Microsoft Office suite and the full Adobe software suite. If your school requires specialist software then you just need to ask to have it installed.
Questions to Keep in Mind • How do you want teachers to use the computers? • How many computers do you need in the front office? • Can laptops replace computers attached to Interactive Whiteboards? • Does every teacher need a computer at their desk? • How do you want students to use the computers? • Does the device you have chosen support the software you intend to use? • Will specialist software that your school needs run on the device you’ve selected? Asset Management Asset
Selecting Hardware Option 1: Desktop Computer
What is it? A desktop computer is what we think of when we imagine a computer. It’s a big bulky box sitting on a desk with a separate keyboard, mouse and monitor. These computers are always directly cabled to school network. Desktop computers can be of two types – HP desktops or an Apple iMac. Both do pretty much the same job, the decision comes down to personal preference and the type of programs needed in the school. A more powerful HP desktop is also available that will be able to do high end graphics and multimedia work.
Advantages • This is the most powerful computing option. It will run any modern software and do it well. • Reliability should be greater in a desktop machine as less compromises need to take place inside the case to make it smaller.
Disadvantages • These computers are fairly inflexible. Once put onto a desk it is very unlikely that they’ll ever move again. • Most teachers see these machines as “theirs” and as a result will be unwilling to share access. • Monitor heights are not always good for students – especially younger ones. • These computers require a wired connection to the school network. Wireless is not really an option to get the best performance from these machines. Asset Management Asset
Selecting Hardware Option 2: Laptop Computer
What is it? A laptop is a portable computer. They have grown in size over the last few years with larger screens and almost as much power as a desk top machine. Most laptops can connect to network through wired connections and wireless as well; allowing greater flexibility in how they are used. HP and Apple laptops are both available to schools. Both options are very similar in power and functionality.
Advantages • The second most powerful computing option. It will run any software and do it fairly well. • These computers are extremely flexible and can be moved around the school easily. Teachers can take them to PD or even home to make work easier.
Disadvantages • As they are portable machines, they can be easily stolen or damaged. Cable locks and increased security must be taken into account. • The wireless signal may not be as good for reaching the network as a cabled desktop machine. Wireless signals are erratic. All laptops can connect to the network through wired connections. • Battery life on a laptop will probably last 6-7 hours. The laptop will then need a secure place to recharge. Extra power points in locked cupboards may need to be added in some schools. Asset Management Asset
Selecting Hardware Option 3: Netbooks
What is it? A netbook is a specialised laptop. It is much smaller, lighter and has a smaller screen. The netbook’s batteries can supply power for up to 6 hours. Netbooks are mainly used to reach the internet through wireless signals. HP is the only suppliers of netbooks for ACTEDT.
Advantages • Netbooks are small, light and easy for students to use to get answers quickly off the internet. • While not as powerful as a laptop, a netbook is just as flexible and easily stored in a trolley to be used by a class.
Disadvantages • A full class using these through wireless networking may experience a lack of connectivity and trouble reaching the network – even on the most powerful networks. • This is the least powerful computing option. It will have trouble running most modern software smoothly. They will run all the Microsoft and Adobe products – just slower than a desktop, laptop and even an iPad. • A teacher who is used to using a desktop or laptop may be frustrated by the lack of performance offered by a netbook. Asset Management Asset
Selecting Hardware Option 4: Apple iPad
What is it? An iPad is a small handheld, touch screen computer, designed to be used by an individual. They have good battery life (up to 7 hours) and can be used as an e-reader (to read online books and text books) as well as being used to access thousands of specialist education applications. They do not have a keyboard or mouse and all interactions with it take place by touching the screen.
Advantages • iPads are small, highly portable and can switch on and off instantly. • They are able to access the internet in schools but do so as a hostile device. This means the network cannot confirm that it knows the user and restricts their privileges across the network. • The touch screen interface is particularly well suited to younger children and students with special needs. • The iPad is a highly desired piece of technology. Student engagement using these will be high.
Disadvantages • iPads are not suitable as a shared device. Separate accounts can not be easily created on one device. All settings and data can be accessed by anyone using the iPad. • iPads cannot give users access to school networks(G:Drive, etc) because they are seen as a hostile device • Many applications that work at home for the user will not work in schools due to the way the network is configured. • The application purchasing method for iPads is not conducive to schools and needs to be considered deeply by school administrators. Each application has to be bought separately for every iPad (one app can only be shared with one device) • As they are seen as hostile devices, iPads are not supported by the school’s service desk. • iPads do not use Adobe Flash – this means that they will not show animations or tools on sites like Australian Curriculum Connect. • As iPads are small, easily portable and highly desired the threat of theft and damage must be taken into account. • An iPad is not a device suitable for composing essays or reports. Asset Management Asset
3.2 Purchasing Hardware
Shared Services ICT and Education ICT manage all ACT Government IT and telecommunications (phone, fax, networked photocopier) equipment in the ACT Education and Training Directorate. They provide advice on the management of schools IT assets, record school IT infrastructure and promote maintenance of the information. To discuss options for the purchase of computer equipment, contact the ICT Service Desk:
Phone: 620 75555 Email:
##IT Service Desk via EDUnet Global Address List or [email protected] Computers are available for schools under a range of funding models:
Computers for Teaching The Computers for Teaching program was introduced into the ACT government education system in late 1998 as the result of an election promise by the then Government that all full time ACT government teachers would have access to a computer. Computers are allocated at the beginning of each year according to staffing figures in the February Census. For this reason, computers for new staff are often not available until April.
Base Funding • 1 desktop PC for each FTE (Full Time Equivalent) teaching position. • 1 desktop PC for each 2 FTE administrative positions. (100% of entitlement above can be laptops within budget of $480p.a. rental per funded FTE) • 1 laptop for each itinerant (multi-school) FTE above 60%, teacher and administrative
Submissions to ETD Schools can apply for additional CFT computers based on business need taking into account proposed location, staff requirements to access computers, network capacity, special programs and administrative requirements. Schools will need to decide whether to lease or purchase the equipment. Leasing provides better options for updating equipment, where purchasing is a little more expensive, but a more straightforward process.
