Information Communication
Technology @
VIS a guide for staff
ICT @ VIS
Page 0
The benefits of effective use of Information and Communication Technology (ICT) in teaching and learning programmes are widely recognised. At VIS, the embedded use of technology is encouraged throughout all grade levels to ensure our students are efficient and competent users, and to enhance learning experiences. The school has a school-defined multi-platform model for ICT provision. Laptops are preferred over smart phones and other devices due to their greater functionality, however the other devices play a significant role, particularly in consuming/receiving information. The VIS ICT vision is for all students to be connected to technology for learning anywhere and anytime. This connection requires  understanding of  access to, and  the opportunity to use appropriate tools and resources. It is vital that the learner does not become more connected to external data or contexts than to local peers. Collaboration at all levels remains an essential part of learning at VIS and ICT use can and should complement this. The school is committed to providing staff and students with tools and resources that enhance learning, and encouragement and support to embed ICT use where it helps to prepare learners for life. As global citizens, the use of ICT to communicate ideas and information is well understood. All of our community share a responsibility for modeling ethical and responsible use. The following pages will provide an explanation of the resources available and guidelines on how to effectively use the technology that is available at VIS. Each teacher and learner should expect to access information and communication technology in a manner that will allow all members of the community to benefit.
ICT @ VIS
Page 1
Content Introduction Hardware The VIS Local Area Network (LAN) Accessing the LAN LAN Server Space The Internet Software Physical Network School Applications, Communication and Confidentiality Acceptable Use Acceptable Use and Applying the Guiding Concepts Social Media Service Standards Frequently Asked Questions Frequently Asked Questions – Who Do I see For This? The ICT HelpDesk Fault Reporting Flowchart
ICT @ VIS
Page 1 3 4 5 5 6 6 7 7 8 9 9 10 11 12 13 14
Page 2
Hardware Laptops have been issued to teachers to facilitate collaboration and enhance work practice within and outside the school. The laptop remains the property of the school, however each teacher is given responsibility for care and operation of the laptop during the period of employment at VIS. The ICT Acceptable Use Agreement applies to all teacher laptops, as they apply to all other users and technology at VIS. Students from grade five to twelve have access to VIS laptops through the Laptop Lease Programme. This provides for a school-issued Dell Vostro Ultrabook, a choice of MacBook for a supplementary charge reflecting the higher costs, or use of an owned laptop providing the owner agrees to VIS usage parameters. Students in early years to grade four have access to netbooks and/or iPads. These tools are provided to give anywhere anytime access to the school’s digital resources, including internet and server based material. Desktop computers are provided in some specialist classrooms. The school has limited desktops and expansion will focus on the laptop and tablet form. The Library has a mix of iPads and laptops for student use. Desktops are typically provided for administrative staff and are available in shared work spaces. The use of a personal laptop on the VIS network requires the user to agree to all monitoring and operational security applied by the VIS network. At this stage, configuration and support limitations mean that Apple products are not supported as an alternative to the staff work computer. Printers and scanners are provided across the campus. Printing is monitored and managed with the intent of reducing the amount of paper used by the school for environmental reasons. Where it is feasible to use, distribute or submit a document in digital form, this is strongly encouraged. One printer is provided to each shared teacher work space. This is for small print jobs, such as single page jobs. A copier/printer is available on each floor in the Primary and Secondary buildings, as well as the Library and Administration. These are for all print jobs with multiple copies. All copier/printer s are capable of scanning, duplexing, image reduction and other processes that reduce paper use. Colour printers and scanners are available in some locations. Quotas are in operation for all users for printing, particularly for colour copies. Details of the quota differ according to need. Students are able to access copier/printers in the secondary wing and Library. All available printers are shown in the Devices and Printers menu on each laptop. School computers are configured for security, ethical use and reliability. The installed software is licensed and selected for the capacity to operate effectively on the school’s equipment and network. The addition of software must be managed through the ICT HelpDesk to ensure the reliability and security of the network. Personal computers may be denied access to the network if they contain unlicensed software or are configured in a way that endangers the network. Classrooms are fitted with LCD projectors, sound systems and a growing number of interactive whiteboards. Along with scientific probes, calculators, cameras and other recording devices, learners can use ICT in a variety of ways to engage in the curriculum. All staff are encouraged to innovate and explore the use of devices within the learning programme.
