Issue 02 January 2016 - aaitnewsletter.files.wordpress.com · Note: Please email Islah Uddin , if...

Issue02

January2016

Information Technology

Newsletter

OPPORTUNITY ASPIRATION RESPECT INTEGRITY COLLABORATION

“Al Yasmina School… an inclusive, learning community inspiring leading citizens of the world”

I.T. NEWSLETTER

Welcome to the 2nd Issue of the IT Newsletter.

First, we would like to introduce ourselves. We are the team responsible for all the IT devices. incident management and service request fulfilment. We play

a vital role in establishing and maintaining IT equipment at Al Yasmina School.

Junabelle Gonzales Canonizado (IT Engineer)

Bachelor of Science in Computer Engineering graduate and has been working in Al Yasmina School since December 2012, with more than

8 years of experience in IT. Insightful, results-driven IT professional with notable success directing a broad range of corporate IT security initiatives while participating in planning, analyzing and implementing solutions in support of business objectives. Hands-on experience in leading all stages of system development efforts, including requirements definition, design, architecture, testing, and support.

Shahul Umeed (IT Support Engineer)

BSC Degree in Computer Science and has been working in Al Yasmina School since December 2013, with 5 years experience in

IT administration and IT support. Proficient in developing hardware, software, servers and network components to ensure optimum system performance. Provides technical advice, guidance and recommendation to management on critical IT issues such as cost effectiveness, data consolidation, physical relocation of systems and end user access.

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INSIDE THIS ISSUERelevant information and updates about the IT devices we have across the whole school.

PAGE 3Default HomepageIT Service Desk System

PAGE 2IT Team

PAGE 4 - 11IT Service Desk User Guide

PAGE 12 - 19Oracle User Guide

PAGE 20ICT Booking Form

PAGE 21 - 23Email Signature

PAGE 24 - 25Setting email account on mobile devices

PAGE 26iPads

PAGE 27TabletsStudent LaptopsStaff Laptops



Default Homepage

The default homepage of your Internet Explorer should be

the image as shown above. This is the default homepage across Aldar Academies.

This will be very useful for everyone as all the necessary

links that we are currently using will be on one page.

In case you are not getting the default homepage in your

computer, please log a report through IT Service Desk (see below for details).

Are you a new member of staff?

You need to have the below logins to access the

school system.

Computer login / email account.

If you’re a new member of staff and you still don’t have your computer login details, please contact IT and bring a copy of your passport. We will create your computer and email account within 24 hours.

Engage Account

This is for teaching staff. If you don’t know or you don’t have an Engage login, please log a request through the IT Service Desk portal.

Oracle Account

You need this account to apply all personal HR request. You can send an email to Islah Uddin <[email protected]> to get your Oracle login.

PLP Account

Please send an email to Vanessa Matthews <[email protected]> to get your PLP login.

IT Service Desk

We would like to introduce once again the I.T. Service

Desk portal which will be the point of contact between IT and users. You can find the I.T. Service Desk portal in your default homepage or you can also access the below link.

http://itservicedesk

This system is designed to handle both incidents

and service requests. In this context, an incident is an event that results in a disruption in service availability or quality. A service request seeks help with a routine task, such as helping a user change a password or getting a new user set up in work systems.

If you have any IT related concerns, issues or requests,

please log a request in the I.T.

The IT Service Desk User Guide was also sent to all

Yasmina staff. If you still have any questions regarding the use of the service desk, please feel free to contact me through my school email ([email protected]) and I will gladly help you.

See next page for the IT Service Desk User Guide.

Service Desk portal, you will also be able to track the status of your request and find out who the IT staff in charge of your request.

The login for the I.T. Service Desk portal was also the

username and password you are currently using to log on to the computers. e.g. Username:

Password:

JCanonizado

xxxxxxx

3


mailto:jcanonizado%40aldaracademies.com?subject=

mailto:jcanonizado%40aldaracademies.com?subject=

IT Service Desk User Guide



1 Login to http://itservicedesk with your domain username and password.

This User Guides will help you get started with the basic features that we currently use in our school.

