Week of November 28, 2022

Protect Yourself, Your Data & Your Students' Data

'Tis The Season....for giving and sharing.  However, it's also a high season for theft and scammers.  Please review the following to ensure you are protected 

@ TTSD...

1. Long-term (24hrs+) storage of student and staff data should be limited to TTSD file servers or TTSD Google Drive. Student and staff data on your TTSD laptop for longer than 24 hrs is not permitted....this includes your downloads folder.  
1. TIPS:
1. Develop a habit of emptying your "Downloads" every few days.
2. After downloading student (Synergy) or staff (IV) data on your laptop, use it immediately and delete it OR upload it to Google Drive and then delete it from your laptop.
2. Only use TTSD approved apps and software with students.  Using Google to log in to an online resource is not safe unless the vendor has signed a Data Privacy Agreement (check here to view TTSD approved apps if the apps you use are safe...please STOP using any that are not listed and place a tech request to seek guidance on getting the vendor to sign a Data Privacy Agreement.
3. Do not leave your laptop in your car.

@ HOME... 

1. Use secure passwords and a password manager like Bitwarden to help you manage your passwords.
1. Sign up for Bitwarden HERE (free version)
2. Install Bitwarden extension for Chrome HERE
3. Bitwarden Tutorial 
2. Do not use the same password for your bank, email, Google, Facebook, etc. Using Bitwarden (or another password manager) allows you to remember ONE main password and let the password manager provide unique passwords for each site you use. 
3. Be EXTRA cautious of "great deals" you find on an unknown website or through an email that sounds too good to be true.  

📌  BE SAFE; THINK BEFORE YOU CLICK!   

    

Down Day Weekend - Sunday, December 4, 2022

The first Sunday of EACH month is reserved for the IT Department to perform disruptive (but necessary) maintenance on our networks systems.  With 24/7 access to online resources for our staff and students, we have reserved the FIRST Sunday of each month to perform this work.

Please note Sunday there will likely be disruption to various systems that may impact your access to: TTSD accounts, network resources (wifi), internet filter and Mac/iPad "Self Service"

 

Week of October 31, 2022

Update Your Computer - Internet Filter & Mac OS

It's important that you complete a few necessary steps to ensure this weekend's work will be successful for you on Monday, Nov 7th.

If you have a TTSD Mac (Macbook laptop or iMac lab for your program), please follow these 2 steps by Friday Nov 3.  NOTE: Both steps below will restart the computer. Staff is advised to save all their work before attempting either action.

STEP 1: Upgrade LightSpeed Internet Filter

1. Open Self Service application.   
   
   
2. Click "Install" on "Lightspeed 2.0.2" 
   
   
   
   
3. Your computer will need to be restarted (please note you will need to know your to login after restart)

STEP 2: Upgrade your Mac to MacOS 12.6.1 (remember the importance of this from your recent 2022 Cybersecurity Canvas course training...)

1. Click the Apple icon (upper right corner) --> select System Preferences.                
2. Find and click "Software Update" 
3. Verify the update says Monterey 12.6.1, after doing so, click "Update Now".     
   
4. Your computer will restart (please note you will need to know your TTSD account to password after restart)

Update Your Computer - Internet Filter on Windows Computers

If you have a TTSD Windows (laptop or lab for your program), please follow the steps below when prompted on your device.

1. Your TTSD computer will prompt you to update your "LightSpeed" internet filter software in the coming days.  Please note this is a valid software update.  Please accept this prompt/update.  You will want to makes sure you have any open files saved as this will likely restart your computer on its own - if not please restart your computer after the installation is complete. (please note you will need to know your TTSD account to password after restart)

Down Day Weekend - Sunday, November 6, 2022

The first Sunday of EACH month is reserved for the IT Department to perform disruptive (but necessary) maintenance on our networks systems.  With 24/7 access to online resources for our staff and students, we have reserved the FIRST Sunday of each month to perform this work.

Please note THIS Sunday there will likely be disruption to various systems that may impact your access to: TTSD phone system, network resources (wifi), internet filter and Mac/iPad "Self Service"

Week of September 26th

 Down Day Weekend - Sunday, October 2, 2022

The first Sunday of EACH month is reserved for the IT Department to perform disruptive (but necessary) maintenance on our networks systems.  With 24/7 access to online resources for our staff and students, we have reserved the FIRST Sunday of each month to perform this work.

