Billings R-IV School DistrictTechnology Information for Staff

Revised 1.9.08

Tim BrewerTechnology Coordinator

brewert@mail.billings.k12.mo.us

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Table of ContentsWildcat Web Resource: Information for Staff..................................................................7Wildcat Web Resource: Technology...............................................................................8Network Login Procedure.................................................................................................9Billings Maintenance and Tech Service Request System..............................................10How to Change Your Novell Network Password............................................................13Network Printers, Installation of Network Printers, and General Printing Recommendations.........................................................................................................15Kyocera 5035/4035 Copier............................................................................................19Checking Your GroupWise E-mail From Outside the School.........................................21

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User AgreementBillings R-IV Schools

The Billings R-IV School District recognizes the educational and professional value of electronics-based information technology, both as a means of access to enriching information and as a tool to develop skills that students need.

The district's technology exists for the purpose of maximizing the educational opportunities and achievement of district students. The professional enrichment of the staff and Board, and increased engagement of the students' families and other patrons of the district are assisted by technology, but are secondary to the ultimate goal of student achievement.

Use of technology resources in a disruptive, manifestly inappropriate or illegal manner impairs the district’s mission, squanders resources and shall not be tolerated. Therefore, a consistently high level of personal responsibility is expected of all users granted access to the district’s technology resources.

This User Agreement declares major portions of the Billings R-IV School District Technology Usage and Safety Policy and does not state all portions of the policy. Please refer to the Technology Usage and Safety Policy for a complete listing of all policies.

The following statements are excerpts of policy, summaries of policy from the Technology Usage and Safety Policy, or technology procedures developed to implement policy:

Use of the district’s technology resources is a privilege, not a right. No potential user will be given access to district technology if he/she is considered a security risk.

Users must adhere to district policies, regulations, procedures, and other district guidelines. No student will be given access to the district’s technology resources until the district receives a

User Agreement signed by the student and the student’s parent(s), guardian(s), or person(s) standing in the place of a parent.

A user does not have a legal expectation of privacy in the user's activities involving the district’s technology resources.

The district will monitor the on-line activities of minors and operate a technology protection measure (“filtering/blocking device”) on all computers with Internet access, as required by law. The filtering/blocking device will protect against access to visual depictions that are obscene, harmful to minors and child pornography, as required by law. Because the district’s technology is a shared resource, the filtering/blocking device will apply to all computers with Internet access in the district. Evasion or disabling of the filtering/blocking device installed by the district, including attempts to evade or disable, is a serious violation of district policy.

The district web page may include the district’s address, telephone number, and an e-mail address where members of the public may easily communicate concerns to the administration, staff, faculty, and the Board.

The district web page may include images of administration, staff, faculty, and the Board. The district web page may include images of students with or without the students’ full name but

will not disclose confidential student information or student records. All district employees will abide by state and federal law and Board policies and district rules

when communicating information about personally identifiable students. Employees shall not transmit confidential student information using district technology, unless

designated for that use. Employees will take precautions to prevent negligent disclosure of student information or student records.

No curricular or non-curricular publication distributed using district technology will include the address, phone number or e-mail address of any student without permission.

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The following rules and responsibilities will be followed by all users of the district technology resources:

1. Applying for a user ID under false pretenses, using another person’s user ID and/or password, and sharing one’s user ID and/or password is prohibited.

2. A user will be responsible for actions taken by any person using the ID or password assigned to the user.

3. Deletion, examination, copying or modification of files and/or data belonging to other users without their prior consent is prohibited.

4. Mass consumption of technology resources that inhibits use by others is prohibited.5. Unless authorized by the district, non-educational Internet usage is prohibited.6. Users are required to obey all laws, including criminal, copyright, privacy, defamation and

obscenity laws. The school district will render all reasonable assistance to local, state or federal officials for the investigation and prosecution of persons using district technology in violation of any law.

7. Accessing, viewing or disseminating information using district resources, including e-mail or Internet access, that is pornographic, obscene, child pornography, harmful to minors, obscene to minors, libelous, pervasively indecent or vulgar, or advertising any product or service not permitted to minors is prohibited.

8. Accessing, viewing or disseminating information on any product or service not permitted to minors is prohibited unless under the direction and supervision of district staff for curriculum-related purposes.

