Table of Contents

New Employee Guide

Welcome to BPS!

This guide takes you through getting set up with technology in BPS. If you have any questions about the items below or something that is not included, please reach out to BPSTechnology (3rd floor Bolling, 617-635-9200).

Step 1: Set Up Your BPS Email and Password

All new employees will receive an email at their personal email (provided to BPS during the hiring process) with instructions to set up their BPS account. Look for a welcome email from AccessBoston, which is the City of Boston's employee system, on your first day of employment. Your principal or hiring manager should be able to tell you what your official first day is even if it does not correspond to when you start working. Once you set up your account in AccessBoston, you can login to your BPS Gmail account using the same password.

If you forget or need to change your password, see our password reset helpdoc.

BPS is a Google district, and your BPS Gmail and password will be your key to access most district-supported applications including Aspen (our student information system), BPSLearns (online professional learning), and Vector (PD tracking and evaluations).

Take time to familiarize yourself with Google Workspace apps such as Gmail, Google Calendar, and Google Drive. If you are unfamiliar with Google tools or just have some questions, please visit our BPSTechnology Professional Learning page. Here, you will find links to on-demand trainings, as well as live training opportunities.

Step 2: Get Your Laptop

Teachers, principals, and other eligible staff are part of the Laptops for Learning (L4L) program, which provides a MacBook Air for professional use. Eligible employees will receive an email shortly after their hire with details on how to take an online course to receive their laptop. The course will be available only if you are eligible for the program and can be completed at any time. You will be prompted to sign up for a laptop pickup appointment upon completion of the course.

If you are not eligible for an L4L laptop, please speak to your principal or hiring manager about obtaining a device for professional use.

Step 3: Connect to the Internet

All BPS schools and administrative offices have WiFi throughout the building. If your location does not have the BpsStaff network, just ask your principal or supervisor for the wireless name and password.

All L4L MacBooks are configured to automatically connect to BpsStaff WiFi. If your device is not automatically connecting to BpsStaff, please see the resources below.

Connect to the Internet Resources

Step 4: Connect to BPS Printer & Scanner

All BPS schools and administrative buildings have one (or more) Ricoh copy machines for staff to print wirelessly and scan documents directly to your email. Your L4L MacBook will come with the printer already installed which appear as "FollowYou" in your printer setting. If your device does not have FollowYou printer installed, see the resources below to learn how to use the printer.

Printer Installation Resources

Step 5: Explore BPS Tools and Systems

BPS uses many applications and systems across our schools and central office. Please note that most district applications and systems use your BPS Gmail account or Clever for single sign-on. Apps listed in Clever are for professional and instructional use. To learn more about each app, click on the dropdown and link for each app.

For the best experience, please use the Chrome browser and login with your BPS account.
Operational
Professional Learning
Vector Evals and PD - used for logging PD and evaluations
BPSLearns (Brightspace) - learning management system for professional learning
Communication
Google Workspace - Google's suite of communication tools including Gmail, Chat, Meet, Drive, and more
Google Meet - video conferencing tool for meetings and professional learning
Zoom - video conferencing tool for meetings and professional learning
ParentSquare - family communication tool
Instructional
Clever - portal of approved BPS websites and applications
Clever Apps - resources related to how to use various Clever apps
GoGuardian - classroom management tool for Chromebooks
List of Approved Apps - running list of BPS-approved apps
Requesting Apps and Chrome Extensions
Tech Tools to Support UDL - a selection of tools that support more inclusive classroom practices
AI in BPS Hub - contains guidelines for AI use, tools list, implementation toolkit, and learning opportunities
Staff have access to all Google Core Apps, including Gmail, Drive, Docs, Sheets, Slides, Forms, Chat, Meet, and Sites. Additional Core Apps include:

Google Apps Helpdocs - resources related to how to use Google Apps
Gemini and NotebookLM - AI tools
Google Vids - video editor
Google Classroom - learning management system for K-12 students; teacher can create classes or use the rostered ones from Aspen

Step 6: Complete BPS Required Trainings

New employees, based on their role, should complete BPS Required Trainings in BPSLearns.

Step 7: Follow Technology Best Practices

  1. Familiarize yourself with and follow the BPS Technology Acceptable Use Policy.
    It is the policy of the Boston Public Schools that students and staff will use all technology to access electronic ("computer") networks, including the Internet and e-mail, in a responsible, legal, and ethical manner. Failure to do so may result in the loss of network privileges for the user, disciplinary action under the Code of Discipline, and/or prosecution under federal or state law.
  2. Set up your Gmail signature with your name, title, department/school, and contact information.
  3. Use Gmail vacation responder if you are going to be away. Include date of return and an alternate contact.
  4. Keep your BPS Google Calendar updated and respond to meeting invitations.
  5. Beware of phishing attempts and report any suspicious emails to BPSTechnology.

Step 8: Explore and Bookmark Technology Resources

🏢  BPSTechnology Homepage

🧠  Explore technology professional learning on the Digital Learning Team PD Website

📞  Call our Service Desk: 617-635-9200 or visit bostonpublicschools.org/techhelp

🔍  Explore BPSTech HelpDocs for self-service guides, tutorials, and tips

📰  Subscribe to our Monthly Newsletter​

📹  Watch or Subscribe to our YouTube Channel​

💻  Borrow STEM and computer science materials from our BPS Computer Science Lending Library

🤖 Explore our AI in BPS Hub for information about AI in BPS

If you have any questions about the items above or something that is not included in this guide, please reach out to the BPS Technology Service Desk, 3rd floor Bolling, 617-635-9200.

How did we do?

Maximo - Building Maintenance Request - Work Order

Pending Vector Credits: How to complete the Feedback Form

Contact