Technology and Operations : New Staff, Building Entry Procedures, Phishing Emails and Summer Prep

New Computer Technician

Many of you have had the chance to work with Josh McNutt as you have been returning to prepare your classrooms for summer. Josh was hired shortly before our extended break in the role of Computer Technician. Josh is a problem solver, brings a positive attitude, and strong work ethic to the role. We are glad to have him part of the team.

Tony Slepko, our Systems Technician, has been working with Josh to not only facilitate summer upgrades and projects, but they have been working with parents, students, and staff to solve a wide variety of hardware and software problems during this time. Their efforts are appreciated.

If you need their services, please use the technology work orders found on the district website under the "staff" tab. It not only sends an email to all technology staff but provides a record that the team can use to track progress of your request. For convenience, you can click here to get to the forms. Feel free to bookmark them. 

REMINDER: Windows 10 upgrades are taking place over the summer. You need to back up your files on your classroom desktop or laptop. If you are taking home your laptop for the summer, you must sign it out using the equipment loan form available at your building's main office. Tony or Josh will schedule a day/time for you to bring in the laptop for upgrades. This does need to happen for all machines due to security concerns.

Building Entry Procedures

Thank you to all staff who have been cooperating with the current building entry procedures. We have been working with Geauga Public Health in implementing these. We will continue to use them as a partner moving forward, especially as we are looking towards fall and guidelines from the state and ODE with regards to reopening school. 

As a reminder, these are the procedures for entering and working in the building for all staff.

1. A station is placed at the main entrance of each building. This is the only door that you are allowed to enter.

2. Check your temperature upon entry. (Note: If you have a high temperature, you will need to notify your building principal or supervisor and go home.)

3. Sign in and record that your temperature has been checked.

4. You are required to bring personal gloves or to take a pair of disposable gloves. These are not meant to be in place of hand washing.

5. All staff members and visitors are required to wear a mask. We are asking that you bring one from home. A disposable mask will be available at the building, if you are unable to bring one. Masks must be worn unless you are alone in an office or classroom. 

6. Do not congregate with groups of 10 or more staff members in common areas such as lounges or work rooms. If you are in common areas for any reason, you must wear a mask. Social distancing must be maintained in any situation.

7. Please use hand sanitizer at stations or wash hands in classroom sinks or bathrooms as needed. Remember this is one of the key ways to prevent the spread of germs.

Phishing Emails/Phone and Text Scams

There has been an increase in scammers using the current health situation as an opportunity to scam. Besides emails, phone and text messages are also subject to these types of attacks. I found a couple of great resources with info to help protect yourself against both. As always, reach out with any questions.

Remember these can also happen on your personal phone and emails so always be cautious.

Great article on how to spot Phishing emails

FCC Guidance on phone and text scams with examples

Summer Preparations

As we look towards summer and prepare for the coming school year, please remember to take home personal items from your classroom. We will have to be focused on cleaning spaces and surfaces on a very different level now and moving forward. The more open and clear spaces are, the easier they are to properly clean and disinfect. 

If you have been storing outdated instructional items, this is the time to get rid of them so storage space can be used for the items that you truly need for daily instruction. 

As you prepare for the summer, reach out if you have questions. If you need help, need a repair or have work that requires attention in your classroom, please put in a maintenance work order.  I do want to thank our maintenance and custodial staff for all of their help in working towards adjusting how we clean our buildings during this time. We are continuing to monitor new information as it arrives to make sure we are meeting all recommendations for a safe environment in our schools. We are also continuing to work with Geauga Public Health to verify our procedures meet those recommendations. 

Start of the year: Technology and Operations Updates and Reference 2019/2020

Welcome Back!

Below is some helpful information to find resources you need during the 2019/2020 School Year.

Key Cards

We have upgraded the key card system. This process involved upgrading the security panels and software that handles all of our key card access. If, for some reason, your key card is not working, please let us either Mark Richardson or Sean Whelan know immediately. We will resolve it right away.

