Technology Information for Employees

Passwords - We always use Raiders1 for initial teacher login. You will have to change the password at first login. The new PW must be 8-15 characters and have at least three of the following types of characters: (1)Upper case, (2)Lower case,(3)number, or (4)symbol (shift 1-0 on the keyboard). No spaces or other symbols. Passwords are changed every 60 days and you cannot reuse the last six so you are required to have at least seven unique passwords if you choose to rotate them. Your userID and password allows you to log in to any computer in the district.

Network - We have a wired network and a wireless network. You can log on to any district-owned windows computer in the district.

WIRED - If you are not able to log in using a wired connection, make sure that you have the ethernet cable plugged into the wall and into the network card on the back of the computer. Make sure there are lights on the network card.

WIRELESS - If you have an email address/active directory account and are on a DISTRICT OWNED windows device, you should connect to the TCPS wireless network. Others will log in to the guest network TCPS-guest. This includes any computing device that for which you do not have an active directory account such as non district-owned devices (laptops, I-pads, Phones) and district owned non-windows devices (I-pads, phones, etc), and a few district-owned Windows devices (the Surface RT’s). If you are not able to log in on a wireless network, make sure that the wireless adapter is working. Somewhere on the laptop, there should be a wireless symbol with a light to indicate that it’s working. If it is not, there is a key sequence you can use to turn it on….this can vary from model to model so you just have to look at the keyboard to see what keys to press. Look for the wireless symbol and it should indicate what other keys have to be pressed. On some model laptops, there is a physical switch that will turn the wireless adapter on/off.

Network Folder/Cloud storage – Upon login, you will have access to your network drives including your personal network drive (e.g. rod.smothers or rsmother). If you are storing your files on that network drive, you can open them, edit them, and save them from any computer, anywhere in the district. Your network folder is stored on a server in the district and is backed up daily. You’ll see your name as a mapped drive under “Computer” when you click the start button. If you choose to use district storage, you should store all of your data on this drive rather than in “My Documents” on your local computer because local files are NOT backed up. Create subfolders for better organization. IF YOU DO NOT STORE FILES ON THE NETWORK WE CANNOT GET THEM BACK FOR YOU IF YOUR COMPUTER FAILS, IS STOLEN, ETC. If you choose to store all your data in the cloud (ie OneDrive, GoogleDrive, etc. you will be able to access them easily from home and at work. The only problem would be an internet outage. Only you can decide whether you want to store date in the cloud or on your network drive. Internet outage wouldn’t be a problem using OneDrive with the local client (stores a copy locally) would just have to watch the hard drive space.

OneDrive – Alternate file storage in the cloud. This is available through your webmail login which means you can save there from any Internet connected device. Once in webmail, click the “waffle” in the upper left and select OneDrive. You can save directly to OneDrive directly from any of the Office applications (Word, Excel, Powerpoint, etc) once the initial setup “link” has been made inside the Office Application. We have 25 Gb of file storage on OneDrive and you can get to it from anywhere in the world.

GoogleDrive – Cloud storage you access by logging in at www.Google.com Sign-in link is in the upper right We worked with Google and the state help desk to allow you to use your network credentials to log into Google to access ALL of the Google apps and Google Classroom.

Internet/Streaming – We are increasing relying on internet services of all kinds. Years ago, ALL our instructional applications were installed on local servers. Now, almost ALL of our software is accessible over the web. It is imperative that you avoid unnecessary streaming of music, video, etc. This applies to both teachers and students. We have found that some use Pandora and other music services for background for other activities. Folks, I’m sorry but this is placing stress on a system that should be reserved for instruction. Please use a music CD instead. Also, make sure that you advise students that they are taking bandwidth away from instruction when they watch any online video for entertainment. Soon, we anticipate that the state is going to provide us with a tool for monitoring ALL our network traffic….this is different from web filtering and will allow us to identify specific users who are using a lot of bandwidth.

