Author: ccsadmin

iPad – Setting up Wireless Login Agent

To access the school internet on a iPad, you need to enter your username and password into a network agent app. Once you have done this, your iPad should stay authenticated to the school system. Before you login to the agent, it needs to be configured with some school specific settings.

The guide below shows you how to do this.

Step 1: Launch the configuration settings webclip

Step 2: Safari will appear with a download prompt

Step 3: Open the files app, tap and hold the downloaded certificate file until a menu appears. From the menu that appears select “Share”. Scroll across the shown apps until the “three dot” menu option appears. Tap that  and select the “Open in Network Agent” from the list that appears.

 

Step 4: The Network Agent app will launch. Update or accept the certificate settings when prompted

Step 5: Enter your network username and password and tap “login”

Why is this Flash content not working?

Adobe Flash is being discontinued as a product in 2020. Flash player has long been criticised as a vector for security vulnerabilities and the slow performance of webpages.

See Adobes own announcement: https://theblog.adobe.com/adobe-flash-update/

Major browser applications (Chrome, Microsoft Edge, Firefox) have already started the process of phasing out the ability of websites to play flash content, this will most likely be the cause of you not being able to play a favourite resource on a website you have been previously been using for years. And programs such as Microsoft Office will drop support for flash content in presentations.

What does this mean for me as a teacher?

Overall the onus is on website owners to update their websites to use more modern technology under the umbrella term “HTML5”.

In the short term you can still run flash content using Internet Explorer, as it still supports Flash on all websites that require it.

In the long term it is advisable to look for replacement resources if it is apparent that a website is unlikely to update its content. The term “HTML5” is very useful when searching for modern sites. For example, if you were looking for a website that shows chemical compounds, you could google “Chemical Compounds HTML5” and you would have a fair chance of bringing up websites that are fully supported by modern browsers i.e. molview.org

Data Protection – Office 365 Message Encryption

Caroline Chisholm School gives users the option of using Office 365 Message Encryption (OME) to encrypt outgoing email messages. OME allows CCS Staff to send emails to external users, ensuring the message is transmitted securely, and visible only by the intended recipient.

How to send an encrypted message

  1. Create a new e-mail message (Either Webmail or a Outlook client). In the subject line, add either (encrypt) or (secure), including the parenthesis, along with the rest of your subject. Adding either of these two tags to your e-mail subject is what tells the e-mail system to encrypt your message.

2. Add the recipient(s) e-mail address(es), compose the message as you normally would, and hit Send when you’re finished. If you send an e-mail to a mix of CCS Staff and non-CCS recipients, the non-CCS recipients will receive an encrypted copy, and the CCS recipients will receive the message as normal. Always double-check the addresses to ensure that you’re sending the message to the intended recipient(s).

3. The recipient of your message will receive an e-mail informing them that they have an encrypted message waiting for them, and will be instructed on how to access it.

How to view an encrypted message

1. You will find an attachment in the email called message.html. The email should also have the following image at the bottom of the message. Save and open the message.html file, and follow the instructions contained in the attachment.

2. You will have the option to either use a Microsoft account to login and view the message (you will need to create one the first time if you don’t have an account already), or use a one-time passcode that will be emailed to you. If you expect to receive encrypted e-mails regularly we suggest that you create a Microsoft account. See the links below for additional instructions.

Using a Microsoft account to view an encrypted message

Use a one-time passcode to view an encrypted message

Data Protection – Multifactor Authentication

Preface

Multifactor Authentication (MFA) protects your account from external access if your password becomes compromised. The process works through verifying you login attempt via a mobile app. The app can be installed on any mobile device and is available on Staff iPads. If your account password is compromised, a unauthorised user would also need access to your mobile device to be able to login to your account.

This sounds time consuming

Whilst some initial setup is involved, once you have signed into a device that you trust, you can set a 60 day exception from further prompts to use MFA. Devices on the school network will not prompt you for MFA codes, so you will only need to do this on devices you use outside the school network. With so many vectors that attackers use now to compromise a users passwords, MFA has become a necessity to keep school data secure.

Is there really a big risk?

Specially crafted websites (e.g. websites designed to look like official login pages) can trick you into entering your username and password. These details are then recorded and sold via criminal networks to anyone prepared to bid on them. The risk unfortunately is real. If you don’t do so already, it is worth looking into how you can setup Multifactor Authentication / 2 Factor Authentication on services you use in your personal life. Websites such as Amazon, eBay, Outlook.com, Gmail support MFA / 2FA.

Getting the App for your personal mobile device

The store links below will give you the correct app for your device:

Setting up MFA for the first time

Step 1: When you login to a MFA protected school service on a computer that is outside of the schools network, you will be prompted to setup MFA.

Step 2: Select “Mobile App” and then check the “Receive Notifications for verification”. Then click “Set up”

Step 3: A QR code will be shown which you will use via the Authenticator app

Step 4: Open the authenticator app on your staff iPad or mobile phone and tap “Add account”

Step 5: Select “Work or school account”

Step 6: The app will then want to scan the QR code

Step 7: A connection will now be attempted between Office 365 and the authenticator app. A prompt to approve will appear on the app. Tap “approve”

Step 8: Click “Finished” to complete the process.