Submissions will take into account the remaining budget Submissions will be referred to Director, Information, Communications and Governance, ACT Education and Training Directorate. Asset Management Asset
Purchasing Hardware
The Schools IT Purchasing website (http://activated.act.edu.au/IT_Purchasing/) is available from any EDUnet computer. All staff have access to the website and to view the catalogue, but only the Principal and Business Manager have authorisation to order equipment. The catalogue includes a list of all equipment available for use in schools, including computers, IWBs, printers, software and other specialist items. The prices listed in the catalogue include the device as well as warranty, imaging, data dots, delivery and asset tagging. Purchase or Lease? Schools can choose whether to purchase or lease the equipment sourced from the catalogue. Purchasing equipment is slightly cheaper and a fairly straightforward process. Leasing requires a business case and is slightly more expensive, but the advantage of leasing equipment is that it can be replaced easily at the end of the lease term within a known annual budget. This ensures that schools continue to have up-to-date equipment. The ‘Business case for Financing’ document is on Index at https://index.det.act.gov.au/admin/word/sf_BusinessCase.DOC or a rental price is required, request for quote sent as email to IT Service Desk. Procurement Process Before • Principal, Business Manager, ICT Coordinator and ITO assess the needs of the school. • Equipment is selected on Schools IT Purchasing website, purchase order request completed OR if not on the website, email a request for a quote to the IT Service Desk and a quote is sent from Shared Services ICT back to school for decision and action. • Request process is initiated, school notified of result, purchase order sent to supplier.
After • Equipment is delivered to school. • ICT Coordinator/ITO/Business Manager checks delivery against delivery docket and list of assets, and signs. • Business Manager files a copy of delivery docket for reference for goods receipting against an invoice. • Vendor, ITO or SST installs the equipment. • Shared Services ICT will confirm goods receipt by contacting the school, and invoice the school. • Asset details are recorded in MAZE when invoice is processed for payment. Invoices for ICT assets to be paid from assets range in ledger.
Important • Carefully check delivered equipment to ensure all of it has been delivered. • Do not pay the supplier’s invoice. Wait for an invoice from Shared Services ICT. If you receive a supplier invoice, please scan and email to IT Service Desk for forwarding to the Finance team. Asset Management Asset
3.3 Preventing Theft and Damage
All computer equipment in schools in vulnerable to theft and damage. Below are some suggestions for keeping equipment secure:
Desktop Computers Desktop computers are difficult to steal, but not impossible. Where possible, secure all parts of the computer to the desk with a kensington lock or similar. Kensington locks can be ordered through Shared Services ICT. One of the biggest problems with desktop computers is the volume of people using them. Ensure that all users are aware of how to use the device appropriately and pack up all equipment properly. Schools should also consider creating procedures for monitoring use, to ensure that equipment is not being abused.
Laptops and Other Portable Devices Laptops, netbooks and other portable devices such as iPads and iPods are very easy to steal, so schools need to ensure they have procedures in place to protect their investment. Some suggestions for protecting mobile devices are: • Ensure that the devices are fitted with data dots, which make them easier to track if stolen. • Purchase a trolley or storage cupboard and ensure it is locked when the devices are not in use. • Create a system of accountability: e.g. have users sign them out for use. • Ensure devices are stored in a locked room (preferably a windowless store room) overnight/ over weekends. For more information about security, visit the Index page (https://index.det.act.gov.au/admin/ security.html).
Data Dots Data Dots are miniscule dots which contain specific information that makes it easy to identify stolen property. They are easily applied and cheap to purchase. To purchase data dots, contact the ICT Service Desk. Asset Management Asset
3.4 Maintaining Hardware
With the exception of ITOs, in most cases, it’s not necessary for school-based ICT support staff to maintain computer equipment. This document provides information about basic maintenance in the school.
Cleaning Computer/Laptop Screens Most of the time, a damp cloth will be enough to clean most of the dust and fingerprints off a screen. Try and make sure that the cloth is cotton (polyester fibres can scratch the surface), and don’t use a paper towel, as these scratch the surface. If the screen is really dirty, try and get hold of a cleaning kit from an electronics store. These kits contain the right kind of cleaning agents and cloths that won’t scratch.
Cleaning touch screens Make sure you turn off the device before cleaning. It makes it much easier to see what needs to be cleaned. iPods and iPads usually come with their own cleaning cloths. Encourage users to use these regularly to clean off fingerprints and dust. Better still, purchase screen protectors for all devices. If the screen is really dirty, try a slightly damp cloth (distilled water is best if you can get it). Finish with a micro fibre cloth, or the cloth supplied with the device.
Cleaning Printers Printers get dusty very quickly, which can affect the quality of the printed material. As regularly as possible, wipe the printer with a damp cloth, and using a paintbrush or other soft brush, open the trays and brush the dust off them.
General Maintenance To help your computer equipment last a bit longer, the following tips will help extend their life: • Ensure that all computers are switched off at the end of each week. Make sure they are powered down properly. • Regularly remove dust and clean vents on computer terminals (use a vacuum or damp cloth). • Once a term (or more often if you prefer), turn the keyboards over and give them a gentle tap to remove dust and other particles. Asset Management Asset
3.5 Purchasing non-SOE Applications
Sometimes, there may be a software product that’s not on the SOE that a staff member might like to try on the school computers. In consultation with the Principal and Business Manager, the ICT Coordinator can purchase the software using the steps outlined below. Please note: software should not be installed at the school. This makes it difficult to support, and if there is a problem with the computer, it will need to be re-installed every time. It is much easier for the software to be installed remotely by Shared Services ICT.
