staff laptop letter - Reed Union School District

Hello Everyone,!
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We hope you are excited for the new staff laptops you will receive shortly. This is an
informative piece on what is different about them compared to previous years, and also
included are tutorials for the most common questions and requests. If you are a Reed
teacher, please make sure to go to the end of this document and follow the steps for
“Reed Interactive Boards.” Your board’s interactivity will not work without following these
steps.!
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All of the new staff laptops are managed by the RUSD IT Department. No one is
exempt, including administrators. Yes, even Steve. By having these managed, IT can
reliably update machines for software and security without touching each machine. This
will allow IT to work more efficiently and ensure these tools are in the best possible
shape for its most important task - teaching. We can also alter these machines remotely
as needs arise to better fit your professional needs. Many of the issues that were
present before, such as Java not running for PowerSchool last year, will be less of an
issue as we can act preemptively and fix the problem before you even see it.!
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One of the differences you may notice is that your account can not be used to authorize
the system (running an installer package, unlocking system preference panes, etc). If
you have a piece of software that you need for teaching, please let us know, and we will
remotely install it for you. You are free to install any application via the Mac App Store
with your own Apple ID. We’ve already received requests for Evernote, and that can be
installed by you via the Mac App Store.!
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Some of the installs/updates will be automatically pushed out to your computer security updates, Java updates, Flash updates, Office updates, etc. Others, such as
Dropbox, is not used by every staff member, and will be available to you via Self Service
(to be explained below) so only those who want it can install it.!
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Reed and Bel Aire teachers probably noticed the presence of the content filtering
system as it is new to you this school year. Del Mar teachers have had it for the past
couple years. Once you start using your new staff laptops, your Internet access will be
completely unfiltered. The filtering system detects you are a staff member and will give
you full access. Your laptop only reports to the filtering system when you are on the
RUSD network. If you are outside of the RUSD network (a coffee shop, public library,
your house), it does not talk to the content filtering system whatsoever, and it does not
log any information about your Internet activity.!
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We want to be completely transparent on how these machines behave, and you may
have questions and concerns that are not covered here. Please email them to
support@reedschools.org, and we will be happy to answer them.!
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Thank you.!
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RUSD IT!
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Tutorial!
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Password Change!
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First things first. Let’s change your account’s password. We gave you generic
passwords (“delmar” “reed” “belaire” or “district” depending on your assignment), but as
you know, these are very weak passwords and we would like you to change it. To do so,
please follow these steps. Please note passwords can only be changed when you’re at
one of the campuses.!
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1. Open System Preferences (in Applications folder), and click on “Users & Groups.”!
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2. Click on “Change Password.”!
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3. Type in your old password and your new password, then click on “Change
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4. Log Out of your computer, or simply restart the machine.!
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5. Log in to your machine with your newly created password (your user name is first
initial last name, or jsmith in the case of John Smith). Upon successful log in, you will be
presented with this. Click on “Update Keychain Password” on the right.!
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6. Then you’ll see this. It may be counterintuitive, but enter your OLD password here,
and the system will update your keychain to use your new password.!
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Data Transfer!
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Since your new laptop’s storage is smaller than your old machine, we can not move
your data for you as we will not be able to determine what is professional data vs
personal data. Every staff member should have an external hard drive supplied by the
District. We recommend you only move work data, and copy your personal data
elsewhere such as a personal computer you own. Here, we explain two methods of
copying your data.!
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If you have a Time Machine backup:!
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1. Run Time Machine on your old laptop to ensure your backup is current.!
2. Connect your Time Machine drive to your new laptop.!
3. Navigate to the alias “Latest” in the Finder on your backup drive. It is at “name of
your back up drive”/Backups.backupd/“name of your computer”/Latest!
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4. As long as you’re navigating within the “Latest” folder, you are looking at your most
current data. Your user folder is in Latest/Macintosh HD/Users/“your name”/ From there,
you can simply drag files and folders you need to your new laptop. For files and folders
that you created, such as lesson plans, worksheets, etc. you can place them wherever
you wish on your new laptop. Desktop and Documents are probably common
destinations. Our recommendation is that you only transfer work files and not personal
files, but if you wish to transfer your iTunes Library or the iPhoto Library, and if it’s small
enough to fit on your new computer, please make sure the iTunes Library folder is
copied to the Music folder and the iPhoto Library is copied to the Photos folder. As long
as this is done, your new computer will recognize them.!
