---
# System prepended metadata

title: IT Briefing September 2025
tags: [Talk]

---

---
title: IT Briefing September 2025
tags: Talk
description: View the slide with "Slide Mode".
---

# IT Briefing September 2025

https://tinyurl.com/SUTCIT

---

## Helpdesk

:email: helpdesk@utcsheffield.org.uk 
:phone: 2999 internal / 0114 308 3999 

* Emails and voicemail go into the system and can be seen by the whole **IT Support Team** (4 of us across the Trust).
  * When you get a reply from the helpdesk please send any follow up by replying to that email.
* ![image](https://hackmd.io/_uploads/B1hwz6TsC.png) At OLP if you have a particular student with an IT issue you can use the "IT issue" button in classcharts (in the Negative Student tab). But remember it is only seen by me.


---


### Student IT Briefing

A lot of this breifing is also availble for students @  https://tinyurl.com/SUTCSIT 


---

## First Few Weeks

Mr Eggleton will do his best to tour the Computer Rooms on First floor at the start of lessons to catch issues.

Please don't send students downstairs for password / account issues, I will be coming around. 

Once the rounds are finished please use helpdesk@utcsheffield.org.uk or classcharts

---

## Martyn Eggleton (MEG) - User Manual

* IT Technician / Computing Skills Trainer 
* Teaches a bit and does enrichments 
* So not always at the **Tech Hub**. 
* Has a brain injury.
* Emailing  helpdesk@utcsheffield.org.uk is best way for me to remember tasks (and the rest of the Network Team will see it)
* In classcharts there is an "IT Issue" button but only MEG will ever see that.

I do usually have my radio on as well so "On Call" can get me asap.

---

## Be Patient when logging on

When you turn on a computer, please give it time (30 seconds ish) to connect to the network before logging on. There is usually one of the below icons towards the bottom right of the screen.

* ![](https://hackmd.io/_uploads/SJZnovXCn.png) Not connected 
* ![](https://hackmd.io/_uploads/HyKbhDmA3.png) Wifi working
* ![](https://hackmd.io/_uploads/r1Mq2Pm02.png) Wired connection working

Not being connected when logging on is often the cause of missing network drives and printers. If it's still not connecting please raise it with MEG.

CL1, CL4 and the computers in the CEX are the most prone to this issue. You may wish to show this [Network Warning PowerPoint](https://utcsheffield.sharepoint.com/:p:/s/OLPStaff2/ERoXens5ifZNqCSoYWbCWcMBXtnaArZfKfzq8cOUL8Dqug?e=vaat1s) in early lessons

---

<!--
## CL1 & CL4

A small number of these new machines are misbehaving and don't connect to the network after waking up.

If they are still showing  ![](https://hackmd.io/_uploads/SJZnovXCn.png) they are not connected. If it's still disconnected after 30 seconds, click through until you have an onscreen power icon bottom right and **Restart** the machine. That should reconnect it, if not, do not use the machine.



---

-->



## Computer Use Rules

1. Acceptable Use Policy must be read, agreed to and signed
2. No eating / drinking in Computer Rooms
3. Don't remove stickers from machines
4. Don't move / unplug any computer equipment, ask IT for help.
5. All computer rooms now have 2 mains sockets free at the end of each row. 
6. There are no free sockets under the desks. Unplugging any IT equipment will attract a conduct note / C4.

---

## Password Rules

* 12 or more characters & contain at least one of each from :
    *  uppercase letters
    *  lowercase letters
    *  numbers
    *  special characters (!*@# etc.). 
* Do not include your name or “password” or reuse an old password.
Your new password should be 12 or more characters & contain at least one of each from : upper + lowercase letters, numbers & special characters (!*@# etc.). 

 * It will also be checked by Microsoft for complexity and if it has been compromised before. 

[Password Rules Powerpoint](https://utcsheffield.sharepoint.com/:p:/s/OLPStaff2/Ec8R7GBqifxFg1cVJ5KxqlcBSJyngv4YJi5G3v9wq_w1QA?e=EdKAvk)

----

### Changing Passwords

Additionally passwords are checked against Microsoft's list of compromised passwords.

Passwords can be reset by us but then need to be changed by the student on the next logon. 

Passwords can not be changed outside the building or on Chromebooks. 

If I am the one changing the password it will be set to **TempPassword#12**


---

### Office File Formats

The only fully supported filetypes in Word, Teams etc. both online and on the desktop are the "Office Open XML formats" (.docx .xlsx .pptx etc.)

