ls through technology
ting schoo Edition 4 · Summer 2012
A 3-school Federation is
using Lync Instant
Messaging to keep in touch
“It’s great for who is sitting next to you, but neither of
these are software issues, more to do with
In this issue ... short questions” how you use it.
Mary Haney – Village Federation
2 What is Lync? Some schools have been using Lync
Instant Messaging (IM) and its predecessor Lync is really easy to set up for your users.
3 What can Lync do
for your school? for some time now. The Village Federation Your School KLZ administrator can
is a group of three schools in the Swale Dis- choose which users have the facility by
4 Lync & Learn
trict who have been using Lync. going into the User Management Tool.
5 Focus on Lisa
Simply tick the selection box against one
Goslett This is what they had to say about the KLZ
or more users and then click on the
5 UMT gets even product:
‘Enable IM’ button at the bottom of the list.
6 Home Connect
a federation and
“ Aswethree schoolLync invaluable acad-
emy, have found as we
7 Customer Survey have several staff who work over all three
Feedback sites, and a Principal who moves around
8 Collaboration Sites a lot. It enables us all to keep in touch and
quickly get a response from someone to a
query. It takes less time than a phone call
and we can hold conversations with sev-
eral members of staff at once. The Heads Strong Passwords
of School have formed a strong support – a useful tip
network over Lync and the admin staff are Our Remote Access to SIMS/FMS
often using it to confirm and book appoint- features a strong password offering
ments or check invoices. additional protection for your
school’s data. These passwords
We have now downloaded the iPad app
are set to expire every 90 days
and this has helped us to keep in contact
which can mean they expire during
even when we are off-site. It is great for
the summer holidays. To avoid this
short questions and if you need to ask happening when your KLZ
where something is. Things I would Administrator is unavailable during
change? Not a lot really although there the holidays, we recommend
are times I don’t log in as I have to really changing your password before
concentrate and the other downside is the summer break.
that the other person doesn’t always know
What is Personal
More and more
moving to Lync.
But what is it? Personal
Microsoft Lync delivers real-time
communication tools through KLZ, a
cost-effective and efficient way for all
school staff to stay in touch.
1. Presence Information if someone is
Presence information tells you, at a available for
glance, when someone is available contact
and by right clicking their name
you’ll see all the options for con-
tacting them (see screenshot).
Lync uses a traffic light system to
let you know if someone is free to Organise contacts
converse with. Green stands for I’m into logical groups
available now, yellow; I’m away
temporarily and red; I’m busy so
2. Instant Messaging
Unlike emails there’s no need for
lengthy conversations and hours
spent waiting for a response. Instant
messages are brief and sent and re-
ceived immediately, reducing the
clutter in your inbox and giving you
the answer you need in an instant.
3. Voice and video communications 5. Host online meetings your contact list, presence informa-
Adding something as simple as a You can invite any number of tion and send and receive Instant
headset to a PC or laptop can people to an online meeting. It Messages. All you need is a KLZ ac-
allow you to make voice calls features everything listed above count but you won’t be able to use
without incurring conventional and allows the meeting to be the voice, video or remote desktop
telephone costs. Add in a web- recorded. So you can conduct sharing features. Just ask your school
cam and those calls can include your own webinar. All you need KLZ Administrator to tick the box in
video so that you can see who is the full Lync client. the User Management Tool.
you are talking to. Calls can be
made between just two people or How do I access Desktop Client – The preferred
an entire group.
Lync? method is to use the full Desktop
4. Remote desktop sharing Client which is licensed as part of
There are several ways to access Lync Microsoft Office 2010 Professional
By sharing your desktop with an-
and you can mix and match methods Plus suite. You need a KLZ account
other user you can work together
depending on where you are and what to logon and the Desktop Client will
on a single project or document.
devices you have to hand. give you access to all features of
You can even hand over control
of your desktop to the person Outlook Web Access – With Outlook Lync including creating and hosting
you’re working with. Web Access you’ll be able to see your own online meetings.
Web Access Client – The Web Client iPad, Android and Nokia Symbian de- to use the Lync 2010 Client will need
can be used by anyone who’s been vices and the apps allow access to to have purchased a Lync 2010
invited to join an online meeting. You contact lists, user presence informa- Client License or an Office Profes-
don’t need to have a KLZ account tion and Instant Messaging. Again, sional Plus 2010 License on or after
and you’ll be able to send and receive you need a KLZ account to logon. December 1, 2010.
