recommendation for 1 to 1 technology in richmond … recommendation...recommendation: laptops for...

Recommendation for 1 To 1 Technology in

Richmond Community Schools

December 2015

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Contents Overview ......................................................................................................................................... 4

Recommendation: Laptops for Students 5-12 and iPads for Students K-4 .................................... 4

Resource Alignme nt ................................................................................................................... 5

Student Laptop Procedures ........................................................................................................ 7

Responsibilities ....................................................................................................................... 7

Laptop Orientation .................................................................................................................. 7

Programs, Files, Syncing and More ......................................................................................... 8

Use at School ........................................................................................................................... 9

Use at Home ............................................................................................................................ 9

Misuse of Laptop ..................................................................................................................... 9

Legal Guidelines .................................................................................................................... 10

Returning Your Laptop .......................................................................................................... 10

Summer ................................................................................................................................. 10

Laptop Protection Plan ............................................................................................................. 11

Expectations .................................................................................................................................. 11

Teachers Using Technology ...................................................................................................... 11

Students Using Technology ....................................................................................................... 12

Goals and Objectives for RCS 1:1 Initiative ................................................................................... 13

Technology Goals ...................................................................................................................... 13

21st Century Students ............................................................................................................... 14

College and Career Ready ......................................................................................................... 14

Impact on Student Learning...................................................................................................... 14

Integration of Technology into the Curriculum ........................................................................ 15

Professional Development Plan .................................................................................................... 16

Staff Development Team .......................................................................................................... 16

Goals of Professional Development .......................................................................................... 16

Role of Media Specialists .......................................................................................................... 18

5 Key Areas of 21st Century Media Specialists ..................................................................... 19

Implementation Plan and Strategy ............................................................................................... 19

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Pre-Staging ................................................................................................................................ 20

Staging and Set Up .................................................................................................................... 20

Student Laptop Deployment Procedures ................................................................................. 20

Meeting Agenda .................................................................................................................... 20

Laptop Distribution Duties .................................................................................................... 21

After Distribution .................................................................................................................. 22

Laptop Deployment Day Roster ................................................................................................ 22

End of Year Laptop Collection ................................................................................................... 23

For all Students ..................................................................................................................... 23

For Seniors ............................................................................................................................ 24

For 8th graders ...................................................................................................................... 24

Inventory Databases ............................................................................................................. 24

After Collection Procedures .................................................................................................. 24

Evaluation ..................................................................................................................................... 25

Community Goals .......................................................................................................................... 25

Financial Information for Recommendation ................................................................................ 25

Basic Financial Background ....................................................................................................... 25

Funding the Plan ....................................................................................................................... 26

Sustainability of 1:1 ................................................................................................................... 26

Textbook Waiver and Textbook Reimbursements ................................................................... 27

Curricular Materials .............................................................................................................. 27

Red Devil Defense Plan: ............................................................................................................ 28

Staffing Needs for 1:1 Program ................................................................................................ 28

Other Needs .............................................................................................................................. 28

Forms ............................................................................................................................................ 29

Appendices .................................................................................................................................... 41

Appendix A: “Board Presentation – 1 to 1 Recommendation” .................................................... 41

Appendix B: Example Use of Textbook Fees ................................................................................. 45

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Overview We know that technology does not stand alone. Richmond Community Schools is

committed to the use of technology as a key educational facilitator for the 21st century

learner. As outlined in the document called Richmond Community School Strategic

Technology Plan it’s imperative that we understand and meet the needs of today’s

students.

Today’s students know what it’s like to be connected in ways that have never been

available in the past. It’s important for us to use those connected values and skills to

offer an education platform powerful enough for them to be prepared for college and

careers in the future. A key part of meeting those needs is to ensure each student has

the learning device and platform necessary to succeed today and in the future.

To that end, a 1 to 1 program, branded “PowerUp: Education Through Innovation”, is

presented here as a recommendation. This document, in conjunction with the Richmond

Community School Strategic Technology Plan, School Board presentations, and

teacher discussions, and industry research, recommends a 1 to 1 program for

Richmond Community Schools students and faculty that integrates the technology into

the learning structures of today’s classrooms at Richmond Community Schools.

Recommendation: Laptops for Students 5-12 and iPads for

Students K-4 Our recommendation for a 1:1 mobile device strategy for students at Richmond

Community Schools has two major components: grades K-4 and grades 5-12.

The following is the recommendation for students in grades K-4:

Re-use devices from grades 5-12

Grades K-3: 5 iPad Carts per Elementary Building

Grade 3 & 4 Hibberd: 1 Shared iPad Cart & 1 Shared Laptop Cart

Grade 4: Shared iPad Cart & Shared Laptop Cart

The carts provide teachers access to devices for in-class curriculum needs, such as

project-based learning activities, formative assessments, usage of iPad apps, writing

prompts, access to online curriculum resources, research, student collaboration, and

more.

The following is the recommendation for students in grades 5-12:

Issue new laptop devices to each 5th through 12th grade student

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Devices will be take home

Issue new device to teachers grades 5 to 12

Purchase approximately 2,950 laptops

To see the PowerPoint presentation of the recommendation, see Appendix A “Board

Presentation – 1 to 1 Recommendation”. This presentation was delivered at the

November 23, 2015 School Board Meeting.

Resource Alignment

To provide an overview of the current inventory of devices and how those devices will

be re-used for the 1 to 1 program, see the following two tables. Table 1 lists each

school, the mobile devices assigned to each school, and their primary classroom uses.

