The secret to supporting technology in a 1:1 school.

1. 1:1 It Can be Done! The secret to supporting technology in a 1:1 school. Created by Todd Bryant and Jeff BitikoferCreated January 22nd, 2006 Revised February 15, 2008

2. Building a successful 1:1 learning environment involves planning and implementation in the areas of business, technology, and teaching.

3. It is the collaborative effort between these three areas that make a 1:1 learning initiative successful.

4. “The technical aspect of a 1:1 program is a key component in starting and sustaining the initiative and should be treated as a core requirement in the overall plan.” Source: 1:1 GuideBook - http://www.ebookhost.net/TLWP2/ebook.asp

5. There are at least 6 important pieces that are involved in supporting technology in a 1:1 learning environment.

6. Agenda Best Practices Hays High School Implementation Conclusion

7. H E L P D E S K A Help Desk should be in a convenient location for student, faculty, and staff to receive face-to-face technical support. Key Help Desk Aspects: Location Availability Support Medium The concept of a Help Desk is a change in the traditional support models of schools because the support doesn’t come to the users but the users now come to the support. “Be sure to have a member of your staff visible and available at least during daytime class hours.” - Laptop Help Desk, University of Austin http://www.apple.com/education/profiles/utaustin_coe/location.html

8. S T A F F I N G The technology staff in a 1:1 initiative must show leadership, dedication, and be team oriented in order to be successful. “No organization is stronger than the quality of its leadership.” - Edgar Powell

9. I N F R A S T R U C T U R E A school’s network infrastructure must be able to support the rapid growth of users. Infrastructure Key Aspects: Internet Connection Wireless Infrastructure Server Infrastructure

10. I N V E N T O R Y A database system for inventory tracking is essential because it creates the connection between the user and the laptop. "Before computers arrive, develop a database to use for tracking and inventory purposes.” “A barcode scanner and student ID card reader will greatly streamline the hardware check-in process.” - Laptop Help Desk, University of Austin

11. M A N A G E M E N T The configuration and management of laptops is critical because mobile users eliminate the opportunity to perform after hour maintenance and upgrades. How will you handle updates? Windows Updates Firefox Updates iTunes Updates How to you monitor activity? Instant Messaging Printing Hard Drive content

12. R E P A I R S The best way to effectively manage laptops repairs is to create an efficient repair process with a quick return time. Repair Key Aspects: In-house vs. Outsourced Repair Facility Cases vs. Accidental Damage Loaners Shipping Billing

13. Agenda Best Practices Hays High School Implementation Conclusion

14. HHS (Hays High School) has been a leader in 1:1 learning in the State of Kansas. School Facts: Student Population: 825 Initiative Start Date: 8/04 HHS Computer Breakdown: Dell Latitude D520: ~ 1000 Loaner Pool: ~50 (5%) HHS 1 PC labs (25 PCs) HHS 1 Mac Lab (18 iMacs) District Computer Breakdown: Dell Latitude D520: ~ 2600 HHS Mission Statement “Empowering All Students For Tomorrow’s Challenges”

15. H E L P D E S K The CCU (Computer Care Unit) was created as the department to service the technology needs of HHS and USD 489. CCU Mission Statement To create a better learning environment by servicing the technology needs of Hays High School and USD #489 by providing reliable technical solutions and courteous-professional assistance.

16. H E L P D E S K The CCU is conveniently located so students and staff can bring in their laptops for technical support. Location: Inside HHS Library Hours: 7:30 AM - 5:00 PM Monday-Friday Phone: (785) 623-2618

17. H E L P D E S K When a student brings their laptop for service, the CCU staff fills out a repair form to keep track of the issue. With up to 60 laptops in the CCU at any given time, repair forms are extremely helpful in keeping everything organized. With CCU staff working staggered schedules, it is difficult to keep everyone informed on the status of each repair. Repair forms are helpful in communicating details about the problem.

18. S T A F F I N G The USD 489 technology team consist of talented individuals with complementary skill sets. Mary WoodsOperations Technology Coordinator Alicia Brungardt Instructional Technology Coordinator Jeff Bitikofer Systems Administrator Todd Bryant Systems Administrator Aaron Shapland Part-time Technology Assistant Zach Meyer Part-time Technology Assistant

19. S T A F F I N G The CCU staff must be organized and flexible to fulfill their wide range of responsibilities. CCU Responsibilities Assist students with laptop related problems Provide technical support for teachers Manage laptop repairs Operations and Maintenance of district servers Operations and Maintenance of web and spam filter Provide a second tier or support for other schools Assist with In-service training

20. I N F R A S T R U C T U R E USD 489’s reliable network infrastructure has ensured that educational materials are always accessible. Network At a Glance 12 Mbps Internet Connection 1 Gbps fiber backbone (between buildings) Cisco PIX firewall Lightspeed Total Traffice Control (web content filter/spam filter) Cacti (bandwidth graphing solution) Packeteer PacketShaper (bandwidth management)

21. I N F R A S T R U C T U R E Hays High’s extensive wireless infrastructure has ensured connectivity to the network from anywhere in the school. Wireless Network At a Glance: HHS - 53 BlueSocket Access Points (802.11G) District – 131 Access Points HP Procurve Switches

22. I N F R A S T R U C T U R E The server infrastructure provides a broad range of valuable services. Technology Services Student Produced Website Student/Faculty/Staff E-mail (MS Exchange) Course Management System – (Moodle) Student Information System - (Powerschool) Renaissance Place Online Voting System

23. I N F R A S T R U C T U R E The server infrastructure has been consolidated into a Data Center for centralized management. District Servers 13 Dell Power Edge 1950 (Dual 2.66 Dual-core Processors - 4G Ram) 3 HP Prolient G3 Servers 21 TB (Raw Storage) Equalogic SAN 7 TB Dell Tape Library

24. I N V E N T O R Y District asset labels are placed on each laptop for the purpose of inventory tagging. Tags are located on the bottom of the laptop. Student is charged a fee if tags are removed.

