Staff

Staff

  • Setting Up Call Forwarding on Cisco Phones

    Turning On Call Forwarding

    1. First you will need to connect to the Rutgers VPN. (Please refer to the Connecting to Rutgers VPN).
    2. Once you’re connected to the Rutgers VPN, go to https://myphone.rutgers.edu/ucmuser/main.
    3. Use your NetID and password to log in.
    4. Click on Call Forwarding from the menu on the left side of the screen.
    5. Check the “Forward all calls to:” box.
    6. Select “Add a New Number” from the dropdown menu.
    7. Enter 9 + the 10 digit phone number of where the calls should be forwarded to.

     

    call forwarding

     

    Turning Off Call Forwarding

    1. First you will need to connect to the Rutgers VPN. (Please refer to the Connecting to Rutgers VPN).
    2. Once your connected to the Rutgers VPN, go to https://myphone.rutgers.edu/ucmuser/main.
    3. User your NetID and password to log in.
    4. Click on Call Forwarding from the menu on the left of the screen.
    5. Uncheck the “Forward all calls to:” box.
    6. Click Save.
  • Setting Up Google Voice for Call Forwarding

    Using Google Voice will allow you to make calls from home, without you having to use your personal number.

    If you prefer not to use your personal gmail account, you can create a new gmail account on the following link by going to www.gmail.com

    1. Select “Use Another Account”
    2. Click on “Create Account”
    3. Select “For myself”
    4. Fill in the require information and click Next to create a new gmail account

    Once you have your gmail account, go to https://voice.google.com/signup

    1. Login if you not logged in already
    2. Select a City from Nearby Cities List

      google voice call forwarding 01

    3. Select a phone number from the Google Voice Number
    4. Click Verify

      google voice call forwarding 02

    5. Enter the phone/cell # that inbound calls should be forwarded to. Eg. Your home phone or cell phone
    6. Click Send Code

      google voice call forwarding 03

    7. You’ll receive a text or call with a verification Code, enter this code into the code field
    8. Click Verify

      google voice call forwarding 04

    9. Click Finish

      google voice call forwarding 05

     

    NOTE: Forwarding to a home or cell phone, will only allow you to obscure your home or cell number when forwarding or giving it out to others, it will not make calls from your home or mobile phone come from the Google Voice number.

     

    MAKING CALLS FROM GOOGLE VOICE

    NOTE: You will need a microphone and speakers on your home machine in order to make calls.

    Once you are logged into google voice, you can use the number pad on the bottom right of the screen to make a call.

     

    google voice call forwarding 12

     

    RETRIEVING VOICEMAILS

    1. Click on the voicemail icon on the left side of the screen

      google voice call forwarding 06

    2. Click a message from the list

      google voice call forwarding 07

    3. Click on the Play button at the bottom

      google voice call forwarding 08

     

    TURNING GOOGLE VOICE CALL FORWARD ON/OFF

    1. To turn Google Voice Forwarding to your cell or phone number, click on the settings icon google voice call forwarding 09 in the upper right

    2. Click on the Calls section from the menu on the left
    3. Click on the toggle switch next to your cell or phone number

     

    google voice call forwarding 10

     

    google voice call forwarding 11

     

  • Setting up Yubikey for Dual-Factor Authentication

    What is a Yubikey?

    A Yubikey is a hardware device that plugs into your computer to simplify two-factor authentication. When prompted to authenticate yourself, you press the button (metal contact) to provide the second factor for authentication. The keys come in USB-A, USB-C, or USB-C/lightning connectors, but the price differs accordingly.

     

    Benefits

    • Can be used on different computers or devices.
    • Does not require a smartphone.

     

    Drawbacks

    • It is not recognized by all applications, services, or websites.
    • Can be misplaced due to small size.
    • Initial setup requires administrative rights. You might need different keys if your devices have incompatible ports (android/apple/pc).

     

    Duo Authentication App on smartphone in comparison

    • Your phone is almost always with you.
    • You can add additional phones or numbers.
    • Works on all sites, apps, and services.
    • Multiple ways to authenticate – prompted, SMS, phone call.

     

    What works* with the Yubikeys

     

    Windows 10MacOS XLinux UbuntuiOSAndroid 11
    Rutgers Connect in Web browsers Rutgers Connect in Web browsers Rutgers Connect in Web browsers Safari on iOS 14.4 Rutgers Connect in Web browsers
    Most apps using CAS on the web Most apps using CAS on the web Most apps using CAS on the web CAS does not work on any browsers Most apps using CAS on the web

    *Certain versions of browsers do not work on some operating systems.