Please note Sunday there will likely be disruption to various systems that may impact your access to: TTSD phone system, network resources (wifi), internet filter and Mac/iPad "Self Service"

OCTOBER is Cyber Security Month 

Please be on the lookout for TTSD's own Cyber Security Course (invitation coming through Canvas - https://canvas.ttsdschools.org).  Please complete this class between Oct 3 and 14th.

Other useful resources to learn more about Cybersecurity Month:

• Teach Others How to Stay Safe Online
• Be A Cybersecurity Awareness Month Champion

Week of September 19th

Digital Resources for Students at TTSD:

As we have launched into the 2022-23 school year, there have been many requests about apps that our staff and students use on a daily basis.  Here at TTSD we take the protection of student and staff data very seriously.  Student and staff data should not be shared to an outside vendor without approval.  See below for how to request this for new apps/resources. Below are some highlights of the current TTSD approved apps in use, how to access them, and how to request something new:

1. What are the current approved TTSD apps for students?  Click HERE for a full list!
2. How do students access these apps?  Most TTSD approved apps are available either through Clever sign in/or ipad app OR Canvas (like Edgems, or the new Comprehensive Health Curriculum for secondary)
3. Found a new educational app that requires students to sign in?  Please complete the App Request form before using any digital resources/apps that require a student to log in.  IT will work with the vendor to sign the Oregon data confidentiality agreement to ensure our student data is safe.

Google Docs, Sheets & eMail Tips & Tricks

TTSD has been a Google Apps for Education district for over a decade.  However, every day there is something new we learn to do in Google Docs.  Here are a few fun tips and tricks:

• 
  Did you know in Google Docs...
• You can insert special characters using Insert >> Special Characters menu item? You can then search for the character or DRAW it to find a match.
• You can turn on speech to text to create your document using the Tools menu > Voice Typing?

• Did you know in Google Sheets...
• By highlighting the column header of the sheet after you have filtered, you will get a count of how many rows are remaining?

• 
  Did you know in GMail....
• You can learn a staff member's job title and phone extension by hovering over their name after entering it in the To: field on an email?

• Did you know in Google Calendar....
• You can enter the people you want to meet with in the "Meet With" box on the left and it will show you your schedule on top of their free/busy schedule to find the best time to meet. You can then click and drag the time slot you want and it will create an event with all of those listed in "Meet With" already invited.

And... How to Type Special Characters on a Mac:

Week of August 28, 2022

Welcome Back! 

Your TTSD "Back to School" Digital Check List:

ALL STAFF:

• Forgotten Password? 
• Call x4051 (IT Help Desk)
• 
  REMEMBER: You'll need to click "AdminByRequest" before installing... 
• new printer (Adding a new printer on a Mac computer)
• Mac and Windows computer updates (run updates weekly)
• anytime you are prompted to enter "an admin account"...
• Technical Issues?
• FASTEST way to get support is to Submit a Tech Request:
• LINK: Tech Request
• EMAIL: helpdesk@ttsd.k12.or.us
• Employee Access - Click here to Get set up!

ALL TEACHERS:

• Clever is already auto-rostering your classes into your digital resources
• LOGIN with Google
• What TTSD digital resources are available by adopted curriculum, grade level, subject? 
• TTSD App Dashboard
• Refine your search with Advanced Search - by grade, subject, 
  
• Canvas Quick Tips:
• NEW Teacher Template
• Publish your classes!
• Remind tool (access through Clever)
• How do I send class announcements?
• Top 10 ways to use Remind

ELEMENTARY: 

• All students & teachers should use Clever to log into: SeeSaw, Learning A-Z, Twig, ThinkCentral, and all other resources on their iPads
• Please no reward stickers (or any stickers) on student iPads 😳

SECONDARY:

• 2022-23 Canvas Course Setup Checklist for MS & HS - Cross listing, Grade Passback, etc
• G-W Comprehensive Health Skills - Middle & High School KB Article

HIGH SCHOOL:

• Lightspeed Classroom (replacing NetOp for High School for classroom management on Chromebooks)

Week of August 1st

 

Down Day Weekend - Sunday, August 7, 2022

The first Sunday of EACH month is reserved for the IT Department to perform disruptive (but necessary) maintenance on our networks systems.  With 24/7 access to online resources for our staff and students, we have reserved the FIRST Sunday of each month to perform this work.

