Remote Learning Support

GUIDING PRINCIPLES

These two documents will help you transition your class to remote learning:

GETTING STARTED

Steps for Administration

In order to proactively prepare for a functional school closure, the following is strongly recommended prior:

1. Two-Way Video Conference Consent forms

For all students that do not have consent forms on file, it is recommended that you send these fillable consent forms home now. Once the forms are returned, students must have the “36 Two-Way Video Conferencing Office 365 Permission Granted” code entered into MyEd BC in order to use two-way video conferencing functionality. A reminder when entering into the MyEd BC system:

If a form is not returned then no code should be entered (the student will not have 2-way video)
If a form is returned and consent given, the code “36 Two-Way Video Conferencing Office 365 Permission Granted” should be applied
If a parent actively refuses two-way video consent, via phone or email the code “36 Two-Way Video Conferencing Office 365 Permission Declined” should be applied

*Note: these forms only need to be sent home for students/families that have not provided consent yet.

Download Consent Forms

2. Loaning technology to Families

It is important to identify the families that will require technology should the school need to transition to online learning. Having a list now will make it easier for the schools to get technology into the hands of students. Risk Management and Information Management Services have been working together to establish a process and system for centralized, electronic tracking of loaned computer devices. Centralized tracking is necessary for two reasons: 1) risk management including possible insurance for losses and 2) tracking the devices for IMS re-imaging upon their return. We are requesting your assistance in populating an Excel spreadsheet in standardized format that can be amalgamated by IMS. The spreadsheet for each school has been added to a folder in a Microsoft Team called “SD36 Device Loan Tracking.” General information and your tracking spreadsheet will be located in the Files tab. If you need to be added to the SD36 Device Loan Tracking Team, please contact David A'Bear for the join code.

To start, P/VPs and clerical have been provided access to your own site files. If you require additional staff to access your files, please log a call with the IMS Service Desk.

As devices are returned, please document the return on the “Loaner Device Return” Form and log an IMS Service call so that the device can be re-imaged.

SD36 Device Loan Tracking FAQs

Where are the files on the SD36 Device Loan Tracking Team?

Click on the Files tab to access general information documents and your school's Loan Tracking spreadsheet.
You should only see the _Information folder and folders you have access to including details on the return process and a return form to use
By default, P & VPs and clerical should see their own school folder. P & VPs can log an IMS call to have additional staff added to be able to update the tracking spreadsheet.

Do we need to record all district devices in the spreadsheet?

No. Only devices that are not normally assigned to specific staff or students need to be recorded. Assigned devices do not need to be cleaned or re-imaged.

Do we need to fill in every column in the spreadsheet?

No, but the more complete the data collected, the easier it will be for our department. All devices flagged in the spreadsheet as either lost will be followed up with by Risk Management and IMS.

How will the district use this information?

Both Risk Management and IMS will use this data to gauge financial risk, budget for losses, and provide a coordinated process to prepare the devices for use again.

3. Student Passwords

Teachers should ensure that all of their students’ passwords are active and passwords are current. Classroom teachers can reset or retrieve passwords in the Hub. Are there new students in the school that require Surrey Schools username and password for Office 365? If yes, please log a ServiceDesk request with IMS and provide student information. Once created, it can take a day or two for the student to gain access to Office 365 and the many district-purchased digital resources that are connected to it.

4. Classroom Teams and TTOCs

The principal and/or vice principal need to be invited to each classroom teacher's class team as an owner (school admin must be added by the classroom teacher). This will allow admin to create announcements within the class team when the teacher is absent.

Once the office is made aware of an absence, admin will need to make an announcement in the General channel of the class team that states:

"[Classroom Teacher's Name] is absent today and there will be a TTOC teaching the class today. Rather than our usual start time at _______ your teacher for the day will begin the online meeting at 9:15 a.m. In the meantime, you can work on an assignment from your Choice Board or start an activity from the Playlist.”