OneDrive – Opening Files Directly from Office

If you are on a machine that cannot support the sync client (i.e. Remote Desktop), you can still access your files stored in OneDrive directly from the Office applications.

Tip You can also use the same method to save files. Use File -> Save and then follow the same procedure below

Steps:

  1. Click on File -> Open
  2. Click on OneDrive – Caroline Chisholm School
  3. Use the scrollable panel to navigate your folders to find that file you want to open

Data Protection – Choosing a strong password

Passwords protect both your personal data and the schools networks and services. Please take the time to choose a strong, memorable password or passphrase, whilst considering the guidance below:

Strong passwords

Recommended techniques for inventing a strong password you can actually remember include:

  • a mix of upper and lower case letters (not just on first or last character)
  • a pair of unrelated words with punctuation inserted
  • a full sentence which is nonsense (e.g. horsesupermansea)
  • the first letter of each word in a phrase or song title, with mixed case and punctuation/numbers
  • alternating one consonant and one or two vowels, to create a nonsense word which you can pronounce, and perhaps including this nonsense word in a longer phrase.

Weak passwords

The following types of password should be avoided:

  • null (blank) passwords
  • fewer than 8 characters
  • simple sequences such as qwerty, letmein, welcome, hello, password, the name of your department or the school
  • long passwords which are obvious sentences or well-known quotations
  • anything you would find in a dictionary (in any language or jargon), or any dictionary word slightly modified (e.g. by adding a number to the end, or changing l to 1) any name (including that of a partner, parent, child, pet, literary character, famous person or place)
  • any variation (e.g. backwards, or followed or preceded by a digit) of your own name, your username on any other system, your birthday, car registration number or any other personal information
  • any small variation on your existing password
  • your password on another system

Keeping your password safe

  • Never leave a handwritten copy lying about
  • Be aware of who might be watching you when entering your password
  • Never give your password to other people, however trustworthy you believe them to be (this includes your friends and family)
  • Passwords should be changed at regular intervals
  • Different passwords should be used for different computer systems, so that if your password is cracked the damage may be limited. i.e. use a different password for SIMS and your network ID

iPad – Setting video recording quality

Using videos with a large file size with applications such as PowerPoint and Movie Editing software can lead to performance issues. Editing a large video will consume more resources on the device you are using and will make the process slower to complete. Smaller videos are also easier to transfer.

To fix this, you often have to run the video through a compression tool to make it smaller

If you are recording video on your iPad you can avoid needing to compress your footage by getting the iPad to record smaller video files

To choose a smaller file size:

Go to the Settings App > Camera

Record Video

From the list, select a acceptable smaller file size. You can see the file size savings listed.

 

iPad – Checking and Applying iOS updates

If a message says that an update is available, tap Install Now. You can also follow these steps:

    1. Plug your device into power and connect to the Internet with Wi-Fi.
    2. Tap Settings > General > Software Update.
    3. Tap Download and Install. If a message asks to temporarily remove apps because iOS needs more space for the update, tap Continue or Cancel. Later, iOS will reinstall apps that it removed.
    4. To update now, tap Install. Or you can tap Later and choose Install Tonight or Remind Me Later. If you tap Install Tonight, just plug your iOS device into power before you go to sleep. Your device will update automatically overnight.
    5. If asked, enter your passcode.

iPad – Transfer Photos Direct to PC

You can use the OneDrive app on the iPad to directly transfer photos to a Windows PC. The photos will then be stored in your OneDrive space, accessible from your work PC.

Note

  • This process works best when your iPad has a correctly connected wireless connection – See guidance here for how to set this up
  • Photos and videos will sync to your OneDrive space in the background automatically as you take them

Important

  • Your iPad needs to be connected to the TAB wireless network: See this article for details

Setting up the OneDrive for automatic sync of photos and videos from the iPad camera roll

Open the Photos app from the start menu (Icon shown below)

 

Data Protection – How to create a secure Zip file

You may need to email a file to a third party that contains private information. To protect this data you will need to ensure it is encrypted and password protected. Staff machines have a program called WinZip installed that will allow you to created encrypted, password protected Zip file.

Important

  • Do not attach the zip file and include the password in the same email
  • You should use a alternative communication methord to transfer the password to the third party i.e. Phone Call

Step 1: Right click on the file you want to protect and then select “Send to” -> “WinZip

 

Step 2: Tick “Encrypt added files” and then click “Add”

Step 3: Enter a password (use a complex password) – If unsure use passwordsgenerator.net

Step 4 – Your secure Zip file has now been created and can be emailed. When the third party tries to open the Zip, they will need to enter the password to view the files.

Front of Class PC – Locking the Screen

If you need to leave your PC unattended (out of visual sight) then in the interests of data protection you are required to lock the screen. On a Windows PC, this is simple to do via the key combination shown below (Hold down Windows Key and tap the “L” key:

Your screen will then lock and can only be opened again with your password. Only set this function if you intend to return to the classroom as this can stop others from logging in and using the PC.