     

    What does not support the Yubikeys

     

    Windows 10MacOS XLinux UbuntuiOSAndroid 11
    Cisco Any Connect (VPN) Cisco Any Connect (VPN) Cisco Any Connect (VPN) N/A N/A
    N/A Apple Mail on v.11.1 Thunderbird v.78 Apple mail not tested yet Google mail not tested yet
    Firefox v.84 Firefox v.84 Firefox v.84 Firefox v31.0 Still testing
    Edge v.44 Safari v.14 Chrome v.87 Chrome v.87 Chrome v.87

     

    Initial set up of the Yubikey

    No additional steps required on Windows 10 and MacOS X. However, on Ubuntu (20.04).

     

    Configuring Duo to use your Yubikey for 2FA

    • Log into https://netid.rutgers.edu.
    • Click on Manage NetID+ Two Factor Authentication.
    • Click Add a New Device and authenticate in the pop up window.
    • Select Security Key and click Continue.
    • Click Continue again. Click Proceed on the pop up window.
    • Touch the metal contacts on your Yubikey and click Continue when the pop closes.
    • You can select Yubikey as your Default device. You’ll still have the option to use your phone.
    • Add images of the steps.

     

    Using your Yubikey for 2FA

    • When 2FA is needed, you’ll be prompted to use the Yubikey.
    • Images of the Yubikey prompt here.

      security key
  • Sharing Audio or Video Content through Zoom

    Sharing Audio or Video Content through Zoom

    This guide is intended to demonstrate the optimal method to share audio and video content through a Zoom meeting.

    Once a user is connected to a Zoom meeting they may be allowed to share their screen with other participants. If you are the host of the meeting you may share your screen at any time. Alternatively, if you are a participant you will have to receive permission to share your screen given to you by the host. Please refer to our Sharing Screen Content through Zoom documentation to fine tune your sharing settings.

    The following steps demonstrate how to share audio and video through a Zoom meeting for best clarity and playback quality.

    Share audio and video during a call:

    1. Open the video or audio file that you would like to share on your computer screen. This can be in a web browser window (streaming video), an audio playback application (Audacity, iTunes) or a video playback application (VLC, Kodi).
    2. At the bottom of the Zoom meeting window, select the “Share Screen” button. You can also use the keyboard shortcut, Alt+S (Command+Shift+S for Mac) to launch this window.

      sharing audio or video content through zoom 01

                Figure 1: Share Screen Button in main Zoom meeting window.

    3. You will be presented with the “Basic” tab of the screen share window. Find and select your audio or video window. At the bottom of the window check both the “Share computer sound” and “Optimize Screen Sharing for Video Clip” options.

      sharing audio or video content through zoom 02

                Figure 2: Basic Tab of Screen Share window with audio/video playback optimization options.

    4. Once you have selected the audio or video file that you wish to share and checked the media optimization options, click the “Share” button in the bottom right corner of the window. The main Zoom meeting window will disappear, and new minimal Zoom menu will be anchored to the top of your screen.

      sharing audio or video content through zoom 03

                Figure 3: Share Button in Screen Share window.



      sharing audio or video content through zoom 04

                Figure 4: Minimal Zoom menu at top of screen when content is being shared.

    5. Use the audio or video playback application as you normally would to Play, Pause, Stop the content.
    6. To stop the sharing of your audio or video file, click the red “Stop Share” button at the top of the screen you are currently sharing. You can also use the keyboard shortcut Alt+S (Command+Shift+S for Mac) to stop sharing content as well.

      sharing audio or video content through zoom 05

                Figure 5: Stop Share button.

     

  • Sharing Screen Content through Zoom

    Sharing Screen Content through Zoom

    This guide is intended to demonstrate the various ways you can share your computer screen’s content while on a Zoom meeting.

    Once a user is connected to a Zoom meeting they may be allowed to share their screen with other participants. If you are the host of the meeting you may share your screen at any time. Alternatively, if you are a participant you will have to receive permission to share your screen given to you by the host. The following steps demonstrate how to share a screen in different ways based on need and how to allow participants to share their screens.

    Share your screen during a call:

    1. At the bottom of the Zoom meeting window, select the “Share Screen” button. You can also use the keyboard shortcut, Alt+S (Command+Shift+S for Mac) to launch this window.

      screen sharing in zoom 01

                Figure 1: Share Screen Button in main Zoom meeting window.

    2. You will be presented with the “Basic” tab of the screen share window. Here you can select which screen you would like to share if you are using multiple monitors, a specific application that is currently open. You may also select to share your iPad/iPhone screen or start an interactive Whiteboard. These features are covered in more detail in other documentation that SAS-IT has created.

      screen sharing in zoom 02

                Figure 2: Basic Tab of Screen Share window.