Please note Sunday there will likely be disruption to various systems that may impact your access to: TTSD phone system, network resources (wifi), internet filter and Mac/iPad "Self Service"

Software & App Ready Dates for Fall 2022

Curious to know when you can begin accessing a particular system for the new school year with new 2022-23 student data? Please see overview below and detailed link at the bottom:

• July 19, 2022 = 2022-23 school year data initial load
  • Versatrans, Destiny, Blackboard, Synergy, SSAM, Titan/Nutrikids
  • iPad Apps assigned by (new) school available & (new) grade
• Aug 8, 2022 = 1st Clever Sync
  • sharing to include apps that share by school & grade
•  Aug 22, 2022 = 1st Synergy Gradebook sync (25th for MS)
  • Clever apps that share by classroom/course
  • Canvas courses created for teachers
  • Remind
  • iPad Apps assigned by (new) classroom available
• Sept 1, 2022:
  • Parent/StudentVUE available
• Sept 6, 2022:
  • student access to courses in Canvas

For a Detailed List of Apps by their 2022-23 Readiness Status, please visit: 
https://ticket.ttsd.k12.or.us/support/solutions/articles/19000062203

Week of June 13th

 End of Year Checklist for All Staff & Teachers

• Year-End Checklist: Teachers, Computers & Carts << LINK

End of Term GRADEBOOK Checklist (Canvas, INC, Synergy)

The end of the school year is a fast-paced time when everyone is looking to help students complete the term.  Please refer to the following KB articles to help you with Canvas > Synergy gradebook sync (make sure you know about "remaster grade passback" and how to support students who are receiving a grade of Incomplete ("I")

• Grade Book End of Term Checklist (Canvas & Synergy) << IMPORTANT
• Supporting Students Past Term End Dates in Canvas

Canvas Updates: Fall 2022

• "Google Assignments LTI" will be the primary Canvas integration for Fall 2022:
• Allows for a template/copy for each student
• SpeedGrader integration (available this summer)
• Visibility to "work in progress" for teachers
• You can REUSE your 2021-22 course content:
1. Identify the course that holds the information you would like to copy into a new course.
2. Go to the course that will receive the material you wish to reuse and select Setting > Import Content into this Course.
   
• Canvas is available for Summer Classes - please just submit a Tech Request to have a course made for you.  You will invite your students to your summer course (not rostered from Synergy)
• There will be NEW Course template for 2022-23 (Preview and Self-Enroll as STUDENT: https://ttsd.instructure.com/enroll/93LHLF)

Canvas User Guides for New Quizzes Feature:

1. What is New Quizzes?
2. Instructor Guide New Quizzes Lessons
3. Student Guide New Quizzes Lessons

Week of June 1st

Down Day Weekend - Sunday, June 5, 2022

The first Sunday of EACH month is reserved for the IT Department to perform disruptive (but necessary) maintenance on our networks systems.  With 24/7 access to online resources for our staff and students, we have reserved the FIRST Sunday of each month to perform this work.

Please note Sunday there will likely be disruption to various systems that may impact your access to: TTSD phone system, network resources (wifi), internet filter and Mac/iPad "Self Service"

Timeline for new schedules/classes in StudentVUE/ParentVUE & Canvas

DRAFT Timeline:

• July 25th: Blackboard will be updated
• August 19, 2022 = “Push out” of MS/HS schedule & all ES sections in Synergy must be complete by this required date
• NOTE: Teachers will have access to TeacherVUE Aug 19
• August 22, 2022: 

• Remind will be updated
• Courses/Sections available in Canvas to teachers = Monday Aug 22, 2022
• Aug 30, 2022 (7 days before school begins): Courses/Sections available to students/parents via StudentUVE/ParentVUE
• Sept 5, 2022: Courses/Sections available in Canvas to students/parents

  

Items Out Email

Please look for an email in your InBox with any and all TTSD technology devices issued to you as a staff member.  Please review this email carefully and work with your school media assistant or call x4051 to renew any devices you have that are "overdue" and/or discuss items you may no longer have in your possession.

Admin By Request 

Most cyber security scams are successful because when scammers reach the computer, they have FULL admin rights to run any malicious program they want.

In order to protect the district from cyber crime, TTSD's cybersecurity insurance policy requires that our computer users not have administrator access.

As a result, all TTSD devices will have "Admin By Request" installed.  You MUST take the following steps to run updates, install software, allow system permissions (*like access to microphone or screen in Google Meet):

1. Click the "green check mark" to launch Admin By Request
2. Enter your email and the reason why you are needing admin access.
3. Click Continue to ACTIVATE.  
4. ** You will know you were granted Admin access when you see a green countdown timer.   

