Information Technology

Volume 1 Issue 4

Congratulations as we near the completion of another successful school year! We here at IT are amazed at everything you do to inspire and enrich the lives of your students, your co-workers and the APS community. Thank you!!!

Contents:

- New and Improved
  • School Messenger Text Messaging Coming in 2016-17 School Year
  • Online Registration Tool
  • Online Address Change Tool
- Security
- Did you know. . .
- Upcoming Events

New and Improved

School Messenger Text Messaging Coming in 2016-17


Text messaging will be added as an enhancement to the existing School Messenger phone and email communication system that Aurora Public Schools currently uses. This will be an optional service for parents, guardians and staff beginning with the 2016-2017 school year.


The only requirement to receive text messages will be to ensure a valid cell phone number is on file in Infinite Campus or Oracle. After that, a simple “opt-in” process by the parent or staff member enables the text messaging feature. Designated school and district staff will now have the option to send messages via phone call, email, text message or a combination of all three to parents and/or staff members.


Please remind parents and guardians to provide a valid cell phone number on their Student Verification Form if they are interested in receiving text messages

Online Registration Tool


This summer will bring a new and simpler Online Registration tool. Our present OLR process was developed to encompass all the forms that the District uses. It was over-engineered and not user friendly.

The new OLR tool will be linked into IC and commit verifications to ensure all data is properly entered and correct. Thus, providing parents the ability to complete the OLR process from home, at school or they can still visit Central Admissions for assistance.


  • Applications will be electronically submitted to Central Admissions for approval. Once approved, the data will be submitted into IC.
  • An E-mail will be sent to the parents and the school.
  • School will create the line of enrollment and the student will be set to begin school.


Later this summer there will be more communications on the roll out of this great new tool.

Change of Address Online Tool


Centralized Admissions and APS Information Technology are introducing the new online Change of Address Online Tool designed by the APS IT Department. This tool is now ready for use by APS families..


The new Change of Address Online Tool will make the process much more convenient for APS families since they will no longer need to travel to Centralized Admissions. Parents can make address changes at their students’ school, thus giving schools the opportunity to work directly with their families with support from Centralized Admissions Staff.


Appropriate school staff have been trained on the new Change of Address Online Tool, as well as on acceptable documentation for proof of residency per APS policy.

Security

As custodians of sensitive data, we at APS must each do our part to protect this data from falling into the wrong hands. We are a prime target for cyber criminals who would use this data for financial gain. This data if lost or stolen could result in financial loss, identity theft, blackmail, etc.
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The value of sensitive data on the criminal market aside, consider the impact to you and your family if your information were to be stolen and used for identity theft.


The bottom line is that sensitive data is a target for cybercriminals and hackers and we all need to do our part to protect it.


What You Can Do


Protecting data is everyone's responsibility. Here are a few things you can personally do to protect sensitive or confidential information.

  • Identify the kinds of sensitive or confidential data that you work with.

  • Speak with your supervisor if you are unsure whether the data you work with needs extra protection or if you ever have to make an exception to storing or sending sensitive data.

  • If you ever receive sensitive or confidential information via e-mail, contact the IT Service Desk to have it removed from a possible public records search.

  • If you ever need to use a laptop off-site and plan to store PII/PHI or other sensitive information on it, contact IT for encryption solutions.

  • Consider where you are storing information.

    • Don't keep copies of any sensitive data on your local hard drive.

    • Don't keep sensitive data on network shares that everyone at work can access.

    • Keep sensitive data in a folder accessible only by the people who need access to the data. Contact your Supervisor or S IT if you are unsure how to do this.

  • When you're finished with any printed copies of sensitive information, shred it.

  • When you're done working with any electronic working copies of sensitive data, delete it from your computer.

  • Workstations should have a screen saver activated that is password protected. The interval for activation should be between 3-5 minutes. This will provide adequate insurance against the walk-by use of workstations that are "up" (operating).

Did you know. . .

. . . the Password Reset Tool Business Cards are now available. These cards are available upon request and will be a nice addition to the beginning of the school year for both new and existing staff members.

. . .If your laptop battery is fully charged all the time, you will lose up to 20% of your capacity every year, no matter what you do. Make sure to discharge the battery sometimes, and if you spend most of your time plugged in at a desk, you would be better off running the battery down to half, and then simply removing the battery and storing it in a cool place.

Upcoming Events

Currently - Windows Updates: Due to the online assessment window now being closed, IT has enabled the automated Windows update process. Please allow all updates to run upon Shutdown and complete upon Startup.

Saturday June 11
- Downtime Maintenance: In order to maintain strong availability (uptime) and minimize system downtime, the APS Information Technology team requires preventive maintenance windows to update hardware and software. These maintenance windows require APS systems to be taken offline (aka “powered down”) to install or upgrade hardware and software.


Project Management – Summer, 2016

It will be another busy summer for the IT Department. There are several District Construction projects that will impact our technicians.


Several mobile classrooms are being relocated this summer:

  • Vista PEAK High School and Iowa Elementary are receiving one 2-classroom mobile each, moving off of Kenton. At the same time, a new 8-classroom mobile is being ‘built’ at Kenton. This will address over-crowding issues at each of these schools.
  • Also moving is a 2-classroom mobile from Sixth Ave Elementary to Iowa Elementary.


Other construction projects include:

  • Dartmouth – An abatement project that affects the southern wing of classrooms. This project will necessitate the removal of all furniture, equipment and technology from 17 classrooms, plus the Media Center. The project is fairly large and complicated and will necessitate a late start for the 2016-2017 Dartmouth school year.
  • Dalton is getting a new water system throughout the building which will affect the office and day care program. The office staff and day care program will be moving to Columbia for the summer.
  • TH Pickens will be beginning a remodel project that will span a year or more. They are adding a Culinary/Catering program which will involve a new catering classroom and relocating other programs in the “A” Building, along with a new, higher capacity water line to the building.