MDLT Blog

Glow Security Reminder

It is important for all Glow users to remember that their account details should be kept private. School staff should remind learners and parents/carers that Glow is for the use of learners and teachers/support staff with the appropriate security checks only. We ask that parents/carers do not access Glow directly by logging in with their child’s details, but would encourage them to engage with their children to find out about and support the learning they are doing within Glow.

To meet the requirements of the Glow agreement that allows our users to access Glow, login details should only be provided to the user themselves. This is in order to maintain the security of the system. Providing log in details to non-Glow users, including parents/carers could put the Glow environment and users at risk. In the event of a security breach of this type Glow passwords for the whole school have to be reset and if action was not taken quickly, every pupil in the school could have their Glow account disabled.

You can find Password Guidance on the Glow Connect. Staff should be aware that if they are supporting pupils to choose a new password that it should be unique to each pupil and should not be shared.

The use of password grids like the one below could be helpful in assisting younger learners to choose a password.

Glow Update – Password reset, potential copyright infringements, Google Meet and SharePoint

Glow Password Change Reminder

The national learner Glow password reset began on the 24th August and staff will be prompted to reset their passwords from 7th September. Please note you will be prompted to change your password on login so no action is required prior to this.

It is recommend that staff encourage, where possible, learners to update their passwords to ensure they know them in the even of a local lockdown or requirement to learn remotely. As part of the password reset we would encourage everyone when they are updating their password to review the Glow Community Rules .

For full detail on the password reset and advice on setting up strong passwords see our previous blog post – here or visit Glow Connect – here

Changes to Google Meet functionality for external guests

Google have made some changes to the G Suite for Education offering within Glow which impacts staff’s ability to conduct Glow Meet sessions with non Glow users. Full details on how this could affect meetings with external guest (non Glow users) can be found in our previous blog post – here

Storage and publishing of Copyright Material in Glow

Education Scotland have reported that they have received concerns from publishers and content providers that some Glow users in Scotland may have contravened copyright legislation by storing or publishing non-licensed materials through Glow. This included the posting entire books on publicly available websites/social media. While it is recognised this was done with the best of intentions to assist in teaching and learning it does contravene copyright regulations.

Please be aware copy written materials should not be published or shared on blogs, Google Sites or social media without a license or permission to do so. Unlicensed materials should not be stored in Glow if they fall outside of the fair dealing requirements which allow extracts of licensed material to be used for “giving or receiving instruction”.

More details can be found in our previous blog post – here on the content providers website or the CLA (Copyright Licensing Agency) website – here

Moray Glow SharePoint Site Updates

Following an audit of the Moray Glow SharePoint site we have identified a large number of document storage sites which have no content in them and have not been accessed in the last 12 months. These sites will be made read only from 31st August and deleted during the Autumn holiday. If you wish to retain any of these sites contact details will be posted at the top of each site with instructions on what action is required. This is the initial phase of a larger SharePoint project intended to create a more user friendly document storage space, the design of which will allow for flexibility, security and longevity.

What Glow should be used for?

The Digital Learning Team are receiving increased requests and queries with regards to creating Glow accounts for non-teaching/non education staff, the storage/sharing of sensitive information through Glow and allowing external users to collaborate using application accessed through Glow, such as Teams. We would like to remind everyone that Glow’s remit is as a tool to enable learning and teaching with stringent guidelines on account eligibility. Non Glow users can not be added to Teams or access SharePoint sites. More details on what constitutes appropriate uses of Glow can be found here – Glow Appropriate Use .

Changes to Google Meet functionality for external guests

Google have made some changes to the G Suite for Education offering within Glow which impacts staff’s ability to conduct Glow Meet sessions with non Glow users. Following the update staff will only be able to conduct face to face video meetings via Google Meet in Glow with users who are signed into Google with either their Glow Google account (@my.glow.scot) or a recognised Google account. This means that Google Meets can no longer take place with users who were previously joining with other types of email accounts (hotmail, outlook, or moray.gov.uk) or joining the meeting by entering a display name prior to joining.

