Technology Services Customer Support (FreshService)

1. Set the expectation that One Cards and Staff ID Badges are always displayed during school. 

2. Explain the purpose of One Card and planned processes with your SIT team, staff, and community. (One Card Talking Points)   

3. Assignment of roles to staff. Roles can consist of staff members that will supervise the scan stations, take student photos when needed, and handle card replacements.  

4. Inform parents by sending home a parent letter, social media, ConnectEd message, and any other communication processes that help you reach your families.) (Template). 

5. Knowledge of how to operate the CAASS and Scan Station site is critical. For training opportunities, please contact [email protected] 

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Sample Role Assignments 

1. The project works best when a ‘champion’ is identified as the point person for One Card. 

2. It is recommended that the media specialist or yearbook advisor be responsible for uploading file photos for missing student pictures. 

3. It is recommended that the guidance counselor or Data Manager take photos of new students upon enrollment. 

4. School treasurers should handle fees associated with One Card by using the K12 payment center for replacement cards. 

5. Assign teachers that have morning duty to supervise a scan station site. 

When will my school receive cameras, printers, and scanners? 

1. It is an ongoing process that all schools will eventually be able to print their own One Cards.  Technology Services is installing printers and training school staff upon installation of new equipment. 

2. Cameras were distributed to schools that have submitted requests in the past. Currently we are no longer providing Cameras. It is up to the schools to provide cameras. 

3. Supplies will be provided by Technology Services. When additional supplies are needed, a Fresh Service helpdesk ticket will need to be entered. 

4. Scan Station allotments are based on predetermined placements. Equipment may be reallocated based on a school’s ADM. 

Questions/Decisions that will need to be addressed before the start of EACH school year: 

1. Evaluate student entrance locations at your school. 

2. Provide the name of your school’s contact person for One Card to Technology Services at [email protected] . 

3. Identify persons responsible for managing school photos, replacing cards, and resolving school issues. 

Starting the School Year: 

1. During the initial teacher workdays, create a plan that includes staff procedures for morning arrival of students. 

2. When assigning morning duties to teachers, a best practice would be to place teachers with 1st core/block planning to supervise assigned scan stations. 

3. Meet with your One Card team at the end of the first few days of school to identify issues that need to be resolved. 

When will One Cards be available for returning students, new students and kindergartners? 

1. For returning students, One Cards will be available prior to your school’s start date.  

2. Use Open House as an opportunity to take pictures of new students or students who don’t have a photo on file.  

3. Take photos of incoming kindergarteners during initial assessments and the school’s scheduled Open House. These photos need to be uploaded into CAASS immediately. 

4. School personnel are strongly encouraged to utilize the instructions in this guide to ensure each student has a current photo ready to be applied to their One Card.  

5. All students will have a picture on their One Card. These cards are used for security purposes. Therefore, the “No Photo Consent” is not applicable to One Cards. 

6. The turnaround for replacement/additional cards is generally between 1-3 school days from the date of the request. 

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How will students display their One Card? 

1. All students and staff should display One Cards or ID badges at all times during the school day.  Lanyards are the best way to do this. 

2. The district will not be responsible for purchasing lanyards. It is a school-based decision whether your school will assume the cost and/or list on their student supply list for your school.  

3. Vendor contact for lanyards—Access411 800-574-0236. 

4. Students may be excused from wearing ID's during physical activity classes if they present a hazard to student safety. They should be properly secured during this time. 

What if students forget their cards?  

1. Students who forget their cards will be allowed to ride their assigned bus.   

2. Temporary cards will be printed by late pass printers provided to each school. 

Are there fees for replacement cards? 

1. Yes, the fee for a replacement card is $5.00. It will NOT be a media center fine. It will be collected by the office and marked into the One Card item of their checking account. On a quarterly basis, the school will write a check for fees collected and submit it to the Finance Dept. A replacement card should be ordered for a student, even if that student cannot afford the fee. 

2. One Card fees can be accessed through the K12 payment center. 

How do we replace cards? 

1. Ordering replacement cards will be based on whether you have a printer at your school or not. Schools that do not have a printer will refer to their Hub site to print their replacement cards.  

2. Replacement cards must be printed through the CAASS system at a location with a printer. You must contact your Hub site before printing to confirm the printer’s availability and supply resources. 

