What is the purpose of the Zoom Session Helpline?

The purpose of the Zoom Session Helpline is to provide an opportunity for parents and/or students to request a Zoom meeting with a Sears staff member. Parents and students will be able to request a Zoom meeting to either

1. Receive support with completing school work (e.g., someone to help a student complete their school work, someone to give feedback on an assignment before it is turned in, someone to help check in and make sure the student is on top of their work, etc.) or

2. Make a personal connection with a familiar adult (e.g., to read a storybook to a student, a student can share something they have made at home, just to talk about how things are going, etc.)

How do parents request help via the Zoom Session Helpline?

• There is a link to a Zoom Helpline Request Form on the Remote Learning Website

• The request form asks for parent name and email, student name and email, grade level and teacher / advisor, what type of support they are looking for, and their date / time preference.

• Here is a PDF copy of the request form for your reference.

When parents and students submit a Zoom Session Helpline request, the request gets added to the Zoom Session Helpline spreadsheet. You'll know when to check the spreadsheet because you'll get a notification every time someone fills out the form (as long as you have set up notifications as described below).

If you decide to "pick up" the request (volunteer to be the person to Zoom with the student), you will need to make sure everyone knows you are handling the request.

You should consider picking up the request when:

• You know that student and the student knows you

• You feel comfortable supporting the request, i.e. you're familiar with the work at that grade level and for that content (please see the Remote Learning Site and then click on the grade level to see what they are working on that week)

• You have availability on the date/time requested

Email the following people:

• Parent (email will be in the request on the Zoom Helpline Spreadsheet)

• Student (if 3rd - 8th grade, email may or may not be on the spreadsheet)

• Classroom teacher/advisor- Type in the teacher/advisor's name in the GMail address box. His/her GMail will auto-populate.

Use the following subject line:

Setting up Zoom Session Hotline Request

Body of the email:

Thank you for submitting a Zoom Session Hotline Request. The 30-minute Zoom session with __ (name of student) has been scheduled for __ (date and time).

When it is time for the Zoom session, please click the link below:

(insert LINK and PASSWORD to your Zoom Personal Meeting Room - this will be the same every time)

If you have any questions, need additional information about this Zoom request, or need to change the date/time, please let me know before our scheduled Zoom.

Thank you, and I look forward to our Zoom Session.

________ (your name)

If the request is for support:

1. Find out what the student needs to accomplish (See the Remote Learning Site for grade level expectations)

2. Determine together what is realistic in the time you have

3. Provide the best support possible. Be positive and encouraging.

4. Give students time to try things on their own before jumping in to help. Some students just need help to stay on track.

5. Give a 5 minute warning before the end of the session.

6. Confirm with the student at the end of the session of next steps students will need to take to complete the assignment on his/her own.

If the request is for a connection:

1. Primary students may be interested in having a picture book read to them. (see resources below for books)

2. You can ask the student about how they have been spending their time during Quarantine. If they have made something ask them to show it to you.

3. Take the student’s lead. If you need more ideas for what to talk about, here is a long list of conversation starters.

4. Give a 5 minute warning before the end of the session

Be sure to record actions taken in the Zoom Session Request Spreadsheet, including:

• the date and time of your Zoom

• any notes about the Zoom (these can be short and general, not specific about the student and work)

Additional Information

Zoom Guidelines and Resources

More Zoom Tips and Guidelines

• Make sure your workspace is presentable; check what is going on in your background and make sure that nothing is inappropriate (When using Zoom, we recommend using a virtual background)

• Make sure your space is well lit so the student you are Zooming with can see your face clearly

• Students and teachers should be connecting from a public area within their home (e.g. dining room or living room)

• Students and teachers should use headphones whenever possible to preserve the privacy of all of the participants and to replicate the classroom environment as much as possible

• Students and teachers should wear clothes they would wear to school

• Video sessions MUST NOT be recorded

• Remind the students that the conversation is not private

• Zoom during school hours only and only during scheduled sessions

• Students should not initiate a video, all invitations should come from staff

• If going to be video conferencing with a student 1:1, make sure that the parent is aware of who will be conferencing with the student and when.

What to do if students or parents need/request more assistance

• If a student needs assistance with something that you are not able to help with, encourage the student / parent to email the teacher who gave the assignment directly.

  • DO NOT contact the teacher for support for the student.

• If parents email you directly asking if you can Zoom with a student again, respond with, “I am glad that __ found the session to be helpful. If you would like more support, please complete another Zoom Session Helpline request form on the Remote Learning Website.”

  • Please do not set up Zoom sessions directly with parents without going through the Zoom request form.

What to do if you have questions or concerns

• For questions and support around technology, please email your question or request to Faith at fsmith@kenilworth38.org or Enza at efox@kenilworth38.org.

• For questions about how to use the Sears Cyber Sites resources, please email Elisabeth LeBris (elebris@kenilworth38.org)

• For all other questions or concerns, please email Laura Wise at lwise@kenilworth38.org. She will either help to problem solve the question/concern or will forward the email to the appropriate person.

Need to know more about grade-level assignments and other resources?

• You can see what students have been assigned on the Remote Learning Website. Click on the grade level for more information. Most assignments are electronic and you can simply screen share to see what the student is working on.

• Bookflix and Trueflix (Username: sears, Password: sears) - Bookflix is a great site for reading books K-3 and Truflix for grades 3 and up. Books are paired, one that is a video of the book being read, paired with a nonfiction text that you read on your own. Watching the video and reading the paired book would make a great Zoom session.

• Other Websites available to Sears students: Sears Cybersites Brochure

Want to learn more about the tech we use at Joseph Sears School?