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Staff User Guide for the use of ICT ver. 2.0

Aston Manor Staff Guide for the use of ICT

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Staff User Guide for the use of ICT ver. 2.0

Table of Contents 1 Introduction ................................................................................................................... 2 1.1 A note on security................................................................................................... 2 1.2 USB Sticks ............................................................................................................. 2 2 Logging On ................................................................................................................... 3 3 Accessing the Internet .................................................................................................. 4 4 Accessing Email ........................................................................................................... 5 5 How to use Home Access Plus+................................................................................... 6 5.1 The ICT Help Desk ................................................................................................. 8 5.1.1 Ticket logging details ....................................................................................... 9 5.2 Room Booking ...................................................................................................... 10 5.3 Equipment Booking .............................................................................................. 11 6 Transferring Photos from a camera ............................................................................ 12 7 Accessing files from home .......................................................................................... 14 8 Site Help Desk ............................................................................................................ 17 8.1 How to access the Site Support Helpdesk ........................................................... 17 8.2 Using the Site Management Help Desk ................................................................ 18 8.3 Viewing Tickets .................................................................................................... 19 9 Accessing ePortal ....................................................................................................... 21 10 Accessing N: and H: Drives ...................................................................................... 22 11 Using Projectors ....................................................................................................... 23 11.1 To turn on the projector ...................................................................................... 23 11.2 Using the VGA splitter and Apple TV ................................................................. 24 12 Calibrating the Smart boards .................................................................................... 25 13 Using Speakers/Sound Systems .............................................................................. 26 14 Fobs and readers ..................................................................................................... 28 15 Printing and copying ................................................................................................. 29 16 Web filtering.............................................................................................................. 33 17 LANSchool................................................................................................................ 34 17.1 Demonstration .................................................................................................... 35 18 Frequent issues ........................................................................................................ 36 18.1 Selecting multiple items ...................................................................................... 36 18.2 Useful Keyboard Shortcuts ................................................................................. 38 18.2.1 In Windows Explorer.................................................................................... 38 18.2.2 In Microsoft Office........................................................................................ 38 18.3 Student caused errors ........................................................................................ 39 18.3.1 No Logon Servers........................................................................................ 39 18.3.2 No Connection ............................................................................................. 39 18.3.3 Deleting work or “forgetting� passwords ...................................................... 40


Staff User Guide for the use of ICT ver. 2.0

1 Introduction The reason for this guide is to allow staff to be proficient in their use in ICT as well as allow them to use features and resources they may not have realised we had. A number of topics will be discussed within this guide with illustrations to ensure that staff and their lessons proceed smoothly and effectively. If you are a new member of staff please ensure you see the ICT department to give you your login details. If you have any concerns or issues with the use of ICT please feel free to visit ICT support office in D29 at any time.

1.1 A note on security Because we are a school we must ensure all personal and data is kept safe and secure. This is why you must keep you ID card on you at all times to ensure the school complies with child safety regulations. Also built in to your card is a security fob that will allow you to get in and out of the school using the traffic light terminals at external doors around the school, like those found in reception, A9 and at the back of the hall. You MUST make sure you fob in and out of school everyday as this system is used to produce a roll call of all staff when there is an emergency, and like for students if you’re here but not fobbed in or away but left your self fobbed in it could have disastrous consequences for your self or the people who come in to find you. For more information on the fobs and how to use them, go to page 20. Finally for the safety of the computers and the information they contain, always lock your machine by holding the windows key (next to the space bar) and L at the same time. This locks your machine meaning only you can unlock it by using your login. This is a fast and easy way to secure a machine allowing you to come back to your work without having to log back in again.

1.2 USB Sticks Please be aware that USB drives are not indestructible and can fail resulting in the complete loss of all the information that was on them. All USB drives have a lifespan determined by how they are used, looked after and stored. Please ensure if you save something to a USB drive that it is backed up at home or on the school network as the ICT department cannot be held responsible for the loss of damage to USB drives.

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Staff User Guide for the use of ICT ver. 2.0

2 Logging On After turning the machine on and the operating system has loaded you should be presented with the following screen.

Follow the onscreen prompt and push ‘Ctrl Alt Delete’ simultaneously to open up the login box that should look like the image below. This is where you type in the username given to you by ICT support which should be your first initial and your surname.

