Technology Department

TECHNOLOGY DEPARTMENT PROCEDURES & GUIDELINES1

TABLE OF CONTENTSTechnology Purchases .................................................................. 2Technology Usage Agreement ....................................................... 4Campus Communication ............................................................... 5Long Term Substitutes ................................................................. 6Technicians & Work Orders ........................................................... 7User Accounts ............................................................................. 8Investigations ............................................................................. 9District Cell Phones .....................................................................10Campus Tech Reps .....................................................................11Custom Forms & Surveys ............................................................12BOY Classroom Technology Setup.................................................13Classroom Technology Relocation .................................................14Campus Staff Email Groups .........................................................15Procedures & Guidelines 1Sharyland ISD Technology Department 2016/2017 Rev.7/2016

Technology PurchasesAll Technology purchases must be vetted by the Director of Technology to make sure it meetscriteria and will function with our systems.Technology equipment quotes are available on the Technology Quotes web page located underthe “FOR STAFF” tab. 1) Log in to the Sharyland website www.sharylandisd.org with your computer account. 2) Mouse Over “FOR STAFF” 3) Click on “TECHNOLOGY QUOTES” 4) Quotes are listed in PDF formatProcedures & Guidelines 2Sharyland ISD Technology Department 2016/2017 Rev.7/2016

Technology PurchasesMultiple quotes are not required when using the board approved list of Technology. All otheritems require standard purchasing protocol. If needing additional quotes or for items not listedunder the Technology Quotes page, please submit a tech work order under eduphoria HelpDesk. 1) Sign in to eduphoria at https://eduphoria.sharylandisd.org with your computer account.2) Click on “HELPDESK”3) Click on “CREATE A NEW REQUEST”4) Select “TECH QUOTE REQUEST” 5) Fill out all required information.Our staff will work together to provide you the quotes needed in a timely fashion.Procedures & Guidelines 3Sharyland ISD Technology Department 2016/2017 Rev.7/2016

Technology Usage AgreementThe technology use agreement is made available via Skyward for every staff member once theylog in to Skyward. This is a yearly one-time process. The Technology Director is available topresent the usage agreement at your campus and focus on particular topics if necessary.You can view a copy of the form under your skyward employee access online forms section fromprevious years.Procedures & Guidelines 4Sharyland ISD Technology Department 2016/2017 Rev.7/2016

Campus CommunicationTwitter AccountsTwitter accounts are allowed for teachers and campuses. Teachers can create a classroomtwitter account and use it as one-way communication to students in their classroom forcurriculum purposes.A twitter account can be used to positively promote a campus as well. This does requireassigning the task and using a password policy to protect the account.RemindRemind is a free tool that can be used by teachers and campus administration to communicatewith students, parents, and staff. Visit https://www.remind.com/ for more information.SkylertSkylert is a tool that we use to communicate directly with parents. Each campus has access fortwo staff members. Please create a tech work order under the category of Training forassistance.Student EmailEmail groups can be created for your campus to communicate directly with students via theirdistrict provided Microsoft student email. Please create a tech work order under the category ofMiscellaneous.Remind Admin NotificationsThe Remind admin notification system we have in place is used to notify central officeadministrators and principals of any emergency situations on campus. A short brief textmessage should be sent to the Technology Director. The Tech Director will then relay themessage through Remind.It’s recommended to receive the Remind notifications via text in the event data is not availableand the Remind app fails. Remind messages can be received via the app and text message.Please email the Technology Director the person responsible at your campus for emergencynotifications.Remind is web and app based.Procedures & Guidelines 5Sharyland ISD Technology Department 2016/2017 Rev.7/2016

Long Term Substitute Request FormLong term substitutes are allowed to use technology in the classroom if approved by the campusprincipal. A long term sub request form is required. You can find it within the District Forms webpage under the Human Resources category at the following linkhttp://www.sharylandisd.org/for_staff/district_formsEmail the completed form to the Human Resource department.Please note that daily substitutes are not allowed to use technology in the classroom. Teachersand students should refrain from sharing their computer account with substitutes as well.Procedures & Guidelines 6Sharyland ISD Technology Department 2016/2017 Rev.7/2016

Technicians & Work OrdersTechnicians are assigned work orders via our HelpDesk system. All staff must submit workorders in order to receive services. The documentation helps us to justify the technicalpositions. Technicians and their assigned campuses can be found under the Technology Staffweb page.http://www.sharylandisd.org/departments/technology/technology_staff/We appreciate your help with asking your staff to refrain from stopping the technicians and toplease use the work order process. This is only fair to those that follow proper procedure. Ourgoal is to provide service and complete requests within 3 days. The techs do understand whatconstitutes an emergency request and will assist immediately when needed.If assistance is needed with placing a tech work order, please contact Belinda Gracia at extension1070.Procedures & Guidelines 7Sharyland ISD Technology Department 2016/2017 Rev.7/2016

