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Laptop Roll-out: Best Practices We have all witnessed examples of how access to technology is transforming educational opportunities for students. Our district has made an ambitious and forward-thinking commitment to our student’s future success by creating “one to one” computing environments. However, with this infusion of technology comes many challenges related to distribution, infrastructure, inventory management, troubleshooting and ongoing professional development. The following “best practices” document hopes to provide you with appropriate ways to manage and maximize student laptops at your school. Distribution Logistics ●

Delivery: Student laptops will arrive approximately 1-3 days before your schedule deployment date. These computers will already be removed from their shipping boxes, tagged with a Sunnyside inventory sticker, and have the appropriate student “image” or operating system loaded on them. Storage: It is very important that you have a secure and locked location where student machines can be stored prior to distribution. This location should have no unsecured external windows or skylights and should accessible only to the principal, A/P or selected support staff.

Parent Night Orientation: Prior to your distribution day, there will be a Parent Night Laptop Orientation scheduled at your site. This will provide parents with an opportunity to review and complete the contract agreement as well as have their questions answered regarding such issues as deposits, appropriate use and student responsibilities. District staff will be on hand at this time to provide specific information and answer questions. Please make sure that the following resources are available... ○ Digital projector and screen ○ Sign-in sheets ○ Pens for signing contract ○ Signage to direct parent traffic ○ 6th Grade One to One teachers Bell Scheduling: On the roll-out day, sites will have to make accommodations to allow for students to go to the LRC to collect their laptops and then return these laptops to their first period class in order to be securely stored. Since distribution will be managed via each students’ ECAPP or advisory (first period) class, student schedules may be modified in one of TWO WAYS in order to accommodate this process... ○ Students move through their normal bell schedule BUT will be called to the LRC during the day based on their ECAPP teacher’s planning period. Once attendance has been verified for each class, students will return to their first period teacher’s room to secure their laptops. ○ Sites will adjust their bell schedule so that students REMAIN with their ECAPP teacher for the entire day during distribution. As each ECAPP class is called to the LRC, students will receive their laptops and return with their teacher to their first period class. They can then use the remainder of the day to complete preliminary and orientation activities with their student laptops.


Staffing: The seven stage laptop distribution process will require AT LEAST 13-15 staff members to maintain. District office will be providing you with at least seven support staff members (four facilitators/coaches and three I.T. support staff). The remaining staffing must be pulled from your available site support staff (i.e. PFs, ICs, PIAs, parent volunteers...etc.). Andrea Foster will be working with your P.I.A.s directly to coordinate volunteers and community support. Setting Up the LRC: You will need to make sure that there are AT LEAST seven tables set up to accommodate each of the stages of the distribution process. You will also need to consider how student traffic will most efficiently flow through each of the different stations to allow adequate space and exiting. ○ ○ ○ ○ ○ ○

Station 1: Student receives laptop Station 2: Student receives their contract Station 3: Power cords Station 4: Laptop Cases Station 5: I.D. labels are attached to the computer Station 6: Account verification: Students will have to plug-in to the network and enter their account information to validate their permissions.

Classroom Storage: Locking storage solutions should have been completed prior to your distribution date. ALL student laps in your class should ALWAYS be locked up whenever you leave your classroom. Student laptops should NEVER be stored in your cabinet while they are still on and running. Student CASES do not need to be locked up in the same location as student laptops. Inventory Control: Site Teacher Technology Facilitators (TTFs) will receive a full inventory list of all student computers deployed to your site. It will be the responsibility of the TTF to track the location of each of these machines throughout the year. If an individual machine is damaged or returned for example, that information must be logged and noted by the TTF on the inventory control sheet. These sheets will be signed and certified by the facilitator when student machines are inventoried at the end of the year.

Device Management Advisory/ECAPP teachers will responsible for establishing basic rules and expectations regarding laptop use in the days immediately following the roll-out. Only after students have met district expectations (as outlined in the “Digital Drivers License”) will they be permitted to remove student laptops from their classroom. ● Charging- Prior to students taking their laptops home, all charging will have to be done in class using a flat table and the power strips provided by the district. Because all laptops must be locked up before the teacher leaves for the evening, charging can only take place during the daytime hours. ● Charging Stations: All teachers must have an empty table space or flat counter top along a wall where power strips can be plugged into a wall outlet. This is where student laptops will be charged during the day. Because students will be coming and going


while laptops are out and charging, tables should be situated AWAY from the front door, on the opposite wall if possible. For security reasons, teachers should do a visual count of all charging laptops at the start and before the end of each class period. This can be accomplished most easily by taping off a grid on charging station so that if a computer is missing, it can be identified BEFORE students are released from each period. ●

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Storage: You should NEVER attempted to charge laptops while they are locked in your storage cabinet as there is no way of venting the heat that is generated. Laptops should ALWAYS be closed and powered off when placed in storage. Transporting: Laptops MUST be placed in their protective cases whenever they are being moved outside of the classroom. This included both travel home and travel between classes. Food and Drink: Students should not be permitted to each or drink while using their laptops as they are easily damaged by exposure to food crumbs and liquids. Returns and Repairs: All damaged or defective laptops should be returned to your site Facilitator as soon as possible. These will be logged on the inventory sheet and returned to the I.T. department for repair. While they are out, students are expected to complete all classwork using available resources (e.g. class computers, school laptops...etc.).