When this box comes up always get them to select the top option.

![image](https://hackmd.io/_uploads/HJRiF_zkkg.png)


---

### Student username Pattern

nn = Year they started Y7 (Generally year they started here -2)

surname = Legal Surname

i = Preffered First Name Initial 

Username = nnsurnamei


---

## Connecting your laptop to classroom screens

* Plug the HDMI cable into your laptop.
* Press the Windows Key (![](https://hackmd.io/_uploads/Byk6CeAan.png)) + P to select desired monitor arrangement.

---

## Be careful plugging USB C power in to laptops

The most common cause of the laptops staying blank and not powering on is accidentally touching a USB C power cable against a bigger USB Port.

---

## Classcharts

[Guide for Teachers](https://www.tes.com/knowledge-base/class-charts/september#for-teachers)

:::danger 

### Warning : Class Chart's idea of a "double lesson" is weird.

Don't use the "double lesson" tickbox for Post 16 specialism lessons. 
 
Class Charts checks through the day to find similar classes and can carry the mark forward throughout the day if the students are mostly together.

:::


---

## Content Blocking

### Smoothwall

Requests to webpages can be blocked by smoothwall if they fall into a banned category and the site has not been whitelisted (send  helpdesk@utcsheffield.org.uk a request for that).

Blogs and forums are currently blocked. To exclude these types of sites from search results you can use "-". e.g. ```Rules of cricket -blog -forum```


### Impero

Programs can be closed if a banned word appears in the Window Title.



---

## Audio via HDMI

* Make sure there is no stereo / audio /jack / mic/headphone cable plugged into the wall.
* Click the volume button (![](https://hackmd.io/_uploads/H1c0ClATh.png)) in the bottom right of the screen. 
* Select the “EPSON PJ (HD Audio Driver for Display Audio)” from the list. ![](https://hackmd.io/_uploads/ByDJeGkC2.png)
* Change the volume by clicking on the volume slider, it should bleep through the speakers.
* If not try the following and click on the volume slider to check the effect :-
    * Make sure that the "Audio" switch on the wall is "On".
    * Check the volume dial on the wall
        * Pressing will swap between the HDMI and AUX inputs.
        * Turning it allows you to alter the volume (If the red LED is on it will be loud)
    * Audio does will not work if the screen is frozen!
 
---

## Screens and audio in non-standard rooms

CL1, CL4 & The SOC are slightly none standard

And the Hall is very different

LB13 and HSLB also currently have issues with HDMI

----

### CL1

1. Turn on both projectors first.
2. The plug in the HDMI cable labeled "LAPTOP" in to your laptop.
3. The same image should appear on the 2 projectors and the monitor on the desk.
4. Press the Windows Key (![](https://hackmd.io/_uploads/Byk6CeAan.png)) + P to select desired monitor arrangement.
5. Make sure Projectors are off before removing HDMI

If this doesn't work (you just get a blue screen on the projectors), turn off CL1 on the Remote (Button 1) and then turn it back on ![RemoteSmall](https://hackmd.io/_uploads/Hka1y-Q5le.jpg)


----

### CL4

1. The plug in the labeled HDMI wire to your laptop 
2. The same image should appear on the projector and the on desk screen
3. Press the Windows Key (![](https://hackmd.io/_uploads/Byk6CeAan.png)) + P to select desired monitor arrangement.

---

### LB13

HDMI Sound doesn't work at the moment. Use the Audio cable and pick the Realtek / Speaker option instead of the HDMI option in the volume selector.

----

### SOC

* Turn the projectors you want on
* The plug in the labeled "A/V USB" plug to your laptop via a USB3 / SS socket 
* The drivers should be installed already so after a 20 seconds or so the screens should start working (if there is an issue contact MEG)
    * The if drivers don't install automatically you will need Network Team assistance the first time. The software download is currently [here](https://www.dell.com/support/home/en-uk/product-support/product/dell-usb3-dock-3100/drivers) 
* Rearrange the 4 independant screens (2 projectors) to suit your needs.

