TECHNOLOGY BASICS FOR STAFF

FALL 2016
TRAINING MATERIALS
Computer Education Support Units Webpage: http://www.jcps.me/ces
GCF Learn Free: http://www.gcflearnfree.org/
For more than a decade, the GCFLearnFree.org program has helped millions around the world learn the
essential skills they need to live and work in the 21st century. From Microsoft Office and email to reading,
math, and more, GCFLearnFree.org offers 125 tutorials, including more than 1,100 lessons, videos, and
interactives, completely free.
Simple K-12 http://www.simplek12.com/ . (Your email address is the username. The initial password is
password.)
Simple K-12 can be used to develop ePD sessions for your staff. A proposal must be submitted to pd
Central.
Our mission is to help educators inspire their students, engage their learners, perfect their craft, and
share their experiences to help others do the same. (JCPS subscription expires Dec. 2016)
Infinite Campus: https://spportal.jefferson.kyschools.us/departments/ces/SitePages/Administrative
%20Office%20Systems.aspx
Scroll to bottom left and locate: Documents. Click the triangle next to the words: Infinite Campus. A drop
down menu appears. Click the triangle next to the desired topic. Click the document to open it.

TEACHERS TIP COMPUTER

All full-time, certified K-12 teachers, who are paid by a school budget, and attend a Technology Integration
Project (TIP) professional development session, are issued a TIP computer. Steve Brown is your contact.
Jcps.tip@jefferson.kyschools.us or 485-3010.
Every 5 years, teachers receive a new computer. If a teacher has HP 4400, 2710, 2730 or 2740, they are
eligible for a replacement. We are in the process of replacing all these models this summer, along with a
few 2760s.
To determine when a replacement may occur access:
http://apache.jefferson.kyschools.us/District/TIP/.
If your TIP is not working as expected:
1. Back up the data and reimage. The Image Depot is located at Van Hoose.
2. If reimaging does not improve the computers performance, place a New Incident request on
LanDesk, http://jcps.me/help
If the IT Tech determines the computer is not repairable, a refurbished computer may be issued by IT. The
Replacement Cycle is based on your original computers serial number, not the replacement computers
serial number. Inform your STC so s/he can update the TIP Records and School Inventory.
Information Technology may have available used stylus, batteries and power supplies for some HP models.
Check with them before purchasing items from Pomeroy.

EMPLOYEE ACCEPTABLE USE POLICY:

REVISED 2015
JCPS/CES
Revised: May 11, 2016 cm
page 1

The Employee Acceptable Use Policy is completed yearly and kept on file.
https://www.jefferson.kyschools.us/sites/default/files/forms/AUPEmployee_0.pdf

COPYRIGHT
JCPS Copyright Information:
http://media.jefferson.k12.ky.us/groups/librarymediaservices/wiki/7abca/Copyright.html . The Library
Media Specialist may email questions concerning copyright to: Copyright@jefferson.kyschools.us

BEGINNING OF THE YEAR: WINDOWS UPDATES

The week before school begins, connect the classroom computers and your TIP computer to JCPSs
Ethernet network and turn them ON to receive updates. (Plug the laptop into electricity.) When the
computers are not in use, they are to be at the log on screen.
In the process of shutting down, a Windows computer may install updates. Turning off the computer during
updates may corrupt the computer.
Due to the number of updates, it may take several sessions for the computers to become current.

APPROVED UPDATES AND SHUTTING DOWN COMPUTERS

ALL computers and monitors can be shut down at the end of the day. Information Technology releases all
approved updates. It is recommended that all computers be left on overnight once a week. If it is a desktop
computer, turn off the monitors.
The TIP computer must be plugged into an electrical outlet, turned on and connected to the JCPS network,
overnight, the second Wednesday of each month, to ensure that the computer receives the latest security
and virus updates. DO NOT CHANGE THE SLEEP MODE SETTING. Laptop computers will not receive the
updates if they go to sleep. Closing the laptop causes it to enter the sleep mode. Please leave the
computer open.

USERNAMES AND PASSWORDS

If a user forgets his password, please go the JCPS Home page, Employees, Logins, Password Assistance
https://apps.jefferson.kyschools.us/User/Account/Index
New Staff members are issued a username and password. The school secretary is sent an email containing
the new hires username. It may take until the first paycheck is received for this information to become
available. The initial password is: change.meJCPS , which will have to be changed. To change the
password, log onto the computer. Once the desktop shows, press the keys: ctrl-alt-del. Click Change
Password and follow the prompts.

TIP COMPUTERS AND PROJECTORS

Each school is to maintain an inventory of the teachers TIP computers. Teachers are to sign the TIP
Equipment Inventory Checklist stating s/he is in possession of the TIP computer and its components
at least once a year, preferably twice a year, at the beginning and end of each school year.

TIP computers and Projectors are the property of JCPS. Your STC will assist you with the paperwork if
you are retiring or transferring to another JCPS facility.

