Remote Resources - Fac/Staff

Remote Resources - Fac/Staff

Remote Resources

This page will be updated continually, please check back later as more information may be added.

Updated 4pm, 2/19/2022 - Video conferencing.
Updated 1:30pm, 12/10/2021 - Technical Support, updated VPN.
Updated 9:30am, 6/8/2021 - U drive
Updated 12:30pm, 4/13/2020 - New section, Vacation
Updated 3:45pm, 4/1/2020 - New section, Data security
Updated: 12:30pm, 4/1/2020 - Remote meetings
Updated: 3:30pm, 3/27/2020 - Internet
Updated: 9:30pm, 3/20/2020 - U drive
Updated: 12:30pm, 3/20/2020 - Phones
Updated: 9:00am, 3/18/2020 - Internet
Updated: 4:45pm, 3/17/2020 - Library
Updated: 2:00pm, 3/15/2020 - U drive
Updated: 12:30pm, 3/15/2020 - Phones

Below you'll find a list of Utica services and what you may need to do to access them from off campus and/or on a personal computer.  If something you need is not listed below please contact the Help Desk by creating a support ticket.

Services

The following common services are available with any Internet access and don't require any special methods to use. This list of services requires a Utica issued computer and VPN access to use.  If you are an employee who needs these services and don't have a computer issued to you please contact us.
These services require an extra layer, you must use VPN and remotely access our remote desktop server to be able to use it.  See VPN section below and contact the Help Desk for more information.
  • EMS Client

Online Teaching Resources
Annotating PowerPoint slides (add your voice to slides, 4 minute video tutorial)

Recording your screen (useful if you have to show special software you have on your computer):
  • Windows instructions via PowerPoint
  • More advanced options (can include webcam video) on Windows via Active Presenter
  • Mac Instructions via Quicktime.
  • If you are using Zoom via Engage or are familiar with Google Meet sessions, you could also simply run a meeting and record meeting with your screen shared.
Emailing your class from banner web (Firefox instructions, Chrome instructions)

Classroom live streaming / classroom lecture recording - This is for if you need to record yourself in front of a while board, and may need a specially setup physical space to do so.  For live meetings from your desk/home, see next section.  Generally this will use Zoom or Meet as the software to stream/capture.  Dependent on equipment availability.  Information will be provided regarding rooms equipped for this purpose.

Library Resources
The library is continuing to make available as many resources as possible.
  • Library.utica.edu is available 24/7, with access to our catalog, databases, online journals, and other electronic resources.
  • Librarians remain available for online help and instruction via Zoom and Meet. Let us know if you would like to schedule a meeting or class.
  • A book return is set up at the Welcome Center entrance.
  • Interlibrary Loan requests for physical items are no longer being filled, but many articles and chapters from books may still be available. Interlibrary Loan questions should be directed to ill@utica.edu, 315-792-3262, or 315-792-3041
  • Professors will receive an email regarding the logistics of scanning course reserve materials for Engage shells.

Remote Meetings / Live Video Conferencing
Zoom is integrated into all Engage courses and is the easiest and recommended video conferencing option for classes. 
  • You can access Zoom at http://zoom.utica.edu.
  • If you have been using Engage as a companion to an on ground course you may not see the Zoom integration in the course shell.  Please contact ocd@utica.edu to request that Zoom is added.  Provide the course(s) designations (i.e. ENG101 C) for all courses you would need this for.
  • Please see the setup instructions guide in your Engage course for settings to change to make Zoom work the best, especially if you will be using Zoom to allow for student break out sessions.
  • Note that Zoom recordings route to a storage system called Panopto, please see our guide here.
Forwarding Email
Rather than setting up a vacation message to indicate you are away from the office, the College administration asks that you instead forward your emails to another person or an office email address.  Instructions.  

VPN
If you have a Utica issued laptop the GlobalProtect software is already installed.  It may prompt you to login to it the first time you use the computer or after password changes.  Clicking the small globe icon near the clock (on Windows) or at the top (on Mac) will show you the VPN status.  Any time the computer has Internet access the VPN should show as "Connected".
    Utica University is no longer allowing use of the VPN on your own personal computer.  We are not currently supporting VPN usage through smart phones, tablets, or ChromeOS devices.