    3. Once you have selected the screen or application that you wish to share, click the “Share” button in the bottom right corner of the window. The main Zoom meeting window will disappear and new minimal Zoom menu will be anchored to the top of your screen.

      screen sharing in zoom 03

                Figure 3: Share Button in Screen Share window.



      screen sharing in zoom 04

                Figure 4: Minimal Zoom menu at top of screen when content is being shared.

    4. To stop the sharing of your screen or application, click the red “Stop Share” button at the top of the screen you are currently sharing. You can also use the keyboard shortcut Alt+S (Command+Shift+S for Mac) to stop sharing content as well.

      screen sharing in zoom 05

                Figure 5: Stop Share button.

    Allowing Participants to Share Their Screen

    As the meeting host you may determine whether your meeting participant are allowed to share content from their screens. These steps will show how to manage these permissions.

    1. To determine whether participants can share their screen overall select the “Security” button in the Zoom meeting window. From this pop up menu you may select whether participants have the privilege to share their screen.

      screen sharing in zoom 06

                Figure 6: Security Menu in Zoom meeting window.

    2. To further manage the sharing permissions you may press the up arrow next to the “Screen Share” button at the bottom of the Zoom meeting window. From here you may quickly select how many people can share at any given time. It is suggested to only allow one meeting participant to share at a time for better ease of use.

      screen sharing in zoom 07

                Figure 7: Share Screen additional options menu in Zoom meeting window.

    3. Clicking on the “Advanced Sharing Options…” menu will offer a more fine tuned set of sharing permissions. Here, you can select who can share their screen, when they can share their screen and how many participants can share their screen at the same time.

      screen sharing in zoom 08

                Figure 8: Advanced Sharing Options... menu.

     

  • Sharing Virtual Whiteboards through Zoom

    Sharing Virtual Whiteboards through Zoom

    This guide is intended to demonstrate how to utilize the shared Whiteboard feature while on a Zoom meeting.

    Once a user is connected to a Zoom meeting they may be allowed to share their screen with other participants. If you are the host of the meeting you may share your screen at any time. Alternatively, if you are a participant you will have to receive permission to share your screen given to you by the host. Please refer to our Sharing Screen Content through Zoom documentation to fine tune your sharing settings.

    The following steps demonstrate how to share a Whiteboard in a Zoom meeting and manage the ability for other participants to annotate the screen in parallel with the host.

    Share virtual Whiteboard during a call:

    1. At the bottom of the Zoom meeting window, select the “Share Screen” button. You can also use the keyboard shortcut, Alt+S (Command+Shift+S for Mac) to launch this window.

      Sharing Virtual Whiteboards through Zoom 01

                Figure 1: Share Screen Button in main Zoom meeting window.

    2. You will be presented with the “Basic” tab of the screen share window. Select the Whiteboard option.

      Sharing Virtual Whiteboards through Zoom 02

                Figure 2: Basic Tab of Screen Share window with Whiteboard option selected.

    3. Once you have selected the Whiteboard option, click the “Share” button in the bottom right corner of the window. The main Zoom meeting window will disappear and a new minimal Zoom menu will be anchored to the top of your newly created virtual Whiteboard.

      Sharing Virtual Whiteboards through Zoom 03

                Figure 3: Share Button in Screen Share window.



      Sharing Virtual Whiteboards through Zoom 04

                Figure 4: Virtual Whiteboard with editing options and Zoom meeting options at top of screen.

    4. Once the Whiteboard has launched use the Annotation toolbar to select which tool you would like to use to manipulate the Whiteboard. These options include making text boxes, spotlighting certain areas of the canvas and an eraser. You can also use the “Draw” option to create lines, shapes and arrows. There is also a “Save” button that will save the current state of the Whiteboard to your Documents folder.

      Sharing Virtual Whiteboards through Zoom 05

                Figure 5: Virtual White Annotation bar and sample annotations.

    5. To stop the sharing of your Whiteboard, click the red “Stop Share” button at the top of the screen. You can also use the keyboard shortcut Alt+S (Command+Shift+S for Mac) to stop sharing content as well.

      Sharing Virtual Whiteboards through Zoom 06

                Figure 6: Stop Share button.

    Allowing Participants to annotate the virtual Whiteboard

    As the meeting host you may determine whether your meeting participants are allowed to annotate the virtual Whiteboard in real-time with you as the host. These steps will show how to manage these permissions.

    1. Once the Whiteboard has been shared navigate to the top of your screen in the Zoom menu options and press “Security”.

      Sharing Virtual Whiteboards through Zoom 07

                Figure 7: Zoom meeting window options with Security button highlighted.

    2. Pressing the “Security” button will open a drop down window where you can alter the privileges of the participants. The last of these options in this menu is “Annotate on Shared Content”. If the option has a checkmark next to it the participants can annotate in real time with the meeting host on the virtual Whiteboard. Toggle this checkbox for your desired permission level.

