Reference_Guide
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ST. MICHAEL-ALBERTVILLE SCHOOLS ~ ISD 885
Technology Department
Technology
Reference Guide
ST. MICHAEL-ALBERTVILLE SCHOOLS
Technology Reference Guide
St. Michael-Albertville Schools ~ ISD 885
Technology Department
11343 – 50th Street NE
Albertville, MN 55301
Phone: 763.497.6500 Extension 4357
Fax: 763.497.6535
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Table of Contents
Services ..................................................................................................................................5
Technology Department ..................................................................................................1
Mission Statement .................................................................................................................1
Technology Staff....................................................................................................................2
Help Desk ..............................................................................................................................5
Help Desk Mission Statement:...............................................................................................5
Help Desk Policies and Procedures ......................................................................................5
Building Schedule ..................................................................................................................6
FAQ’s ....................................................................................................................................6
Data Backup .........................................................................................................................8
Long Term Sub Information ...........................................................................................9
Plotter – HP DesignJet 5500ps ....................................................................................10
Print Shop Guidelines ....................................................................................................11
Key Building Contacts .........................................................................................................13
Doc Send Instructions ....................................................................................................14
Albertville Primary, Middle School, Community Ed & High School ......................................14
Big Woods and St. Michael Elementary ..............................................................................25
Fieldstone Elementary .........................................................................................................40
Directions to Scan a Document into Microsoft Word ..........................................56
Applications .......................................................................................................................58
Electronic Elementary Report Card (EEPR) ............................................................59
How to Login into EEPR ......................................................................................................59
How does the teacher change his/her password? ...............................................................59
Teacher printing report cards...............................................................................................59
IG Pro ...................................................................................................................................60
Accessing InteGrade Pro from home...................................................................................60
SASI and ClassXP ............................................................................................................64
The difference between ClassXP and SASI ........................................................................64
How to login to SASI / ClassXP ...........................................................................................64
Problems with the Seating Chart .........................................................................................64
Who to Contact ....................................................................................................................64
Training ...............................................................................................................................65
Special Education Forms ..............................................................................................66
True Time and ERMA ......................................................................................................67
Who to contact.....................................................................................................................67
Communications .............................................................................................................68
STMA Portal .......................................................................................................................69
How to Login........................................................................................................................69
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Change Password ...............................................................................................................69
Forgot Password .................................................................................................................69
Filter Student List.................................................................................................................70
View Student Info ................................................................................................................70
Teachers - Missing Grades .................................................................................................70
Questions and Comments ...................................................................................................71
Phones .................................................................................................................................72
Voice Mail Instruction Sheet ................................................................................................72
Website ................................................................................................................................73
Teacher Web Pages.........................................................................................................75
Creating Your Teacher Web Page.......................................................................................76
Email .....................................................................................................................................82
How to Use Microsoft Outlook .............................................................................................82
Mailbox Maintenance ...........................................................................................................85
How to Check Mailbox Size .................................................................................................86
Resource Calendar..............................................................................................................88
Outlook Web Access (OWA) ........................................................................................95
Changing your password through OWA ............................................................................103
Security ...............................................................................................................................105
Password Policy .............................................................................................................106
Acceptable Use and Safety Policy ...........................................................................109
Web Filter ..........................................................................................................................110
Resources & Equipment ...........................................................................................111
On-line Resources .........................................................................................................112
United Streaming ...............................................................................................................112
Atomic Learning.................................................................................................................122
Tech Center .......................................................................................................................123
Equipment for Check-out ............................................................................................124
Equipment Damage ...........................................................................................................125
Personal Devices ...........................................................................................................126
Policy and Procedures .......................................................................................................126
SMART Boards................................................................................................................127
Capital Outlay ..................................................................................................................128
Technology Ordering Process ...........................................................................................128
Software ............................................................................................................................130
Personal Software .............................................................................................................130
Glossary .............................................................................................................................131
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Section
1
Services
Technology Department
Mission Statement
Technology Staff
Help Desk
Help Desk Mission Statement
Policies and Procedures
Building Schedule
FAQ’s
Data Back-up Storage
Long Term Sub
Printing
Plotter (Large Format Printer)
District Print Shop
Doc Send Instructions
Albertville Primary, Middle Schools, Community Ed, and High School
Big Woods and St. Michael Elementary
Fieldstone Elementary
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Technology Department
Mission Statement
The mission of the St. Michael-Albertville Technology Department is to provide a positive
environment and deliver the highest level of customer service, communication and
resolve issues in a timely manner.
This will be accomplished as the Technology Department will:
o Be a helpful, supportive team with a positive, respectful, professional attitude
o Continually enhance ourselves as self-directed learners as technology changes
o Teach and learn from one another
o Strive to give 110% while being flexible and thinking outside the box
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Table of Contents
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Beginning of
Section 1
1
Technology Staff
Wayne Hoistad - Extension 4523, wayneh@stma.k12.mn.us:
Network problems Ordering
Internet support New Initiatives
Telephone system support Server support
Communications Security system
Print shop Transportation support
Dialer Unresolved support issues
Chad Kragness – Extension 5120, chadk@stma.k12.mn.us:
Chad is the primary support person for ME and MW
Voice mail
Telephone system support
Macintosh and windows workstation support – Hardware and Software
Printers
Read 180
SMART Board Technical Support
Ryan Lindenfelser – Extension 5104, ryanl@stma.k12.mn.us:
Ryan Lindenfelser is the primary support person for the HS and CEC
Windows workstations – Hardware and Software
Printers
Network Support (switches, cabling)
Server Hardware Support
Transportation Support
Lunch program Support (QSP)
VMWare
Altiris Support
V-Brick and School View
Ryan Panning – Extension 5111, ryanp@stma.k12.mn.us:
Ryan Panning is the primary support person for FE, BW and STME
Network Support (switches, cabling)
Gateway Support (Internet, firewall, Web filter)
Website (maintain server, Web design, help buildings w/ updates)
Student Information Portal (maintain updates & changes)
Computer Support (PC, Limited Mac, Hardware, Software)
Printer Support (laser/deskjet)
Copier Printer Support (Workstation printers)
Testing (NWEA, state computerized testing – MCA II)
Carousel TV Announcements (All buildings except HS)
Elementary TV Studio Support (basic support)
2
Jean Schreifels – Extension 4529, jeans@stma.k12.mn.us:
SIS (Student Information System) support / Training – (District-Wide)
Class XP support (Attendance)
All reports generated from SIS
EEPR Support (Elem. Report Cards)
Carl Perkins State Reporting
MARSS support
Microsoft Access Reports
Jenny Thompson – Extension 4522, jennyt@stma.k12.mn.us:
Jenny is the primary support person for AP
InteGrade Pro support (grade book)
Macintosh/Windows workstation support – Hardware and Software
User account management, network login, E-mail, etc.
Printers
Microsoft Access
Anti-virus monitoring
Server management/maintenance
Rita Swansen-Valerius – Extension 5100, ritav@stma.k12.mn.us:
Administrative Assistant for the Technology Department
Help desk support
Microsoft Office applications support
Toner inventory for district printers
Plotter printing
Transportation support
Purchasing and receiving
If you are not sure who to call, Rita will be happy to help.
Roger Bovee – Extension 4532, rogerb@stma.k12.mn.us:
Curriculum Technology Integration Coordinator
SMART Board support/training
Student Response System support
Video conferencing
General student software support
Janice Kruschke – Extension 4424, janicek@stma.k12.mn.us:
District Print Shop Operator
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Section 1
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The contacts below are current as of… October, 2009
Building Media Specialists:
School Name Ext.
Albertville Primary Carolyn Bauer (Media Para) 1109
Fieldstone Elementary Kristina Kampa 7300
Big Woods Elementary Laura Smith 6300
St. Michael Elementary Jennifer Hill 2212
Middle School East Sandi Ferris 3006
Middle School West Nancy Eull 4136
High School Deb Craft 8205/8210
Building Level Technology Integration Specialists:
School Name Ext.
Albertville Primary Megan Huggins 1117
Alison Ward 1116
Big Woods Elementary Colleen Curran 6121
Laura Kary-Smith 6300
Bridget Berning 6301
Aaron Heil 6215
Fieldstone Elementary Kristina Kampa 7300
St. Michael Elementary Katie Rabe 2150
Jennifer Hill 2210
Middle School East Sandi Ferris 3006
Ryan Payne 3105
Middle School West Nancy Eull 4136
Jesse Anderson 4027
High School Tim Bykowski 8235
Media Center Paraprofessionals:
School Name Ext.