Utica Issued Phone Numbers
 For Incoming Calls
If you'll be working away from your usual desk on campus we recommend that you choose from these options:
  1. Mobile Twinning (Recommended).  Calls ring on your desk phone and mobile phone at the same time.  Unanswered calls go to your voicemail.  This can be set to operate only at certain times (i.e. M-F 8:30-5).  It can be enabled or disabled remotely (see Remote Menu below).  Can be disabled via one button when you return to your campus phone. Have this enabled by creating a support ticket, be sure to provide your extension and the phone number to twin to. NOTE: Only your extension is twinned, it does not include other numbers that may be on your desk phone that you may usually pick up.
  2. Unconditional Forwarding: Calls to your campus number are sent to a mobile number you specify.  Unanswered calls go to your cellular voicemail.  Voicemail to email does not work if unconditional forwarding is enabled.  NOTE: Only your extension is forwarded, it does not include other numbers that may be on your desk phone that you may usually pick up. 
    Forwarding Instructions: On your campus phone press the Features button, press the down arrow once to select Forward and press OK, press the down arrow twice to select Forward Unconditional and press OK, press the down arrow twice again to select Destination and press the Edit key under the screen. Type 9 1 and then your full 10 digit phone number where you want your calls forwarded. Press Select. With the number set, to enable forwarding press the On button. If you will not be at your desk to do this procedure you can ask a colleague to do it for you or create a support ticket.
  3. Use Voicemail: Change your voicemail greeting to indicate you are out of the office but that you'll be checking your messages (instructions for voicemail) and let all calls go to voicemail.  Your voicemail messages will generally be routed to your email so you can listen to them and respond as needed.  If you do this please test and make sure it is working.  If you have any problems getting voicemail create a support ticket.  
  4. Other: For offices that have complex phone menus that route calls or situations where staff pick up multiple lines from their phones please create a support ticket so we can work with you on the best solution for your needs.
  For Outgoing Calls
There are a few solutions for making calls (in no particular order):
  • Call directly from your cell phone or landline phone.  We understand this doesn't keep your number private, see item 2.
  •  You can hide the caller ID of your phone by dialing *67 and then the number you wish to call.  Example *673157923115.  Be aware that some people may block hidden numbers or not answer if they don't have a caller ID.
  • You can use Google Hangouts Meet on your computer and have other dial in and speak with you ( Instructions ).
  • For anyone who already has been issued a conference phone line you'll be able to use your conference line to have individual or group calls.
  • For anyone who has configured Twinning (as described above) you can use a feature where you can dial into the campus phone system and back out to another number.  Simply dial 315-223-2393. You will be greeted with phone system dialtone.  You can then dial internal extensions as you normally would from your desk phone or dial externally by using 9 - 1 - and the ten digit phone number.  Calls placed this way will appear as your normal desk phone caller ID to the person being called.
  Remote Menu
If you are setup for twinning you can use the remote menu to enable or disable it (such as if you will be on vacation).  From the phone that you have setup for twinning call 315-223-2394 and follow the voice prompts.

 For FAX Lines

If your office has a multifunction printer that accepts incoming faxes, create a support ticket and we can have the incoming faxes converted to an email with the fax attached.  We need to know the fax number and the email address it needs to go to.  We do not currently have a solution for sending information by fax, use email whenever possible.
Microsoft Office

If you'll be using a personal computer to work remotely and need Microsoft Office we'll be issuing licenses and you'll be able to follow our instructions at www.utica.edu/facstaffOffice .
Utica Computer Logins
If you'll be taking a Utica University issued laptop off campus we have a few suggestions to make things run smoothly.
  • If this is a computer you haven't used before, or haven't used in a long time, make sure to login to it while still on campus. This ensures the device "remembers" your account and you'll be able to login when it is off campus and will let you login if not connected to wifi.
  • If you have to change your Utica password while away from campus your company issued computer may not update the password right away and the login may remain the same.  This can get a little confusing since you will need your old password to continue logging into the computer but your new password for other services.  Just be aware of this and remember both.
Hardware/Software Requests
If you are in need of equipment such as laptops, webcams, audio headsets, etc. or software.  Please enter a support ticket.  All requests are being prioritized and handled as feasible.