Keyboard tips/shortcuts – When you copy/paste using the menu bar, you’re adding data to your “clipboard” which is a built-in feature of Windows. That info will stay on the clipboard until you overwrite it or turn off your computer. To do the same thing with your keyboard, you can copy anything that you can highlight by pressing Ctrl-C. You can paste that same info by pressing Ctrl-V. So this method will work even when you don’t have a menu. You can copy the entire screen by holding “shift” on the keyboard and pressing “PrtScn” (just right of the F12 key). Then paste into an email or Word document.

Acceptable Use Policy – Every employee and student should have a signed copy on file at their building. The AUP is located here - it outlines how employees and students are supposed to use the network and includes the signature pages. While we have a lot of rules for students, there is no substitute for supervision. I can’t emphasize enough how important it is for employees to follow the policy….especially with regard to Internet use and how you interact with students on social media. Remember that all internet activity is logged and can be reviewed at the request of a supervisor. There is little need for teachers to email everyone in the district so be careful if you are inclined to do that. You should NEVER email everyone at another district. Remember that email should be for instructional purposes and should never be intended for personal gain. As much as we’re all tempted to promote certain activities and organizations, you should restrict such emails to those that deal directly with employees and students.

Copyright – It is my understanding that “Fair Use” provides you the ability to use almost any copyrighted work as long as it is truly instructional and it is done in person. If you are showing movies for entertainment or listening to music for fun, you are violating copyright law. Please check with your Library Media Specialists if you have any questions or doubts about the legality of your activities. There is a potential for significant fines for copyright violations.

Email - The Microsoft Outlook icon should be on your desktop. You’ll have to set it up but that just requires you to click “next” a few times and enter your password. You can also get email from home by using the Staff Webmail link on https://outlook.office.com/. Set up subfolders to organize your mail better. STATE LAW PROHIBITS US FROM USING ANY EMAIL OTHER THAN EXCHANGE PROVIDED BY MICROSOFT.

SPAM/Phishing We are frequently subjected to online scams involved banks, shipping, etc. Learn to be very skeptical of these emails. NEVER, NEVER open a suspicious email that has an EXE OR PHP attachment. If you suspect an email because it sounds odd coming from the sender, their contact list has probably been compromised and the hacker is counting on you to trust the sender because you know the name. If in doubt, call the sender before you open the email.

Phone – To Set up your voicemail greeting, press the envelope on your phone. First Change your passcode from the default of 1234 to something you will not forget. Choose “greeting” and press the “record” button. Say your name and whatever greeting you choose. To set “Do not Disturb”, press “features” and “call settings”.

To check voicemail at work, press the envelope button.

You can check your voicemail FROM HOME/CELL by dialing 502 255-5100. Follow the prompts.

OUTSIDE CALLERS CAN REACH YOU DIRECTLY BY DIALING 255-5100 AND YOUR EXTENSION. Those who have a direct number should give that to outside callers/parents/vendors/etc. to reduce the need to transfer calls in the district.

Printers – Printers are either network printers (they have an Ethernet cable running to the wall) or Local printers (they have a USB cable connected directly to the computer. If you want to change the default printer to which you are printing, or you want to add a printer, contact the tech office. Unfortunately, there’s no cookie-cutter approach to setting up the printers and we’ll either walk you through it or do it for you. Most, not all, network printers are setup on a print server. You can map them by clicking start then typing \\e561cvapps\ and pressing Enter. It will display a folder with all of the network printers in it, just right click and choose connect. The Toshiba copiers are a little more difficult – you’ll need to click start then type in \\ followed by the IP address of the copier and press enter. If the copier is using the old version of the print queue, it will have a PCL6 printer icon. You can right click and choose connect. If it doesn’t connect, we will need to do a standard network print map. Some of our copies have scan capability and are set up to scan to teacher’s email addresses. TCHS and TCMS both have this feature activated.

