Tech Support Guides - Saint Paul Public Schools

Technology Support Guides for Staff

This page is designed to capture and collect many of the most important staff tutorials and guides as both a new staff onboarding resource AND reference point for existing staff. For additional support not addressed on this page, please contact the relevant department, submit a technology services support ticket, or call Technology Services Call Support at (651) 603-4357.

Accounts and Logins

Phone Upgrade

Active Directory and Okta Multifactor

All SPPS employees use Active Directory staff logins to manage user access and authentication to several different systems within the district, including:

Computer Access - Log in to any district computer
Campus, Schoology and other instructional tools
Google Drive and Microsoft Office tools
Email (Microsoft Office and Gmail)

In general, most staff accounts follow the pattern: e # # # # # #. Most student accounts follow the pattern: s # # # # # #.

To learn more about Active directory or reset your password, click here or contact the Technology Services team at (651) 603-4357

To look up or reset a student's Active Directory password, log in to the SPPS Teacher Activities page. Watch this short video walk through to learn more.

Okta is the chosen security provider for Multi-Factor Authentication (MFA) for SPPS staff, tied to Active Directory login. To learn more about up your Okta account, click here.

Payroll and Timesheets

Email access and forwarding

Outlook Logo

Microsoft Outlook email is used for professional communication by all staff. Learn more about your Microsoft Outlook SPPS email here.

Consider creating a professional email signature as appropriate. Select the appropriate email signature template from the SPPS Communications Toolkit. Then, follow these steps to update your email signature.

If away from work for a period of time, it is recommended to use as out of office notifications, as appropriate. Learn how to set up out of office notifications and send automatic email replies here.

Staff are also encouraged to use the Outlook calendar and scheduling assistant for meetings. To learn more about using the Outlook calendar, click here. To learn more about the Scheduling Assistant, click here. If you have an existing Google calendar you'd like to see on your Outlook calendar, follow these steps to add it to Outlook.

Each staff member also has a Gmail account associated with their Google Drive account.

Because many Google Drive files are shared on a regular basis, staff should set an email forwarding rule from Gmail to Outlook. This way, staff only need to check one email account and are notified if colleagues or students share files. Click here for a tutorial on how to forward email from Google to Outlook.

All students have a gmail account associated with their Google Drive and typically set up their email account on a school-issued iPad.

Productivity Tools: Google Apps and Microsoft 365

All SPPS staff have access to productivity and presentation tools in Google Drive and Microsoft Office 365. Students do not have access to Microsoft Office 365.

In general, academic and instructional staff use Google Drive (Google Docs, Slides, Sheets) for classroom instruction and professional collaboration. Many district level and operations staff also use Google Drive but may use Microsoft Office for specific projects or needs. Staff should consider the audience and best use cases when selecting tools

Learn how to access your SPPS Google account by watching this short video, or navigate directly to the Staff Login page. To access free tips, trainings, and resources for educators, explore the Google Teacher Center.

Microsoft Logo

Learn how to access your SPPS Microsoft Office account by watching this short video, or navigate directly to the Staff Login page. To access free trainings on a variety of Microsoft tools, explore the Microsoft 365 Training Resources.

Note:

Educators and Instructional staff may see a warning or error message when attempting to open or edit Microsoft Office files from their computer desktop. This includes Word files, Excel spreadsheets, and PowerPoint presentations. However, Microsoft Office is still fully accessible via any web browser and your spps.org account. Click here to log into your Microsoft Office 365 account. If you are unable to edit a Microsoft Office file, choose from one of the two options below:

Open your SPPS Google Drive account and upload/convert the files to Google. Moving forward, access the file from your Google Drive, not your desktop. For a tutorial, click here. This is the recommended solution for any staff who primarily uses Google Apps.
Open Microsoft OneDrive and upload the files. Moving forward, access the file from Office 365 via an internet browser, not your computer desktop. For a tutorial, click here. This is the recommended solution for any staff who needs specific functionality or formatting only provided from Microsoft.

Managed Apple IDs (MAIDs)

Managed Apple IDs (MAIDs) are special, district-created and district-owned accounts that provide access to Apple services, while protecting the privacy of students and ensuring that students can only access features of the iPad that are district-approved. Managed Apple IDs are designed to access key iCloud services that are typically used in an education setting, as well as privacy features built specifically for schools.

