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 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 UC 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 VPN access to use.  See VPN Instructions section below. These services require an extra layer, you must use VPN and remotely access our UCRDP server to be able to use it.  See VPN + UCRDP section below.
  • Argos Client
  • EMS Client
The following services will not be supported for remote access.
  • Network H drives are currently not being supported over VPN, instead please see these instructions to move files you may have on the H drive to Google Drive if you need to.  If you are already off of the UC network and cannot access H drive files to move them please make a support ticket.

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 Hangouts 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 Hangouts 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 WebEx and individual meetings via Google Hangouts. Let us know if you would like to schedule a meeting or class.
  • All library materials due before the end of the semester are now due May 11th, 2020. You can renew beyond this date online.
  • A book return will be 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 being integrated into all Engage courses and is the easiest and recommended video conferencing option for classes. 
  • If you have used Zoom previously using your @utica.edu account and use the free limited license, please contact ocd@utica.edu to have your license fixed to work properly with Engage. 
  • 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.
   Zoom is only available to faculty teaching online.  All UC faculty, staff and students can use Google Hangouts Meet for video/audio conferencing, which is similar to Skype or Zoom or Webex.  This is recommended for non-class uses.  We have extensive instructions for all of the features and IITS can provide support.  Google is currently allowing recording of meetings now, to do this see our new guide for Hangouts Meet Recording.

Internet
A number of companies are making special programs available to provide students with Internet access.  While many of these programs may not apply to faculty or staff, if you have students asking, or you want more information, please see the student resources page.  As of 3/27 we are aware that Spectrum cable is making their 60 day free Internet offer available to educators as well as students.

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 Instructions
Usually VPN is available by request only, but currently all full time faculty and staff are now granted access to this system.  If you have a UC issued laptop the software is already installed and you can skip the pre-requisite and install portions of the following steps.  If you will be using the VPN on your own computer please follow the entire instructions document.  Windows computer InstructionsApple computer instructions.  We are not currently supporting VPN usage through smart phones, tablets, or ChromeOS devices.

VPN + UCRDP 
See the VPN instructions ( Windows Instructions Apple instructions) and make sure to look at the Remote Desktop Setup section.  You'll need to operate these services from within the remote server environment.  Once connected to VPN and within the UCRDP server you can access the Argos software as you normally would from https://maps.utica.edu

Network U: Drive
Windows Computers:
To access this drive on a UC or personal computer that is off campus and connected to VPN you must run a command file we have prepared for you.  Download this by clicking on this link .  Depending on your browser this may save automatically, possibly to your Downloads folder.  If you are prompted to save it we recommend saving it to your Desktop.  Now locate the file named "remote-U" and double click on it.  It may popup a Windows security warning.  If it does, press More Info, and then Run Anyway.  You will be prompted to type your username, press Enter after.  Then type your password and press Enter.  The U drive should appear shortly.  
  • Please note that this process of double clicking on remote-U and logging in will likely be required any time the VPN has been disconnected and reconnects so you can regain access to U. At times your computer could get confused with this, if you get errors or find the U drive not loading please reboot, reconnect to VPN and using remote-U again.  If you continue to experience problems please create a support ticket.
  • While this process may not be convenient we recommend it over using the UCRDP system. UCRDP is a limited resource and it is best to avoid using it when there are viable alternatives. Thank you.
Apple Computers:
To access this drive on a UC or personal computer that is off campus and connected to VPN you must perform the following steps.  Click on the Finder (smiley face icon) in the Dock.  Click on the Go button at the top of the screen and choose Connect to Server at the bottom of the list.  Type in smb://utica-files-01/depts and click Connect.  If prompted for a login make sure to select the Registered user option, type in your UC username and password.  Click Connect.  It may take a minute but you'll then see a depts icon on your desktop.
  • Note that you may have to repeat this process if the VPN disconnects and you need to regain access. If you have problems loading the U drive we ask that you reboot the computer, reconnect to VPN, and try the process again. If problems persist then please enter a support ticket.

UC Phones
 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 UC 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 UC 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 UC 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 .

UC Computer Logins
If you'll be taking a UC 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.
  • If you have to change your UC password while away from campus your UC issued computer may not update the password 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 UC 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 College file server (see U drive section above) or Utica College’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

The Utica College 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 Utica College business. If you need assistance sharing files you can contact the Director of Information Security at jfarr@utica.edu or 315-223-2386.

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 UC 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 Engage support (see above bullet) or see the Zoom support site at support.zoom.us
    • 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.
    • Faculty: If you used Zoom with your own free or paid account previously you may have an error with Zoom in Engage.  Contact us at ocd@utica.edu so our team can have your account fixed.
  • 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.
    • TeamViewer remote support.  If you are using a UC issued computer IITS staff will be able to assist you using our TeamViewer software.  If you are using a personal computer you can use Team Viewer's QuickSupport application by downloading it and double clicking on the file (Windows download, Apple Download).  The support staff will ask you for the number provided on screen to connect.  
  • 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)

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