ICT @ VIS
Page 3
ICT @ VIS
Page 4
The VIS Local Area Network (LAN) The Local Area Network or LAN is the base for all VIS digital resources. Once logged into the LAN, users can access any resource to which they have permission. The LAN can also be accessed through a Virtual Private Network which enables the user to log into the school’s resources from outside of the school via an internet connection. All users logged on to the VIS network are subject to usage monitoring at all times. Usage Information can be used for diagnostic and planning purposes and to provide appropriate, reliable and equitable network access for all users. ICT personnel and school administration will have access to these records. Monitoring may include bandwidth usage by individuals, and website access as an aggregate of all users and by individuals. ICT personnel will monitor connectivity and usage, and can provide records of individual usage, if inappropriate use is identified. Apart from providing information on inappropriate use to administration as needed, ICT personnel will respect the privacy of individual usage. The LAN is managed to maintain security and effective co nnections for all users. The login and password are essential elements of security and must be maintained carefully. At login, the computer will be checked and automatically updated with any required changes. It is essential that users log out and the comp uter is closed down at the end of each work day to enable a full backup of server files. All VIS supplied software is managed for updates and patches which ensure that the latest version is installed and operating. Wireless connections are available throughout the campus and are suitable for all general connections. Cable connections are the faster and are the most reliable form of connection and are therefore recommended for use where they are available. This is particularly the case when high data use applications are working such as streaming video or projecting video to the LCD projectors Smart phones and iPads are devices which can also be used on the LAN to access internet based resources. Students and staff may request an additional device to be connected where it is required. There are limits placed on the numbers of these additional devices and the bandwidth made available to them because of their usage patterns. Guests to the school, including parents, may request passwords to allow their devices to connect to the LAN and access internet services.
ICT @ VIS
Page 5
Accessing the LAN When users log on to their computer they are joining the VIS Domain which is called OURVIS. The log in process checks the authenticity of the user and assigns access rights to the user. A Domain is a networked community, and just like a community, it has rules and structures that must be followed to be efficient. Maintain password security as a password is like a passport. When connected to the VIS Domain, a user can access the server where all data is stored. The main server is called EINSTEIN. Users will have access to various parts of EINSTEN depending on their group within the Domain. Staff will see the folders for staff and students. Students will see folders for their classes only. Students will only be able to see their own work unless their teacher has made other work accessible. All the contents of EINSTEIN are backed up on a regular basis so they can be recovered by the ICT HelpDesk. If files are lost, contact the ICT HelpDesk as soon as possible. LAN server space Electronic storage is limited. For this reason users must follow responsible practices in maintaining digital files. The server hosts folders which are accessible to teaching teams and class groups. These folders are for permanent documents and files and remain intact from year to year. All folders on the server are routinely backed up on a daily and /or weekly basis. If users require a previous version of a file they are working on, they can approach the ICT Help Desk. Server space is for school related materials only. Any personal items should be stored on a personal storage device such as a USB drive, or on the hard drive of a laptop. Files that are required for documentation of performance or progress (such as video or photographs of work activities or other assessments) should be saved in group folders. Items that are to be used again in future year s should be saved. Items that are single-use, or old versions of current files should not be stored on the server. Making multiple copies of files is discouraged. If multiple users need access, materials should be stored in group folders. Media files use large amounts of storage. Photos, audio files and other multimedia files that are part of the resources for a course or unit should be stored in appropriate group folders. Records of performance that are not required for later use should not be stored on the server. Once they have been accessed and used, they should be deleted or moved to appropriate external storage.
