The Department Behind the Devices

On Monday, March 16, 2020, in an effort to reduce the spread of the virus that was severely impacting our world and slowly creeping into our country, Kentucky schools closed for a recommended period of two weeks. On that Monday in March, the students and staff that make up Woodford County Public Schools (WCPS) were hopeful that we would be back to our regularly scheduled programming after ten schooldays of Non-Traditional Instruction (NTI) followed by a week of spring break. As we know now, that was certainly not how events unfolded.

Throughout the weeks and months of school closure due to COVID-19, the faculty and staff of WCPS found countless ways to provide students with necessary services, such as meals, education, creative outlets, opportunities to connect with their classmates, and so much more. Everyone on TeamWoodford racked their brains to come up with methods for supporting students through this very uncertain and upsetting time. Nearly every service the district offered needed to be transformed in order to take place over the internet. Thankfully, the WCPS Technology Department rose to the challenge and figured out how to make it possible for teachers to teach, students to learn, and all other functions of a school to occur through online platforms. Not only did the Tech team accomplish this huge task, but they did so in record time.

Bob Gibson, Chief Information Officer/Director of Technology, holds weekly Technology Department Cabinet meetings to disseminate information and ensure everyone has the support they need to accomplish their tasks.

The work ethic and team cohesion of the Technology Department, of course, contributed greatly to the achievement of taking an entire school district virtual, but another major factor was the presence and importance of technology in Woodford prior to the existence of COVID-19. For example, over the course of the last several years, WCPS implemented a 1:1 student to device ratio in first through twelfth grades. Bob Gibson, WCPS Chief Information Officer and Director of Technology, says, “While we did not do that due to a pandemic, it was good foresight to have done it because once everything moved virtual, the need for devices and the need to access materials became paramount.”

Although first grade students through seniors in high school all had a device assigned to them, only seventh through twelfth grade students were allowed to take their devices home. When the initial two weeks of school closure was extended, district leaders, building principals, and the Tech team knew what must come next: each student in the district would need a device with them at home and would need proper internet access.

The Technology Department set to work to review, assign, and distribute Chromebooks to the students of Woodford County who all needed technology in order to continue their learning. Spencer Stratton, WCPS Computer Technician, says, “It was quite a process assigning Chromebooks, figuring out what repairs would look like if they came back broken, deciding if the kids could even do their work on these. We had to just go with it, and it all worked out.” Bob Gibson adds, “It is incredible what the team was able to do in putting together hundreds of devices in literally four days when the pandemic hit. We knew we had to get students the devices they needed to be successful.” He reflects on the past few weeks and says, “And now this summer it’s been incredible to watch them assigning thousands of devices. To repair, set up, and assign well over 2,000 devices in a couple weeks’ time is very impressive.”

Preparing and assigning devices for student use is no small task. The Technology Department works for days to get devices ready to go to students.

Without this team of people working to support students and staff, these devices are just equipment. Spencer elaborates on the human efforts that must be given in order for technology to be worthwhile. He says, “Someone from the Tech Department has touched every single device that is at home with students. They’ve had to make sure the camera is working, make sure the keyboard is working, and make sure it's assigned properly in our system so that we can keep everything organized when we do eventually come back to in-person school.” Without the careful planning and hard work of the Technology Department, the virtual learning of 2020 would not have been possible for all students.

It is important to note that the district’s implementation of technology is far deeper than students using devices; online programs and practices must also be in place in order for the technology to be most advantageous. Mr. Gibson lists Schoology (the district’s learning management system), Google Suite applications, Edgenuity (online curriculum), and other online platforms as key players used by teachers to incorporate technology in the classroom. Since members of the WCPS community were already accustomed to accessing these resources with their school-provided device, the transition to virtual learning in March 2020 was all the more feasible. Again, the Technology Department set WCPS up for success with virtual learning despite the unimaginable events of the year.

Team meetings are essential to the success of the department.

When school closure set in, the Tech team had to quickly adapt to the magnitude of online instruction. The use of technology for instruction went from 30-50% simultaneously throughout the district to

80-90% of the WCPS community utilizing virtual means at any given moment. In just two weeks, the amount of time on the internet and the utilization of our online platforms doubled. The Tech team was also flooded with questions, concerns, and requests for help when the devices and internet inevitably experienced hiccups.

Even with their plates completely full, this group of people maintained positive attitudes and a

solid work ethic. Kathy Kurtz, District Student Information System Coordinator, says, “Our department is very close and tight-knit. We’re a family, and we pull together.” Team cohesion has been absolutely vital throughout the pandemic. Kathy adds, “Everyone in our department chips in where needed. No one says, ‘That’s not my job.’”

A little bit of fun helps the Tech team get through the hours and hours of work it takes to prepare and assign student devices.

Bob reflects on how his team works diligently to serve the students, teachers, and staff of the district. He explains, “I couldn’t be more proud of the team, and their focus always has been, it doesn’t matter what we’re asked to do, their focus is doing what’s best for kids. This team always keeps that at the top of their lists.”

We are so grateful for this team of heroes who made the seemingly impossible possible during a global pandemic. Thank you to our incredible Technology Department! Please join us in recognizing their hard work and resiliency.

Bob Gibson, Chief Information Officer/Director of Technology

James Tuttle, Network Administrator

Kathy Kurtz, Student Information System Coordinator

Liz Pitcher, Information and Technology Administrative Assistant

Kara Chesser, Help Desk Technician

Spencer Stratton, Huntertown/Northside Computer Technician

Holly Tincher, Simmons/Southside Computer Technician

Jesse Martin, WCMS Computer Technician

Debbie Watson, WCHS Computer Technician

Amy Adams, Huntertown Student Information System Clerk

Julie Brangers, Northside Student Information System Clerk

Abby Deloya, Simmons Student Information System Clerk

Michelle Wright, Southside Student Information System Clerk

Karen Marsee, WCMS Student Information System Clerk

LaShannon Stratton, WCHS Student Information System Clerk

Laverne Carter, Safe Harbor Academy Secretary and Student Information System Clerk

Emily Bays, WCHS Attendance Clerk

Clarita Murphy, Preschool Student Information System Clerk

Sandy Adams, Middle and High School Technology Integration Specialist

Meghan Bottom, Elementary School Technology Integration Specialist