Using School IT systems and devices

• Be aware that anything that has been deleted may be cached in a search engine, company server or Internet archive and cause embarrassment years later. • Not use the Internet to distribute malicious software, to damage, interfere with, or gain unauthorised access to the computer systems of others, or carry out illegal activities. • Respect and handle with appropriate care any school computer or other school IT property and will use it only in accordance with any training and policies provided.

We will report any problems or damage immediately to IT Support (extn 444). • Log off and shut down whenever we finish using a computer, laptop or netbook. • Return laptops and other School devices to the charging cabinets after use and attach the charging cables properly. • Switch off mobile phones and other personal electronic devices during the school day and ensure they are locked away securely. We will not use mobiles between 8.35 am and 4.10 pm. If we arrive in School early, we will not use our mobiles other than to let parents know of our whereabouts. We, therefore, understand that mobiles used in the mornings anywhere other than the ground floor (as we enter the building to inform parents of our safe arrival) will be confiscated. • Understand that personal devices such as laptops and iPads must not be brought into

School, unless in Form V–UVI – devices must then be registered with IT Support and used only for School-related purposes. • Understand that the permitted use of mobile phones and other personal electronic devices for Sixth Formers is a privilege accompanied by the expectation of responsible use.

Mobile phones and other personal electronic devices must only be used in the Sixth Form area and should never be brought to lessons or private study periods in the Library,

Library Annexe or Extension. • Not bring smart watches to School. • Keep computers and mobile devices out of bedrooms and avoid over-use of messaging and social networking. • Not use any device to record, take a photograph or make a video within the school day or on school premises, without the express permission of a member of staff. • Not use a classroom computer without permission from a member of staff.

All girls are expected to follow this Charter for the safe use of the Internet and electronic devices both in school and at home. Copies are given to all girls and their parents and we may impose sanctions for the misuse, or attempted misuse, of the Internet, mobile phones and other electronic devices when in school.

Remember that the School monitors use of the School’s IT systems, and that the School can view content accessed or sent via its systems. Girls should be aware that school email and Internet usage (including through school WiFi) will be monitored for safeguarding, conduct and performance purposes, and both web history and school email accounts may be accessed by the School where necessary for a lawful purpose – including serious conduct or welfare concerns, extremism and the protection of others. Any personal devices used by girls, whether or not such devices are permitted, may be confiscated and examined under such circumstances All girls must recognise that the School can and will search for evidence of inappropriate use of technology if an allegation is made that a pupil has broken the terms of this Charter.

Zoom Protocols

https://queensgate.zoom.us/

In order to safeguard pupils and staff, it is important that pupils understand and observe the following protocols: A recording of each live session will be made by the School and stored in the School’s Zoom Cloud account. This cannot be distributed due to data protection regulations and will be stored in accordance with our Privacy Notice. Live-streamed sessions must not be recorded, photographed or distributed by anyone else, in any way. Using School IT systems and devices

• Girls should be prepared five minutes before the Zoom session, in a family room that can be accessed by an adult - rather than a bedroom. Thought should be given to what is visible in the background of the lesson including those who may pass behind the pupil. As soon as she is able to join the meeting, she should check that the microphone/audio on her screen is switched on. The teacher may, however, take control of the audio, in order to control the class discussion. Pupils must have their video on. • Girls should ensure that they are dressed appropriately for learning. They should have a neutral background behind them or should choose a virtual background. Staff will also be dressed appropriately and will have a similarly neutral background. • Girls should use their full name (or initial and surname) when joining the session. • It is strictly prohibited for the girls to record, photograph and/ or share with others, the live streamed sessions, either via the ‘Record’ function on their screens or with any other technology. Should such a recording or photograph come to light, sanctions will be imposed and may include suspension from the virtual lessons. • There is a ‘chat’ function on Zoom. Should the teacher wish to use this, girls must address the teacher, and other pupils, briefly but formally. • If assigned to a ‘break-out room’ for the purposes of paired or group work, pupils must ensure that their conversation is limited to the topic of the lesson.

