Technology Department - Procedures & Guidelines

TECHNOLOGY DEPARTMENT PROCEDURES & GUIDELINES 1

TABLE OF CONTENTS Technology Purchases .................................................................. 2 Technology Usage Agreement ....................................................... 4 Campus Communication ............................................................... 5 Long Term Substitutes ................................................................. 6 Technicians & Work Orders ........................................................... 7 User Accounts ............................................................................. 8 Investigations ............................................................................. 9 District Cell Phones .....................................................................10 Campus Tech Reps .....................................................................11 Custom Forms & Surveys ............................................................12 BOY Classroom Technology Setup.................................................13 Classroom Technology Relocation .................................................14 Campus Staff Email Groups .........................................................15 Procedures & Guidelines 1 Sharyland ISD Technology Department 2021/2022 Rev.1/2022

Technology Purchases All Technology purchases must be vetted by the Chief Technology Officer to make sure it meets criteria and will function with our systems. Technology equipment quotes are available on the Technology Quotes web page located under the “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 format Procedures & Guidelines 2 Sharyland ISD Technology Department 2021/2022 Rev.1/2022

Technology Purchases Multiple quotes are not required when using the board approved list of Technology. All other items require standard purchasing protocol. If needing additional quotes or for items not listed under 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 3 Sharyland ISD Technology Department 2021/2022 Rev.1/2022

Technology Usage Agreement The technology use agreement is made available via Skyward for every staff member once they log in to Skyward. This is a yearly one-time process. The Chief Technology Officer is available to present 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 from previous years. Procedures & Guidelines 4 Sharyland ISD Technology Department 2021/2022 Rev.1/2022

Campus Communication Twitter Accounts Twitter accounts are allowed for teachers and campuses. Teachers can create a classroom twitter account and use it as one-way communication to students in their classroom for curriculum purposes. A twitter account can be used to positively promote a campus as well. This does require assigning the task and using a password policy to protect the account. Remind Remind is a free tool that can be used by teachers and campus administration to communicate with students, parents, and staff. Visit https://www.remind.com/ for more information. Skylert Skylert is a tool that we use to communicate directly with parents. Each campus has access for two staff members. Please create a tech work order under the category of Training for assistance. Student Email Email groups can be created for your campus to communicate directly with students via their district provided Microsoft student email. Please create a tech work order under the category of Miscellaneous. Remind Admin Notifications The Remind admin notification system we have in place is used to notify central office administrators and principals of any emergency situations on campus. A short brief text message should be sent to the Chief Technology Officer. The Chief Technology Officer will then relay the message through Remind. It’s recommended to receive the Remind notifications via text in the event data is not available and the Remind app fails. Remind messages can be received via the app and text message. Please email the Chief Technology Officer the person responsible at your campus for emergency notifications. Remind is web and app based. Procedures & Guidelines 5 Sharyland ISD Technology Department 2021/2022 Rev.1/2022

Long Term Substitute Request Form Long term substitutes are allowed to use technology in the classroom if approved by the campus principal. A long term sub request form is required. You can find it within the District Forms web page under the Human Resources category at the following link http://www.sharylandisd.org/for_staff/district_forms Email the completed form to the Human Resource department. Please note that daily substitutes are not allowed to use technology in the classroom. Teachers and students should refrain from sharing their computer account with substitutes as well. Procedures & Guidelines 6 Sharyland ISD Technology Department 2021/2022 Rev.1/2022

Technicians & Work Orders Technicians are assigned work orders via our HelpDesk system. All staff must submit work orders in order to receive services. The documentation helps us to justify the technical positions. Technicians and their assigned campuses can be found under the Technology Staff web page. http://www.sharylandisd.org/departments/technology/technology_staff/ We appreciate your help with asking your staff to refrain from stopping the technicians and to please use the work order process. This is only fair to those that follow proper procedure. Our goal is to provide service and complete requests within 3 days. The techs do understand what constitutes an emergency request and will assist immediately when needed. If assistance is needed with placing a tech work order, please contact Gloria Montoya at extension 1070. Procedures & Guidelines 7 Sharyland ISD Technology Department 2021/2022 Rev.1/2022

