Posts tagged googleapps

Online Reporting to Parents using Google Docs: A Proposal Update

Jul 19th

Posted by tbarrett in Google

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Back in October I wrote a proposal for the use of Google Docs (as part of Edu Apps) to deliver online reporting to parents at our school. The original blog post proved incredibly useful in sparking some debate about the use of such cloud based tools for reporting to parents. It also brought about some challenges and raised questions in the blog comments, again very useful to help me better understand the whole idea.

I have been exploring the resulting responses on and off for the last 9 months or so and this blog post is an update about the project and some information I have discovered along the way that may prove useful.

Just to cover some background once again, here in the UK the government is planning for real-time online reporting by the target year of 2010 for secondary schools and 2012 for all primary schools. According to the previous Schools Minister Jim Knight back in January ‘08:

Real time reporting will deepen the school-parent relations and is not a substitute for regular personal contact with teachers. Effective technology systems can actually significantly cut the staff workloads – but it has to be to be manageable for individual schools and meaningful for parents.

The aim is to develop a real-time reporting system that means parents will be able to access frequently updated information on children’s achievement, progress, attendance, behaviour and special needs wherever, whenever they want.

One of the very first things that people said would be a problem was the location of data centres and where the data is held according to EU law. The second issue that recently arose was the idea of two factor authentication for online reporting.

I have carefully explored and researched these two things and have summarised what I have found out below.
Where the data would be held. In the BECTA document “Keeping data secure safe and legal” it stipulates that organisations must:

Ensure that personal data is not exported outside the European Economic Area (EEA) unless EU Model Contracts or (BCRs) are in place.

However I discovered something called the Safe Harbour agreement which is intended to regulate the way personal data from the 15 EU states is exported and dealt with by US organisations. Safe Harbour ensures US companies can compete within these regulations and that they meet or exceed the stringent guidelines for data storage. This is not referred to in the BECTA document but in my opinion should be as it is a crucial. Google have signed this agreement and so it provides the opportunity to work with Google Docs within the guidelines of EU law and what BECTA have suggested.

Two Factor Authentication. Again from the same BECTA document it states that organisations must protect confidential information with two-factor authentication and some people have said to me that this is needed for online reporting, and as Google Docs does not have this it cannot be used. However I have found that:

The type and amount of data that will be made available online to parents is such that they should not need two-factor authentication for online reporting.

Taken from “Good practice in information handling: Secure remote access” BECTA. Although two-factor authentication may not be needed it is important to consider the types of data that will be included in the online report, this will need to be outlined with my headteacher as we work out the finer details.

Each of my pupils will have a personal login to Google Docs as part of our work in Year 5 which could be utilised for parents to access the report as well. In this way it will foster the sense of sharing the report between parent and child throughout the year. Generating logins for all of the parents may cause some issues with management and exceed the maximum number of users for the Google Ed Apps domain – but it is not out of the question. I am not certain which is the best option yet.

I am pretty confident from my research into these initial barriers that using Google Docs for online reporting is safe and within the guidelines set out by BECTA. Also contributing to this is further conversations I have had with representatives from Google and BECTA. I am yet to get a firm decision from my headteacher based upon the information, but I am hopeful of a full year long pilot beginning in the next academic year.

Alongside presenting my research to my headteacher I also offered three basic options for the layout and formatting of an online report using Google Docs. The structure of the three reports is similar in that they each have a space for the teacher, pupil and the parent to leave a remark or make a comment. I think this is important as it has the potential to build up a great dialogue about the pupil’s learning throughout the course of the year.