If you are new to the district and need access or need access outside of normal hours, please fill out the attached form. It's also available on the staff intranet in the district forms section under facilities.

Form for Access

Staff Intranet

Important insurance and staff forms are located on the staff intranet. The log in is the same as you would have used in previous years or to update your website, if you use Eschoolview. If you have lost that username and password, please let me know. I will be sending this info our to new staff this week.

Work Orders

Please make sure that you are using work orders for any classroom requests. 

Technology Work Orders: These are located under the "staff" tab on the district site and should be used for any technology needs. These are broken up by building and send emails to everyone in the technology department and any related supplemental holders. You do not need a special account. It is the same Google Forms as used in previous years. Please use this for all requests as they are searchable by Ed and Tony based on building and gives us a history of repair needs in your room.

Maintenance and Custodial Work Orders: If you go to the "staff" tab under work orders, you will see a link labeled "maintenance/custodial work orders". Your user name is your email address. The password will be the same as last year. If you have forgotten it, the system allows you to reset it. Please let me know if you have any issues logging in. These should be used for any work requests for your classroom. It sends the request to your principal, and Mark Richardson, our facilities manager. Work is then assigned to maintenance or custodial team members based on need.

Staff Emergency and Snow Calling Information 

Please use the link and access info below to approve and update your info. Information you entered from last year is already in the system. You can log in and verify it. It will also allow you to change any new phone numbers/email addresses.

https://westgeauga.esvportal.com/StaffForms/Login.aspx

Please note that new staff will be receiving a separate email when you are entered into the system early next week.

Propping Doors

Please do not prop open any doors without adult supervision. We have had multiple instances of doors being left open for many hours an in numerous cases being forgotten. We can't leave our building open to this security risk. If you prop open the door, you have to monitor it and make sure it is closed immediately, if you have to walk away. This isn't about inconveniencing anyone, we have to be consistent in how we control access to our buildings. With our new key card system, we are able to schedule doors, when appropriate. 

Outside Furniture/Fire Safety Reminders

Every year, our PSW training goes over many fire safety requirements for public buildings. While this is not comprehensive, please remember that we have to follow these.

Please make sure to put in a work order for approval before bringing in any new outside furniture. While many home furniture items may seem perfectly safe for classrooms, there is a liability issue based on construction and warranty. School specialty companies are usually the best source because items are usually rated for use in public buildings. We do not want anyone having to unnecessarily take home furniture that was brought in because it wasn't approved. A work order sends the request to your principal and Mark Richardson and protects you and your students. In most cases, the items you are bringing in to enhance your classroom are just fine. Things to avoid: Items with Pointed corners, loose or wobbly chairs or tables, furniture that is top heavy, etc. 

The goal here is to protect you and your students. No one wants to prevent you enhancing your classroom or instruction, it's just a safety and liability question. When in doubt, please ask.

Start of the Year 2018/2019 Technology and Operations Updates

Welcome Back!

I'm receiving a number of questions so I wanted to compile the answers in one post to hopefully make it easy for everyone to have the same information.

Staff Intranet: Important insurance and staff forms are located on the staff intranet. The log in is the same as you would have used in previous years or to update your website, if you use Eschoolview. If you have lost that username and password, please let me know. I will be sending this info our to new staff this week.

Work Orders

Please make sure that you are using work orders for any classroom requests. 

Technology Reporting and Support Tickets: These are located under the "staff" tab on the district site and should be used for any technology needs. These are broken up by building and send emails to everyone in the technology department and any related supplemental holders. You do not need a special account. It is the same Google Forms as used in previous years. Please use this for all requests as they are searchable by Ed and Don based on building and gives us a history of repair needs in your room.

Maintenance and Classroom Work Orders: If you go to the "staff" tab under work orders, you will see a link labeled "work orders". Your user name is your email address. The password will be the same as last year. If you have forgotten it, the system allows you to reset it. Please let me know if you have any issues logging in. These should be used for any work requests for your classroom. It sends the request to your principal, and Mark Richardson, our facilities manager. Work is then assigned to maintenance or custodial team members based on need.

