Tech Notes

We have seen a recent uptick in tickets related to the use of Airplay for video streaming. Let's review a few key points.

It is common for video streaming platforms such as Netflix, Amazon, Disney and so on to have protections built into their systems that prevent the use of Airplay to wirelessly stream content to an Apple TV device. This is not new, but recent software updates may have closed some loopholes on that functionality.

If you are going to use this type of service for showing a video, the best option is a physical connection to the display.

Is this legal? Kind of depends who you ask and when, but this summary on the Common Sense Media site does a decent job of covering this question. Briefly, legitimate educational use in an in-person setting is okay but there are some drawbacks to using a personal account.

Wouldn't this work on Apple TV if we installed the vendor apps? Yes, but then you'd be logging in to that app on that device with your personal account. We have no way to control that or protect the account, and it also increases the likelihood of personal streaming accounts being locked down or flagged for violating terms of service.

Why don't we just get a bunch of district streaming accounts? As far as we can tell, the use of personal accounts on streaming services to access content is not documented in a way where the district can even begin to determine the actual needs to support the curriculum.

What about alternative streaming services that are targeted to school use? As noted above, we do not have good data on the amount of usage and the specific content (movies) being shown. Exploring other options needs to start with an accurate picture of the needs. Open to suggestions on how to gather that data.

When OS versions become available and are certified to be compatible in our environment, the tech department recommends you update as soon as possible.

macOS Monterey

• Monterey is available for upgrade in Self Service. Directions are available at this Tech Tools article. You need at least 40 GB free disk space and to be plugged into power.
• Mitel Connect users please do not upgrade. There is a compatibility issue and the app will not launch. If the only function of Mitel Connect you use is to check voicemail we can verify you are being sent email notifications with voicemail messages attached.

iPadOS 15

• iPadOS 15 and above are available to everyone. Update by going to Settings > Software Update on your iPad.

tvOS 15

All district Apple TVs are automatically updated to run the latest tvOS version. There have been some reports of Mac wireless dropping when using AirPlay. If that's the case, upgrade the Mac to Monterey and see if the issue persists. As always, open a ticket (helpdesk@shakopee.k12.mn.us) if you're having trouble with AirPlay.

One common barrier for installing MacBook updates is a lack of space. This is especially true on older devices. To help with this, we have increased our options in Self Service for uninstalling larger programs. Once an update is completed, you can reinstall these programs.

Uninstallers are available for:

• GarageBand
• iMovie
• Microsoft Office (all except Outlook)

The most current version of the Tech Report has been added to the Tech Tools page that archives current and previous reports. These reports give a broad overview of department work with a specific focus on items related to the Capital Projects (Technology) Levy.

One item of interest that is a change from current practice: We believe that we can maintain our fleet of devices without requiring a device insurance fee. Therefore, we will be eliminating the device insurance fee starting with the 2022-2023 school year.

Here are some recent and updated articles worth checking out...

We continue to implement a software review process. A number of web-based learning and teaching tools and other software have been submitted for review. All of those requests and the documentation collected along the way as part of the review process is openly viewable to all staff in the google share drive called "Technology - Process - Software Review".

A summary sheet with all requests so far has been added to make it easier to review submissions and status.

A point to reiterate: We have the ability to create an open process and transparent communication within the district to make the experience of using on-line resources and apps easier for students, eliminate redundancies, and potentially save money. Overhauling how we manage software subscriptions may have some pain points along the way but is ultimately the right thing to do.

The May 2021 newsletter summarized the reasons why this is necessary, if you would like to review the backstory on this process.

Recently reviewed sites and status

Learning A-Z Programs (most notably RAZ Plus)

Used mostly at K-5, we currently have subscriptions managed by not less than 19 different account coordinators across the district. Working with vendor to try to centralize this licensing, in order to ensure we are getting best pricing and to allow us to use automated rostering and logins through Clever. The district spent over $26,000 on A-Z licensing last year.

Spreadsheet with all currently documented license data.

We are continuing to consolidate account management in order to have more clarity on usage and better opportunities for efficiency and cost savings.

Discovery Education

This site is currently used at K-5. It will not be renewed for 2022-2023.