We have to make a decision about how the rest of the document will be organised and how the comments will be structured. Three possible ways include: based upon individual primary curriculum subjects, in much the same way the current end of year reports are organised. I have my doubts about just taking this old way of working because the way we are currently working is at odds to pigeon-holing learning neatly into subject labelled boxes. (Google Doc link)

The second possibility is using curriculum topics. We are moving to shorter curriculum topics for each half term next year in Year 5 and so there will be 6 different spaces for comments. As there would be no immediate distinction about subjects we may need to consider how clear the information is. I think this structure would provide parents with good signposts along the year as to what is going on in the classroom and also from a teacher’s point of view a simple structure to follow. (Google Doc link)

The last option was suggested by my headteacher, who said why not use the 6 areas of learning from the Rose Review. (Google Doc link)

  • Understanding English, communication and languages;
  • Mathematical understanding;
  • Scientific and technological understanding;
  • Human, social and environmental understanding;
  • Understanding physical health and well-being;
  • Understanding the arts and design.

This would be a bold move and would be a great opportunity to link up the assessment and reporting with what is going on in the curriculum. As a teacher it would make me look at what I am teaching in light of the 6 areas and engage with the concept on a much deeper level.

(Please be aware that these three Google Doc layouts are very much version 1.0 – I have yet to refine them, so go easy on me! But your comments and suggestions for improvements will be really useful to help shape what we might achieve with the docs.)

I have also added into the Google Docs above a simple mocked up comment to illustrate the idea about our healthy eating unit and some images that could be used as well. Nothing spectacular about that, but it would provide a simple way for such evidence to be linked with and sit directly alongside reporting to parents.

The last thing that I want to explore is the whole idea of the “report”. In my original post I said that perhaps we need to unlearn some things that have been in place for a long time. Certainly the whole concept of an end of year report is in danger of becoming defunct. The online version will allow parents access whenever they want to check on updates and progress throughout the year.

With this in mind my headteacher said to me on Friday that perhaps it may become a “conversation” rather than a “report”. I suppose he is right and that we all want to build stronger, more meaningful relationships with the families of the children in our care. Simply put, we know that more easily accessible information about what is going on in school will catalyse this. Does it need to always be very formalised? I no longer want it to be a case of me sitting down and writing some remarks at the end of a year and “reporting” to parents with a few days to go. The ongoing and timely nature of access will help improve communication and along with face to face meetings will keep the children’s learning at the centre of what we do.

The name “report” is contestable and you will see in the basic versions I have submitted in Google Doc form that I have used “portfolio” – which is the closest I can get to what I mean. It has the potential to be many things including that of showing off work to parents, but then maybe there are better platforms for that such as a pupil blog. Although not hugely important the name will set the tone for what is being attempted – a “report” is one way, whereas a “conversation” is a shared experience. Maybe a “Learning Conversation” is what is needed that allows pupil, parents and the teacher to share what is going on in the classroom, both the challenges and successes.

I believe that the research and exploration I have done (so far) does open the door to use Google Docs for online reporting, I feel confident that whatever decision we make as a school will be based upon the best information to hand. Importantly the use of Google Docs does allow us as a school to tailor the report to our exact needs, the needs of pur pupils and parents. Additionally it is free to use and online reporting with Google Ed Apps could be an important part of an open source virtual learning environment alternative.

Unobtrusive Collaboration in Google Docs

Oct 10th

Posted by tbarrett in Featured

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We have been using Google Docs with our students for over a year now and I have spent some time writing about our experiences so far. One of the key questions that I have been exploring for a while now is “How do you mark and manage student work in Google Docs?” but this simple question is applicable to most other online office tools. In this post I explore a facet of this type of assessment that I would call “unobtrusive collaboration”.

On a number of occasions in the last year I have taken the opportunity to conduct a “live marking” session with the children in my class. They are working on a piece of work that is shared with me – I open it at the same time and add comments and marking to the piece of work. I would often also back these comments up by talking to the children involved, going over to them to reinforce what I had commented on – actively engaging them in the collaboration.

In some of these instances I would just nip into the doc and take a quick look around to check the progress, leave a comment if appropriate and leave them to it. I think this is an interesting type of quiet monitoring as the children are working. In the online document I can mark, highlight and leave comments without intruding on the flow of work that is taking place.