Week of May 9th

 

New Print Shop Ordering Website Coming SOON

We are in the final stages of TESTING our new printshop ordering system.  Please look for a "launch date" coming soon (by the end of the month of May).  Some notable changes and improvements you will find:

1. Same URL - http://printshop.ttsd.k12.or.us (or via the Staff Portal)
2. Direct communication via the system to/from the printshop regarding the status of your order
3. NO more "shopping cart" - you'll submit each print job request individually
4. You will receive a "your job is complete" email, letting you know your job is with the courier for delivery.

Please Thank Your Technicians!

Our 10 school technicians (for 17 sites) are working their way through supporting 700+ certified staff with swapping out their computers for their NEW laptops. Hopefully you have already received your new laptop, and it was a smooth process.  Hours and weeks have been spent preparing the computers, documentation and refining the steps to make this as smooth as possible. Technology tools have become a critical part of our everyday home and work lives, but for some staff making this transition can be stressful and many times our technicians are counseling our staff through this process.  Please take a moment to THANK your technician and ask them if they need any additional support from you.

Week of May 2

Chrome Browser Update to version 101 

• 
  Chrome is the TTSD preferred browser for most resources.
• Run updates regularly (weekly) to apply security updates.
• Please UPDATE your Chrome to version 101 
• OPTION 1:
• Look for the UPDATE button in the upper right corner
• Click UPDATE (this will restart your browser AND update your Chrome)
• OPTION 2:
• 
  Click the Chrome Menu
• Click About Chrome
• Note if there are updates and if there are, you will be prompted to "Relaunch Chrome"

Want to get your message out? 

Make Your PDFs "ready" for ALL USERS...

WHAT: PDF files can either be a picture or readable TEXT.  Optimally, all PDFs TTSD users post online are readable TEXT.   

WHY: Often, a PDF is inaccessible for our students because PDFs are "flattened" documents or a picture of words, not actually words, on a page.

HOW:  You can easily make your worksheets, handouts, any printed or scanned page accessible by using the OCR button on the copiers in every workroom in every school. OCR stands for Ocular Character Recognition and all that means is the words are readable by digital devices. A few years ago, Tualatin High School made a step-by-step guide on how to use OCR. Follow this link to find those directions because it works on your machine, too.

How to OCR Your Document

MORE INFO: You might have noticed that little purple puzzle piece   in the top right corner of your Chrome browser toolbar. This powerful tool is called Read&Write for Chrome and TTSD has a district wide license for it which means that everyone (teachers, staff, & students) has access! As long as you sign into a Chrome browser with your TTSD email credentials you and your students have access! District or personal devices! With Read&Write everyone has access to Text to Speech (TTS), translation, dictionaries, and so much more! Follow this link for a quick video to introduce Read&Write.

Introducing Read&Write

Installing Read&Write

If you would like to have a more in depth training on Read&Write or any Assistive Technology (it’s not just for SPED) please reach out to Jamie Maier, TTSD Assistive Technology Specialist.

Week of April 25

June 2022 Last Month for "Data Warehouse" @ TTSD

We have used the Data Warehouse ("Oregon Data Suite", aka ODS) since 2008.  With the data reports available in Synergy and our new ION MTSS system, TTSD will stop using "Data Warehouse/ODS" at the end of June 2022.

• If you have questions or concerns regarding this, please reach out to our Assessment Department and Paul Verstraete.

Video use in Classrooms - reminder Policy IIABB:

As our streaming providers continue to improve their technology to protect copyright materials, including showing movies in a classroom, many classrooms this week experienced problems using their Apple TV and other devices to stream Netflix, Amazon, etc.  Please note:  it is NOT allowable to use your personal streaming services at school for classroom use.  For additional guidance around sharing movies in classroom, please see the following TTSD school policies:

1. Use of Feature Films/Video/Other Media  :: Policy IIABB
1. "Prior administrative approval for all non-G-rated films"
2. "The use of commercially produced and rated films, and other media must adhere to existing copyright laws."
2. Guidelines for the Use of Copyrighted Materials :: Policy EGAAA
1. "The employee using emerging technology will be responsible to ensure that the intended use of the media does not conflict with copyright law"

Netflix: Educational screenings of documentaries

A Netflix subscriber will have to abide by their Terms of Use (https://www.netflix.com/TermsOfUse)

"The Netflix service and any content accessed through our service are for your personal and non-commercial use only and may not be shared with individuals beyond your household." 

