Department ICT systems 10 fact sheets for Principals and ICT leaders Winter 2012 edition
School Technology Architecture and Resources
Have you seen the new School ICT planning guide? The purpose of the school ICT planning guide is to assist schools to plan for the effective use of information and communication technology (ICT) in their everyday practices to improve learning, teaching and administration. For more information visit: http://edugate.eduweb.vic.gov.au/ictplanning
Published by Department of Education and Early Childhood Development Š State of Victoria (Department of Education and Early Childhood Development) 2012 The copyright in this document is owned by the State of Victoria (Department of Education and Early Childhood Development), or in the case of some materials, by third parties (third party materials). No part may be reproduced by any process except in accordance with the provisions of the Copyright Act 1968 or with permission. Authorised by the Department of Education and Early Childhood Development, 2 Treasury Place, East Melbourne, Victoria, 3002.
IT Service Requests
School curriculum systems
Department systems and programs
Use the online Job Management System to log an IT service request for attention by your specialist technician.
Use the online service gateway to log an IT service request for Department systems and programs.
http://jms.education.vic.gov.au
This enables you to: • get self-help from the Knowledge base and FAQs. • Log and track progress on service calls.
Ultranet Use the Ultranet helpdesk to log an IT service request for attention by Ultranet system support. Ultranet Help Desk: 8:00am – 8:00pm week days (excluding Victorian public holidays) 10:00am – 5:00pm weekends Schools: 1300 331 955 ultranet.helpdesk@csg.com.au
• Be informed about the status of service incidents. Service Gateway: http://servicedesk.education.vic.gov.au Service Desk: 8:00am – 5:30pm week days (Excluding Victorian public holidays)
1300 331 955
Schools: 1800 641 943
ultranet.helpdesk@csg.com.au
Corporate: 9637 3333
Department ICT systems – 10 fact sheets for Principals and ICT leaders
Introduction The aim of this publication is to provide school principals and ICT leaders with information about ICT systems available for use in schools in order to inform school planning processes and assist in adoption of new technology into teaching and learning practice. ICT LEADERSHIP IN SCHOOLS – 10 QUESTIONS TO ASK OF YOURSELF AND YOUR SCHOOL ICT STAFF OVER 2012
Planning
Preparing
Item
What is the state of our school ICT equipment (SIPS STAR rating out of 5) See https://edugate.eduweb.vic.gov.au/Services/IT/ITServices/eduSTAR/Pages/ ICTPlanningandProgression.aspx How confident and capable are our staff in the use of ICT for teaching and learning (ePotential) See http://epotential.education.vic.gov.au/ Our school has an eLearning plan – outlining how contemporary ICT will be integrated into teaching and learning practice? Our school has an ICT infrastructure roadmap – outlining our annual purchasing plan
Implementing
Our school replaces computer equipment at the end of its usable life (~4 years) Our school is aware how many technical support hours are available per week under the TSS program (formally TSSP) Our school is aware how many credit / debit technician hours we have available under the TSS program. Our school ICT coordinator and specialist technician have a plan to utilise any credit hours to improve our school ICT system. Our specialist technician regularly checks backups on both administration and curriculum systems
Evaluating
Our school utilises the eduSTAR software image on all ICT devices
Our school regularly evaluates the progress of ICT adoption (benefits, possibilities created and next steps)
Winter 2012 edition
Contents 10 fact sheets on school ICT systems 1
Backup of critical school administration data
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2
School wireless networks – what do I need to know?
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3
Purchasing ICT equipment – new authorised suppliers
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4 Over 80 educational software titles now available for primary and secondary schools
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5
Online training available for staff
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6
Expansion of technical support in schools
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7
Enhanced email services for school staff
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8
How to administer school eduMail accounts
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9
Videoconferencing now available for regional and rural schools
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10
Online curriculum resources
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Department ICT systems – 10 fact sheets for Principals and ICT leaders
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Backup of critical school administration data
eduSTAR CASES Central Backup
Scope of the service
eduSTAR CASES Central Backup supports Victorian government schools by protecting critical school administration data to make sure it is available to be restored to a CASES administration server in the event of a disaster.