3. Feeder schools can only print up to 20 cards at a time to a Hub Site. If the request is more than 20, please contact Technology Services Customer service at 336-370-8179 or [email protected]  

4. Once the cards are printed it is the feeder school’s responsibility to manage how to obtain the cards from the Hub site. It is recommended to deploy cards via courier mail.  

5. Detailed instructions are provided in this guide under the section labeled “One Card Printing Process Hub/Feeder Schools.” 

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If a student uses a name that is different from their legal name, which name will appear on the card? 

A student withdraws but leaves GCS: Send card to Technology Services at Prescott Customer Service via Courier to be shredded. 

EOY Instructions: 

1. Based on data from the 2020-2021 usage reports, One Cards will no longer be collected at the end of the academic school year. Students will be allowed to keep their ID cards. 

2. Students may continue to use their ID’s during summer school, summer camps, and other school related activities. 

3. New cards will be produced in July/August and Fall for the next academic year. Make sure all students have pictures on file. 

4. It is important for the school to take a picture of any student who did not take a school picture before the school year ends so that new One Cards can be printed in the summer.  

Are there any additional benefits supported by One Card? 

1. Greensboro Transit Authority 

2. Greensboro Public Library 

3. High Point Public Library 

4. High Point Transit Authority 

One Card Radio Frequency Identification (RFID) Instructions 

How will Students Use the new RFID Cards  

• Upon entry into the building, tappers will be located at each scan station. Students will “tap” in and proceed through the line. Students will not have to remove their card from the plastic holder to “tap” in. Students riding GSC school buses will follow the regular process of scanning their card upon boarding. 

How will students display their One Card? 

• All students and staff should display their One Cards or ID badges at all times during the school day. Lanyards card holders are the best way to do this. 

• The district will be providing plastic card holders for each RFID Scanning school. 

• Students may be excused from wearing ID's during physical activity classes if they present a hazard to student safety. They should be properly secured during this time. 

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What if students forget their cards? 

• Students who forget their cards will be allowed to ride their assigned bus and manually enter at the scan station site.  

• The students must notify the school's One Card Champion to get a replacement card. You cannot give a student a non-RFID Card. If your site does not print RFID cards, please email [email protected].  

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How do we replace cards? 

• Ordering replacement cards will be based on whether you have a printer at your school or not. Schools that do not have a printer will refer to their Hub site to print their replacement cards.  

• Feeder schools can only print up to 20 cards at a time to a Hub Site. If the request is more than 20, please contact Technology Services Customer service on 336-370-8179 or [email protected]  

• Once the cards are printed it is the feeder school’s responsibility to manage how to obtain the cards from the Hub site. It is recommended to deploy cards via courier mail.  

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Are there fees for RFID replacement cards? 

• Yes, the fee for a replacement card is $5.00. It will NOT be a media center fine. It will be collected by the office and marked into the One Card item of their checking account. On a quarterly basis, the school will write a check for fees collected and submit it to the Finance Dept. A replacement card should be ordered for a student, even if that student cannot afford the fee. 

• One Card fees can be accessed through the K12 payment center. 

• Send all requests for student reprints to Customer Service for approval. 

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All printing for middle colleges will be completed at the Prescott Street site. 
 

Description: 

PLASTIC CARD HOLDERS HAVE BEEN ORDERED AND WILL BE SENT TO YOUR SCHOOLS ONCE RECEIVED. LANYARDS CAN BE USED WITH THE HOLDERS. RFID CARDS ARE NOT SLOTTED (DOES NOT HAVE HOLE AT THE TOP). REGULAR ONECARDS ARE SLOTTED (HAS A HOLE) AND SHOULD BE RETURNED TO CUSTOMER SERVICE/TECHNOLOGY.  

Tasks to complete prior to your school’s start date/etc. (Reminders) 

• Return all slotted One Cards to Customer Service/Prescott Street as soon as possible. 

• Return all blank One Cards to Customer Service/Prescott Street as soon as possible.  

• Please contact the Customer Service helpdesk regarding reprints/new students for printing directions. [email protected]--336.370.8179. 
  Brenda Wilkerson [email protected] 
  Lamar Johnson [email protected]