ICT @ VIS
Page 6
The Internet Access to the internet is a key element of the educational programme. Access to the internet through the school network provides some level of risk to all users through access to viruses. For this reason, the school applies virus protection to all computers on the school network. Infected files will be deleted from the computer when they are located by the virus protection soft ware. The internet is the host to school resources such as Managebac, and bandwidth is therefore a resource that must be managed to provide best access to users. Should a user require dedicated bandwidth for a specific activity or learning experience (such as skype video interview) contact the ICT HelpDesk to arrange priority access to the bandwidth. The school does not actively block specific websites. There may be times that a user will need access to a site that is not suitable for others in the school and so personal and professional responsibility is expected. The ICT team does monitor users and their access to sites, and inappropriate use of the resources can result in penalties. Remember that the VIS ICT resources are for use to achieve the school Mission and Objectives only and there should be no problem in accessing what is needed.
Software Software development is one of the world’s fastest growing industries and new and useful software is being invented on a daily basis. The school does not mandate the teaching of specific software because the pace of change does not make this worthwhile. However, the school will only be able to assist users with a limited amount of software and so has determined a number of key programmes that are supported. The school configures the network and other programmes on the LAN to work most effectively with the following software; Microsoft Office, Adobe Reader, Internet Explorer, and google. The school encourages users to explore new and creative ways to use software to work more efficiently and effectively. Users may add software to their allocated laptops but should not make any additions to desktop computers without the specific permission of the ICT HelpDesk. Software that causes a conflict with the network or could cause problems for other users will not be permitted on any computer using the LAN. It is excellent practice to seek the advice of the ICT HelpDesk before adding software in case it can cause a conflict and will need to be removed later. General software requests for classroom use are part of the resource requests completed annually. Where software is used across the school it is funded by the ICT Department and all other purchases are funded by the relevant school or learning area.
ICT @ VIS
Page 7
The Physical Network Cables and wireless access points connect to switches located in the primary, secondary, PE and library buildings and from there via optic fibre cable to the server room in the administration building. Each cable is connected purposefully to the network and should not be removed from ports except by the ICT HelpDesk personnel. Do not turn devices off, move them, or adjust them as they have been placed to ensure access for all users. If help is required, call the ICT HelpDesk. If a cable is not working, see the ICT HelpDesk so they can check. The school telephones are part of the ICT network and all phones use Voice Over Internet Protocol (VOIP). They must remain connected and powered at all times. Electrical surges and dips are a part of the operating environment in Lao PDR and protective devices are installed to minimize the potential for damage to sensitive equipment. Unfortunately, electricity supply does still play a role in the reliability of service and all users are asked to be mindful that power fluctuations can caus e interference to ICT equipment. Do not use multi plug adapters unless they are supplied by the school. The schoolâ&#x20AC;&#x2122;s electrical circuits are balanced for the protection of all and there should not be more appliances operating than the number of outlets in the room. Power is also the responsibility of the user. The school provides laptops to users because of the importance of portability and being able to use the computer anywhere, anytime. It is the responsibility of the student to bring their laptop to school fully charged and to put the device into sleep mode when it is not being used. Current research says that student laptops in effective 1:1 Laptop Schools are used about 50% of the school day â&#x20AC;&#x201C; at the most. The rest of the time, they should have tops down to conserve power and avoid distractions. Good battery management should include regular draining of the battery before recharging to full power. Should battery charge give less than an hour of use, it is time to see the ICT HelpDesk. Requests for additional devices or hardware should be made during the annual Resource Request process. Significant approved additions will be funded by the ICT Department and small, specific use items will be funded through the relevant school or learning area. School Applications, Communication and Confidentiality The school uses Alpha 5 as the database to hold all student and staff data. This contains a great deal of information about students and colleagues that could be sensitive. It is the professional responsibility of each employee to ensure their own data is correct and accurate, and to respect privacy in the conduct of their work. Email is the first point of communication for most staff and parents. All school email addresses are configured as <firstname first letter of last name>@ourvis.com. John Smith would be johns@ourvis.com. The @ourvis.com domain is for internal use. When the email address is published for external use it is through the address @vislao.com. Both addresses will end up in the same inbox. Emails are not immediate. They provide a trail of discussions and are efficient means of distributing information. The Communications and Admissions Team provides specific guidelines for the use of email at VIS and all staff are expected to be familiar with these.