Albertville Primary Carolyn Bauer 1109
St. Michael Elementary Ann Rausch 2212
Big Woods Elementary Bridget Berning 6301
Fieldstone Elementary Molly Murphy-Valker 7301
Middle School East Dona Zachman 3230
Middle School West Ann Rausch 4134
High School Joan Gindele 4136
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Table of Contents
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Section 1
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Help Desk
Help Desk Mission Statement:
It is our mission to acknowledge and resolve all help desk requests
in a timely manner with a positive, customer service attitude.
Help Desk Policies and Procedures
Help Desk hours are Monday – Friday 7:30 am to 3:00 pm
The Help Desk phone line is extension 4357 (HELP)
Help Desk is closed from 12:00-12:30 pm Monday-Thursday and 1:00-2:00 pm on Friday for
department training. Voice mail is always available.
Steps to Take:
When you have a technology issue, we ask that you first check with the Media Specialist and/or
the Media Para in your building to assist you.
If the Media Specialist and/or Media Para are unable to assist you, you may either call the Help
Desk line (4357) or email the Help Desk (helpdesk@stma.k12.mn.us).
If you leave a voice message on the Help Desk line, you will receive an acknowledgement return
call with-in an hour from the time you left your message.
If you email the Help Desk, you will receive an email acknowledgment within an hour of when you
sent the email.
If the recipient of your call/email is unable to assist you with the issue at hand, your request will
be entered in the Help Desk queue for a Technology Support Specialist to assist you.
Once Your Request Has Been Entered In The Help Desk Queue:
Once your request is entered, it is then assigned to the Technology Support Specialist for your
building or to the person that would be responsible for the issue at hand.
It is then prioritized within their work queue.
Once the Technician has received your request, you will receive an acknowledgment from that
person within 48 hours during the work week via phone or email.
The Technology Support Specialists have assigned days for each of the buildings. It is important
to know that even if you are aware of the day the Specialist is assigned to your building, do not
“hold on to” requests until they get to your building. We ask that you call or email the Help Desk
with your request(s) to have them assigned so the Tech Specialist can be more prepared to
resolve the issue(s).
Please be aware that there may be times that the Technology Specialist will not be able to get to
your building on the assigned day due to emergency issues, i.e. lightning strikes, network issues,
server shutdowns, etc.
Remember, no question is stupid! We are here to help!
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Building Schedule
Technology Department Building Support Schedule 2009-2010
Monday Tuesday Wednesday Thursday Friday
Help Team
Rita V. Help Desk Help Desk Help Desk Help Desk
Desk Time
Team
Roger B. Office Office Office Office Office
Time
Team
Jean S. SASI SASI Help/SASI SASI SASI
Time
Team
Jenny T. Help/AP Office AP/Office Office AP
Time
Team
Ryan P. BW/Web Help/STME BW/FE STME/Web FE
Time
Team
Ryan L. HS CEC/Office HS Help/CEC HS
Time
Team
Chad K. MSW MSE MSW MSE Help
Time
FAQ’s
Q. My password is not letting me in.
A. Check your Caps Lock key and make sure it is not on.
A. Make sure you are not using the password you use for True Time and Employee
Access.
Q. My computer is frozen, what should I do?
A. Hold down the Ctrl + Alt + Delete keys and select Shutdown or choose shutdown
from the Start button menu and then select Restart.
A. Sometimes you will need to totally shut down.
A. If the Ctrl + Alt + Delete option is not working, please manually power the machine
off. You can do this by holding in the main power button for 10 seconds, allow the fan
to cool and stop running and then manually power on your computer.
A. If the above are not working, please call the Help Desk at ext. 4357.
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Q. Things seem to be running really slow, what should I do?
A. Save and close out of all programs and then hold down the Ctrl + Alt + Delete keys
and select Shutdown or choose shutdown from the Start button menu and then select
Restart.
A. Sometimes you will need to totally shut down.
A. If the Ctrl + Alt + Delete option is not working, please manually power the machine
off. You can do this by holding in the main power button for 10 seconds, allow the fan
to cool and stop running and then manually power on your computer.
A. If the above are not working, please call the Help Desk at ext. 4357.
Q. I am unable to access my Network Folder.
A. Check the network cable plugged into the back port of the computer and the
network port/jack on the wall. Make sure they are both securely attached.
A. Restart your computer
A. If the above brings no results, please call the Help Desk at ext. 4357.
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Section 1
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Data Backup
Our network servers are backed up nightly, Monday through Friday; beginning at 7 PM.
Data that is stored on the servers can be restored up to four weeks back.
What can be recovered?
Files that are located in your Network Folder (U:), Shared Folders (S:), Student Shared
Folders (W: or S:) can typically be recovered. All documents should be saved to one of
these locations if the recovery process is to be used.
What cannot be recovered?
Items that cannot be recovered are items saved on the desktop of your computer, on the
hard drive of your computer, My Documents or Internet favorites. If you create a file in the
morning and then it gets deleted that same afternoon it will not be able to be recovered.
How far back can data be recovered?
Data can be recovered up to four weeks back.
What information is needed to recover the files?
Staff Member Name or Student ID
Location of the file
Name of the file
When was the file deleted?
When was the file created or used last?
Saving Documents:
All documents should be saved to a network server (U: S: or W:)
Note:
We cannot guarantee that all documents or folders can be recovered; however, we will
do our best!
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Section 1
8
Long Term Sub Information
If you will be out of the district for an extended period of time and a long term sub will be
filling in for you; please consider the following items.
How does the sub get access to log in to the computer or email?
o Long Term Subs working in one position for more than 20 working days will be
assigned their own computer login and email account.
o Once the employment forms have been received by the Employee Benefits
Coordinator, the login name will be sent to the technology department to be set up.
o Once the account has been created the login information will be sent to the
Administrative Assistant of the building or the Supervisor of the program.
Voicemail
o Clear the password on your voicemail account so the sub can access it.
o If checking your voice mail from home while you are out and there is a message
pertaining to a student, please forward the message to the appropriate person so
the caller can be responded to within a timely manner.
Passwords – computer/email, ClassXP, InteGrade Pro
o Do not give out your password.
o For InteGrade Pro an account can be created for the sub that will access your
grade book.
o For SASI and ClassXP the sub will need to use the teacher’s login unless your
building has decided otherwise.
o Long Term Subs working in one position for more than 20 working days will be
assigned their own computer login and email account.
Training
o If the staff member will be using ClassXP or SASIXP they should contact the
student management (SIS) coordinator for training. Jean Schreifels – Extension
4529, jeans@stma.k12.mn.us
o They may also need training for InteGrade Pro, which can be provided by the
building technology integration specialist in your building.
Parent Portal
o You may want to share your login information with your long term sub so they can
have access to the Parent Portal
Folder Access
o Long term subs will have full access to your network folder with their own login
username and password.
o You will not have to share your network login username and password.
o All email correspondence from the Parent Portal and Web page will continue to go
to the main teacher and will need to be forwarded to the long term sub.
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Table of Contents
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Beginning of
Section 1
Plotter – HP DesignJet 5500ps
The Technology Department houses a large colored Plotter printer to be used for large
format printing for the classroom. Examples would be; posters, charts, maps, and
banners. These print jobs would be for items larger than 17x20”.
This color plotter has the ability to print up to 60” wide. The media (paper) we load on the
plotter is generally a 36lb weight on a roll that is 60” wide x 100’ long. We try to utilize as
much of the width of the paper when printing to save on waste.
If you would like a document printed on the plotter for your classroom, please follow
these steps:
1. Email your document as an attachment to Rita Swansen-Valerius
ritav@stma.k12.mn.us
2. Documents formatted in Publisher are preferred or as a JPG image or a PDF
3. In the email; list the following pieces of information:
o Size needed of inches/feet wide x inches/feet tall
o Quantity needed for each document
o Date needed by (one week notice is preferred during the school year and three
weeks’ notice preferred for items needed by the start of the school year)
Common Poster sizes:
Name Inches AKA
ANSI A 11 x 8½ Letter These sizes should
be sent to the
ANSI B 17 x 11 Ledger, Tabloid
District Print Shop
ANSI C 22 x 17
ANSI D 34 x 22
ANSI E 44 x 34
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10
Print Shop Guidelines
Print Shop Contact: Janice Kruschke janicek@stma.k12.mn.us or ext. 4424
What are the goals of this initiative?
1. The goal is print and copy to the most cost effective device available. This means shifting
printing from laser printers to copy machines and utilizing the high speed copier in the
District print shop as efficiently as possible. The higher the volume of copying on the print
shot copier, the lower the overall cost for the District.
2. A secondary goal is to submit all copy jobs electronically.
3. All staff will learn how to scan and submit copy jobs electronically.
How many copies can I make at local printers and copiers in my building?
On laser printers, we are asking people to only make 1-2 prints.
On local copiers, we are asking people to make only up to 15 copies.
All other jobs should be sent to the print shop.
Please do the following:
Send any job to the district print shop of more than 15 copies.
