Starting in the fall of 2011, SchoolZone will provide access to your Share (Google) Apps within EPS. This section of the help site will include instructions and videos for how to use some of the features, and will highlight how these changes effect how you may have done things in the past in my.epsb.ca.
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Create Google Groups using SchoolZone to take advantage of these features.
What are the default settings for class Groups?
The default settings for SchoolZone auto-created Groups allow for any member of the Group to email the group. This is handy if you want students to easily be able to share something with the whole class, for example. Group members can also send a message to everyone in the group.
Can the settings be changed?
Teachers are owners (managers) of the group, and can change any of these settings. Do this under the "Manage" section when in the group by changing the setting of "Who can post messages".
What's the best way to easily have access to my SchoolZone (Class) Groups in Google Apps?
Go to Groups, click on a class group, then click "Manage" (on the right side). From the left-hand menu, click Information...General information - and copy the group email address for each of your classes, and then make a personal contact with an easy-to-remember name, like Period 1 Social.
We re-create the Groups each year with a slightly different name. We also will delete the previous years' groups. We cannot "reach into" your Contacts (in your "My Contacts" in Google) and remove or modify them, so yes, staff would have to change the email address associated with that class if they are teaching the same class.
Do I need to create these contacts every year?
Yes. Keep in mind that I'm not aware of any other districts who auto-create class lists as Google Groups, so in EPSB teachers need to change the email address for "Science 9 - per 1" every year (if they don't want to just use SchoolZone for sharing), while other districts' teachers create and maintain class groups manually.
What if new students join the class? Do they have access to everything I've shared?
Sharing with that email address is dynamic. If students are added to that group, they then have access to docs, videos, sites shared with that Group. If they are removed, they lose access. Of course, Google isn't going to go back in and re-send every sharing notification with them, but if you have the links to the resources posted in SchoolZone or on a site, they'll have access.
Can I email classes that I don't teach?
Groups are auto-created by SchoolZone (and synchronized with PowerSchool data nightly). Groups include all students as "members" and the teacher as the "owner". The only way in Google to let a teacher email other class Groups would be to include every teacher in every school Group, which wouldn't be good ( think of how many notifications you'd get). The other way would be to allow "anyone in the domain" to email any group, and we are not comfortable with that. If school admin wants to send a message to all students, a list can be generated through PowerSchool which can then be used to send emails through gmail (there are sending limits though - only an issue for large schools).
What's the easiest way to share a site, doc, or email a class?
Since students need to go through Schoolzone to get to Google Apps (except on Chromebooks), I'd recommend using the District systems we have in place. To share websites, put the link on Class news or school news, to email a whole class (or classes and their parents) use the email feature in SchoolZone (it auto-generates an email with all recipients in the BCC field) and use the paperclip (attach) feature in SchoolZone (for homework). We've put a lot of work into automating the sharing for teachers sharing to their classes. While some like to stay inside the Google world because of the consistent look, the way we tie things together means that it's likely the least amount of hassle to use SchoolZone.
This video shows teachers how to create a Hand-In Box in SchoolZone for students to share their Google Docs or files.
First you'll need to get the "EMBED CODE", so for:
YouTube Embed Code
Create a Google calendar and give it your school’s name , then:
Create a Class Calendar in Google that can be viewed in SchoolZone
Anytime you make changes to your class calendar it will automatically be updated in SchoolZone.
With the integration of Google Docs in SchoolZone, there is very little need for this feature any longer. We created Google Groups based on SchoolZone class lists in the past in order to make it easier for teachers to share documents, sites, and calendars with their classes. Now that you can share Google Docs directly through SchoolZone, you might only need this feature for things like keeping a site restricted to one class, or having a discussion group for a class.
You can create Google Groups for each of your classes through SchoolZone. Hit the “Google Groups” button on the “Planner" tab in SZ. Just click the button once, the groups are created and updated each night as your class lists change. Your class data has to have been uploaded by the front office staff. (If you think about it, if class data hasn't been uploaded Google has no group info to use...)
You only need to do this ONE TIME. From then on, every semester and every year, Google Groups will be automatically created for you when SIS classes are uploaded. (Click to enlarge)
When you click the "Google Groups" button, the following dialog will appear asking for confirmation of the request: (Click to enlarge)
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