1. Any software requests should come from the Principal, Business Manager, ICT Coordinator or ITO. 2. Make sure you have authorisation from the Principal or Business Manager to purchase the software. 3. Download the SchoolsNET Application Discovery Sheet from Index (https://index.det.act. gov.au/it/factsheets.html). Complete as many fields as you can, especially: • Full Application Name - give the title and sub-titles • Vendor - the name of the company that created the software • Version - the version number (i.e. 9.2.1) • Type - is it a driver, or a program? • License - the license details: is there a license requirement? How many machines is it licensed for? • Number of Installs - How many machines will it be installed on? Ensure you include the asset numbers in your email as well. • Win 7 Compatible - is it compatible with the network’s operating system? • Installation Media - is it a disk or a download? • Location of Installation Media - a link to the file, or the name of the person you have given the disk to (perhaps a member of the School Support Team) 4. Email the discovery sheet to [email protected]. It will be logged as a job and you will be sent the MARVAL job number. 5. Once the request is approved, the software will installed remotely. This might happen straight away, or overnight, depending on the type of software and the urgency of the job. 6. If there is a problem with the installation, or it does not happen within 24-48 hours, call the service desk and quote the MARVAL job number. 7. If you are still having problems, send an email outlining the problem, and including any MARVAL job numbers to your Principal, asking them to forward it to the service desk. 8. If you require further assistance, escalate the job using the process outlined in ‘Logging and Escalating Jobs’. (2.10) Remember: Retain all software packaging and licence information! This may be needed for future licensing or support. Asset Management Asset
3.6 Installing an Application
If you need a piece of software installed urgently, follow the steps listed below:
1. Any software requests should come from the Principal, Business Manager, ICT Coordinator or ITO. 2. Make sure you have authorisation from the Principal or Business Manager to purchase the software. 3. Check the list of applications that are already packaged on the network (see ‘SchoolsNET Software Guide’) a. If it is on the list but not available on your network, email the service desk with a request to deploy the application. You will be given a job number and notified when the application has been installed. b. If it is not on the list, use your _a account to install the application, then send an email to app. [email protected] stating that the application has been installed. Ensure you provide as much information as possible: school, name of application, asset numbers, licensing information etc. 4. Once the approval process is complete, you should receive a confirmation email, and the application will be installed, either straight away or overnight. 5. If you have trialled an application and have decided to have it packaged for use by the whole school. You will need to request that the application is packaged. Refer to “Purchasing non-SOE Software” for instructions.
Note: If you decide to install an application using your _a account, please ensure that you notify the ICT Service desk as soon as possible. Please send an email with as much information as possible about the install.
Note: When installing some software, the installation process may try to change some settings that are governed by group policy and subsequently fail. If this occurs, please contact the IT Service Desk and ask for the software installation to be investigated. As a part of investigation, the group policy can be reviewed by ETD and Shared Services ICT and changed if appropriate and approved.
Following these procedures makes it much easier for Shared Services ICT to support schools. With a clear understanding of what software schools have, they can support the installation process and remedy any issues that occur. It also ensures that the software can be easily reinstalled if there are any network problems. Asset Management Asset
3.7 Rebuilding a SchoolsNET machine
If a SchoolsNET machine is playing up, you can do a rebuild for any Windows based computer that is loaded with the SchoolsNET image. This will erase everything on the computer and create a new image. You can do this without logging a job. Make sure that before you start that: • Nothing is saved on the computer’s local drive (it shouldn’t be, as staff are encouraged not to use this drive) • The computer is running a SchoolsNET image (most older computers won’t be) Follow these steps to rebuild the machine: 1. Power on the computer. 2. After the BIOS POST screen goes away, press F8.
3. You should see a screen like the one above. Press Escape.
4. Press the TAB key to take you to the tools section. Press the arrow down key to select Re-image. Press enter.
5. You will see an authentication screen. Note: Please contact the IT Service Desk to obtain this password. It is not to be disclosed to anyone other than an ITO within a school.
6. You will see a warning screen. Click yes. The process will then take 30-60 minutes depending on the hardware. Asset Management Asset
3.8 Managing Updates
To keep the computers in a school running smoothly, regular updates are essential. Shared Services ICT manage the updates, and try to ensure they take place at times that will not be too disruptive for the school. Types of updates Most updates are just upgrades of the SOE software. This might be a new version, or the latest service pack. Sometimes there might be specific updates for device drivers, or new software being installed by request. Occasionally, a critical update might be necessary, to address a security issue or hardware problem.
Preparing for an update For an update to occur, a computer needs to be powered on, connected to a network and open at the CTRL + ALT + DELETE screen. This is simple for desktop computers, but laptops and other portable devices will need to be set up for receiving updates.
Updating Laptops and other portable devices The easiest way to manage updates on laptops and netbooks is to leave them plugged in and open overnight. If it’s just one laptop, it can be plugged in to any network port, and then left in a cupboard out of sight. If you are updating the whole set, it might be best to take the laptops to the computer lab, and plug them in there. To update, simply ensure that you are on the logon screen and wait. If you’re expecting an update and it hasn’t happened, try restarting the computer. NOTE: Best practice for the use of laptops should be to connect them at least once per month to the wired network. This will avoid lengthy delays while the laptops process updates.
When to update For major updates, most of the time you will be notified via an all-staff alert. For most other updates, they will happen automatically when the computer is powered on. For this reason, it is important to check for updates regularly. Good practice would be to prepare the computer for updates at least once per month. If not, you might find that your computers decide to update at rather inconvenient times!
Updating issues It’s very rare that an update will cause a problem, but if it does, contact the IT Service Desk for assistance.
Asset Management Asset
3.9 Printers
Every school has a range of printers and photocopiers. This section provides more information about purchasing equipment and adding a networked printer. If new printers are required at the school, the following procedures must be followed: • Business Manager to request site visit for quotation via email, [email protected] • Ricoh must conduct a detailed site survey with School Business Manager to assess business requirements and recommend appropriate equipment and configuration. (Other school staff are welcome to participate). • Ricoh quote to be submitted to Shared Services ICT Procurement. • Where quote is < $1,000, Shared Services ICT will forward an outright purchase quote. • Where quote is > $1,000, Shared Services ICT will forward an outright purchase quote AND a rental option quote. • Shared Services ICT , Education ICT will seek approval (purchase or rental) by Business Manager or Principal only (authorised delegates) who will forward approval and supporting documentation to the IT Service Desk via email logging. For rentals, schools have to complete the Business Case to DET for approval to finance, and attach the approved business case to the Service Desk job. Refer to Business Case for Financing (93kb) on https://index. det.act.gov.au/admin/finance.html . • Shared Services ICT will raise official Purchase Order to Ricoh. • Ricoh will bar-code, deliver to the school • Schools to confirm goods received with Shared Services ICT . • Schools will receive an invoice from Shared Services ICT . Note: Ricoh will not accept purchase orders for ICT equipment directly from ACT public schools. For more information about purchasing printers, visit https://index.det.act.gov.au/it/ procurement.html
Adding Networked Printers After printers are installed (by the external provider or Shared Services ICT), each user will need to find and add the printer to their list of devices. Instructions on how to do this are included in the Quick Reference Guides. Asset Management Asset
Printers
Shared Printers Shared Printers are printers connected to a single computer rather than the network. These are typically older printers installed in staff offices. Often, these printers are connected to a local computer and then shared with other users over the network. These are approved for use by older legacy printers (>3 years) until they reach the end of their life, or cannot be used on the current operating system or computer.