Table 1: Mobile Devices In Our Schools

School Mobile Devices Uses

Charles 3 iPads carts of 26 K-2: Share carts for iPad apps and assessments to drive instruction.

3-4: 9 in two classes; 8 in one class. Used for learning centers, assessments, iPad apps, LMS (learning management system) activities.

1 small set of 8 iPad Minis used mainly by KG for apps and centers.

Crestdale 4 iPad carts 2 small sets of iPads

4 carts of 26

1 in 4th grade

1 in 3rd grade

1 in 2nd grade

1 in Pre K - 1

2 small sets for interventionists and Special Ed (15 total)

Fairview 5 iPad carts 5 carts

1:1 in 3rd and 4th grade (4 carts total): Used for learning centers, assessments, iPad apps, LMS (learning management system) activities

1 cart shared between K – 2: Used for centers, assessments, and iPad apps.

1 Small set of 10 iPads: shared for interventionists.

Starr 4 iPad carts 4 carts: Carts are shared within building for assessments, iPad apps, LMS activities, and centers.

Vaile 2 iPad carts 2 carts: Main usages include sharing between classes, centers, usage of curriculum-based iPad apps, and assessment taking.

Small Classroom sets. Each classroom has approximately 4 iPads each (30 iPads total): Teachers use these in the classroom for centers,

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science work, ELA work and assessments. If a full-class exercise is required, teachers share their iPads to get the number required.

Westview 2 iPad carts 2 carts: Shared within building. Used for learning centers, assessments, iPad apps.

Dennis 4 iPad carts 2 laptop carts 1 small set of iPads

4 carts shared: Used heavily by the Math teachers for iPad apps and assessments. Media Specialist uses them for instruction, iPad apps, and assessments. 5-6 grade uses them for centers, assessments, and iPad apps.

1 small set of 14 for interventionists.

2 Laptop carts for assessments, presentations, writing assignments.

Hibberd 100 1:1 iPads: Early College Students use 24x7 for required in-school and homework activities. Usages include iPad apps, creating writing documents, presentations, video production and publishing, and in-class assessments.

124 netbooks for LOGOS. Usages include creating writing documents, presentations, video production and publishing, and in-class assessments.

iPad cart Shared between 3rd and 4th grade (26 iPads): Assessments, iPad apps, and classroom assignments.

Test 2 iPad carts 2 laptop carts 2 small sets of iPads

2 iPad carts shared for iPad apps, assessments, and instruction.

2 laptop carts for assessments, presentations, writing assignments

2 small sets of 6 in Media Center and Intervention.

Table 2 shows how the devices listed in Table 1 will be reallocated per the

recommendations for grades K-4 and grades 5-12.

Table 2: Recommended Deployment of Mobile Devices In Our Schools

School Mobile Devices Uses

Charles 5 iPad carts and 1 laptop cart

K-3: 4 iPad carts per elementary

Grade 4: Shared iPad cart and shared laptop cart

Crestdale 5 iPad carts and 1 laptop cart



Fairview 5 iPad carts and 1 laptop cart



Starr 5 iPad carts and 1 laptop cart

. K-3: 4 iPad carts per elementary


Vaile 5 iPad carts and 1 laptop cart



Westview 5 iPad carts and 1 laptop cart


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Dennis 1:1 laptops and 2 iPad carts

All students receive a laptop device.

2 iPad carts

Hibberd 1:1 laptops, 1 laptop cart, and 1 iPad cart


1 laptop cart

1 iPad cart

Test 1:1 laptops and 2 iPad carts


2 iPad carts

High School 1:1 laptops All students receive a laptop device.

Student Laptop Procedures

The Richmond Community Schools (RCS) 1:1 technology program is truly a unique

opportunity to learn using the tools that will be routine in post high school education and

the workforce. The following information gives the details of the RCS Laptop 1:1

Program. Students issued laptops are expected to have them at school each day. If, for

some reason, a student loses his/her privilege to have a laptop, he/she will complete

work without the device.

Responsibilities

RCS will distribute laptops for all students in Grades 5-12. RCS will maintain ownership

of the laptop throughout the student’s enrollment with the Richmond Community

Schools. While RCS owns each laptop, students are responsible for the care and

maintenance of the device. The same laptop will be issued to the student throughout

their enrollment in intermediate school and/or high school. To clarify, a student will be

issued the same laptop for circulation life of the device while he/she is enrolled with

RCS. The Responsible Use Policy (RUP) applies to each student and the Laptop

Agreement must be signed by a parent/guardian before the laptop is distributed.

Laptop Orientation

Students must attend with a parent a fall orientation program to receive their laptop.

Please follow the printed schedule for distribution by grade level, location, date and

time.

Students are responsible for maintaining the laptop. Proper use and maintenance of the

laptop include:

Keeping the screen free from scratches.

Maintaining the battery, ensuring that the laptop is charged for the school day.

Keeping the laptop in a secure location.

Bringing the laptop to all classes or securely storing when necessary.

Failing to bring their laptop to school will not excuse the student from any class

assignments.

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Repeatedly leaving the laptop at home may result in disciplinary action and possible

loss of laptop privileges/possession.

·Malfunctioning or damaged laptops must be reported to the principal/school

personnel or the Technology Department immediately.

Intentionally damaging, abusing and/or misusing the laptop will result in disciplinary

action.

Returning the laptop with normal wear and no alterations.

Responsibility for the entire cost of the repairs to laptops that are damaged

intentionally.

Food, No Laptop — Laptop, No Food!

Programs, Files, Syncing and More

The following are key points to keep in mind as you use your laptop:

The laptops will be synced to an RCS account. RCS will maintain the required

programs on the laptops and cover all expenses for those programs.