25. I N V E N T O R Y Hays High’s secretarial staff assists with the paperwork of adding and disposing of technology equipment. Disposal or Transfer of Fix Asset Form Fixed Asset Form

26. I N V E N T O R Y HHS students are issued their laptops during enrollment, which is 3 weeks before school starts. • HHS Enrollment Process: • Front Office: • Student pays fees • Issued identification card • CCU: • Students shows fees receipt • Laptop is assigned in database • Parent signs loan agreement and acceptable use policy • “ScanSnap” of Loan Agreement • “Care and Feeding” for (Freshman and new students) • Student is given the laptop At enrollment, the student will receive the same laptop they had assigned the previous year.

27. I N V E N T O R Y The CCU has created a database to track which laptop each user has been assigned. When a student checks out a laptop, the CCU staff will scan the barcode on the laptop and then the barcode on the student’s ID card.

28. I N V E N T O R Y Every student is assigned a specific charger and they are responsible for returning at end of the year. Due to the number of adapters not returned the first year, this policy was put into place. If a student looses or damages his charger, they pay for the charger in the front office. When the student presents the receipt to the CCU staff, they will issue them a new charger.

29. I N V E N T O R Y A digital copy of the loan agreement that parents and students sign is kept on the server. Loan Agreement Electronic Advantage: More easily accessible Less Hassle Requires Less Space Reduces Paper Usage By having a digital copy of the loan agreement, there is less chance for lost agreements. Moreover, the CCU staff, secretaries, and principals all have convenient access to the agreements.

30. I N V E N T O R Y The office assists the CCU by collecting laptops when students transfer out of the district. When a student transfers out of the district, the return of the laptop is handled the same as any other school property such as school textbooks.

31. I N V E N T O R Y Laptops are collected from students during the last week of classes. Summer Process: Inventory Check Physical Inspection Cleaned Re-imaged Students involved in summer school or school activities during the summer can check out laptop.

32. M A N A G E M E N T The laptops are configured to give students enough access to use their laptops effectively as educational tools while still allowing them to be monitored and managed. Privileges Changing Desktop Background Launching Any Installed Application Restrictions Changing Administrative Settings Changing TCP/IP Settings Installing Programs Students login to the laptop using network account on the laptop.

33. M A N A G E M E N T HHS creates a software image that includes the applications that will be needed by most of the students. Standard Software: Microsoft Vista Business Microsoft Office 2007 Pro+ Adobe Photoshop Elements Adobe Premier Elements Adobe Contribute 4 Adobe Acrobat Pro Logger Pro Inspiration SchoolVue Client Ultra Key 4 Firefox MSN Messenger/AIM Other Freeware Applications Laptops are imaged using Dell restore DVD software. Duration of Imaging Process: 30 minutes - 1 hour

34. M A N A G E M E N T HHS has implemented a strategy that has significantly reduced paper usage in the building. There are two HP 4350n printers located in the library for general student usage. There are a few other department printers, but access to these are restricted. Whenever possible, printers are stocked with paper that is already used on one side. A student will request clean paper if it is required for a class assignment.

35. R E P A I R S USD 489 repairs all of its laptops “in-house” and receives labor compensation for parts covered under warranty. The base rate for logic boards, hard drives, and screens is $30. The base rate is multiplied by a factor between 0.75 and 1.5, depending on service excellence score for last month. Source: http://docs.info.apple.com/article.html?artnum=112047

36. R E P A I R S “In-house” repairs are more convenient for the students and yield a quicker return time. Average Laptop Repair Timeline: Diagnose and Order Parts: < 24 hours Shipping: 1 to 2 days for arrival of parts Waiting Time to Repair Laptop: 1 days Actual Repair Time: 25 minutes to 45 min __________________________________ Total Return Time:Approximately 5 days

37. R E P A I R S HHS has implemented several strategies that have further improved repair efficiency. • Repair Sheets • Repair Completed Whiteboard • Evening/Weekend Repair Staff • More Organized Repair Area • Laptops Need Diagnosis • Laptops Need Ordered • Laptops Waiting for Parts • Laptops Waiting for Repair • Parts Pending Return

38. R E P A I R S When damage is not covered under the manufacturer’s warranty, it requires additional steps to repair the laptop. Non-warranty Procedure Overview: Purchase Order Requisition Photo Taken of Damage Laptop Damage Report Inform Student of Charges Letter to Parents

39. R E P A I R S This process ensures that students are correctly billed for any damages and claims are submitted to the insurance company if necessary. Laptop Damage Report Letter to Parents Note: Students are only billed for Parts and Shipping but not Labor.

40. R E P A I R S Accidental damage protection plan protects students from being billed for damages. $30 Technology Fee at enrollment goes to pay for accidental damage protection on laptops. Aug 08 – Jan 08 = 20 Complete Care Incidents (broken screens or liquid spills)

41. Agenda Best Practices HHS Implementation Conclusion

42. The real secret to supporting technology in a 1:1 school is finding a way to make all the different pieces come together. Questions or Comments: Todd Bryant tbryant@usd489.com Jeff Bitikofer jbitikofer@usd489.com More Information: http://www.hayshighindians.com/Staff/ICU/CCU/Index2.php