Privacy: General Data Protection Regulation and European International Schools

Jökulsárlón, Eastern Iceland

On May 25th 2018 the General Data Protection Regulation (GDPR)  will come into full swing in the European Union as law, focused on individual privacy and access/use of personal information of European Union citizens. The General Data Protection Regulation (GDPR) is a new set of rules governing the privacy and security of personal data laid down by the European Commission which impacts all European Union’s (EU) organization both commercial and non commercial (non-profit) and foreign companies and organizations which handle European Union citizens personal data. The objective of bringing this regulation into law across the EU is in reaction to significant changes with the digitization of information and the growing power of algorithms used by large corporations in analysing and using personal data for commercial use. The General Data Protection Regulation has been designed to give a greater level of control to EU citizens over how their data is processed and used by companies and organizations.

For European International Schools GDPR is an important regulation that schools are working to become complaint. The GDPR  requires European International Schools to ensure that all schoolwide processes, producers, and policies with personal data of staff, faculty, parents and students are complaint with the GDPR regulation.

Local government authorities enforcing the GDPR could potentially give out fines if organization do not  comply to the GDPR.

There are three areas that European International Schools have to focus on for the GDPR :Governance ⅓, Data Protection ⅓ and Cyber Security ⅓.  Schools need to show that they are working toward compliance in all three areas and ensure that any personal data they process is handled and stored securely. The focus is on mitigating the risk of personal data not being properly safeguarded. The GDPR extends to those organizations, companies, and services which European International Schools use for different services or resources in and outside of school  Under the GDPR schools will be responsible to ensure these organization which might be accessing community members personal data are complaint with GDPR.

There is no doubt this new regulation brings about a lot work forEuropean International Schools as they review, and analysis their current status and enhance procedures, process and policies to be compliant with the GDPR.

This summer as many European International Schools realized the importance of this new regulation and in tandem understanding the extensive work needed to be done the International School of Brussels created a GDPR International Schools working group in an effort to share expertise and resource.  In this GDPR working group over 45+ European International Schools are currently sharing and collaborating both virtually and in person. There have been two meetings hosted by the International School of Brussels on their campus in Brussels this fall and spring. 45+ European International Schools came together with representatives from school Leadership teams,  IT Departments, and Administrators to work to support each other. In tandem the Brussels GDPR International Schools working group has been supported by 9ine consulting https://www.9ine.uk.com/ who are working with quite a few European International schools as consultants/experts on GDPR compliance in a school setting.

It is evident that working towards General Data Protection Regulation (GDPR) is very time consuming workflow, and the process requires whole school communities to consider enhancing or implementing new process, procedures and policies related to personal data used on and off campus. This workflow is requiring schools to look at all the daily process and procedures we often take for granted where personal data is being used, access and shared. One actually does not realize the magnitude of ways we work with school community members personal data in and out of school. This process is bringing this to light for many schools.

Below are good resources to support a further understanding of the GDPR

GDPR International  Schools work group (a Google group started by the International School of Brussels)

https://groups.google.com/a/isb.be/forum/?utm_source=digest&utm_medium=email#!forum/gdpr-international-2016-17/topics or email to request to join <gdpr-international-2016-17@isb.be>

Official EU Home page of the GDPR: https://www.eugdpr.org/

Preparing for GDPR in schools:

https://www.gdpr.school/wp-content/uploads/2017/06/Preparing-for-GDPR-in-schools.pdf

9ine Consulting Blog: http://www.9ine.uk.com/newsblog/topic/gdpr

Introduction to General Data Protection Regulation(GDPR): https://www.youtube.com/watch?v=n5WJOncaHt4

A Summary of EU General Data Protection: https://www.dataiq.co.uk/blog/summary-eu-general-data-protection-regulation

 

Bibliography

Burgess, Matt. “What Is GDPR? WIRED Explains What You Need to Know.” WIRED, WIRED UK, 6 Feb. 2018, http://www.wired.co.uk/article/what-is-gdpr-uk-eu-legislation-compliance-summary-fines-2018.