Send tag board and construction paper with your job to the print shop. You have two
options for sending the originals over to Janice Kruschke.
a) Scan the document and put the type of paper in the special instructions portion of
the job ticket. (This is the preferred method.)
b) Send your originals with the tag board or construction paper to the print shop.
When submitting documents, they need to be in the proper format. (i.e. they need to be
scanned the way you want the finished product to look.) If you have complex jobs, please
ask your building key contact person for assistance. Examples of complex jobs would be
– booklets, submitting a few pages from a couple documents as one job, a color copy job,
and reducing or enlarging jobs to fit on a different size of paper. The people listed below
are the key contacts in each building. If you have questions they will be happy to help
you.
o Albertville Primary - Randee Woodis
o St. Michael Elementary - Denise Daleiden
o Big Woods Elementary - Carol Newman
o Fieldstone Elementary - Kristina Kampa, & Molly Murphy-Valker
o Middle School East - Joy Karlson and Dona Zachman
o Middle School West - Janice Kruschke
o High School - Jane Lynch
o CEC - Lorrie Zander
You can send several jobs under one ticket, but they must all have the same
requirements for copying. (i.e. same number of copies, same attributes-back-to-back,
staple, paper color, etc.)
You can get your jobs ordered in sets. The only thing to remember is the sets must be
the same size. (i.e. 100 copies in 5 sets of 20-not 21, 22, 18, 19, 20). Enter the total
number of copies in the quantity and put the number of sets in the special instructions
portion of the job ticket.
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Please refrain from doing this:
Don’t run classroom sets on laser printers. This really defeats the purpose of this whole
initiative. If you run into an emergency and do not have enough time to send your job to
the print shop, make the copies on the copier in your building rather than a laser printer.
Making copies on the DocSend copier units in these buildings should be used only in
emergency situations - AP office, MS office and teacher workroom, HS teacher
workroom, and CEC office. The reason for this is that the main function of these
machines is to scan originals and we have to pay a per copy fee for copies on these
machines.
Other information:
A color copier is available in the print shop. If you need color copies, please send it to
Janice Kruschke in the same manner as you would submit a regular copy job and put the
color copy request in the special instructions.
In the elementary a successful strategy has been to have one person submit copy jobs
for the entire grade level team or split the jobs up by subject (math, language arts, social
studies, etc.).
If you are wondering how to get started-please start with the worksheets or handouts that
you know that you will need and then progress to the more complicated jobs.
The default turnaround time is 2 days. You must select a date on the screen shown
below. If you do not need the job for a week or two, please indicate this by choosing a
date to reflect your need. This will help the print shop organize the jobs more efficiently.
Files will be saved in the Digital Storefront system for 120 days. This is a change from a
previous announcement. It was originally 180 days. We have calculated the storage
space requirements and we can only keep the documents on the system for 120 days.
This will allow secondary teachers that may teach the same course the second semester
to reorder copies from the order status menu, which will be quicker than going through
and creating a new job ticket.
When your network password changes, you will need to change the password when you
log into Digital Storefront.
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Section 1
12
Key Building Contacts
Print shop operator: Janice Kruschke janicek@stma.k12.mn.us ext. 4424
Site Name Extension
Albertville Primary Randee Woodis 1003
Big Woods Carol Newman 6001
Kristina Kampa 7300
Fieldstone Elementary
Molly Murphy-Valker 7301
St. Michael Elementary Denise Daleiden 2001
Joy Karlson 3002
Middle School East
Dona Zachman 3230
Janice Kruschke 4424
Middle School West
Community Ed Center Lorrie Zander 5200
High School Jane Lynch 8007
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Section 1
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Doc Send Instructions
Albertville Primary, Middle Schools, Community Ed &
High School
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15
16
17
18
19
20
21
22
23
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Big Woods and St. Michael Elementary
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Section 1
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26
27
28
29
30
31
32
33
34
35
36
37
38
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Fieldstone Elementary
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41
42
43
44
45
46
47
48
49
50
51
52
53
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Section 1 55
Directions to Scan a Document into
Microsoft Word
1. Log into the DocSend unit and click on the File Format button. The default setting is
PDF.
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2. Click on the MS Word/RTF option.
3. Click OK and then SCAN. This will scan the document into a MS Word document and
you can edit it on your computer.
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Section
2
Applications
EEPR
IG Pro
SASI
ClassXP
Sped Forms
True Time & ERMA
58
Electronic Elementary Report Card
(EEPR)
EEPR allows Elementary Teachers – Specialists as well as homeroom teachers:
To enter marks for report cards electronically
Print report cards with freeform teacher comments
Use secured web-based data entry
Define your own objectives and report card
Have your report card system interface with SASI
How to Login into EEPR
UserID is assigned by the Administrative Assistant in each Elementary building. It is case
sensitive.
Password is assigned by the Admin. Assistants in each Elementary building and is 6
characters or more and it is case sensitive and it doesn’t have to be the same as the
network password. It has to have a number and a special character included in the
password.
How does the teacher change his/her password?
Login into EEPR and select the tab labeled Change Password and fill in old and new
password and confirm new password
Teacher printing report cards
To print one student
1. Select Roster
2. Teacher Class appears
3. Click on the students column to print an individual student then select the Report
Card Draft Web tab then select submit
OR
To print all Students
1. Select Report Cards to print all the students in the roster
2. Fill in Select one layout
3. Fill in Roster
4. Select Submit
If you have questions: Please contact the Administrative Assistant in your building
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Table of Contents Beginning of
Section 2
IG Pro
Support Contact: Jenny Thompson ext. 4522 or jennyt@stma.k12.mn.us
Accessing InteGrade Pro from home
1. If interested; check-out the IGPro CD from your building Media Center
2. Insert the CD into your computer.
3. If the CD does not automatically open, double click on My Computer and then the CD
icon.
4. Double click on the IGPro folder.
5. Double click on install InteGrade Pro.
6. On the Introduction screen click Next.
7. Leave the default location and click Next.
8. Deselect “Sample Grade book Pictures” and “Scanning Support – Windows Only”. Then
click Next.
9. On the Automatic Update screen verify that “Set grade book to update automatically on
open” is selected; then click Next.
10. A License Information screen will appear. Click OK.
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11. Enter the license credentials for the school you work in. Staff at Knights Academy should
choose the high school and staff at Page Academy should choose the middle school. If
you work in more than one school, just choose one of them.
Albertville Primary
License Name: ALBERTVILLE PRIMARY SCHOOL (This needs to be ALL CAPS)
Customer Number: 1017918
Macintosh: XMR-LZ4-XFCLFC
Windows: XNY-8ER-H2ZA2Z
Big Woods Elementary
License Name: BIG WOODS ELEMENTARY SCHOOL (This needs to be ALL CAPS)
Customer Number: 1151322
Macintosh: 9KN-WXB-MQN1
Windows: 9YL-DEV-YA36
Fieldstone Elementary
License Name: FIELDSTONE ELEMENTARY SCHOOL (This needs to be ALL
CAPS)
Customer Number: 1262938
Macintosh: VSF-83X-KNT8
Windows: VYR-9ZB-RB9R
St. Michael Elementary
License Name: SAINT MICHAEL ELEMENTARY SCHOOL (This needs to be ALL
CAPS)
Customer Number: 1059933
Macintosh: Q33-NHL-TQZEM
Windows: QUK-PVV-1KKDG
St. Michael – Albertville Middle School East and West
License Name: SAINT MICHAEL ALBERTVILLE MS (This needs to be ALL CAPS)
Customer Number: 1017917
Macintosh: RAT-FQ3-RAVJ
Windows: R3T-67A-FXSS
St. Michael – Albertville High School
License Name: SAINT MICHAEL ALBERTVILLE SR HS (This needs to be ALL
CAPS)
Customer Number: 1068378
Macintosh: N66-TBC-1BZVM
Windows: NDD-7JN-K6W2W
12. Then click Install.
13. When the install is finished click Done.
14. After it has been installed, double click on the icon on the computer desktop.
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15. Verify that “Yes. I’d like to store my grade books on my school’s InteGrade Pro Server".
Click Continue.
16. Select the option to open a grade book on a server. Then click OK.
17. You will receive a Warning message stating that there are not any servers in your list.
Click OK.
18. It will ask you to Add a Server. Enter the following information: Server Name = STMA
Grades (this can be anything), Address: grading.stma.k12.mn.us:146 (this must be
entered exactly as displayed).
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19. Click Add.
20. Double click the icon that you just created.
21. Enter your login information just like to do at school.
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Section 2
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SASI and ClassXP
Support Contact: Jean Schreifels ext. 4529 or jeans@stma.k12.mn.us
The difference between ClassXP and SASI
SASI – Is the Student Administration Student Information (SASI) Program. Cross-
platform software helps schools manage, analyze and report extensive data. SASI
captures the data and creates the reports you need to meet state requirements. The
graphics-based design and drag – and –drop capabilities make it easy to customize your
desktop, increasing your speed of access to up-to-date data.