With paper based tasks or work that does not allow synchronous editing I would have to interrupt what the children are working on to inspect their work more closely. I might have to ask them to scroll to different sections or simply to move their writing hand so I can see what they have done over their shoulder!

Of course we must always find time to talk to our children face to face about the progress of their work, and I am not disputing the value of this, but often it does intrude on the flow of work. This sense of passive collaboration offers us the opportunity to access all of the children’s work very quickly and to quietly monitor progress and to add our comments.

I think that this sort of unobtrusive marking or monitoring is especially useful when my children are working in a small group or a pair. They are often busy talking about what they are doing or about to move onto and I do not want to stop that communication, or break their train of thought. Last Wednesday I quietly added comments and thoughts to my class as they were busy working in pairs on an activity in Religious Education. They picked up on those comments, adjusted their work, responded if they needed to, but it essentially did not halt the immediate process – it was a tacit collaboration.

What experiences have you had of marking and managing the ongoing assessment of work in Google Docs or other online office tools with your students?

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Image: ‘a perfect circle‘

Finding their Voice

Sep 18th

Posted by tbarrett in Google

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Over the last few weeks we have been working with the poem The Highwayman by Alfred Noyes. We have been discussing and exploring it through lots of talk and drama. On Monday we talked as a class about the drama technique of hot-seating, I asked the children to work with a partner to prepare some questions they might ask the Highwayman if they had the chance. As they were working I wandered out of the class and immediately returned into the room, but this time I tiptoed in and asked one of the children, in a whispery voice, whether it was safe or not. They looked bemused and I crept through the rest of the class shiftily looking from side to side. I had become the Highwayman. 

I have always enjoyed drama as a way into text and the children love it when their teacher goes out on a limb a little and pretends. I told the children that I didn’t have much time and that I had gotten their message about meeting them here. We had a series of questions about the plot, the character’s feelings about Bess and what it was like to be a criminal. All the time I was checking through the blinds and looking suspiciously at the kids. When my time was up I acted as if the paranoia had got to me and I accused the children of setting me up – that it was a trap and I with one more furtive glance I dashed off out the door again. When I returned we were all smiling. (The children went on to do hot-seating in smaller groups.)

 

In the following lesson we used a Voicethread to further explore the characters in the poem. (Each child had their own laptop in this session.) I asked the children to add voice and text (I always give them the choice) comments on the various character images I had uploaded. I prompted them to make these kinds of comments:

  • Questions that they might like to ask the characters. Consolidating the previous drama work.
  • Answer a question that they see from someone else. Take on the character’s role and answer a question posed by other people in the class.
  • General reactions and thoughts on the different characters in the poem.
I have enjoyed using Voicethread in the classroom for a long time now and have always considered it to be a great tool to encourage quality speaking and listening. This was only the second session using the tool and I once again witnessed children recording, listening back and improving what they had done. The open and transparent nature of sharing their work seems to sharpen their attention to detail especially in voice recordings. I sat with a few boys who need considerable support with their literacy and they were just having a great time, big grins, listening and enjoying the comments from others in the class and recording their own. Finding their voice. When you work like this as a class there is a tangible sense of a community of use.
 
We were coming to the end of the session and with 10 minutes to go I wanted to review the lesson with the children but I decided to change the plan a little and explore a new method to do this. I asked them to log into their newly created Google Mail accounts and send me a short message explaining what they thought of that lesson. With my inbox displayed on the SMARTBoard the reviews of the lesson rolled in. Although the comments were simple in nature it proved a point, it tested the process more than anything. These 9 year olds were independently able to switch applications, sign into their accounts, think about their learning and respond by composing and sending an email in under 10 minutes and for some much less than that. The children each had an opportunity to express their feelings about the lesson, to add their voice to the lesson review. If I had just asked them as a whole class then I would have only been able to garner a handful of comments. Would these comments have been from the same groups of children? Probably – so the use email in this instance helped everyone to express their own indiviual remarks.
 