      Sharing Virtual Whiteboards through Zoom 08

                Figure 8: Security options in Zoom meeting window for permissions to annotate virtual Whiteboard.

     

  • Social Networking Safety Tips

    Read the following documents to learn how to protect yourself when using Facebook, Twitter, LinkedIn and Google+ social networking sites:

    Adobe Acrobat Reader is required to view PDF files. This is a free program available from the Adobe web site. Follow the download directions on the Adobe web site to get your copy of Adobe Acrobat Reader.

    Get Adobe Acrobat

  • TA/GA Appointment System

    DESCRIPTION: Comprehensive app for requesting, reviewing, and approving departmental requests for teaching and graduate assistants. Includes Personnel and Business Office review, generation and email of PDF offer letters, and prior appointment tracking and reporting.

    DEPARTMENT(S)

    • SAS Personnel Office

    URL:TA/GA Appointment Request

  • Using Box for Macs

    Activation

    Before using Box you will need to activate the service on your NetID.

    1. Go to https://netid.rutgers.edu and select Service Activation on the left of the site.
    2. Log in with NetID and password.
    3. You will see the following screen:

      using box macs 1

    4. Select the Box Cloud Storage Option
      • NOTE: You don’t have to activate the service again if you have [You already have this account.] listed next to the Box option.
    5. Click the “Activate Services” button

     

    Prerequisites:

    macOS 10.12 or higher

    Installation Steps

    1. Go to https://box.rutgers.edu/downloads/
    2. Click on the operating system type (in your case Mac) and save the file and install the software.
    3. Download the Box Drive installer here
    4. Navigate to where you saved the file. Double-click it to run the Installer
    5. When prompted, select Install for all users of this computer and click Continue
    6. DO NOT change the location. Click Install.

      using box macs 2

    7. An installation completed successfully window will open once completed.
    8. Click Close to close the installer.
    9. After the installation completes Box Drive will launch.
    10. Enter your email address.
    11. Click Next
    12. Enter your NetID and password
    13. Click Login

     

    A Box folder will be created in Finder Window

     

    using box macs 3

     

    Saving or Moving data to Box

    • You can create folders just like you do on your own computer and copy\move documents into those folders.
      • If you are running low on hard drive space this is a good place to move your data to free up hard drive space on your local computer
    • The box folder works the same as any other folder on your computer.  You can save a document directly to the box folder, drag and drop or cut and paste.
    • The cloud on the folder indicates it’s in the cloud

     

    using box macs 4

     

    If you Control + click on a box folder and click on Make Available Offline, this will download the data onto your computer

     

    using box macs 5

     

    Logging into Box from any location:

    1. Go to https://box.rutgers.edu/.
    2. Click on login
    3. Log in with your net id and net id password

     

    For more information:

    https://box.rutgers.edu/information-for-faculty/

  • Using Box for Windows

    Activation

    Before using Box you will need to activate the service on your NetID.

    1. Go to https://netid.rutgers.edu and select Service Activation on the left of the site.
    2. Log in with netID and password
    3. You will see the following screen:

      using box windows 1

    4. Select the Box Cloud Storage Option
      • NOTE: You don’t have to activate the service again if you have [You already have this account.] listed next to the Box option.
    5. Click the “Activate Services” button

     

    Installing/Using Box

    1. Go to https://box.rutgers.edu/downloads/
    2. Click on the operating system type (in your case Windows) and save the file and install the software.
    3. A Box folder will be created in File Explorer

     

    using box windows 2

     

    Saving or Moving data to Box

    1. You can create folders just like you do on your own computer and copy\move documents into those folders.
      • If you are running low on hard drive space this is a good place to move your data to free up hard drive space on your local computer
    2. The box folder works the same as any other folder on your computer. You can save a document directly to the box folder, drag and drop or cut and paste.
    3. The cloud on the folder indicates it’s in the cloud

     

    using box windows 3

     

    If you click on folder, right click and click on make Available Offline, this will download the data onto your computer

     

    using box windows 4

     

    Logging into Box from any location:

    1. Go to https://box.rutgers.edu/
    2. Click on login
    3. Log in with your net id and net id password

     

    For more information:

    https://box.rutgers.edu/information-for-faculty/

  • Using OneDrive on Macs

    Accessing OneDrive via a Web Browser

    1. Open your web browser of choice eg. safari, fire fox, chrome.
    2. Go to https://connect.rutgers.edu.
    3. Login with your email and netID password.
    4. Click the following icon with the 9 dots in the upper left.