ClassXP is a program within SASIxp. This software allows teachers to access student
information from their classroom. There is a link between the data entered into SASIxp
by the office and the data viewed by the teachers in the classroom. This information is
current as long as the office uses the update feature.
How to login to SASI / ClassXP
UserID is the staff/teachers first name and the initial of their last name and it is not case
sensitive.
Password is 6 characters or more and it is not case sensitive and it doesn’t have to be
the same as the network password.
Problems with the Seating Chart
If someone emails or calls the Help Desk with a problem with their seating chart in
ClassXP; we will need the following information: Your name, the building you are from,
your password and the best way to contact you either by email or phone.
Who to Contact
If someone has a ClassXP issue who do they contact first?
High School they should the building Technology Integration Specialist
Middle School they should contact the media center.
Elementary buildings they should contact the Admin. Assistants in their buildings
If they are unable to assist you, they may redirect you to the Technology Dept. for further
assistance.
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Training
Every new teacher or long term sub who has a class should be trained in ClassXP at the
start of the school year either by the SASI Coordinator; Jean Schreifels or contact their
building Technology Integration Specialists.
Long term sub or a new teacher that is hired mid-year should be trained in SASI/ClassXP
by either their building Technology Integration Specialists or the SASI Coordinator, Jean
Schreifels.
Every new employee that is not a teacher should get training in SASI if they will be using
the program. You will not get a User Name and password for SASI until you have been
trained by the SASI Coordinator, Jean Schreifels or the building Technology Integration
Specialist. The training takes 1 hour depending on your responsibilities for your position.
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Section 2
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Special Education Forms
If you have questions regarding the Sped Forms, please contact one of the following:
Kris Jenkins – HS Special Education Dept. – Ext. 4014 kristenj@stma.k12.mn.us
Jim McDermott – Special Education Cord. – Ext. 4354 jimm@stma.k12.mn.us
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True Time and ERMA
Who to contact
If you have questions regarding True Time and/or Employee Access (ERMA), please
contact one of the following:
Clarice Kessler Extension 5105 claricek@stma.k12.mn.us
Marilyn Satrang Extension 5110 marilyns@stma.k12.mn.us
Ginny Verbruggee Extension 5506 ginnyv@stma.k12.mn.us
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Section 2
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Section
3
Communications
Portal
Phones and Voicemail
Website
Teacher Web Pages
Creating Your Teacher Web Page
Email
How to Use Microsoft Outlook
Mailbox Maintenance
How to Check Mailbox Size
Resource Calendar
Outlook Web Access (OWA)
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STMA Portal
The Student Information Portal (SIP), also known as Parent Portal, is a Website setup to
view student information. It gathers data from several other programs; SASI, IGPro,
Destiny (library system), and QSP (lunch system). This data is updated on a nightly
process. Staff, parents, and even students can login to view the information. To access
the portal visit the STMA homepage and click the link on the left titled “Student
Information Portal”. Also note that the portal is “read-only”, the information must be
updated from the main program.
How to Login
Depending on who is trying to log in, there are different ways to gain access.
Office Staff – There are special logins setup for each building which will list all students
in the school. Contact the helpdesk to get the login.
Teachers – Logins are created for each teacher which will list all of the students in their
classes. This is a combination of teacher number and abbreviated name in the SASI
program, for both the username and password. (Ex: 656JohnD) Contact the school office
for this information.
Parents – Parents must first stop into the school office and show photo ID to sign for a
handout. This handout has a hash code and step-by-step directions on how to create a
login. Note: There is a hash code for each student.
Students – Parents must first have a login and “Grant Access” for the student in SIP.
After which, the student can then use their login for school computers to login to SIP.
Change Password
If you feel the need to change your portal login password you may.
1. Login to the portal
2. When you see the student list, click the “Update Profile” button
3. When you see your profile info, click the “Change Password” button
4. Enter your old password and then a new one twice
5. Click the “Save Password” button
Note: Only parents are allowed to change their username.
Forgot Password
If you have logged into the portal before but can no longer remember your password, visit
the portal login page. Click the “Password Help” button, lower right corner. Enter your e-
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mail address and click the “E-mail Password” button. You should receive an e-mail with
both your username and password.
Note: This also works for parents.
Filter Student List
For teachers and office staff, the student list can be very long. There is a filter to search
for a particular student or class (Section). To search through your student list simply enter
your criteria and click the “Apply Filter” button.
View Student Info
After logging in, when viewing the student list, you must click on a student’s name to view
more information about them. Once you have selected a student there are several “tabs”
on the top to view specific information.
Note: On each tab, you can click on a row to view more details, such as a Grade Book task.
Teachers - Missing Grades
You may notice or parents sometimes notify you that grades on the “Grade Book” tab are
not updating. This information comes from your IGPro grade book. There are a few things
you can check before contacting helpdesk.
Current Spreadsheet – In your grade book go to Setup > Classes. For each class on the
left, you must choose a “Current Grade Spreadsheet” on the right. This typically changes
each quarter when you start a new spreadsheet.
Saving to IGPro Server – For the 07-08 school year we
switched to the IGPro server. When first opening IGPro, make
sure you choose the server option.
One Grade Book – If you have more than one grade book
listed under your IGPro login, the portal sometimes gets
confused as to which one to read. Delete the unused, old
grade books.
Manually Entered Data – If you had to manually enter
students or classes, contact the helpdesk. There is still data missing that is needed for
the portal.
Task IGPro Link – For each task there is an option for IGPro link. Go to Tasks > Edit
Tasks. For each task on the left there is an “Allow export to IGPro Link” option. If
unchecked, that task will not show up on the portal.
Note: The grades on the “Report Card” tab actually come from SASI and update quarterly.
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Questions and Comments
To contact the SIP support technician directly, e-mail sip@stma.k12.mn.us You can also
call the helpdesk at extension 4357 and your questions and/or comments will be directed
to the correct person.
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Section 3
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Phones
Voice Mail Instruction Sheet
To Set up Your Mailbox To Change Your Greeting
Dial: 4200 Access your voice mailbox; choose 7 for
The system will ask you to record your Change Setup Options, then 4 for
name (first & last only), your personal Greetings, then 6 to Edit Standard
greeting (callers hear this) and set your Greeting, 1 to Record. Press * when
security code (3-10 digits). Press 1 to finished.
confirm your mailbox settings.
Sample greeting:
Hi, this is _________, I am on the phone or away from my desk right now. Please leave
a message and I will get back to you. Thank you.
(You can say the date in your greeting and change it daily)
Accessing Voice Mail from Accessing Voice Mail from Any
Your Extension Extension in the District
Dial: 4200 Dial: 4200
Enter: Your Security Code Enter: #
Enter: 9
Enter: Your Mailbox Number
(Extension Number)
Enter: Your Security Code
Accessing Voice Mail from Transfer to Voice Mail
Outside the District When on a call, press Transfer, (or
Dial: 763-497-6501 click quickly down on the receiver
Enter: # button) then…
Enter: 9 Dial: 4200
Enter: Your Mailbox Number When the voice mail system answers,
(Extension Number) Press: #
Enter: Your Security Code Enter: the extension (mailbox)
Enter: 2
Hang up
Listening to Saved Messages To Send a Message
Access your mailbox, and then listen Access your mailbox, then press 5 to
to messages. After each saved leave a message, enter the person’s
message you will hear options such mailbox (extension) number. Record
as reply, redirect, archive or delete. your message at the beep. Hang up to
Do something with each message! send or press * for edit or delivery
options.
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Section 3
Website
The STMA Website consists of several systems to make-up the Website as a whole.
Most of these systems have separate sections in this guide, please see those for more
details. Ex: E-mail (Outlook Web Access), Portal, ERMA / True Time, Print Shop
The main portion of the Website is maintained by each building. However, the overall
design is maintained by the Technology Department.
Who to Contact for Updates
Each building has specific staff that has the software to update their Website, see list
below. However, some of the activity and teacher pages are maintained by the coaches
and teachers. Please contact them directly.
Ann-Marie Foucault
Albertville Primary Carolyn Bauer
Laura Kary-Smith
Big Woods Elementary Bridget Berning
Kristina Kampa
Fieldstone Elementary
Molly Murphy-Valker
Jennifer Hill
St. Michael Elementary
Ann Rausch
Sandi Ferris
Middle School Scott Sukulski (Activities Only)
Joy Karlson (Newsletter Only)
Deb Craft
High School Jane Lynch (Activities Only)
Megan Pettis (Counseling Only)
Craig Wigness
Knights’ Academy
April Erikson
Maryellen Barthel
Community Ed. Center Lorrie Zander
Marie Moore
Main Website Ryan Panning
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Teacher Website Questions
The TIES Teacher Websites are maintained by TIES and STMA has no control over that
system. If you have any questions please contact them. Also, if any teachers need to be
removed from the list, also contact TIES. Their e-mail address is
schoolties@ties.k12.mn.us .