I f there is any case that you cannot access the IT service desk website or if you’re not inside the school grounds, you can send an email directly to [email protected].

4

Printers

All printer related issues, you can contact Reprographics or directly send an email to [email protected]. Reprographics is located on first floor (F050).

• Toners / Cartridges replacement• A4/A3 paper request• Connection of school laptop / computer to the printer• Printer was not working / printing• Paper jammed in the printer


mailto:itservicedesk%40aldaracademies.com?subject=

mailto:printersupport%40alyasmina.sch.ae?subject=Printer



2 To Report an Issue, please click the link provided.

3Select which category you are having an issue.

5



4Fill in the Subject, Description and also you can add an email address if you want to notify someone with the same issue. You may also attach a document or a screen shot by clicking Attach file to explain further what the issue you are encountering. Once you completed

the form, just click Add Request. You will receive an email notification after sending the request from the system.

5To Create a New Service Request, please click the link provided.

6



6List of categories will be on the left side of the page and you may choose which type of service you want to request. You may also create a new issue if your request is not listed on the template categories.

• CommuniCation

• appliCation login

7

• Data management

• email



• infrastruCture

• HarDware

8



• software

• internet

9

• user management

Oracle User Guide



1Login using your Oracle username and password.

2 Once you were able to login, this should be your Oracle homepage looks like.

Note: Please email Islah Uddin <[email protected]>, if you don’t have an Oracle account or if you have any issues with Oracle like you can’t access your payslip or you don’t have the option for housing allowance, school payment request etc.,

All personal HR requests such as bank or employment letters, housing allowance, school payment request, annual or sick leave approval must be made via Oracle. See below steps on how to apply through Oracle.

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mailto:iuddin%40aldar.com?subject=Oracle



2Click “Add”

3Fill in the details

4Click “Continue” >“Next” > “Submit”

HOW TO REQUEST FOR HOUSING ALLOWANCE?

1Click Academies Accommodation Loan Request

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2Choose “Payslip”

3Choose the month that you required and click “Go”

HOW TO ACQUIRE MONTHLY PAYSLIP?

1Click “Academies Employee Views”

12



2Click “Create Absence”

3Fill in the details. You can select the type of absence from the options (such as annual leave, sick leave, etc.), select the dates and you can also attached documents that will support your leave. Click “Next” and then “Submit”.

HOW TO APPLY FOR LEAVE OF ABSENCE?

1Click “Academies Employee Views” and choose “Leave Application”

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2Click “Add”

HOW TO REQUEST FOR A SALARY CERTIFICATE/LETTER?

1Click “Academies HR Letter Requisition” > “HR Letter Request”

3Click to Select the type of Employment Letter

4A pop-up window will appear, click “Go”

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6Click again to mentioned to whom it will be addressed

5Choose from the options and click “Select”

7Click “Go”

8Choose from the options and click “Select”

9Fill in the other details that you want to mention. Click “Continue” and then “Submit”

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2Click “Add”

HOW TO SUBMIT/APPLY SCHOOL PAYMENT?

1Click the “Academies School Payment Request”

3Fill in the details

4Click “Continue” >“Next” > “Submit”

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2Type in your username if you forgot your password or type in your email address if you forgot your username.

FORGOT USERNAME OR PASSWORD?

1Click the “Login Assistance”

3An email will be sent to you within few minutes with the details.

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How to access and use ICT Booking Form



1Copy and paste the below link to your Google Chrome browser.

2Select which form of the IT Devices that you want to book.

