Welcome to Trimble County Schools!

 

I’m your CIO (Rod Smothers) and Frank McCane is your Network Administrator.  It’s our job to make sure you have access to all the technology tools available to you in our district.  Please don’t hesitate to call on us when you need help with your computer or the software that runs on it.

 

Additional Information and greater detail can be found on our web site at http://www.trimble.kyschools.us

 

First things first…..You should read and sign off on our Acceptable Use Guidelines before you use the network. 

 

You can find the Acceptable Use Guidelines at http://trimble.kyschools.us/trimaup.htm   Among the most important items in these rules are those that deal with email.  Email is a very powerful tool and has the potential to be problematic if used indiscriminately.  Please be very careful regarding what you send via email and who you’re sending it to.  Read and follow the rules regarding email.

 

Make sure you read and follow the instructions in the “THINGS TO DO BEFORE YOU’RE FINISHED WITH THIS DOCUMENT” section listed below

 

 

Trimble County’s Network Infrastructure

School Tech Support

Logging on the first time

Network drive

Files and Directories

Email

    Web Mail

    Public Folders – Phone Extensions, District Calendar, Transportation Calendar (Bus Reservations)

    Viruses

Internet

Teacher web pages

STI

Phones

    Codes

    Voicemail 255-5100

Backups

Troubleshooting

Useful links

 

THINGS TO DO BEFORE YOU’RE FINISHED WITH THIS DOCUMENT

 

NETWORK INFRASTRUCTURE

Trimble County has four schools, a headstart, a bus garage, and a maintenance shop.  We have fiber to all buildings except MES (the new MES will probably have fiber!).  We are a completely switched network with gigabit connections between the main wiring closets (except MES).  We have a T1 connection to the outside world that goes through KDE (within weeks this will improve to a 10MB connection).  We have a district-wide digital phone system with voicemail which allows you to do intercom calls to any phone in the district.

 

PERSONAL COMPUTING DEVICES
We plan to include a “personal devices” section when we revise our Acceptable Use Policy this fall.  Until then, our position is to discourage the use of personally owned devices on the network.  If you have an opinion about how this should be handled, be sure to talk to your STC and/or principal so your views can be included in the discussion.

 

TECH SUPPORT

When you have problems with technology, you should contact your School Technology Coordinator (STC) first to see if they can help you.  If they can’t help you, they will contact us and submit your request for you.  Please honor this chain of command. We have set up a helpdesk for you to use as the initial means of contact. The web address is http:\\www.trimble.kyschools.us\helpdesk, you will be prompted for your username and password. It must be entered with “Trimble\” in front of your username (Trimble\first.last). User directions can be found here: http://www.trimble.kyschools.us/Technology/Help%20Desk%20Data.htm

 

 

STCs:

BES – Bonesta Cifranik

MES – Lisa Fryman

TCMS – Linda Liter

TCHS – Dawn Haney

 

LOGON

User ID (for new employees) is usually first.last

 

Initial password is blank….meaning don’t put anything in there.  The network will ask you for a password and you can assign your own. 

 

We cannot “see” your password, so if you forget it we’ll have to assign a new one. 

 

If you have trouble logging on make sure your user name is correct, make sure Caps Lock is not on, make sure the Domain is “Trimble”, make sure you have lights on your network card (back of the computer) confirming that your machine is “talking” to the network.

 

 

NETWORK DRIVE

You have a network drive on the server.  You should be able to see it when you look in “My Computer”.  It should be labeled with your user name (ie. F:\john.doe).   The servers are backed up periodically so anything you put on a server should be recoverable if the server goes down.  If you store files on the local hard drive (C drive), you are responsible for backing them up.

 

 

 

FILES AND DIRECTORIES

It would be wise to make sure that all the files and directories you create are in one place.  Your network drive is the logical place to store them since it’s accessible from any machine in the district and it’s backed up.  Create subfolders to better organize your data if you wish. 

 

REMOTE ACCESS

We use a remote access method called MYFILES.  You can access it through the district web page.  Look for the link in the blue bar.  The URL is https://www.trimble.kyschools.us/myfiles.  This allows you to see your network folder from home or anywhere that you have internet access.  You will be required to enter your user ID in this fashion “trimble\userID   You can find instructions for using MYFILES under the “TECHNOLOGY” link.  There is another remote access method available if you need to do more than access your files.  Contact tech support for more information.

 

EMAIL

Your email address is first.last@trimble.kyschools.us

 

Email in your INBOX is stored on the Exchange server where it is taking up space.  If you store too much, you’ll be notified that you’re over your limit.  If you exceed the limit too much, you may lose the ability to send and/or receive mail.   Keep your mailbox clean by monitoring it (click “tools/mailbox cleanup) and deleting unneeded mail….especially if it includes attachments.  If you accidentally delete mail that you need you can recover it within seven days by opening the “deleted items” folder and then clicking “tools/recover deleted items”.  If you go beyond seven days, we may still be able to get your mail back to some previous state but this is not always easy so be careful.  Move email into your personal folder (visible in “folder view” in Outlook).  If you do not have a personal folder, let us know.  Personal Folders should be set up on your network drive so they are accessible from anywhere in the district.