Instant Messages with the other par-
ticipants, contribute to the meeting via Lync client Civica Licensing Information:
voice and video, and see all the pres- licensing Microsoft® Lync 2010 Sngl
entation materials. The only thing you Microsoft Volume License 1
The Microsoft Lync Desktop Client is License £2.13
won’t be able to do is to share your
part of the Microsoft Office 2010 Pro-
desktop or record the meeting. Microsoft – 6YH-00595 :
fessional Plus suite. Schools with li-
Mobile Clients – We mentioned in cense rights to Office Professional
the last edition of the KLZ newsletter Plus 2010 with active Software Assur- oductdetail.cfm?vendor=micro
that Lync features can be accessed ance coverage on December 1, soft&vendorFamily=Microsoft&
via a number of mobile devices. Ap- 2010 are licensed to use the Lync partcode=6YH-00595
plications are available for iPhone, 2010 Client. All other schools wishing
throughout the school without hav-
What can Lync do ing to gather everyone together.
Head Teachers can contact anyone
for your school? on Lync outside of the school in-
cluding other Head Teachers.
Teachers IT Support Staff Meetings with Governors are noto-
With its voice and video capabili- Lync enables IT support staff to do riously difficult to organise but with
ties, teachers can use Lync to bring their job efficiently, even remotely. Lync Client they can participate re-
experts into their classroom. Au- The desktop sharing features mean motely even when they can’t be
thors, industry and education spe- the school IT technician can access there physically. Governors can
cialists, even parents with exciting a laptop or desktop computer, lead- communicate with staff and senior
or unusual jobs can all interact with ing teachers through technical leaders using Instant Messaging
the class without having to physi- tasks and demonstrating proce- and if Governors have the right de-
cally travel to the school. This not dures, without having to be in the vices at home they can make Inter-
only saves time and expense but classroom. In fact, they don’t even net voice calls to the school without
makes it easier for busy people to have to be onsite but can work from having to pay the cost of a phone
contribute. With just a simple phone anywhere with an Internet connec- call.
call, pupils can interact with people tion, offering a quick response with-
out disrupting the lesson.
from around the globe, and les-
sons, knowledge and experiences Your school decides who has the
SLT Lync feature enabled on your KLZ
can be shared with schools up and
The Senior Leadership Team can account. If you choose to include
down the country.
benefit from everything that Lync pupils then they can communicate
Office Staff has to offer. When used with per- with pupils in other schools, across
With Instant Messaging, office staff sonal calendars, the presence infor- peer groups and with their teach-
no longer have to interrupt their mation will tell you when staff are ers. All Instant Messaging conver-
work, leave their post and run available and how they can be con- sations are logged centrally and
around the school delivering mes- tacted and you can stay in touch can be monitored, older pupils can
sages. They can send Instant Mes- with senior staff whether they’re on- talk to teachers while on exam
sages to teachers, leadership site or off. Communication with the study leave, joint sixth forms can
teams and support staff and re- school office is quick and simple communicate with remote staff and
ceive an immediate response with- and the web conferencing facilities students can offer peer group revi-
out leaving their desk. allow messages to be broadcast sion support.
Toast for Lync
If you keep missing the Instant
Messaging notifications when they
pop up on your screen, there’s a
Lync & Learn
piece of free software called ‘Toast’
Lync’s built-in online meeting functionality allows us to
that should help. Available from
Modality, Toast will bring your deliver training sessions in a new way. We’ve put
notifications to the front of your together a programme of Twilight Training Sessions
screen after a definable number of which we can deliver to you at your desk, via Lync.
seconds. So if you’re away from These thirty minute updates will cover specific
your desk for any length of time you elements of KLZ and with the technology now also
won’t miss them.
available to Kent’s eSafety Officer, there will be
sessions on all our popular e-safety topics. Twilight
Training Sessions are completely free and early
Lync at feedback has been extremely positive. We’re now
iT12 and looking to see how we can roll out Lync and Learn to
the rest of EiS but in the meantime, you can sign up for:
Twilights l KLZ SharePoint 2010 – Permissions
If you’d like to see more of
Lync in action then don’t forget l KLZ SharePoint 2010 – Creating a Picture Library
to join our elective session at Slideshow
our iT12 Conference and
Exhibition on 14th June at the l KLZ User Management Tool
Ashford International Hotel.
