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  • 1.  How does your school manage technology access for substitutes?

    Posted 03-03-2025 03:06 PM

    Hello all, 

    How does your school manage technology access for substitutes? We aim for a 'Click and Teach' experience, where subs can easily access and present teacher-shared Google Slides or Docs. Teachers share their lessons with the sub coordinator who then makes sure the correct sub has access to it. Currently, we provide subs with MacBooks (AirPlay-enabled), but our process for granting access to the shared lesson materials needs improvement.

    We are a Google School using MacBooks with Mosyle as our MDM. With anywhere from 10-30 subs daily across PK-12, we're looking for ideas on streamlining access while maintaining security. How does your school handle this?

    Thank you! 


    #TeachingandLearning
    #ITSystemsandSupport

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    Jennifer Hencken
    Educational Technology Specialist
    Lake Highland Preparatory
    Orlando Florida
    407-206-1900 ext. 3239
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  • 2.  RE: How does your school manage technology access for substitutes?

    Posted 03-04-2025 08:24 AM

    Hi Jennifer,

    We use iPads for our subs that are signed into one of our sub accounts (We have 10). The sub accounts have access to a shared google drive folder that our sub coordinator drops a copy of the sub lessons in. On the iPad, we have how to videos for casting help linked on the home screen and the background is a list of important phone numbers if they need help during the day. We've tried to make it the one thing they need to navigate their day. I'm happy to connect with more specifics, but this system seems to work pretty well.

    Best,



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    Justin Whitford, TLIS
    St. Mark's Episcopal School (Houston, TX)
    Houston, TX
    jwhitford@stmes.org
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    Original Message


  • 3.  RE: How does your school manage technology access for substitutes?

    Posted 03-05-2025 08:17 AM

    Jennifer,

    I've seen it done a few ways. The way that we currently employ is to provide a designated sub account the sub will use for the day that allows them to login on a Windows laptop. These laptops are managed by the division office. There is a shared folder that the sub account will already have access to that teachers or division administrative assistant will have deposited any necessary digital files in. This then allows the sub to have the necessary files to complete lessons for the day. The sub does not have access to any team digital folders or SIS. We still have subs operate with paper for a number of things as class rosters and other possible lessons are always on hand in a sub folder in the classroom, which the teacher will have prepared ahead of time. Of course teachers are expected to update these folders as necessary. 

    It does make me think about possibly providing a guide for subs that would maybe make it easier to get started.
    Do you provide each sub with their own login account?

    Take care,

    Gary



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    Gary Pelton
    Ravenscroft School
    Raleigh NC
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    Original Message


  • 4.  RE: How does your school manage technology access for substitutes?

    Posted 03-05-2025 10:17 AM

    We don't have per diem subs for Upper School -- teachers in US cover each other's classes and/or assign independent work if they're out.  For Lower and Middle Schools, we have loaner (Windows) laptops (3 in LS, 2 in MS) in the divisional offices that subs can pick up on their way in for the day.  All subs have their own school email/AD account and can use that info to log into the laptop.  Teachers share sub plans through Google Drive with both the sub themselves, and in LS, the interactive flat panel in the room (we have Google "device accounts" named for the classroom that are signed into each IFP and not used anywhere else, and can have Gdocs/Gslides shared with them).  Subs send attendance to the divisional office via email and the administrative assistant there handles inputting it into the SIS. 

    Subs for the divisional administrative assistants receive special training and have delegate access set up for the admin assistant's email. 

    We discourage password sharing, with mixed success, and we don't do generic accounts, as they create security and accountability holes.



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    David Fulton-Howard
    Interim Director of Information Technology
    McDonogh School
    Owings Mills, MD
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    Original Message


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