Consulting, 9ine. “9ine Consulting | Blog – 9ine Consulting | GDPR.” 9ine, http://www.9ine.uk.com/newsblog/topic/gdpr.

“Home Page of EU GDPR.” EU GDPR Portal, http://www.eugdpr.org/.

“Introduction to General Data Protection Regulation(GDPR).” YouTube, YouTube, 22 Apr. 2017, http://www.youtube.com/watch?v=n5WJOncaHt4.

https://www.5874.co.uk, 5874 Design -. “Preparing for the General Data Protection Regulation (GDPR) – 10 Steps for Schools.” Harrison Clark Rickerbys, http://www.hcrlaw.com/preparing-general-data-protection-regulation-gdpr-10-steps-schools/.

Hal, is in the house.

Harvest
Fall Harvest Photo jmikton

A colleague of mine and her Kindergartners were busy exploring where an egg comes from. “Was it born like a baby? Does it grow on its own? Where do they come from? Different perspectives and ideas were shared enthusiastically. The children discussed and challenged each other with their theories. At the end of the activity, one child turned to her partner and said, “when I get home, I’ll ask Siri for the answer.” A routine response in our classrooms? Or an important moment to understand that artificial intelligence (AI)  has embedded itself in our day to day lives? For a generation of children who have been raised on iPads and Siri,  AI – with a name and voice like a human – is as ubiquitous as any other technology.

AI is a tool that learns, anticipates and predicts. It provides us with instantaneous information or completes routine tasks remotely. The Amazon Echo and Google Home, two new devices that have recently gained traction, have begun to enter the home as personal assistants. The Echo and Home are two of many voice-activated AI assistants that tap into vast artificial intelligence networks. They aggregate information based on our digital footprints and predict our habits based on a learning algorithm that engages continuously with the data we share on our digital devices.

A shift has occurred in our relationship with AI and the impact is profound. It is the seamless adaptation of AI into our lives – a frictionless experience that is slowly making us dependent on this predictive technology. This new relationship meets our unique taste and needs, and only gets better the more it knows about us. Over time, this is changing the way our brain functions when interacting in the digital world. This short video by AcademicEarth.org -“ Cognitive Offloading,” is a reminder of the neurological changes AI is having on our learning.  We collectively feel more and more comfortable subcontracting out tasks to AI. The term ” let me google this” is an example.

For educators, this shift is showing up in our classrooms informally and in some instances invisibly.  Artificial intelligences are important elements of the devices which exist in our school tool kits. These include mobile devices, apps, browsers, search engines, smartwatches, and more. Writer and professor Jason Ohler asks an important question in his article “Bio-Hacked Students On the Outer Edge of Digital Citizenship”. How should we, as educators, shift the curation of a scholastic experience when students come to the classroom with embedded or wearable artificial intelligences? This alters the value of the commodity of knowledge in the classroom and highlights a potentially new hierarchy where AI supplements a user’s expertise. Suddenly, we have 24/7 access to predictive and anticipatory information which has the potential to disrupt the independent learning experience of a typical classroom. In his article “Artificial intelligence is the next giant leap in education“, Alex Wood reflects on the role AI could play in education.

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source: <https://upload.wikimedia.org/wikipedia/commons/thumb/f/f6/HAL9000.svg/2000px-HAL9000.svg.png&gt;

Coming to terms with these exponential changes takes time to digest. As educators, we need to understand that engagement and critical thinking are vital components of education, especially as AI shifts the classroom narrative. The ethical issues which surround these exponential changes are here now. The complacency that schools engage with in the discourse of what it means to be in a world dominated by AI is a tension we cannot ignore.

What will a world look like when companies can remotely delete pictures and videos which do not fit a predefined perspective fueled by an AI?  Danny Yadron questions this in his article “Apple gets patent for remotely disabling iPhone cameras.” What will a world look like when you scan a person’s image on the street and instantly receive their aggregated digital profile? In Shawn Walker”s  “Face recognition app taking Russia by storm may bring end to public anonymity  ” he shares the dynamics of the “FindFace” application, reminding us of the reality at our doorstep.