Note: Please be informed that online booking is for the whole set. In case, you want to borrow a device individually, please sign it out and log it with your Name, Device number, Date/Time Borrowed and Returned to the log book provided on top each trolley. Each

device should be return to the trolley once your class is over or at the end of the day so it will be charged and ready for the following day.

https://docs.google.com/spreadsheets/d/13UE82OXhKlYAb1W1V6GlLcvRcAXU1LU6d_Z7rTq_ImQ/edit#gid=282682674

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https://docs.google.com/spreadsheets/d/13UE82OXhKlYAb1W1V6GlLcvRcAXU1LU6d_Z7rTq_ImQ/edit#gid=282682674

How to set / create your outlook email signature



1Open Outlook and click on New Email and select signature as shown in the image below

2Click on “New” to create a new signature .

3 Type a meaningful name to identify the signature

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4 Copy the below content of the signature below starting from - “Kind Regards up to the banner AD”

5Paste the copied signature into the Edit signature box

Kind Regards

Name In BoldJob Title Here – Al Yasmina SchoolAn Aldar Academies School

Al Yasmina School | Aldar Academies | P.O. Box 128166 | Abu Dhabi | United Arab Emirates. Tel: + 971 2 501 4888 | Fax: + 971 2 556 3961 | Email: [email protected] | Websites : www.alyasmina.sch.ae | www.aldaracademies.com | save a tree - don’t print this e-mail unless it’s necessary.

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mailto:[email protected]

http://www.alyasmina.sch.ae/

http://www.aldaracademies.com/

http://www.aldaracademies.com/



6Add your details to the signature – name /Job title / direct line and email.

7Now make sure that the new signature is selected for New messages & Reply/Forwards.

8 Click Save and then click OK to close the dialog box

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How to setup school email on Samsung and other Android devices?



Use the Outlook app

1. Download the Outlook for Android app from the Google Play store if you

haven’t installed it yet. If you already have it in-stalled, open it and then de-pending on your device, tap the navigation control at the bottom of your Android, or tap More > Settings > Add Account.

2. Tap Office 365.

3. Enter your email address, type your password, and then tap Sign in

4. To view your calendar, files, or contacts from the app, tap More

5. To learn more about using Outlook for Android, tap the navigation control at the bottom of your device, or tap Menu > Help.

You can have more than one account in Outlook for Android. Select the type of account you want to add and follow those steps.

Delete an account

1. Depending on your device, tap the navigation control at the bottom of your device, or tap More > Settings.

2. Tap the account you want to delete.

3. Select Remove Account from Device and Remote.

Use the built-in mail app

1. Tap Settings > Accounts > Add account > Email.

2. Type your email address, type your password, and then tap Next.

3. Select the Exchange option.

4. You might receive a message about additional security features. Select OK to continue.

5. Once the device verifies the server settings, the Account Options page opens. Accept the defaults or select the options for how you want to receive and send your mail, and then tap Next.

6. On the Set up email page you can change the name of your account. When you’re finished tap Done.

If your device can’t connect make sure you typed your email address and password correctly and try again. If you still can’t connect try setting it up manually following the steps below.

Manual set up

1. Tap Settings > Accounts > Add account > Email.

2. Type your email address, type your password, and then tap Next.

3. Select Manual.

4. Review the settings on the Exchange server settings page and update if neces-sary.

• EmailMake sure your school email address is in this box.

• Domain\UsernameType your school email address in this box.

• PasswordUse the password that you use to access your account.

• Exchange ServerThe server name for Office 365 is outlook.of-fice365.com

• Make sure the Use se-cure connections (SSL) box is checked.

5. Tap Done.

6. Select OK or Activate to continue.

7. Accept the defaults or make changes for how you want your account to sync on your device. When you’re finished, swipe to the bot-tom and tap Next.

8. On the Set up email page you can change the name of your account. When you’re finished tap Done.

It might take a few minutes for everything to sync.

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https://play.google.com/store/apps/details?id=com.microsoft.office.outlook&hl=en

https://play.google.com/store/apps/details?id=com.microsoft.office.outlook&hl=en

https://support.office.com/en-us/article/Select-the-type-of-account-you-want-to-add-886db551-8dfa-4fd5-b835-f8e532091872

https://support.office.com/en-us/article/Select-the-type-of-account-you-want-to-add-886db551-8dfa-4fd5-b835-f8e532091872



How to setup school email on iPhone and iPad?

