This spring, virtual and video meetings may and should be used in place of our old normal of in-person meetings. This includes board meetings, budget meetings, staff meetings, team meetings, and meetings with students and families.
Please note: HDESD staff should not communicate with students via live video unless all the live-video criteria have been met. Otherwise, communication with students should be done via email or phone.
Staff may record videos in advance and share them with students over email, Seesaw, Google Classroom, Google Drive, YouTube, Canvas, and other tools that allow us to restrict access to the public. Staff should consider recording videos if they want to share directions or visual examples, as those can be watched and rewatched.
Now is a good time to refresh our understanding of the Technology Responsible Use Policy (RUP) that begins on page seven of our HDESD Employee Handbook. Of special note, remember these two important elements in the care we take of our students’ privacy (p. 10) :
- “Employees are prohibited from inappropriate online socializing with students or from engaging in any conduct on social networking web sites that violates the law, district policies, or other generally recognized professional standards.”
- “Staff shall not use information technology resources to reveal confidential or sensitive information, student data, or any other information covered by existing state or federal privacy or confidentiality laws, regulations, rules, policies, procedures, or contract terms.”
Recording Live Video (Criteria)
We recognize live video enables richer student learning and family connections by enabling two-way conversations. To ensure these conversations are appropriate and professional, HDESD staff may only use live video with students if all of the following criteria are met:
- Approved in advance by supervisor
- Recorded and saved in a location that is accessible by supervisor
- Has at least 3 participants (i.e. is not one-on-one)*
- PreK – 5th grade students: Is approved in advance by each student’s parent or guardian
- Middle and high school students: Each participating student’s parent or guardian is given the opportunity to opt their student out of live video
*We realize that this three-person rule may not be feasible in some limited special education situations. In such cases, please work with your supervisor to consider alternative arrangements with enhanced safety measures before initiating any one-on-one video meeting with a student.
Recording Live Video (Process)
In some situations, we may need to record the live video session with our students. For example, occupational and physical therapists often create videos of therapy sessions for review by the student and families later.
- Say hello and catch up on welcome chit-chat in the virtual meeting space.
- Ask for permission to record the session.
- Start recording.
- Ask permission again after recording starts for visual and audio confirmation on the recording itself.
- State clearly how the video will be used, e.g. shared only back to the family, shared for review with the therapy team, etc.
- Do the work.
- End the session.
- Share as stated and document in the student service record.
Risk Mitigation During Virtual Sessions
Safety first! Ingenuity second! In our quest for safety, don’t forget that learning is social. Students and families in our region are experiencing isolation and added stresses related to the COVID-19 pandemic. We want to be friendly faces and connections to classmates and school and life before we were all staying at home. This continuity encourages learning and enhances our support of the students and families we support in Central Oregon. Here are general tips and some reminders:
- Avoid putting large groups of students in virtual spaces together – this is unnecessary. If you want to deliver lecture content, record yourself and post it for students to watch when they can.
- If you require live virtual sessions, switch to a webinar format. Tech support will be happy to support you in setting up options.
- For everyone’s safety, there should be no fewer than three attendees per meeting with students. If there are fewer than three, the meeting should end promptly. Ideally, families are sometimes part of sessions. We realize that this three-person rule may not be feasible in some limited special education situations. In such cases, please work with your supervisor to consider alternative arrangements with enhanced safety measures before initiating any one-on-one video meeting with a student.
- Make sure the material being screen-shared is not personally identifiable.
- Be thoughtful when you’re discussing students’ records online – there may be other people around you or the people online with you.
- Ensure that online meetings are password protected.
- Create small groups for discussion of content or encourage students to do this. The beauty of online learning this way is that the teacher can be part of every group!
- Create waiting rooms and accept participants as they arrive.
- Know how to mute a participant.
- Know how to turn off a camera within your distance meeting platform.
- Know how to remove a participant.
- Once a meeting with students ends, the teacher should be last to leave.
- Control screen sharing.
- Teach digital citizenship and implement cyberbullying victim curriculum.
HDESD Virtual Collaboration Platforms
|Platform||How to access||Notes|
|Google Meet||Visit meet.google.com and sign in with your @hdesd.org account. Click “join or start a meeting” and follow the prompts accordingly. (You can also launch a meet directly from Gmail!)||support here|
|YouTube Live (students can ask questions via the chat)||Navigate to www.studio.youtube.com and sign in with your @hdesd.org account. Click on “go live” in the top right and follow the prompts. It may take 24 hours to activate the account for live streaming.||information about archiving video here|
|Zoom||Go to zoom.us, click on “Sign in with Google” to log in.||support here|
Video Creation Platforms for HDESD Staff
|Platform||How to access||Notes|
|Loom||Visit https://www.loom.com/ and choose “sign in with Google.” Educator accounts (automatically applied to our domain) are free during COVID-19 closures).||support here|
|Screencastify (for recording your screen)||Visit www.screencastify.com/education to add the Chrome extension to your @hdesd.org account.||Initial setup support here|
|YouTube Live||Navigate to www.studio.youtube.com and sign in with your @hdesd.org account. Click on “go live” in the top right and follow the prompts. It may take 24 hours to activate the account for live streaming.||support here|
Thank you to Ellen Dorr and Renton School District in Washington, and Corin Wyatt of NWRESD in Oregon for the sharing and collaboration on the ACPE email list this spring. We borrowed several pieces of good thinking for this guide.