Category: Staff Resources

Welcome Back – Spring 2021

Posted on by Katrina Frank
Information Services Staff

Welcome back to K!

The Information Services (IS) team is here to help get you ready for the quarter! Please view all of the helpful resources below to see how to get connected, access your accounts, and who to contact in need.

Please feel free to connect by sending us an email at HelpDesk@kzoo.edu. Note that we’re open Monday – Friday: 8:00 a.m. – 5:00 p.m. with staff at the Help Desk from 10:00 a.m. – 2:00 p.m. beginning the second week of the quarter.

Student Tools

  • Hornet Hive – The Hornet Hive is the campus hub for announcements, event listings, and links to campus web resources.
  • Office 365 – Free access to Office 365 which includes Word, Excel, PowerPoint, OneNote, Sway, Teams, Stream, and online file storage space in OneDrive.
  • Moodle – Where you can access instructor course materials, your grades throughout the quarter, and more.
  • Printing – Information on standard laser printing, color and large format/poster printing, 3D printing, printer locations, cost, print credits allotments, and how to set up wireless printing.
  • Connecting to the Internet – Use the eduroam network! Setup takes a few minutes, but it will work all year, all over campus, and at other campuses all over the world.

Visit the Student Tools page for more resources and student IS news throughout the year.

Faculty Tools

Visit the Faculty Tools page for more information on other resources to utilize throughout the year.

Staff Tools

View the Staff Tools page for more information on other resources to utilize throughout the year.

Additional Resources Worth Mentioning

Wi-Fi Issues

  1. Visit the Wi-Fi troubleshooting page to assist you in resolving your issue. Please attempt all troubleshooting tips that apply to your circumstance before completing a report.
  1. Due to the complexities of Wi-Fi-related problems, specific details are needed to help resolve Wi-Fi related issues. You must provide the following in order to submit a Wi-Fi Outage Report.
List of Required Information to Complete the Wi-Fi Outage Report Form
  • Name
  • The wireless network you were attempting to connect to
  • Screenshot of the error you encountered or the exact error message as displayed on your device
    • Note: A full screenshot of the error you are encountering is the most reliable way we can assist in resolving your issue
  • Date of occurrence
  • Time of occurrence
  • Location of occurrence
  • If this issue has happened elsewhere on campus. If so, the location(s) it has occurred
  • If the device was able to connect successfully in any other locations on campus. If so, the location(s) it has been successful
  • Type of device experiencing the issue –
    • Note: If you are using a device running on Android 10 or iOS 14 you will need to disable MAC randomization on your device first. See the Wi-Fi Troubleshooting section for instructions.
  • MAC Address – If you are unsure where to locate your MAC Address please see, How to Find Any Device’s IP Address, MAC Address, and Other Network Connection Details article by How-to-Geek.
  • If there were any other apps running on the device while the issue was experienced. If so, which apps

Microsoft Teams Support Request

If faculty and staff are unable to solve their issue by reviewing the information provided on the Microsoft Teams page, they can submit a Teams Support Request to the Help Desk.

Wi-Fi Troubleshooting and Reporting

Posted on by Katrina Frank

K Students, Faculty, and Staff,

The I.S. Team would like to introduce two new resources to help with Wi-Fi:

1. Wi-Fi Troubleshooting

We have provided new information on Wi-Fi troubleshooting that may assist you in resolving your issue. Please attempt all troubleshooting tips that apply to your circumstance before completing a report.

2. Wi-Fi Outage Report Form

Due to the complexities of Wi-Fi-related problems, specific details are needed to help resolve Wi-Fi related issues. You must provide the following in order to submit a Wi-Fi Outage Report.

