As the school year rolls on, there may be days when you are not in your classroom and need to prepare substitute teacher plans. While we want instruction to continue even when we’re not in the classroom, it can be challenging to determine what resources to leave for the guest teacher, especially digital resources such as PowerPoints, SMART Notebook files, PDFs, etc. In our district, we have at least two ways that digital resources can be shared with guest teachers without breaching security by sharing passwords.
First, classroom teachers need to know is that substitute teachers actually have their own logins for both the desktop computer and PowerSchool. It is not necessary, and strongly discouraged, for teachers to share their passwords. There are protocols in place for both guest teachers and long-term substitutes to provide them access to the necessary systems and applications. And in light of serious security breaches in other school districts, we all need to safeguard our usernames and passwords to prevent these kinds of threats. When writing your sub plans, then, instead of noting “The PowerPoint on my desktop…” simply refer them to one of the two following options to access digital files.
The first option classroom teachers have to share digital resources is through AESOP, our online substitute reservation system. When completing or editing your reservation, you can attach files within the reservation. Video files might be too large, but most other file types will easily attach and be accessible to the guest teacher when accepting the reservation. This is most likely the easiest option for classroom and guest teachers alike.
However, if you have larger file types such as a video prompt, then you will want to use the sub_material folder on our network. Every teacher and guest teacher has access to these folders, which are set up by school level (elementary, middle, and high school), and then by school, and lastly, by teacher. To get to these folders, in your Search, type \\disk\schools and hit enter. The sub_material folder is listed here. Double click your school level, double click your school, and then double click your name to open the folder. If your name does not appear, you have write permissions, so right-click, select New > Folder, and then name it. You can also right-click on your folder and select Send to > Desktop. This would allow you to always have a shortcut directly to this folder on your desktop, in order to click and drag digital resources.
These two options provide your guest teachers with the access they need to digital resources without you having to share passwords, keeping your privacy and access secure. As always, your instructional coaches or I are available to support you if you would like a side-by-side guide in looking at these choices for setting up your guest teacher for success!
I am a technology integration coach for a school district supporting one preschool, fifteen elementary schools, two middle schools, and three high schools. Check here for the latest updates on instructional technology.