      using onedrive macs 1

    5. Click on OneDrive from the list of Apps.
    6. A list of your folders and files will be displayed.

      using onedrive macs 2

    7. You can now add or modify any of the folders/files by clicking on them individually or by clicking the “Show Actions” icon next to each folder/file.

      using onedrive macs 3

     

    Installing OneDrive on your Mac

    1. Download Microsoft OneDrive from the App Store.
    2. Once it finishes downloading the Setup OneDrive will open.
    3. Enter your email address.
    4. Click “Sign In”.
    5. Click “Next” on the This is Your OneDrive Folder Window **You do NOT need to change the Location.
    6. Click “Next”.
    7. Click “Open my OneDrive – Rutgers University Folder”

     

    A OneDrive folder will be created in Finder Window

     

    using onedrive macs 4

     

    Saving or Moving data to OneDrive

    • You can create folders just like you do on your own computer and copy\move documents into those folders.
      • If you are running low on hard drive space this is a good place to move your data to free up hard drive space on your local computer.
    • The OneDrive folder works the same as any other folder on your computer. You can save a document directly to the OneDrive folder, drag and drop or cut and paste.
    • The cloud on the folder indicates it’s in the cloud

     

    using onedrive macs 5

     

    If you Control + click on a OneDrive folder/file and click on Always Keep on This Device, this will download the file onto your machine.

     

    using onedrive macs 6

  • Using OneDrive on Windows

    Accessing OneDrive via a Web Browser

    1. Open your web browser of choice eg. safari, fire fox, chrome.
    2. Go to https://connect.rutgers.edu.
    3. Login with your email and netID password.
    4. Click the following icon with the 9 dots in the upper left.

      using onedrive windows 1

    5. Click on OneDrive from the list of Apps.
    6. A list of your folders and files will be displayed.

      using onedrive windows 2

    7. You can now add or modify any of the folders/files by clicking on them individually or by clicking the “Show Actions” icon next to each folder/file.

      using onedrive windows 3

     

    Installing OneDrive on your Windows PC

    1. Windows 10 machines already have OneDrive installed.
    2. Go to the Programs list and search for OneDrive.
    3. Click on OneDrive and enter your email when promptedClick “Sign In”.
    4. Click “Next” on the This is Your OneDrive Folder Window **You do NOT need to change the Location.
    5. Click “Next”.
    6. Click “Next”.
    7. Click “Next”.
    8. Click “Later”.
    9. Click “Open my OneDrive – Rutgers University Folder”.

     

    A OneDrive folder will be created in Finder Window

     

    using onedrive windows 4

     

    Saving or Moving data to OneDrive

    • You can create folders just like you do on your own computer and copy\move documents into those folders.
      • If you are running low on hard drive space this is a good place to move your data to free up hard drive space on your local computer.
    • The OneDrive folder works the same as any other folder on your computer.  You can save a document directly to the OneDrive folder, drag and drop or cut and paste.
    • The cloud on the folder indicates it’s in the cloud.

      using onedrive windows 5

     

    If you Right Click on folder/file and click on Always Keep on This Device, this will download the file onto your machine.

     

    using onedrive windows 6

  • Virtual Computer Labs Access and Info

    The Office of Information Technology (OIT) offers Virtual Computer Labs based on Microsoft Azure technology. Students, faculty and staff can now utilize OIT computer lab PCs – and all Windows applications provided in the general-use New Brunswick labs – from any location at any time. The list of available software can be found here.

    How do I access the Virtual Computer Labs?

    To sign in, users should navigate to the new portal page at go.rutgers.edu/vlabs and follow the prompts. For detailed instructions on the new sign-in process, view this article.

    How can I get help?

    If you or your users have questions or need assistance, please reach out to the Office of Information Technology Help Desk.

  • What are some basic steps I can take when I am having trouble printing?

    • Make sure that the printer is powered on.
    • Check to make sure there isn't a paper jam in the printer.
    • Make sure that there is paper in the tray(s).
    • Check the printer status on your local workstation by clicking on Start -> Printers & Faxes. There will sometimes be a status message that will give you more information about the problem.- If this is a network printer, determine whether others can print to it. If nobody can print, and you've checked the above issues, submit a workorder.
    • If this is a local printer, right-click the printer name and make sure that the printer is online. If you see a menu item that says "Use Printer Offline, it indicates the printer is currently online. However, if this option reads "Use Printer Online," it means you are currently offline. Click on that option to put the printer back online.
    • If you are trying to print to a Ricoh copier, you need to have an account on our Equitrac print accounting server that machines your local computer login name. If you are unsure whether you have an Equitrac account, contact your departmental administrator.
  • What is the difference between my H: drive and my W: drive, and which should I use?

