San Antonio College Technology Tips for Remote Readiness Faculty and Staff

Dear SAC Faculty and Staff,

 

       The following technology information is for SAC faculty and staff who may need to work from home or a location that is not their regular office location. 

 To stay up to date on Alamo Colleges Operatations > click here or you can email coronavirus@alamo.edu

 

Technical Support, Phone and Zoom Support

Phone Support

San Antonio College

Phone: 210-486-0777
Email: sac-helpdesk@alamo.edu

 

Operating Hours
Mon – Fri: 8am- 5pm

District Support
Central

Phone: 210-485-0555
Toll-Free: 866-493-3947 
Email: helpdesk@alamo.edu

Operating Hours
Mon – Fri: 8am – 12am
Sat: 9am – 9pm
Sun: 11am – 12am

Zoom Remote Information Center

Monday -  Friday / 8am - 4:30pm

* Click on link to be directed to Zoom Meeting Room

Zoom Information Center Rooms
 Link to Zoom Meeting Rooms

 

Service Center Remote Information Center

 

 

https://alamo.zoom.us/j/952132820

 

 

Instructional Technology Remote Information Center

 

 https://alamo.zoom.us/j/808709068

 

Remote Ready Training

Remote Ready Boot Camp - Training for All Faculty

  • All Faculty (this includes faculty who teach online and those who teach face-to-face only) need to register in AlamoTalent for a ‘Remote Ready Boot Camp.’ 
  • The workshop will prepare faculty to teach courses remotely in the event of emergency utilizing Zoom and Canvas. 
  • Sessions are available in both Face-to-Face and online Zoom Sessions.

Training Schedule information is available at https://www.alamo.edu/online/keep-teaching/rrbc-types-and-times/ and AlamoTalent.

SAC Staff Remote Ready – Training for All Staff

  • All Staff are encouraged to register in AlamoTalent for a “SAC Staff Remote Ready’ Training Session.
  • The training offers simple technology tips to help you while working from home. 
  • Sessions are available via online Zoom Sessions:

 

Monday, 3/30, 1:oo pm – Melody Sittenauer

Tuesday, 3/31, 9:00am – Sharon Campsey

Wednesday, 4/1, 1:00pm – Melody Sittenauer

Thursday, 4/2, 9:00am – Sharon Campsey

 

Monday, 4/6, 1:oo pm – Melody Sittenauer

Tuesday, 4/7, 1:oo pm – Melody Sittenauer

Wednesday, 4/8, 9:00am - Sharon Campsey

Thursday, 4/9, 9:00am – Sharon Campsey

LINK:  https://alamo.zoom.us/j/360686902

 

 

Remote Ready Training for Faculty - Bootcamp - CLICK

 
Remote Employee Toolbox – Technology Help Guides

Technology ‘How To’ Resources are available for employees in Alamo Share.

  • Login to the main page of Alamo Colleges Alamo Share (http://share.alamo.edu) (login is the username and password that you use to login to your office computer.   Username format:  sac\jsmith1234)
  • Scroll to the bottom of the page and click the Remote Employee Toolbox
  • A list of resources is available for Canvas, Remote Desktop Connection, Telephones, VPN, Zoom, etc.

Additional Resources

Security Awareness Tips / Stay Safe Online
  • Be cognizant of FERPA guidelines
  • Do NOT save student data on your home computer
  • Keep your home computer updated with antivirus/security software
  • Do not click on links or attachments from senders that you do not recognize.
  • Do not provide sensitive personal information (like usernames and passwords) over email.
  • Watch for email senders that use suspicious or misleading domain names.
  • Inspect URLs carefully to make sure they’re legitimate and not imposter sites.
  • Do not try to open any shared document that you’re not expecting to receive.
  • Be especially cautious when opening attachments or clicking links if you receive an email containing the Alamo Colleges District warning banner indicating that it originated from an external source.

Be cautious of social engineering attacks (spam, spoofing, phishing, baiting, malware, scareware, adware, etc.).  Alamo Colleges Information Technology employees will never ask for your password in an email

Stay Safe Online: Read more here

 
 Free Antivirus Product Choices: 

Zoom-bombing

What is a Zoom-bomber?

A Zoom-bomber is an uninvited attendee who deliberately tries to disrupt a Zoom meeting. For more information click

 

Phone Messaging

Employees who are working remotely, as well as faculty who will be teaching remotely should change their phone voice mail messages to reflect the situation.

Steps to Forward Office Phones to Cell Phones

  • Instructions are included on SharePoint – Remote Employee Toolbox.
    • Refer to the How to foward desk phone guide.
    • The guide is in Alamo Share, therefore you will be prompted to login.  
    • The Alamo Share login is the username and password that you use to login to your office computer.  Username format:  sac\jsmith1234.