ICT @ VIS
Page 8
ICT @ VIS
Page 9
Acceptable Use
ICT tools and internet access at VIS are intended for educational purposes only. ICT includes the whole VIS digital environment such as the hardware (for example, computers, cameras, projectors, mobile phones, calculators and flash drives), the VIS network, the internet and the software that is part of this environment. ICT presents challenges and risks the VIS community need to be aware of. Students, staff and other members of the VIS community are responsible for their own actions and use of ICT. By accessing VIS resources, users are bound by the Acceptable Use guidelines. Guiding Concepts: Responsibility. I am responsible for my own actions and will consider the impact of my actions on others. I will ask for help if I feel unsafe or concerned. Respect. I will respect the physical and intellectual property of VIS and others. Privacy. I will protect the personal privacy of myself and others. I agree to support the protection of my personal information and that of others. Safety & Security. I will support a safe virtual and physical environment within the VIS community. Principled. I agree to use ICT in a principled manner and will maintain academic honesty and respect copyright. Knowledgeable. I agree to do my best to be informed about the use of ICT at VIS. Appropriate use of ICT. I understand that ICT at VIS is provided to support the School Mission and Objectives.
ICT @ VIS
Page 10
Acceptable Use and Applying the Guiding Concepts Video streaming or downloading is generally the most intense consumer of bandwidth. It is much more efficient to download video prior to use in class and have a saved version on the server or local drive. The ICT HelpDesk can assist to download video files for school use outside of regular school time so that bandwidth is used most efficiently. Of course, only video that is for use as part of school purposes should be downloaded. Music streaming is a heavy user of bandwidth. Use of an on-line station reduces the service for everyone else. Torrent sites often access unethical or illegal downloads. These sites also are active consumers of bandwidth even when they are not open. Torrent sites should be avoided and the ICT HelpDesk staff monitor traffic specifically to restrict Torrent access. Personal data and communication is accessible to others including those for whom it is not intended once it is uploaded to the internet. Remember that anything that is written can be found and used â&#x20AC;&#x201C; and not always to the benefit of the original owner. Students and staff are encouraged to use technology in their learning at VIS. Supporting a safe community entails helping students understand the ways of operating that are appropriate. Modelling and explicit teaching of strategies for maintaining privacy, avoiding piracy, and using resources only for the purposes for which they are intended plays an important role in supporting acceptable use. Social Media The use of Social Media for professional purposes offers many op portunities for teachers to share and collaborate and link with innovation around the world. For students there are many ways to use social media in reflection, research and collaboration. If a staff member wishes to have social media connections in thei r role as an employee of VIS, a separate professional profile should be established for the purpose. If students are invited to use social media as part of a learning programme be sure that parents are aware and the rules and codes of conduct for the socia l media form are suitable for the students. Be aware that some students are not able to have their image shared. Uploading personal details including images of students to public (even professional) social media sites, is potentially dangerous. It is not appropriate to access personal social media sites while at school. Bandwidth is provided for school purposes and using social media sites reduces the speed and quality of service for everyone else. It is not appropriate for staff to have social media connections with students via a personal profile where personal connections also access the profile. This offers too many opportunities for danger to the students and the staff member. Remember that â&#x20AC;&#x153;friendingâ&#x20AC;? or connecting to a former student will often create links to current students. Keep personal and professional separated. Be aware that any negative comments about co-workers or the school community can be spread rapidly and there are contractual risks in bringing the school into disrepute.
ICT @ VIS
Page 11
Service Standards The following Service Standards describe expected levels of response at VIS Email: If you are a direct recipient of an email you should respond and expect a response within 48 hours. If you are a CC recipient, there is no expectation that you will respond. Fault Report If you report a fault to any ICT equipment you can expect a response detailing the actions to be undertaken and an estimated time for resolution within 24 hours. Laptop Fault If the faulty laptop requires return to the workshop, the time to repair it could be up to one month due to transit and part availability. If the laptop requires more than ten minutes work to rectify the fault, you can be issued with a loan laptop to use during the repair. Server Connection The server should respond immediately, however during peak periods and when first establishing a connection to your device, it may take up to 20 seconds. Any longer than 20 seconds should be considered a fault. Wireless Network Connection The wireless network should respond immediately and automatically when your device comes into range. When connecting to the wireless network during peak times there can be a delay of up to 20 seconds after entering the password while protocols and passwords are validated. Any longer than 20 seconds should be considered a fault. Note that power outages can cause disruption to wifi service. The access points will recover automatically but will take several minutes to do so. Internet Download Speed Internet speeds depend on traffic and conditions outside of VIS as well as internal use. Streaming video during normal school hours may be possible. Downloading and uploading documents to Managebac and email should always be available. If a download or upload stalls for more than five minutes, or you cannot access general sites such as google search pages there is likely to be a problem that should be reported to the ICT HelpDesk.
