Key's Quick Tips: Video Tutorials to Send Students

This month, I am providing video tutorials staff can send home to students and parents to help support them with the tools they are using. If you do not see a video you need, please send me an e-mail and I am happy to make one! kkey@barrington220.org

Video Resources for the Universal Assistive Technology Tools Available on the iPad in District 220

Text to Speech on the iPad

• How to turn on TTS on the iPad
• Click here to see how powerful this tool is for reading and editing writing

Snap and Read App

• Text to speech demo in S&R
• Text Leveling Feature
• Translation Feature
• Annotation Feature
• Take a picture of text and have it read out loud

Co:Writer

• Full Tutorial
• Demo of Word Prediction Sophistication

Voice Typing (Speech Recognition)

• Demo/ Overview Here
• Lesson plan to teach SR- bit.ly/srguide

Word Bank Universal

• Features and Demo Here

Reminders App

• Demo of Features

Deal with Zoom Disruptions in One or Two Clicks

By now you may have hosted one or more Zoom meetings with students. The Zoom Video Conferencing in Barrington 220 guide offers several security and preventative suggestions and methods to limit potential disruptions.

We have heard from some teachers reporting that, despite following security recommendations, some students have still been able to disrupt a class. As veteran educators know, some students like to push boundaries—especially when a student believes they are anonymous.

One issue we have heard is that while a class is full of students who were legitimately admitted to the meeting, disruptions still occurred. While many explanations are possible, it is relatively easy for a student in your class to use a second device, enter another (expected) student’s name, get admitted to the class by the teacher, and then proceed with disruptions.

As a teacher, you have several one- or two-click options to deal with disruptions.

• In Gallery View, click on a student and use the pop-up menu immediately to Mute Audio, Stop Video, or Remove the participant from the meeting.
• By clicking Participants, a list of all participants will show throughout the Zoom meeting. Next to each name, you can click Mute in one click. (A second click to the More menu allows Stop Video, Remove, and other options).
• Also notice that at the bottom of the Participants list, you have a one-click Mute All option.
• To stop unwanted cat, with the Chat panel open (click the Chat button), click the [...] symbol in the lower-right corner and select No one from the from the pop-up menu under Participant Can Chat With:

Although this article promises one- or two-click solutions, I will include one setting that requires three clicks to limit unwanted Screen Sharing.

• Click the carat ^ next to Screen Sharing and select Advanced Sharing Options… 
• Click Only Host under Who can share?

While disruptions are annoying, we believe that the potential benefits offered by Zoom outweigh the potential problems. As we become more familiar with the Zoom platform, hopefully disruptions will both become less of a novelty and easier for us as teachers to address in the moment.

In Gallery View, click on a student and use the pop-up menu immediately to Mute Audio, Stop Video, or Remove the participant from the meeting

Barrington 220 Zoom Security Information

In Barrington 220 we are very aware of Zoom’s potential security issues, but after our customary security and safety research, we feel Zoom is both safe and beneficial for our staff and students to use during this time. We also took the extra step of purchasing a district license so we have Zoom tech support and reporting functionality. Barrington 220 is not using the free Zoom service with basic features offered as a result of the COVID-19 crisis.

“Zoombombing” (an unwanted intrusion of an individual in a video conference causing disruption) can occur if the person hosting the meeting turns off Zoom’s security settings and/or posts the web address of the Zoom meeting in a public forum, such as social media or an open web page. Zoom has always had security features to prevent security problems, but if users turn them off, issues like the ones reported in the media can occur. Over the past couple of weeks, Zoom has also made some of their security settings default, meaning that they turn them on automatically (i.e., users need to intentionally turn them off if they choose to relax meeting security). Barrington 220’s Zoom training recommends the use of several security features.

One great example of Zoom’s recent enhanced security is the “Waiting Room” feature. Zoom turned this setting on by default starting this week for all users. The use of this feature is included in Barrington 220’s training and is recommended for long-term use.

It’s also VERY easy for Zoom meeting hosts (e.g., teachers) to click on any user and mute them, turn their video off, or remove them from a meeting. It takes one click and the participant can’t reverse the setting or return.