As educators, we have a unique opportunity to design curriculums around the narrative of artificial intelligence. We need to be encouraging our students to not only be good digital citizens but proactive digital leaders who understand the complexity of a world fueled by artificial AI. Schools should promote the skills and inquiry mindsets which provide students with the capacity to harness the power and opportunities of AI and not become complacent with the technology. Ultimately, we want our students to be active leaders and architects of AI’s continued growth. As educators, we have a responsibility to ensure our students have a working understanding of how to navigate a complex and changing world fueled by artificial intelligence for the good of future generations.

John@beyonddigital.org

 

 

 

Disrupt Me!

 Disruption has already happend IBM:
Disruption has already happend IBM: Source: IBM http://www.ibmforentrepreneurs.com

Disruption for many people generates discomfort, shakes the status quo and breaks routines. We all have an emotional response to this process: for some hesitation, doubt, confusion, fear, anger, bewilderment, and for others excitement, rejuvenation, inspiration, motivation and energizing or a combination of the above.

The Digital Disruption Has Already Happened”  image on twitter challenged my own thinking, and as I unpacked this with a group of students we all had to take time to unravel what this meant to us. After a healthy discussion we came to a common understanding that each of these companies generated a  “disruption” armed with ideas and models that completely reshape the economic contract of the business world. The disruption challenged a set of expectations, routines and structures, thus redefining what it means to provide a particular service. In the process,  the relationship between worker, employer, customer and their social contracts was also redefined. As these models of disruption become part of our economic ecosystem, a whole new paradigm faces us. A good example of this process is featured in this article “The Last Kodak Moment?” (Economist)

As the students and I further discussed what this means to us here in the classroom, we started realizing a distinct disconnect between the objectives and outcomes of our learning in school and the reality that this image represents. There are two worlds working in very different realms with no clear bridge creating a meaningful authentic connection between them. As one student shared after seeing this video in class, “mmm I find it odd that we are not learning how to make these things in school, or understand how they work or maybe fix them.”

Yes, the world around us is changing rapidly, very rapidly, we know this, we are aware of this, we state this, and are impacted by this daily.  However, our role is often that of the passive consumer, unconsciously sucked in by the addictive seamless convenience of the services these disruptions deliver. In our passivity and growing dependence we seem willing to sideline a more critical reflection of what this disruption is doing to us. The engines of this disruption: creativity, machine learning, algorithms, and innovation are driving the ecosystems which are quickly becoming non negotiables with our work and social flows. These disruptions are inevitable and not bad or good, they are part of today’s economic narrative that impacts us all locally and globally.

But in the bubble of “school” there is a sense that it is okay not to engage with this concretely, giving ourselves permission to continue focusing on learning objectives and outcomes tied to a past. As Michael Wesch shares in this TedTalk: From Knowledgeable to Knowledge-Able,  what we teach, what we engage as “musts” as part of the learning contract are disconnected from the pressing realities surrounding us. This lack of authentic connection and scaffolding which should provide the skills and cognitive capacity to critically engage with the rapidly changing world are watered down to suit our own educational comfort zone and established routines, which have worked so well for us in the past.

Schools are keen to talk about teaching to students’ future and as George Couros share in his book ” Innovators Mindset”, its all our future and all of us need to understand and engage with it concretely, not just the kids. Education rhetoric is rich with 21 century skills terminology and on the surface we are okay to dabble with some ideas and changes, but not at the level where we truly have taken on a deep understanding as educators about what this disruption is doing to our world and how we can act as concierges of learning. We need to ensure our students are not simply consumers of the disruption but empowered creators and active participants of the disruption.

A disruption needs to occur in schools with professional development. In a video by Frank Barrett in the Harvard Business Review “To Innovate, Disrupt Your Routine” he highlights the importance of leaders ability to engage in a process where routines are disrupted to generate opportunities for creativity. As an example he uses the wonderful analogy of Miles Davis’s Kind of Blue album and the disruption he facilitated, disrupting routines which had the group enter a discomfort and then supporting them to create something new that changed the face of Jazz.