Staff Emergency Contact and Snow Calling Information 

Please use the link and access info below to approve and update your info. Information you entered from last year is already in the system. You can log in and verify it. It will also allow you to change any new phone numbers/email addresses.

https://westgeauga.esvportal.com/StaffForms/Login.aspx

Please note that new staff will be receiving a separate email when you are entered into the system this week.

Security projects, Safety Plans, and Propping Doors

This year, each building will be working to develop new safety plans. The new plans are due to the state by the end of February. More information will be rolled out by building principals, as work begins on these plans. Mark Rich, our new School Resource Officer and our local police and fire departments will be key resources. Not only are we looking to develop the larger state document, but we will be working to put together a simple one page reference for all staff and substitutes to help. Feedback opportunities will be provided at the building level. More information to follow.

The high school entryway modifications are almost complete. This will allow for greater control of how visitors enter the building. A similar project is going to begin at the middle school. Four firms are being evaluated for the next board meeting. This is a more extensive project because of the needs of the entryway. The original main entrance will be converted into a visitor's entrance.

We are also in the process of doing major upgrades to our security card entry system behind the scenes and beginning a multiphase upgrade to our security camera systems. The security of our students and staff are a major priority this year.

On a side note, please do not prop open any doors without adult supervision. We have had multiple instances of doors being left open for many hours an in numerous cases being forgotten. We can't leave our building open to this security risk. If you prop open the door, you have to monitor it and make sure it is closed immediately, if you have to walk away. This isn't about inconveniencing anyone, we have to be consistent in how we control access to our buildings.

Outside Furniture/ Stacking Items

Please make sure to put in a work order for approval before bringing in any new outside furniture. While many home furniture items may seem perfectly safe for classrooms, there is a liability issue based on construction and warranty. We do not want anyone having to unnecessarily take home furniture that was brought in because it wasn't approved. A work order sends the request to your principal and Mark Richardson and protects you and your students. In most cases, the items you are bringing in to enhance your classroom are just fine. Things to avoid: Pointed corners, loose or wobbly chairs or tables, furniture that is top heavy, etc. 

There are a few classrooms that have plastic items such as milk crates or modular storage that are stacked higher than student level or even rating for the weight requirements. The big problem is that you can see the lower items actually buckling. We do not want these falling on students or staff. If this applies to your room, please decrease the height of the stack. Your building custodians or principals are an excellent resource, if you need advice.

The goal here is to protect you and your students. No one wants to prevent you enhancing your classroom or instruction, it's just a safety and liability question. When in doubt, please ask.

1:1 Devices

This year, the board approved additional funding to increase our rollout of Chromebooks to classrooms.

The week after labor day, every 9th grade student will be receiving a HP G6 Chromebook and a case. The device will be able to be taken home and will have GoGuardian installed for filtering. This is a pilot group. If the program is successful, it will be continued next year. Parents are charged a fee and students will keep the device upon graduation. More information will be coming about this rollout.

Middle school carts that still have the old silver Samsung Chromebooks will have those devices replaced in September.  We are also adding additional carts to that building.

5th Grade Chromebooks will be replaced. Their previous Chromebooks are still in good shape and will be used to replace second grade iPads in September. We ordered additional units to make sure that there are full class sets.

Technology Newsletter 5/19/17 Google Keep and Edulastic

Google Keep

Google Keep is a relatively new collaborative note taking and reminder tool that is inside our Google Accounts. I made a short video explaining it. Please reach out if I can help further.

Edulastic

I know some of you are already using Edulastic. 

https://www.edulastic.com/

Edulastic allows you to create online assessments with free teacher accounts. It offers question items that are premade that are linked to the Common Core and the ability to create your own test items. There are 30 different types of interactive test items that you can create.