 

WEBMAIL

Our Exchange server is available to any machine in the world with Internet access.  Go to our home page http://trimble.kyschools.us , click on the “webmail” link and follow the directions to read your mail when you are away from the district.

 

PUBLIC FOLDERS

Public folders are visible to everyone and in some cases can be modified by everyone.   To see public folders you must have “folder list” included in your “view” options.  To  add it, click View on the menu bar and then choose “folder list”.  Go to the bottom of the folder list and click “public folders/all public folders” and you’ll see “phones” as well as other public folders.

 

The “phones” public folder should have a current listing of all faculty and staff and their extensions.  If you know who you replaced, double click on their name and put your name in their place OR just do a “new entry” and put in your name and extension number.

 

The “district calendar” folder shows all attendance events (holidays, grade periods, PD, etc) as well as school events.  This calendar should be used to make sure that we do not schedule activities that will cause conflicts within our school community.

 

The “transportation” public folder allows you to “reserve” a bus for a fieldtrip in real time.  Don’t forget that you must follow up with the usual paper work.  The transportation public folder indicates whether there are any buses available on the day you’re requesting your fieldtrip….if there are none, you’ll have to find another day.

 

Here’s how you use the transportation folder:

 

THE CALENDAR IS A TOOL ONLY- POSTING ON THIS CALENDAR *DOESN’T* GUARANTEE YOU A BUS IT IS THERE TO HELP YOU PICK A DAY FOR YOUR TRIP WHEN BUSES WILL BE AVAILABLE.  YOU MUST STILL SUBMIT THE NORMAL PAPER REQUEST. TRANSPORTATION ASKS THAT PAPER REQUESTS BE SUBMITTED ONE WEEK PRIOR TO YOUR TRIP

 

 

When you post a trip, always use this format in the SUBJECT

 

1b/AM.  Or 2b/PM

 

This is all that needs to go in the subject.

 

If you don't put the number of buses (1b) and the time (AM for trips during the school day, PM for trips leaving AFTER school) people don’t' know if we've already reached the maximum number of buses for that day.  If you have a trip leaving in the morning and getting back AFTER school use AM/PM for the time code….this will show that a bus is gone during the day AND after school

 

Remember we can schedule three buses during the day (AM code) and two buses after school (PM code).  If you want a day that already has three AM buses or two PM buses scheduled, you'll have to find another day.

 

One important feature of the calendar is critical….if there is a yellow arrow on a particular day, it means there is additional information for that day….you have to click on the yellow arrow to see the other trips scheduled for that day

 

Also, a number of people have incorrectly posted trips (not using the protocol I advised) and we don't even know who they are so please put your name in the BOTTOM WINDOW OF THE APPOINTMENT FORM….not in the subject or location.

 

I am sure that if we all work together on this calendar it will make life easier for everyone.  Thanks for your help and don't hesitate to contact me if you have questions.

 

 

 

VIRUSES

Although we have antivirus programs on all our networked computers, you can help avoid them by using common sense measures like not opening email attachments that you are not expecting or those that look suspicious….even if the message is from someone you know.  It may save a lot of time to just call and ask if the attachment is legitimate.

 

And remember, there is no remedy for the “head hack”.  If someone emails you claiming to be with Microsoft and they tell you to “format C:” and you do it, you have no hard drive.

 

INTERNET

Don’t ever forget that we’re required by law to monitor logs of internet usage.  Therefore, it’s very important that you never walk away from your computer without logging out.  If a student sits at your computer and visits a prohibited web site, the authentication server is going to think it’s you and your name will appear in the log.  We send these logs to supervisors and you’ll have to explain why “you” were on a prohibited site.

 

Remember that when students are logged in as themselves and they are under your supervision, you are held responsible for any disciplinary issues such as visiting prohibited web sites.

 

TEACHER WEB PAGES

 

Teachers should have a template set up for web pages.  If we missed anyone, let me know

 

To view the generic template that we set up for you, go here:

(some schools are now using teacherweb.com so you need to see how your school is handling teacher web pages)

 

MES

http://www.trimble.k12.ky.us/mesweb/teachers/teacherlist.htm

 

BES

http://www.trimble.k12.ky.us/besweb/teachers/teacherlist.htm

 

TCMS

http://www.trimble.k12.ky.us/tcmsweb/default.htm (follow link)

 

TCHS

http://www.trimble.k12.ky.us/tchsweb/teachers/teacherlist.htm

 

Your name should be on this list.  Let me know if it is not.  Click your name to see your page.

 

TO EDIT/MODIFY YOUR WEB PAGE

In “My Computer” you should see a “W” drive that allows you to access your web page.  The “W” drive is mapped to the whole list of teacher names.  Be careful here because our security on this folder is not too restrictive since we trust you will not sabotage your coworkers pages.

 

To modify the page, open Word

Then file/open

 

Find the NETWORK DRIVE THAT SHOWS THE TEACHER WEBSPAGES (should be your "W" drive) Find your folder, Open the "default.htm" file, edit the page (Put your name in etc)

 

You can add stuff in the big box in the middle and stop here if that’s all you want to do...save the page back and voila`, you're on the web.