I am not sure that email is the ideal tool to respond with lesson comments, although replying to an email that you have sent to the children with key questions about the lesson would be more appropriate I think. Using Google Chat is another tool that would allow for instant messaging in review of a lesson, or I could have added a final image on the Voicethread for the children to add lesson review comments. (Another alternative is to take advantage of a Google Form for lesson review)
 
Whichever way you approach it I think that it gives every child the opportunity to make their voice heard.

So can I use Google Docs at home?

Sep 15th

Posted by tbarrett in Google Docs

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Absolutely. One of the children in my class had waited to the end of the session to ask me if they could access Google Docs at home. This afternoon we introduced all of our Year 5 children (60) to Google Apps and we had lots of fun exploring the tool with our new classes. 

We discussed with the children the make-up of their usernames and then the syntax of their email. I use a little information sheet (see above) for them to record their data on, I asked the children to come out to me and I tell them and write down their password. Simple and effective.

Please use this document to support your own introduction to Google Apps in the classroom.

With the laptops already running  back at their tables they then go and login. (It is worth noting that they also have to go through some security questions before they access their Docs home.) As we had last year we had the usual problems of not typing things in correctly but otherwise the children all managed it well.

I decided that a simple data entry spreadsheet would be one of the best ways to introduce the idea of sharing a document. I created something that would accommodate the results we have collected during our circuit training in PE, number of repetitions in a minute for steps ups and star jumps, that sort of thing (see the header in the film clip). Once I created the document I shared with all of the children in our year group, this way when they login they will see a document in the home screen.

All the children had to do in this intro activity was to find their name and add their data they had recorded on paper to the shared resource. Just before they began I asked the children to try to imagine what it would be like if I asked every child in the class to record their data on one sheet of paper – their bemused looks helped me to emphasise the power of working in an online document and how we can all access it at the same time.

We began to explore the spreadsheet and as we opened it we could see that the other Year 5 class were well on their way in terms of adding their data. Again I took this opportunity to help illustrate the live update of the document and how the different coloured cell outlines signalled different users (Incidentally if you roll over these coloured cells you will see the username pop up) I asked one of the children in my class to enter their own data and we watched as it updated on the class IWB and all 16 laptops looking on. The children’s excitement was building, similar to the moment when they realise what all the fuss is about in a Voicethread.

 

This short screencast shows our spreadsheet being updated – a pretty dull video but useful to illustrate how it looks when being worked on by 16 users.

The children were buzzing by now and I felt we could push them on to learning about how you share a document, so once I had shown them how to do it I challenged them to create something and share it with me. I displayed my inbox on the screen and watched as the message alerts came rolling in. I realised the children loved to see this, they got so excited to see their email alert pop into my inbox – before their friend had managed it! I remember this being the case last year. I am going to explore the idea of incidental writing opportunities using email this year.

I showed the children GMail and asked them to send me an email and once again they were very adept at what they were doing, highly accustomed to it all already and were clearly enjoying it. I once again observed, even in this first session, the community of use that appears – children helping each other out, a supportive word, children asking their friends. And of course children empowered to be a mini-expert.

We have gotten off to a flying start and this week I have declared it a sandbox week, in that the children can email me and share any documents they create, a time to play and get used to this great set of tools. At the end of the week we will rein in this activity a little and discuss some simple guidelines for sharing docs.

Last year we only had about 7 weeks of work with Google Docs, today it begun in our classes and I am really looking forward to digging even deeper into what we can do with the tools to support learning in the primary classroom. And we have a got a whole year to dig!

Who knows what we will find?

Some related posts from this blog that you might find useful too.

Peer feedback using the chat feature in Google Presentations

Jul 14th

Posted by tbarrett in Featured

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Google chat feature in GPres

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