It is often the case, and I am generalizing here, that professional development in schools is focused on pedagogy framed by comfort zones that generate no disruption, learning framed with limited clear connections to the real world, lecture style delivery, and bulleted PowerPoints squeezed at the end of a long day of work. This dynamic can generate a level of disconnect, cynicism and passivity by participants, and dilutes the connection between what we teach and how we tie learning to be authentic and connected to the pressing realities surrounding us.

School leaders need to first disrupt their own professional development. They also need to be bold and challenge their own comfort zones. Through this act, we then experience first hand the process described by Frank Barrett in the Harvard Business Review, and will be willing to mentor leadership teams and faculty to go through a similar process with explicit support and care. If we are going to lead and disrupt our routines to engage in a process where we innovate and create then educators need time, space, support, empathy, and meaningful scaffolding. With this we build the capacity to disrupt their own thinking and internalize how they can take ownership with the process. We need to disrupt professional development learning outcomes, so as to be able to craft a learning narrative connected to a world driven by a new economic reality; one framed by creativity, algorithms, machine learning and innovation. Through this process we can then facilitate a culture where educators become active participants of the pressing realities surrounding us and lead and mentor learning with authentic and meaningful connections to the world of disruptions we are living in.

We cannot expect to authentically connect our students’ learning environments with the rich tapestry of the world of economic disruptions without giving ourselves permission to disrupt ourselves first and shift our professional learning discourse to unpack, synthesis, connect and craft learning outcomes that explicitly provide meaningful opportunities for us to make sense of constant disruptive change, and from there as concierges of learning, choreograph an authentic learning landscape for students. “Disrupt me!”

John@beyonddigital.org

 

 

 

Is there a new kid in town?

leanringIn todays international learning landscape the role of e-Learning -On-line learning is providing more and more opportunities for International Schools to leverage a greater capacity to provide a differentiated venue for learning to support their respective learning communities.

The growth of this learning medium in education and industry is significant, the number reflect this “ 5.6 million students took at least one on-line course in the Fall. of 2010 based on research by the Sloan Consortium” and according to US News Online Education report “65.5 percent of all chief academic officers reporting that on-line education is critical to the long-term strategy of an institution in 2011.”

Many international schools have embraced blended learning in an effort to provide resources, information, lessons, assignments and discussions outside of the traditional classroom, to enhance and support the opportunities for students to interact with the curriculum. This blended approach often facilitated through Moodle, Blackboard, Haiku and other Learning Management Systems.

In certain areas of the world these Learning Management Systems have played a critical role in supporting International Schools to deliver their curriculum and classes when the school has had to close due to environmental issues and political instability in the host country. There are many cases of this happening over the years, and this has provided essential continuity of learning, communication and support  to their respective learning communities. These experiences by different international schools have given these venues greater importance and air time by schools. There is the World Virtual School Project  consortium, of the 8 International School regions that over the years has been a key player in building capacity of collaboration and implementation of Learning Management Systems to support international schools around these 8 regions. There is also the Virtual High School and http://www.k12.com/ two of the many growing offerings available to schools to supplement and tap into this growing area. The IB has http://www.pamojaeducation.com/ a full IB authorized on-line learning platform which many schools are adopting to supplement their own face to face course offerings and giving smaller schools the flexibility to offer a wider scope of topics to their communities.

Today it is almost an non negotiable for International Schools not to have some presence and resource to support on-line or blended learning. The flexibility, and opportunities to extend the learning experience outside of the school walls, and ability to support students that are sick, absent, or out for personal reasons, allows learning to continue beyond the school walls has become a key ingredient to a school’s culture.

On-line learning is here to stay, and in its various forms  blended learning or fully On-line learning comes in two flavours: Synchronous is live, the learner and course facilitator (teacher) interact live in real time, in a virtual classroom setting, in many ways a simulation of a real classroom live on-line, through a video feed, or a video conferencing environment such as Adobe Connect.  Asynchronous is not live, but  allows the learner to work at their own pace within a time-line and not at the same time as other participants or the course facilitator (teacher) often with little live interaction.

Many Universities adopting on-line learning called MOOCs (Massive open on-line course) have been getting a lot of attention in the media. Today more and more universities are adopted these eleanring platforms to deliver a variety of courses (Massive open on-line course MOOC) options some of these are free and others are fee paying. The MOOC model  is set up to facilitate learning at a big scale in an open access format. This is a growing area in higher education, and something which long term will also impact International Schools. This model is already being used with a variety high schools ( an example: http://ohs.stanford.edu/) which are now offering an on-line high school in different venues and is becoming a rapidly growing market.

In industry On-line Learning has also been adopted and more and more companies and organizations are using this medium to support their workers for training and professional development purposes. The advantages of this medium for these companies and organizations are cost saving and the ability to replace in person training with on-line training.

A couple facts to help frame this growing industry;

  • There were an estimated 1,816,400 enrollments in distance-education courses in K-12 school districts in  the USA 2009 – 2010, almost all of which were online courses. 74% of these enrollments were in high schools. (Queen, B., and Lewis, L. (2011). Distance Education Courses for Public Elementary and Secondary School Students: 2009-10 (NCES 2012-009). U.S. Department of Education, National Center for Education Statistics. http://nces.ed.gov/pubs2012/2012008.pdf)

In the context of these dynamics, and the huge growth, and use of on-line learning ecosystems worldwide, for International Schools this has become an area which cannot be ignored. There is already an on-line international school in Switzerland at the International School of Bern  The conveniences of these on-line ecosystems which can include schedule flexibility, ease of access, student’s having the option to control their learning,  multimedia tools, potential for differentiated learning, and the costs savings are all factors to be considered.

For International Schools on-line learning is and going to continue to become an important part of our learning ecosystem. As this industry grows and continues to gain capacity, both locally and globally, to provide a robust engaging education, International Schools will need to provide this resource to their community. As educational institutions part of the 21 century learning landscape it is something we need to harness, understand and be able to deliver to our own communities of learners. If we do not, someone else will!

John@ http://beyonddigital.org

Where is the manual?

where is the manual?

When is the last time you opened up the manual from some device  you purchased, sat down and went through the pages to become familiar with your purchase? The chances are a long time ago. To be honest nowadays often items do not come with a manual at all.

This last week we had the pleasure of having Jason Ohler visit our school and work with our parents, students and faculty. One statement that stood out during the day was Jason‘s reference that a sign of intelligence is not how much knowledge you have, but one’s adaptability to learn, unlearn and relearn.

Our students often have a lovely capacity to sit down and just click around a device or software and through persistence, trial and error work things out gradually using the learn, unlearn and relearn strategy at an accelerated pace.

With the sheer volume of online videos, online FAQ, reference sights and web resource available at the click of a mouse it is still surprising to see how many adults need to filter their learn, unlearn and relearning through another person. Somehow for many in the education world, we are quick to engage with the idea that students should be independent learners, work things out on their own, and be able to breakdown complex tasks and create understanding from this process by troubleshooting independently. But then when it comes to us, we seem to loose the capacity to engage with these same attitudes. I witness daily adults confronted in having to work out a problem or go through steps to understand a process or procedure automatically looking to another adult for support.

There is no doubt that the culture of learning many of us have as a frame of reference is one of the sage on the stage, and the expectation and need for all our knowledge and learning to go through such a filter. Granted often it is easier to ask someone to find the answer for you then take the time to do it yourself.

Why?

I believe that many adults are not equipped with the tools or skills to be able to take advantage of  the rich mix of resources and mediums available via the internet 24/7 to  learn, unlearn and relearn.

The reality we face not only in our schools, but globally is there is a dramatic shift in what skills and jobs are pertinent for the new global economy. The tragedy is that for many who have worked and lived in a world where they were able to survive on one skill has disappeared. The throngs of unemployed around the world will not be finding the same jobs as many pundits keep reminding us. The only option, and the challenge both emotionally and logistically, is how does one engage with this bitter reality of being jobless, and find the capacity to engage with the learn, unlearn and relearn concept.

It is not really our students that need the mentoring with this, they have got it to a certain extent.  They have grown up in a world where there has been no manual for the devices and online environments they live with. If they are not sure they go to either Youtube, or click around till they bump into enough things to construct their understanding.

The concern is if we have a generation of adults currently who are adverse or not sure how to go about learning unlearning and relearning, mentoring our students and peers we are setting ourselves for some tough times. The world has moved on, and to sit and always expect your company, school or organization helpdesk to have the answers to everything is avoiding the reality that each one of us has to become our own helpdesk. This needs to be the non negotiable under current in our own professional learning communities.

John (beyonddigtal.org)

this carton shared by pgreensoup from Keith Ferrell

organizational shrapnel

This post is dedicated to Joshua R. and Andrew H., thank you for your conversations and mentorings…

…as with any end to a international school year there comes moments of reflection and looking back that generate ideas and new perspectives. This year has been a challenging one on many levels due to a host of odd circumstances and situations in my department and school that effected us all in the IT Department, and required the team to face up to serious challenges. We all pulled together, and hats of to the team for their outstanding capacity to deal with everything that came to us. This has had me thinking about something I like to call “organizational shrapnel” things that fly in your face unannounced from corners you would not expect things to come from. Sometimes I even refer to these as “drive by shootings” were suddenly you are confronted with a situation unexpected and most often you are not prepared to deal with, but react and deal with in the best of your own ability.

Organizational Shrapnel is a state which generates a lot of inefficiencies, frustrations, errors, in-competencies, and slowdowns in accomplishing tasks in an organization. It is the event, moment, action or process where people look around with some confusion and try to point fingers and there is no clear evidence or concrete event that you can associate to the inefficiencies, frustrations, errors, in-competencies, and slowdowns.

Why should this be an issue? I believe that organizational shrapnel and the level of it in an organization can make or break a good team, group or organization. I believe that when groups/organization engage in a task or project, for the objective to be met you need to be able to trust and know that the different players are all going to accomplish their respective tasks, and that the framework of resources supports accomplishing the task, project or action.

This process of teams collaborating and accomplishing a task together in any institution is complicated and quite complex, we all experience this and it is no surprise to most of us. I feel if organizations, and teams can better understand the causes of organizational shrapnel and address the road blocks this tends to set  the stage for a more effective and smooth collaboration of a groups within any organization.

So what are examples of organizational shrapnel? These are broad in scope, and come in all shapes and shades.

  • A team works together and defines group agreements, but a member continually does not abide by these.
  • A decision is made and agreed upon, but there is no clear implementation plan, or process for feedback and evaluation.
  • A process or procedure is implemented within the organization, some stakeholder decide to follow it, others decide to not use it and use an alternative in isolation of the rest of the organization.
  • A collaborative group works together, but all the actions and follow through are continually done by a few, and others play lip service to the work but are not participating actively and tend to block movement in the meeting setting
  • An event, or task is organized and one of the stakeholders makes an error but does not report it, or share this out so others can support in correcting this.
  • Not following through on things
  • Looking at a situation within one perspective, and expecting others to follow through

…and many more, generally the pattern is that organizational shrapnel are small things which fall through, not completed tasks/steps, ignored agreements, tasks done inadequately, or where there is a lack motivation, drive by the players involved in completing the collaboration or task.

The frustration if organizational shrapnel becomes a habit and people accommodate to it, it can quickly become part of the organization’s culture and norms. The reality is all organization have a level of this, and the challenge is what environments and understandings can be shared to decrease it’s presence in any group or organization.

Organization, groups and teams who have a high capacity to understand and concretely deal with their organizational shrapnel create an environment where there is a greater motivation by the stakeholders of the organization which results in a sharp increase in creative flow generating innovation in moving forward.

John@beyonddigital.org

the conversation we are not having maybe…

at the airport in Frankfurt on my way to Rome for a days work with Marymount International School and their faculty on 1 to 1 Laptops. Time to reflect in the waiting lounge about the ECIS IT Conference in Frankfurt last week, a wonderful reminder that it is not about IT but learning. The conference days a good blend of keynotes: Jamie McKenzie, David Warlick and Scott Klosoky, workshops, and informal sidebar conversations. The event and conversations have spiked some good reflections for me. It has been very hectic and intense year, and the last week were at times my tech support team was down to one person from the original 5 due to illness, injury and recuperation from hospital. It is maybe when you are down to one technician that suddenly you are reminded again how critical the systems, and services we set up, monitor, maintain and develop as an IT Department have become to the day functioning of an international school. Information Technology and its associated services that support the day to day functioning of most international schools, have now become mandatory.  Then this sudden shift to an unwritten expectation of 24/7 services and connectivity. Many International Schools have so many of their day to day tasks/work flows tied to IT systems that the non stop functioning becomes a non-negotiable. This topic came back in many of the conversations I had with fellow IT Directors from the ECIS region attending the conference. One thing which is becoming quite clear to me as I have these conversations IT Directors and IT Staff are being stretched more and more as new systems become a non negotiable critical part of the school day. With this a growing cultural expectation of the users and school of  access: anywhere, anytime. There is a developing cost to this for IT Directors and their teams. One is that you start juggling more and more tasks, your team which in many schools tend to be quite small, has to be able to deal with a wider variety of complex issues and integrated systems. A common case especially here in European International Schools, as systems get added, new programs or hardware, no extra people are brought in. So the task lists gets longer, the job description for many of the Technical Support team changes by the minute and somehow extra resources in humans and money tend to be elusive. This too often not by fault but by necessity were International Schools work with small budgets and have often little flexibility to add people. There is a danger that can develop that you start having over stretched IT Departments providing 24/7 services but no organizational structure to support this growth, and then all your eggs are in one basket, hoping the IT Department small as it maybe can sustain and support the pressures and demands long term. Is there a breaking point? Is it sustainable?

I have no clear answer but what I am realizing and in conversations with others, IT Directors are starting to feel the stretch and strain. This comes in a mix of pressures that I personally feel has a cost to the health and well being of the person. As new systems get added, expectations become greater, connectivity and seamless availability of services 24/7 all add up to an intense mix of tasks and workload to sustain. This then becomes the responsibility of the IT Teams and the task of IT Director’s leadership to manage and facilitate these pressures. The IT Director who has to provide guidance, rally the tech. support folks (often under paid and under valued), creatively deliver solutions with tight budgets, and juggle the emotions, personalities and tensions often associated with the change process of integrating or introducing of new systems. procedures or hardware to different stakeholders.

The solution? Each international school has such unique dynamics that I do not think there is one simple solution and answer. The start is maybe having honest and candid conversations with the schools leadership teams and clearly articulating the expectations of services and up keep of systems that support the school day. Thinking strategically what support systems can be developed to ensure if new systems, hardware and 24/7 connectivity and delivery of services are expected how this plays out with your current set up and staffing. Looking for creative solutions to shift services to the cloud, or put more responsibility on the users to independently manage the devices and services they use to support their work day. This of course then becomes an important conversations regarding what professional development support will be provided, expectations of skills and managing a significant cultural expectation of who is responsible for what.

At some point the IT Team and IT Director need to also unplug and regroup, which for many of us is a challenge and near to impossible. Even when we are off campus or away the systems have to be managed, maintained and serviced, and we need to be connected to the various stakeholder groups we support, there is this growing expectation.

…as with any challenge engaging in a conversation, defining the expectations explicitly to all, and being willing to think beyond our own walls and perspectives can be the first step. This then tied to a long term strategic understanding that however essential and critical our schools services are, connected to this is a group of people trying to juggle a more and more complex set of dynamics and expectations.  We need to engage in an awareness that over stretching folks can have a negative impact on sustaining your own systems and anywhere anytime connectivity. I believe there is a potential for a better balance for all.

Let us have this conversation…………..

shadows..

Three years ago my department’s Network Manager was killed in a tragic car accident with his child. The event was traumatic for his family, friends, everyone in my department and the larger school community. He had worked at the school for 10 years, and had created a robust network, and daily supported many innovations and changes I was facilitating. He was an integral part of the day and  a true leader with the long term IT vision. Life’s bitter realities can be overwhelming and a challenge to synthesis. The coldness of life in many ways.  The event marked me as an IT Director and friend profoundly, and to this day still is a reminder of the frailty of life.

From this event, I came to realize how vulnerable my department was (at that time 1 Network Manager, 1 technician, myself and a Database/Web Coordinator for 500+ machines). The structure we had was normal:  everyone had specific jobs, responsibilities, tasks and goals closely tied to their role and title. We collaborated as a team, used each other expertise to fill in the gaps, and had point people with our team who managed specific tasks associated with their title. It worked well, and we had a close team spirit and dynamic which complemented each member in a positive way.

Suddenly we had this huge hole in our knowledge and team expertise which vanished over night. We had been working on writing all procedures and systems down, and actually had done a pretty good job of having a paper trail. This to be honest was okay but when suddenly a key player with 10 years of institutional knowledge disappears you suddenly come to realize the huge gaps. The bitter reality is however tragic his death was, combined with the impact and emotion associated with the event to my team, I came to realize (a cold realization and something that took time to digest) that the school, systems, servers and support needed to continue. We as a school had transitioned quite quickly to 24/7 services, and expectations by all. Peoples memories are short.

By coincidence and good fortune, my technician who had worked closely with the Network Manager had gained a fair amount of expertise, and with the manual of procedures and systems,  under immense stress, we were able to continue to run things. We got additional support with the help of an outside contractor to get things to a place where we could run, maintain and troubleshoot things. My technician was promoted to being a Network Manager. We then hired two other technicians (we now had almost 650 + machines) and thanking the stars and good karma where able to continue and then engage in new developments and innovations.

A story that ends well….. unfortunately not, today this Network Manager is in the hospital after an appendix operation which developed huge complications and is at this stage indefinitely out. Positive vibrations to him daily.

We as a team again feel stressed and somewhat bewildered at our luck.  Again I am faced with a abnormal situation (par for the course maybe in someways being a school administrator and  IT Director)  and now even more of an expectation of 24/7 services, a one to one laptop program Grade 6-12, a 2-1 one laptop cart program in Grades PreK-5 plus a million, web based services, plus the other things which just eat up all your days in an IT Department.

As a result of my first experience I had started developing a full program with my two technicians, database/web coordinator and Network Manager of shadowing. The goal was and is for the team to have enough expertise with each others roles to be able to stand in for the other in case of an emergency. This process has taken a good solid year. The first step was to clearly define each person’s current role, revisit the job descriptions (how often do we read these 🙂 ) and then pair the team up to shadow each other. My Network Manager was and will continue to be shadowed by one of our technicians, my Database/Web coordinator is being shadowed by the other technician. We have been tying this new responsibility to each person’s job descriptions, and then having weekly meetings in tandem with each persons smart goals. It has been a slow process with plenty of challenges but has generated new conversations about team collaboration at  a level we had not had time to do.

Some of the players

  • Control: the challenge has been for the folks with the key knowledge to share, open up and be able to present information in a way the shadow understands it and can actually act upon it.
  • Ego: As the gate keeper of all knowledge for your role, how to give this up, and still feel the key player when you are sharing your skills to another. This closely tied to culture, expectations and comfort.
  • Time: finding a downtime when two people can actually sit down, isolate themselves and learn together.
  • Learning: Understanding and supporting different learning styles.
  • Support: Critical to this dynamic is the PD, time, motivation and guidance that is provided.
  • Is it working: The evaluation and assessment of the process by all involved
  • What is important: Defining the essentials pieces of knowledge, and then ensuring they are worked on in the shadowing relationship.

It is a work in progress, somewhat on hold temporarily, but now more than ever a realization how important it is to have a sustainable shadowing system within your department to ensure continuity of services. One thing that has come to the forefront is that having a clear paper trail in a format and venue which allows someone to step in is not enough . The reality is that today our international schools expect and work with a 24/7 connectivity and if these services are down, then at some levels international schools do not function. A reality of the working world.

to be continued……….