IT Employee FAQs - Somerset Community College

Somerset Community College
Information Technology FAQS
IT Help Desk
The Information Technology Help Desk can be reached at extension #16680 or
[email protected]. IT Help Desk personnel will assist you to resolve the issue and/or
create a service request ticket for you that will be assigned to a technician. To ensure that
issues and general requests are not overlooked and are tracked for resolution progress, we
ask that you use this method to contact IT staff. In the event that one staff member is out or
off-campus, another staff member will be notified to assist you.
Event/Meeting Requests
Please coordinate all events/meetings through Sara Tucker who will submit a ticket to our
department regarding equipment and technical needs.
We ask that you give us at least 24-hour notice for any IT setup.
Username/Password
All SCC employees are generated an Active Directory Username through the PeopleSoft
system at KCTCS once they are processed through Human Resources or added to a course for
the semester. After this is done, employees will need to create a password. Passwords
normally expire every 90 days.
If you are on campus and connected to the network, your password can be reset by pressing
CTRL+ALT+DELETE, then choosing "Change Password".
While off campus, your password can be changed through the New User Account Center at
https://students.kctcs.edu/psc/stdsaprd/EMPLOYEE/HRMS/c/K_IDA.K_IDA_UAC.GBL
VoIP Phones (Voice Over Internet)
SCC uses internet capabilities as its primary telephone delivery method. Your phone is connected in
the office with a network cable. To save network port usage, please connect your computer into the
back of the phone so they share the network connection.
-
Long distance phone codes can be obtained from the IT Staff. Please call #16680 or email
[email protected] to request your long distance code.
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Voice Mail must be set up by the user. You must use 113355 as the PIN when setting up
the new voicemail account. If you lock the account, the account will unlock approximately
30 minutes later or you can reset the PIN via the web portal at
https://voicemail.kctcs.edu/ciscopca using your KCTCS username and password to access
the web portal. If you have a red light after you set up the account, pick up the phone and
dial 893399, it will reset that light.
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Check your junk mail in case your voicemails do not go to your inbox. If voicemails are
going into your junk mail, right click on the voicemail and go to junk and choose ‘never
block sender’s domain’ which will allow future voicemails to go into your inbox.
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Callers who leave a message will be delivered to your email inbox with a .wav file for
listening.
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Missed call notifications will no longer be delivered to your email inbox, but will still
appear on your desk phone.
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PIN resets must be completed via a web portal at
https://voicemail.kctcs.edu/ciscopca. This web portal will also give you a view of your
voicemail and other voicemail options from a web interface.
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Replying to a voicemail via the “Reply” function in Outlook will fail. If you would like to
reply to a voicemail using email, either create a new email to the intended recipient, or
forward the email containing the voicemail that you are replying to.
To Place a Call on Hold:
During the call, press the Hold softkey located at the bottom of the screen. To return to the
call, press the Resume softkey.
To Forward Calls to another Extension or Phone Number:
You can forward all incoming calls to another IP phone or non-IP phone. Press the CFwdALL
softkey. Dial the number to which you want to forward all calls. To cancel forwarding of all
calls, press the CFwdALL soft key.
To Transfer Calls:
To transfer a call to another phone, press the Trnsfer soft key. Dial the number to which you
are transferring the call. When the party answers, announce the call and then press Trnsfer.
Hang up the handset.
To Place a Conference Call:
During a call, press the More softkey and then the Confrn softkey. This opens a new line while
placing the other party(ies) on hold. Place the call to the other party. When the call connects,
press Confrn again to add this party to the call. Repeat the first three steps to add another
caller.
To View Call History: (Missed Calls, Received Calls, Placed Calls, or KCTCS Directory)
Press the Directories button (book icon) to display the menu. Use the Scroll keys (blue up and
down arrows keys) to highlight the desired call history option: Missed Calls, Received Calls,
Placed Calls, or KCTCS Directory. Press the Select softkey to display the desired call history or
search for someone in the KCTCS Directory. You can search based on first name, last name, or
number. Press Enter when finished.