Still have a question about "Fair Use" in the Classroom?  Check out this resource Fair Use Evaluator

Week of April 18th

New Synergy Tool for Secondary Level Teachers - "Student Profile"

• From the TeacherVUE seating chart view, click on any student & select "Student Profile" from the list. A dashboard of data about the selected student will appear, including the following data:
• Attendance
• Discipline
• Course History/Graduation credits
• Test History
• Health concerns

Cyber Security Awareness @ TTSD

• Why Cyber Security?
• Data protection
• personal privacy
• student/staff safety
• business operations (ie payroll)
• How?
• phishing scams (email)
• SMS/text message
• phone calls
• Internet/Web "hacks"
• Computer compromise = Ransomware
• TTSD Response to Improve Cyber Security (a few...):
• Multi-factor authentication on staff Google accounts
• Improve security access to servers/systems
• Remove local administrative rights on user/staff computers
• EDUCATION
• Spring Cyber Security Training for ALL Staff can self-enroll in the course HERE: https://ttsd.instructure.com/enroll/NHFETL (to get a jump-start)
• You can also wait to be invited to the Canvas course at the end of April 2022.

Week of March 28th

 Admin By Request

Beginning April 2022, TTSD will slowly be implementing a new security setting on TTSD laptops and computers.  

• WHY: 
• Most cyber scams and security scams are successful because when they reach the computer, they have FULL rights to run any program they want - there is NO granting o permission required by the user.
• Our cybersecurity insurance policy requires that our computer "end users" are not administrators in order to protect the district from cyber crime ($).
• WHAT:
• What this means for all TTSD staff is eventually, you will need to request permission to install an application that is not found in Self Service in your Mac "Applications" folder.
• WHEN:
• This new security precaution will be rolling out slowly beginning with the new teacher computer replacements in April 2022 and should be completed by the end of the calendar year. 

For More Information....

Down Day Weekend - Sunday, April 3, 2022

The first Sunday of EACH month is reserved for the IT Department to perform disruptive (but necessary) maintenance on our networks systems.  With 24/7 access to online resources for our staff and students, we have reserved the FIRST Sunday of each month to perform this work.

Please note Sunday there will likely be disruption to various systems that may impact your access to: TTSD phone system, network resources (wifi), internet filter and Mac/iPad "Self Service"

Week of March 14 2022

Computer replacement for licensed staff coming soon...

• All licensed staff computers will be replaced this spring - beginning soon after spring break.
• Please make sure during spring break you have prepared your TTSD computer to be swapped out.  STEPS TO BACK UP YOUR COMPUTER
• Your computer will need to be backed up before we can swap it out for a new one.

DIAL 8 FOR AN OUTSIDE LINE - Beginning March 21st

"Due to the number of accidental 9-1-1 calls on our district phones over the years, TTSD will be moving to a "DIAL 8 for an outside line" system March 20th (Spring Break) on ALL DISTRICT PHONES.  Beginning Monday, March 21st, ALL district phones (including Jabber) will require users to DIAL 8 to get an outside line, and then enter the phone number.  

Examples:

• Local call = 8, 503-555-5555
• Long Distance = 8, 1-612-555-5555
• TTSD Extension = 4051. [no "8" if using just the district 4 digit extension]

NOTE: Dialing 9-1-1 will continue to work in the case of an emergency (Dial 9,1,1 --- NO DIAL 8 necessary) 

Happy Classified Employees' Week!

 

THANK YOU to all of our classified employees - this week and all year long!

Please take a moment to say a sincere "Thank you!" to at least 2 classified staff each day this week!

All TTSD Employees, please review the following guidelines 

Technology Acceptable Use Agreement:

• Key elements: 
• NEVER share your password with anyone (other staff, subs, etc) [Change Password instructions]
• If electronic communication regarding a student is necessary, users will send ONLY the student’s ID number and initials for identification.

Electronic Communications Guidelines

• Key elements: 
• All official TTSD school or District social media sites will be communicated to the Communications Department.
• Remember that online posts and content are an extension of your classroom or the workplace.  
• Long-term (24hrs+) storage of student and staff data:
• Is permitted on TTSD file servers
• Is permitted TTSD (only) Google apps for education domains - TTSD or TTSDSTUDENT (no personal Google accounts)
• Is not permitted on mobile device (ie laptop) local drives 

Is not permitted on flash drives

Equipment Checkout Form

• Key elements: 
• Any loss or damage due to theft, burglary or vandalism must be reported to both the police and the IT department via a Tech Request (include TTSD Tag number) by the next business day.
• TTSD equipment is not intended for personal use (including personal photo storage)

Internet Filter Rules by Grade Level 

• Key elements: 
• List of topic categories blocked
• If you find a site is blocked but mis-categorized, please submit a Tech Request with the URL in question.