Only part of the CASES server is backed up centrally. This includes:
Benefits • Protects critical school administration data and CASES21 database files in case of disasters such as theft, fire or flood. • Makes sure data is not lost. • Centralised backup managed by the Information Technology Division. • Formalised file recovery service for schools. • Maximum data loss of one day for recovered files. Does my school receive this service? The eduSTAR CASES Central Backup policy covers all Victorian government school sites connected to the VicSmart WAN supplied with a CASES administration server, including servers at nonadministration sites in multi-campus schools. How do I access the service? The Department service desk can provide you with copies of backup data in the event of a disaster that results in loss or loss of access to school administration and CASES21 data.
• CASES21 and OnDemand data, and • Critical school administration files stored on the U:\ on CASES administration PCs. Key responsibilities To ensure the central backup service runs effectively, schools are advised to: • Close all files stored on U:\ drive and CASES21 at the end of each work day to enable backups to occur overnight.
Note: Open files cannot be backed up.
• Continue with your own backup procedures for any critical data that is not stored in the U:\ drive area. • Liaise with your specialist technician(s) and local school technician(s) to make sure the CASES administration network and server remain operational and accessible for backup purposes. • Adhere to published advice from ITD and leave core ICT equipment powered on at all times, day, night, weekends, school and public holidays. • Ensure content of files located on the CASES administration server does not breach the Acceptable Use Policy. ITD does not check what is stored in each file. • Raise awareness that in the event of file deletion or server failure, files added or modified since the last overnight backup will not be recoverable from the eduSTAR CASES Central Backup service.
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Information Technology Division (ITD) is responsible for: • Backup of the defi ned directories on the CASES administration server occur according to the published backup schedule.
• Performing school data restorations in conjunction with specialist technicians(s) to enable resumption of normal school business operations. • Working with school management to recover single files, and coordinate disaster recovery.
System
Frequency
Start time (range)
Retention before archiving
CASES21 OnDemand
Nightly
1:30am – 6:15am
Two weeks
Critical school administration data (U:\ drive)
Nightly
7:30pm – 10:30pm
Four weeks
Tuesday to Saturday Monday to Friday
BACKUP PROCESS
Note: The Service Desk will only attempt recovery of lost files older than 28 days in exceptional circumstances as these backups will have been archived.
School Administration Staff
Technicians
Store critical school administration data on U:\drive
Ensure server health & ensure local backup of non-critical files
CASES Admin Server
CASES21, OnDemand & critical school administration data stored on U: are backed up according to the published backup schedule
Off site Secure Backup Location
RESTORE PROCESS
SINGLE FILE RESTORE School Administration Staff
Log a request for single fi le restore via the service gateway
Single file restore service request logged & completed within agreed timeframe
MAJOR DISASTER
Technicians
Inform the Service desk of a major disaster (e.g. theft, fi re or fl ood)
Contact us: Use the online Service Gateway for all IT service calls. This enables you to: – Log and track progress on service calls – Get help from the Knowledge base and FAQs – Be informed about the status of service incidents Service Gateway: http://servicedesk.education.vic.gov.au
Disaster recovery event procedures commence
Service Desk: 8:00am – 5:30pm week days (excluding Victorian public holidays) Schools: 1800 641 943 Corporate: 9637 3333 Further information: eduSTAR CASES Central Backup guidelines for schools (https://edugate.eduweb.vic.gov.au/ Services/IT/ITServices/edustarbackup) eduSTAR CASES Central Backup Policy https://edugate.eduweb.vic.gov.au/Services/IT/ ITServices/edustarbackup
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Department ICT systems – 10 fact sheets for Principals and ICT leaders
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School wireless networks – what do I need to know?