Newsletter 12/1/2016: Wireless Transition Devices Need to Shift Over, Survey for second phase of staff machines, Hour of Code

Wireless Transition Begins Please Connect to New Network

During the week before Thanksgiving Break, we let you know that the new wireless was live. We kept the old network active to allow staff time to gradually transition and to test for any bugs in the system. Thank you for all of you who have been trying it out and giving immediate feedback. Overall, most issues we have encountered are actually due to the old wireless still running at the same time. For that reason, we are beginning the transition. 

Ed is starting to shut off the old wireless

There are two options:

1)  Main network for staff computers, laptops, chromebooks and ipads for student use. 

Network ID: WestG (all 4 buildings)

Password:  wolverines (all lower case)

2) Student phones, tablets, staff casual use equipment and any guests

WestGuest – open (no password)

Please encourage students to use the guest account for any of their own personal equipment (Not school owned). We will bump their personal devices from the main wireless because we want to prioritize instructional traffic. The goal with the two networks is for us to be better able to prioritize instructional traffic from casual traffic.

TROUBLESHOOTING:

As with the wireless before, no system is perfect. We are dealing with many variables from construction materials in walls and ceilings, various versions operating systems, to other equipment in the classrooms and buildings that may cause interference. Trying the troubleshooting tips before reporting issues is a huge help. If none of these work, please fill out a trouble report. Most of the time, we do not know there is an issue until you tell us. 

1) Reboot: This works for any device from iPads and Chromebooks to Desktops and Laptops. All devices have drivers that run the various components inside them. Sometimes connectivity issues are actually related to software on the machine itself. A driver can cause repeated disconnects. Rebooting often resets this software and fixes those problems.

2) Try connecting to WestGuest. The guest network is actually it's own separate network. It also gives you another option if WestG is not working for you. 

3) Try a different website. Sometimes the issue is a website you are connecting to. If you are only trying one website, try to connect to google.com or yahoo.com. If sites like that work, the website is the problem.

If the above fail, please put in a trouble report. It lets your building supplemental holders and the tech team know that you are having an issue. It is incredibly helpful if we know what you tried because sometimes that gives us the answer to what your problem actually is. It gets you up and running faster.

As always, the technology trouble reports are here.

Hour of Code

If you haven't heard of this, concepts of computer programming apply to all disciplines. It helps students develop skills of logic and procedures to solve problems. Next week, is the annual hour of code. Please check out the site and article before and see if it is something you can fit into your schedule. There are activities premade for grades K-12. If I can help in some way, let me know.

https://code.org/learn

I know Mr. Spotts is organizing something with this at the high school that looks great. The concept applies to any age range and is very easy to try with no computer programming background needed. There are easy to follow teacher guides right on the site and the engine allows you to select grade level and even devices you would be using.

Survey for Round 2 of Staff Replacement Machines

Last year, after winter break, half of the teaching staff started receiving new machines as a part of the two year replacement program. I am ready to begin the process of ordering round 2. If you did not receive a new desktop or laptop last year, please fill out the survey so I can order an accurate amount. 

The survey will be open until next Friday, December 9. Please choose either desktop or laptop. Anyone who does not respond will have a laptop ordered. Again, this is only for staff who did not receive a replacement last year. 

The survey is here!

Newsletter November 9, 2016 : Staff Computers Wave 2 ,Status of Building Needs, Network Timeline Update

Staff Computers Wave 2

Last year in November, we started gathering information from staff on preference between desktop and laptop for the first wave of teacher replacement computers. This covered half of the staff. This month, I will be distributing a new survey to the remaining members of the staff to order and address these replacements.

Computers will arrive likely over winter break and we will begin distributing them early next year. There is a certain amount of setup time so computers will be distributed in the same manner as last year. This will finish off our remaining staff who have been patiently waiting for new machines. The board was kind enough to shorten this 3 year cycle to a 2 year due to the need. 

