"The Brain" is a KidSpirit shared drive through Oregon State where nearly all of our documents are saved. This is where you can find forms, templates, manuals, program documents, SOPs, and other files.
To prevent duplicates as well as time wasted on searching for and losing documents in the large shared space, it is imperative that documents get saved in the following specific format:
Go to the Brain
Determine what document type the document falls under: Forms and Templates, Hiring, SOPs and Manuals, Reports and Statistics, etc…
Determine what category the document fits into. This could be a department such as “Gymnastics Staff Training” in the training folder, or it could be a specific branch of documents, such as the “Deposits” folder in the finance folder.
Continue to follow the logical progression of folders separated by category until you are in the spot where the document should be saved.
If you are a replacing a previous version of a document:
If the previous version is relevant, such as the previous year training outline, then put it in the most nearby “archive” folder and save the new document in its place
If the previous version was replaced because it was out of date from KidSpirit procedures, the previous version can be deleted and the new version saved in its place
If you are creating a brand new document
Double check that there is no previous version to be replace
Save it with a clear and detailed name so it can be found and understood later
When naming the document, make sure that the name is detailed and the order of the information in the name is based on what is most pertinent. If it is a document that needs periodic updates, finish the name of the document with “updated Spring 2016.”
Have Karen grant you access to the Brain through OSU. This process can take a week or two
Open File Explorer.
Go to This PC, depending on your computer's version, you will either:
click the Computer tab on the top bar
OR
click the three dots at the top
Click "Map network drive"
Under Drive, select a letter that has not been used
Under Folder, type in \\departments.tss.oregonstate.edu\cphhs_share\OandE\KidSpirit in the text box
Make sure "Reconnect at sign-in" is checked, click Finish
At This PC, you should see the new drive under "Network locations", right click on it and click on "Create shortcut"
Rename your shortcut “The Brain”
Repeat this process for each computer where you will use the brain
How to connect to the Brain on Macs
1. Using the 'finder' in the top left corner of your screen, expand the 'Go' menu and clock on 'Connect to Server.'
2. Under 'Server Address,' type the following: smb://departments.tss.oregonstate.edu\cphhs_share\OandE\KidSpirit
3. Click the connect button on the pop-up window.
4. Select 'registered user,' enter your ONID credentials, and click connect.
5. Choose the Shared Folder within the list of CPPHS sign-in options.
6. You can rename the shortcut (Also called an alias) or find it under the 'Finder' tab.