Enterprise wireless network for schools Victorian government schools constructing template buildings as part of the Building the Education Revolution (BER), and secondary schools eligible to participate in the Digital Education Revolution (DER), have been provisioned with wireless infrastructure. The eduSTAR.net wireless network provided: • additional wireless access points (WAPs), and • server infrastructure and a wireless Local Area Network (LAN) controller to provide load-balancing and management functions. Advice to schools who did not receive eduSTAR.net through the BER/DER initiatives Schools not covered by these programs who wish to expand their wireless network are advised to invest in contemporary Cisco wireless access points (WAPs) from the Department’s authorised suppliers. These should be connected to the school eduPaSS server. To access the Wireless Network & Cisco Products information, see: ICT Products and Services Pricing Schedules (http://www.education.vic.gov. au/management/ictsupportservices/ictproducts/ otherproducts.htm)
Key responsibilities To ensure the eduSTAR.net wireless network service continues to operate effectively, schools are advised to: • Liaise with your assigned specialist technician(s) to make sure the eduSTAR.net infrastructure is operational and accessible. • Plan to replace obsolete wireless access points and/or cabling when they reach the end of their usable life (4–5 years). • Purchase additional wireless access points. The use of Department authorised suppliers is highly recommended to ensure value for money, compatibility and appropriate maintenance and support. • Adhere to published advice from ITD and leave core ICT equipment powered on at all times, day, night, weekends, school and public holidays. Information Technology Division (ITD) will assist schools by ensuring: • Specialist technicians have access to: – Defined administration tools to support the wireless network in schools. – Operations guides and troubleshooting procedures. – Support via the Service Gateway for further assistance (for Specialist Technicians). • Warranty and maintenance agreements with authorised suppliers are maintained within the agreed service levels.
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Purchasing ICT equipment – new authorised suppliers
Purchasing ICT equipment – Authorised suppliers The Department has entered into contracts with ‘Authorised Suppliers’ for the supply of a range of Information and Communication Technology (ICT) products and services that are available for schools. Benefits • • • • •
Value for money Tested devices Enhanced Warranty Standard Operating Environment Contractual Protection
Does my school receive this service? The Department has established a number of contracts with suppliers specifically for schools and Department business units to purchase from. How do I access the service? Information about the ICT products available, suppliers and their pricing and support can be found at the ICT Products and Services website and the attached supplier respective pricing schedules. http://www.education.vic.gov.au/management/ ictsupportservices/ictproducts/default.htm
Scope of the service The following products and services are available to all Victorian government schools under the terms of the respective agreements • CASES Hardware • Desktop Computers • Notebook Computers • Servers, UPS and back-up solutions • Polycom Videoconference equipment • Interactive Whiteboards • Leasing Facilities • Local Area Network (LAN) – eg. Network Switches, Wireless Access Points (WAPs) • Multi Function Devices • Software Key responsibilities To ensure the schools get Value for money in their ICT procurements the Department encourages the use of ‘Authorised Suppliers’ and are advised: • Seek a number of quotes (if possible). • Suppliers may advise the Department of changes to products and pricing at short notice. • Schools should check the pricing schedule with the supplier immediately before placing an order. • Schools purchasing desktop or notebook computers under the ICT Grants – Increased Access to Schools or the National Secondary Schools Computer Fund (NSSCF) initiatives must use the Departments Authorised Suppliers. Information Technology Division (ITD) is responsible for: • Updating the scope of services (where possible) • Updating the devices and pricing in accordance with supplier roadmaps and pricing policy. 07
Department ICT systems – 10 fact sheets for Principals and ICT leaders
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Over 80 educational software titles now available for primary and secondary schools
eduSTAR software image The eduSTAR software image is a technology platform that draws together over 80 pieces of educationally aligned software to support teachers, students and administrators to perform learning tasks and access digital resources Benefits • Staff and students are provisioned with the same software on all ICT devices as part of a cohesive and consistent platform. • All software titles are evaluated and aligned to Victorian Essentials Learning Standards (VELS) domains. • All ICT devices purchased from the Department authorised suppliers have the eduSTAR software already installed. • The Department, in conjunction with technology partners and schools, offer a number of professional learning opportunities, lesson ideas and resources for software loaded on the eduSTAR.SOE Does my school receive the eduSTAR software image? All Victorian government schools have access to the eduSTAR software image through their Specialist Technician. The eduSTAR software image is available for use on both Mac and PC devices in two configurations: • Primary school image – Comprising over 80 pieces of educational software licensed for both Primary and Secondary school use. • Secondary school image – Comprising all software made available in the primary school image plus additional software titles licensed for use in Secondary schools including:
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– Adobe Acrobat X Pro, Photoshop Elements and Premier elements – Inspiration and InspireData – Wolfram Mathematica – The Yenka suite – Graphmatica – Comic Life, and – Access to World Book Encyclopaedia Schools are able to extend both primary and secondary school images by adding additional school purchased software to support curriculum delivery as defined in their eLearning plan. Key responsibilities To ensure your school is using the latest eduSTAR software image, schools are advised to: • Liaise with your assigned specialist technician(s) to gain access to the eduSTAR.SOE, ensuring compliance with the following licensing requirements: – The Primary school image can be installed on all school assets. – The Secondary school image can only be installed on school assets that are solely or predominately used by year 7–12 students or staff who teach year 7–12 students. Information Technology Division (ITD) will assist schools by ensuring: • Provision of annual updates to the eduSTAR.SOE (1 major release per year), including installation instructions for specialist technicians. • Evaluating ICT devices to be offered by Department authorised suppliers. • Provision of the eduSTAR.SOE to Department authorised suppliers.