Shared Services ICT encourages the use of networked printers and can not support these printers remotely, due to their ‘invisibility’ on the network. While they are not encouraged for use, if you decide to use a shared printer (for older printers > 3yrs old), please note that the ITO is responsible for connecting, installing and troubleshooting these printers within the school, as well as labelling the printer, its primary computer, and ensuring staff are informed in how they are set-up including which computer is the ‘primary’ and the requirement to keep it turned on for printing to work.
This type of printer can not be seen or supported by the ICT Service Desk, and is not recommended for use in schools. A far better option, both environmentally and economically, is the network printer available from Ricoh. While the up-front cost may seem like a better option, the cheaper printers typically used as shared printers often end up costing a lot more, especially when the purchase of consumables, like toner and cartridges, is factored in. Networked printers are also supported by the ICT Service Desk, which means they can usually be fixed quickly.
Please note: No new (< 3 yrs old) printers will be installed as shared printers, as printers should be purchased as networked or local printers under existing purchasing arrangements. Asset Management Asset
3.10 IWBs and Projectors
Most schools now have several Interactive White Boards (IWBs) installed. Regular maintenance will keep them running smoothly. Once again, with the exception of ITOs, in most cases school-based support staff will not need to perform these tasks. If you notice a problem with an IWB, try these troubleshooting tips: • Are all cables connected? • Is the board powered and turned on? • Is the computer powered and turned on? • Is the projector turned on? • Has the projector been muted? If everything seems to be connected properly and powered on but the IWB is not working, log a job with the IT Service Desk.
Cleaning IWB Screens Make sure you turn off the device before cleaning. • Use an alcohol-free household glass cleaner, such as Windex® glass cleaner, to clean the writing surface. • Use only a clean non-abrasive cloth, such as a cotton towel. DO NOT USE PAPER TOWEL. • Clean it at regular intervals • Do not spray cleaner directly onto the surface. Instead, lightly spray cleaner on a cloth, and then gently wipe the surface.
Maintaining Projectors Filters Most projectors will need their filter cleaned regularly (after about 200 hours of use). Each projector is different, so you will need to refer to the instructions for your particular projector. Sanyo PLC-XE50 and XE50A (used with Smart Boards) PRM-20 and PRM 20S (used with Activ Boards) If your projector is not listed above, check the documentation that came with your equipment, or contact the IT Service Desk for more information. Bulbs You shouldn’t need to change a projector bulb too often, they are designed for long life. If you need to replace a bulb, refer to the projector documentation, or contact the service desk. Asset Management Asset
3.11 Warranty Support
From time to time, computer equipment can break down or stop working. With the exception of ITOs, school-based ICT support staff are not expected to try and fix any technical problem. When something goes wrong, follow these steps: • Do some basic troubleshooting: * Is the device turned on? * Are all the cables connected properly? * Does resetting the device help? • Log a job with the ICT Service Desk. If necessary, someone will come out and try to fix it. • If there is an obvious problem that falls under typical warranty conditions, complete the appropriate warranty form (available on Index: https://index.det.act.gov.au/it/assetmanagement.html) and send it to the ICT Service Desk. The warranty forms are included here for your reference. Asset Management Asset
Warranty Job Form for Apple Mac
School name
School address
School phone no.
Contact person at school for Apple MAC technician to liaise with
Location of PC/laptop within school
Asset no. and Asset No. serial number of PC/Laptop Serial No.
Nature of problem if known, details of what is wrong/doesn't work
Troubleshooting you have done to try and resolve the issue
Date / /
Warranty Job Form for HP
School name
School address
Contact person at school for HP technician to liaise with – including phone numbers
Location of PC/laptop within school
Asset no. and Asset No. Model Type of PC/Laptop Model No. serial number of PC/Laptop Serial No.
Nature of problem if known, details of what is wrong/doesn't work
Troubleshooting you have done to try and resolve the issue
Date / /
Warranty Job Form for Lenovo
School name
School address
IT Admin phone no: (direct ext no or mobile preferred)
IT Admin person at school for Lenovo technician to liaise with:
Location of PC/laptop within school
Asset no. and Asset No. Model Type of PC/Laptop Model No. serial number of PC/Laptop Serial No.
Nature of problem if known, details of what is wrong/doesn't work
Troubleshooting you have done to try and resolve the issue
Date / /
Quick Reference Guides
Adding a Network Printer Downloading ActivInspire v 1.6 Downloading Smart Notebook v 10.8 Asset Management Asset
Adding a Network Printer Once a printer has been installed on the school network, you can access it from any computer on the school network. Follow the steps listed below to add the printer.
1. Open the start menu and click Control Panel. Click Devices and 2. Click Add Printer. Printers. You should see a printer that you recognise. e.g.’Maths Faculty’ or ‘Kindergarten Unit’. Click on the printer.
3. Click Add a network, wireless or 4. If you don’t see your printer in the list, Bluetooth printer. click The printer I want isn’t listed.
Your school code is a four letter code used to identify you on the network. e.g. CLWP = Calwell Primary; CBRH = Canberra High; NARC= Narrabundah College
5. Click Find a Printer in the Directory 6. Make sure the location field is clear. and then click Next. Type your school code into the Name field. Press Find Now.
Your computer will install the printer. After a few moments you should see a message that says you have successfully added the printer. It’s a good idea to print a test page to ensure that you have added the right printer. Click Print a test page, then click Finish.
7. Double click on the printer you wish to add.
Quick Reference GuideQuick Reference
Downloading ACTIVInspire V1.6
ACTIVInspire is used on ACTIV Boards. It can be downloaded for use at home. The following instructions describe how to download the software. 1. Visit http://www.prometheanplanet.com/en/ 2. If you already have a Promethean Planet account, click sign in. If you haven’t, you’ll need to register. Click the register button at the top of the page and enter your details as required.
3. Once you have registered, sign in and click the support tab at the top of the page.
4. Click on the Download ActivInspire button on the right-hand side of the page.
5. Click Welcome to ActivInspire and choose the language you require from the list. 6. If you have a serial number from an existing version of ActivPrimary/ActivStudio or an ActivBoard 300 or 500, please enter it into the box at the bottom of the screen. This will validate your serial number and generate a new ActivInspire serial number and your new software will be ready to download immediately.
7. If you do not have a serial number, click the download button located at the top or bottom of the page. 8. Select your operating system. 9. Enter your details in the form provided and then click the submit button. 10. Select run from the dialogue box. The software will begin to download automatically. 11. Once the software is installed, you will be able to use the personal edition free of charge. You can then choose to trial the professional edition, but will only have access for 60 days unless you type in a serial number.