Remote support – We can remote in to most of the computers in the district to help you if you request it. You’ll need to provide your Asset tag before we can make the connection

Web help desk – this is our Work Order System. It is accessible from the Technology Page on the district web site. We are just now rolling it out but hope to have it fully functional very soon. We will insist that everyone use this method to report problems and request help. We get too many help desk calls to be able to deal with them efficiently.

Browsers/Favorites/Favorites Bar We use three primary browsers, Internet Explorer, Firefox, and Chrome. All three give you access to the internet. Learn to use favorites and the favorites bar, these tools will make you much more efficient when using the internet. In IE, click “favorites/add to favorites” or “add to Favorites Bar”. The Favorites Bar is great for adding things that you use all the time like Infinite Campus and web mail. You can set the homepage of your browser to anything you want. We usually set it to the district page but you could have it open to Infinite Campus or whatever you use the most. To change the homepage, first open the site you want to be you home page and high light the URL (address), copy it by using Ctrl C, open Internet Explorer, click “tools/internet options and page the address in the “Home Page window at the top. The other browsers’ home pages can be set in the same general way.

Lightspeed Rocket and web filtering The “Rocket” is our new web filter, if you get blocked trying to get to a web page that you need to access, we can probably help. Let us know the exact URL. The Rocket logs all web usage so if you suspect a student has been viewing inappropriate material, we can find every web site that they have visited.

Tech page on web site – This is where you can go to find help on any tech question….. http://www.trimble.kyschools.us/Content2/618

Basic troubleshooting – Many problems are corrected with a reboot so try that first. If you cannot log in to the network, make sure your network cable is secure on both ends. If you have difficulty with any of the following: email, internet, network drive…..try the others so that you can determine the extent of the problem and let us know. If you monitor does not work, try connecting it to another computer. If it works on another computer, you may have a video card problem.

If you change rooms while you are employed by Trimble County Schools, do not move any computer, laptop, ipad, phone, projector, or any adapters, converters, cables, etc. attached to any computer phone, or projector. We track all these devices by room in our database and therefore they cannot be moved without prior approval by the tech department.

The following items apply only to certified employees

Teacher Website – at the bottom of the district web page www.trimble.kyschools.us , click the icon labeled “CMS”. Enter your email address and use the password you received, you will have to change it. If you didn’t get a password for this site, click the “New Teacher Webpages User” link. If you have been added to the site, you’ll be able to set up your own password.

Adding/editing information is pretty self-explanatory. If you have questions, start with the “Feedback & Support” link at the bottom of the page.

Teachershared – This is a shared network drive where you will save program review items. You’ll find it by clicking “Start/Computer”. You will be saving files ONLY IN YOUR SCHOOL FOLDER AND ITS SUBFOLDERS. To save files, first save them to your network drive and then copy and paste them into the Teachershared folder. You cannot save directly to TEACHERSHARED because of conflicts between the network permissions we must have on TEACHERSHARED and the Windows server operating system. DO NOT SAVE YOUR PERSONAL FILES ON TEACHERSHARED….IT IS ONLY FOR PROGRAM REVIEW ITEMS.

Infinite Campus – Open using the link under “Employee Resources” @ https://kyede12.infinitecampus.org/campus/trimble.jsp I would advise you to get to the login page of Infinite Campus and add it to your favorites bar so it is always accessible without having to click multiple links.

CIITS- To access it, open the district web page and click “Employee Resources” in the left menu. An administrator must enter your email in IC before you can log in. Once that is done, you can login on the following Tues at https://www.ciits.kyschools.us Click “First Time Logging In”

Discovery Education – Go to www.discoveryeducation.com and enter one of the following passcodes

  • BES - A1B6-1D64
  • MES - 1AD3-D589
  • TCMS - 1AD3-E9AB
  • TCHS - 1AD3-FB96

You’ll have the opportunity to create your own password and you will receive more instructions and information via email from Discovery Education.

