CAS Web Services has worked to develop instructions and resources to enable everyone at the college to work remotely and connect to resources. We have several resources for video conferencing, creating content for students and for creating a remote connection to your campus desktop computer. PLEASE FEEL FREE TO CONTACT US ANYTIME FOR SUPPORT AS WE TRANSISTION TO ONLINE CLASSES AND WORKING REMOTELY.
CONTENTS:
ACCESSING BANNER
DOWNLOAD OSU'S VPN CLIENT FOR SECURE CONNECTIONS
DOWNLOAD OFFICE 365 FOR YOUR HOME COMPUTER
VIDEOCONFERENCING
SECURING YOUR VIDEO CONFERENCES
CREATE OFFICE HOURS IN ZOOM VIDEO CONFERENCING
CANVAS AND MICROSOFT TEAMS
CONTENT CREATION
REMOTE DESKTOP
GETTING TO YOUR VOICEMAIL
FORWARDING OFFICE PHONE TO CELL PHONE
TEACHING ONLINE
TECHNICAL SUPPORT
ACCESSING BANNER:
Banner Administrative users will need to connect to OSU's VPN to work in Banner. All other systems that you will find in my.okstate.edu will work as usual through your web browser.
DOWNLOAD OSU'S VPN CLIENT FOR SECURE CONNECTIONS:
To access Banner and connect to your office computer from off-campus you will need the OSU VPN client. Here are the instructions for downloading and installing the client on your home machine.
https://it.okstate.edu/services/osuvpn/index.html
Once you have installed the VPN client, when the program starts and you are asked what to connect to, enter: osuvpn.okstate.edu then click connect to enter your OSU OKEY credentials.
DOWNLOAD OFFICE 365 FOR YOUR HOME COMPUTER:
Use this link for instructions on how to add Office 365 access to your home computer for access to the Microsoft Office applications like Word, Excel, PowerPoint and others.
https://it.okstate.edu/services/cowboy-mail/installing-office-365.html
VIDEO CONFERENCING:
ITLE support Skype for Business (SFB), which is a part of Office 365. The college supports SFB and Zoom Communications for video conferencing and we have free licenses for Zoom we can assign to you.In addition, we have resources to show you how to use both methods of holding one-to-one and one-to-many video conferences with students and co-workers.
ZOOM:
TO REQUEST A ZOOM LICENSE, CONTACT GARY JONES AT 744-2918 OR GARY.JONES@OKSTATE.EDU
To learn how to put your Zoom Video Conferencing license to its fullest use I am providing this link to a wide variety of short videos on using Zoom and its features. ZOOM VIDEO TUTORIALS
CAS Technical Services is working to get webcams as soon as they become available. With so many universities moving away from in-person classes the rest of the semester, webcams have been sold out across the country.
If you have a laptop you can use its built-in webcam.
SKYPE FOR BUSINESS:
As part of our Office 365 suite of products, we also have SKYPE for BUSINESS built into it which provides video conferencing services as well.
HOW TO FIND AND LOGIN TO SKYPE FOR BUSINESS ON PC AND MAC (VIDEO)
GETTING STARTED WITH SKYPE FOR BUSINESS TUTORIAL (VIDEO)
Both Skype for Business and Zoom users can talk to one another across both platforms.
SECURING YOUR ZOOM VIDEO CONFERENCES:
With a lot of our interactions moving to online video conferencing and likely will for the foreseeable future, this form of communication becomes a more visible target for pranksters and worse interruptions. To secure your video conferences, there are some built-in features in Zoom to help eliminate potential open doors to unwanted visitors. Because anyone with a link to a video conference can enter the room, I’d like to pass on a few tips to help eliminate unwanted guests.
SET A MEETING PASSWORD:
It’s a lot like having a special door knock. By setting a password when you create a meeting you will greatly reduce the chance that uninvited guests will appear. Even if an outsider found the link to a meeting, they cannot enter without the password. You can let Zoom generate the password that goes out in the invitation to join a meeting or set one of your own.
In your meeting invitation received by your invitees, they will get a link to the room and the password needed to enter.
SETUP A WAITING ROOM:
It’s just like it sounds. A waiting room allows you to see who is waiting to enter the meeting and disconnect anyone not on your invite list.
BLOCK NON-HOST SCREEN SHARING:
Disable screen sharing for anyone but the meeting’s Host once the meeting is started. If someone else needs to share their screen , the Host can enable that during the meeting. Once in a meeting, as Host you can choose Screen Sharing – then Advanced Option and choose who can share their screen.
CREATE OFFICE HOURS IN ZOOM VIDEO CONFERENCING:
Inform your students of your office hours and days.
For individual meetings, request that your students make an appointment request by email if they want to meet with you.
Arrange for a time and create a New Meeting and send the student the meeting URL.