Quick Reference GuideQuick Reference
Downloading Smart Notebook 10.8
Smart Notebook is used on SmartBoards. It can be downloaded for use at home. The following instructions describe how to download the software. 1. Obtain your school SMART Notebook product key. If you do not have one of these follow steps 2- 4 to register for one. This product key will allow you to download the software as many times as you require. 2. In order to obtain a product key, you first must locate your hardware’s serial number from the sticker attached to your school Smartboard. The number should start with SB (Smart Board). You will find the serial number in one of these locations: • The bottom-right edge of the interactive whiteboard’s frame • The right side of the interactive whiteboard’s frame • The back of the interactive whiteboard
3. Visit the website http://smarttech.com/au/Product+Registration Click on the continue button located at the bottom of the page. Enter in your serial number and then select validate. 4. On the product registration page, enter in your personal details and click next. Wait until you receive a product confirmation as shown below.
An email with your software ‘product key’ should be sent to your email address within 24 hours. 5. Once you have obtained a SMART software ‘product key’ go the link http://www.smarttech. com/au. 6. Select the Support tab at the top of the page and then choose Downloads from the drop down menu. 7. Select SMART Notebook collaborative learning software from the list. 8. Click Choose a Version, then select your operating system from the list. 9. Enter your personal details and then click Start Download. Select Run from the dialogue box. 10. Once the software has downloaded, open the program. You will then be prompted to enter in your product key to validate your software or you can choose to continue to use the product on a 30 day free software trial.
Quick Reference GuideQuick Reference
4. ACT Digital Backpack
A number of online tools and applications are provided to staff of the ACT Education and Training Directorate to enhance learning experiences and foster collaboration and communication between students, teachers and schools. These applications are hosted online, giving staff and students access both within and outside of schools. These applications are generally administered centrally, through Shared Services ICT as well as the websites themselves. This guide contains information about each application, where to find more information, and where to get support.
4.1 Virtual Learning Environment - online learning platform (cLc/Life)
4.2 Adobe Connect - video conferencing
4.3 Oliver - library management system
4.4 Gaggle Mail - student email
4.5 Scootle - digital content repository
4.6 Atomic Learning - ICT Self-Help
Digital Backpack Digital
4.1 Virtual Learning Environment
The cLc is the current online learning platform for the ACT Education and Training Directorate, giving staff and students access to a range of communication and collaboration tools, such as wikis, forums and interactive tools. Throughout 2012, the virtual learning environment will evolve, with the newer version, Life, giving greater flexibility and a wider range of learning tools. The cLc is accessed at clc.act.edu.au. Accounts are automatically generated from the school’s MAZE data. Staff that are experiencing problems with their cLc access should contact the school’s cLc Coordinator
The cLc is managed by Learnology, who supply technical support for the cLc, and Shared Services ICT, who manage access.
MAZE Coordinators The data used to create accounts in the cLc is taken from the MAZE database. Eventually, this data will be used in many of the applications within the Learning Cloud, so it is essential that the database is kept up-to-date.
MAZE and the cLc Information about the MAZE data used in the cLc and the syncing process can be found on the cLc. Ensure you are logged into the cLc, and then visit the cLc Coordinators page. https:// clc.act.edu.au/GroupHomepage.asp?GroupId=81872 Occasionally, updates are emailed to all MAZE Coordinators. They are also stored on INDEX. These documents can be accessed at: https://clc.act.edu.au/GroupHomepage. asp?GroupId=81872
cLc Coordinators Each school is required to provide a cLc Coordinator. The cLc Coordinator is responsible for ensuring all staff and students have access to the cLc, as well as coordinating professional development and cLc support. There are several resources available on the cLc to support cLc Coordinators. For information about the technical aspects of administering the cLc, visit: http://clc.act.edu. au/GroupHomepage.asp?GroupID=51882. There is also a group set up on the cLc to provide cLc Coordinators with a place to find and share resources, and discuss issues and ideas with other cLc Coordinators. It is available at: http://clc.act.edu.au/GroupHomepage.asp?GroupID=81872. Digital Backpack Digital
4.2 Adobe Connect
Adobe Connect does not require a school administrator. Staff members are able to access Adobe Connect and login using their EDUNET details: https://connect.ed.act.edu.au All users will need to ensure that all add-ins are installed on their computer. Follow the steps below to ensure that Adobe Connect is ready to run on your computer. To access the troubleshooting tool, you need to open an Adobe Connect meeting room. For more information, see “Creating a Meeting Room”.
1. Open a meeting room. 2. On the top right of the window, click Help. 3. Click Troubleshooting.
4. You will see a connection test. 5. If everything is ticked, Adobe Connect should work well for you. 6. If not, contact the service desk. You will need to have your machine updated. Digital Backpack Digital
Adobe Connect
How do I access an Adobe Connect meeting? If you are invited to an Adobe Connect meeting, you will have been given a meeting room URL (website address). If the meeting is hosted by someone within the ACT Education and Training Directorate, the address will look something like this: http://connect.ed.act.edu.au/####### To access the meeting room, click the link for the URL you have been given, or enter it into the address bar of your Internet browser. You should be connected to the room straight away. You may get a message that says ‘please wait while the host allows you to join the meeting’ or something similar. Wait a couple of moments for them to add you to the meeting. If you are presented with a login screen, you can enter as a guest (you just need to type your name), or sign in with your edunet account (the username and password you use to log in to the ‘teacher computers’ at your school).
What does an Adobe Connect Meeting look like? Once you have joined the meeting, you will see a screen that looks something like one of these:
Each meeting ‘room’ is different, as the hosts can add certain types of content depending on what’s in their presentation. Some of the most common types of content are: • Attendee list • Powerpoint presentation • Video • Music • A webcam image • A chat (instant messaging) box • A set of weblinks Digital Backpack Digital
Adobe Connect
Creating a Meeting Room Meetings are created in Adobe Connect Central. Once you have created a meeting, it will stay in your account until you delete it. Schools are encouraged to create a school folder in the shared meetings folder, to help keep all the content organised.
• In your Internet browser’s address bar, type http://connect.ed.act.edu.au • When prompted, enter your edunet user name and password. • You will be directed to the Adobe Connect Central home page.
Click ‘Meetings’. You will be directed to your meetings page.