If you need to keep a slide viewable on the projector, use the freeze function of the projector. This can be turned on and off

Data Protection – Bitlocker to Go

Enabling Bitlocker protection on a portable storage device will protect it in the event that it is lost or stolen from unauthorised access. PC’s used by staff, will require that any portable media device is encrypted before it can be written to. This is to prevent data loss. You can read from portable storage device without the need to encrypt it.

Info

  • Only use USB Drives / Portable storage as absolute last resort to transfer data
  • School provided cloud storage (OneDrive) is the ITS recommended alternative and gives you more control of shared data
  • Alternatively access your files via the Remote Desktop

Important

  • USB Drives are not school provided and are encrypted at your own risk.
  • If a USB Drive / Portable media is damaged the encryption process can fail and data loss can occur
  • USB drives can be copied from without the need to encrypt the drive
  • If you want to copy data from a school computer, the drive is required to be encrypted
  • Once encrypted the USB Drive will only work by default on a Windows PC (Windows 7 onward)

Encrypting a Portable drive in Windows 10

  • To encrypt a USB Drive: Insert the drive into an appropriate port
  • You will be Prompted to encrypt the drive to be able to write data to it, you can skip this step if you just want to read data from it

  • Alternatively: In Windows Explorer right click on the drive and choose “Turn on Bitlocker…”
  • Follow the instructions in the wizard and make sure use a complex password
  • When prompted you should store the recovery key somewhere where it will be backed up and only you have access (e.g. your Home Drive)
  • Once the encryption process starts, wait for it to complete or “Pause” the process before removing the device

Front of Class PC – Setting Default Sound Output

You may find that sound does not output from your PC even if the rest of your sound system appears to be setup correctly. This can be due to the PC trying to output sounds to the headphone jack, rather than the speaker system.

Note: If you are on a Front of Class PC and signed into Remote Desktop, ensure when your checking the sounds that the remote desktop is minimised.

To check this, right click the speaker icon in the taskbar and select “Open Sound Settings”

If the output is set to “Headphones” select “Speakers” and close the window.

If everything else is configured correctly this will most likely fix your sound problem

iPad – Removing a Wireless Network

In this guide we will show you how to remove (forget) the CCS-OpenWireless network. Removing this network is important when using services such as AirServer on Campus as it stops the iPad switching between wireless networks and interrupting the connection.

Step One: Open the “Settings” app

This is found on the iPad home screen

Step Two: In the Setting App sidebar, tap “Wi-Fi”

Step Three: a list of wireless networks will appear. Tap on the blue exclamation mark that appears next to the “CCS-OpenWireless” network

Step Four: Tap “Forget This Network” and confirm

Step Five: Your iPad should automatically seek and connect to the TAB network

Printing – How to check the tray guides

The standard size for paper in the UK is A4. The majority of the printers on site will be set to use this paper size. When replacing paper in a printer, it is easy for the tray guides to be moved away from the A4 setting.

When replacing paper, ensure the tray guides are set back to A4.  If this setting is not used, there will is a increased likelihood of the paper being miss-fed into the printer and causing a jam.

Follow these steps to reload A4 size paper in the printer

  1. Grasp the underside / handle of the Tray, and then pull out the tray.
    If at any point the tray feels obstructed or difficult to move, stop and contact IT Support
    Figure : Pull out the paper tray

  2. Replace the paper (be careful not to overfill) Pinch the paper width guide tabs, and then slide them to line up with the A4 paper setting.
    Figure : Slide guides to match the A4 paper width

    Example Printer Tray Markers

OneDrive – Making a shared file Offline with the App

You may be required to have access to a file(s) in a location that does not have internet provision. OneDrive gives you the ability to set a file into offline mode and use it with the app when the internet is not available. The following guide will show you how to do this.

Step 1

  • Locate the “Shared” file option on the OneDrive app. The sharing option appears on the menu bar at the bottom of the app
  • The files that have been shared with you will appear in the list that is shown
  • Tap on the three dots next to the file that you want to make offline (as shown below), a menu will appear
  • Select “Make Available Offline”

Step 2

  • To access a offline file, tap the “User Icon”
  • Then tap on “Offline Files” from the menu that appears
  • Any downloaded file will be listed here and available offline

iPad – Check Remote Desktop Gateway

If you see the below message, You may need to check that the gateway is setup correctly in the app

When you sign in to Remote desktop on the app for the first time, it will create a entry in the app. This allows you to select the desktop to login to again in the future without having to re-enter configuration. On this entry is 3 vertical dots, tapping these dots will display a menu.

Tapping edit will show you a dialogue. Tap “Additional Options”

Tap “Gateway”

Tap to select “rd.ccs.northants.sch.uk”

To save the change, tap “< Additional Options”, “< Edit Desktop” and then “Save”

iPad – Connecting to Remote Desktop on a Staff iPad

Info This guide is for staff managed iPads only. For personal iPads see this guide

Step One: On the iPad home screen, locate the “Connect to RD” icon and tap

Step Two: Safari will open. Select “Open this page in RD Client”

 

Step Three: Enter your school network username and password

Step Four: Accept the security warning if shown