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Teacher Web Pages
Teacher Website Questions
The TIES Teacher Websites are maintained by TIES and STMA has no control over that
system. If you have any questions please contact them. Also, if any teachers need to be
removed from the list, also contact TIES. Their e-mail address is
schoolties@ties.k12.mn.us
To create your teacher web page, please follow the instructions starting on the next page.
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Section 3
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Creating Your Teacher Web Page
1. Go to www.stma.k12.mn.us
2. Click on Teacher Websites (TIES) on the left side.
3. In the Find a Teachers Web Page; select Sign Up.
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4. In the Sign Up window; click on I have my code and I am ready to start my page.
5. This will bring up the Activation Code Entry window. Codes can be obtained through
the building technology integration specialist or from the Help Desk at ext. 4357. After
entering the code, click on activate me.
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6. Now you will need to complete the following:
* Type in the main number of the building followed
by your extension with a 2 at the end. Example –
(763) 497-2192 ext. 14112. The 2 at the end puts
the caller directly into voice mail. Main numbers
are below. If you do not know your new extension,
you can add it in the fall.
Primary-(763) 497-2688
Big Woods-(763) 497-8025
Fieldstone-(763) 497-0904
STME-(763) 497-4882
STMA Middle School-(763) 497-2655
STMA High School-(763) 497-2192
*Type password for now.
*Use the same login as your
e-mail/network login and password.
NOTE: This login information will NOT
change when you change your network
password every 90 days.
7. After entering the above information, click on SUBMIT QUERY at the bottom, print the
following page for your files, with your username and password information, and click on
Create Your Page at the bottom of the page.
Your teacher account has been created.
Please make a copy of your visitor password as well as your teacher login and
password.
This information is needed in order to view or edit your home page.
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The visitor password will be
required for users to view your
homepage.
Visitor
password
password:
The teacher login is required any
time you need to make changes to
your page.
Teacher login: Your Username *Your information
Teacher password should appear here.
password:
Next Step: Print this page. Click
on the link below and you will be
taken to your new homepage.
To edit your new page, click on
'Teacher login', then enter your
teacher login and password.
Finally, click submit. Good Luck!
Create Your Page
Login To Your Page.
1. In the visitor password spot type password and click GO.
2. Enter your personal login information (Teacher Login and Teacher Password) and click
GO.
3. The following window will appear after you login.
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4. This is where you would edit all the information on your Web page. Click on each one to
make changes and when you are ready to preview the page, click on Preview Page.
5. When you are ready to have your information available for the rest of the world, you will
need to remove the visitor password. Click on Visitor Password and on the next screen
put a check in the box in front of the - I do not want a visitor password.
Logging on after you have initially set up your page
1. Go to www.stma.k12.mn.us
2. Click on Teacher Websites (TIES) on the left side and this window will come up.
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3. Click on your building, find your page, click on your page, then click on Teacher Login on
the left side and enter your username and password.
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Email
How to Use Microsoft Outlook
1. Double click on the Microsoft Outlook icon on the desktop. The following window will appear.
This is the Inbox. This is where your e-mails will appear.
2. To read an e-mail double-click on it. Then another window will appear with the message in it.
When you are finished reading the e-mail; close the window. This will bring you back to your
Inbox.
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To send an e-mail
1. Click on the New Message button as shown below
2. Click on To
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3. This will bring up a window with that you can choose the recipient.
4. The Global Address List contains all of the employees in the district and district distribution
lists.
5. The Contacts in the Outlook Address Book contains your personal contacts and
distribution lists.
6. To view who is in a particular group, right click on the group and select Properties.
7. Once you have located the person or group click on To->. Then click OK.
8. Begin typing your message in the message area. When you are done click on the Send
button.
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Mailbox Maintenance
1. Clean out your "Inbox".
If there are items that you no longer need please delete them.
To select adjacent items click on the first item then press and hold Shift and click on the last item.
To select random items click on the first item then press and hold Ctrl and click on the other items that you
would like to highlight.
When the items are selected, click on the X.
2. Delete your "Sent Items".
If there are items that you need to keep that is fine. I try to keep no more than 1 month of Sent Items.
Click on Sent Items on the left.
To select all of the items go to the Edit menu and choose Select All.
To select adjacent items click on the first item then press and hold Shift and click on the last item.
To select random items click on the first item then press and hold Ctrl and click on the other items that you
would like to highlight.
When the items are selected, click on the X.
3. Delete your "Deleted Items".
Click on Deleted Items on the left.
To select all of the items go to the Edit menu and choose Select All.
When the emails are selected that you would like to delete, click on the X.
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How to Check Mailbox Size
1. Right click on Mailbox – (Your name). This is located under All Mail Folders.
2. Choose Properties.
3. In the lower left click on Folder Size.
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4. This will show you the size of the different folders.
5. Once you have determined where the large file(s) is located, click Close and then OK.
6. Go to the location that has the largest total size. Then you can sort the files by size by
clicking on the column heading.
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Resource Calendar
To View a Resource Calendar
A resource calendar is used to schedule a meeting time with others or to reserve a
meeting location. You don’t have to do these steps but it is recommended to get a better
picture of the whole calendar.
Click Open Shared Calendar
1. The following screen will open – type in the location abbreviation such as MS =
Middle School, HS = high School, BW = Big Woods, AP = Primary, CE =
Community Ed, SE = Elementary, FE = Fieldstone. CLICK – OK.
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2. You will see a listing of rooms available. –
3. For example Select – MS RMB214 Lab B ---- Select OK
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4. Both calendars will be viewed - your calendar and the meeting room calendar. If you
don’t want to see the meeting room calendar all the time, click on the check box next to
the calendar you don’t want to view. If you wish to view the whole meeting room
calendar, just click the check box and the calendar will appear again.
Reserving the Meeting room or sending a Meeting notice to others and
reserving the meeting room.
The recommend way to schedule a meeting or reserving a location is to use your
calendar and invite others to the meeting. IMPORTANT NOTE: You MUST include the
RESOURCE (the meeting location) or it will not reserve the room.
There is another way to schedule a meeting; however this will cause problems on double
booking the meeting location.
PLEASE FOLLOW THE RECOMMEND WAY.
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1. Select the date for the meeting.
Double click to open the
calendar.
2. This screen will appear. –NEW MEETING REQUEST.
3. Complete the information about the meeting. Subject, Location – Time – Date –
Reminder?
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After completing the information, select the ‘Scheduling’ tab to invite others and to
schedule the room.
‘Scheduling’ tab view
4. This screen will show availability of each person invited to the meeting and the
availability of meeting room. TO ADD OTHERS to the meeting – CLICK ‘ADD
OTHERS’ - SELECT – ‘ ADD from Address Book’. Start typing the initial of your
buildings meeting room or people you wish to invite. CLICK the appropriate box –
REQUIRED = people you wish to invite --- RESOURCES = room/equipment to
reserve. Or if you know the exact way of the spelling of the person you wish to invite
– CLICK the box ‘Click here to Add a Name’ and start typing.
You may use this option, if you
know the correct spelling of the
person you wish to invite.
CLICK ‘ADD OTHERS’ – select ‘Add
From Address Book’ start typing the
name from the Global Address List.
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5. To reserve a meeting room – Find the room by typing the beginning letter of the
building you are in. For example HS, MS, CE, AP, BW, SE, FE. The room NEEDS to be
added as RESOURCES. IMPORTANT NOTE: If you don’t add the room as a resource,
the room will not be reserved.
IMPORTANT: MEETING
LOCATION MUST BE ADDED
For example this time is
NOT available Time is available between the green & red lines.
If the person or room is not available, there will
be a blue square in between the lines.
This will check the availability of the room. You
can also at this point move the scroll bar to view
out into the future.
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6. After you have completed all your information about the meeting, you can press
‘SEND’.
7. You may get one of the below messages. If you are successful, the meeting will be
scheduled. If you are unsuccessful, the message will prompt you to change the time or
date.
8. To cancel a meeting – Double click the meeting to ‘Open’ – select ‘FILE’ – ‘DELETE’.
Click send message and a message will appear. (See below)
When cancelling a meeting it is recommended to send a cancellation notice out. This will
let others to know that meeting is canceled and this will cancel the room reserved.
Delete meeting MESSAGE
9. For Shared Calendars – this
process should work. The
important step is to make sure
you add the shared calendar to
meeting request.
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Outlook Web Access (OWA)
After you have selected the Email Web Access, a prompt window will appear. This is the
window that allows you to log in.
You will then type your user name (this is the same user name you use to log into a
computer in your building).