 

For the adventurous:

 

The stuff on the left (homework, bio, lesson plan, etc) on "default.htm" is hyperlinked to other pages in your folder...YOU WILL NEED TO CHANGE THE HYPERLINK TO BE ABLE TO CLICK ON THE LINK AND MAKE IT WORK.  To change the hyperlink:

 

Highlight the hyperlink

On the menu at the top, choose "insert/hyperlink"

Find the window that says "ADDRESS" beside it.

Change "username" to your login ID...it would be rsmothers for me Click "OK"

 

Now you can edit "homework, bio, lessonplan" the way you did "default.htm" and save it back. 

 

Congratulations, you now have your own web site.

 

If this is overwhelming, take heart, we will meet with you individually at your convenience.

 

STI

STI provides all our student management software including attendance, Special Ed. Health, Grading, etc.  Many employees will use STI in some form.  If you cannot access the program, the problem is ours.  If you can access STI and the program is working properly, all other questions regarding how to use it should be handled at the school level.  We may occasionally ask you to get out of STI because of changes that need to be made during the school day, please do this ASAP.

 

After the 2007-2008 school year, we’re scheduled to begin using Infinite Campus instead of STI so there will be some training available this year.

 

PHONES

You have a phone and a four digit extension.  You can reach anyone in the district and you can leave voice mail for anyone.  I try to remember that you are teaching and I’ll limit my phone contact with you as much as possible.  Also remember that all calls are logged for security and billing purposes.  If you should ever receive harassing phone calls, we MAY be able to help track down the origin of the call. 

 

We also may track calls to assess long distance charges.  I recommend to the schools every year that they discourage employees from using our long distance service for personal calls since most people can use their cell phones or can get a calling card to which you can charge your calls.  I use both these methods.

 

WHATEVER YOU DO, PLEASE DON’T DIAL THE LONG DISTANCE SERVICES ADVERTISED ON TELEVISION, ETC.  IT MAKES OUR BILLING A NIGHTMARE!

 

Each school has a “phone coordinator” who is responsible for assigning your phone code that you’ll use for making outside calls.  Check with your school secretary or your principal if you need a code.

 

Phone codes and phone extensions are two separate things.

 

Remember you can find phone extensions in the “phones” public folder in your email.  You should put your extension in there along with any other information you want to be public….home email etc.

 

USING PHONES

To dial out:

Press # 08 followed by your four digit code, hang-up OR push intercom button then dial 9 and the phone number (it doesn't ask you for your code) Your phone code should be available from someone at your school.

 

Dialing In-district:  Press INTERCOM and the four digit extension  (it will sound like a long busy signal which is actually a ring….then silence…then long busy…)  If that person is on the phone, you’ll get a short quick busy signal.

 

To set up voice mail….dial 6000 wait push # when asked for extension number….enter your four digit extension and password (password is your ext. number until you change it)….follow the tutorial….. TO TURN OFF tutorial push * when finished.

 

If the tutorial is not available, dial 6000, press #,  put in extension and password.  At the main menu, press option 3 and then option 9….this will turn on the tutorial

 

 

To check voice mail….dial 6000…wait…push #,  your four digit extension  then your  password (default password is your extension number….change it when you set up your mailbox).  Dial 255-5100 to check mail from home…dial # when asked for extension…then extension…..then password.

(You know you have voice mail when the little red light on your classroom phone is flashing)

 

Transfer:  push transfer and four digit extension

 

Hold: push hold…. Push tap to get back

 

Conference call:  push trns/cnf then enter the other extension number then trns/cnf again… can put up to 5 people in the call.

 

BACKUPS

We back up files on your network drive.  If you lose files let us know there was a problem asap.  If you have valuable files on your C: drive, you must back those up yourself.

 

 

TROUBLESHOOTING

Make sure you have power available and that the machine is turned on.  Make sure all cables are connected.  The network cable looks like a big phone line and should be running from your computer to a “drop” in the wall.  Make sure you have lights on the network card in the back of your computer (this is the card that you plug the network cable into).  Reseat both ends of the network cable if you have no lights.

 

If all this look correct, check My Computer to see if you have any network drives. 

 

If you’re having problems with the Internet, make sure you try several web sites before deciding that our web connection is down.  A single web site may not be working for any number of reasons.  Check several.

 

If you can’t figure it our, contact your STC first.  She or he will call us in if the problem warrants.

 

 

LINKS

 

Trimble County Schools Web Site

 

This document on line

 

 

THINGS TO DO BEFORE YOU’RE FINISHED WITH THIS DOCUMENT

Here are some of the things you need to do right now:  Details are included in the appropriate section of this document.

(1.)  Change the name associated with your voice mail account and change the greeting.  Details are at http://trimble.kyschools.us/techtips.htm#Phones click the voice mail link and look for the “Setup” section

(2)  Put your Phone extension in the “phones” public folder.

(3)  Create a folder on your network drive into which you’ll put all your data