Projector filters (mounted or unmounted) should be cleaned when dirty. Cleaning the filter extends
the bulbs life. Do not blow canned air into the projector. Doing so damages it. There is an exhaust
JCPS/CES
Revised: May 11, 2016 cm
page 2

filter, which must be cleaned at least once a year by using a vacuum. It is typically located on the
bottom.

Projectors may not be used outside of JCPS facilities.

The VGA Cables are very fragile. Protect them for being smashed, pinched, walked on, twisted
or dropped.

STAFF MEMBERS MUST LOG ON TO A COMPUTER USING THEIR USERNAME AND

PASSWORD
Staff work is saved to the My Documents folder of the computer they are working on. They cannot
access the work from other computers. It is not saved to a server. Staff members are responsible for backing
up their own work. Staff members should avoid using student workstations. When student workstations are
reimaged, work will be lost. Staff members are encouraged to use One Drive for Business to back up their
work.
Staff member are NOT to log on to the classroom computers and then permit students to use the
computer. Students are to use their unique username and passwords to ensure that their work is saved to
the server. If students access an unacceptable site while logged on as a staff member, the staff member is
responsible. It is a violation of the Acceptable Use Policy to permit students to use a computer using a
staff members log on.

MOBILE DEVICES
Directions for configuring a mobile device (iPod touch, iPhone, SmartPhones) to access e-mail are posted to
http://help.outlook.com/en-us/140/dd936215.aspx . Most schools have a JCPSGuest wireless, which users
may select, and use. After selecting JCPSGuest, the user must launch a web browser. The webrowser is
automatically redirected to a JCPS website, where the user enters his JCPS username and password.

MICROSOFT OFFICE OUTLOOK 2013 & 2016

Teachers may configure Outlook 2013 or 2016 on their TIP computers.

DISCOUNT PRICING ON SOFTWARE FOR STAFF AND STUDENTS

Office 365 is free for all JCPS staff and students. Accessed through Webmail.
Through KDE, students and faculty may purchase Microsoft Software products at discount pricing through
the Microsoft Student Select program. The Kentucky Department of Education academic software purchase
site provides discounts on some of the most popular software titles including Microsoft Office, Windows 7
and many more at up to 90% off regular price. This is not a JCPS controlled site. If there is nothing to
purchase, we cannot assist you.
Link to the Faculty/Staff Purchasing site which contains product and pricing information
https://kde.onthehub.com/WebStore/ProductsByMajorVersionList.aspx?cmi_mnuMain=84d81ab5-bc38dd11-abb7-0030485a6b08
Link to the Student Select Purchasing site which contains product and pricing information:
https://kde.onthehub.com/WebStore/ProductsByMajorVersionList.aspx?cmi_mnuMain=a898347d-bc38dd11-abb7-0030485a6b08
JCPS/CES
Revised: May 11, 2016 cm
page 3

Microsoft Office Professional Plus 2016 and Office Home and Business 2016 for Mac may be
purchased by JCPS employees for $9.95 for personal use at home. These are the only two products
available through the home use program. To access the Microsoft HUP site, employees should:
1. Go to http://hup.microsoft.com
2. Select the country to which they want their order to be shipped to and choose the language for
viewing the order Web site.
3. Enter their JCPS e-mail address and the new program code 736B325294.
4. Place the order online, and it will be shipped to the location you have chosen. Please note that a
fulfillment fee will be charged to cover packaging, shipping, and handling costs.

SERVICE REQUEST
Any employee may submit a request for assistance. A New Incident report is submitted via LANDesk:
http://jcps.me/help or by calling 3552. Information Technology can assist with: Employee Usernames and
Passwords, Copiers, Laminators, Duplicators and Shredders, Ethernet Ports, Hardware Issues:
Computer/Monitor/Mouse/Keyboard, Infinite Campus, iPad (cost of repairs is a school-based expense),
Network/Internet Issues, Network Printer Installation and Repair, SmartBoards, Smart Devices, Smart
Projectors, Smart Document Cameras, Software Issues, Wireless Access Points, Projectors, Cameras,
Projector speakers, Speaker cables, Sound control for speaker, Lumens and Elmo Document Camera.

The Image Depot is located at VanHoose. Teachers may take their JCPS issued laptop to VanHoose
to be reimaged. Please back up the data first.

POWER OUTLETS
There is special electrical wiring in place just for computers. The Blue or Gray Power Outlets are for
computers, monitors and computer peripherals (printers, scanners, hard drives, etc.) only. (Please note
some locations may have outlets of other colors.) The blue or gray outlets are typically located by Ethernet
ports. No pencil sharpeners, refrigerators, microwaves, Christmas trees, etc., may be plugged into these
outlets, ever. No exceptions. Only computer equipment may use into these outlets. Please contact the
Service Desk at 3552 with your questions.