• Click ‘New Meeting’. • Enter the meeting details. Make sure you include the name of the meeting, the custom URL, and select the access permissions for your participants. You don’t need to enter any information in the ‘Audio Conference Settings’ section. • Click ‘next’.
• The next two screens are about adding participants and sending invitations. You can skip these steps and send the meeting URL to your guests later. Just click ‘finish’ at the bottom of the screen. You will see a summary of your meeting information:
The URL can be sent to anyone you would like to include as a participant in your meeting. Click ‘Enter Meeting Room’ to enter your meeting. Digital Backpack Digital
Adobe Connect
Managing a Meeting Room A meeting room consists of a group of ‘pods’. Each pod does something different. You can choose from a range of customised layouts, or create your own. To work with pods, use the drop down menu. The pod menu is only visible to hosts and presenters.
Pods Overview Share – Share a computer screen, document (including PDF, PowerPoint, Word etc) or white board. Notes – Share meeting notes with attendees. Attendees – A list of all the attendees in the meeting, including their status and any signals they have used. Video – Attendees share their webcam images. Video Telephony – Currently not used in Adobe Connect meetings. Chat – An instant messaging space where attendees can type messages to the whole group, or to selected attendees. Files – Files can be uploaded to share with attendees. Web Links – Links to external websites. Poll – An instant poll for participants. Results can be available immediately. Q & A – Attendees can ask questions of other attendees. Digital Backpack Digital
4.3 Oliver
Oliver - Library Management System (version 5)? The Oliver Library Management System is used in all but three school libraries. The three exceptions are the joint-use libraries at Erindale College, Lake Tuggeranong College and Gungahlin College. These colleges use the same system as the public library provider (ACT Library Service). The online Oliver catalogue is accessible from computers on the teacher network, student network and eventually Schoolsnet (as it is rolled out) in each school. There is an Oliver icon and Oliver Help icon displayed on the desktop of all teacher’s computers.
Using Oliver When logging into Oliver, each user sees a customised page, that displays their current loans, reservations and bookings. The page also includes a search window, information for users, helpful tips and content that can be created and shared by the school’s Oliver administrator.
Oliver Support Softlink Softlink is the company that provides and supports the Oliver Library Management System. School staff can contact Softlink directly with enquiries about the Oliver system. Each school library has been assigned a unique login and password to enable email support. For details about this login, school staff need to contact the teacher librarian. School staff can also call Softlink with urgent requests. The contact details for Softlink are: Phone (07) 3124 6111 Email: [email protected] Website: http://www2.softlinkint.com/?au/welcome Web Helpdesk: www.softlink.com/helpdesk
Education and Training Information and Knowledge Services can assist with any Oliver enquiries. Contact Julie Goodall for information about training opportunities and further support. Phone (02) 6205 8215 Email: [email protected] Digital Backpack Digital
4.4 Gaggle Mail
Gaggle is the student email system, provided to all students in the ACT Education and Training Directorate. All students with a central ID will also have a Gaggle Mail account. To access Gaggle, students can click the link on their school’s cLc page, or type in the URL: mail.schoolsnet.act.edu.au
Gaggle Mail Quick Start Admin Guide Signing into the System To access Gaggle, students either follow the link in the cLc, or type mail.schoolsnet.act.edu.au into their web browser. Staff accounts are not provided in Gaggle. The only staff members who will be able to access Gaggle are the administrators, usually the school’s ICT Coordinator. To sign in, the ICT Coordinator (or delegated teacher) will need their login information. This information should have been received from a Gaggle representative or the School Administrator. If not, please email Learnology’s help desk ([email protected]).
School Setup page and Default Levels The School Setup page allows teachers to establish various features and default settings for the school. Only users with the School Administrator level or higher can access this screen. To access the School Setup page, Open the Admin panel on the left and select School Setup. You will see a screen with a ‘basic’ and ‘advanced settings tab:
These settings allow staff to quickly set and change various aspects of the school’s Gaggle service. New student accounts will be created with all settings at default unless otherwise selected, so the School Setup page will apply to the majority of students. Each setting can also be overridden for a specific student should the need arise. Digital Backpack Digital
Gaggle Mail Below is a list of the items that can be modified from the School Setup page:
Basic Settings Default Administrator - Determines which staff member will receive blocked messages if a student account is not assigned to a specific administrator. It is important that someone is selected. Do not leave this field blank. Default Attachments -This feature determines the students’ ability to send and receive attachments. If attachments are allowed, specific file types can be restricted using the Blocked Attachments settings described later in this chapter. Default Access - Determines the access level for all user accounts set to default.