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Staff User Guide for the use of ICT ver. 2.0

3 Accessing the Internet To access the internet within school you must use Internet Explorer or IE for short. This can be found in the start menu:

There is also a shortcut that will look like this on the desktop:

All you have to do is click on this icon and it will open up the schools home page.

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Staff User Guide for the use of ICT ver. 2.0

4 Accessing Email Accessing your school email account from anywhere in the world is extremely quick and easy. Firstly go to school website (astonmanor.bham.sch.uk). Once there, hold your mouse over the ‘Staff’ section select ‘email’.

This will open a new dialogue box. In the top section marked ‘User name’ type your email address. This will be the username that you use to log onto the school computers, followed by ‘@astonmanor.bham.sch.uk’ (for example: jlloyd@astonmanor.bham.sch.uk).

The password will be the same as the one that you use to log into the school computers. After you have entered this, click ‘OK’ and it will open your email inbox.

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Staff User Guide for the use of ICT ver. 2.0

5 How to use Home Access Plus+ Home Access Plus+ (or HAP) is an extremely useful tool for any staff member. It allows you to access school files from home, book rooms and ICT equipment, as well as log helpdesk tickets with the ICT department when you are in need of help. The following pages will be a guide on how to access HAP, and how to use its features.

Go to the AMA website. Hover your mouse over Staff, then click Staff Resource Links.

Scroll down and click on Home Access Plus

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Staff User Guide for the use of ICT ver. 2.0

Type in the same username and password that you use to log into the school computers.

Then press Login

Once you have logged in it will bring you to a page that looks like this.

Click this arrow to bring you to the helpdesk and booking system

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Staff User Guide for the use of ICT ver. 2.0

Select this to log a call on the ICT Help Desk

Select this to book equipment such as iPads, Cameras etc.

Select this to book a computer room such as D28, E9 etc.

Select this to book regular rooms such as E3, D24 etc.

5.1 The ICT Help Desk If you have a problem with your computer, you need a toner cartridge for your printer, or just generally have a question for the ICT support team, the best thing you can do is log a ticket with our helpdesk. This will create an online log of your issue, as well as email the whole team to alert them of it. We will promptly reply to this with what we plan to do to fix your problem, as well as provide regular updates to say how the fix is coming along. You can also call us on our extension numbers, but this is for emergencies only as we are very busy and it’s difficult to manage and prioritise requests that are not urgent without a written log. To log a ticket with our ICT Help Desk, firstly click on the Help Desk Icon (as shown above) and then follow the steps on the next page.

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Staff User Guide for the use of ICT ver. 2.0

5.1.1 Ticket logging details When logging a ticket with the ICT Help Desk, please be aware that you need to add as much detail as possible. For example, when asking for CCTV to be recorded please note the exact location, give as short a time scale as possible and specific details of what happened. The less information you provide, the longer it takes to find what you’re looking for.

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Staff User Guide for the use of ICT ver. 2.0

5.2 Room Booking If you need to book a room (ICT Suite or otherwise) the way you do this is to use our room booking system. This is also accessed through HAP, to access it- click one of the two room booking icons (as shown on page 8). Then Follow the instructions below:

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Staff User Guide for the use of ICT ver. 2.0

5.3 Equipment Booking There is a large amount of resources available to book from the ICT Department for use in your lessons including iPads, cameras etc. If you wish to book any of this equipment, first click on the ‘Equipment Booking’ button (as shown on page 8), then follow the instructions below:

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Staff User Guide for the use of ICT ver. 2.0

6 Transferring Photos from a camera After you have booked a camera, you will want to transfer the photos from the camera to the network. If you borrow a camera the ICT department will do this for you, but if you’d rather save time and do it yourself- this is how you do it. Firstly, plug the camera into the computer using the cable we provided. Then turn it on. Doing so should open a window like the one below:

Double Click on Browse Files then Removable storage then DCIM

There my be subfolders in the next section. If so, these are usually made in chronological order, and so the one with the highest number is normally the one with the most recent pictures, In this case, it’s the folder below. Double click it.

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Staff User Guide for the use of ICT ver. 2.0 This will (finally) bring you to your pictures. The pictures will be assigned names that are also in chronological order, so the newest photos will be given names with the highest numbers. Find the pictures you want and select them all (see section 18.1 of the guide for how to do this).