How to connect to school Wi-fi?

If you’re a member of staff, you can directly connect your devices to AA-Staff WiFi. It will ask for a username and password, just type in your computer login (username and password) to connect to the WiFi.

Students can also use the WiFi. They need to connect to AA-Student WiFi and and type in their computer username and password. Social networking sites and apps were blocked for the student WiFi.

School WebMail

Access your school email account with your personal computer or laptop at home. Staff and students can access and check their school email at http://mail.aldaracademies.com. If you don’t know or you don’t have a school account, please

contact IT.

What did you say?

To put numbering system / tags on shared area

computers, laptops, iPads and tablets.

We have numbered all the shared area computers, laptops, iPads and tablets across the whole school for easy tracking and reporting of faults. If you are using any IT devices and you notice a fault please log a report to the IT Service Desk and make sure you mentioned the device number and details of the fault.

There’s no information or training about the IT

Service Desk system.I’ve created a user guide and have emailed all staff a copy of the service desk manual and it is also included in this newsletter.

An easy way for booking the IT devices across the

whole school.I’ve created an ICT Booking Form for the shared area computers and trollies that can be access through Google Sheets link and I also provided a log book on top of each trolley if you want to borrow a device individually.

Use Outlook app

1. Download the Outlook for iOS app from the Apple Store if you haven’t installed it yet. If you already have it installed, open it, then tap Settings > Add Account.

2. Tap Office 365.

3. Type your email address

4. It will be redirected to our school login page

5. Type your password, and then tap Sign in

6. Select Yes to let the app access your info. Outlook for iOS begins syncing.

7. Tap one of the icons to view your calendar, files, or contacts in the app.

8. To learn more about using Outlook for iOS, tap Settings > Help.

Add another account

1. You can have more than one email account in Outlook for iOS. Tap Settings > Add Account.

Go back to the top of this page and select the type of account you want to add.

Delete an account

1. Tap Settings.

2. Tap the account you want to delete.

3. Select Remove Account, and then select From De-vice or From Device & Re-mote Data

Use the built-in mail app

1. Tap Settings > Mail, Con-tacts, Calendars > Ac-counts > Add account > Email.

2. Enter your email address and password, and then tap Next.

3. In the Add Account page, tap Exchange.

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http://mail.aldaracademies.com

http://go.microsoft.com/fwlink/?LinkId=523809

http://go.microsoft.com/fwlink/?LinkId=523809

https://support.office.com/en-us/article/select-the-type-of-account-you-want-to-add-b2de2161-cc1d-49ef-9ef9-81acd1c8e234

https://support.office.com/en-us/article/select-the-type-of-account-you-want-to-add-b2de2161-cc1d-49ef-9ef9-81acd1c8e234

We want to inform everyone that we have iPads ready to use for your lessons. We have

the latest installment of iPads that have already been deployed in our school. Each

set is made up of 30 iPads. The first in each set is a 64 GB white iPad in a black case and the

others are a 16 GB grey iPad. The 64 GB is the master iPad in each set which has a bigger

storage capacity, it means that students can AirDrop to it. This has the same apps as the

rest of the iPads so students can still use it. It may have some additional apps that only staff

can use or for testing purposes.

About the Apps

iPad Apps were deployed using a MacBook Air and are manage

by the IT Team. Currently we only have the ability to install free Apps, without in-App purchase. We will update you accordingly once we are able to deploy paid Apps to the iPads.

There are some Apps already installed on the iPads

and you can request to add additional Apps but please be aware that the capacity of the iPad is limited and we cannot add endless Apps. All apps to be

added must have been checked by the requester to ensure there are no adverts and that the app is suitable and appropriate for use in school. We will also check the app before deploying it to the iPads.