Members of the KLZ team will l e-Safety – Using New Technology in the Classroom
be available to talk to on our
exhibition stand and the l e-Safety – Developing Acceptable Use Policies
exhibition itself is entirely free
to enter. So make the most of e-Safety – Engaging with Families
the opportunity and come
Check the EiS website for details of the sessions on
along and see us, even if you
aren’t attending the offer and to register your attendance.
We’d also love to hear your ideas for sessions for future
Later this year we’ll also be
EiS events so please email them to us at:
running some regional Twilight
events to demonstrate the firstname.lastname@example.org
latest KLZ features and answer
any questions you may have.
We’ll let you know about them
nearer the time.
We can also arrange for a KLZ
Consultant to join your meeting
or come in to your school to
make a presentation.
Alternatively, we can run a
quick update session via Lync,
saving time and money and
demonstrating the technology
into the bargain!
Focus on Lisa Goslett Twitter
KLZ Consultant If you’re a Twitter user
you can follow our KLZ
I have worked within EiS since 1997. I started out as twitter feed: @klz_eis.
a member of the National Grid for Learning team Here are some of our latest tweets:
within the Technical Support Team, providing training,
researching the web and generally supporting
schools in their IT needs.
I then moved to installing, training and supporting RM
SchoolShare network systems, working on small proj-
ects such as the installation of wireless networks,
Espresso boxes and Broadband networks.
I took on the role of KLZ Trainer approximately three years ago, joining
the KLZ Team (officially) in January 2010.
I have continued as the Lead Tutor for all KLZ training courses with addi-
tional duties specialising in projects such as the organising and develop-
ment of Lync and Learn for use within schools. This tool allows schools to
take advantage of the Microsoft Lync software for Instant Messaging and
providing interactive video sessions.
We hope this software will inspire schools to interact and collaborate with
each other, along with hosting their own sessions within the school and even easier
the surrounding environment, “Lyncing” up with other schools and indus-
The KLZ User Management
tries in Kent, all over England and even the world – and all from the com-
Tool (UMT) has been updated
fort of their own desks.Examples of uses could be to host curriculum recently to make the administra-
sessions involving a class or the whole school or CPD sessions for staff tion of your school’s KLZ ac-
in school or within your cluster. The potential is only limited by your imag- count easier still. The UMT now
ination and it’s incredibly easy too! takes account of year groups
and registration groups for stu-
SharePoint LMS, KLZ’s Virtual Learning Environment is another project
dents, as well as tracking join-
within my remit. It provides targeted learning for the individual with an au- ers and leavers. So your KLZ
tomated marking feature, quizzes, surveys and learning paths.We are accounts will automatically be
busy building content on behalf of schools and hope to go live in the very updated whenever the office
near future. administrators make changes to
SIMS, with the exception of ac-
I love SharePoint. It’s one of those tools that you never knew you needed
tivating accounts for new users.
but once you have it, you just can’t imagine how you worked without it.
Some of the best features include Document Version Management, Wiki’s Users will automatically change
and Blogs.It’s incredibly useful, flexible and fun – sharing information has classes and year groups and if
never been so easy. I particularly love finding out how and what schools class names change, then it’s
best practice in SIMS to create
are using it for to develop best practice for incorporation into courses and
new class names rather than
support documentation, all to help spread the word.
edit existing classes. Users that
With only the core KLZ SharePoint features explored so far, there is still are marked on SIMS as leaving
so much more to learn and utilise.There are a number of web parts I’d like will also be removed from your
to include in my training courses or within a Lync and Learn session, such user lists automatically. This ap-
as the Content Query Web Part and the Traffic Light Status Web Part, all plies to staff and student ac-
counts and the process allows
or any of these will aggregate data and display it in a meaningful and ex-
for the movement of KLZ users
citing way. between schools, keeping their
We’re also looking to improve and develop our KLZ Customer Zone, mail history alive.
where KLZ subscribers can access support documents, videos and also If these changes don’t seem to
download an assortment of templates. be happening then your user
records might need ‘matching’.
As you can see, we are a hugely busy and dedicated team, working hard
Refer to EiS Information Notice
to support and assist schools in improving education in Kent.We are
12-E28 for more information
friendly and approachable and welcome your input and feedback so don’t about matching users and the
be a stranger, working together is the future! user deletion process.