Next, in a separate window find the location that you want to save the files. Then click and drag them into this new place

The files can now be accessed even when the camera is unplugged.

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Staff User Guide for the use of ICT ver. 2.0

7 Accessing files from home Another use of HAP is the ability to access files that saved on the school system from anywhere in the world. To do this firstly log into hap (see pages 6 & 7) then follow the steps below:

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Staff User Guide for the use of ICT ver. 2.0

This will save the file to your computer, where you can edit it as you wish. If you want to make changes to a file, and then upload it back to our network (so you can open it again on a school computer), then you will need to follow these steps:

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Staff User Guide for the use of ICT ver. 2.0

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Staff User Guide for the use of ICT ver. 2.0

8 Site Help Desk As we are now an Academy certain processes have to be logged and tracked in the interest of work management and auditing purposes. One of these processes is the request of assistance from the site staff (Dave Parkes, Tony Newbold and Irod Rawlins). To request their services you must log a ‘support ticket’ using the web site below and filling in your details. This is a requirement and must be done before or during a call. If an emergency you may contact the site team directly but ensure you fill in a support ticket at a later date to ensure a log of all calls is made. Please do not stop the site staff in the corridor or phone them as a log of all calls must be kept via the website.

8.1 How to access the Site Support Helpdesk You can either use the link above to go to the website or use the link in the HAP system or on the school website under the menu ‘Staff’ and then ‘Staff Resource Links’ then selecting ‘Site Management Helpdesk’ or by logging into the website and selecting ‘Site Helpdesk’ from the side bar.

Fig 5.1 Link to staff resources page

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Staff User Guide for the use of ICT ver. 2.0

Fig 5.2 Link to Site Management Help Desk from Staff Resource Links and the side bar

8.2 Using the Site Management Help Desk Once you have clicked on the link the following page should appear (please be aware that this site is only available from within school).

Fig 5.2.1 Site Management Helpdesk To submit a ticket click on the ‘Submit a ticket’ link on the left where you will be taken to an online form. Simply fill this form in with all the relevant information attaching any files or images you may wish at the bottom. Please ensure you use your full and correct email address otherwise you will not be able to receive email updates on how your ticket is progressing.

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Staff User Guide for the use of ICT ver. 2.0

Fig 5.2.2 Online form submission Once you have filled in all your information simply click ‘Submit ticket’. You will be provided with a helpdesk ticket number which you can type in to the view existing tickets link on the main page. The information you have just provided will be emailed to Dave Parkes and will be logged on the helpdesk for one of the Site team to collect and deal with.

8.3 Viewing Tickets If you wish to see the progress of your ticket or view the list of jobs the Site team have on their helpdesk you can login and view all submitted tickets. This is to allow the ability to view how many jobs there are as well as view there progress. To view tickets go back to the main menu and click on the link ‘Go to Administration Panel’

Fig 5.3.1 Home page Once this link has being clicked you will be presented with a login box. The only details you require are: Username: staff Password: staff This will give you view only privileges to view the list of all open and closed jobs on the helpdesk. Page 19


Staff User Guide for the use of ICT ver. 2.0

Fig 5.3.2 Staff Logon, open tickets view and search Simply click on a support ticket ‘Tracking ID’ to view that ticket. You can also search for a specific ticket using the search settings at the bottom of the page. If you have any problems or queries using this new system please contact ICT support for assistance.

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Staff User Guide for the use of ICT ver. 2.0

9 Accessing ePortal Before trying to access ePortal you should check with the ICT support department or the financer’s office to ensure you have an account setup and enabled. To access ePortal you can either use the icon on your desktop labelled ‘ePortal’ or use the link on the school website. To do this, hover your mouse over Staff then click on ePortal.

After clicking on either link the following page will be displayed:

To login you must type your initials and password, these are only available from the finance office and must be approved before use. Page 21


Staff User Guide for the use of ICT ver. 2.0

10 Accessing N: and H: Drives In school there are a number of places that you can save and open files. To see these places double click on the My Computer icon on your desktop.