Digital Citizenship/Digital Drivers License These standards provide excellent guidelines for online behavior. Here’s a link to information about Digital Citizenship http://www.digitalcitizenship.net/Nine_Elements.html . Although we’re not currently set up for Digital Drivers Licenses, I can arrange that if your school would like to promote that program. Here are some details https://otis.coe.uky.edu/DDL/launch.php

TCHS Carts – You should have instructions now on how to use the carts. Remember that they MUST be plugged into specific data ports EVERY NIGHT and they MUST be plugged into power so they recharge.

Skype for Business – All Kentucky educators have Skype for Business as part of our relationship with Microsoft. Skype allows you to message anyone in the state. If you have a web camera, you can video conference with anyone in the state. You can also video conference with folks outside the state network but it is not quite as simple. During video conferencing, you can share your desktop to collaborate on projects, edit documents, etc. We bought at least one web cam for each school when Skype for Business launched but there was little/no interest in purchasing them on a wide scale. If you have a desire to video conference across the district, state, or nation, you can get a decent web cam for under $30.

Video/Projectors/Smartboard Using Tablets with Smartboards - Most every classroom in the district has a projector and smartboard. Unfortunately, it seems that only a small fraction of our teachers are using their equipment as they should. The others are using a $1200 Smartboard as if it were a $75 pull-down screen. The Smartboards have a lot of unrealized potential. For example, you can use the Smart Notebook software to record an entire lesson on a Smartboard and give it to students who were absent. Regarding Smart Notebook software, remember that we are not upgrading that application to the most current version because of cost. Smart has changed to a subscription model for their billing and if we upgrade to version 14, we will have to pay about $1000 per year to participate in the subscription and get support. For the time-being, we’ve decided to hold everyone at version 11.4 which is the last free version. Going forward we’re testing the use of tablets, wireless projectors, and $75 screens as a replacement for Smartboards. We’ve discovered that we can save about $600 per room by shifting to this model. If you would like to know more, Justin Franklin, and Jonah Sawyer at the high school are testing this system and can give you some idea of how it is working.

Learning Management Systems

Two of methods we recommend are Google Classroom and One Note Class Notebook. The state and Microsoft fully support One Note Class Notebook and it uses the same login/credentials that we use for network and email. We also have set up Google to use our network credentials but remember that you won’t be able to use Gmail with it because of KY state law. Our setup with Google does include students’ Trimble County email addresses.

  1. Google Classroom – Use Chrome or Firefox (Not Internet Explorer!) to go to THIS PAGE and sign in. Click the plus symbol at the top right to create a class. Click the class to invite your students. You can give the students the code for this class that appears on that page or you can click the “invite” button and type in the email addresses of your students to add them. If you type the addresses, remember that you must use the student email domain – stu.trimble.kyschools.us.Alternatively, click “My Contacts/Directory” and select your students from the list…..it may take a while for the entire list to download.Here’s a help link on inviting students - https://support.google.com/edu/classroom/answer/6020282?hl=enAfter you’ve added your students click the “Stream” button, then click the plus symbol in the lower right to create assignments, ask questions, and make announcements. You can create assignments that include existing Word documents that you will upload to Google classroom from your computer. Students can use google apps to complete assignments. Here is a link that provides a good overview of Google Classroom https://support.google.com/edu/classroom#topic=6020278
  2. One Note Class NoteBook – Open web mail (you can use the link on the district web page).Click the “waffle” in the upper left. Click Class Notebook. Click “Create a class” and follow the instructions. When you get to the part where you invite students (add them to the class) you’ll notice that it anticipates who you are going to add and lists all the kids with that name in the state once you enter first and last name. You’ll see that the district name shows up too because we added it in one of the fields in the kids’ network account settings. If you have a class list, you can paste all the names at once as long as they are separated by a semi-colon. Once you are finished, the Class Notebook will automatically send an email invitation to the class to all your students. Here is a help link https://support.office.com/en-au/article/Getting-Started-with-the-OneNote-Class-Notebook-A-Walkthrough-for-Teachers-28666b8e-b0ae-48fe-b001-1874f5f6db58

    Here’s another link to information for students, teachers, and administrators http://onenoteforteachers.com/en-US/teachers/