To sign in with your Managed Apple ID, go to Settings and sign in using your @stpaul.k12.mn.us email address.

By signing into your Managed Apple ID, you'll have access to 200GB of Cloud storage. You'll also be able to create, share, and collaborate live on projects using Apple apps. Students and teachers can share files and folders in iCloud Drive. You can share photos with students and colleagues in a shared album. Signing in with district MAIDs is also essential for staff and students using Apple Classroom.

Use the links below to learn how to sign into your Managed Apple ID on your iPad and MacBook

SPPS Managed Apple ID Guide
Video Tutorial: Sign into your MAID on iPad
Video Tutorial: Sign into your MAID on MacBook

Adding Printers at Home

VPN Access

Reasons for needing VPN ACCESS

Most SPPS applications are available outside SPPS network. A small number of applications are only available when connected to SPPS network. These include Peoplesoft, Finance Only, Local File Shares and Tririga.
- VPN is needed to Access :
  - Peoplesoft, Finance Only (eprocurement)
  - Department Shares/Net Shares (does not include Office 365 and Google Drive sharing)
  - Tririga
  - SRS Repoting
  - Custom websites
- VPN is not needed to Access:
  - Peoplesoft, HR/Payroll
  - Microsoft Office 365 (Word, Excel, Powerpoint)
  - Email
  - Files on OneDrive
  - Google SPPS Apps
  - Schoology
  - Campus
  - iOS Apps
  - PDExpress
Please submit a ticket at servicedesk.spps.org.
VPN Access template
The user will receive a Text Message when the Duo/VPN account is created. Please wait for an appointment with a Field Technician before clicking on the text message link. Link is valid for 10 days. A Field Technician will schedule an appointment with the user once an account is created.

USING VPN

Have your phone ready, with DUO set up
Open Cisco Anyconnect

Type vpn.spps.org

Click Connect
Sign in with your Active Directory account (used for computer, Campus, PDExpress password)

On your phone your will receive a text message from Duo Approve the sign-in request on the DUO mobile app as shown below:

Verify your connection to VPN. You should receive a message like the one shown below:

IT Support

Technology Services Service Desk Support

All communications with SPPS Technology Services are initiated via a service ticket, which is instantly routed through the automated system to the proper Technology Services Department staff. Service is provided, or built-in processes are triggered, to resolve an incident or deliver a service. The service ticket provides an efficient way to receive status updates; communicate with Technology Services staff; review ticket history; or search the Knowledge Base.

To Submit, View or Edit a ticket, select the "Submit Service Desk Ticket" below, or click on this link. Login with your Active Directory password, the same password used to log into a computer.

Submit a Service Ticket

Internet Filtering and App Requests

SPPS Wifi and student iPads are configured with internet filtering. On SPPS wifi, adult content is blocked from access, as well as social media site such as Facebook, Snapchat and TikTok. While no content filter is 100% foolproof, the Technology Services team is responsive in continually adjusting filters to keep students and staff safe and protected. To add or remove a website from the content filter, submit a service ticket.

Student iPads are configured with additional pre-installed internet filtering. When students take iPads home, the same websites are blocked from access automatically on the home network.

Technology Services Field Technicians

Technology Services Field Technicians are assigned to schools based on combinations of size and technical request volume. Technology Services staff support student and staff technical needs on iPads, Macbooks and other district provided technology.

Building administrators and other media support staff work in collaboration with Field Techs to lead technical events such as student or staff device deployments.
Staff should submit a service ticket based on the type of technology support needed.

Resources for Educators

Infinite Campus

Infinite Campus Logo

Infinite Campus is the student information system for Saint Paul Public Schools. Campus holds student grades, transcripts, attendance, schedules, behavior, and other information. Essential learning tools, including Schoology, Seesaw and Clever, send and receive data from Campus.

For basic tutorials on submitting attendance, entering grades and other features, visit the Infinite Campus How-To Guides page.

Clever

Clever is a single sign-on platform that simplifies access to educational applications for students and teachers. Because Clever is linked to Infinite Campus, students can easily log into a variety of learning tools using a single log in. This streamlines the login process and provides a more seamless learning experience.

Learn more about how to log in and use Clever in the classroom, and explore helpful tips and user guides here.