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Online training available for staff
Online Training
How do I access the service?
The Online Training site is an eduGate service available to all schools and Department personnel and hosts or links to a variety of online modules. The online training site assists to further develop skilled, capable and confident staff in using software and online systems.
The Online Training web site can be accessed at: https://edugate.eduweb.vic.gov.au/OLT/
Benefits • An effi cient and cost effective method to deliver a variety of training opportunities to large numbers of staff in schools across the state. • The eLearning modules include activities, simulations and exercises to address a number of learning styles. The modules are self paced and can be accessed at work or at home. • An alternative resource to the ITD Service Desk. Does my school receive this service? The Online Training site is accessible to all staff that have an eduMail User name and Password. Arrangements can be made for staff who do not have an eduMail User name and Password to access the site on a temporary basis.
Scope of the service The Online Training site includes learning categories for administration, staff development, teaching and useful links and resources and hosts modules such as: • Microsoft Technology including Offi ce (2007/2010), Windows, Vista and Windows 7. • School Administration: CASES21 (including timetabling). • eduPay. • English Online. • Processes for school notebook representatives. Key responsibilities Information Technology Division (ITD) is responsible for: • Continued promotion and development of “Just in time” Learning modules for administrative staff. • Upgrades to the site as and when required.
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Department ICT systems – 10 fact sheets for Principals and ICT leaders
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Expansion of technical support in schools
eduSTAR.TSS eduSTAR.TSS (formally the Technical Support to Schools Program – TSSP) provides a Specialist Technician (ST) to all Victorian government schools to assist with Department and school ICT systems. Benefits • Reduced ICT management responsibilities. • Frees teachers from IT tasks so they can focus on their teaching. • Single point of contact for advice on usage and improvement of school’s ICT environment. • Consistent support to each school. Does my school receive this service? All Victorian government schools receive a minimum of 3 hours support per week for 46 weeks of the year. How do I access the service? Specialist Technicians are managed and provisioned to all schools by the eduSTAR.TSS team. Scope of the service The eduSTAR.TSS calculates and allocates support to a school based on their confirmed enrolment data. Specialist Technicians are then assigned to work the hours at particular schools based on a visitation schedule. Support is available between 8am to 6pm on schools days for 46 weeks of the year. Support times to a school may vary depending on the visitation schedule. Key responsibilities
• (Where possible) assign a staff member as a primary contact to assign priorities to jobs based on the school’s requirements. • Let all staff know of the times the ST is scheduled to be at the school. • As most STs work at multiple schools, school staff should be advised not to contact the ST outside of the visitation hours. Where a major issue or outage has occurred, the primary contact or member of the school’s leadership team should contact the ST for assistance. • Provide a Sign in/Sign out book or equivalent for STs. • Raise any concerns with ST performance as soon as they arise with the eduSTAR.TSS Regional Service Delivery Manager (SDM). • Check the eduSTAR.TSS Online Timesheet system to ensure that STs are logging times accurately against the school. Information Technology Division (ITD) is responsible for: • Provision support hours to schools based on their enrolment information. • Provision suitably qualified STs to all schools. • Provide management of STs through an eduSTAR.TSS Regional SDM. • Management of all ST suppliers. Further information The TSSP Online Timesheet system (http://www.eduweb. vic.gov.au/tssp) requires Principal or School EduMail credentials to log in.