External guests can still join Google Meets, but they will have to be signed into a Google account to do so. This will mean that the host will see the user name and email address when the guest tries to join the Meet rather than the name they had typed prior to joining.

Please note Google Meet is not enabled in Moray to allow learners to participate in face to face online sessions when accessing Google Meet via their Google account in Glow.

COVID-19 – Cleaning of Shared ICT Equipment in Schools

What to clean

In addition to regularly washing your hands and using hand sanitiser it is important to routinely clean and disinfect your technology and the surrounding surfaces, especially when they are used by multiple people. We must sanitise keyboards, monitors, mice, phones, iPads, interactive panels, laptops and laptop trolleys with the appropriate disinfecting products not only at the end of each day, but after each individual use too.

When to clean

Once an individual has finished using the equipment and at the end of the day.

How to Clean

Use suitable products for the device you are cleaning (links below). Suitable products should be provided by the school.
Ensure electrical items are switched off during the cleaning process.
Make sure the cleaning product you are using has touched every surface.
Be thorough whilst also being careful not to damage the equipment by using too much product.
When using a spray disinfectant it is best not to spray directly onto the device. Instead spray a clean microfiber cloth and wipe the device down.
Check manufacturer specific guidance prior to cleaning (links below) – cleaning equipment in any other way may cause damage which will not be covered by the warranty.

Computer keyboards are difficult to clean properly. Shared computer areas, laptop trolleys etc should have posters displayed reminding of proper hand hygiene before and after using them to minimise risk.

Links below on how to deep clean different types technology used in classroom –

Promethean Panel – click here

iPads – click here

Monitors and Keyboards – click here

Glow Password Change

All Glow users across Scotland will soon be prompted to change their password the next time they login to Glow. This annual process will occur at the beginning of each academic year.

The process will start from 10th August for pupils and 30th August for staff.

We would like to encourage everyone when they are updating their password to review the Glow Community Rules .

When setting up a new password it it vital to remember – Be secure: always keep your Glow password to yourself and remember to log out of Glow when you are no longer using it.

You can find Password Guidance on Glow Connect to help stay safer online and to find out what makes a strong password when using Glow.

Staff should be aware that if they are supporting pupils to choose a strong/new password that the password should be unique to each pupil. Staff may be supporting pupils to choose a strong password or younger learners to change their password whilst in school or at home. We would encourage pupils to change their password in school, however we are aware that some pupils may be learning at home, with the password change being supported by parents/carers. We would ask that parents/carers do not access Glow directly.

The use of password grids like the one below could be helpful in assisting younger learners to chose a password.

When prompted to choose a new password there is a minimum requirement and a password rating is displayed to reflect this. The Change Password button will only be enabled when the minimum requirement for this account type is met. a full guide on how to change your Glow password can be accessed here- Glow Password Change Guidance

Any issues with changing passwords should be directed in the first instance to your schools Glow Administrator; however staff Issues with changing passwords staff at each school should be able to support pupils’ to reset their Glow password.

ALERT – Phishing email targeting teachers and education staff

There have been reports by a number of teachers and education staff in local authorities across Scotland that they have been receiving phishing emails which appear to have come from their Head Teacher’s personal or school email account.

The fake email requests that the recipient purchase Amazon vouchers on behalf of the Head Teacher as a gift for staff due to their hard work during lock-down and that the voucher details are then sent to the Head Teacher’s personal account as they are having issues with their corporate or Glow email account.

These emails are a scam! Please do not purchase any vouchers. Delete the email and inform your Head Teacher if you receive one.

Citizens Advice have reported that 36% of British adults have been the target of a scam since lockdown began, and phishing is just one method being used. For more details on how you can protect yourself against scams visit Take Five To Stop Fraud and remember their top five tips –

1. Never disclose security details, such as your PIN or full banking password
2. Don’t assume an email, text or phone call is authentic
3. Don’t be rushed – a genuine organisation won’t mind waiting
4. Listen to your instincts – you know if something doesn’t feel right
5. Stay in control – don’t panic and make a decision you’ll regret

For more information on staying online check out our Internet Safety Page – click here.