    Your H: drive is your "home" drive.  The W: drive is the "workgroup" area, typically (though not always) used for file sharing with others in your department.  H: is considered your private space.  Only you have access to it.  There you can store work-related data that only you need. For instance, faculty members can store research-related documents, materials that are their "intellectual property" or works in progress that are for "their eyes only."  Faculty and staff members may find that we store some types of program settings and information in their H: drive -- e.g., Thunderbird profiles, application configuration files, etc.

    A good rule of thumb is that any data that is "departmental" in nature should be stored on W:.  Even if you are the only person who works on a particular set of files at the moment, they should be stored on W: if they are important to the functioning of the department and could potentially be needed by others.  This helps facilitate the efficient sharing of information through hiring transitions, a leave of abscence and other situations when others may need access to departmental files.  If existing folders do not meet your needs, we can create and appropriately secure/restrict access to new folders on W: -- e.g., giving access only to you if necessary.

  • WiFi Vulnerability

    There have been several warnings in the news recently about a serious vulnerability in the encryption that is used to secure WiFi connections. This vulnerability impacts all WiFi enabled devices including routers, tablets, computers and Internet of Things devices like wireless web cameras and all must be updated. 

    Some vendors, like Microsoft and Apple, were notified about this vulnerability before the general public and are working on updating the software in their devices.  Systems running Windows 7-10 have already had patches released so, if you're receiving updates, you're already protected on those machines.

    Mac desktops running MacOS, iPhones, iPads and Apple Watches will be patched shortly but are currently still vulnerable.

    Very few Android devices have been patched because each individual cellular carrier has to push the updates for each of their devices. 

    Just because your device has been patched doesn't mean that you are safe because the wireless device you are connecting to may not have been.

    Recommendations:

    • Make sure that you update all of your devices.
    • Some router manufacturers have released patches and that list is growing so please keep checking your home router manufacturer's website to determine when an update is available and follow their  instructions on how to apply it.
    • I strongly recommend that Android and Apple users disable WiFi on their devices and use only the cellular or hard wired connections until their device has been updated.
    • When using WiFi you should always make sure that the services you are connecting to are secure/encrypted (for example websites that use https:// instead of http://).
    • You can use a VPN to increase the security of your connection.
    • Use a wired or cellular network connection whenever working with confidential or private information.

    If you have any questions, please submit a work order and someone will get back to you as soon as possible.

    Thanks
    - Tom

    --
    Thomas J. Vosseler
    Executive Director of Information Technology
    School of Arts and Sciences
    Rutgers, The State University of New Jersey
    Scott Hall 226A | 43 College Avenue
    New Brunswick, NJ 08901
  • Workorder System

    NOTE: This system will be discontinued after SAS adopts the ServiceNow platform in Spring semester 2022.

    DESCRIPTION: This system maintains trouble tickets for the SAS Information Technology office. It is used by Unit Computing Managers, Web Designers, and Application Developers to manage the problems and requests that arise in their duties serving the IT needs of the School of Arts and Sciences.

    DEPARTMENT(S)

    • SAS IT Office

    URL: Workorder System

  • Zoom Access Controls

    Zoom Access Controls

    MEETING SECURITY OPTION

    The Passcode option should be selected when scheduling meetings on the Zoom Web Interface. Zoom will automatically generate a passcode for you or you can create your own Passcode by entering it into the Passcode field. Participants will be prompted to enter this passcode before they can enter the meeting.

    zoom access controls 01

    WAITING ROOM

    The Waiting Room feature allows the host to control when a participant joins the meeting. As the meeting host, you can admit attendees one by one or hold all attendees in the waiting room and admit them all at once.

    A. ADMIT INDIVIDUALLY

    1. Click the Participants icon on the Zoom controls bar to open the participants’ panel.

      zoom access controls 02

    2. Hover the mouse over their name on the Participant Panel
    3. Click on the Admit button next to their name

      zoom access controls 03

    B. ADMIT ALL

    1. To admit all participants in the Waiting Room, click the Admit All option in the Participant Panel

      zoom access controls 04

    C. TURNING OFF THE WAITING ROOM

    1. Click the Security icon on the Zoom controls bar.

      zoom access controls 05

    2. Unselect the Enable Waiting Room option in the Security icon on the Zoom controls bar.

      zoom access controls 06

    MUTING / UNMUTING PARTICIPANTS

    A. MUTE ALL PARTICIPANTS

    You can mute all participants that are already in the meeting as well as new participants joining the meeting.