Please also note that Barrington 220 does not share student user information with Zoom. Only Barrington 220 staff who host Zoom meetings have Zoom accounts. Meeting participants (students) click a link to join the meeting. As teachers in the role of Zoom Hosts teach classes or work with students on Zoom, they generally do not share student information or other sensitive information.

Of course, if a parent is not comfortable with their child attending a Zoom meeting—or other online systems we use to connect students and teachers—the parent may decide that their child is not required to attend.

Finally, Zoom provides an excellent security document that is written in non-technical language that might be useful:
https://zoom.us/docs/doc/Zoom-Security-White-Paper.pdf

Spanish Translations and Interpretations during Distance Learning

Do you need a Spanish interpreter during Distance Learning?

During this shift in our current work day operations, I'd like to remind all of our Barrington 220 staff that we have a process in place for those who may be in need of Spanish document translations or telephone/Zoom meeting/event interpretations.

As a part of coordinating technology and innovation within Barrington 220, we have made it easy to schedule all of your translating needs through a simple Google Form. The updated form can be accessed by either clicking here or by visiting the Barrington 220 website, clicking the Staff tab (login required), and clicking the Translation Request link.

The form allows us to receive and confirm appointment requests, as well as manage uploads of documents that you need translated into Spanish. This simple and effective process allows the translating team here at Barrington 220 to collaborate much more efficiently when it comes to meeting and/or document requests across the district.

We ask that you keep the following in mind before submitting your request:

• Please allow a minimum of 5–10 business days for written translation requests to be returned.
• Please submit your meeting interpreter request 15 days in advance (minimum) in order to secure an interpreter. 
• Please note: It is likely that last-minute meeting requests will not be accommodated.

If you have any questions or concerns, please contact me, Hector Ontiveros, at hontiveros@barrington220.org or 847.842.3561.

Our translating team is happy to provide assistance during these unprecedented times, so please send those timely requests!

Technology Support during Distance Learning

A few years ago, the Department of Technology and Innovation made the decision to change the way we provided tech support. We moved from having a dedicated Tech in each building to having Techs in a central location who could provide remote support for the entire district. Fortunately, that decision provided us the flexibility to transition to Distance Leaning very quickly.

The Technology Support Department is ready and waiting to assist with your distance learning technology needs. You can reach us by phone at 224-655-1500 from 8:00 a.m. – 4:30 p.m. on regular school days. When you call, depending on the call volume, we may need to transfer you to another Tech so your patience is appreciated. We’ll troubleshoot your issue, answer your questions, or put you in touch with the people who can help you if we can’t.

We are also available to assist you in person if your issue can’t be resolved remotely. In-person tech support is available on regular school days from 8:00 a.m. – 4:00 p.m. at the main entrance of Barrington High School. If you or your students have a broken device or need replacements for damaged accessories, there is a Tech at BHS who can assist you. If you’re able, please call first to let us know when you might be coming so we have what you’ll need ready for you.

And as always, if you’d prefer, you can still open a ticket by sending an email with a description of your issue to techsupport@barrington220.org.

Keep Your Zoom App Updated

Because Zoom is constantly improving their features and security, they are releasing regular updates. As a Zoom host, we recommend keeping your Mac app updated.

Updating is very easy. The Zoom app will show you a message that an update is available at the top of the main screen. Just click Update at the top of the window, click Update, and then Install.

That's it! The process only takes a few seconds.

Guidelines to Help Students Use Google Hangouts to Stay Connected

The sudden shift to remote learning since March 13 has caused students, teachers, and parents to rethink how education can be done. Teachers and students have worked together to stretch the boundaries of creativity, collaboration, and communication. Technology has played a major role in facilitating the new look of learning in Barrington 220. Whether teachers deliver live lessons, or students upload portfolios or watch video feedback, Barrington’s One to World program has helped teachers move learning forward in this unprecedented time.

One area where technology has proven invaluable is in the area of keeping students and teachers connected. Barrington 220 is using live video conferencing through Schoology Conferences, Google Hangouts, and most recently, Zoom Meetings. Among the students, Google Hangouts has proven popular for its ease of use and availability for students at every grade level. Students have used Google Hangouts to conference with teachers, but also to connect with their friends. We may not realize it until something drastic changes our perspective, but socializing with friends is one of the very real needs that school fill.