To ensure the eduSTAR.TSS runs effectively, schools are advised to:
– eduSTAR.TSS (formally the Technical Support to Schools Program – TSSP) (http://www.education.vic.gov.au/ management/ictsupportservices/tssp/default.htm)
• Log all jobs requiring action by the ST through the Job Management System (eduSTAR.JMS).
– Job Management System (JMS) (http://jms.education.vic.gov.au)
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Enhanced email services for school staff
eduMail
Does my school have access to eduMail?
eduMail is the Department’s email system for school and corporate staff. In 2011 the eduMail system was upgraded to provide enhanced capacity and services.
All Victorian government school principals, teachers, education support staff in schools have access to eduMail.
Enhancements • Principal and school email accounts now have 1GB mailbox capacity. • Teachers now have 500MB mailbox capacity. • Email attachments can now be up to 20MB. • Enhanced self-service tools to enable staff to conduct common tasks such as change password and reset password. • Enhanced tools for Principals to enable staff account management including password resets and unlocking accounts.
Key responsibilities • All staff should set their secret questions and answers for self-service password reset by visiting: https://www.eduweb.vic.gov.au/password/ Questionpassword.aspx • Staff wishing to change their eduMail password should visit: https://www.eduweb.vic.gov.au/password/ ChangePassword.aspx • Staff wishing to update their telephone or mobile phone number should visit employee self service (ESS): https://edupay.eduweb.vic.gov.au Further information: 1. Using your web browser go to: https://www.edumail.vic.gov.au 2. Click eduMail Support (bottom right hand corner) 3. Type in your User name (UserID) and Password when prompted 4. Click OK.
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Department ICT systems – 10 fact sheets for Principals and ICT leaders
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How to administer school eduMail accounts
eduMail Account Administration Module The eduMail account administration module allows school principals, acting principals and delegates to administer staff eduMail accounts. Benefits • School principals and delegates are able to reset eduMail passwords and unlock accounts for staff within their school. • School principals are able to grant delegation rights to staff as appropriate. Normally access is given to the school business manager. Does my school receive this service? This service is available to all schools. How do I access the service? To access this service: 1. Using your web browser go to: https://www.edumail.vic.gov.au 2. Click eduMail Support (bottom right hand corner)
Key responsibilities To ensure the eduMail Account Administration Module service runs effectively, schools are advised to: • Grant delegation rights to staff as appropriate (e.g. business managers). • Review delegation rights on a regular basis ensuring appropriate access is granted to staff based on business needs and when new school principal / acting principal is appointed. • Assist staff in unlocking and resetting passwords, eliminating the need for central administration. Information Technology Division (ITD) is responsible for: • Ensuring that staff at your school have an active eduMail account. • Ensuring that the eduMail account administration module is accessible via the principal / acting principal eduMail account. Further information:
3. Type in your User name (UserID) and Password when prompted
1. Using your web browser go to: https://www.edumail.vic.gov.au
4. Click OK
2. Click eduMail Support (bottom right hand corner)
5. Click My Tools
3. Type in your User name (UserID) and Password when prompted
6. Click eduMail Account Administration Scope of the service This service is limited to only those who have their title listed on eduMail as ‘Principal’ or ‘Acting Principal’ and who have completed and submitted the eduPay/Recruitment Online school access request available from http://www.eduweb.vic. gov.au/hrweb/resources/formsHR.htm
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4. Click OK 5. Click Principal and School Information (under eduMail FAQ’s).
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Videoconferencing now available for regional and rural schools
School videoconferencing network and Office Communicator
Scope of the service
The Department has established the eduSTAR school videoconferencing network (eduSTAR. SVN), by installing Polycom high definition videoconference equipment into 610 schools to enable the delivery of contemporary pedagogy anywhere, anytime.
• Make point to point high definition video calls (e.g. school to school).
Benefits
• Schedule and record videoconferences for later use.