Learn how to make an announcement

Once the TTOC arrives, office staff will provide them with a TTOC folder, which includes the join code for the class and the TTOC Guide to Microsoft Teams. Please make sure that the TTOC has access to a device for the whole day (preferably a laptop or a desktop computer).

Using a Join Code to add members

At the end of the day when the TTOC checks in with office:

collect the laptop back for disinfecting
confirm whether the TTOC is in the same assignment for the next day
if TTOC is not returning to same job assignment the next work day, then admin need to remove the TTOC from the class team

**Please note that when you remove the TTOC from the team, their name may still remain in the assignments, but they are not active in any way.

5. LST / Counsellors

Consider how your non-enrolling staff will be connecting remotely with students they directly support.

Steps for Teachers

In order to proactively prepare for a functional school closure, the following is strongly recommended prior:

1. Student Passwords

Teachers should ensure that all of their students’ passwords are active and passwords are current. Classroom teachers can reset or retrieve passwords in the Hub. Are there new students in the school that require Surrey Schools username and password for Office 365? If yes, please log a ServiceDesk request with IMS and provide student information. Once created, it can take a day or two for the student to gain access to Office 365 and the many district-purchased digital resources that are connected to it.

2. Create a Class Team

Create your class team and add all of your students to your team. If their name does not show up when you search for them, it means they are not in MyEd. Log a ServiceDesk request with IMS to have the student added.

Once you have a class team, get familiar with the Teams app and learn how to use it to teach your class remotely. You can download Microsoft's quick start guide to Teams to learn about all the different features of Teams, and this one-pager has lots of helpful tips for running Teams meetings.

Students can sign in to Teams at the Surrey Schools Office 365 Login page or http://teams.microsoft.com. They can also download the Teams app to their computer or mobile device (which is highly recommended).

You can send parents the Family Guide to Microsoft Teams to help them get acquainted with the app.

3. Classroom Teams and TTOCs

Add your principal and/or vice principal as an owner to your class team. This will allow admin to create announcements within the class team when the teacher is absent.

Once the office is made aware of an absence, admin will need to make an announcement in the General channel of the class team that states:

"[Classroom Teacher's Name] is absent today and there will be a TTOC teaching the class today. Rather than our usual start time at _______ your teacher for the day will begin the online meeting at 9:15 a.m. In the meantime, you can work on an assignment from your Choice Board or start an activity from the Playlist.”

Learn how to make an announcement

Once the TTOC arrives, office staff will provide them with a TTOC folder, which includes the join code for the class and the TTOC Guide to Microsoft Teams. Please make sure that the TTOC has access to a device for the whole day (preferably a laptop or a desktop computer).

Using a Join Code to add members

At the end of the day when the TTOC checks in with office,

collect the laptop back for disinfecting
confirm whether the TTOC is in the same assignment for the next day
if TTOC is not returning to same job assignment the next work day, then admin need to remove the TTOC from the class team

**Please note that when you remove the TTOC from the team, their name may still remain in the assignments, but they are not active in any way.

4. Tips for Teachers

Scheduling

SCHEDULING

Working Smarter, Not Harder

When planning instruction for your blended class, remember to focus on a schedule that allows for whole group, small group, and one-to-one instruction. Sticking to a consistent daily schedule will also help you minimize how many meetings you need to set up in your calendar:

Whole group: Start each day with a morning meeting where you do a temperature check, discuss the shape of the day and then begin the first activity. End each day with a wrap up meeting where you review the day, address any questions students may have and have a closure activity.
Small group: You can set up channels for different small groups. Just as you might group your students into colours in the classroom, you can create channels with different colours so that students know which channel to join. These channels are great for small group activities such as intermediate book clubs or primary guided reading
One-to-one: It is important to find time to check in with specific students, as you would in class.
If students are working on an independent inquiry project during each afternoon block, you can use that time to schedule one-to-one conference times with students as well.

Sample Schedules

Activities