Tab down to the Password box. You then can enter your password, then click Log On.
(This is the same password you use on the computers in your building).
After you have selected the Email Web
Access, a prompt window will appear.
This is the window that allows you to log
in.
You will then type your user name (this
is the same user name you use to log
into a computer in your building).
Tab down to the Password box. You
then can enter your password, then click
Log On. (This is the same password
you use on the computers in your
building).
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An Introduction to OWA (Outlook Web Access)
Outlook Web Access (OWA) has recently been updated for the ISD 885 district from Outlook 2000 to
Outlook 2003.
With this update you will see some of the following features:
You will now be able to access the district’s Global Address Book and your personal contacts.
Better graphic interface.
Reminders can now be utilized in your calendar.
User friendly.
Summer ‘06 updates to Outlook on the in-district work stations will look the same as OWA.
OWA and Outlook 2003 share similar settings.
Below is what your OWA Inbox Folder looks like when you first log on.
When you have your “Inbox” folder open, you will see that it shows you how many items you have
and you can use the arrows to scroll thru the pages containing items.
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OWA common and most used tools:
1. Delete: This will move your selected item to your “Deleted” folder.
2. Reply: Creates a new email message with the sender of the displayed or selected
message as the recipient.
3. Reply to all: Creates a new email message with all recipients of the displayed or
selected message as recipients.
4. Forward: Sends a copy of an email message to one or more recipients.
5. Help: Allows you to trouble shoot some of your issues.
6. First page: Takes you to the first page of your emails.
7. Previous page: Takes you back to the previous page of your emails.
8. Next page: Takes you to the next page of your emails.
9. Last page: Takes you all the way to the end page of your emails.
10. Options: This opens up your Options window to access tools such as:
Out of Office Assistant
Message Options
Contact Options
Calendar Options
Spelling Options
And More
1 2 3 4 5 6 7 8 9
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OWA common and most used tools (continued):
Once you open an email, you have your user tools available (Reply, Reply to all, Forward).
You also have the following tools to utilize:
1. Print: Opens up your Print window or prints directly to your default printer.
2. Move/Copy: Allows you to relocate the message to another folder location.
3. Delete: This will move your selected item to your “Deleted” folder.
4. Previous item: This allows you to scroll thru your previous emails without having to close
the existing message.
5. Next Item: This allows you to go to your next email without having to close the existing
message.
1 2 3 4 5
Note: When you delete messages, they go to your “Deleted” folder. If you want to
permanently delete the messages, you must delete them from your “Deleted” folder.
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New Message:
Once you open a new email message or reply to an email you may use the following tools:
1. Send: Click on this once you have completed your email and would like to send it.
2. Save: Allows you to save the message to your “Drafts” folder.
3. Print: Opens up your Print window or prints directly to your default printer.
4. Add attachment: To be used when you need to attach a document or other item
5. Options: Brings you to an “Message Options” window.
1 2 31 2 3
4 4
5 5
Recipient’s Cc is an abbreviation for carbon copy. If you add a
email address recipient's name to this box in a message, a copy of the
message is sent to that recipient, and the recipient's
name is visible to other recipients of the message.
Important to list this for sorting purposes.
Bcc is an abbreviation for blind This is your formatting tool bar. You
carbon copy. If you add a may use this to change/edit the look
recipient's name to this box in a of your email message.
message, a copy of the message
is sent to that recipient, and the
recipient's name is not visible to
other recipients of the message.
Message
This window will pop up
Options Window
to notify you of new email
that has arrived.
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Accessing the Global Address List & Your Contacts with OWA
Once you open a new email message or reply to an email you may access your Contacts and
the Global address list by doing the following:
1. Click on the To… button and this will bring you to the Find
Names dialog box
2. In the Find names in: window the Global Address List appears.
If you click on the drop-down arrow to the right, you will see that you can also choose your
personal Contacts.
3. To find the recipient; place your
cursor in the Display name window
and type in the last name initial and
click on the Find button.
4. If you want to locate a Global Distribution List (example: “All Staff”); type an underscore in
the Display name window ( _ ) and click on Find.
5. After you have located your
recipient; highlight the
name and add your
recipient name(s) to… To,
Cc, or Bcc then select
Close.
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Attaching a File or Other Item in OWA
OWA allows for the attachment of files and other items to email messages. This is a quick
method of exchanging files, contacts, appointments, etc.
To attach a file to a message:
1. Display the message to which the file is to be attached. Click the Attach File icon and the
“Attachments” Window will be displayed.
2. Locate the file to be attached by clicking on the “Browse” option.
3. Locate and select the item to be attached. Highlight that item and select “Open”.
4. This item will then show up in the “Choose a file to be attached” box.
5. Now select the “Attach” option.
6. Your selected file will now show up in the “Current file attachments” box.
7. Place a check mark by clicking to the left of the file to be attached.
8. Select the “Close” option.
9. Your file attachment is now shown in your email window and listed by “Attachments”
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Calendar Basics
In OWA, you can access your calendar by selecting it from your folder options on the
left hand side.
Calendaring is one of the most useful parts of OWA. This allows you to manage
your schedules and appointments. When tasks and appointments are created with
“reminders”, OWA will notify the user (assuming it is running) at the specified
interval before the event occurs. If it is not running, several reminders may be
issued at the same time.
Select your viewing option of
your calendar with one of the
following display user tools.
For more detailed instruction on using the calendar in OWA, please call
the Help Desk (ext. 4357).
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Changing your password through OWA
When you are requested to change your password on the Internet Service Manager
screen; you need to place the cursor BEFORE your user name and type stma\ before
your name. The backwards slash is located above the Enter key on your keyboard.
You must enter “stma\” in
front of your user name.
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Information Worth Reading...
The district’s “Exchange Server” is the storage and transport system for the OWA. This
exchange server will not allow you to send emails (including attachments) larger than
3MB.
FYI: Units of computer storage capacity
KB: Kilobyte = 1,024 Bytes
MB: Megabyte = 1,024 Kilobytes
GB: Gigabyte = 1,024 Megabytes
Always double check your spelling in your email as well as the recipients email address.
Some email addresses are case sensitive.
It is a good idea to set up a “signature” within your “options” so that your recipient has
your name, title and contact information with your email message.
When replying to a message, follow this rule of etiquette to save time for your recipient:
Start by quoting the sender’s original question, particularly if the entire message was
lengthy. Then start your answer. If you just launch into your reply, your recipient is forced
to scroll down to the bottom to find out what they originally wrote, and then to scroll back
up again to continue reading your reply.
Take the time to “explore” OWA for the many options and managing tools it has to offer.
Utilize the “Tasks” in your folder list to assist in outlining your “to do” list.
Always remember to “clean up” your folders by deleting and then permanently deleting
emails that you no longer need.
If you need to delete a large section of emails, you can do this by highlighting the first one,
then holding down the “Shift” key on your keyboard, highlight the last one. You will notice
that several are now highlighted. Select your “delete” option and all will be deleted.
If you choose to select several emails that are not together, you can highlight the first
email, hold down the “Ctrl” key on your keyboard and select the messages you want to
delete or move.
Don’t forget to call the Help Desk at ext. 4357 for assistance!
Changing your password from home or OWA:
You must enter “stma\” in
front of your user name.
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Section 3
Section
4
Security
Password
Internet Access – Acceptable Use Policy
Web Filter
105
Password Policy
1.0 Overview
Passwords are an important aspect of computer security. They are the front line of
protection for user accounts. A poorly chosen password may result in the compromise of
St. Michael – Albertville School District’s entire network. As such, all employees
(including contractors and vendors with access to systems) are responsible for taking the
appropriate steps, as outlined below, to select and secure their passwords.
2.0 Purpose
The purpose of this policy is to establish a standard for creation of strong passwords, the
protection of those passwords, and the frequency of change.
3.0 Scope
The scope of this policy includes all personnel who have or are responsible for an
account (or any form of access that supports or requires a password) on any system that
resides at any facility, has access to the network, or stores any non-public information.
4.0 Policy
The policy will go into effect on January 15, 2007 for all employees. All passwords will be
changed at a minimum every 90 days. Password must be a minimum of 6 alphanumeric
characters. If you use a Macintosh computer the password must be no longer than 8
alphanumeric characters. The password must contain 3 of the 4 groups listed below. A
password may not be reused. You may only change your password once in a 24 hour
period.
Group Examples
Uppercase letters A, B, C ...
Lowercase letters a, b, c ...
Numerals 0, 1, 2, 3, 4, 5, 6, 7, 8, 9
Symbols found on the keyboard (all keyboard `~!@#$%^&*()_+-
characters not defined as letters or numerals) ={}|[]\:";'<>?,./
4.1 General
All system-level passwords (e.g., root, enable, NT admin, application administration
accounts, etc.) must be changed on at least a quarterly basis.