Login to Zoom at the appointed time and enter the meeting room.
(If you select in Meeting Options to ‘Enable join before host’ our students can join the room prior to your arrival)
Open Office Hours with Students:
Inform your students of your office hours and days.
Create a New Meeting and send the meeting URL to all of your students.
Login to Zoom at the appointed time and enter the meeting room.
(This will be a group meeting where all members can see and hear one another.)
CANVAS AND MICROSOFT TEAMS:
Canvas provides a group video conferencing service with Canvas Conferences. For information on setting up a web conference within Canvas, the link below will give you more infoarmation about creating your own web conferences.
https://goucher.instructure.com/courses/10/pages/canvas-conferences
The IT Department has also worked to integrate Microsoft Teams into Canvas for your use as an alternative. You will find more inforamation on setting up teams in this article provided by the IT Department.
MICROSOFT TEAMS FAQ:
How many people can attend a liveTeams meeting at once?
Up to 5,000 individuals in a single meeting.
How long can you have a live conference?
Depending upon the meeting type you setup it will vary. The most common type of meeting is a Meet Now meeting which can last for 8 hours.
Can I record a meeting for later use?
Yes, you can. Within a Teams meeting you can choose Cloud Recording and it will save the recording to Microsoft Stream. You can either download your video or share it from Stream.
Can I present a PowerPoint presentation on the screen in a meeting?
Yes, you can. There is a Share Screen function which allows you to show your attendees anything that is on your computer desktop. If you have a tablet with a pen, like a Wacom you can use it as a whiteboard.
CONTENT CREATION:
With Canvas, which is the University's dedicated learning platform, there is a screen-recording option called Canvas Studio. With this you can record your computer screen, webcam and microphone to create a basic instructional video. Another platform we support for screen recording is Techsmith's Camtasia software. This software is more robust than Canvas Studio and allows you to blend images, video, music and create transistions between them.
For more about content creation in Canvas Studio, here is a guide to Canvas Studio: CANVAS STUDIO GUIDE
REMOTE DESKTOP:
You can setup your office desktop so that you can access it from off-campus and have full access to everything just as if you were sitting at your computer on campus. All it requires is that you download the OSU-provided VPN client to your home machine for creating secure connections and turning on Remote Desktop on your office computer.
STEP 1:
Before you leave campus, do the following on your office computer:
https://it.okstate.edu/guides/remote-desktop/setting-up-remote-desktop.html
STEP 2:
Get the VPN client on your home computer or laptop:
If you are attempting to access your office computer from off-campus you MUST go through the University¹s VPN first to connect. Here are instructions on acquiring our VPN client and installing it for remote access on your home computer.
https://it.okstate.edu/services/osuvpn/index.html
STEP 3:
Once you have the VPN downloaded to your home computer:
Login to the VPN from home.
On your home PC, go to the Start Window and scroll down to Windows Accessories and select Remote Desktop.
Enter in the IP Address of your campus computer. Hit Enter.
Use OSU\yourshortname as your User name and your OKEY password. Hit Connect.
This should then open up your campus desktop computer and you will see everything just as if you were on campus using your machine.
GETTING TO YOUR VOICEMAIL:
Before you access your voicemail you will need your phone number and your phone PIN. If you need your voicemail PIN reset contact the Helpdesk and include your work phone number.
Dial the voicemail access number. (405) 744-6245
When asked, enter the last five digits of your phone number, followed by pound (#).
Enter your phone PIN followed by pound (#).
Follow the phone prompts to navigate through your messages.
FORWARDING OFFICE PHONE TO CELL PHONE:
In the event that you need to work from home for an extended period of time, the following link and instructions will explain how to forward your office phone to a number of your choosing.
If you try to forward your phone through your desktop phone in your office, the feature does not always work. A more direct way of forwarding your phone to your home or cell phone is to go to the following web site and login with your OSU email address and password:
https://cucm.net.okstate.edu/ucmuser/
Once you have logged-in, select Call Forwarding from the menu on the left.
Select the Checkbox, select Add a New Number from the dropdown box and enter the number you want your office phone to be forwarded to for now. Include 8 your area code your number.
TEACHING ONLINE:
ITLE resources for teaching online: https://itle.okstate.edu/OnlineResources.vbhtml
CAS TEACHING RESOURCES:
CAS instructional design resources by Dr. Caitlin Barnes - http://casid.okstate.edu
Faculty Canvas instruction network by Dr. Brad Bays - https://canvas.okstate.edu/courses/70843
TECHNICAL SUPPORT:
Support for each of these resources is available through WEB SERVICES by contacting us at 744-2918 or emailing at gary.jones@okstate.edu
CAS TECHNICAL SERVICES is available to answer questions and will be providing support at 744-6844 and cas-help@okstate.edu