List of Helpful Information to Complete the Wi-Fi Outage Report Form
  • Name
  • The wireless network you were attempting to connect to
  • Screenshot of the error you encountered or the exact error message as displayed on your device
    • Note: A full screenshot of the error you are encountering is the most reliable way we can assist in resolving your issue
  • Date of occurrence
  • Time of occurrence
  • Location of occurrence
  • If this issue has happened elsewhere on campus. If so, the location(s) it has occurred
  • If the device was able to connect successfully in any other locations on campus. If so, the location(s) it has been successful
  • Type of device experiencing the issue –
    • Note: If you are using a device running on Android 10 or iOS 14 you will need to disable MAC randomization on your device first. See the Wi-Fi Troubleshooting section for instructions.
  • MAC Address – If you are unsure where to locate your MAC Address please see, How to Find Any Device’s IP Address, MAC Address, and Other Network Connection Details article by How-to-Geek.
  • If there were any other apps running on the device while the issue was experienced. If so, which apps

We understand that Wi-Fi outages and slow speeds can negatively impact your academics, work, and home life. Thank you for your patience and collaboration while we solve these Wi-Fi related issues.

Five Ways to Send Files at K that are Better than Email!

Posted on by Josh Moon

While email attachments are quick and familiar, sending files to each other can fill up our Sent Items folders as well as the email storage of our recipients. Information Services is in the midst of a long-term project to eventually migrate our email server to a “cloud” based Office 365 system.  When this happens – likely by the end of this academic year – email quotas will substantially increase.

In the meantime, we have suggestions on how to get files to recipients without using email attachments and filling up your storage quota.

1. OneDrive

OneDrive offers users at Kalamazoo College a robust 1 TB (1000 GBs) of storage. This makes it a great solution for sharing large media files and entire folders. There are many Sharing and Permissions options, but Microsoft’s Share files and folders with Microsoft 365 Business video (2 minutes) explains it efficiently!

2. FileDrop.kzoo.edu

To get started, simply login with your K Net credentials and follow the instructions outlined on the Kalamazoo College secure FileDrop service website. Because all files are securely encrypted, FileDrop is a good choice for transferring files that have sensitive or personally identifiable information with external parties. Storage on FileDrop is not permanent; files are meant to be “picked up” by the recipient within 14 days and are not backed up.

3. Teams Files

Every Teams Channel has a “Files” tab to store documents.  There are multiple ways to add files to that tab.  The simplest method is to click into the Files tab and drag-and-drop a file from your computer into that window.  It will automatically upload the file to the Channel.  Microsoft has further documentation about Sharing Files in Teams.

4. Moodle

If you’re an instructor sharing files with students for a class, Moodle is one of the most familiar, basic resources.  Posting text-based documents like PDFs, Docs, and others is a common use for Moodle. You can also create Folders for more organization. Our Moodle 101 discusses how to Upload and Organize Files.

5. SharePoint Document Libraries

SharePoint Team Sites provide file sharing and group documentation libraries for a range of standing committees and teams on campus. As the fifth option on the list, it isn’t optimized for user self-support in the way manner as some of the other options. Visit Microsoft’s Online SharePoint Quickstart or make a request directly to the Help Desk at HelpDesk@kzoo.edu to get started.

Would you like even more information and updates on new resources for sharing files? Visit the Information Services File Sharing Page for the latest information.

If you have questions on any of these resources, please contact the Help Desk at HelpDesk@kzoo.edu

Welcome Back Faculty and Staff!

Posted on by Katrina Frank

Welcome back to K!

The Information Services (IS) team is here to help get your technology in order for the new academic year! View all of the helpful resources below to see how to get connected, access your accounts, and who to contact in need.

Remember, Information Services is here for you! We’re open Monday – Friday: 8:00 a.m. – 5:00 p.m. For Fall 2020 please contact us by sending an email to HelpDesk@kzoo.edu.

Fall 2020 – Quick Guides

Fall 2020 Start Guide to Work Remotely – We have updated our Start Guide for the Fall 2020. Please reference this post for virtual resource centers and other tools to help you work remotely.

Tips for Working Securely from Home – View the top 5 tips for working securely from home.

Popular Faculty and Staff Tools

Faculty Tools

Visit the Faculty Tools page for more information on other resources to utilize throughout the year.