Periodic inspection of laptops will be conducted by school personnel to ensure

that no inappropriate programs are installed. Inappropriate programs will be

removed and disciplinary action will be taken. The school/district does not accept

responsibility for lost documents due to a reformat.

Laptops must be surrendered immediately upon request by school personnel.

The programs originally installed by the district must remain on the laptop in

usable condition and easily accessible at all times.

Students may be required to turn in their laptops for upgrades, syncing or

maintenance.

Students are allowed to connect to wireless networks on their laptops. This will

assist them with laptop use while not on school property. Printing will require a

printer (not provided by RCS), proper settings on the laptop, and the correct

program.

Correct procedures for saving and transferring a file to and from the laptop will be

covered in the orientation, and may vary from one teacher to another

Social networking may only be used for curriculum purposes. The necessity for

social networking/communication is being monitored and evaluated for student

use. This is an evolving subject.

DO NOT reset the laptop

DO NOT PLUG into devices at home.

Carry your laptop as you should carry a book.

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Use at School

Students are required to have their laptops at school every day. The laptops should be

charged and ready for a full day’s use. The teacher will manage the use of the laptop in

the classroom. laptops may be used before and after school for educational purposes.

Cameras: Inappropriate use of the camera function as stated in our RUP and Student

Handbooks will result in disciplinary and/or legal action, plus loss of use.

Use at Home

Parents are encouraged to set parameters regarding laptop use at home. The laptop is

a WiFi enabled device and is capable of accessing the internet when wireless networks

are available. Internet access is an important part of the functionality of the laptop.

Every effort will be made to create homework that can be completed on the Laptop.

When necessary, a student’s internet history will be logged and reviewed by RCS.

Parents must be diligent to enforce the Acceptable User Agreement and the Laptop

Procedures when students are using the laptop at home.

Use at home is expected to be handled by the parents.

Misuse of Laptop

As is the case with all technology, there is the potential that the laptop can be used in

inappropriate ways. While on school property, RCS will provide internet filtering for the

device and school personnel will monitor to ensure the device is used properly. The

consequences of misuse at school will be handled accordingly.

The following student or parent activities are prohibited:

Any action that violates school policy.

Any form of cyber-Bullying is PROHIBITED!

Transmitting, accessing, uploading, downloading, or distributing offensive,

profane, pornographic, obscene, or sexually explicit materials.

Hacking or erasing the laptop in any way. Violation of this will result in a fee

charge to reimage the laptop.

Use of chat rooms, sites selling term papers, book reports and other forms of

student work.

Changing of laptop settings (exceptions include personal settings such as font

size, brightness, etc.).

Spamming or sending mass or inappropriate emails.

Gaining access to other students’ accounts, files, and/or data.

Vandalism to hardware, software or data.

Bypassing the RCS web filter through a web proxy.

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Altering the hardware in any way i.e. adding / removing hardware, stickers on

shell, altering keys.

Legal Guidelines

The following pertain to the use of the RCS 1:1 laptops:

All rights to privacy of information stored on the laptop are waived by the user.

RCS may review files and communications on the laptop to ensure that the

laptop is being used in accordance with applicable policies and laws.

RCS provides the laptop as-is and without warranties, expressed or implied, as

to merchantability, fitness for a particular purpose or otherwise, except as

provided herein. RCS is not responsible for any financial obligations incurred

through access to the Internet on the laptop.

All students will comply with trademark and copyright laws and all license

agreements.

Plagiarism is a violation of the RCS Acceptable User Agreement. Give credit to

all sources used, whether quoted or summarized. This includes all forms of

media on the internet, such as graphics, movies, music, and text.

Violation of applicable state or federal laws will result in criminal prosecution or

disciplinary action by the district.

Returning Your Laptop

The following information details the requirements for returning the RCS laptop:

Students who graduate early, withdraw, are suspended or expelled, or terminate

enrollment at RCS for any other reason must return their individual school laptop

on the date of termination. - Annually 12th grade students will turn in their laptops

before graduation.

The student will pay the replacement cost of the laptop, or, if applicable, any

protection plan deductible fee. Failure to return the laptop when requested will

result in a theft report being filed with the Richmond Police Department and / or

the Wayne County Sherriff’s Department. Furthermore, the student will be

responsible for any damage to the Laptop, consistent with RCS’s Laptop

Protection Plan and must return the computer and accessories to the Technology

Department Office or School Principal.

Summer

Laptops will be returned to the district prior to summer dismissal. A plan for summer

returns will be communicated to each building to ensure all devices are returned prior to

students leaving for the summer.

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Laptop Protection Plan

Richmond Community Schools’ families have the option to purchase a protection plan

through the school as part of the Laptop 1:1 program. All families are encouraged to

participate in the protection plan option but are not required. Families who do not

purchase protection plan are responsible for the full replacement cost of the Laptop.

For information and details on the protection plan, see the section later in this document

entitled Red Devil Defense Plan.

Expectations An initiative this large and important requires expectations to be addressed for our

stakeholders. The following sections describe the expectations for teachers and

students for the 1:1 initiative to succeed.

Teachers Using Technology

During the 2013-2014 school year a committee was formed within Richmond

Community Schools that identified what a 21st Learner is and what a 21st Century

Classroom looks like. In alignment with what that committee proposed, our expectation

within the Richmond Community Schools is that our teachers be 21st Century

Educators.

Expectations for teachers are for them to utilize technology a variety of ways a minimum

of 3 to 4 times per week in regards to the following areas:

Effectively connects content to other content areas, students’ experiences and

interests, or current events in order to make content relevant and build interest

Effectively engages prior knowledge of students in connecting to lesson.