Status of Building Needs

Thanks for your quick reporting of issues. In the case of printers, some of them are not owned by the district and Ed worked with the companies to gain access to get them up and running with new addresses. Most recently, the high school library and guidance office are back online. Make sure to use the trouble reporting tools for any other issues. It is helping us to make sure nothing is missed. Both Ed and Don have been working hard to follow up on all issues. Thanks for your support.

http://www.westg.org/TechnologyErrorReporting1.aspx

With regards to any HVAC issues, Navitus (the company that manages our energy controls) is currently working with the operations office to fix these. There is a solution in place to better organize these by building that will quickly resolve and prevent the cause of the original problem. Thanks for your patience and reporting of these issues. They have been relayed to Jim Russo to be addressed. 

Network Update

The team wiring all 4 buildings and placing the wireless access points is finishing up. There was Air Testing taking place this week so we didn't want to turn on the new wireless until that was done. Wednesday, November 16 and 17 are the dates that the company will be turning on the new wireless. You'll notice that devices are being put in every other classroom. This will increase our capacity and also correct problems in areas where we currently have limited or no wireless.

The new wireless access points will have the same passwords as the current wireless. Due to this, a number of devices may connect automatically. If not, a reboot may be needed. We will send specific information in a follow up email as we get closer. It will work the same as our current wireless in that you will enter the password and be able to move between access points without having to reconnect again. 

Also in the plans is a guest account. We will start having our students use this for phones and other BYOD. We want to separate them from our instructional devices so we can have better control over our bandwidth.

Newsletter 10/19/16 : Network update (including info on expanded wireless), Election Central Resource, Copyright and Intellectual Properties

Network Update (Error Reporting)

Please use the error reporting form if you are having issues. It actually sends emails to Ed, Don, and myself. I saw an email sent asking to gather issues. While this seems like a good concept and is done with the best intentions, it actually delays getting information to us which ultimately has you waiting. Ed and Don are always very responsive so please use these forms. Go to the district website under "staff" and click "technology reporting". 

http://www.westg.org/TechnologyErrorReporting1.aspx

If you use the reporting forms, it sends each of us an email right away and you will see that each form is building specific. It also gathers information we need to resolve your issue quickly. This is very helpful if we are already in your building because we get an immediate notification and your problem can be solved immediately.  It also populates to a spreadsheet. We often get backlogged with error reports but it makes sure that we do not miss any issues on the list. Your concerns are important. We can't help if they aren't reported.

We are in the process of fixing any final issues with the network and preparing for next week, when the expanded wireless will start to be activated. The current date of this looks to be a week from Friday. I will update you with any changes. Wiring needs to be finished and the middle school and high school. This will put devices in every other classroom and also in common areas. For those of you that notice wifi drops in certain areas because they don't have a dedicated wireless device, this will improve that issue.

EX: The high school cafeteria does not have a current wireless device in that large common area. While it is able to pull from the library and a device in another hallway, connectivity is diminished. Arrays will be added to this area to improve this longstanding problem. 

EX: There is a hallway where 4 classrooms are currently connecting to a single access point. When all 4 classes are working, staff has regularly reported connectivity slow downs and drops in connectivity. Arrays will be put in every other classroom on this area which will double connectivity and take the strain off a single device. With these now going in classrooms, there will also be less interference cutting through multiple walls and corners which also causes connectivity issues. 

Election Central Resource

http://pbseduelectioncentral.com/

If you have not checked out this resource, it is very helpful with this very interesting election year. There are links and resources that are valuable to a wide variety of grade levels. It was shared at the recent Ideastream meeting and I wanted to make sure you were aware of it.

Copyright and Intellectual Properties

Goo.gl/W14QzN 

Also at Ideastream was a great presentation on Copyright and Intellectual Properties. The internet has provided unprecedented accessibility to information for teachers and students. A common assumption is that we are allowed to automatically use everything because it has an educational purpose. This isn't always the case. 

This presentation shares resources useful for teachers and also has ideas that can be used with students. If you need access to more, please let me know.