Using School IT systems and devices

Over the coming years, girls will be making extensive use of IT for their studies. They may be asked to word-process essays and make notes; use spreadsheets for graph work in Maths, Science, Geography and History; use graphics programs in Art and DT; create tables to help with revision and use the Internet for research in all subjects. All girls must follow this policy:

Logging in and signing out

• Ensure that you know your user ID and password - see IT Support if you have forgotten. Make sure you change your password once you have logged in with the default password, and change your password regularly. Use a complex password with upper and lower case letters, numbers and special characters. • Do not give your password to anyone else - this is against the School’s Code of

Practice and could result in loss of access to the computer system. • When using a laptop, always ‘Shut down’, this will log you off and shut down the laptop. • When using a desk-top computer always

‘Sign out’, this ensures that your work is safe.

Press the ‘Ctrl Alt Delete’ buttons simultaneously to access these options.

Saving Work

You are all allocated an area on the Server to save work. This area is called ‘Documents (P:)’ also referred to as the P drive. You must save work here otherwise you will not be able to access it from other computers. You need to be especially careful that you do not save work ‘locally’, that is, on the hard drive of the computer or laptop you are using. You will not be able to access this work from other computers. See IT Support if you think you may have done this.

Housekeeping

Set up a folder for each of your subjects. In this way, you can save work into these folders and keep your work organised. Ask for help if you are not sure about folders. Regularly check through your folders and delete out of date or unwanted files.

Printing

There are many printers in the school - all have a name and location so you should take care that you use the one best suited for the purpose. • Always choose ‘File’, then ‘Print’ and choose a printer; Do not click on the print icon. • If the document does not print, Do not print again - check the printer as there may be an error message on it; if so, refer to IT

Support.

• You should not print to the IT Room unless you are working in there, as it disrupts lessons. • Always create a footer with your name and form so that your work does not get lost. • Do not print directly from web pages, as it is more efficient to save the work and print it from a Word document. • Think - ‘do I really need to print in colour?’ • Do not waste paper.

Shared Work

This is an area that you can access - many teachers put resources in this area. This is a ‘Read-only’ area for girls: you must save the document to your own area before you can make changes to it.

Office 365

You have a school Office 365 account which can be accessed from any Internet-enabled device - sign in at: www.office.com Username: initialsurname@qgmail.org.uk Password: use your usual school network password

You have an Office 365 email account for school use, which is restricted to internal Queen’s Gate emails and MyQG emails for pupils in Remove-UV. Remember that your school email account should be used for school-related communication only.

Remember to use formal language when writing emails; beginning with “Dear ...” and ending with “Kind regards” or “Best wishes” and your formal name.

As a courtesy, remember to check your teachers’ preferred form of communication at the beginning of the academic year.

Documents can be saved in OneDrive, and accessed from any device with Internet access. Documents should also be backed up on the School network drive (the ‘P drive’).

Documents can be transferred or shared using OneDrive or a school email account. Memory sticks and personal email addresses must not be used. Remember that file sharing may only be used for appropriate document-sharing purposes in connection with School-related activities.

Your Office 365 account also includes access to online versions of Office programs such as Word, Excel and PowerPoint. These are particularly useful when using a device which does not have Microsoft Office installed.

MyQG

MyQG is the School’s online learning platform. Many teachers set homework tasks on MyQG and the website contains an excellent range of resources for each subject, in addition to a wealth of school information. To log in, go to:

https://myqg.fireflycloud.net

Click on: ‘Pupil and Staff login’

Username: initialsurname@qgmail.org.uk Password: use your usual school network password

You can also access your Office 365 account and the School’s VDI system using the icons on your MyQG dashboard (homepage).

VDI (Virtual Desktop Infrastructure)

You can log in to the School network from any Internet-enabled device; for example, you may need to access documents saved in your ‘P drive’ folder or on Shared Work when you are outside school. To log in, go to:

https://desktop.queensgate.org.uk

Username: initialsurname Password: use your usual school network password

Data security

Remember to keep your School accounts secure. Your password should be changed regularly and devices/accounts must be locked and password-protected when unattended.

School accounts should only be used outside School on a password-protected device and where there is access to a secure WiFi network. Any confidential school documents should be accessed through Office 365 using the online browser, and not downloaded onto a personal device or local hard drive.