Doing so will open a window that looks like the one below:

The only drives that should be of any concern are the N: Drive and the H: Drive. The H: drive is where all of your personal files should be saved. It can only be accessed by you. Any computer you log into will have access to this drive. The N: drive is a public folder. Any it’s split into two sections: Staff Only and Students. The staff only section can only be accessed by staff, and contains documents that are shared between people, such as lesson resources, inventory spreadsheets etc. There are also sections to save photos and videos from cameras that can be borrowed from the ICT Dept. The students section can be accessed by staff and students. It’s used to deposit files for the students to open during lessons.

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Staff User Guide for the use of ICT ver. 2.0

11 Using Projectors Important note Please make sure all projectors are switched off when not in use and at the end of the day. This is because the bulb within the projector has a finite life of around 3500 hours depending on the model; also depending on the model is the cost of replacement bulbs which can run into hundreds of pounds.

11.1 To turn on the projector Most projectors have a remote that allows you to turn it on and off just like you would your TV. If however your projector doesn’t have a remote or it’s been lost you are still able to turn it off and on via the power button on the projector.

The button should look like the one above and either be illuminated if it s a similar model or have a power light near to it. Simple push this button to turn the projector on. To turn the projector off you must push the button twice, once to ask if you want to turn the projector off and a second time to confirm your request.

This will cause the projector’s fan to speed up as it cools down ready for a complete shutdown. It is important not to move the projector while it’s on or cooling down or disconnect the power before the fan has stopped spinning. Doing so may cause the projectors life to be shortened. Page 23


Staff User Guide for the use of ICT ver. 2.0

11.2 Using the VGA splitter and Apple TV Sometimes you can turn on your computer, but the picture wont display on the whiteboard. Instead you will see an image like the one below.

This is because of a small silver box on (or underneath) your desk called a splitter. It splits the image displayed on the whiteboard between two devices- your computer and the AppleTV. When the blue image is displayed on the board, the chances are that the splitter is set to be displaying AppleTV rather than the PC. If this is the case then the splitter will look like this:

Notice the green lights. When the two lights are out of sync (as pictured above) then the projector screen will not display your computer. To fix this problem, press the button marked 2. The lights should align (as pictured below) and the computer’s screen should be shown by the projector.

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Staff User Guide for the use of ICT ver. 2.0

12 Calibrating the Smart boards *Calibrate or orient are the two words used to define lining up the projector with the whiteboard to ensure when your hand or pen touches the board the correct response is created. When a whiteboard is not calibrated properly, it is extremely hard to use. To calibrate a Smart board ensure the projector is on, then go to the system tray (the menu in the bottom right, next to the time) and find the smartboard icon:

To calibrate/orient your smart board right click on this icon to bring up the menu and select orient.

Several crosses will appear on the whiteboard. Touch them with the pen and the board will automatically line itself up with the projector.

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Staff User Guide for the use of ICT ver. 2.0

13 Using Speakers/Sound Systems Sound is an important part of many lessons. Frequently, when the sound doesn’t work on a computer it is almost always very easy to fix, and can be done in one of three ways. Firstly make sure that the speakers are turned on and turned up before trying to use them. This can be done by looking at the control module or the actual speaker depending on the module. The image’s below are only for reference.

Please note there is a green light on both showing they are both on and there are volume wheels allowing you to turn up the volume. Secondly, make sure the sound isn’t muted on your computer. To do this, locate the volume icon in the system tray (next to the time at the bottom right of your screen).

Click on it once. It will open a menu that will look like the one below: The volume slider should be all the way to the top The mute/unmute button should look like this If it looks different, click on it to unmute the speakers. Muted Speaker Icon. Click it to turn the sound back on.

The sound should now work. If it doesn’t it means that a cable has been unplugged from the back of your computer. Plugging this cable back in is extremely simple to do as its colour coded. To see how to do this, go to the next page. Page 26


Staff User Guide for the use of ICT ver. 2.0 Firstly find the green cable that has come unplugged, it will look like this:

Then find the green slot in the back of your computer, it’ll look like this:

Plug the cable into the slot. It’ll look like this:

And there you have it. As long as the volume is turned up on your computer, the sound should now work. If a box appears on your computer screen after plugging in the cable, just click OK.