EQUIPMENT BROUGHT IN FROM HOME

Staff members may not set up their own Network printer on the Network. All network printers are
assigned a static IP address. A Service Request must be submitted. This includes wireless printers.
Staff members may not bring in their own wireless network. All wireless networks must meet KETS
standards and be set up by Digital Technology. Contact the Service Desk 3552 or online http://jcps.me/help
Personal Computer (May be connected only to the Wireless network) If the wireless name: JCPSGuest is
not available at your location, Contact the Service Desk: 3552 or http://jcps.me/help I have a personal
computer which I am using at school. The physical address needs added to the radius server.
To obtain the physical address for Windows 7: Click: Start. Enter: cmd in the search field. Press: Enter key. A
black Windows screen opens. Enter: ipconfig/ all ; Press: Enter key. Locate: Ethernet adapter Wireless
Network Connection. Locate: Physical Address.
When JCPSGuest is used, the user must select it for the wireless service, then launch a web browser. The
user will be asked to enter his JCPS Username and password, then click Agree, before the network can be
accessed.
JCPS/CES
Revised: May 11, 2016 cm
page 4

Personal computers must not be connected up to the JCPS network by an Ethernet cable. Wireless is to be
used. Users are expected to have current virus protection. Be aware that JCPSs automated district policies
and updates may affect the personal computer operation. User be warned and aware.

COPPA: CHILDRENS ONLINE PRIVACY PROTECTION ACT:

What is the Childrens Online Privacy Protection Rule? Congress enacted the Childrens Online
Privacy Protection Act (COPPA), in 1998. The primary goal of COPPA and the Rule is to place parents in
control over what information is collected from their young children online.
COPPA Compliance: COPPA (Childrens Online Protection Policy Act) http://www.ecfr.gov/cgi-bin/text-idx?
SID=4939e77c77a1a1a08c1cbf905fc4b409&node=16%3A1.0.1.3.36&rgn=div5 states very specifically
what must be done when students under age 13 use interactive websites sites, which collect personal
information about the student.
JCPSs AUP (or any AUP) does not address the expectation of COPPA. A generic COPPA form
signed at the beginning of the year does not comply with the law. A new COPPA form is required for each
project, specific to the sites which will be used. Many sites explicitly state that children under the age of
13 are not allowed to use the resource, such as Twitter and Facebook. Often sites that are designed for use
by students under age 13 will include a Parental Permission Slip. When possible JCPS recommends the use
of these forms. Additional answers may be found at the COPPA FAQ site
(http://www.business.ftc.gov/documents/Complying-with-COPPA-Frequently-Asked-Questions ).

INTERNET SAFETY
JCPS students must be taught Internet and Cyber Safety according to JCPS eRate Plan.

STUDENT EMAIL
JCPS students are issued an email account. Their email addresses are available on Infinite Campus. Their
password is the same one used to log onto a computer. Students are permitted to use their email
accounts.

GENERIC STUDENT USERNAME AND PASSWORD

Generic user names and passwords are in place to assist the teachers of young students, with the logging
on of computers so that students can use them. The password is not to be posted or published. If
students learn the password, request a new password by placing a service request. This change is a result
of the audit that JCPS underwent.
DONORS CHOOSE
Items received from Donors Choose becomes Property of JCPS. It must be asset tagged.
If a teacher leaves the school, can the teacher take the items? If a teacher leaves a school,
any materials that have been delivered to the school by default should remain at that school if a teacher
leaves. However, the teacher is welcome to take the materials with him/her to a new school if both of
these criteria are met:
JCPS/CES
Revised: May 11, 2016 cm
page 5

o
o

The teacher will continue to teach in a public school and in a position that meets our eligibility
criteria.
The principal gives consent for the teacher to take funded materials to use in his/her new
classroom.

http://help.donorschoose.org/hc/en-us/articles/203139017-DonorsChoose-org-MaterialsOwnership-Policy
DonorsChoose.org Materials Ownership Policy
Materials funded through DonorsChoose.org are considered property of the classroom and will be sent to
the school where the teacher is registered on our site when materials are ordered. When they arrive,
materials should be given to the teacher who submitted the project request, to be used in the classroom
for which they were purchased.
Districts and schools often have policies around documenting or tracking donated items, and we
encourage teachers to learn about such policies before submitting requests for funding on our site.
DonorsChoose.org will not be able to override these policies, but will provide support in cases where a
teacher is denied access to materials that were delivered for his/her classroom.
If a teacher leaves a school:
any materials that have been delivered to the school by default should remain at that school if a teacher
leaves. However, the teacher is welcome to take the materials with him/her to a new school if both of
these criteria are met:
o
o

The teacher will continue to teach in a public school and in a position, that meets our eligibility
criteria.
The principal gives consent for the teacher to take funded materials to use in his/her new
classroom.

JCPS/CES
Revised: May 11, 2016 cm
page 6