User Accounts Below is a list of software and the format used for username and passwords. Password changes made on the computer account will synchronize across the listed software below. Format: Username: [email protected] Password: xxxxxxxx • Computer Account • District/Campus Website • Eduphoria (All Modules) • District WIFI The software below requires the domain be added to the username. Password changes made on the computer account will synchronize across the listed software. Format: jdoe Username: xxxxxxxxx Password: • Microsoft Email Account • Google Account • District WIFI Skyward is manually set, but will by synchronized in the future. A good rule of thumb is to change your skyward password to match your computer account when your computer account password changes. Password Policy Passwords force change every 60 days. Please do not share your username/password. Procedures & Guidelines 8 Sharyland ISD Technology Department 2021/2022 Rev.1/2022

Investigations Staff investigations include, but are not limited to security camera footage, Internet, email, and phone usage reports. Superintendent or Human Resource director approval is required before placing the request with the Chief Technology Officer. Once approval is granted please send the request to the Chief Technology Officer via email. Student investigations include, but are not limited to security camera footage, Internet usage reports, personal mobile device searches, and social media. Campus principal approval is required regardless of the person requesting. Once approval is granted please send the request to the Chief Technology Officer via email. Procedures & Guidelines 9 Sharyland ISD Technology Department 2021/2022 Rev.1/2022

District Cell Phones & Damage Replacement If a school district cell phone is provided, please adhere to the following: 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 staff member. Procedures & Guidelines 10 Sharyland ISD Technology Department 2021/2022 Rev.1/2022

Campus Tech Reps All campuses have two tech reps that will receive a stipend of $500.00. There should be attendance of at least one rep at each technology committee meetings so that they may bring back and share what was covered with the campus principal and staff. The tech reps can work together to accomplish the following, but it must be fair for all reps. Below is a list of expectations for district tech reps. • Attend district technology committee meetings to disseminate information to their campus principal, librarian, and staff. • Work with our instructional software specialist to support technology training at each campus. The software specialist will train tech reps so they can provide campus instructional technology training. Training will be based on Google Apps For Education G-Suite model. • Assist with technology planning • Assist with campus (tech) survey completion • Input on technology related policy decisions • 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 and setup as needed when events take place. • Report back to technology staff with any tech related campus problems Procedures & Guidelines 11 Sharyland ISD Technology Department 2021/2022 Rev.1/2022

Custom Forms and Surveys Our Tech Department staff can assist with custom PDF forms using Adobe Acrobat and custom surveys via Google Forms, Eduphoria, and or our district website. Please submit a tech work order under Custom Forms and Surveys. We can provide one to one training or assist directly with form/survey creation. Procedures & Guidelines 12 Sharyland ISD Technology Department 2021/2022 Rev.1/2022

BOY Teacher Classroom Technology Setup When teachers return to their classrooms, they are required to setup their own classroom technology. Our team will make time to assist with minor items, but the bulk of the setup should be 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 give staff ample time to unpack their technology and attempt assembly. Computer Labs A team of technicians will visit each campus before teachers arrive to make sure all computer labs are in order, connected, and functioning properly. Procedures & Guidelines 13 Sharyland ISD Technology Department 2021/2022 Rev.1/2022

Classroom Technology Relocation Classroom technology can be moved from room to room except for the desktop computer. The computers are labeled by room number. Google Drive should be used for data in the cloud so that 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 the computer accordingly. Procedures & Guidelines 14 Sharyland ISD Technology Department 2021/2022 Rev.1/2022

Campus Staff Email Groups To keep your campus email groups updated, please email your campus staff roster to George Culberson, Tisha Dahlberg, and Gloria Montoya. They will work together to complete the updates. Please follow the same procedure for individual updates throughout the school year. Procedures & Guidelines 15 Sharyland ISD Technology Department 2021/2022 Rev.1/2022