9. Accessing, viewing or disseminating information using district resources, including e-mail or Internet access, that constitutes insulting or fighting words, the very expression of which injures or harasses other people (e.g. threats of violence, defamation of character or of a person’s race, religion or ethnic origin); presents a clear and present likelihood that, because of their content or their manner of distribution, will cause a material and substantial disruption of the proper and orderly operation and discipline of the school or school activities; or will cause the commission of unlawful acts or the violation of lawful school regulations is prohibited.

10. Any use which has the purpose or effect of discriminating or harassing any person or persons on the basis of race, color, religion, sex, national origin, ancestry, disability, age, pregnancy, or use of leave protected by the Family and Medical Leave Act or the violation of any person’s rights under applicable laws is prohibited.

11. Any unauthorized, deliberate, or negligent action which damages or disrupts technology, alters its normal performance, or causes it to malfunction is prohibited, regardless of the location or the duration of the disruption.

12. All users will use the district’s property as it was intended. Technology or technology hardware will not be lifted, moved or relocated without permission from an administrator. All users will be held accountable for any damage they cause to district technology resources. Damages incurred due to the misuse of the district’s technology may be charged to the user. The district will hold all users accountable for the damage incurred and will seek both criminal and civil remedies, as necessary.

13. Use of district technology resources in attempting to gain or gaining unauthorized access to any technology system or the files of another is prohibited.

14. Use of district technology to connect to other systems, in evasion of the physical limitations of the remote system, is prohibited.

15. Intentional or negligent attempts, whether successful or unsuccessful, to interfere with the ability of others to utilize any district technology are prohibited.

16. Any attempts to secure a higher level of privilege on the technology resources without authorization are prohibited.

17. The introduction of computer “viruses,” “hacking” tools, or other disruptive/destructive programs into a school computer, the school network, or any external networks is prohibited.

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18. Student users are prohibited from sharing personal information about themselves or others over the Internet, unless authorized by the district. Student users shall not agree to meet with someone they have met on-line without parental approval.

19. A student user shall promptly disclose to his/her teacher or another school employee any message the user receives that is inappropriate or makes the user feel uncomfortable.

Students found to be in violation of the User Agreement will be disciplined by the appropriate district administrator. Disciplinary actions may include, but not be limited to:

Temporary loss of technology use privileges. Loss of technology use privileges for the remainder of the school year. Permanent loss of technology use privileges.

Appropriate authorities may be contacted if a violation of law or regulation is suspected. It should be noted that the student’s loss of technology user privileges could hinder the student’s ability to successfully complete schoolwork, and thus, affect the student’s grade.

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Wildcat Web Resource: Information for Staff

http://www.billings.k12.mo.us

The Wildcat Web refers to the district website. At this website information is organized by visitor function, e.g. student, parent, staff, and media.

On the Staff page, documents needed by staff are easily accessible.

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Wildcat Web Resource: Technology

The Technology page of the Wildcat Web contains a collection of self-help documents, links and policy documents directly related to district technology.

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Network Login ProcedureA network account is required to access any networked computer in the district. A successful login opens the passageway to all networked resources including the following: Internet, networked printers, e-mail, attendance, and grade book.

1. At the Novell Client for Windows prompt, enter the following:

Staff and FacultyUsername: .lastnamefirstinitial.staffPassword:

Students

Username: .lastnamefirstinitial.graduationyear.studentPassword:

Note: all usernames have a leading “dot” i.e. <dot>lastnamefirstinitial<dot>staff or <dot>lastnamefirstinital<dot>graduationyear<dot>student

2. At the Windows Workstation prompt, enter the following:Username: billingsPassword: <leave this blank>

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Personal Network Storage Area (“G” Drive)From anywhere a user logs into the network, a personal storage area is available called the “G” drive. Files stored in this “drive” are secured and regularly backed up by technology personnel.

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Billings Maintenance and Tech Service Request System Use Internet Explorer for

best results Click on the icons

automatically placed on the computer desktop or found in your Start > Programs menu under such appropriate folders as Support Staff, Faculty, or Administration

Alternate method: Open Internet Explorer and enter URL – http://10.0.1.12/request in the Address bar

Access only from within the Billings network.