Students demonstrate through work or comments that they understand this

connection

Utilizes technology to spark student excitement and interest in the content

Have students participate in each other's learning of content through

collaboration during the lesson

Allows for students to make connections independently, demonstrating that they

understand the content at a higher level

Provides ways to engage with content that significantly promotes student

mastery of the objective

Provides differentiated ways of engaging with content specific to individual

student needs

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Effectively integrates technology to implement lessons that progress at an

appropriate pace so that students are never disengaged, and students who finish

early have something else meaningful to do

Checks for understanding at higher levels by asking pertinent, scaffolding

questions that push thinking; accepts only high quality student responses

Uses open-ended questions to surface common misunderstandings and assess

student mastery of material at a range of both lower and higher order thinking

Responds to misunderstandings with effective scaffolding techniques such as

using the Learning Management System (LMS) to communicate with students

Modifies instruction to respond to misunderstandings without taking away from

the flow of the lesson or losing engagement

Lesson is accessible and challenging to all students through the use of the LMS

Provide opportunities for students to demonstrate that they are able to answer

higher-level questions with meaningful responses

Encourages students’ interest in learning by providing students with additional

opportunities to apply and build skills beyond expected lesson elements

Develop routines, transitions, and procedures that are well-executed. Students

know what they are supposed to be doing and when without prompting from the

teacher

Provides a variety of ways that students are always engaged in meaningful work

Students Using Technology




within the Richmond Community Schools is that our students be 21st Century Learners.

Expectations for students are for them to utilize technology a variety of ways as directed

and expected by their teachers. Certain expectations include the following areas:

Comply with the expectations outlined in the acceptable use agreement that is

signed each year

In grades 5 through 12 students must have the device fully charged each

morning and with them for class

Use the device for the purpose of conducting school work during school hours or

while working on school related projects

Do not download any content or programs that aren’t directly related to school or

its function

Use the device to enhance creativity, critical thinking, communication and

collaboration with students and teachers

Be responsible digital citizens

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Have the device closed at all times when carrying it

Report any issues with the device immediately to the appropriate school

personnel

Understand that the device is the property of Richmond Community Schools and

it can be confiscated by school personnel for any reason that personnel deems

necessary.

Goals and Objectives for RCS 1:1 Initiative It is the recommendation that the Richmond Community Schools Technology

Department begin implementing 1:1 computer initiatives during the 2016-2017 school

year.

Technology Goals

Richmond Community Schools is committed to providing the best educational

opportunities for all students. For some students, traditional classroom methodologies

work. Other students, however, thrive in non-traditional classroom settings, such as

online classes or mixture of online and traditional classroom environments. What we

know is that our students today have only known a world where technology is present in

their everyday life. Students learn and interact with one another differently than they did

five to ten years ago. As the world “flattens” because of technology and the access

students have to information, we as a district need to continue to move in a direction to

foster the world that students will live in once they graduate from Richmond Community

Schools.

To meet the needs of today’s learners, we must do the following:

Remove the barriers of past educational failures and frustration, geographic

isolation, building-level restrictions, and cost.

Create a system for learning that is welcoming to all, easy to enter and use, and

tailored to the needs of each learner.

Create a system that fosters the personal relationships and support all human

beings need to learn and thrive.

Technology can no longer be an event. Technology is an integral part of our students’

lives and must be an integral part of their learning here in Richmond Community

Schools. We can accomplish these goals through creating an environment in our

schools such that:

1. Technology is inviting and more readily accessible for students.

2. Innovative design of technology is available that enables teachers to create,

store, retrieve, and present digital information to students.

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3. Teachers are provided opportunities to grow in their craft using technology as

they work with 21st Century students who are social and collaborative learners,

impatient and immediate learners, experiential and exploratory learners.

21st Century Students

Today’s students are different in many ways compared to students in previous

generations. Students graduating from high school in 2015 were born during the age of

the Internet—circa 1997. To understand the value of investing in and supporting

technology in 21st century classrooms, it’s important to first understand 21st century

learners and the characteristics they bring with them when they enter into their

classroom. They do not know a world without the following:

Pervasive and high-speed Internet

Global communications

24x7x365 access to online searches and information

Computers and tablets in homes

Constant communication using Smartphone devices

Social media dependency

Today’s students know what it’s like to be connected in ways that have never been

available in the past. Text messaging, social media interactions, blogging, e-mailing,

and micro-blogging (Twitter) are a few of the ways students stay in contact with their

friends, family members, and other people around them. With these communications

tools, students have world-wide contacts as well. In many cases, these contacts are

experts in their fields of study.

College and Career Ready

“With the growing complexity of the world and the increasing demands of the 21-

centurty workforce, there is little question that all the students should graduate from high

school fully prepared for college AND careers.” (http://www.achieve.org/college-and-

career-readiness)

Technology as an accessible tool for students gives them the opportunity to be College

and Career Ready after graduation. In order for students to be successful after high

school they need to be prepared to meet those challenges.

Impact on Student Learning

Currently Richmond Community Schools have impacted student learning through the

use of technology by providing the following opportunities for students:

Online courses

Computer-based individualized learning platforms

http://www.achieve.org/college-and-career-readiness

http://www.achieve.org/college-and-career-readiness

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Blended learning opportunities

Modular education systems

Flipped classroom environments

However, these examples of technology integration are limited to access and training.