Get ready for
Home Connect, due to be launched
in the Autumn, is an amazing new
feature that will allow schools to send
emails and mobile phone SMS mes-
sages to parents. There’s no addi-
tional charge for Home Connect as
it’s covered by your KLZ subscription
and text messages will be charged
at just 0.04p per message sent. l Automatic updates of parents’
These can be purchased in blocks, details direct from SIMS database,
as you need them, via the web- so there’s no need to send school
based interface. data to a third party.
l No need to send PDFs and
Access will be controlled from the documents to a third party for
KLZ User Management Tool so you’ll distribution
decide who can send messages, l Schools have total control over
and parents’ details will be extracted content, timing and recipients
automatically from your SIMS data- The KLZ User Management Tool has
base. You’ll then have direct control been updated to take account of the
over the groups of parents you wish extra information that Home Connect
to contact. There are a number of needs to work with. Within the ‘View
Data’ menu option, there’s a new tab
benefits with Home Connect over
called ‘Contacts Missing Key Data’.
similar systems: This area will highlight any data miss-
ing from SIMS like mobile phone
numbers and email addresses.
During our pilot studies, schools ac-
tually found that this process helped
them to manage their SIMS data
more effectively. So if you don’t al-
ready have email addresses and mo-
bile phone numbers for parents in
your SIMS data, now is the time to
gather it in readiness for the launch
of Home Connect.
For more information, see our
Information Notice 12-E28
1. Log support calls with EiS Service Desk: 01622 672779
2. Get online KLZ support from: www.klz.org.uk ‘KLZ Support’
3. Email email@example.com for onsite consultancy
4. Follow us on Twitter @klz_eis
Customer Survey Feedback
This year saw the first dedicated survey of KLZ Which SharePoint
customers. We had a fantastic response rate. Feedback features do you make
was overwhelmingly positive with some constructive
comments that we can build on and can make Calendars 73%
improvements. Announcements 50%
Document Libraries 48%
Thank you to everyone who took the time to respond.
Here’s a summary of the results:
Email alerts 36%
Picture Libraries 24%
Current Usage: How much of your school Tasks 15%
The results show that many community is using KLZ?
Overlaying multiple calendars 14%
schools have engaged with
Governors before parents or Discussion Boards 13%
pupils. We will happily provide
additional support and
guidance to show you how KLZ Surveys 7%
can be used with pupils and Custom Lists 4%
Document Version Control 3%
Support Services Excellent Good Satisfactory Poor Never used
How would you rate your How would you rate the How would you rate your
KLZ telephone support information in the Customer Zone experiences of the KLZ
experience overall? help files? Consultancy overall?
86% of respondents who called 58% of respondents have never 46% or respondents rated our
our support desk rated the used our support site on KLZ. free advice service as Excellent
service as Excellent or Good. or Good.
49% of respondents have never
taken advantage of the service.
n in our
quality of informatio
We know from th ese results that the ready
proved. Plans are al
Customer Zone Help Files can be im will prove
files which we hope
underway to introduce video support F files.
than conventional PD
more us eful and accessible
Did you know that we have the Kent’s e-Safety officer maintains an excellent site
facility to give schools extra loaded with resources and advice.
SharePoint sites to use for We have already reserved sites for each of the
collaboration amongst each other? Districts to make use of to share teaching
resources, meeting minutes and whatever else
If you have a project or activity between multiple they can think of. The sites can be as open or
schools then EiSKent can set you up a separate private as you need and the KLZ Advice service
site to help support that project or activity. This will help you set up your site to meet your needs.
site doesn’t count against your school site
storage capacity, so it won’t cost you anything. Please call the EiS Service Desk if you would
like to have a KLZ collaboration site created to
Federated schools can also be given a separate support activities that you are involved with or
site if they think it will make sharing resources would like to know more about using your
easier between the schools in the Federation. District site.
This is a really underutilised area of KLZ at the
moment. There is no cost to KLZ schools to have
these extra sites setup.
EiSKent are currently
working with a number of
external parties that also
engage with schools to
set up their own
collaboration sites to give
access to resources and
For example; Kent Police,
Kent Fire and Rescue, Kent
Libraries, KCC Schools Per-
sonnel Service and the KCC
Governors Clerking Service.
Our passion in EiS Kent is Tel: 01622 683708
Fax: 01622 663591
to make a real difference
in education and
ultimately children's lives
The Shepway Centre
by providing innovative Oxford Road
solutions and outstanding Maidstone, Kent
support services. ME15 8AW