Username is lastnamefirstinitial Password is billings Technology Work Orders are prioritized based upon an objective system. For

more information view the Technology Request Priority Matrix available on the Technology page of the Wildcat Web (http://www.billings.k12.mo.us/tech/Priority_Matrix.doc)

The Word Order System Menu To enter a new request, from the drop

down menu, choose Maintenance or Technology.

To check the status of previously entered requests, click on Show All My Requests.

Change My Profile. DO NOT MAKE CHANGES to your profile.

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Completing the Work Order Building. Choose the building (i.e.

department) to which your room is assigned.

Location. Choose the room number. If your room number is not listed, try a different building.

Best Time. Indicate a best time for the technician to enter your room to address the problem.

Complete all the remaining fields on the work order. Maintenance work orders will have different fields than technology.

Submit For Approval. Click this once you have completed all fields. Enter only one problem per work order to increase the chances that your problem will be addressed in the quickest manner possible.

Follow-up Screen may be a summary screen of the information you entered. Click Main on the browser error screen to return to the Main menu.

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How to Change Your Novell Network Password

Periodic password changes are necessary for strong network security. Everyone is required to change passwords every 90 days and will be prompted to do so during login.

Passwords must be at least 5 characters in length. Strong passwords include numbers and symbols.

Follow the directions below on the computer at which you wish to change your password.

Windows 2000/XPTo change a network password from a Windows 2000 or XP machine, do the following.

Press the CTR + ALT + Delete keys simultaneously. In the Netware Security Window, choose Change Password. In the Change Password Window

o Select BSD_TREE in the Resource List.o Type your old password, new password, and confirm your new password.o Click OK.

Respond to any pop-up dialog windows.

Your Novell network password has been successfully changed and is in effect the next time you log in.

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Network Printers, Installation of Network Printers, and General Printing Recommendations

Several years ago, computer experts predicted computer technology would eliminate the need for paper copies of digitally stored information. Ironically, paper use directly related to the printing of digitally stored information has skyrocketed. People still want the feel of a hard copy of data in hand instead of on the screen.

The Billings R-IV School District provides four levels of printing accessible from district computers. This document explains each, provides instructions for accessing network printers and sets guidelines for the use of each printing level.

Printer Primer

Local PrinterEach computer on the desk of a staff or faculty member is directly connected to a printer. Because of the direct wired-connection to this printer it is referred to as a local printer. In some classrooms, this printer is shared because other computers not directly connected to it can print to it via the network. In the figure at right, the HP LaserJet 1200 Series PCL 6 is a local printer.

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Network PrinterA network printer is one not directly connected to any computer. Print jobs are sent to these computers via the network. The print job first goes to a network server for processing. The server then sends the print job to the designated printer. In the figure above, the Elelab printer is a network printer as indicated by the phrase “on ipp://10.0.1.5”.

A list of the current network printers is available from the Technology page of the Wildcat Web.

Network Copier and ScannerThe Kyocera copiers in the High School office, teacher lounge, and superintendent office are network copiers and scanners because while the machines act as copiers, users may also print to these copiers from a computer via the network and may scan a document at the copier and have the image sent to the user’s e-mail account. In the figure on page 1, the Kyocera Mita KM-4035 is one of these network copiers.

The table below lists the available network copier/scanners, location, features, and who has rights to use the device.

Copier/Scanner Location Features Allowed UsersTchrlounge Elementary computer

lab Black & White Duplex Collate 3-hole punch Staple Scan

Staff Faculty

Hsoffice High School office Black & White Duplex Collate 3-hole punch Staple Scan

Staff Faculty

Suptoffice Superintendent office Black & White Duplex Collate

Superintendent office staff

ELEWKRM Elementary Workroom Black & White Duplex Collate 3-hole punch Staple Scan

Staff Faculty

HSWKRM High School Workroom Black & White Duplex Collate 3-hole punch Staple Scan

Staff Faculty

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Installation Instructions

Local Printer

Installation on machines with Windows 2000 or XP is nearly automatic. Once the printer is correctly connected to the computer, the operating system detects the printer and guides the user through any additional steps required to complete the setup.

Network Printers and Network Copiers/ScannersInstallation of any of the networked printers and copiers/scanners is relatively automatic. Follow the steps outlined below to install a network printer or copier/scanner to your machine. The installation need only be done once for any network printer or copier/scanner you wish to access from your computer.