The iPads have security and privacy settings which were

set through Apple Configurator. The Apps Store will not be available and also users cannot delete/install Apps or make any in-App purchases.

To ensure that the use of these resources is monitored,

we have designated staff who will be in-charge of the iPad trolleys. Designated staff will be the point of contact for booking/scheduling the iPads in order to track where the iPads are and who’s using them.

iPads

APPS

Apps can be requested through the IT Service Desk.

You need to include the following details:

• The name of the App• The link from iTunes• Which set of iPads it is for• A brief explanation of what it is and what it will be used for

LOCATION• Year 1 & 2 Shared Area

• LKS2 Shared Area

• UKS2 Shared Area

• KS3/4 Set A (G088)

• KS3/4 Set B (S039)

• ACE and PE



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HP Tablets LOCATION

• Trollley 1 (16 tablets) Year 5 & 6 Shared Area

• Trollley 2 (16 tablets) MFL Area

• Trollley 3 (16 tablets) MFL Area

• Trolley 4 (16 tablets) Maths Department

• Trolley 5 (16 tablets) Science Department



This is another device that you can use in addition to

the iPads. The HP ElitePad 900 tablet runs a Windows 8 operating system which has Microsoft Office 2013 installed. For security

purposes, we have disabled the Microsoft Online Store. It has Wi-Fi capability and a camera. Selected software was installed because of the limited storage capacity of the tablets and compatibility of the software to Windows 8.

These devices are like desktop computers you

normally use at school. To log on to these tablets you need to use your username and password that you are

currently using to log on to the desktop computers. You can open and read your email, browse the internet and access the shared drives.

We have also designated staff that will be in-

charge of these tablet trollies. You have to coordinate with them regarding the booking/schedule of the tablet. They have the key to these specified trolley.

Laptops

Laptops are also available for school use. We had

one set of laptops which was deployed in the Business/ICT department. These are for ICT students only.

We have removed the computers in Year 1/2,

Year 3/4 and Year 5/6 shared areas and deployed a set of laptops in each shared area.

There are 6 sets of trollies with 30 laptops and 2 sets

of trollies with 15 laptops deployed last year. These laptops are for Primary and Secondary students but staff can also use these if it is available.

STAFF LAPTOPS

For the first phase of deployment of staff

laptop, we have deployed it for Arabic and Year 6 teachers, these will be the replacement for the old desktops in their classrooms. Last term we received the second batch of staff laptops and deployed it to Secondary teachers.

In each classroom, we have provided a docking

station where you can put the laptop and it will be connected to the projector and whiteboard. It also serve as a charging station for the staff laptop.

Staff who received or will receive a school issued

laptop has to signed the Staff Laptop Information and Acceptable Use Policy form (see next page for the sample).They can take the laptop that was issued to them at home, but they need to bring it to work every day. They also have the option to leave it inside the school but it needs to be kept safe and locked away.

All laptops have the Windows 7 operating

system with Microsoft Office installed and some license software we currently have. We cannot install pirated software on our school laptop. If you want a software to be installed on the laptop, or if you have any issues/request, you should seek IT support. Please do this through the IT Service Desk, http://itservicedesk/ but this service will only be available inside the school.

STUDENT LAPTOPS

Issue

02

January

2016

Al Yasmina SchoolPO Box 128166Abu Dhabi , UAE

Phone: 02-501-4888Fax: 02-556-3961www.alyasmina.sch.ae

LOCATION• Foundation Stage Area 1 trolley with 30 laptops

• Year 1 & 2 Shared Area 1 trolley with 30 laptops

• Year 3 & 4 Shared Area 1 trolley with 30 laptops 1 trolley with 15 laptops

• Year 5 & 6 Shared Area 1 trolley with 30 laptops 1 trolley with 15 laptops

• KS3/4 (S026) 1 trolley with 30 laptops

• DT (G078) 1 trolley with 30 laptops

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S AMP L

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Staff Laptop Information and Acceptable Use Policy

This document has useful information on getting started with your new laptop. At the end is a section to sign to say you understand your responsibilities for care of your designated laptop.