Smore Newsletters

We currently have a district-wide license for Smore. New licensing includes the full functionality, most notably the translation features that we believe is a great option to have in our toolbox for home-school communications. TECH TOOLS - SMORE NOTES.

Reminder to any previous individual account-holders who purchased with a P-card - please verify that auto-renewal is not set up for the account and be prepared to pursue a reimbursement from Smore if such a renewal occurs.

Apple Device Updates

We will have the usual new device roll-outs in fall. 2nd and 6th grade are 9th gen iPads. 9th grade is M1 model MacBook Air. For 9th grade we are switching from padded sleeves to clear plastic clamshell covers in an attempt to better protect and increase lifespan of devices.

We will do a final round (for this cycle) of staff device swaps. All 2015 model MacBook airs (any that used the old MagSafe charger) should be retired from the environment by the end of December. All 2018 model of MacBook Air will be reassigned to sub and student teacher use, and to the shared MacBook carts at East and West.

Chromebooks

Dell model 3120 Chromebooks have reached end of software support, meaning they will not install newer versions of ChromeOS. They will be retired from the environment and will not be replaced at this time. We will monitor demand to determine future replacement cycle needs.

Audio-Visual Updates

Audio-visual system replacements are scheduled for the following locations, hopefully during summer but likely spilling into fall or beyond depending on supply chain issues:

• Sweeney 2nd floor and remaining Kindergarten rooms
• East north wing (207, 208, 212, 213, 215, 216, 217, 218, 220, 221, 224, 226)
• West various rooms (101, 102, 114, 116, 118, 122, 123, 124, 125, 126, 144)
• HS Commons (original projector above food service area)
• District Office 105 (former Threads for Teens space)

Typical update will include removal of SmartBoard (where applicable), new short or long throw projector, removal of VGA inputs/addition of HDMI input, new control system, and audio system updates where needed.

The IT department is planning major changes for authentication and application access management starting Spring 2022.

Single Sign-On (SSO)

We will be implementing ClassLink for SSO. ClassLink will provide a portal which is a single point with which to access all district sites, apps, and resources. You will sign in once to the ClassLink portal and then be able to access Google, Canvas, and nearly every other digital resource without authenticating again. This will be available across every platform - Mac, iPad, PC, and Chromebook. ClassLink also has student friendly sign in options such as badges (QR codes) and facial recognition using a device's camera.

Rostering

ClassLink includes a rostering solution which will connect to most common services. For example, Amplify, IXL, and XtraMath rostering can all be done through ClassLink. The end result is more consistent data available more quickly across most common services.

MFA (Multi-Factor Authentication)

Security process that uses multiple factors to confirm you are who you say you are. The first factor is your regular username and password. The second factor can be something like...

• Smart phone authenticator app
• Biometric such as fingerprint, voice or facial recognition
• Hardware token

MFA is an extremely important security layer to protect against common attacks like phishing. Most likely you will only be prompted for a second factor every 30 days, when logging in from a new location, or if there's some other anomaly like an attempted login from outside the country.

The fastest and best way to get help is by opening a ticket using one of these contact methods. Sticky notes, direct emails, and yelling, "Hey, you guy!" down the hall all have their own charm, but at ultimately not as effective as opening a ticket. We do accept gifts of candy and baked goods.

E-mail: helpdesk@shakopee.k12.mn.us

Web: https://whd.shakopee.k12.mn.us/

Phone: 952-496-5100

If you need a call-back please add a good number and time to contact you in ticket.

Whenever possible and necessary we may also use remote support tools such as Splashtop to assist you.

Details help! For instance, student name and ID number is useful when submitting a ticket in regards to a student issue. Or letting us know if you already tried common troubleshooting steps such as restarting. "Student 123456 had this specific problem on their iPad starting at 9 AM this morning." is a much more useful starting point than "I have student with a problem." We appreciate the detail and it helps speed up the process of resolving an issue.

Email: helpdesk@shakopee.k12.mn.us
Website: https://techtools.shakopeeschools.org/
Location: 1200 Shakopee Town Square, Shakopee, MN, USA
Phone: 5100