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Staff User Guide for the use of ICT ver. 2.0

14 Fobs and readers Every door into and out of the school has a fob reader. Every time you enter or leave the building (including first thing in the morning and last thing at night) you will need to check in/out using the fob. This is because the fobs are linked to our fire safety system. When a fire alarm sounds, the system prints off a list of all the people that are still fobbed into the building, so if you forget to fob in in the morning, nobody will know you’re supposed to be there. When you walk in or out of the building, you will need to swipe your ID card (issued by the ICT department on your first day) over the fob reader. The readers are always located within a meter or so of the door and look like the image to the left (note the single green light). When you fob in or out of the building, the reader should beep to let you know it has been successful.

The other type of fob reader can be found on the door to the ICT office. This works like a lock. When there is a single green light (like the image to the left) the door is open, and when there are two green lights and a red (like the image to the right) the door is locked. You can lock and unlock this door with your ID card.

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Staff User Guide for the use of ICT ver. 2.0

15 Printing and copying Every computer at Aston Manor is set up to be linked to its nearest black and white printer. Many rooms have printers, but in some cases you may have to go to a different room to collect your printing. These printers are designed for small print jobs (up to 25 pages). This is because the toner cartridges are expensive to replace and so printing large jobs could cost your department a fortune! Luckily every staff member’s computer is also linked to 3 photocopiers (one for each floor of the school) which are much cheaper. These copiers are designed for both large print jobs and can also print documents in colour. Please note that only staff members can print to these copiers.

The three colour photocopiers These copiers all will require a 4 digit code to operate. Every staff member has their own code, which is usually given to them by their head of department. The following is a guide on how to use the copiers: When you send a job to one of the colour copiers a box like the one below will pop up. Type your photocopier code into the Department ID. Make sure that you leave the PIN blank. Then click OK.

Once you have done this, go to the photocopier you sent the work to. C3_Canon1 is in the ground floor reception, E15_Canon1 is on the middle floor in the DT office (between rooms E18 and E15) and D29_Canon1 is in the computer room D28a on the top floor.

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Staff User Guide for the use of ICT ver. 2.0 Once you are in front of the printer, type you code again into the Dept. ID section on the printer’s screen.

Then select Access Stored Files

Then Select Public

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Staff User Guide for the use of ICT ver. 2.0 Then press Date/Time

The files will then be displayed in date order, with the newest files at the top. Select the files you want to print by touching them, and then select print.

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Staff User Guide for the use of ICT ver. 2.0 Finally, select Start Printing

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Staff User Guide for the use of ICT ver. 2.0

16 Web filtering At AMA we have a strict web filtering policy. Social networks, games, shopping etc are all blocked for the students. There is still a blocking system in place for the staff, but it is far less strict. Our web filter blocks any website it deems against our policies automatically, and as a result sometimes blocks things that don’t need to be blocked. When this happens, you will see something that looks like this:

This issue can be fixed in a matter of minutes by the ICT department. This is because it has been blocked automatically by our in-house system. However, if you see something that looks like this:

The website has been blocked by BGFL (Birmingham Grid for Learning). This means that Birmingham City Council has deemed the page inappropriate and to get it unblocked we will have to get in contact with them. This can take anything from a few hours to a couple of days depending on their response time. Because of this, it’s always wise to check a website works in school before you try to use it in a lesson or assembly. If you come across a website that is blocked incorrectly, the best thing to do is to log a ticket on our ICT Helpdesk (see page 8 for information on how to do this) with the address you want unblocking and we will do the rest. We’ll inform you how long it should take as well as notify you when the issue has been resolved.

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Staff User Guide for the use of ICT ver. 2.0

17 LANSchool When teaching a lesson you are able to view and take control of all of the student’s computers in the room. You do this with a program called LANSchool. To do this, open LANSchool by going into the system tray (bottom right of the screen) and double clicking on the LANSchool icon.

Doing so will open the window below. It shows the screen of every student’s computer in your classroom. This allows you to easily see what the students are doing without you having to leave your desk. To exist this and enter the main screen, click view all.

Doing so will open a window like the one on the next page:

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Staff User Guide for the use of ICT ver. 2.0

As you can see, this gives you a summary of all the activity on each of the classroom computers. It tells you the username, name of the student, machine number, what the student is currently doing, and the last website the student visited. From here it is extremely easy to see if the student is on task or not. If you find that a student is not doing what they should, firstly click on their name and then click on Limit Web at the top.