    1. Click the Participants icon on the Zoom controls bar

      zoom access controls 07

    2. Select Mute All on the bottom of the Participant Panel

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    3. You will be prompted to Allow participants to Unmute themselves. (NOTE: You can allow participants to unmute themselves at a later point if you want to open up the meeting to questions.)
    4. Click Yes to mute all current and new participants.

      zoom access controls 09

    B. UNMUTE PARTICIPANTS

    1. Click the Security icon on the Zoom controls bar

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    2. Select the Unmute Themselves option

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    SHUTTING OFF PARTICIPANT VIDEO

    Zoom Meeting does not have the option to start or stop video for all participants at once during a meeting. You can only stop their video individually.

    1. Click the Participants icon on the Zoom controls bar

      zoom access controls 12

    2. Hover your mouse over the participant’s name on the participant panel
    3. Click the More button

      zoom access controls 13

    4. Select Stop Video (NOTE: Once you stop someone’s video they will not be able to start their video)

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    You can start someone’s video by repeating the steps above and selecting the Ask to Start Video option

    MANAGING THE CHAT

    1. Click the Chat icon on the Zoom controls bar

      zoom access controls 15

    2. Click the button with the three dots to access the chat settings

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    3. You can select one of the Participant Can Chat With: options

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    LOCKING A MEETING

    A meeting can be locked and will prevent additional participants from joining.

    1. Click the Security icon on the Zoom controls bar

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    2. Click the Lock Meeting option

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    3. Any participant trying to join a meeting after it has been locked will received the following message:

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    A meeting can be unlocked by following the same steps above and unselecting the Lock Meeting option

    REMOVING PARTICIPANTS FROM A MEETING

    1. Click the Participants icon on the Zoom controls bar

      zoom access controls 21

    2. Hover your mouse over their name on the participant panel
    3. Click the More button

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    4. Select Remove from the dropdown menu

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    5. You will get the following warning, click the Remove button to proceed with the removal

      zoom access controls 24

    6. The participant will be removed and will see the following message:

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  • Zoom Breakout Rooms

    In physical classrooms, breakout groups are an active learning technique that helps students more deeply engage their peers and course materials. Zoom breakout rooms approximate this functionality in synchronous virtual learning contexts by allowing students to interact more intensively with a smaller number of classmates. You can create breakout rooms dynamically or “on-the-fly” during a Zoom session. You can also pre-configure them ahead of time, either manually or with the use of prepared spreadsheets. Note that only meeting Hosts can implement breakout rooms.

    On-the-fly creation of Breakout Rooms

    1. As Host of the meeting, click on the Breakout Rooms icon towards the right end of the Zoom toolbar. If you don’t see the icon and you’re sure you’re Host, look for an ellipsis (…) icon, which appears if your screen is not wide enough to accommodate the full toolbar. Additional options may be shown there.

      zoom breakout rooms 01

    2. In the pop-up window, enter the desired number of breakout groups. Choose Automatically to randomly assign students to groups or Manually to fine-control the assignments. Then click Create Rooms.

      zoom breakout rooms 02

    3. Use the controls in the next screen to adjust the configuration of the rooms, if desired: e.g., move or exchange (swap) participants between rooms, or add a room.

      zoom breakout rooms 03

    4. Click Options to adjust settings for the rooms:

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      1. Move all participants into breakout rooms automatically: pushes all students into rooms when Open All Rooms is clicked. Deselecting this option requires students to click a Join button to join their assigned group.
      2. Allow participants to return to the main session at any time: allows students to leave the breakout room before any time limit is reached.
      3. Breakout rooms close automatically after X minutes: limits the time the breakout rooms will be open.
      4. Countdown after closing breakout room: a grace period to allow wrap up commentary before students automatically return to the main session.
    5. After viewing / adjusting options, click the Options button again to hide the option panel and finally click Open All Rooms to start the breakout sessions. Students will return to the main session automatically when the allotted time expires or manually when they have completed their activities, depending on the configuration. Students will see a Leave Room button that allows them to return to the main session during the end-of-session countdown or at any time if you’ve allowed it.
    6. As Host, the instructor may Join any of the breakout groups in progress to facilitate discussion. Use the Join button next to a group to Join that group and the Leave Room button to leave the breakout room and go back to the main session, from which you can Join another group via the Breakout Rooms icon on the toolbar.

      zoom breakout rooms 05

    If you wish to send a message to all students, you can do so via the “Broadcast a message to all” button.

    zoom breakout rooms 06

    Click in the message area to compose the message and then click Broadcast to send.

    You may manually close the breakout rooms at any time with the Close All Rooms button. You can temporarily hide the Breakout Rooms pop-up window by clicking the X in the upper right and recall it again at any time via the Breakout Rooms icon in the main toolbar.

    Pre-creation of Breakout Room Memberships

    If you prefer not to spend valuable instructional time during live sessions configuring breakout room memberships, you have the option of pre-configuring these memberships for any scheduled meeting. This is done via settings in your Zoom web interface.