A survey that was conducted of teachers shows that approximately 76% of teachers

who responded to the survey currently use technology to enhance their instruction 3 or

more times per week. However, only 49% of teachers who responded to the survey,

reported that their students use technology 3 or more times per week. 80% of teachers

who responded would take advantage of the technology if their students had the

opportunity to utilize technology to enhance their learning.

Teachers in Richmond Community Schools report that they would use technology more

for students if the students had more consistent access to technology.

Integration of Technology into the Curriculum

Technology is currently being integrated into the curriculum by teachers using resources

that are available to them through colleagues within the school system or from

resources from outside the school system. Technology integration is already being

done through the textbook adoption process. However, due to limited access to devices

this integration has not been as consistent between content areas.

Technology provides the following key components for student learning at Richmond

Community

Support core instruction by personalizing instructions for individual students.

Solutions for leveling readers and English language learners.

Solutions for Response to Intervention.

Improved curricular communication with all stakeholders

Examples

LMS

Online classrooms

Homework “drop box” areas

Parent/Guardian access

Grade publishing

Safe email for students (with Microsoft Office 365)

Safe blogs and student profile pages

Emergency alerts for students and parents/guardians

Group workspaces for curriculum teams, departments, PTA, clubs, teams and

more

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Mobile apps portal for students and parents/guardians

Personal file storage/bookmarking for students

Member management for teachers and school administrators

Hosted off-site in the “cloud”

Lesson planning option

Professional Development Plan For the 1:1 laptop program to be successful, professional development must be

provided before, during and after the laptop deployments.




within the Richmond Community Schools is that our teachers be 21st Century

Educators.

Staff Development Team

Assistant Superintendent

Chief Operations Officer

Directors of Education

Technology Coordinator

eLearning Specialists

District Coaches

Instructional Coaches

Media Specialists

Teachers

Goals of Professional Development

Remove the barriers for teachers to better utilize technology to support their

instruction

Create a system for learning that is welcoming to all, easy to enter and use, and

tailored to the needs of each learner.

Create a system that fosters the personal relationships and support all human

beings need to learn and thrive.

Currently teachers are taking advantage of the professional development opportunities

that are being offered to them. 80% of teachers have worked with an instructional

coach, media specialist, and district coach or eLearning specialist to help support them

in the use of technology. Our belief is that small group professional development is

more effective than broad, non-specific, professional development. 69% of teachers

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prefer small group professional development. Our plan is to continue this model

combined with some faculty professional development. We will always follow these

opportunities up with the option to work one-on-one with a specialist if needed.

We will continue to assess the needs of teachers and the success of professional

development by getting feedback through surveys and conversations with faculty and

staff.

The following calendar details a plan for this professional development for teachers in

grades 5-12.

Date Focus Hours Participants Number

Facilitators Number

Implementation

2/1/2016 Device

Training 2

Media Specialists/ Instructional

Coaches/A.P.’s 9 Kevin & Rod 2 Imbedded

2/8/2016 LMS

Training 2


Coaches/A.P.’s 9 Kevin & Rod 2 Imbedded

2/9/2016 LMS

Training 45

min. Media Specialists/

Instructional Coaches 6 Kevin & Rod 2 Tuesday PD

2/15/2016 Software Training

2 Media Specialists/

Instructional Coaches 6 Kevin & Rod, Mike 3 Imbedded

2/22/2016 Resource

Share 2

Media Specialists/ Instructional Coaches

6 Media Specialists/

Instructional Coaches/Kevin & Rod

8 Imbedded

2/29/2016 Roll Out Planning

Day 2

Media Specialists/Instructional

Coaches 6

Kevin, Kirsten, Rod & Mike

4 Imbedded

3/7/2016 Roll Out Planning

Day 2

Media Specialists/Instructional

Coaches 6

Kevin, Kirsten, Rod & Mike

4 Imbedded

3/11/2016 Issue

Devices 1.5 Secondary Teachers 150


Coaches/eLearning Specialist

10 to 13

1.5 hour 3 options

Week of 3/14 LMS

Training 45

Min. Secondary Teachers & Elementary Teachers*

225 eLearning

Specialists/Coaches/Media Specialists

8 Small Groups During Prep

18

Week of 3/21/16

LMS Training

#2

45 Min.

Secondary Teachers & Elementary Teachers*

225 eLearning



Week of 3/28 Utilizing Online Texts

45 Min.

Secondary Teachers 150 eLearning



Week of 4/11 Utilizing Online Texts

45 Min.

Secondary Teachers 150 eLearning



Week of 4/18 Utilizing Online

Resources

45 Min.


225 eLearning



Week of 4/25/16

Utilizing Online

Resources

45 Min.


225 eLearning



Week of 5/2 Needs of Teachers

45 Min.

Secondary Teachers & Elementary Teachers

225 eLearning




45 Min.


225 eLearning




45 Min.


225 eLearning



Summer 2016 Needs of Teachers

2 day Secondary Teachers & Elementary Teachers

400 eLearning Specialist, Local and National

Presenters 15

Summer eLearning Conference

* Professional Development offered as needed based on needs of the elementary teacher in regards to

the focus.

Role of Media Specialists

One key asset that Richmond Community Schools has is the media specialist. The role

of the 21st century media specialist is to empower learners with valuable 21st-century

college and career readiness skills. These include keyboarding, 21st century citizenship

skills, and creation skills. Media specialists will play a huge part of the 1 to 1 program at

Richmond Community Schools.

Given the unprecedented quantity of information learners are exposed to, the media

specialist’s role is more important than ever. Media Specialists help all students gain

access to, evaluate, ethically use, create, share, and synthesize information.