Staff Tools

View the Staff Tools page for more information on other resources to utilize throughout the year.

Who Should I Contact?

Help Desk

Email: HelpDesk@kzoo.edu

Contact us for:

  • Computers
  • Passwords
  • Campus email
  • Websites
  • Wireless access
  • Telephone service
  • Hornet Hive
  • Hornet HQ
Center for New Media Design

Phone: 269.337.7137
Email: Graphics@kzoo.edu

Contact us for:

  • Graphic design
  • Camera checkout
  • Scanning
  • Image editing
  • Desktop publishing
  • Large format printing
Video Production Studio and Editing

Phone: 269.337.7245
Email: KMedia@kzoo.edu

Booking Classrooms

To book a room, use the Room Reservation system or visit the Book a Room website

Facilities Coordinator

Phone: 269.337.7138
Email: BookaRoom@kzoo.edu

Educational Technology

Phone: 269.337.7415
Email: Josh.Moon@kzoo.edu

Contact Josh for:

  • Integrating technology into teaching
  • Moodle LMS
  • 3D printing
  • Virtual reality
Library Services

Visit the Kalamazoo College Library website!

Additional Library Points of Contact:

Media Services

Phone: 269.337.7138
Email: KMedia@kzoo.edu

Contact us for:

  • Audio/visual questions
  • Scheduling computers
  • Video
  • And/or public address equipment for classes and events
  • Video acquisitions
Audio Studio

Phone: 269.337.7138
Email: KMedia@kzoo.edu

Start Guide to Work Remotely – Fall 2020

Posted on by Katrina Frank

Our ultimate goal is to support you with your technical needs throughout this difficult time. See our resources below to assist you while working remotely.

Virtual Resource Centers

Specific Tools to Work Remotely

Internet Access to Michigan Residents

We know how important access to a reliable internet connection where you are is, and that it is a challenge for some. The solution to your circumstances will be unique, depending on your location, local providers, others in your living environment, and other factors.

Phones, Voicemail, and Email

  • Voicemail Quick Reference – allows you to check your voicemail off campus, listen to your messages and to record a new greeting
  • Forwarding Calls – Forwarding calls is only available to local phone numbers with a 269 area code. If you would like to forward your calls to your local phone number please complete the forwarding calls form.
  • Email and Webmail – Review our documentation on using your Kalamazoo College email via Outlook (if it was installed on your device) or anywhere on the go with webmail.

File Sharing, Instant Messaging/Chat, and Videoconferencing

  • File sharing – There are many ways faculty and staff can share files remotely. Feel free to choose which K approved method(s) works best for you and your team!
  • Instant Messaging/Chat – Learn more instant messaging though Microsoft Teams or Pidgin.
  • Videoconferencing – Do you need to meet with your colleagues virtually? Learn how you can do so with our newest platform.

Personal Computing

Security

Getting Help

If you are unable to find the information you need from the resources listed or from the IS website, you may contact the Help Desk. Please understand that the Help Desk team is experiencing a high volume of requests and response times may be longer than usual.

Information Technology Acquisition

Posted on by Greg Diment

Need to consider new technology to better serve your students or department? Information Services is here to help! Contact the Help Desk to get started.

We are eager to be your partners in the investigation and acquisition of new technology, whether you are considering hardware, software, or services; for on campus implementation, a subscription on a vendor site, or developed in-house.

We can best help when you involve us early in the process. We’ll help you identify and document your needs and features, and help you determine if there are already solutions available, and if not, work with you to identify and acquire appropriate solutions that are compliant, integrate well with existing systems and data, and provide a good user experience.

For more information, see the Information Technology Acquisition Policy, the Business Office purchasing policies, and our web accessibility policy. Contact the Help Desk early in your search so that we can help!

We Stand with You. We Support You.

Posted on by Katrina Frank
a city protest with the statement Black Lives Matter overlaying the image.