ICT @ VIS
Page 12
FAQ My computer/device is not connecting to the network. Who should I see? A student or staff member whose device is already registered on the network, should see the ICT HelpDesk in Room 3107. They will be able to resolve most issues quickly including forgotten passwords, lost wifi connections, and locked out accounts. A guest to the school seeking a password to connect can see the Receptionist in the front office. If you can see a sufficient number of “bars” on your laptop or device showing signal strength it could be a password issue. If the device won’t find the signal, check that you haven’t switched your wireless off by mistake. The wifi access point near you should have a blue or green light on it to show it is working. The Internet seems really slow. Is there a problem? Possibly. There are challenges with internet speeds in Vientiane. However you can give yourself the best chance of good speeds by 1. Checking that your device has a strong connection 2. Closing any non-essential websites or programmes (they all use some bandwidth or computer speed) 3. Using Internet Explorer as it is configured for our network If nothing helps, see the ICT HelpDesk in 3107 My computer isn’t working! Help! If your computer is part of the school provided programme just go to the ICT HelpDesk and they will take care of it. If they can’t find the fault within a reasonable time, they will give you a loan machine to use for the rest of the day while they fix it. If your device is not part of the school programme, the ICT HelpDesk may be able to help if they are not busy – but no guarantees. This software is doing strange things. Who can help? Check with colleagues first, they often have a solution to minor problems. The ICT HelpDesk can repair any issues with school provided software. It is worth letting them know because it may be a configuration issue if this is not school -supported software. Check with the person who installed the software in the first place if it is non standard, as they may also have a solution. The laptop has run out of power. What should I do? There could be several issues. The ICT HelpDesk should have a spare adapter if there is a problem with your adapter (they do get damaged by electrical surges sometimes). If you did recharge it and it is not holding a reasonable power level, the battery may be a problem. Ask the ICT HelpDesk for help as a replacement battery may be required. Laptops should hold their charge for several hours of normal use. I have forgotten my password – or one of the students has. Who can help? We all forget passwords from time to time. The Domain log in password will be reset by the ICT HelpDesk. You will be instructed on your replacement password and asked to change it as soon as you log in. Passwords for your email, Managebac or IB accounts and other specific software are not kept by the ICT HelpDesk, so you will need to keep a list somewhere safe. It is a good idea for teachers to keep a list of the login and passwords for software that students use routinely in your class, particularly for the younger students.
ICT @ VIS
Page 13
FAQ - Who Do I See For This? Email doesn’t work: If it is an address that is not working, or a group that doesn’t have the right people, see the Admissions and Communications Team. If the email software is not working, see the ICT HelpDesk. Don’t know how to use this software: Talk to colleagues or your principal. The ICT HelpDesk does not provide this service. Want to buy this software: Talk to your Principal or Curriculum Coordinator as part of the annual resource request and budget process. Want a copy of software put on my personal computer: If it is legally owned by you and you just need help to install, the ICT HelpDesk can assist after they have completed school duties. Most school software is purchased under license and is not available to be installed on personal computers. Classroom Telephone doesn’t work: The Facilities team are the ones who will repair broken equipment. Database information is out of date: Talk to the Admissions and Communications team. Projector/electronic whiteboard doesn’t operate properly: If there is no power or the device seems to be broken, contact the Facilities team. If it is working but is not operating properly, contact the ICT HelpDesk Camera (or some other classroom based device) doesn’t work: Many small technology items such as cameras and voice recorders are purchased through the annual resource request and budget process by grade level or learning area teams. These are not maintained by the ICT HelpDesk, however they may be able to offer some advice. If the device is damaged, it is most likely needing replacement, and this is done through a conversation with the principal. Printer is out of toner: The ICT HelpDesk provides each of the applicable work areas with a printer and a supply of toner at the beginning of the year. Toner allocations are designed to cater for single job use of the printer with all multiple copying done by the copier printers located through the school. If the printer requires additional toner, it needs to be purchased by the grade level of learning area team. Talk to the principal to authorize purchase of additional toner. The ICT HelpDesk can assist with installation but have no further supplies of toner after the initial distribution.