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5 Key Areas of 21st Century Media Specialists

Curation: Learners need to know how to research, showcase their progress,

AND contribute to the larger collective intelligence. Example curation tools: Diigo,

LiveBinders, Paper.Li, Pinterest, PearlTrees, Posterous, Scoop.It, Sqworl,

Storify, Symbaloo.

Citizenship/Compassion: Learners must know how to publish work for the real

world, with their real identity, and build a digital footprint with purpose.

Creation: 21st century culture provides many outlets for learners to create and

participate. Students need to take ownership of their learning before it becomes

relevant to them. Media Specialists, who are good at pairing books and

references for learners, should be the “go-to person(s)” to support learners as

they construct their knowledge.

Connections: Media Specialists should help learners build their own personal

learning networks by connecting with experts and collaborators as needed—in

real time when they can, or asynchronously when they can’t.

Standards: Media Specialists must make learning authentic and relevant.

Students are curating, behaving, creating, and connecting with a purpose—to

meet learning standards. They are just doing it creatively; it is the teacher

librarian who facilitates innovative, yet robust, standards-based instruction across

disciplines.

During the 2015-2016 school year, the RCS media specialists have expanded their

roles in the buildings to become a key asset in the district’s digital transformation

process. Building principals, district administrators, eLearning coaches, and

technology staff have worked with them to help them become more comfortable in

their new roles. Traditional library tasks are still expected from them (including being

reading experts), but “new” traditions are helping them discover new areas that they

can be key role models for teachers, staff, parents, and community members for

preparing students for college and career pathways. One example is the way in

which media specialists are conducting embedded trainings in the classrooms with

teachers on digital lesson plans, keyboarding, digital citizenship, and mobile device

usage.

As the media specialists expand their roles, we will provide updates.

Implementation Plan and Strategy This section provides information about the proposed implementation plan and strategy

for the RCS 1:1 initiative.

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Pre-Staging

During this phase of the plan, planning and preparation for the laptops takes place.

Once the Board approves the recommendation, the following pre-staging activities will

commence:

Request to advertise for bids for laptop devices will be presented to the Board

with specifications.

Create purchase orders for related software licenses.

Hiring and training of new staff.

Professional development for technology staff, eLearning specialists, and other

key personnel will start.

Preparing location for deliveries of devices.

Review of bids.

Presentation of bids at a board meeting to award the bid to a vendor. We project

that this request to accept a bid will during a February board meeting.

Based on acceptance of laptop vendor bid, purchase order created for the

ordering of devices.

Staging and Set Up

After the laptops and software licenses arrive, the following main areas of staging and

set up will occur:

Unpack and inventory all devices.

Create and test computer image for teacher laptops.

Create and test computer image for student laptops.

Image all teacher laptops.

Test all teacher laptops for proper working settings.

Image all student laptops.

Test all student laptops for proper working settings.

Deploy teacher laptops during spring professional development sessions.

Student Laptop Deployment Procedures

Students will receive their laptops during the registration time period. Students and

parents must be registered prior to receiving their laptops. The following is an overview

of the process during which students will receive their devices:

Meeting Agenda

1. Deployment Days

a. Schedule

i. Times

b. Logistics

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i. Projector

ii. Screen

iii. Microphone

c. Auditorium/Cafeteria Procedures

i. Administrative Assistance-Assignments will be specific

ii. Tables-Four in front of stage

iii. Aisles-Alphabetical

iv. Doors

v. Security

vi. No passes out

vii. Laptop Distributed as students/parents enter

1. ID-Parent/Guardian

2. Signatures

d. Procedures and processes-Parent Packets

2. Protection plan

a. Table – Student Center/Hallway

3. Program

a. Technical Set-up

b. Review of Expectations with Parents-Presenter

c. High School Super Tech Students-Assistance

4. Programs

a. Student

b. Teacher

c. Administrators

5. Mailings-Parents

6. One-Calls Announcements

7. Wireless Network

8. Special Scenarios/Things to Remember

9. Make-up dates-TBD

10. Other---Q and A

Laptop Distribution Duties

This section provides information on what can be expected at the laptop distribution

areas. To increase efficiencies, encourage parents to have LAPTOP Student/Parent

Agreement completed before coming to tables.

1. Parent must complete LAPTOP Student/Parent Agreement. Check parent ID- -

the name on ID must match name on Agreement.

2. Give student correct laptop and charging equipment. Pull the Signature sheet

from iPad cover and have parent sign to acknowledge receipt of listed

equipment. (Student keeps Student Procedures and Expectation handout).

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3. Paperclip the completed LAPTOP Student/Parent Agreement and Signature

sheet together and place in assigned box.

4. Record the total number of LAPTOPS distributed and give this information to

computer technician (at distribution session).

After Distribution

1. Combine undistributed laptops to reduce number of boxes. Place laptops and

chargers in a secure location until return to Central Office.

2. Empty boxes are to be stored by school until needed for summer storage of

laptops.

3. Completed paperwork is to be given to one of the Administrators for return to the

Central Office.

4. PLEASE ALPHABETIZE THE PARENT/STUDENT AGREEMENTS.

5. Total # of laptops distributed______________.

6. Report number distributed at your table to computer technician.

Laptop Deployment Day Roster

The following is an example of a roster for use during the laptop deployment process.

LAPTOP DEPLOYMENT ## GRADE

PERSONNEL ASSIGNMENTS

Thursday, August , 2016

#### SCHOOL

PLEASE ARRIVE BY 6:00 P.M. FOR A REVIEW OF PROCEDURES FOR EVENING

LEADER CHUCK REYNOLDS

PRESENTER – LAPTOP PROCEDURES PRINCIPAL

IT SET-UP

DEPLOYMENT- A-C 1. 2.