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If you do not have a Time Machine backup:!
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1. Connect your District supplied hard drive to your old laptop, and copy all files you
want transferred manually to the external hard drive.!
2. Eject the hard drive from your old laptop and connect it to your new laptop. Drag and
drop the files from your external hard drive to the new laptop. If you wish to transfer
your iTunes or iPhoto libraries, please see step 4 above.!
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Self Service!
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We plan to make applications and other services available via Self Service, which you
will find in the Applications folder. It may also be in your dock. We will notify you when
there’s something new and important, but you can launch it to see if there’s anything
new at anytime. We are aware that many of you rely on Dropbox, and that will be one of
the first applications we make available via Self Service.!
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1. Launch Self Service.!
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2. Find the app or service you would like to run, and click “Install.”!
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Printing!
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To help conserve resources, staff printing will use the same print management system
that Del Mar and Bel Aire students use. The amount of print credits for staff is yet to be
determined, but each black and white print job costs 1 credit, and color jobs costs 5
credits. You can check your credit at any time while using the RUSD network by
launching “PCClient” in your Applications folder. !
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If you click on “Details,” it’ll take you to a webpage that you can log in using the same
log in info as your laptop and it’ll give you more detailed information such as printing
history, credits used, etc.!
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You can print without running PCClient. It is mostly there so you can easily see what
your print credit balance is. However, if you have a multi-page print job that you want
duplexed, PCClient must be running. When you attempt to print a multi-page print job to
a duplex capable printer, it will ask you if you want the job to print in duplex mode or not.
If you prefer to have PCClient running on your computer at all times so this is automatic,
please let us know, and we can make it so. We did not set it as a default since we
thought most people will find it annoying.!
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Email Application Setup!
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Some of you prefer the gmail.com website, others prefer the Mail.app. The choice is
completely yours. If you wish to use Mail.app, please follow these directions to configure
it with your account.!
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1. Launch Mail.app in the Applications folder (or the Dock).!
2. Even though our email accounts are Gmail, choose “Add Other Mail Account”!
3. Type in your information, click “Create,” then click “Next.”!
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4. Make sure “IMAP” is selected on the top. Mail Server is “imap.gmail.com” and make
sure to enter your entire email address (instead of just the user name) for “User Name.”!
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5. The SMTP server is “smtp.gmail.com” and just like the previous step, make sure to
enter the entire email address for “User Name.” Type in your password, and click on
“Create.”!
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Time Machine!
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You received a new external hard drive along with your laptop (Bel Aire teachers already
have drives from last year). This drive serves two purposes. Initially, it is used to transfer
your data from your old laptop to the new one, and afterwards, it will be your Time
Machine backup destination. Please follow these steps to configure Time Machine for
your system.!
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1. Connect your external hard drive to your laptop.!
2. Open System Preference, and click on “Time Machine.”!
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3. Click on “Select Backup Disk.”!
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4. Select your drive, and click on “Use Disk.” If you click on “Encrypt backups,” your
hard drive will become read/write-able only with a password you set. This is more
secure (if you loose this drive, it will be useless to anyone without the password) but
make sure to never loose this password if you choose this option.!
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That is all for now. Please occasionally run Apple’s software update to receive anything
Apple updates. If you have any questions or support requests, please email
support@reedschools.org and we will be happy to assist you. We hope you enjoy these
MacBook Airs.!
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Reed Interactive Boards:!
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If you are a Reed teacher, please follow the steps below to ensure your interactive
whiteboard works with your new laptop.!
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1. Find the folder “Easy Interactive Driver Ver.1.02” in your Applications folder, and
select “Easy Interactive Driver,” but do not launch it.!
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2. While “Easy Interactive Driver” is selected in your Finder window, hit the keys
“command I” (I as in Information). Alternatively, you can go to the menubar, click on
“File,” and select “Get Info.” You should see a window like below. Click on “Prevent App
Nap” and make sure the check mark is checked. Otherwise, your interactive whiteboard
will not work properly. After this is checked, you can close this window.!
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3. Find “Easy Interactive Tools Ver.2” in the Applications folder, and select “Easy
Interactive Tools Ver. 2.11” and just like the above step, “command I” it.!
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4. Make sure “Prevent App Nap” is checked, and close the window.!
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