17.1 Demonstration You can also use LANSchool to demonstrate (or in other words, show what’s happening on all the screens in the room). To do this is extremely simple. Just click on Show along the top. Now, everything you do will be displayed on all the student’s monitors in the room. Once you have finished your demonstration, right click on the system tray icon (in the bottom right by the time) and click Stop showing teacher’s screen.

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Staff User Guide for the use of ICT ver. 2.0

18 Frequent issues As you can imagine, there are some problems that we face more often than others. The following is a list of these and quick remedies for them.

18.1 Selecting multiple items There are 4 ways to select multiple items at once. This is extremely useful as moving files one at a time can be time consuming. The first way to do this is to hold ctrl and click on them. This allows you to select multiple files one at a time.

If you want to select a whole group of files in a row, click on the first one, Hold shift then click on the last one. It will automatically select all the files between these two points.

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Staff User Guide for the use of ICT ver. 2.0 The third way to select multiple files is to click on a bit of white space and drag the mouse across the screen. It will make a blue box appear over your files. The ones covered by the box are the ones being selected

Finally, if you want to select all the files in the folder you are in simply hold down the ctrl button and press A on your keyboard. This will work in most programs- for example in Microsoft Word it will select all the text in your document or in Excel all the cells in your spreadsheet.

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Staff User Guide for the use of ICT ver. 2.0

18.2 Useful Keyboard Shortcuts Pressing the right combination of keys on your keyboard can do very useful things. These are called shortcuts. Holding your mouse over an icon will usually show you the keyboard shortcut for it.

Here are some examples: Note: The  symbol refers to the windows key, which is usually between ctrl and alt on your keyboard. The Tab key is the one which is usually on the left of the Q key (above caps lock). Any direction (up, down left right) refers to the arrow keys on the right. 18.2.1 In Windows Explorer Ctrl + A Select All Ctrl + X Cut Ctrl + C Copy Ctrl + V Paste Ctrl + Z Undo last action Ctrl + Y Redo undone action  +D  + Up  + Down  + Left / Right +L ++/ + Tab

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Open the start menu Go to the desktop Maximise the window Minimise the window Snap window to the left or right Locks your PC Zoom in / Zoom out Cycle between open windows using a 3D interface

Alt + Tab PrtScn Alt + PrtScn Ctrl + Shift + Esc Home End

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Cycle between open windows Copies an image of your screen to the clipboard Copies an image of the window to the clipboard Opens Task Manager Goes the beginning of a document / set of files Goes the end of a document / set of files

18.2.2 In Microsoft Office Ctrl + S Ctrl + P Ctrl + N Ctrl + B Ctrl + I Ctrl + U Ctrl + Enter Ctrl + ‘ Ctrl + ; -

Save Print New Bold Italic Underline Add a new page (Word) Add text from above cell (Excel) Add todays date (Excel)

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Staff User Guide for the use of ICT ver. 2.0

18.3 Student caused errors Some students will do anything to get of their lesson. Unfortunately that includes sabotaging their computer so they can leave the room to come see us. Below is a list of the most common issues caused by students, and how to fix them. 18.3.1 No Logon Servers By far the most common issue is the one below. When a student tries to log in it says “There are currently no logon servers available to service the logon request”.

To put it simply, this means that the computer has been disconnected from the network. This issue is caused when a student unplugs the CAT5 cable from the back of their computer. To fix this problem, plug it back in. The cable is easy to find, it look looks like a telephone cable (See below)

18.3.2 No Connection The second most common problem is that the computer is turned on, but the screen says the computer says “Check Signal Cable” or “No connection”

This is caused when a student removes the (Blue) VGA cable from either the back of the monitor or the back of the PC. To fix it, plug it back in.

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Staff User Guide for the use of ICT ver. 2.0 18.3.3 Deleting work or “forgetting” passwords Sometimes the more crafty students will delete their own or claim that they have forgotten their password. This is so they can leave the lesson to come to our office to get the issue rectified. We note down every time a student does this, and if they are a repeat offender we contact the child’s respective head of year. If you suspect that a student is trying to do this, contact us and we will investigate for you.

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Staff user guide for ict v2 3