All production system-level passwords must be part of the KeePass administered
global password management database.
All user-level passwords (e.g., email, web, desktop computer, etc.) must be changed
at least every 90 days.
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User accounts that have system-level privileges granted through group memberships
or programs such as "sudo" must have a unique password from all other accounts
held by that user.
Passwords must not be inserted into email messages or other forms of electronic
communication.
Where SNMP is used, the community strings must be defined as something other
than the standard defaults of "public," "private" and "system" and must be different
from the passwords used to log in interactively. A keyed hash must be used where
available (e.g., SNMPv2).
All user-level and system-level passwords must conform to the guidelines described
below.
4.2 Guidelines
A. General Password Construction Guidelines
Passwords are used for various purposes. Some of the more common uses include: user
level accounts, web accounts, email accounts, screen saver protection, voicemail
password, and local router logins. Since very few systems have support for one-time
tokens (i.e., dynamic passwords which are only used once), everyone should be aware of
how to select strong passwords.
Poor, weak passwords have the following characteristics:
The password is a word found in a dictionary (English or foreign)
The password is a common usage word such as:
o Names of family, pets, friends, co-workers, fantasy characters, etc.
o Computer terms and names, commands, sites, companies, hardware, software.
o The words "STMA", "knights", "stmike" or any derivation.
o Birthdays and other personal information such as addresses and phone numbers.
o Word or number patterns like aaabbb, qwerty, zyxwvuts, 123321, etc.
o Any of the above spelled backwards.
o Any of the above preceded or followed by a digit (e.g., secret1, 1secret)
Strong passwords have the following characteristics:
Contain both upper and lower case characters (e.g., a-z, A-Z)
Have digits and punctuation characters as well as letters e.g., 0-9, !@#$%^&*()_+|~-
=\`{}[]:";'<>?,./)
Are at least six alphanumeric characters long.
Are not words in any language, slang, dialect, jargon, etc.
Are not based on personal information, names of family, etc.
Passwords should never be written down or stored on-line. Try to create passwords
that can be easily remembered. One way to do this is create a password based on a
song title, affirmation, or other phrase. For example, the phrase might be: "This May
Be One Way To Remember" and the password could be: "TmB1w2R!" or
"Tmb1W>r~" or some other variation.
NOTE: Do not use either of these examples as passwords!
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B. Password Protection Standards
Do not use the same password for St. Michael – Albertville School accounts as for other
non-St. Michael – Albertville School access (e.g., personal ISP account, option trading,
benefits, etc.).
Do not share passwords with anyone, including administrative assistants or secretaries.
All passwords are to be treated as sensitive, confidential information.
Here is a list of "don’ts":
Don't reveal a password over the phone to ANYONE
Don't reveal a password in an email message
Don't reveal a password to the boss
Don't talk about a password in front of others
Don't hint at the format of a password (e.g., "my family name")
Don't reveal a password on questionnaires or security forms
Don't share a password with family members
Don't reveal a password to co-workers while on vacation
If someone demands a password, refer them to this document or have them call the Help
Desk.
Do not use the "Remember Password" feature of applications (e.g., District Printshop,
Eudora, Outlook, and Netscape Messenger).
Again, do not write passwords down and store them anywhere in your office. Do not store
passwords in a file on ANY computer system (including Palm Pilots or similar devices)
without encryption.
Change passwords at least once every 90 days (except system-level passwords which
must be changed quarterly).
If an account or password is suspected to have been compromised, report the incident to
Help Desk and change all passwords.
Password cracking or guessing may be performed on a periodic or random basis by the
Technology Department or its delegates. If a password is guessed or cracked during one
of these scans, the user will be required to change it.
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Acceptable Use and Safety Policy
Click on the link below for the current Acceptable Use and Safety Policy adopted by ISD
885.
http://www.stma.k12.mn.us/district_information/policies/500_Series_-
_Students/524_____Internet_Acceptable_Use_Policy.pdf
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Web Filter
The Web filter is a system connected to our Internet connection to block harmful
Websites. It also has other functions to both speed up Websites and limit others.
Websites are categorized by the filter company and update daily. The district has setup a
default policy on Websites but can be modified for a particular Website. Web browsing is
also tracked and can be retrieved if requested.
Block & Un-block a
Website
Even though there is a list
maintained by the filter company,
the district can block or un-block
Websites on a per-Website request.
If you would like to access a
Website that is currently blocked,
use the form on the blocked page to
send a request to the Technology
Department.
If you would like to block a Website
that is currently accessible, send an
e-mail to helpdesk with a link and
reason to block the Website.
helpdesk@stma.k12.mn.us
Get Students History
The filter also tracks every users browsing history. The history on computer browsers are
not as accurate as the filter reports. If you would like to review where a student has been
visiting please contact the helpdesk.
Filter Errors
Sometimes the Web filter may have technical problems. If you notice any strange issues
or errors with Websites contact the helpdesk.
E-mail SPAM Filter
Just to note, the SPAM filter is a separate system from the Web filter. So any issues with
one do not affect the other. Please see the E-mail section for more SPAM filter details.
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Section
5
Resources & Equipment
On-Line Resources
United Streaming
Atomic Learning
Tech Center
Equipment
Equipment for Checkout
Damage Policy
Personal Devices
Policy and procedures
What Qualifies as a Personal Device?
SMART Boards
Capital Outlay
Software
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On-line Resources
United Streaming
Q&A How-to’s ~ STMA Schools
What is United Streaming?
United Streaming is a service which STMA has signed up for that allows access to videos
online. There are more than 4,000 videos in their database which you can use in the
classroom. You can also link the videos in your SMART Notebook files for quick access
and integrate it into your curriculum.
How do I get there?
United Streaming is Web based so you can access it from anywhere. All you need to do
is open up your Web browser, such as Internet Explorer or Firefox. Then in the address
enter the URL: www.unitedstreaming.com From there you can login and access the
videos.
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How do I get my username and password?
The first time you use United Streaming, you must create a username and password. To
do this you’ll need the proper Pass code. Below is a list of Pass codes per building:
Albertville Primary 8C70-86E5
Big Woods Elementary 9D5B-2B68
Fieldstone Elementary 6246-663E
St. Michael Elementary 8C70-EB84
Middle School East 8C71-BA85
Middle School West
High School 8C71-F4D4
1. On United Streaming main page, enter the proper Pass code into the New Users form on
the right and click Go.
2. Enter all of the proper information into the registration page and click Continue.
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How do I retrieve my username or password?
If you already signed up for United Streaming but forgot your username or password, you
can retrieve that from their Website.
1. On United Streaming main page, click on the “Forgot your username or password?” link.
2. Depending on what you are trying to retrieve, enter the correct field and click Continue.
3. You should either receive an e-mail with your username or be prompted with the process
to change your password.
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How do I get in?
Once you have a username and password, you can login from the main page to access
all of the videos and content. Enter your username and password into the login form and
click Go.
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I’m in, now what?
There are several options you have to find videos and other content.
Top – Search for content
Middle Left – Drill down to content by specific categories
Lower Left – View content based on curriculum standards
Middle Right – Access utilities to help build curriculum
Lower Right – Sign up for a Webinar to learn about United Streaming
Center – View new and featured content
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I’ve found a video, now what?
Once you find a video there is more than just
playing the video. You can click the play button to
just play the video. Or there are several other
options, “tabs” on the right side:
Full Video – Describes the video and has options
to play, download, save, and rate it.
Video Segments – Breaks down the video into
smaller parts to play individually.
Citations – Notes about the video
Related Materials – Additional links to related
curriculum and teacher guides.
What is the best way to play the
video?
When you are ready to play a video there
are a couple choices you can make.
Closed Captioning – Check the box to
display that while playing
Media Type Selection – If you have
multiple media players you can select
your preferred one. However, we
recommend Windows Media.
Player Selection – There are two options here:
o Embed in Web Browser – Plays the video right in the Website, good for previewing
the video.
o Stand-Alone Application – Opens up your selected Media Type player to play the
video, good for playing in the classroom.
o ** If you would like to keep things simple, just Embed
How can I make the video play in full-screen?
Depending on how you are playing the video you can
display it in full-screen. If you’ve opened the video in a
Stand-Alone Application then you’ll have to find the full-
screen button. If you Embedded the video and are using
Internet Explorer, there is a button to change to full-screen.
Windows Media Player full-screen button is in the
lower right corner. You can than press [Esc] to exit
full-screen.
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The video looks “blocky” when in full screen, what can I do?
Unfortunately there isn’t anything that can be done about some poor quality videos. It is a
limitation of the size of video and the screen. An option to help would be to leave the
video out of full screen mode.
For issues playing videos on the projector see the last page of this document.
How can I save this video to use later?