1. Click on the Start menu, Programs.  At the top of the programs list you will have a folder called either faculty or support staff (depending on your job function). 

2. Click on the link to the Network Printers iPrint Page from which you can install any of the network printers.

3. Note: If the folder mentioned in step 1 above is not available on your computer, contact the Technology Department.

4. If this is the first network printer or network copier/scanner installed on this machine, click on the “Install iPrint Client” link on the left of the page and follow the instructions to install the iPrint Client.. If you are not sure, click on this link anyway and follow the instructions.

5. For this printer you wish to install, click on the “Install” link and follow the directions.

6. When the installation is completed, confirm that the printer is now installed on your machine by clicking on Start > Settings> Printers (for Windows 98/2000

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machines) or Start > Printers and Faxes (Windows XP machines). Then look for the recently installed printer in the list of printers shown.

Printing Guidelines

The following statements are guidelines to consider when choosing an appropriate print solution for a print job. The basic ideas underlying these guidelines are to reduce overall printing costs, extend the life of the older classroom local printers, and conserve paper.

For small 1 – 5 page print jobs, use the local printer (or a shared printer if no local printer is attached to the computer).

For print jobs over 5 pages but under 20 pages, use a network printer in the computer lab nearest you and choose the duplex option.

For print jobs over 20 pages, use the network copier/scanner nearest you. Choose the duplex option and any stapling, collating, or 3-hole punching options as needed.

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Kyocera Multifunction Copier/PrintersHow to Set-up the Printer on Your Computer

These directions will guide you through setting up the Kyocera 5035/4035 Network Copier/Printer to receive print jobs from your computer.

Open the Printer Properties Window.Click Start > Printers (or Printers and Faxes) > Right click on the desired printer > Choose Properties

Choose the Device Settings Tab.Select the 3000 Sheet Finisher.

In the pop-up Punch Unit Setting window choose 2 & 3 Hole. Click OK to exit the Punch Unit Setting window.

Select the Hard Disk.In the pop-up window:

Mailbox Name = your nameVirtual Output Tray = your Virtual Mailbox ID # (see Tech Coordinator for you #).Click Add.Click OK to exit the pop-up window.

Below the list of device options, click the Administrator button.Select Job Accounting.Select Use Specific CodeEnter the last 4 digits of your Social Security number into the field to the right.Click OK.

Choose the General Tab.Click on Printing PreferencesChoose the Output Tab.

Change Output Tray to Main Tray.Click on the Job Settings button.

Select Job Storage.Select Virtual Mail Box.Click on the Selection button.

Select your name from the list.Click OK to exit the Selection window.

Click OK to exit the Job Settings window.Click on Staple and select the desired staple mode (if stapling is desired on print jobs)

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Click on Punch and select the desired punch mode (if hole punching is desired on print jobs).

Click OK to exit the Properties window.

Now you are ready to print to the Kyocera copiers.

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Figure 1: Options Window

Checking Your GroupWise E-mail From Outside the School

District personnel may now access their GroupWise e-mail account anywhere from an Internet account. This document provides instruction on how to do so and how to set up a GroupWise account for outside access.

Setting Up Your GroupWise Account for Outside Access

Password Protect GroupWise

While at school, start GroupWise. Click on the Tools menu from the toolbar. Then click on Options. From the Options windows (see Figure 1) double-

click on Security. Type the password you wish to use for GroupWise

in the New Password field. Type the password again in the Confirm Password

field. Click to put a checkmark in the the box for “No

Password Required with NDS”. Click “OK” to close the Security window. Then click “Close” to close the Options window.

You do not have to close GroupWise unless you are through with it.

Accessing Your GroupWise Account from Outside School

Start a browser such as Mozillal. Type in the school web address in

the address bar: http://www.billings.k12.mo.us

Scroll down until you see the graphic on the left

navigation bar. Click on the graphic.

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At the GroupWise WebAccess entrance page, type in your username you use to login to the district network when you are at school without the “dots” and “staff” e.g. ballw

In the password field, type in the password you created in GroupWise earlier (see the first section of this document Password Protect GroupWise”).

Click on login.

If you have successfully logged in, you will be seeing a screen similar to the figure at right.

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