• The school videoconferencing network enhances communication, improves regional, interstate and international collaboration. • Enables schools to use the technology to share teaching practices and ideas with teachers in other schools. • Enables students to communicate across the state to share classes and providing more educational opportunities. • Enables staff and students to connect with experts across the world via video link. Does my school receive this service? On 24th June 2011 the Minister for Education announced the provision of 300 Polycom videoconferencing units to regional and rural schools, in addition to the 310 units already allocated to regional and rural schools with BER Package C and Science and Language Centres. How do I access the service? This initiative allocated videoconferencing units to support education within regional and rural schools. Schools can purchase Polycom videoconference units from authorised suppliers. A list of authorised suppliers is available from: http://www.education.vic.gov.au/management/ ictsupportservices/ictproducts/default.htm
The school videoconferencing network enables schools to utilise the Polycom unit to:
• Hold multi-point high definition videoconferences (e.g. between three or more schools). Future enhancements will make it possible to:
• Integrate with the new version of Microsoft Communicator (Lync) so calls or conferences can be made from a Polycom unit to a teacher notebook. Key responsibilities To ensure the eduSTAR.SVN service runs effectively, schools are advised to: • Investigate teaching and learning opportunities created by the school videoconferencing network. For example, start with a small trial between two schools, then expand. • Liaise with your specialist technician(s) and local school technician to make sure that the Polycom videoconferencing equipment is operational. • Adhere to published advice from ITD and leave the Polycom videoconferencing equipment powered on at all times, day, night, weekends, school and public holidays. Information Technology Division (ITD) is responsible for: • The operational support and maintenance of the state wide videoconference network. • Proactive management of all of the videoconference components. • Videoconference training guides for schools to use. 13
Department ICT systems – 10 fact sheets for Principals and ICT leaders
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Online curriculum resources
Accessing online learning resources A vast array of digital content is available for schools to access online – this includes over 27 000 images, videos, websites and interactives. Much of the content is provided in a format that makes it easy for teachers and students to create, collaborate and share with others. Benefits
New resources The Department funded strategic partners – including the National Gallery of Victoria, Museum Victoria, State Library of Victoria, Australian Centre for the Moving Image, Asia Education Foundation and Zoos Victoria – to develop digital resources, incorporating web 2.0 functionality. Some examples 15 second place
• Aligned to VELS • Content is quality-assured and online communities are moderated. • Resources available for early years, primary and secondary. Does my school receive this service? All of the digital learning resources are available to Victorian government schools. How do I access the service? The suite of digital learning resources is available for all Victorian government schools to access via searching either FUSE www.education.vic.gov.au/fuse, OR the Ultranet www.ultranet.vic.edu.au.
Capture the mood of where you are. ACMI’s 15 Second Place encourages students to investigate physical spaces and their diverse cultural, social, political and historical aspects, reflect on their understanding and respond creatively to a space. Students create 15 seconds of video footage of a place, around the corner, up the street, or down the lane. 15 Second Place is a mobile friendly website, using a free iPhone app which you can download from iTunes. Learning resource IDs: N4SJZF & C4TDZR http://15secondplace.acmi.net.au
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Inside a Dog
Inside a Dog is where students can review their favourite books, read reviews by others, or discover something new. They can share passions with the world through creative responses to their reading. Book clubs, forums, news, reviews – old dog, new tricks! Learning resource ID: Q6ULM6 http://www.insideadog.com.au Further information Ultranet: www.ultranet.vic.edu.au FUSE Early Childhood: https://fuse.education.vic.gov.au/ child/pages/Default.aspx FUSE Primary: https://fuse.education.vic.gov.au/ primary/pages/Default.aspx FUSE Secondary: https://fuse.education.vic.gov.au/ secondary/pages/Default.aspx FUSE Teacher: www.education.vic.gov.au/fuse FUSE web 2.0 projects: http://slvonline.global2.vic.edu. au/the-projects Ultranet Support Model 4 – Finding, using and creating content in the Ultranet https://ultranet.vic.edu.au/ portal/web/support/4.-finding-using-and-creatingcontent-in-the-ultranet
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School Technology Architecture and Resources