The secret to supporting technology in a 1:1 school. 1:1 It Can be Done! Created by Todd Bryant and Jeff Bitikofer Revised January 22nd, 2006
Building a successful 1:1 learning environment involves planning and implementation in the areas of business, technology, and teaching.
“ The t echnical 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
There are at least 6 important pieces that are involved in supporting technology in a 1:1 learning environment.
Hays High School Implementation
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 “ 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 H E L P D E S K 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.
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 S T A F F I N G
A school’s network infrastructure must be able to support the rapid growth of users. Infrastructure Key Aspects : Internet Connection Wireless Infrastructure Server Infrastructure I N F R A S T R U C T U R E
A database system for inventory tracking is essential because it creates the connection between the user and the laptop. “ A barcode scanner and student ID card reader will greatly streamline the hardware check-in process.” - Laptop Help Desk, University of Austin I N V E N T O R Y "Before computers arrive, develop a database to use for tracking and inventory purposes.”
The configuration and management of laptops is critical because mobile users eliminate the opportunity to perform after hour maintenance and upgrades. M A N A G E M E N T
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 Loaners Shipping Billing R E P A I R S
Hays High School Implementation
HHS (Hays High School) has been a leader in 1:1 learning in the State of Kansas. School Facts: Student Population: 978 Initiative Start Date: 8/04 HHS Computer Breakdown: iBook G4 12”: 1073 iBook G4 14”: 89 PC Desktop: 93 2 PC labs (50 PCs) 1 Mac Lab (18 PowerMac G5s) HHS Mission Statement “ Empowering All Students For Tomorrow’s Challenges”
The ICU (iBook Care Unit) was created as the department to service the technology needs of HHS. ICU Responsibilities Assist students with laptop related problems Provide technical support for teachers Manage laptop repairs Operations and Maintenance of district servers Provide a second tier or support for other schools ICU 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. H E L P D E S K
The ICU is conveniently located so students and staff can bring in their laptops for technical support. Location: Inside HHS Library Hours: 7:30 AM - 8:00 PM Monday-Friday Phone: (785) 623-2618 H E L P D E S K
When a student brings their laptop for service, the ICU staff fills out a repair form to keep track of the issue. H E L P D E S K With ICU 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. With 60 or more laptops in the ICU at any given time, repair forms are extremely helpful in keeping everything organized.
The USD 489 technology team consist of talented individuals with complementary skill sets. Mary Woods Operations Technology Coordinator Loren Von Lintel Instructional Technology Coordinator Jeff Bitikofer Systems Administrator Todd Bryant HHS Technology Coordinator Jason Adkins Technology Assistant Zach Meyer Technology Assistant S T A F F I N G
USD 489’s reliable network infrastructure has ensured that educational materials are always accessible. Network At a Glance 6.5Mbps Internet Connection 100 Mbps fiber backbone (between buildings) Cisco PIX firewall St. Bernard iPrism (web content filter) Cacti (bandwidth graphing solution) Packeteer PacketShaper (bandwidth management) 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: 53 Cisco Aironet 1200 Access Points (802.11 A/B) 4 Cisco Catalyst 3350 PoE Switches 3 dBi ceiling mount antennas in hallways MAC Authentication with RADIUS Server ** 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) Online Voting System I N F R A S T R U C T U R E
District asset number are placed on each laptop for the purpose of inventory tagging. 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. Fixed Asset Form Disposal or Transfer of Fix Asset Form I N V E N T O R Y
HHS students are issues their laptops 3 weeks before school starts during enrollment. I N V E N T O R Y
HHS Enrollment Process:
Student pays fees
Issued identification card
Students shows fees receipt
Laptop is assigned in database
Parent signs loan agreement
“ ScanSnap” of Loan Agreement
iBook Care and Feeding (Freshman)
Student is given the laptop
At enrollment the student will receive the same laptop they had assigned the previous year.
The ICU has created a database to track which laptop each user has been assigned . I N V E N T O R Y When a student checks out a laptop, the ICU staff will scan the barcode on the laptop and then the barcode on the student’s ID card.
HHS has chosen to apply barcodes to it’s power adapters to help students in identifying their adapter. I N V E N T O R Y Due to the number of adapters not returned the first year, students are only issued the 3 prong cords that go with the iBooks. 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 ICU staff, they will issue them a new charger.
A digital copy of the loan agreement that parents and students sign is kept on the server. Electronic Advantage: More easily accessible Less Hassle Requires Less Space Reduces Paper Usage Loan Agreement I N V E N T O R Y By having a digital copy of the loan agreement, there is less chance for lost agreements. Moreover, the ICU staff, secretaries, and principals all have convenient access to the agreements.
The office assists the ICU by collecting laptops when students transfer out of the district. I N V E N T O R Y 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.
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 Application M A N A G E M E N T Restrictions Changing Administrative Settings Changing TCP/IP Settings Saving to Desktop For administrative convince, students login to the laptop using a local student account on the laptop.
Laptops are imaged using NetRestore software. Duration of Imaging Process: 30 minutes - 1 hour ** Time varies depending on amount of laptops per session HHS creates a software image that includes the applications that will be needed by most of the students. Standard Software: Microsoft Office 2004 iLife Suite Logger Pro Inspiration Vision Client Ultra Key 4 Firefox Acrobat Reader MSN Messenger/AIM Standard 10.3 Applications Other Freeware Applications M A N A G E M E N T
HHS has implemented a strategy that has significantly reduced paper usage in the building. M A N A G E M E N T Students add printers through Windows printing on the iBooks. 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.
HHS 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. ICU Goal: Achieve 150% compensation every month. Source: http://docs.info.apple.com/article.html?artnum=112047 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: 2 to 4 days Actual Repair Time: 25 minutes to 45 min __________________________________ Total Return Time: Approximately 7 days R E P A I R S
HHS has implemented several strategies that have further improved repair efficiency.
Integration of Laptop Inventory System with GSX
Parts received can easily be scanned and matched with correct laptop.
Database tracks parts shipped out to ensure delivery.
Evening/Weekend Repair Staff
More Organized Repair Area
Laptops Waiting for Parts
Laptops Waiting for Repair
Laptops Ready to Return
Parts Pending Return
Stock / Diagnostic Parts
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
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. Note: Students are only billed for Parts and Shipping but not Labor. R E P A I R S Laptop Damage Report Letter to Parents
http://www.hayshighindians.com/Staff/ICU/Index.php Questions or Comments: The real secret to supporting technology in a 1:1 school is finding a way to make all the different pieces come together. Todd Bryant [email_address] .com Jeff Bitikofer [email_address] More Information: