Identify your requirements

Work out what you need the platform to do.  Is it for small group work?  Is it for class meet ups?  Do teachers need to share their screens?  Do students need to be able to contribute? Is there a need to lock rooms or restrict access?  Once you have worked out what your requirements are, that starts to rule out some options. 

Work out what's available

What video conferencing options are out there?  Collect together a list of possibilities, sourcing suggestions from staff and seeking advice from other schools.  Once you have your options in front of you, you can start to review how each one fits in with the needs and priorities of your school.

Keep it familiar

While it’s tempting to branch out and explore all the new options available, there is also sense (and safety) in sticking to what’s already in place.  There is enough on our plates already, so removing “getting to know how a new platform works” will help simplify things.  Many of the questions Netsafe has responded to over the past few weeks have stemmed from not fully understanding the terms and conditions, especially the 13+ age limit of many of the platforms.  The beauty of being a Google or a 365 school is that both offer video conferencing options.  While they may not be as responsive or offer the same level of functionality as some other platforms available, using existing staff and student accounts will make things much easier in the first instance. 

Do a review

On the surface, all the video conferencing platforms look great.  Some appeal to younger people, some are well established within existing software, while others work a treat chatting to Nana in Christchurch.  Each has their pros and cons and sometimes these can be a little hard to identify.   

To help schools and kura unpack the suitability of each platform, looking closely at age restrictions, terms and conditions, log-in requirements, privacy, risk and risk mitigation, Netsafe has created the Digital Safety Management Plan  The DSMP steps schools through this process and helps to ensure that the strengths and weaknesses of each option is considered, and plans are in place to minimize any potential risk. 

Reach a consensus

It’s really tempting to use what we’ve used at home for personal purposes or the platform recommended by a friend, however in some cases they might not meet the school’s expectations around privacy and safety. Check your school’s policies and then make sure they align with the terms and conditions, and functionality of the platform you are considering.  Ensure there is a school-wide approach and consensus around the platforms and online spaces to be used to facilitate learning.  This minimizes confusion and ensures everyone is on the same page. 

Share it

Communicate clearly with families and whānau once a decision has been made.  Which video conferencing platform is being used?  Why is it being used?  What possible risks have been identified? What steps does the school have in place to minimize potential harm?  If you have gone through the DSMP process these answers will already be in place. 

Lay out the ground rules

Without having the structure afforded by the physical classroom environment, it is now even more important that you establish clear expectations for how the online space will be used.  Set out clear expectations around when you will be available online and how students and their families can connect with you.  Also take time to revisit your classroom behavioural expectations or treaties with your students.  These expectations and agreements remain the same – it’s just where learning happens that has changed.  By being clear about what is expected and how the devices and platforms will be used safely and responsibly during this time, helps to remove any grey areas that might pop up along the way. 

Become the expert

Using any new platform or technology brings with it the need for rapid upskilling.  There is often subtle functionality differences between platforms, as well as with privacy and security settings.  Can the ‘room’ be locked?  Can you ensure only your students have access? Can content be encrypted?  Is there an option of a ‘holding space’ or ‘waiting room’?

Before launching into your first online video session, find time to have trial run and read up on how best to protect your learning space.  Most of the commonly used platforms have fairly comprehensive guides, with additional safety features being added all the time and. Check out Netsafe’s advice around some of the popular apps too.

Personal vs professional

When setting up video conferencing platforms avoid using existing personal accounts if at all possible or linking out to other personal accounts on other social media accounts.  Create new, professional accounts if you are moving away from using existing school set-ups such as Google or 365. 

Responding when things don't go as planned

Even though you would have taken every precaution possible when planning for remote learning and choosing your platform, chances are challenges will arise and incidents will occur.  Make sure you identify those potential risks and then put in place plans to mitigate harm prior to use.  The DSMP process will help with the identification of possible issues and lean on your existing school processes around online harm when considering how to respond when things happen. Netsafe’s Incident Response Guide also provides a clear structure and advice for schools when managing online harm and schools can connect with Netsafe at any time via 0508NETSAFE or [email protected] for support and advice. 

At the end of the day, choose a platform that suits your school and your students, but take time to really look closely to make sure you choose the best and safest option available.