To our campus community:

As many of you know, our department typically publishes content related to technology resources, system maintenance, and user education of our tools. We’re reminded that questions of technology, digital access, and data are not separate from social justice and racial equity. We must further admit that, although we try to be as helpful and proactive as possible, we have the privilege to wait for our users to come to us.

Essentially, you tell us what you’re trying to accomplish—what you need. However, with the unjust events that have transpired and continue to occur in our country it is our time to come to you. To our Black community we understand that there can be no peace without justice, and we stand with you, we support you.

Sincerely,

The Information Services Staff

Resources to Be an Ally

Please refer to the list below to support the Black Lives Matter movement and the victims of these heinous crimes. Also recognize this is the first step to becoming an ally and it is critical that you continue to educate yourself, to listen, to watch, to raise your voice, to engage, and to act.

Microsoft Teams Now Supports Up to Nine Cameras

Posted on by Josh Moon
K College Librarians with a 3x3 camera view on a Microsoft Teams meeting.

We’re pleased to share that Microsoft has successfully implemented a 3×3 camera view in Teams and this is now available at Kalamazoo College!

The ability to view nine participants simultaneously should be activated by default for all Calls participants. Seeing additional participants has been a popular request, and we hope this will encourage more users to explore Teams as a video conferencing, chat, and collaboration tool.

Microsoft has expressed an intent to expand beyond nine cameras as part of their roadmap but not offered a target date. We will keep users updated on any new features that enhance Teams functionality.

For more information about using Teams Calls, please visit the Videoconferencing page on the Information Services website.

Additional Information on Teams

Are you new to Teams and need further instruction on how to use this tool effectively? View our Microsoft Teams Tour video or visit the Microsoft Teams page for more specific information and instruction.

Faculty

Would you like to talk more about using Teams with students in class? Feel free to email the Educational Technology Specialist, Josh Moon at josh.moon@kzoo.edu.

Staff

For questions on using Teams for departmental communication and collaborations visit the Microsoft Teams page or the Help Desk at HelpDesk@kzoo.edu.

Students

Need help on using Teams? Visit the Microsoft Teams page or email the Student Computer Consultants at StuTech@kzoo.edu, Monday – Sunday from 8 a.m.-10p.m. EDT.

Introducing Tech Talk!

Posted on by Katrina Frank

Information Services would like to announce the revival of our video series, Tech Talk!

Tech Talk is the Information Services channel on Microsoft Stream answering good questions and providing even better solutions. On the Tech Talk channel you can watch tutorials showcasing the technology offered at Kalamazoo College. All K College faculty, students, and staff have access to use Microsoft Stream with their campus Office 365 account. Popular videos currently on Tech Talk include:

Suggestions

Do you have a suggestion for a Tech Talk video? Feel free to email the Web Services Specialist, Katrina Frank at katrina.frank@kzoo.edu.

Safeguarding PII While Working From Home

Posted on by Greg Diment

Personally Identifiable Information (PII) is information that, when used alone or with other relevant data, can identify an individual. Many employees work with PII about students, staff or alumni. Find a more detailed definition of PII and Kalamazoo College’s policy for protecting it on the IS Policies page.

  • Follow the steps in our earlier post “Tips for Working Securely from Home.” In particular, employees should be extra vigilant when working from home against social engineering attacks.  It might be harder to tell if that email from your supervisor or colleague is legitimate when you are not located down the hall from them. If you receive a request for PII, we suggest that you get verbal/video confirmation from the requester.  
  • Try to minimize how much PII you work with from home. 
  • Never send PII through email 
  • If you need to work with PII, the best way to keep it secure is to store it on a computer that is on campus under IS management. This would include the KFiles server. We do not recommend storing PII on cloud-based services or on your device at home.  
  • To work with PII, you can also use remote access via our VPN to connect using Remote Desktop to a campus computer. Another advantage to connecting with remote desktop is that if your home internet connection is unstable, your work is preserved on the campus desktop if you get disconnected.
  • If you have further questions or need help getting set up for remote access, please contact the Help Desk.