Seesaw (Pre-K through Grade 5)

Seesaw Logo: A white S on a purple background

Seesaw is the primary method of digital instruction and workflow for SPPS students in Pre-K through grade 5. Within Seesaw, teachers can post activities, work in their Seesaw classes, and communicate with families.

Looking for inspiration? Seesaw’s teacher resources are ready-to-use resources to support student learning, parent connection, and fresh inspiration.

Want to boost your Seesaw skills in support of teaching and learning? SPPS offers three asynchronous learning opportunities. Register on PowerSchool using the links below:

Getting Started with Seesaw (Professional Learning section #91239)
Using Seesaw for Instruction (Professional Learning section #91260)
Seesaw Pioneer (Professional Learning section #91243)

Check out Seesaw's Help Center for searchable, organized answers to questions about all things Seesaw. For issues with logins, rosters, or other technical elements, please submit a Seesaw Service Ticket.

Schoology (Grades 5 through 12)

Schoology is the Learning Management System used by teachers and students in grades 5-12. Schoology allows for creating, organizing and delivering content for courses.

Teachers can monitor and assess assignment completion and provide feedback. Students can interact with course requirements and conveniently access course information. Schoology also allows guardians to view their child’s progress in order to provide support at home

New to Schoology?

Take the asynchronous Schoology Onboarding Course (Professional Learning section #91377) for a variety of modules covering many different aspects of using Schoology for instruction
Check out the Getting Started Guide for SPPS educators

Explore the resources below to learn more about Schoology!

Schoology/Campus Grade Sync information page
Instructional Design Guidelines for Schoology - this deck shares helpful guidelines for designing, organizing, and adding materials to your Schoology course.
Accessible Course Design- this guide provides practical tips for enhancing accessibility and usability within your Schoology courses. Implementing these strategies creates a more effective learning environment for everyone.
Google Drive Assignments Help Guide - explore how to use the Google Drive Assignments app to assign Google Docs, Spreadsheets, Slideshows, and Drawings within Schoology.
Schoology's Instructor Resource Page - answers to common questions about using Schoology.

For issues with logins, rosters, or other technical elements, please submit a Schoology Service Ticket.

Apple iPad and Macbook Resources

Apple Logo

Saint Paul Public schools utilizes Apple devices for educators and students. Students in grades Pre-K to 12 have access to an Apple iPad, and educators use MacBooks and iPads. Saint Paul is fortunate to have a Andy Leiser, a dedicated Apple Professional Learning Specialist, on staff. Contact Andy at aleiser@apple.com for support with all things Apple

SPPS iPads are being updated for the 2024-2025 School year! Learn more about the new iPads:

Looking for ideas? The Apple Education Community is a one-million-person strong online hub for educators using Apple tools and resources in the classroom. From ready-to-use lessons to teacher Q&A, the Education Community is the best way to tap into the profound expertise of Apple Educators from around the world. Browse, ask, share, download, and come back for more. You are guaranteed to find oodles of useful supports!

Ready to learn more? Consider the Apple Teacher program for Mac and iPad. This free program is available for those looking to deepen their understanding and capabilities using Apple tools. Learn, earn badges, and achieve your Apple Teacher certification in the Apple Learning Center.

Behavior Referrals

Office Discipline Referral (ODR) Forms are used to document lost instructional time. All Office Discipline Referrals (ODR) form submissions are now electronic. Staff must be on SPPS Wifi to submit an ODR form.

Classroom-managed behavior:

is handled in the classroom setting using the continuum of classroom interventions and consequences supported by the SW discipline plan
is NOT documented on an ODR form and student is NOT sent out of classroom/learning environment

Office-managed behavior:

is handled outside the classroom setting using the continuum of support, both interventions and disciplinary responses, used by behavior support staff and administrators
results in lost instructional time and is documented on the SPPS Office Discipline Referral form
is submitted as an ODR form by instructional staff and documented in Infinite Campus

Learn more about when to submit an ODR, and get answers to commonly asked questions on the Behavior Referral website.
Check out this one-pager for step by step instructions for how to complete an ODR.
Submit a service ticket for access issues.

Submit a Behavior Referral (ODR)

Google Meet

Artificial Intelligence (AI) in SPPS

Artificial Intelligence (AI) information:

For information about our district's AI approach and helpful AI resources, please visit the Generative AI section of the Technology Services website.