Share your digital learning journey

We would like to start running short educator lead webinar sessions to highlight and share all the fantastic work going on in the digital learning space in Moray.

If you have a created a Blog, Google Site, OneNote, Sway, Form, SharePoint Site or anything else you think others might be interested to see or benefit from hearing about your experience, please let us know at – learntech@moray.gov.uk

We will assist you in delivering a short (20 to 30 minutes) informal webinar and Q&A session.

Answers to the top 10 questions Learning Technologists get asked everyday about Glow

TEAMS

Teams is telling me to download the app, do I have to?

No, you can use Teams in your internet browser, Chrome works best. Teams will suggest you download the app, which is free and does have some additional features for video conferencing; however it is not available on school computers and is not required. When working/learning at home you can chose to use the app on your own device if you have permissions to do so.

I can’t chat 1 to 1 with my teacher/learner in Teams, it says this feature is disabled by the administrator can you switch it on?

The chat function in Teams for learners is disabled nationally within Glow and can’t be switched on locally. Discussions are taking place with Education Scotland, Glow Key Contacts and RM Unify who operate Glow. Any changes will be communicated. Questions you do not wish to post inside the Team should be sent via your Glow email.

I can’t see my pupils when I am doing a video conference meeting in Teams, can you switch it on?

The video is disabled for learners nationally within Glow and can’t be switched on locally. Discussions are taking place around two way video conferences with learners and any changes will be communicated.

GOOGLE CLASSROOM

I have tried to email a learner/teacher in Google Classroom and its says it disabled by the administrator, can you switch it on so it will work?

Gmail is disabled for all Glow users nationally, so any emails regarding learning should be sent via your Glow Outlook email address. Any notifications from G Suite products will be forwarded automatically to your Outlook email account.

I can’t see my pupils when I am doing a video conference meeting in Google Classroom via Google Meet. It says it’s disabled by the administrator, can you switch it on?

Can I use Microsoft Word/Excel/PowerPoint with Google Classroom?

Yes, but these documents will have to be added as attachments. The default programmes used to create new documents within Google Classroom are part of the G Suite such as Doc, Sheets and Slides.

GENERAL

I am being asked to enter my Microsoft account details when I try to get into my email or other Office 365 applications, what do I enter?

When you see the Microsoft sign in pop up box you need to enter your full Glow email address. Your Glow email is your user name followed by @glow.sch.uk for school users or @glowmail.org.uk for non school users.

When I am trying to use Glow sometime I get an error saying my browser does not support the action, what do I do?

When using Glow it is best to use Chrome as your internet browser. Some applications accessed within Glow are not comparable with other browsers such as Firefox or Internet Explorer. It is also worth ensuring that your browsers is update with the latest version of the software.

I have forgotten my password, how to I get it reset?

Contact the school in the first instance and they will be able to reset your password.

Can I use [insert product name] now that we are teaching/learning remotely?

The same data protection procedure is in place even when working remotely and only approved software, apps and websites should be used. If you wish to use a new product a DPIA form will be required to review the product prior to use.

Remote Learning Support

A website has been created to help parents/carers support learners in accessing Glow and saying safe online. The aim of this resources is to get learners logged into Glow where they can access long term support resources.

You can access the website using the following link – Digital Support Website

You can also find links for families of children in primary schools to support their child’s learning and development – here.

COVID-19 Prevention -Disinfecting digital equipment

In addition to regularly washing your hands and using hand sanitiser it is important to keep your technology as germ free as possible, especially when it is used by multiple people. Consider sanitising keyboards, mice, phones, iPads, Promethean panels and laptops with the appropriate disinfecting products after use.

Use the cleaning products provided by your school and ensure electrical items are switched off during the cleaning process. When using any type of spay disinfectant it is usually best not to spay directly onto the device. Instead spray a clean microfiber cloth and then lightly wipe the device down. If in doubt check the manufacturers websites more for further information on how to clean their products.

You can find specific instruction on how to deep clean different types technology used in classroom by clicking on the links below –

Promethean Panel – click here

iPads – click here

Monitors and Keyboards – click here

For information on how Glow can form part of your COVID 19 contingency planning – click here.