User AccountsBelow is a list of software and the format used for username and passwords. Password changesmade on the computer account will synchronize across the listed software below.Format:Username: dculbersonPassword: xxxxxxxx • Computer Account • District/Campus Website • Eduphoria (All Modules) • District WIFIThe software below requires the domain be added to the username. Password changes madeon the computer account will synchronize across the listed software.Format: [email protected]: xxxxxxxxxPassword:• Microsoft Email Account• Google Account• District WIFISkyward is manually set, but will by synchronized in the future. A good rule of thumb is tochange your skyward password to match your computer account when your computer accountpassword changes.Password PolicyPasswords force change every 60 days. Please do not share your username/password.Procedures & Guidelines 8Sharyland ISD Technology Department 2016/2017 Rev.7/2016

InvestigationsStaff investigations include, but are not limited to security camera footage, Internet, email, andphone usage reports. Superintendent or Human Resource director approval is required beforeplacing the request with the Technology Director. Once approval is granted please send therequest to the Technology Director via email.Student investigations include, but are not limited to security camera footage, Internet usagereports, personal mobile device searches, and social media. Campus principal approval isrequired regardless of the person requesting. Once approval is granted please send the requestto the Technology Director via email.Procedures & Guidelines 9Sharyland ISD Technology Department 2016/2017 Rev.7/2016

District Cell Phones & Damage ReplacementPrincipals and administrators have the option to use a district provided cell phone.Damaged cell phones should be sent to the technology department for replacement or repair.Coverage may be available depending on what was selected on the cellular agreement form.The cellular agreement form is made available when a new cellular device is issued to a staffmember.Procedures & Guidelines 10Sharyland ISD Technology Department 2016/2017 Rev.7/2016

Campus Tech RepsAll campuses have two tech reps that will receive a stipend of $500.00. There should beattendance of at least one rep at each technology committee meetings so that they may bringback and share what was covered with the campus principal and staff. The tech reps can worktogether to accomplish the following, but it must be fair for all reps. Below is a list ofexpectations for district tech reps.• Attend district technology committee meetings to disseminate information to their campus principal and staff.• Work with our instructional software specialist to support technology training at each campus. He/She will train tech reps so they can provide campus instructional technology training.• Assist with Technology planning• Assist with the campus wide completion of the Star Chart• Help make decisions with yearly changes to our computer usage agreement• Support the campus with tech work orders as they arrive. A rep is expected to assist in any way possible to close a work order before a district technician is sent. This is in reference to basic reoccurring problems known to be obvious.• Aid teachers and staff with setting up computers and technology as they return from their summer break to start the school year• Make recommendations on ERATE related projects as well as campus technology related needs.• Support with distance learning equipment as needed when events take place.• Assist with tech request input and completion as time permits.Procedures & Guidelines 11Sharyland ISD Technology Department 2016/2017 Rev.7/2016

Custom Forms and SurveysOur Tech Department staff can assist with custom PDF forms using Adobe Acrobat and customsurveys via Google Forms, Eduphoria, and or our district website. Please submit a tech workorder under Custom Forms and Surveys. We can provide one to one training or assist directlywith form/survey creation.Procedures & Guidelines 12Sharyland ISD Technology Department 2016/2017 Rev.7/2016

BOY Teacher Classroom Technology SetupWhen teachers return to their classrooms, they are required to setup their own classroomtechnology. Our team will make time to assist with minor items, but the bulk of the setup shouldbe performed by the teacher. Campus tech reps should be available to assist as well.Campus tech team visits will be announced via email during the first few weeks. This will givestaff ample time to unpack their technology and attempt assembly.Computer LabsA team of technicians will visit each campus before teachers arrive to make sure all computerlabs are in order, connected, and functioning properly.Procedures & Guidelines 13Sharyland ISD Technology Department 2016/2017 Rev.7/2016

Classroom Technology RelocationClassroom technology can be moved from room to room except for the desktop computer. Thecomputers are labeled by room number. Google Drive should be used for data in the cloud sothat any computer can be used in any classroom.If an exception must be made, please submit a tech work order so that we can rename thecomputer accordingly.Procedures & Guidelines 14Sharyland ISD Technology Department 2016/2017 Rev.7/2016

Campus Staff Email GroupsTo keep your campus email groups updated, please email your campus staff roster to GeorgeCulberson, Tisha Dahlberg, and Belinda Gracia. They will work together to complete theupdates.Please follow the same procedure for individual updates throughout the school year.Procedures & Guidelines 15Sharyland ISD Technology Department 2016/2017 Rev.7/2016