Technology Procedures

All technology related problems should be reported through the Helpdesk. We require the reporting through the helpdesk so that we can route the issue to the correct, on-duty person and ensure resolution in a timely manner.

Please only put one issue per help desk request. Different issues often require different people to address the issue.

When staff or students are connecting a personal device, iPad or Chromebook to the network, select the MCSS-Guest wireless network. Once the MCSS-Guest wireless network is selected, you will be notified to visit a login page on most devices. Open the login page according to your devices instructions or open a web-browser. You will be automatically redirected to the login page. On the login page, click on the link “Please click here to connect to the network.” On the MCCSS network registration page, in the “Network Login” box, enter your username and password you use for computer and email access. This is applicable for all staff and students.

You will be them be prompted to accept the “Acceptable Use Policy”. After clicking the “I agree to the Acceptable Use Policy” check box and clicking the “Complete Registration” button, you will have wireless access.

The “Register as a Guest” option is only for people who are not either staff or students such as guest speakers, trainers and consultants. Any employee can sponsor a guest.

The Network and Guest registration expire after 30 days and the device will have to be re-registered. There is a limit of 3 devices per person. If this limit is reached, the person will have to wait for another device to expire.

School owned devices (iPads and Chromebooks) that are used in a check-out capacity will be permanently registered and will not be required to go through this process. Devices (iPads and Chromebooks) that are assigned to an individual will have to be registered by that user every 30 days.

Morgan County Charter School System tracks the signed Acceptable Use Policy for students in Infinite Campus. This is recorded in Student Information> General> TAGS tab in Infinite Campus. Since the majority of students return this form, the value for all students is defaulted to Yes as having returned the form. For any students who do not return the form, the school should change this value to No.

In the case of an event causing the school to restrict Internet access for a student, the school should mark the AUP field to No. During a nightly process, this field is evaluated for all students. Any students with an AUP field value of No are added to the Blocked Internet group. Membership in this group causes general internet access to be blocked but does not block computer login or access to school provided, educational sites.

The DOE portal is designed to be a self-service portal.

The procedure for gaining access to areas of the DOE portal is as follows:

Log on to the DOE Portal.

Click Account Information under your name on the left.

Click edit next to your name.

Scroll to the bottom and click "Request Roles"

You will now see the Roles and Applications "Wizard" that show what roles and applications you currently have and walks you through requesting additional roles.

Select the needed roles

Select the needed applications

Submit.

Once the roles are requested they go to the application owner for approval.

All course numbers that get reported to the Department of Education must match the State Approved Course List or the State Approved PSO Course List

When entering a request for a course to be added, the name of the course requested must accurately reflect the course number found in the State Approved Course List.

For example: 53.06710 - African-American Music Studies I (Grades 9-12)

-course number may not be used as a substitution for Band 1

In this case the course number would not accurately reflect what is being taught if the course is assigned to a student taking Band 1.

The DOE requires that all students scheduled in a course must report a grade for that course. Final grades are reported from the student’s transcript. This being the case, all courses will post to transcript for all students.

The Student Information System Coordinator will receive an email as soon as a request is made. When additions or changes have been completed, a confirmation email will be sent to the requester.

Keep in mind that a course request is just that - it is a request.

To create a course request, please click here

It is the responsibility of the school to tell the Student Information Data Specialist(SIDS) - Lavonne, the long-term sub’s name, the teacher he/she is subbing for, and the start and end dates of that sub job.

At the Board Office:

Student Information Data Specialist(SIDS) - Lavonne Doty:

1. Changes the District Assignment for the Sub to Secondary assignment
2. Add a District assignment at the school, makes that assignment Primary and checks ‘Teacher’ (with an end date given by the school)
3. Give them a User account with school, teacher, and SLDS rights to the school where they are doing the long term sub (this does not provide ALL the tools that the sub needs at the school level)
4. Enters a note of long term assignment on their demographics page

At the School Level:

The administrator (AP, ILT, etc.) is to add the sub to the teacher’s courses/sections so that the sub has access to the student rosters and grade book.

These are the steps to follow:

1. Search Course/Section> Advanced Search> Teacher Last Name> Expand the courses to find the sections
2. For each section you click ‘Staff History’ and then click ‘New teacher’.
3. A dialogue box will appear titled ‘Staff History Detail’.
4. You will name the teacher and enter start date/end date
5. Under teacher role, select ‘03:Exclude from State Reporting’.
6. Then SAVE!

Remember this must be done for each course and section for the sub to gain access to the tools that he/she needs within Infinite Campus.

It is the responsibility of the school to provide the actual, complete list provided by the college(s) of those who will be student teaching, to the Student Information Data Specialist(SIDS) - Lavonne. The information provided will include;

1. student teacher’s full legal name
2. preferred name
3. date of birth
4. the teacher he/she is working with
5. the start and end dates of student teaching
6. indicate if the student teacher is a former MCSS student.

At the Board Office: Student Information Data Specialist(SIDS) - Lavonne Doty:

1. Enter all primary information about the person
2. Add a District assignment at the school, makes that assignment Primary and checks teacher (with an end date given by the school)
3. Enters a note of student teaching assignment on their demographics page
4. Entering this information will facilitate the creation of the student teachers Active Directory, email and Campus accounts.

At the School:

The appropriate person at each school, at the appropriate time, should add the student teacher in as a secondary teacher on the sections over which the student teacher will need to enter grades and take attendance. We do not want teachers to give student teachers their username and password due to the many inherent risks of sharing passwords.

These are the steps to follow:

1. Search Course/Section> Advanced Search> Teacher Last Name> Expand the courses to find the sections
2. For each section click ‘Staff History’ and then click ‘New teacher’.
3. A dialogue box will appear titled ‘Staff History Detail’.
4. You will name the teacher and enter the start date and end date
5. In the ‘Comments’ box, you will type EXCLUDE. (typing EXCLUDE ensures that the student teacher will not be reported during state reporting periods.)
6. Then SAVE!

Remember this must be done for each course and section for the student teacher to gain access to the tools that he/she needs within Infinite Campus.

Using this process will provide the student teacher the required resources to emulate the full teaching experience. It will also protect our student information and systems.

Staff must be approved by the Board before any accounts can be created. Accounts cannot be issued until the staff members effective date or July 1st for new staff.

Process:

1. Student Information Data Specialists(SIDS) enters staff information into Infinite Campus with an effective date to reflect their start date from the personnel list provided by HR.
2. Each evening a scheduled task runs the Account Management(AM) software and AM creates the Active Directory(AD) user account upon the effective date. Users are placed in the school group according to their location. All staff accounts are created with a default password. Staff must logon and change the password for the account to be activated.
3. The AD account is automatically synchronized with Google to create the email and Google docs account.

Upon leaving the Morgan County Charter School System staff accounts are deactivated for 30 days before deletion.