DEPLOYMENT – D-Li 1. 2.

DEPLOYMENT – Lo-Sc 1. 2.

DEPLOYMENT – Se-Z 1. 2.

INSURANCE 1. 2.

DOORS At doors Rotate over after distribution

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1. 1. 2. 2. 3. 3. 4. 4.

Proctors 1.

2.

3.

Super Tech Students-Richmond High School

End of Year Laptop Collection

This section details the end of year laptop collection process for all buildings. In

preparation for the end of year laptop collection, laptops will not be issued for students

enrolling after May ##, 2017. Central Office will provide you with an updated laptop

database on May ##, giving you a week to prepare any collection materials you are

creating which depend on knowing who still has an laptop in their possession. To

ensure this database is as up to date as possible, laptops which are collected from

students after May ## should remain at the school. If there are repairs required for

these laptops, have the students complete the Laptop Repair Form and hold the laptop

to be brought to Central Office after school ends for the year.

When you are planning your collection strategy, please keep in mind any home bound

students who may have a laptop. Also collect laptops from long-term subs who were

issued one as well as teachers who are leaving Richmond Community Schools

employment. All laptops, which were assigned for classroom use, need to be collected

and returned to the Central Office as well. Students who have laptops being held at

buildings or at the Central Office for discipline or fee payment will still need to turn in

their charging equipment.

When collecting the laptops, note any issues, which will require attention over the

summer, (i.e. broken laptops, severely damaged cases, etc.). Fill out a Laptop Repair

Form and set them aside to be brought to the Central Office after school ends for the

year.

Having students follow the laptop preparation suggestions below will help to prevent

some possible problems when they receive their device back in the fall:

For all Students

Make sure your name tag is visible.

Make sure that the IT sticker on the back of the laptop matches the one listed on

the name tag.

Remove any passcodes from laptop settings.

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Make sure your laptop is at least 60% charged.

Make sure your laptop is turned off.

Remember to turn in your charging equipment.

If you choose to delete some data, DO NOT delete any RCS application or

profiles.

For Seniors

In addition to the instructions for all students, seniors are expected to perform the

following:

Make sure laptop and charger are reasonably clean.

For 8th graders

In addition to the instructions for all students:

If there is any information on the laptop you want to save, back up with O365.

Inventory Databases

All students will be listed in a secure database that will Students listed on this database

have been assigned a laptop.

No date listed in the ‘Date Issued’ column indicates a laptop that was prepared for the

student and sent to your school to be issued but no signature paperwork was returned

to Central Office. Confirm that the laptop and signature page is still in your possession.

The notation in the ‘Returned’ column indicates if a laptop is currently located at Central

Office. These are laptops being held for discipline reasons or for Fee Assessment

payment. You may also have laptops you have collected for various reasons. Although

these students will not have their laptop to turn in, they still need to return their charging

equipment .

After Collection Procedures

Secure all laptops in your building and prepare senior / 8th grader laptops, laptops

issued for classroom use and laptops collected after May XXX from withdrawn students

or those which require repair to be picked up by service center personnel for delivery to

the Administration Building. Again, arrangements will be made for Senior and 8th

Grade laptops to be returned to the Central Office for reconfiguration.

Important:

By Friday, June XXX: Provide the Technology Department Office with a list of all

laptops collected with indication of students who failed to turn in their charging

equipment along with the laptop. This information will be shared with the Superintendent

and Cabinet members.

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Evaluation The 1:1 program requires evaluation to ensure program integrity and fidelity. The

following methods will be used to evaluate the 1:1 program:

Teacher surveys

RCS TechChecks

NWEA Skills Navigator utilization reports

LMS reports

RCS network traffic reports

Community Goals Several new partnerships and opportunities with the community can grow from the 1:1

program, including the following:

Increase of Greenhouse Coding Academy students at the Innovation Center

Provide hands on training for community members and teachers

Student outreach

Facility Usage – More opportunities with parents can create more opportunities

for families

Financial Information for Recommendation In order to achieve the 1:1 recommendation, we must commit to purchases of new

laptops, supporting software, learning management system (LMS) software, staffing,

and other key items. The total cost of the 1:1 program is $1,335,090. The following

sections detail the financial implications of our recommendation.

Basic Financial Background

The following are basic financial background items to keep in mind as we discuss

funding our 1:1 recommendation:

Annual General Fund expenditures cannot exceed annual appropriation and, more

importantly, annual revenue.

Cash Balances in General Fund at the end of any year may not be allocated back to

General Fund. Cash Balances currently are used for cash flow purposes only. Any

use of cash balances would require transfer to Rainy Day Fund.

Rainy Day Fund use requires an Additional Appropriation approved by the Board

and the Department of Local Government Finance.

Capital Project Fund cash balances may be used in the Capital Projects Fund at any

time. Balances used must be in line with the Capital Projects Fund Plan for the year.

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Amendments to the Capital Projects Plan may be necessary and require approval by

the Board and the Department of Local Government Finance (DLGF). Additional

Appropriation may also be required if cash balance is utilized in the Capital Projects

Fund.

Textbook Reimbursement rules do not permit use of debt funds to purchase

reimbursement request needs. NOTE: It is considered double billing families.

Department of Local Government Finance recommends 8% of total budget in cash

reserve. Current Cash Reserve in Rainy Day Fund is 8%.