Steps to Access Office Voicemail Remotely

Refer to the guide: Accessing your Alamo Colleges District Voicemail from an external source

Steps to Access your Alamo Colleges Office Phone Greeting Management from an External Phone > Click Here

VOIP Phone Directory Updates
  • Important!  Accurate information is critical for 911 emergency response purposes.
  • Departments should review the Directory to ensure information is accurate for all phones assigned to their department.

 

To Request Directory Updates:  

                       Service:  “Telecommunications” 

                       Component:  “Desk Phone”

                       Detail:  “Change Phone Setup”

 

To Access the Directory: www.alamo.edu 

Employee Portal Directory

      Click a person’s name to view their Title, Department, Phone, Email and Office Location

What technology equipment is needed to be able to work away from my office?
  • At a minimum, the following technology is required to work remotely: 
    • Internet
    • Computer
    • Webcam
    • Audio (Speakers/Microphone for Computer)
Low Cost Internet Information / Discount Programs

On March 16, 2020 a communication will be sent to students informing them of internet options. 

Alamo Colleges District Discounts: 

alamocc.onthehub.com

 

Computer Options to Work from Home

Option 1:  Use a Personal Computer

Option 2:  Checkout a Laptop at MLC 710 (Office of Technology Services – Service Center).  

  • Service Center Staff will provide paperwork to fill out for the loaned laptop.  

Option 3:  Take your Office Computer to your Home 

Prior to taking equipment home:

  • Verify your office computer has VPN software (If needed) and FortiClient software installed.  Call the SAC Helpdesk (210-486-0777) if assistance is needed.  
  • Your computer should have Wi-Fi capabilities or your home Internet router should have connections to network a computer to have Internet Services.
  • Employees must complete the IC Loan Property Request Form with approval signatures from their Supervisor and Department Property Steward. 
  • The IC Loan Property Request Form is to be used when removing an Alamo Colleges owned property from any of the Alamo Colleges location for business purposes. 
  • IMPORTANT:  At the time of approval, a completed copy of the IC Loan Property Request Form needs to be uploaded to the following site: https://sacweb03.sac.alamo.edu/eScores/clpr.aspx and also emailed to 
    dst-teaminventory@alamo.edu
  • Compliance and security of equipment is imperative to ensure responsible stewardship of IT Assets. 
  • Supervisor, Department Property Steward and the Borrower are also advised to retain a copy of the IC Loan Property Request Form for their records.  
  • Please note:  Borrower will be fully responsible to unplug computer at work and also to transport and setup computer at home.

Supervisors are responsible for checking out equipment and for ensuring that the technology is returned to campus in good working condition.

VPN

What is VPN?

VPN stands for Virtual Private Network.  VPN makes a public internet connection more secure and allows you to access systems that are available only within a specific secure network (for example, San Antonio College Network).  

Why do I need VPN?

When you are away from your office, Alamo Colleges VPN allows you to use systems that are available only within the Alamo Colleges network.

 

Request VPN access only IF you need to use any of the following:

  • Banner
  • Your Office Computer (to access special files, unique software available only on your computer, software that works only inside the SAC Network)
  • Network Shared Drives (i.e., department share drives, your H: drive)

 

VPN access is NOT needed for the following:

  • Alamo Share (SharePoint)
  • Canvas
  • Zoom
  • Email

Systems/Software that are available without your Office Computer and which work outside of the SAC Network (i.e., Microsoft Word)

Steps to Request VPN Access

Fill Out the Virtual Private Network (VPN) Access Request Form:

The following information is needed in the VPN Form:

  • Your NameDepartmentDate <Date of Request>
  • ACES ID <This is the first part of your email address.  i.e., jsmith1234>
  • Select the checkbox for Employee or Non-Employee
  • Expiration Date <for Non-Employees Only>
  • Justification <i.e., Need to work away from my office to access Banner to create Requisitions, Need to access Office of Technology Services Department Shared Drive while I’m away from my office, Need to Remote-In to my Office Computer to access XYZ Software while I work from home, etc.>
  • Applicant Signature <Your Signature>
  • Authorized Manager’s Approval <Your Manager’s Signature>
  • Print Manager’s Full Name
  • Manager’s Phone Number

Note:  To reduce the processing time for VPN requests, please include your office Computer Name on the VPN form.  The form does not have a field for the Computer Name, therefore please write it anywhere on the form.  (Example of Computer Name:  MLC709-123456)

 

Create a FootPrints Ticket and attach the filled out VPN Form to the ticket:

  • Go to FootPrints https://footprints.alamo.edu (login is the username and password that you use to login to your office computer.   Username format:  jsmith1234)
  • Create a New Ticket
  • Summary box:  Type VPN Access Request
  • Contact Information tab:  Fill out your contact information
  • Ticket Information tab:  Fill out information and choose the following:
    • Service:  Network Services
    • Component:  VPN Access
    • Detail:  Add Access
    • Description tab:  Type ‘Need VPN access.  VPN Form is attached.’
    • Attachments tab:  Click Attach Files  Click Browse…  select the VPN file name  click GO
    • Select SAVE 
    • You will receive a FootPrints ticket #. 
    • Completion Notification:  When your request is complete, our SAC IT Staff will send you an email with Subject Line:  Alamo VPN.  The FootPrints ticket will be closed at that time.
Steps to Obtain Computer Name
  • Click the  Windows Start Button (located on lower left)
  • Type ‘System Information’ in the Search box and press <Enter>
  • A list of settings will appear.  ‘System Name’ is the Computer Name.