You can either bookmark the page in your Web
Browser or save it in your United Streaming login. We
recommend the United Streaming login that way it is
always saved and not erased when we update
computers.
1. When you are watching the video, choose Full Video
or Video Segments tab on the right. If you are on the
Video Segments tab, check the segments which
you’d like to save. On the bottom of the tab section,
click the Add button.
2. A new window will pop-up asking where
you’d like to save it. You can choose My
Content by default or add/select a different
folder to organize your saved videos. Click
the Add button.
3. Once you’ve added the video to your list
there will be a Close link to close the pop-up.
4. Once you have added the video, you can access it again by going to the My Content link
on the top.
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How can I share this video with other teachers?
You must first save the video, above, and go to the My Content page. There you will see
a list of your saved videos.
1. On the video you would like to share, click on the drop down menu for that video and
choose Share.
2. A new window will open and has several
options to choose from. There are two ways
to share the video:
a. Share to School – Allows all the
teachers in your building to view the
shared video.
b. Share to District – Allows all teachers
district wide to view the shared video.
After you decide who to share the video too,
choose where you would like the video to be
saved. There are options to save in existing
folders or create new ones. Try to keep
things organized with folders. Click the Share
button when ready.
3. Once you’ve shared the video teachers can click on the School Content tab under their
My Content page. They will then see a list of the videos.
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How can I use this video in my SMART Notebook document?
You can link your objects or add shortcuts directly to
United Streaming videos in your SMART Notebook
document. To do this you MUST BE AT SCHOOL, it
will not work properly from home.
1. Start playing the video
2. Right-click on the video and select Properties
3. In the Properties windows highlight and copy the
Location. It should start with http://10.2.100.36/
4. Open your SMART Notebook document
5. Insert an object or text that you would like to click on
6. Select/highlight the object and go to Insert > Link
7. Past the Location you copied into the Address field
8. Select how you would like to launch the video, either by clicking the corner of
the object or any part of the object
9. Another option instead of objects is to just add links to your attachments.
Select the Attachments tab on the right side
10. Click on the Insert button at the bottom and choose “Insert Hyperlink”
11. Past the Location you copied into the Hyperlink
field. Enter a name for the link
12. You will then see the Hyperlink listed in the
Attachments tab which you can double click to open the video
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How can a sub access the videos?
There are substitute logins for each building. These logins have access to the School and
District Content. However, they do not have access to your “My Content”. So you will first
need to share your saved video into the School Content.
School Username Password
Albertville Primary apsub1 busbus
Big Woods Elementary bwsub1 busbus
Fieldstone Elementary fesub1 busbus
St. Michael Elementary sesub1 busbus
Middle School East mssub1 Busbus
Middle School West
High School hssub1 busbus
The video is playing on my screen but is black on the projector, how
can I fix that?
This is an issue with the projector not working with the
computer properly. It typically happens with the older
projectors. To fix the issue:
1. Right-click on the playing video and choose Options…
2. On the Performance tab change the “Video
acceleration” option to the middle or none (left)
3. Click the Ok button on the Options window
4. You may need to close your video and get back in for the change to take effect. If that did
not help call the helpdesk.
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Atomic Learning
Atomic Learning www.atomiclearning.com provides web-based software training for more
than 100 application students and educators use every day. Our short, easy-to-view-and-
understand tutorials are an integral part of a professional development program, a
valuable curriculum supplement, and an anytime/anywhere training resource.
To access Atomic Learning from the District Web Site, simply click on the Useful Links
on the left hand side of the page as shown here:
Then select Atomic Learning:
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Tech Center
The Tech Center http://www.stma.k12.mn.us/tech_center/ is a district Web Site filled with
useful resources for teachers, students and parents.
To access the Tech Center; click on the Tech Center link on the left hand side of the
district web page:
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Equipment for Check-out
The technology department has a number of items available for checkout for classroom
or workshop use. To check out any one of these items please E-mail or contact the
helpdesk (ext 4357) in advance to make sure the item is available. These items can be
checked out for up to a week at a time.
The items available for check out from the technology department are:
Batteries
Energizer 4pk Rechargeable with charger
Cameras
Canon Power Shot A520
Canon Elura 85
Canon GL2
Disk Drives
USB Floppy disk drive
USB card Readers for Memory cards
DVD & VHS Players
Flash Drives
Kingston 2GB Flash Drive
Laptops with case
HP NC6710 Laptop with a DVD -Writer and mini Firewire port
HP NC6320 Laptop with a DVD –Writer and mini Firewire port
LCD Projector
Memory Cards (for cameras)
256MB SD Card
Microphones
Logitech USB Desktop Microphone
Power strips
10 foot power strip
15 foot power strip
Speakers
Anchor power speaker Model AN-130
Head phones with a 7foot cord
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VGA extension cables
25 foot VGA extension cable
50 foot VGA extension cable
Wireless Presenter with Laser Pointer
Kensington Pocket Presenter
Equipment Damage
Damage to equipment needs to be reported as soon as possible so that it can be
looked at to be repaired or replaced without causing further damage to the equipment or
the user.
Please don’t assume that someone else has taken care of letting the Technology Dept.
know about the damage. The sooner the Technology Dept. is aware that something is
wrong the sooner it can be fixed and/or replaced.
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Personal Devices
Policy and Procedures
Personal Software and Device Policy-
The technology will not support any software or device not purchased by the District.
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SMART Boards
Using the SMART Board
If you know how to use a computer mouse, then you are SMART Board
competent! But… there is a little more to learn to be an expert.
Right-Click Button Pens/Markers/Erasers
Depress this button to activate the right-click These pens will electronically act
option. The next touch on the board will be like real pens or erasers.
a right-click. However, you can only save your
markings on the board when you
Keyboard Button - If you need to type
are using an ink-aware software
something, depress the keyboard button to such as:
activate an electronic keyboard. As you Notebook or Microsoft products.
type, the letters will appear wherever the
cursor is.
If you notice that the board doesn’t recognize
the exact location of your touch. It might need to
be re-oriented. This is done by depressing the
Interactive Indicator Light
Keyboard and Right-Click Buttons This light is green when the SMART
simultaneously. The screen changes to a white Board is communicating with the
screen with red plus signs. Touch each cross in computer. It is red when it has lost its
the middle until they go away. The board should connection.
now be oriented correctly.
Add a new page or Drawing and text tools.
navigate forward and
backward using the arrows.
Click on these blue arrows to
move the toolbar up or down
and left or right
Navigate through the pages
(slide) by touching the desired
page.
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Section 5
Capital Outlay
Technology Ordering Process
Technology Instructional Supplies and Capital Outlay,
Using your building forms, please indicate your requests for next year.
When completing the Instructional Supply and Capital Outlay Requisitions, please adhere to the
following:
If you are considering a software purchase, please contact the help desk. We need this
information to verify the compatibility with our system, make sure the software gets loaded on the
proper computers over the summer, and for inventory purposes.
Complete the entire top portion of the form.
o If you have any questions, please call the help desk at extension 4357.
Under Requested By, use your name NOT a grade level or department.
Use the catalog description and be specific.
Follow the deadlines set by your building administrator.
Instructional Supplies (blue) –
The instructional supply budget for each homeroom is $300 for the entire year. Reserve a portion
of the $300 for supplies that need to be purchased during the school year. For all other
departments, assume the budget is the same as last year. There is a possibility that the supply
budget may be reduced. You will be notified if you need to prioritize or support your requests.
Items that should be included in the $300:
CDs/DVDs
Camcorder tapes
Instructional software
Headphones
Microphones
Capital Outlay -
Capital Outlay requests include textbooks, science kits, media books, novel and leveled reader
sets, technology items, music equipment, and large furniture items. Usually, Capital Outlay
requests are at least $500 and include items that are more feasible to repair rather than replace.
Most special education requests are not coded to capital outlay.
Technology capital outlay Items include:
Desktop computers
Laptop computers
Digital cameras
Camcorders
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SMART boards
Projectors
Instructional software and yearly subscriptions
Building wide software
Technology -
Wayne will meet with building principals to finalize technology requests. No late requests
accepted!
Personal Software and Device Policy-
The technology department will not support any software or device not purchased by the District.
PLEASE TURN ALL REQUESTS INTO THE BUILDING PRINCIPAL BY SPECIFIED DATE.
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Software
Personal Software
Personal software is software that you have purchased and are using at home or are
thinking of using at school. Software that you purchase for home cannot be installed on
your computer at school due to the licensing. If you have found software that you would
like to use in your class you need to request it on your capital outlay in the spring; so that
we can get the correct licensing for your needs.
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Glossary
THIS SECTION TO BE CONTINUED!
Network Password – This is the
password that is used to log into a district
computer, Outlook Web Access (OWA),
and Doc Send stations.
ClassXP - ClassXP is a program within
SASIxp. This software allows teachers
to access student information from their
classroom.
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