Recommended Use of Cash Balances include the following:

o One-Time Expenses

o Curricular Needs

o Facility Needs

Funding the Plan

We looked at various options to fund the 1:1 plan, keeping in mind the previous

background information concerning usage of monies.

Option: Possibility of Repayment from General Fund. If the Board prefers that cash

balances not be affected, the General Fund can repay to Rainy Day the cash utilized to

fund this project.

Obstacle: An unknown future that is trending enrollment decline and state funding

reductions, could result in multiple years required to repay.

Recommendation: Transfer cash balance in General Fund to Rainy Day Fund. In

addition, transfer remaining balance of need from Capital Projects Fund cash balance to

Rainy Day Fund. Request an Additional Appropriation in the amount of $1,171,000.

This recommendation requires no repayment to the Rainy Day Fund. The beginning

cash balance in Rainy Day Fund and end of year balance in Rainy Day Fund are

identical to 2015. Rainy Day cash balance remains at the current 8% level. Rainy Day

will be utilized to a greater degree for temporary loans between funds.

For this recommendation, the following transfers would take place:

Approximate Transfer of General Fund Cash Balance $928,000.

Approximate Transfer of Capital Project Funds $253,000.

Sustainability of 1:1

To sustain the 1:1 initiative, we look at the way in which textbook fees and textbook

reimbursements can be used to provide this sustainability. Textbook Reimbursement

rules are such that, while still fairly strict, they have been amended to provide

movement toward a digital curriculum. Reimbursement for digital textbook devices may

not extend beyond four years. Textbook companies have also transitioned the focus to

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a digital world. Textbook fees are not 100% guaranteed to be funded at 100%. Most

notably with a poverty rate hovering close to the 80% mark, some of the reimbursement

is dependent on state formulas. An example of a school corporation currently utilizing a

digital textbook in the form of 1:1 devices is provided for you to refer to in Appendix B.

(You will note that this school corporation that book fee charges are higher than our

current charges. (The Associate Superintendent presenting this document noted the

fees were a decrease over previous fees charged.)

As we transition to a model that includes digital devices, each year, fees are evaluated

and work toward decreasing the current fees is the ultimate goal. While not definitely

known, it may be very possible to decrease fees currently charged in future years at

RCS.

The possible reality of a digital conversion leads us to expect that $75,000-$100,000

may be utilized from Technology funds for digital curriculum needs each year. On

paper, this total looks to be an addition to cost, it is our belief that replacement of labs or

other devices should be slowed as individual devices are utilized and hours on the lab

machines are fewer.

At the end of the four year textbook reimbursement plan, devices are returned and new

devices are provided. Funds paid during the reimbursement period are utilized to

purchase the new set of devices through the Textbook Reimbursement Fee.

The following example shows a funding model for using textbook reimbursements.

Example

Enrolled 5-12 Students: 2,950

Laptop Cost: $330

Textbook Reimbursement Fee for Digital Textbook per year: $82.50

$82.50 x 4 years = $330

2,950 students x $82.50 per year = $243,375

$243,375 x 4 years = $973,500

90% reimbursed by state textbook reimbursement & parents through book fees: $876,150

Technology provides difference of $97,350 for non-reimbursed and non-payment of fees

Textbook Waiver and Textbook Reimbursements

The Indiana Department of Education (DOE) has issued rulings on the use of textbook

money to pay for digital devices and digital content, not just standard textbooks.

Curricular Materials

Indiana code IC 20-26-12-2 includes information concerning textbook rental fees, with

IC 20-18-2-2.7 describing curricular materials to include, but is not limited to, books;

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hardware that will be consumed, accessed, or used by a single student during a

semester or school year (e.g., computers, iPads, notebooks, power cords, and other

physical parts of electronic devices); computer software; and digital content. Beginning

in 2011, technology purchases for 1:1 deployments can be structured as “consumables”

for textbook fees and for textbook reimbursements. (Textbook reimbursements are for

the purpose of obtaining state allocated funds for reimbursing school corporations for

students who participate in the federal free/reduced lunch program.)

Red Devil Defense Plan:

A program for parents is being developed to provide an investment in protection of the

devices rolled out to students. This plan provides for protection of your device should

breakage of a routine nature occur during the year. Estimated at $45.00 per year (this is

subject to change) your device can be repaired at no additional cost for breakage of a

routine or accidental nature. This plan will provide for repair such as keyboard

replacement, repair of broken screens, etc.

Funds would accumulate to provide support for repair costs of the additional devices in

the district. This would also provide protection to parents and students from being

charged the full repair/replacement fees associated with the device. This program

cannot be required and must be a choice with acknowledgement of terms, conditions,

and payment required to opt in. Coverage for misuse or intentional neglect or breakage

will not be provided and fees associated with repair will be required.

Staffing Needs for 1:1 Program

Need for additional technology staff, including one Mobile Device Technician and one

Technology Clerical, will be an expense to General Fund. Funds needed to sustain

these additions are estimated at $76,000. Rethinking Media Specialists, e-Learning

Specialists, and Library Paras have helped to limit the additional needs of a successful

technology initiative. Continued evaluation of staffing in all areas, attrition savings, and

reductions to overtime should help to fund these positions. The technology department

will continue to evaluate efficiencies and effectiveness in current staffing processes.

Other Needs

The following are additional requirements for the 1:1 program:

Learning Management System (LMS) at a cost of $38,960.

Microsoft Office 365 at a cost of $154,180.

Teacher Laptops at a cost of $87,500.

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Forms

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Appendices

Appendix A: “Board Presentation – 1 to 1 Recommendation”

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Appendix B: Example Use of Textbook Fees

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