![](https://hackmd.io/_uploads/r1gRDZCT2.png)

![](https://hackmd.io/_uploads/ByxYO-Rph.png)

![](https://hackmd.io/_uploads/rJ0QOWRah.png)

![](https://hackmd.io/_uploads/rk_8d-ATn.png)

---

## Connecting Your Laptop in the MPH

:::danger 
### Only stable on Staff Laptops and Windows 11
For vistor devices and Windows 10 users use the HDMI cable
:::

* On the wall box near the projector screen => Click "ON"
* Press the Windows Key (![](https://hackmd.io/_uploads/Byk6CeAan.png)) + K and connect to "AirServer MPS".

<!--
#### If that doesn't work
* Press the Windows Key (![](https://hackmd.io/_uploads/Byk6CeAan.png)) + P 
* Click ![image](https://hackmd.io/_uploads/BJbNmdLOJx.png)
-->
### Connecting

* ![image](https://hackmd.io/_uploads/H1cub_U_1g.png)
* And enter the PIN on the screen ![image](https://hackmd.io/_uploads/H1JzfuIOJg.png)


### Sound

* Please check the sound works before you start (if you can).
* The Speakers can be switched off during exam times
    * Press ON Buttons 4 & 5 (Labelled MPH) ![RemoteSmall](https://hackmd.io/_uploads/Hka1y-Q5le.jpg)

---


### Change settings or Disconnect

* Press the Windows Key (![](https://hackmd.io/_uploads/Byk6CeAan.png)) + K

![image](https://hackmd.io/_uploads/BJpVpLJKyx.png)

Closing your laptop will also disconnect. But obviously otherwise the WiFi and thus the screen are still connected.


---


### Please Turn Off the Projector when finished
* On the wall box near the projector screen => Click "OFF"


### Fallback and guests

Use the HDMI cable if you need to.

---

## Keeping your screen on if not using PowerPoint for your presentation

* Cheat
* Start a blank PowerPoint presentation
* Use ALT + Tab on the keyboard to bring up program you want to see

---


## Windows 11 

* All the Computer Room Machines are now on Windows 11 
* The Student laptops cannot be upgraded
* If you want your machine upgraded please email  helpdesk@utcsheffield.org.uk to arrange that.
* How to move your start bar back to the left. https://www.techradar.com/how-to/how-to-move-your-taskbar-in-Windows-11

----
## New Student Process

1. First register is taken on day one
2. Students are admitted on SIMS
3. Timetables distributed & **Names** checked by students.
4. If any names are wrong please flag to admin immediately.
5. Student Acceptable Usage Policy - read by Tutor, form signed by students.
6. IT will produce accounts and distribute details asap. 

### Do not let a student login to an account with the wrong name.

---

## Chromebooks

**Chromebooks cannot be the first time a student uses one of our machines**
* Passwords cannot be changed on Chromebooks
* There is no "CAPS LOCK" key on many Chromebook keyboards. So you have to press the shift key for captial letters.

**Current Trolleys**
* Sport has 2 Trolleys of 20 ish
* Health has 1 Trolley of 18
* Inclusion has 1 Trolley of 4
* Consequences has 1 Trolley of 7

---

## Laptop Booking

In Outlook :
1. Start a "New Meeting" and set up the time & day
2. In the Required field invite "OLP Laptop Trolley 1" ![image](https://hackmd.io/_uploads/B13re1zHa.png)
3. Send the inivitation

---

## Printing

<!--
:::danger 
Warning : 03/09/2025 
### New staffs and recently imaged laptops are not printing prperly 
PaperCut! client has not installed

:::
-->

1. When printing make sure you have "OLP-Follow-Me on sustcfps2" selected ![](https://hackmd.io/_uploads/BJGpzTrR2.png) (If it's not there try logging off and back on, and bare in mind the "Be Patient" not above )
2. Check that your "Paper Cut!" icon is visible in the bottom right and green ![](https://hackmd.io/_uploads/S1ApfaB02.png)
    2.a If not try starting it from the Windows menu (bottom right) 
![](https://hackmd.io/_uploads/SkF4XaBR3.png)
3. Press print in your software
4. The Paper Cut! "Print Job Notification" / "Account selection" box should appear. Select who is paying and hit "Print" ![](https://hackmd.io/_uploads/ryqlXarRh.png)

---

## Remote Printing

Visit the link http://10.102.224.7:9163/setup and follow the instructions.

The printer here should appear as "OLP-Follow-Me on sustcfps2"

---

## Getting your Printing

* Press your card against the red "Please place your card here".
* If it's not yet registered it will ask for you to assign the card by logging into your school account.
* Otherwise use the "Print All" or "Print Release" options
* Scanning and Copying (throught the Access Device option) is also available


---

## Printer Credit

* CDs can email helpdesk@utcsheffield.org.uk request top-ups for faculty accounts if you are are running low. 
* Teachers are given a individual budget of £10 which is what gets used up if the servers disconnect.