Classroom Management Once students have completed all district requirements (e.g. digital driver’s license, contract, deposit...etc.) they will be permitted to take their laptops home and to all of their classes. At this point, classroom management of the technology becomes the shared responsibility of ALL sixth grade teachers. ●

VisionSoftware: All student laptops come with Vision monitoring software that allows teachers to monitor and control the student devices in their class. Vision class lists will be set up by the I.T. department BUT these lists will have to be updated and maintained by the TTF as well as the classroom teachers. Training will be provided by the district on how to use and maintain Vision classrooms. Classroom Rules: All teachers are expected to have classroom rules pertaining to the appropriate use of technology within the classroom. For example... ○ “Ask Three Before Me...” Students should always first attempt to fix problems themselves by checking with a partner or trying a troubleshooting strategy. ○ “45 and focus” When the teacher signals, students should lower their screens to a 45 degree angle and pay attention to what is being said in the class.


“Safe and orderly” This applies to ANYTIME laptops are being used in the classroom as they can be easily damaged from being knocked off a desk or table. ○ More examples of classroom technology rules can be found at the Coaching website at http://www.susd12.org/student-technology-lesson-plans Monitoring and Adjusting: Because of the nature of One to One computing, you should always be prepared have a “plan B” in the event that a web site is down or there are connectivity issues. Often times these problems are only short term but its better to be prepared with other lessons or activities just in case. Student Accountability: Students are responsible for having their computer fully charged and with them everyday BUT make sure that you have provisions in place for students who come to class unprepared. The charging station at the back of the room can be used for students who don’t have their battery charged and class desktop computers can be used for those who don’t have their computers. After school Activities: Students who are traveling to other schools for sporting or other events should NOT bring their laptops along with them if there is not a secure and locked location for laptops to be stored. Students should leave laptops either with the librarian OR with their first period advisory teacher where machines will be locked up for the night.

Infrastructure and Troubleshooting: Operating in a one to one environment can be daunting for any educator, but there are a few things you should know to move forward in any one to one environment. ●

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Wireless The first thing you should do is get to know your equipment. We use Cisco systems and COX cable for our wireless infrastructure. Classrooms are equipped with white access points (APs) on the ceiling sometimes in every classroom, but it is possible to find one access point for every 2 classes. If you are experiencing problems connecting to the WiFi signal, the first thing to do is check the light on the AP. ○ Green light indicates that the AP is ready to receive a signal. ○ Blue light indicates that people are currently using the AP’s signal. ○ Red light indicates that the AP is NOT working. Please contact your site tech or the I.T. Department Help Desk. Ethernet Cables In the event of extended connectivity problems, students may have to resort to plugging in to a blue ethernet cable. Teachers should make certain that the blue ethernet cables are connected to a switch box and are easily accessible to students. Additional troubleshooting tips and activities to improve student troubleshooting can be found on the technology coaching page http://www.susd12.org/troubleshooting For issues that can not be resolved with simple troubleshooting strategies, please contact your site technician or the Help Desk at 545- HELP (4357).


Technology Coaching and Integration Support Following the distribution of the laptops, your site’s Change Management Team (Principals, Tech Facilitators, Program Facilitators and Coaches) will be responsible for working with the District Curriculum and Technology Coaches to create a targeted plan for professional development that meets the needs of the various One to One teaching staff. ● Full Day Technology Summit: The district will provide sub coverage for all One to One classroom teachers to attend a full day of instructional technology training. Each teacher will have the opportunity to chose from a variety of sessions that are specifically targeted to their curriculum and instructional needs. Dates for these sessions will be communicated directly pending executive approval. ●

“Day One” Support: On the day immediately following the laptop deployment, all available district technology coaches will be on site to directly support advisory teachers with the first day of One to One instructional plan.

Needs Assessment: Coaches will work directly with the site Tech Facilitators to craft a needs assessment for each teacher or core subject team. This assessment will allow district Tech Coaches to specifically craft a PD that fits the needs of the individual technology integration growth plan for each teacher.

On-going coaching: Regular staff training and targeted tech resources will be provided to all One to One teachers in the form of individual coaching support, modeling, PD sessions and web based instructional materials. District coaches will work with site Tech Facilitators to follow-up in a timely manner to make certain strategies and resources are being employed within the classroom to support the move to higher levels of technology integration.

Laptop Rollout Checklist BEFORE the laptops arrive o Make sure you have a secure storage location to receive delivery o Check to make sure all classroom access points (APs) are working o Make sure classrooms have a flat charging surface and power supply o Switch boxes and blue Ethernet cables are accessible in each classroom o Confirm adequate locking storage in each advisory classroom o Confirm Parent Orientation date on the district calendar o Send out notification to parents at least ONE WEEK before Parent Orientation night o Assign appropriate site staffing for the day of deployment o Determine what the 6th grade bell schedule will be for the day of deployment


o Work with all One to One classroom teachers to make sure they have an instructional portal (Moodle, Google Sites…etc.) to manage course content and activities. o Make sure that existing desktop computers in one to one classrooms are connected and functioning o Clear old and outdated files from school servers to free up storage space for teachers and students o Direct all One to One teachers to the technology lesson resources located on the SUSD technology coaching page http://www.susd12.org/student-technology-lesson-plans The week before Roll Out o Make sure you have received charging chords and cases o Confirm counts on student contracts and handbooks o Review staff stations and responsibilities for deployment day o Organize student log-in cards by classroom or advisory teacher o Arrange LRC to accommodate SIX STATION rollout and student traffic o Confirm “Day One” instructional plan with all One to One teachers o Review district expectations with teachers as outlined by the “Digital Driver’s License” o Determine the order of teacher/class deployments to the LRC to pick-up their equipment o Review Vision classroom rosters from the I.T. department & check for errors or changes. Deployment Day o Arrive early help set up tables in the LRC o Make sure appropriate signage is displayed o Have inventory tracking sheets ready to go to record any potential problems with student machines o Confirm attendance counts with each class as they arrive at the LRC o Label and set aside student computers by classroom for students who might be absent that day

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