Be sure to check out the AI Best Practices Guide for SPPS Educators!

AI Professional Learning Opportunities

Expand your AI knowledge with three new asynchronous AI courses. Earn a digital certificate, accumulate clock hours, and gain an hour towards your “S” licensure requirement.

Click here to learn more and get registered.

AI Tools Available to SPPS Staff:

Google Gemini

Google Gemini, an AI assistant included in our Google Workspace for Education Plus subscription, offers powerful capabilities to support educators. When logged in with your @stpaul.k12.mn.us account, you benefit from enhanced data security and privacy compared to other AI tools, including robust compliance with FERPA, COPPA, and HIPAA.

You can leverage Google Gemini to:

Draft lesson plans and generate ideas: Get a head start on curriculum development and brainstorming new approaches.
Relevel texts: Easily adapt reading materials to suit various student reading levels.
Create communication templates: Streamline your outreach with parents, colleagues, or students.
And much more!

Check out this video tutorial to learn more about using Gemini in SPPS:

Need some ideas of where to start with Gemini? Explore the 100+ Ways to Use Google Gemini and Notebook LM in Education slide deck.

Notebook LM

NotebookLM's unique power comes from analyzing only the content you provide. It allows you to upload sources like PDFs, Google Docs, websites, and even YouTube videos. This "source-grounded" approach means NotebookLM focuses entirely on your uploaded materials, reducing the risk of misinformation often found in other AI tools. When logged in with your @stpaul.k12.mn.us account, your interactions and data within NotebookLM remain private and secure .

You can leverage Google NotebookLM to:

Engage with standards: Explore how your materials meet specific curriculum benchmarks.
Differentiate learning: Adapt texts for various reading levels, generate vocabulary, or simplify explanations.
Develop assessments: Create quiz questions, essay prompts, or rubrics from your content.
Synthesize research: Combine documents to identify themes, summarize findings, and make connections.
And much more! Generate study guides, brainstorm activities, or even turn articles into audio overviews.

Check out this video tutorial to learn more about using Notebook LM in SPPS:

Need some ideas of where to start with Notebook LM? Explore the 100+ Ways to Use Google Gemini and Notebook LM in Education slide deck.

Apple Intelligence

Apple Intelligence features are available on staff MacBooks operating on MacOS Sequoia 15.1 and above. These features include Writing Tools, and Photo Cleanup.

You can leverage Apple Intelligence's tools to:

Enhance Writing: Use Writing Tools to proofread, rewrite, and summarize text across various applications. Easily adjust tone, refine wording, and condense lengthy documents, saving valuable time on communications and assignments. Learn more about Writing Tools.
Refine Photos: The Clean Up tool in Photos allows you to easily remove distracting objects or blur faces in images, helping you create professional-looking visuals while respecting privacy, especially useful for school events and publications. Watch the short tutorial video below to see Photo Clean Up in Action:

Seesaw

Seesaw integrates teacher-focused AI tools designed to enrich learning experiences and save educators valuable time. These built-in features prioritize a safe and effective environment for elementary classrooms.

You can leverage Seesaw's AI capabilities to:

Assess Reading Fluency: Automatically analyze student reading recordings to provide quick insights into accuracy and words per minute, helping you pinpoint areas for support. Learn more about Seesaw's Reading Fluency Assessment Tool.
Support Early Readers with "Read with Me": Offer passages with synchronized audio and word-by-word highlighting, making texts accessible and fostering reading independence for all learners. Learn more about Seesaw's Read with Me Tool.
Generate Formative Assessment Question ideas: Quickly create auto-graded multiple-choice or true/false questions tailored to your content, streamlining the assessment creation process. Learn more about Seesaw's AI Question Assistant.

Schoology

Schoology's AI content creation tool, PowerBuddy is available for SPPS educators! PowerBuddy is integrated into Schoology, offering a suite of generative AI tools to help you create academic content and classroom activities, saving valuable time. You can leverage PowerBuddy to:

Generate Assignments & Discussions: Quickly draft assignments, discussion prompts, and model texts tailored to your content and grade level.
Develop Lesson Materials: Get a head start on passages, stories, or other instructional content, then easily customize them to fit your specific needs.

Watch a quick video tutorial to learn how to leverage PowerBuddy and get a jump start on a variety of teacher tasks!