Booking of Swivl / iPad Standard Operating Procedure (SOP)

Poi Ching School ICT Department Updated 5 February 2020

Scenario 1: Booking of Swivl / iPad for Formal Lesson Observation (LO) or Open Classroom (OC)

2 weeks before LO / OC

•Officer receives notification of Formal LO / Conduct of Open Classroom date & time from Reporting Officer (RO)

2 weeks before LO / OC

•Officer books for Swivl Recording using

•Availability of Swivl is on a first-come-first-serve basis

•Only 4 Swivl will be available for use at any one time

•Officer books for iPads using iPad Booking Form, if applicabl

•Availability of iPad is on a first-come-first-serve basis

2-3 days before LO / OC

•Officer approaches Desktop Engineers (DE) to learn how to operate the basic functions of the Swivl & iPad recording

•DEs may not be present at the start of the lesson as they may be required to deploy equipment at other concurrent venues

•DEs will not be held responsible in the event that the officer forgets to record the lesson themselves

Start of & During the LO / OC

•DE will set up and position Swivl & iPad for recording at the required venue

•Officer will retrieve and wear the Swivl tracker around their neck (tracker can be located on the Swivl itself)

•Officer will operate the basic functions to start the recording of the lesson

•Officer is to ensure that no student/observers operate the Swivl & iPad, intentionally or otherwise

End of LO / OC

•Officer will operate the basic functions to stop the recording of the lesson

•Officer will place the Swivl tracker back into the holder (tracker holder is on the Swivl itself)

•DE will retrieve the Swivl & iPad from the required venue

•DE will assist in saving the recording on the iPad

•DE is not responsible if recording is lost before their arrival

1 Day after the LO / OC

•Officer approaches DE to retrieve the LO / OC video file

•Officer to view the recording & do reflection prior to meeting up with RO for post-LO conference

Swivl Booking Form

iPad Booking Form

Booking of Swivl / iPad Standard Operating Procedure (SOP)

Poi Ching School ICT Department Updated 5 February 2020

Scenario 2: Booking of Swivl / iPad for non-LO Teaching & Learning (T&L) / Event / Activity

3 days before lesson / event / activity

•Officer books for Swivl Recording using Swivl Booking Form

•Availability of Swivl is on a first-come-first-serve basis

•Only 4 Swivl will be available for use at any one time

•Officer books for iPads using iPad Booking Form , if applicable

•Availability of iPad is on a first-come-first-serve basis

2 days before lesson / event / activity

•Officer approaches Desktop Engineers (DE) to learn how to operate the basic functions of the Swivl & iPad recording

•DEs may not be present at the start of the lesson as they may be required to deploy equipment at other concurrent venues

•DEs will not be held responsible in the event that the officer forgets to record the lesson themselves

Start of & During the

lesson / event / activity

•DE will set up and position Swivl & iPad for recording at the required venue

•Officer will retrieve and wear the Swivl tracker around their neck (tracker can be located on the Swivl itself)

•Officer will operate the basic functions to start the recording of the lesson

•Officer is to ensure that no student/observers operate the Swivl & iPad, intentionally or otherwise

End of lesson / event / activity

•Officer will operate the basic functions to stop the recording of the lesson

•Officer will place the Swivl tracker back into the holder (tracker holder is on the Swivl itself)

•DE will retrieve the Swivl & iPad from the required venue

•DE will assist in saving the recording on the iPad

•DE is not responsible if recording is lost before their arrival

1 Day after the lesson / event / activity

•Officer approaches DE to retrieve the recorded video file

Swivl Booking Form

iPad Booking Form

Booking of Swivl / iPad Standard Operating Procedure (SOP)

Poi Ching School ICT Department Updated 5 February 2020

Frequently Asked Questions (FAQs)

1. If the time slot that I would like to use the Swivl for recording purposes is fully booked (i.e. all 4 available Swivl are in

use), what do I do? o As the school only has 4 Swivl that can be deployed at any one time, we seek your understanding that we are unable to meet your

request.

o Approach the officer(s) using the Swivl at that time slot to verify that they are using it for formal LO / OC:

If any of the officers are not using the Swivl for formal LO / OC, kindly negotiate with the officer(s) involved and come to a

mutual arrangement

If all officers require the Swivl for formal LO / OC, seek advice from your RO to negotiate a new formal LO / OC date

2. If the time slot that I would like to use iPads for my lesson is fully booked (i.e. all 78 available iPads are in use), what

do I do? o As the school only has 78 iPads that can be deployed at any one time, we seek your understanding that we are unable to meet your

request.

o Approach the officer(s) using the iPads at that time slot and negotiate to come to a mutual arrangement

o Alternatively, you may consider the use of laptops instead of iPads in Computer Labs 1 – 3

3. I have verbally informed and also texted the SH ICT / ICT Associate / DE regarding my intent to use the Swivl / iPads

yet they assigned it to someone else. Why is this so? o DEs will strictly only refer to Swivl Booking Form and iPad Booking Form when assigning the devices requested by officers

o DEs will not assign devices based on bookings made via other medium (i.e. verbal, text, email)

o Kindly adhere to Booking of Swivl / iPad Standard Operating Procedure (SOP)

4. I need to use the Swivl / iPads urgently so I have deleted another officer’s booking without their knowledge on the

Swivl Booking / iPad Booking Form. o As the forms are editable online by all officers to allow every officer the opportunity to conduct ICT-enabled lessons, we do not

condone such practice. Please show care to your fellow colleagues and refer to Questions 1 & 2 stated above.

Booking of Swivl / iPad Standard Operating Procedure (SOP)

Poi Ching School ICT Department Updated 5 February 2020

5. I have accidentally deleted another officer’s booking without their knowledge on the Swivl Booking / iPad Booking

Form. What should I do? o Kindly click on the Undo button shown below:

o If the above resolution does not work, kindly approach / call ICT Associate immediately.