---

## Impero

* You can watch the screens of all the computer rooms and laptops.
* Chromebooks are monitored by the system but you can't see it easily
* Impero keeps an eye on what is happening in programs and will close windows with offending content.
* Full guides are [here](https://core-docs.s3.amazonaws.com/documents/asset/uploaded_file/1238775/impero_education_pro_-_teacher_tips_guide_-_october_2017.pdf) and [here](https://inet.katz.pitt.edu/tech-help/guides/impero-software-guide.pdf)
* "Run Website/File" (under the Action menu button) allows you to open website etc. directly on selected students machines.

## Smoothwall
* Smoothwall automatically blocks web access which could be problematic (we are working improving this)
* "HTTPS Everywhere" and url links (in emails etc.) can cause issues where it looks like Smoothwall is blocking a page but its actually because the browser is changing a link from http: to https: (and the secure webserver doesn't exist). Try deleting the s and see if it works.
* If you want a website unblocking please use the Request button on the Smoothwall page that appears, or email the URL to  helpdesk@utcsheffield.org.uk.
---

## Teams / Assignments 
:::danger 
Warning : Read Carefully 
### Getting this wrong can lead to loss of work
:::

* Remember that the "Hand in" / Turn In" button on an assignment makes a copy of the Students work and puts it in a folder for you to look at.
* You will not see any further changes unless they "Un-hand in" / "Unturn In" the work, change it and then "Hand in" / "Turn In" again.
* Further more, you hitting "Return" or "Return for improvements" copies the version from your folder back into the students copy of the Assignment, writing straight over the top of any unturned in changes and getting rid of all the versions.
* Remind your students to be super careful with "Recent Documents" anywhere, because it might link to the "Handed in" version.

### Creating Teams

To make sure that the number of teams doesn't get out of hand, the Curriculum Directors have the permissions to create teams. 

---

## Camera / Visualiser App

In the terminal (Command Prompt) 
![image](https://hackmd.io/_uploads/HJXFufVvA.png)

type the following 

`winget install "Windows Camera" `

The Camera App should become available
![image](https://hackmd.io/_uploads/B1dZtMNwR.png)

---

## Zoom

Zoom is generally blocked for all users, but can be unblocked for staff on request to helpdesk@utcsheffield.org.uk

---

## Securely Sharing Files

To ensure compliance with GDPR / Data Protection Act, we need to make sure that files sent to external parties are encrypted in transit and we can retract permissions if shared by mistake, the recommended method of secure transfer is.

* Copy file into your work OneDrive 
* Share it to the external person via email. Using the "People you choose" button.


---

## Account Lockout

If you or a student enter your login credentials wrong 3 times the system will lock the account for 20 minutes. I can unlock students faster than that but not Staff.

---

## External Learning Websites

### Science : kerboodle

https://www.kerboodle.com/users/login Student accounts are added at the start of the year using school emails, there is a forgotten password link.

### Maths : Dr Frost

MEG can reset passwords. https://www.drfrost.org/login.php

### English : Seneca

??


---


## Good Luck

:email: helpdesk@utcsheffield.org.uk 
:phone: 2999 internal / 0114 308 3999 


--- 
## Current Status - 12/11/2024 - 11:49

| Feature                    | Status         |       |
| -------------------------- | -------------- | ------|
| Shared Drives              | :thumbsup:     | OK    |
| Internet                   | :thumbsup:     | OK    |
| MS Teams - Assignments     | :confounded:   | OK    |
| Student Printing           | :thumbsup:     | OK    |
| Staff Printing             | :thumbsup:     | OK    |
| Helpdesk                   | :thumbsup:     | OK    |
| Admin Printing             | :thumbsup:     | OK    |
| CCTV Recording             | :thumbsup:     | OK    |
| CCTV Access                | :thumbsup:     | OK    |
| Student Card Printing      | :thumbsup:     | OK    |
| Lift Pass Changes          | :thumbsup:     | OK    |
| Staff Card Printing        | :thumbsup:     | OK    |
| Smoothwall Blocking        | :thumbsup:     | OK    |
| City Centre Internet       | :thumbsup:     | OK    |
| Finger print and PIN login | :thumbsup:     | OK     |