Logging in:

The first time you switch your laptop on and log in you must be in one of our school buildings. This is so that it recognises your username and password. Once this has been done you can log in at home.You should log in with the same username and password as at school.

Saving work: When using your laptop at home you will need to save your work into the My Documents area. Please note this is not backed up in school. You will need to back up important work and save work over to your network drive or the PLP. At school use your network drive.

Installed Programs: The following programs are installed on your laptop:

Audacity Sound recording and editingActivInspire Flipchart Software for Promethean boardsClicker 5 Arabic version: great support for EAL and for language learningClicker 6 English version: great support for EAL and for language learningChrome / IE / Firefox A choice of browsersGoogle Earth Explore the world, take toursGoogle Sketch Up 8 Create 3D objectsMonkey Jam A digital pencil test and stop motion animation programMovie Maker Create your own moviesMyst III Explore Myst: Great for discussion and imagination – a teaching toolOffice Word, Publisher, Excel, Access, Picture Manager, Info path, OneNotePicasa Picture editingPhotostory 3 Create video from photos. You can add voice over or music.Pivot stick Simple Stop motion animationScratch Animation and programmingSkype Video ConferencingSmart Notebook 11 Notebook Software for SMART boardsThe Hat Random name/word generatorCommunicator Al Yasmina School Communicator

These programs are to support your teaching. Any licences software that we have can be requested for install within the restrictions of that licence. We cannot add personal or unlicensed software. Please note that if you have a Promethean board you must use the ActivInspire Software. If you have a SMART Board you need to use the SMART Notebook software due to licencing restrictions. Please note that Notebook will not display on a Promethean board without a licence.

Using the Internet: In school you will be connected to the school wireless. You can connect to your own wifi at home.

Desktop backgroundsYou should have the ability to change your desktop background. This is for education purposes: please use this opportunity to use an image that reflects the learning your pupils are experiencing. Care of your laptop: It is your responsibility to look after your laptop with due care and attention.

S AMP L

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S AMP L

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Staff Laptop Information and Acceptable Use Policy

Please ensure you do not leave it in direct sunlight or in a car in daylight hours. If you are transporting your laptop it should be out of sight, not on a seat.

Please use the carry case provided, containing your charging cable. You may want to use a luggage tag or key ring to identify your case. You must bring your laptop to work every day as there will be times when this is the tool you teach from. For class based staff your laptop will be the device which runs your Interactive Whiteboard.

Anti-virus: There is an antivirus product installed on the laptop. We would ask you to be careful when opening emails and using USB devices to prevent infection of the laptop.

IT support: If you have any issues with your laptop you should seek IT support in school. Please do this through the ITSer-viceDesk, http://itservicedesk/. You will need to log the issue at school as this address is only available within school buildings.Your laptop should be set up with the Arabic Language pack activated and available from the language bar. If this is not the case you can change this in Control Panel – Region and language – keyboards and Languages – Change Keyboards – Add Arabic (UAE) . Alternatively, place an IT request for help with this.

Issuance agreement:

Staff Name Junabelle Gonzales Canonizado Date: 21st January 2016School Al Yasmina School Telephone:Department IT Extension:

BRAND TYPE MODEL SERIAL NUMBER LAPTOP NAME

HPLaptop with charger,

carry case and optical mouse

ProBook 650 CNU327BMV4 YASSTFJUNA

I hereby confirm receiving the above item/s in good working condition and assume responsibility for damages and losses at replacement cost.

Receiving Staff Issuing I.T. Staff

Signature / Date Signature / Date

Printed Name Printed Name

http://itservicedesk/

Issue02

January2016

IT Newsletter byJunabelle Gonzales Canonizado

P.O. Box 128166, Abu Dhabi, UAETel: +971 2 501 4760 | Fax: +971 2 556 3961Email: [email protected]

www.alyasmina.sch.ae

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