ICT @ VIS
Page 14
The ICT HelpDesk The ICT HelpDesk is located in Room 3107. The team can be contacted through telephone extension 3107 or via email at icthelpdesk@ourvis.com. The ICT HelpDesk team is available from 7.30 am until 4.30 pm Monday to Friday. The team consists of; ICT HelpDesk Technician – This person is the point of contact to the team. They have technical skills to resolve many of the small issues and problems th at occur. Their desk is immediately inside the ICT HelpDesk room and in order that they are available to people as much as possible, it is unlikely that they will be able to leave the room to give assistance somewhere else in the school. The ICT HelpDesk Technician will accept and prioritise jobs, and may pass them to other members of the team. The flow diagram on the following page shows the process that the ICT HelpDesk Technician will follow to resolve ICT problems. Jiro Technician – This person is provided by Jiro Corporation as part of the leasing agreement for the school and student laptops. They have technical skills to resolve many of the small issues and problems associated with the use of technology across the school. Their priority work is the repairs and management of the leased laptops, however, they can be allocated tasks to complete for any ICT issues by the HelpDesk Technician when it is possible to do so. Network and Systems Administrator – This is a contracted position for managing and maintaining the network infrastructure and software. Because it requires action when there are no users on the system, the Network and Systems Administrator works at times that often do not match school hours. The most effective way to contact the Network and Systems Administrator is through email to the ICT HelpDesk. Other contracted services also work with the team at various times. Database development, website support, CCTV and IP telephone support is provided to the school through external providers. If there are issues with any of these services, the ICT HelpDesk can make the connections. Other school based teams which also work in the ICT area are the Facilities team and the Admissions and Communications team. Any faults which are related to the supply of electricity, any powered equipment or any general equipment which is dangerous or brok en should be reported to the Facilities team. If a projector installation is coming loose from the ceiling or a power outlet is cracked, these are the responsibility of the Facilities team even if there is ICT equipment attached. The Admissions and Communications team are responsible for entering data into the main school database and for managing the allocation of email addresses and rights. They should be contacted if there is a problem with the accuracy of data.
ICT @ VIS
Page 15
Staff/Student report fault to ICT HelpDesk Via email (icthelpdesk@vislao.com) telephone (ext 3107) in person (Room 3107)
Possible negligence or inappropriate actions causing fault/damage? Analyse fault and enter details into Alpha 5
Yes
Staff/student completes Damage Report Form and returns to ICT HelpDesk within 24 hours
Quick fix? (less than 10 minutes)
Undertake repairs while staff/student waits â&#x20AC;&#x201C; or will return at set time
Send form to Director for decision to impose/waive charges.
Impose charges. Director to inform Business Office. Invoice parents with Damage Report Form
Waive charges. No further action.
If device will be replaced; Inform ICT HelpDesk to amend database. Business Office to issue new agreement to family.
Enter fault completion details into Alpha 5 ICT @ VIS
No
Major fix? (more than 10 minutes)
Provide loan device. Scan device out through Destiny.
Minor work. Undertake repairs
Staff/student collect repaired device from ICT HelpDesk. Return any borrowed USB. Scan devices in and out through Destiny.
Copy personal data files from Desktop and My Documents to USB (exclude music/photo/video)
Provide USB of personal data to staff/student
Major work. Send problem device to Jiro/other supplier for repairs.
Inform staff/student of expected time for collection of repaired device via email within 24 hours.
Contact repairer to find fault details and estimated time of repairs. * Note that repairs can take several weeks when requiring transfer to Thailand* Page 14