    1. Visit https://rutgers.zoom.us/meeting. This URL jumps you directly to the Meetings area in your Zoom profile.

      zoom breakout rooms 07

    2. Find the relevant meeting and click its link:

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    3. Scroll towards the bottom of the screen and select Edit this Meeting:

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    4. Scroll down in the Meeting Options area, select Breakout Room pre-assign and then either Create Rooms for manual manipulation using the interface or Import from CSV for use of a text-based spreadsheet for pre-assignments. Press Save to save your changes.

      zoom breakout rooms 10

    Clicking +Create Rooms presents a dialog that allows manual creation of rooms and student assignees.

    zoom breakout rooms 11

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    Select the room whose membership you wish to populate. In the Add participants box, begin typing the desired name to get auto-suggestions based on Rutgers identities. You may also type their netid@​rutgers.edu if you know it. Press Save when you are finished. This returns you to the Meeting Options page. Press Save again to save all your changes. Instead of this manual entry process in the graphical interface, you may also choose the Import from CSV option.

    zoom breakout rooms 13

    From this screen you can download a template CSV spreadsheet to help you get started associating netid@​rutgers.edu addresses with desired room names or drop in / browse to an already prepared csv file for upload. After uploading a file, you may take a moment to review or manually adjust the rooms and finally press Save to save this breakout configuration to this meeting’s settings.

    zoom breakout rooms 14

    After the interface returns you to the main Meeting Options area for the meeting you are editing, remember to press the large Save button at the bottom of the screen to save all changes to the meeting settings.

    zoom breakout rooms 15

    When the meeting starts, you can press the Breakout Rooms icon zoom breakout rooms 16 on the toolbar to pull up the preconfigured rooms and use them as if you had created them on-the-fly (see above).

    Handling Multiple Email Logins for Breakout Rooms

    You may find that some students you pre-assign to breakout rooms are not being properly placed in them during meetings. This is most likely due to the student logging with a different email address than you used for the assignment. In other words, they may have used jsmith@​scarletmail.rutgers.edu instead of jsmith@​rutgers.edu.

    One way around this is to include both forms of each student’s address when you preassign breakout rooms. So the template file you use would look like this:

    group1,jsmith@​rutgers.edu
    group1,joesmith@​scarletmail.rutgers.edu
    group2,hrutgers@​rutgers.edu
    group2,hrutgers@​scarletmail.rutgers.edu

     

    Keep in mind you can add breakout room pre-assignments for recurring meetings only if you do the entire series—you can't pre-assign to just a single instance of a series.

    If you want to see what email addresses were used by students in previous meetings, you can run a report on a meeting that has already occurred.

    To run the report and see the email addresses:

    • Visit https://rutgers.zoom.us/account/report
    • Click “Usage” to generate a report that includes participant details.
    • Select the date range during which the meeting occurred and then click Search. You can use the same date in the From and To field if you remember exactly when the meeting occurred.
    • The search should identify the meeting. The number in the Participants column indicates the number of people who joined. This should be clickable.
    • Clicking the participants number should pop up a window with a list of the participants. There is an Export button near the top if you want to save the results. The email column in that report shows you the email address associated with the Zoom account each student used to sign into the meeting.
    • This is the email address that needs to be in the breakout pre-assignment template for it to capture that student’s login during the breakout process.

    Recording and other artifacts in Breakout Rooms

    If you plan to record your Zoom meeting for later use, you should be aware that the recording you initiate in the main session will not capture the activities in breakout rooms. Participants in the rooms may choose to Record the sessions if you have granted them that permission before starting the rooms, but their recordings will not be directly accessible to you as Host, as they will be stored as local files on the participants’ computers. However, such recordings may still be useful as a way for students to capture their breakout session for their later review or to submit as part of an assignment. If you, the Host, join an individual breakout room, the main session recording will pause. You can choose to enable recording in the breakout room for whatever time you spend there, but that recording can only be done to a file on your computer and not in the cloud. In short, any recordings done in breakout rooms are saved only to the local computer of the person recording them, and recording sessions enabled in the main Zoom room will not follow the host to breakout rooms.

    The behavior of Zoom’s Chat feature across the main session and breakout rooms also warrants some awareness. Participants in breakout rooms will not see Chat messages sent from the main session and Chat messages made in breakout rooms will not be visible in the main session. If permitted, Chat logs that are saved via the Save Chat item (see the ellipsis item in the bottom of the Chat screen) will reflect this situation. The Host may use the Broadcast message to communicate with everyone in all rooms simultaneously, and participants can use the Ask for Help button in the toolbar to invite the Host to the breakout room for help. Similarly, Polls are only visible to participants when they are in the main room.