Of course, as with any technology implementation, the excitement of a new tool and the different ideas about how and when it should be used may create some frustrations. With Google Hangouts those frustrations have taken the form of students trying to connect with their friends at inappropriate times. Specifically, some students and parents have experienced Hangout requests early in the morning or late at night. In addition, repeated requests during learning time have created interruptions to the learning process. The good news is that there are steps that students and parents can take to limit the distractions that some have been experiencing by keeping a few simple guidelines in mind.

• First, parents should encourage their students to set up regular connection times with their friends that are agreed upon by everyone. By planning Hangouts when everyone is available, you can limit the possibility of interrupting learning. 
• Second, be courteous when making a Hangout request to a friend. Remember that "calling" a friend through Google Hangouts causes their iPad to make a notification noise. Unscheduled requests made early in the morning or late at night should be avoided.

Parents have two tools available that will greatly reduce the distractions caused by Google Hangouts.

1. Apple’s Screen Time feature can be used to set "downtime" for the iPad. This built-in iPad feature can be used to initiate sleep mode for the iPad to eliminate the possibility of a Google Hangout notification occurring during downtime. For example, if a parent establishes downtime from 10:00pm to 7:00am, a Hangout request after 10:00pm or before 7:00am will not set off a notification.
2. Google Hangouts has a "snooze mode" built into the Google Hangouts app. This should be used to establish uninterrupted times for when eLearning is taking place. With the Snooze feature, parents or students can "hit the snooze" for a chosen period of time to ensure uninterrupted learning. 

Google Hangouts is a fun and powerful tool that we encourage students to use to stay connected with their friends while follow the stay-at-home order. By following these basic guidelines, you can ensure that your experience with this app is positive and helpful.

Staying Connected

As a grandparent with eight awesome kids ages 7 to 15, I have thoroughly enjoyed FaceTime over the years. FaceTime was my "best friend" when a son and his family lived in Argentina and seeing their faces and hearing their voices was so important. Never has it been more evident of how important staying connected is to all us than it is now that we are following social distancing.

Infinite Campus includes tools to help keep teachers, parents, and students connected and I am offering staff the opportunity to become the "student" and participate in a remote learning session pertaining to the Infinite Campus communication options available to staff.

Topics:

• Infinite Campus eMail Message Etiquette - Teachers
• What Can Be Communicated Without Another eMail
• When Is a Text Message Better Than An eMail
• Information Shared Through the Gradebook
• How Teachers Can Communicate With Other Teachers Through Infinite Campus

AVAILABLE DATES AND TIMES FOR TEACHERS

April 6 - 1:00 PM - 2:30 PM
Join Zoom Meeting
https://barrington220.zoom.us/j/993746711?pwd=cWpZV2J1aGRqMEpIcUxNR1paaTJPQT09
Meeting ID: 993 746 711
Password: 086932

April 7 - 9:00 AM - 10: 30 AM
Join Zoom Meeting
https://barrington220.zoom.us/j/773363118?pwd=dlJoZWhOZlFuQXFmWmI0elY2cWxpZz09
Meeting ID: 773 363 118
Password: 084551

(Copy and past meeting link, meeting ID and meeting password to your calendar.)

AVAILABLE DATES AND TIMES FOR SCHOOL OFFICES

April 8 - 9:00 AM -  10:00 AM
Join Zoom Meeting
https://barrington220.zoom.us/j/926678611?pwd=OEV1Vm8wUnpmMnl3TnhiUHhlakNiZz09
Meeting ID: 926 678 611

Password: 050100

April 8 - 1:00 PM - 2:30 PM
Join Zoom Meeting
https://barrington220.zoom.us/j/816590536?pwd=bWFvQ0dYbTczV2NSOThjZzd1Y2FtUT09
Meeting ID: 816 590 536
Password: 038859

Official Zoom How-To YouTube Channel

When we rolled out Zoom video conferencing for Barrington 220 earlier this week, we provided a guide to get you started with Zoom. Zoom has many, many features, but you don't need to know all of them to use the system very effectively.

Although our Zoom Video Conferencing in Barrington 220 guide provides a few ways to access Zoom's excellent training, Zoom also has an "official" how-to YouTube channel. If you like to learn by watching videos, or just want to see what features Zoom has available, please check out:

How to Zoom YouTube playlist

Zoom is currently offering 50 short videos and updates are frequent.