Data Privacy
Email is not a secure method to share files. Use the Utica University file server (see U drive section above) or Utica University’s instance of Google Drive to share files defined as private and sensitive by the Data Security and Classification Policy. https://www.utica.edu/policies/policies.cfm?id=154

Our instance of Google Drive offers secure storage, but those protections can be easily circumvented if the files are shared with the wrong people. Take extra care when saving and sharing files. When sharing files and folders click the advanced button. Here you can prevent editors from changing access and adding users.

Institutional versions of Box.com are also a secure locations to store files, but personal accounts from box.com, Dropbox, Google/Gmail, and Apple do not offer the same level of protection and should not be used for University business. If you need assistance sharing files you can contact the Help Desk.

Vacation
We understand that going on vacation is very different under the current world climate, but those with time off may still want to disconnect from work.  This may mean changing phone and email routing to make sure others in your office get communications on your behalf and this section will provide some guidance on that.  You can choose from these options to fit your needs:
  • Email Forwarding:  See our instruction guide on email account forwarding if you wish your mail to go to someone else temporarily.  We suggest putting a reminder on your calendar for when you return to work so you remember to disable forwarding.  Alternatively you can setup account delegation, which lets someone else see your new and past emails.  This has an advantage of keeping email conversations in your account if others respond on your behalf, which could make it easier for you to see what happened while you were away and maintain a record of communications.  Delegated users will have to go check your account periodically, they will not get notification of new messages.
  • Voicemail Greeting:  We suggest you enable your temporary voicemail greeting and record a greeting indicating you are out and whom to contact instead if appropriate.  See our voicemail instructions.
  • Call Forwarding:  If you need your phone forwarded to someone else's number so they can answer your calls, please create a support ticket.  Provide your campus extension and the campus extension you wish your phone to be forwarded to.  Also provide us with the start and end date.
  • Disable Twinning:  For anyone who has configured Twinning of their campus phone to their personal phone (see above).  You can remotely disable twinning using the dial in menu.  From the phone that you have setup for twinning call 315-223-2394 and follow the voice prompts.   Follow these same steps to re-enable twinning.  You may want to put a reminder on your calendar for the day you return to work so you remember to turn this back on.
  • Calendar Notifications: If you have standing meetings you may want to decline attendance to them for the time that you're out so you won't get calendar notifications.  In your Google Calendar click the event, and choose No from the RSVP options.

Technical Support
  • Engage:
    • Students should continue to reach out to Engage support via their 24/7 support number: 1-866-264-1537
    • Faculty needing assistance outside of business hours should also use the 24/7 line.
    • Faculty needing assistance with available methods of teaching and pedagogy help, contact Robert Miller at rjmiller@utica.edu or Katie Hanifin kmhanifi@utica.edu.  Our Center for Innovative Learning staff will get back to you.
    • Faculty needing assistance with course design and content should reach out to our online course design team via email at ocd@utica.edu .
  • Canvas:
    • Nursing students and faculty using Canvas should contact Canvas support at 1-855-495-9954.
  • Zoom:
    • Contact the Help Desk, or Engage support when outside of business hours.
    • Faculty: If you don't see a Zoom module in Engage one can be added for you, contact ocd@utica.edu and make sure to list what course(s) you need it for.  This is often the case for anyone who had a ground course with a companion shell.
  • Other:
    • We have a number of technical guides on our Help Sheets page which also may be of use to you.
    • Create a support ticket for non urgent issues.  Call the campus Help Desk for urgent problems.  If you can't reach us by phone please leave a voicemail and we'll get back to you as soon as possible.
    • IITS staff will be able to assist you using Zoom or other software if you're using a Utica computer.
  • If you need to provide remote support (i.e. you need to see and/or interact with their computer):
For anything not listed above please create a support ticket and we'll get back to you as soon as we can.

Contact Us

Integrated Information Technology Services

Integrated Information Technology Services

L119 Gannett Library
Lower Level
HelpDesk@utica.edu
(315) 792-3835
(315) 792-3814 (fax)

I would like to see logins and resources for:

For a general list of frequently used logins, you can also visit our logins page.