Close the settings window after you obtain the Computer Name.

VPN Install Procedure (Windows and Mac)
  • After you have received VPN access, you will need to install VPN.   
    • Note: If you’re using an Alamo Colleges computer, a Tech will need to do the installation.
  • Refer to the How to VPN into Alamo Colleges Network guide.
    • The guide is in Alamo Share, therefore you will be prompted to login.  
    • The Alamo Share login is the username and password that you use to login to your office computer.  Username format:  sac\jsmith1234.
  • The guide describes how to login to VPN.  
    • The VPN login is the username and password that you use to login to your office computer.  Username format:  sac\jsmith1234.
  • After you login to VPN, you can start using systems such as Banner and Department Shared Drives.  You can also proceed to Remote-In to your Office Computer.
  • When finished using Banner, Department Shared Drives, Remoting in to your Office Computer, etc., click Disconnect on the VPN window.
VPN Install Procedure (iPads)

Refer to the guide: iPad Remote Desktop and VPN Help Guide

Remote Desktop Connection Procedure
  • You will need to be connected to VPN to be able to connect to your office computer remotely.
  • Refer to the How to connect to desktop remotely guide.  
  • The guide is in Alamo Share, therefore you will be prompted to login. 

The Alamo Share login is the username and password that you use to login to your office computer.  Username format:  sac\jsmith1234

eClips for Remote Readiness

How to upload a file to Wisetrack

  

How to Access OneDrive

Laptop Distribution
Laptop Loaner Agreement:
 
Service Cost: $0
 
Additional Information: 

OTS requires two (2) forms of valid photo identification from students, one of which is required to be a current SAC Student ID. Other acceptable forms of identification include, but are not limited to, valid Driver’s License, State ID/Military ID, etc. Employees are required to provide their employee ID for identification.

All technology equipment loans are on a first-come, first-serve basis. If no equipment is available at the time of inquiry, students are able to sign a waiting list and will be notified when equipment has become available. 

Technology equipment loan period till end of Spring 2020 semester

See available Equipment here: http://www.alamo.edu/sac/equipment/

NOTE: Borrower assumes full responsibility for all equipment (including software) in their possession. Equipment should not be left unattended. In the event of theft, loss or damage to Alamo Colleges property, the borrower is liable for all replacement costs. Any equipment outstanding 10 days past the due date will be considered stolen and the borrower will be held financially responsible. Equipment use is governed by Appropriate Use of Information Technology Resources (Policy).

Tips to Take Care of Your Laptop:
  • Keep liquids away from your computer: Liquids can damage the laptop and corrupt data.
  • Keep food away from your computer: Crumbs cause keys to malfunction, attract bugs and can damage circuitry.
  • Have clean hands: Dirt and oils from fingers and wrists damage the protective finish on the laptop, keyboard and track pad.
  • Use a clean toothbrush to clean parts of your computer: Clean around the keys on the keyboard, exhaust fans and around the bezel of the screen to help with airflow and reduce heat buildup.
  • Prevent damage to the monitor: Remove obstructions (paper clips, pens, similar hard objects, etc.) on your keyboard before you close the lid.
  • Close the lid properly: Close the lid gently and hold from the middle of the screen. This protects the hinges which can crack and break if strong pressure is frequently used.
  • Hold the laptop by the base: Lifting the laptop by the display can deform or crack the screen.
  • Do not put heavy items on top of the laptop: This can damage the screen and internal components.
  • Do not expose the laptop to rapid temperature changes:  Temperature fluctuations can cause internal damage to the laptop, including data loss.
  • Do not leave the laptop in a vehicle: Avoid exposing the laptop to severe temperatures and possible theft.
  • Use a laptop bag: Laptop bags act as a protective barrier to reduce damage and scratches.
  • Use a laptop bag that fits: A properly fitted bag will help prevent damage to the laptop during transport.
  • Do not pull on the power cord: Pulling the power cord can damage the cord, socket, and plug. Instead, grab the actual plug and disconnect it from the wall socket.
  • Do not roll over the power cord with your chair: Rolling over the power cord can lead to a short and damage the power cord,  power supply and laptop.
  • Power Conservation: If not using the laptop for more than two hours, shut it down. The power consumption within those two hours is greater than that required to power on the laptop.
  • Battery Maintenance: Do not leave a laptop plugged in after the battery is fully charged.  Doing so will reduce the overall lifetime of the battery.

More Laptop care instructions >Please take care of this laptop.docx