Advanced Settings Default Message Board Access - Determines which message board access applies to users not set to a specific level. Default Digital Locker Access - Determine the Digital Locker capability for user not set to a specific level. Default Chat Room Access - Determines which chat room access applies to users not set to a specific level. Digital Locker Filter - Determines whether locker files will be processed with notifications or processed as blocked files when caught by Gaggle’s filters. Email Display Name to Outsiders - Determines what part of a user’s name the recipients will see in the “From” field in an email. Outbound Mail User Identification- Determines what information will be displayed in the identification tag at the bottom of each email. Default Max Sent Messages Per Day - Determines the maximum number of emails each user can send per day. Default Spam Level - Determines the level of personal spam filtering for all users. Language Translation -Determines if Language Translation is turned on or off for users. Compose Messages as HTML - Determines if the HTML toolbar is turned on or off for users. Enable Audio Feedback - Determines if the Auditory Feedback System is turned on or off for users. Audio Voice - Sets the default voice for the Auditory Feedback System. Image Filter Sensitivity -Determines the sensitivity level of the Anti Pornography Scanner. Remove Filtering between Student and Teacher Email - Message blocking can be disabled for correspondence between teachers and students. Allow Student Outside Email Address Password Retrieval - Determines if students can have passwords emailed to outside address. Flagged Mail Handling - Determines if flagged mail is blocked or sent if it just generates a notification to the administrator Allow Student Forwarding of New Mail notices - Determines if Students can have notices sent to an outside address when they receive mail. Digital Backpack Digital
Gaggle Mail
Blocked Text Filter
This system watches for certain words or phrases that indicate the student may be abusing the email account. There are three levels of pre-populated word lists to choose from: Strict Blocked Text List, Standard Blocked Text List, and Permissive Blocked Text List. Schools also have the option of using no list at all. To determine which list is most appropriate for your school, click on the More Settings button located on the School Setup page and select Blocking Rules. On the Blocked Text tab, select the list and click on the View List link. These lists are updated regularly. Choose the list that fits your situation, then customize by either overriding some of the included words or adding your own to be blocked. All student communication will be compared to the Blocked Text List and your Custom List. When these words appear in an email message or in an attached document, the message is rerouted to the administrator’s Blocked Folder before it gets sent or received. The teacher can then review the message and take the appropriate action. The following steps will explain how to block the word “gun.” 1. Click on School Setup in the Admin panel on the left. 2. At the top of the screen, select More Settings and click on Blocking Rules. 3. Any word or phrase an educator wishes to block or allow can be entered in the Custom word section. When a word is entered, a rule must be created for how the word should be handled. The first rule in the list takes precedence. Text preceded by the hash sign, “#,” is ignored and treated as a comment line. 4. Enter the line “(f)gun” in the Custom Word List section. This will prevent students from using the word “gun” in their email. It will not block instances where the word appears as part of a larger word such as in the phrase “gunny sack.” The characters “(f)” instruct the system to block the exact full word. 5. Click the Save button in the upper left hand corner when finished. Digital Backpack Digital
4.5 Scootle/Improve
What is Scootle? Scootle is an online repository of digital resources. It contains thousands of learning objects (interactive, flash-based activities), photos, sound files, videos, lesson plans and teaching ideas. The content on Scootle is linked to the Australian Curriculum, giving users the ability to create Learning Paths for students with direct links to curriculum areas. A comprehensive user guide can be found at http://www.scootle.edu.au/pages/user_guide/Scootle_ UserGuide_April_11_lowres.pdf
How is Scootle Accessed? Scootle can be accessed at: www.scootle.edu.au Each school in the ACT Education and Training Directorate are required to appoint a Scootle administrator. The administrator is responsible for sending the registration details to teachers and is the contact person for their school. Please contact the Information and Knowledge Services Team for Scootle access: [email protected]. au Information and Knowledge Services can provide information on: • How to register for Scootle • How to move accounts when moving schools • Forgotten passwords • Merging multiple accounts • Incorrect email addresses Digital Backpack Digital
Scootle/Improve
What is Improve? Improve is an online formative assessment tool. Teachers can: • create customised tests and quizzes • access a number of authorised tests and quizzes that already exist within Improve • monitor the completion of tests, quizzes and activities used by students • check if students’ outcomes have improved as a result of undertaking the additional activities After students complete a test or quiz, Improve provides them with access to one or more activities from Scootle. A comprehensive user guide can be found at http://improve.curriculum.edu.au/ static_20110830085707/docs/Improve_Teacher_User_Guide.pdf
How is Improve Accessed? Improve can be accessed at: http://www.improve.edu.au Improve does not require a school administrator. Teachers are able to access Improve and set up their own classes by accessing http://improve.curriculum.edu.au/Splash Access to Improve is managed by Scootle so Teachers will require a Scootle login to access Improve. Digital Backpack Digital
4.6 Atomic Learning Atomic Learning is a web-based database of video tutorials. You can find a short, easy to follow video related to almost any task in almost any piece of software. All teachers, students and staff within ACT Education and Training have access to Atomic Learning tutorials. To access Atomic Learning:
On the cLc: click the ‘Atomic Learning’ link in the navbar. You will be automatically logged in.
On Index: click the ‘Atomic Learning’ link in the right-hand menu. You will be automatically logged in.
You can then search or browse for relevant tutorials.
Search by keyword or phrase.
Browse by application.
You can search for videos by the task or skill you want to learn; or you can browse for videos by program type, version or platform.
All of the relevant videos will be displayed. Click on the video’s title to watch it.
The video displays in a new window. You can view the whole playlist from this window. Digital Backpack Digital
5. Reference
This section contains information for your reference: a list of key contacts, acronyms and a glossary.
5.1 Key Contacts
5.2 Acronym List
5.3 Glossary Reference
5.1 Key Contacts
For technical support: ICT Service Desk
Phone: 6207 5555 (select option 1 when prompted)
Email: [email protected]
For information and advice about teaching and learning with ICT: Information and Knowledge Services
Hedley Beare Centre for Teaching and Learning
Email: [email protected] Reference
5.Ϯ Acronyms
ACTETD - ACT Education and Training Directorate
AITSL – Australian Institute for Teaching and School Leadership According to their website, AITSL has responsibility for: • rigorous national professional standards • fostering and driving high quality professional development for teachers and school leaders • working collaboratively across jurisdictions and engaging with key professional bodies More information about National Professional Standards for Teachers can be accessed through the AITSL website: www.aitsl.edu.au
CFT – Computers for Teaching The goals of the Computers for Teaching program are to: • provide access to all teachers to a reliable and suitable computer • enhance and improve teacher ICT competence • ensure appropriate computer warranty and technical support is provided by the suppliers and • ensure effective desktop performance of corporate applications and access to information. https://index.det.act.gov.au/it/computers_for_teaching.html cLc – Connected Learning Community The cLc is the Virtual Learning Environment for the ACT Education and Training Directorate. Each school has access to the cLc, with the ability to create a range of learning spaces and activities (such as forums, wikis, quizzes and surveys). The cLc can be accessed by all ACTETD staff at www.clc.act.edu.au For more information or to request access, please contact Information and Knowledge Services.
DER - Digital Education Revolution The Digital Education Revolution is a federal government strategy designed to help schools with the “effective integration of ICT in Australian schools”. The DER includes the National Secondary School Computer Fund (NSSCF) initiative, the ICT Innovation Fund and the development of online digital education resources. For more information: http://www.deewr.gov.au/Schooling/DigitalEducationRevolution/Pages/ default.aspx
DMZ – Demilitarised Zone: the area outside the enclave that is available to all users
EDUNET – Education Network This is the current network accessed by teachers across the ACT. It will be replaced by Schoolsnet in the near future. Reference
Acronyms
ESA – Educations Services Australia Education Services Australia administers a range of projects, such as the National Digital Learning Resources Network (NDLRN), the Teaching Teachers for the Future project (TTF) and Improve. For more information: http://www.esa.edu.au/
FAQ – Frequently Asked Questions
FTE – Full Time Equivalent This refers to the number of Full-Time Equivalent staff in a school. This could be staff working full time, or a combination of part-time staff. For example: one staff member working 40% (two days per week) and another working 60% (three days per week) is equivalent to one full-time staff member).
GUID – Globally Unique Identifier Each teacher in the ACT Education and Training Directorate has a GUID, which identifies them in programs such as MAZE and the Active Directory lists.
HBCTL – Hedley Beare Centre for Teaching and Learning
ICT – Information and Communication Technology
IDAM – Identity Access Management
ITO – Information Technology Officer
IWB – Interactive White Board Interactive Whiteboards are installed in many ACT schools. There are different brands available, and schools choose the brand of IWB according to their needs and preferences. SMART Boards are distributed by Electroboard (http://www.electroboard.com.au/) ; ActivBoards are distributed by Empowered Learning (http://empoweredlearning.com.au/products/promethean-activboard) and the Easiteach Plasma Screen devices in pre schools are distributed by Link Media (http://www.linkmedia. com.au/).
LTO – Learning Technologies Officer Learning Technologies Officers work within the Information and Knowledge Services section. Their role is to facilitate the integration of ICT into schools, with an emphasis on the pedagogical aspects, rather than the technical.
NDLRN – National Digital Learning Resources Network According to the ESA website, the role of the NDLRN is to: • “managing and extending the national collection of digital resources • aligning digital resources to the Australian Curriculum • supporting sharing of digital resources between jurisdictions • maintaining licencing and copyright for the national collection • maintaining the technical infrastructure • hosting of existing systems to facilitate national distribution of digital resources.” In the ACT, digital content is accessed through the Scootle portal. (www.scootle.edu.au). Reference
Acronyms
NEALS - National Education Access Licence for Schools (NEALS) The copyright licence for schools in Australia. It allows schools to use freely available material sourced from other school’s websites and publications free of charge. For more information, visit the Smartcopying website: http://www.smartcopying.edu.au
NSSCF – National Secondary School Computer Fund The NSSCF is a significant part of the DER. The role of this initiative is to provide all senior secondary students (years 9-12) with a computer (or related device). The aim of the initiative is to achieve a 1:1 ratio for all students by the end of 2011. For more information: http://www.deewr.gov.au/Schooling/DigitalEducationRevolution/ComputerFund/Pages/ NationalSecondarySchoolComputerFundOverview.aspx
PED – Personal Electronic Device A PED is any device owned by a student or staff member which is not a recognised part of the school network. These can include mobile/smart phones, tablet computers and other single devices.
QRG – Quick Reference Guides
SIF – Systems Interoperability Framework
SOE – Standard Operating Environment The SOE is the package of software applications that are typical to a range of computers within a network. For example: the SchoolsNet SOE will include the Microsoft Office Suite and the Adobe Design Suite as standard programs for every computer in every school. These will be automatically loaded and available to everyone. Some schools may choose to add additional programs to their network, but these are separate to the SOE.
SSICT – Shared Services Information and Communication Technologies Formally known as InTACT, Shared Services ICT administers ICT for the whole of ACT Government. Their role includes providing network access, website design and maintenance, technical support and ICT security.
SST – Schools Support Team The Schools Support Team provides technical support to primary schools across the ACT. SST members are allocated to a cluster of schools and visit regularly to provide technical support and assistance.
STUNET – Student Network This is the current network accessed by students across the ACT. It will be replaced by Schoolsnet during 2012/13. Reference
Acronyms
TPaCK – Technological Pedagogical and Content Knowledge This refers to a current theory of teacher’s technical knowledge currently being promoted within pre- service teacher education programs, and within the TTF. It refers to the combination of technology, pedagogy and content, and how each works together and influences one another in the way that teachers approach teaching with technology. For more information: http://www.tpck.org/ www.scootle.edu.au (search for TPACK)
TTF – Teaching Teachers for the Future According to the ESA website, “The project aims to build a consistent approach to developing graduate teacher ICT capabilities, curriculum, resources, and support networks across the 39 Australian higher education institutions that provide teacher education.” For more information: http://www.esa.edu.au/projects/teaching-teachers-future
VLA – Virtual Learning Academy As a result of the “Excellence and Enterprise” report (http://www.det.act.gov.au/excellence_and_ enterprise_advancing_public_schools_of_distinction), a Virtual Learning Academy is to be established to provide additional options for gifted and talented students in the ACT.
VLE – Virtual Learning Environment The Virtual Learning Environment for the ACT is the cLc/MyLearning.
WYSIWYG – What You See Is What You Get Within the cLc and MyLearning, editing is done using the WYSIWYG. It contains a range of tools used for creating text, using and manipulating images and other media, as well as adding and linking to web content. Reference
5.3 Glossary
Central ID The ID number used to identify students in the ACT Education and Training Directorate, sometimes referred to as the SRKS number. cLc (Connected Learning The ACT Education and Training Directorate’s Virtual Learning Community) Environment. All students and staff have access, giving them a range of online tools and spaces for collaboration and communication. See Virtual Learning Environment. Cloud The cloud is the online environment where data is stored. In the cloud, users can access their programs and data without having to worry about storing it. Disk Image Disk image is another way to describe the SOE. It describes what is available for the user of the computer to use. It includes the operating EduNET The network available only to teachers. Soon to be replaced with SchoolsNET Enclave The teachers-only section of SchoolsNET. Accessible only with a teacher’s user account and Enclave Token. See The Staff Enclave. Enclave Token An electronic device that is linked to an individual’s user account and generates a unique code each time the user logs in. See The Staff Enclave. Gaggle Mail The student email system, provided to all students in the ACT Education and Training Directorate. Globally Unique An identifying number used in a range of ICT systems. Each Identifier (GUID) GUID is different, providing unique identification for each staff member. Hardware Any piece of computer equipment. e.g. monitor, hard drive, laptop. Oliver The online library management system for the ACT Education and Training Directorate. Life The new version of the cLc Virtual Learning Environment, to be released in 2012. Kensington Lock A lock that secures computer equipment to the desk. MARVAL The job-logging system used by Shared Services ICT to track service requests and jobs. MAZE The database system used by schools to organise staff, students and assets. Usually administered by the Business Manager. Reference
Peripheral Device A device that is connected to a computer externally and is not part of the original computer system. e.g. scanner, printer, camera, etc. Scootle Online digital content repository, provided by Education Services Australia. SchoolsNET The network that will give access to both students and teachers on any computer in the school. Software Programs that can be loaded onto a computer or other device. SOE Standard Operating Environment. The set of programs found on every SchoolsNET computer. stuNET The network available to students in schools. Soon to be replaced with SchoolsNET Reference