To Change the LCD Contrast:
Press the Settings button (two squares with check mark icon). Use the Scroll buttons to
highlight Contrast in the Settings menu. Press the Select softkey to select the Contrast option.
Press the Up or Down softkey to set LCD contrast. Press the OK softkey to accept the changes.
Press the Save softkey to save the new contrast setting and exit the Settings menu.
To Change the Ringer Type:
Press the Settings button (two squares with check mark icon). Use the Scroll keys to highlight
Ring Type in the Settings menu. If there are multiple phone lines on your phone, scroll down to
select the phone line you wish to set a specific ring tone for. Press the Select softkey to display
a list of Ring Types. Press the Scroll keys to highlight one of the available Ring Types. Press the
Play softkey to hear the selected Ring Type. When you have chosen the desired Ring Type,
press Select and then press the OK softkey to choose the Ring Type. Press the Save softkey to
save your selection and exit to return to the main menu.
To Adjust the Ringer Volume:
While the phone is not on a call, press the Up or Down Volume keys at the bottom right on the
phone to hear a sample ring. As the ring plays, press the Up or Down Volume keys to adjust
volume to the desired level. To save the ring volume setting: press the Settings button, then
the Ring Type, and then press the Save softkey.
To Adjust the Handset/Speakerphone Volume:
During a call, press the Volume key to increase or decrease the volume of your
handset/speakerphone. To save the volume setting: press the Settings button, then the Ring
Type, and then press the Save softkey.
Outlook and Webmail
Microsoft Office Outlook is the default email client loaded on the college desktop and laptop
systems. The Outlook Client must be installed by a member of the IT staff. To request the
Outlook Client on your office machine, please call #16680 or email [email protected]
You can also check email from off-campus via the internet at http://kctcs.edu/email.
Reminder: Mail can be found in multiple locations and must be managed: kept, deleted or
moved to a PST file. 1) Inbox; 2) Outbox; 3) Sent Mail; 4) Drafts; 5) Junk Mail; 6) Deleted Items;
7) PST – located on hard-drive. When an item is deleted from one of these folders, it is
automatically sent to the “Deleted Items” folder. You must delete the Deleted Items folder
frequently to insure server space is available to send/receive messages. You can delete all
items in the Deleted Items folder by using the right mouse click and choosing Empty “Deleted
Items” Folder.
Faculty/Staff mailboxes are granted 50 GB mailboxes. Warnings that you are reaching your
limit will begin appearing at 49.8 GB. At 49.9 GB, you will no longer be able to send new
emails. At 50 GB, you will no longer be able to send or receive new emails.
I am receiving warnings that my mailbox is approaching, or has reached the maximum size.
What should I do?
Inbox (including any subfolders), Calendar, Sent Items, & Deleted Items all contribute to the
total size of your mailbox. If you are nearing the size limit, or have already reached the size
limit, you will need to reduce the size of your mailbox. The following actions can help reduce
your mailbox size:
1. Delete old Inbox items that are no longer needed
2. Delete old Sent Items
3. Find emails that contain attachments, save the attachment with your other
documents and delete it from the email
4. Delete old Deleted Items, or empty the Deleted Items folder altogether. (Since
deleting items from other folders will send them to the Deleted Items folder, this
step should always be last.)
How do I sync email to my mobile device?
The instructions below provide general guidance for both iPhone and Android. Keep in mind
that the instructions are not version specific, so depending on which version of mobile device
you use, some options may vary.
NOTE: All KCTCS owned devices should be password, or PIN protected. In addition, any
personal device that is configured to receive mail from KCTCS.edu may be required to set an
unlock PIN. It is the responsibility of all Faculty, Staff, and Students to responsibly maintain
confidential information in a secure manner regardless of method of access.
General iPhone/iPad Configuration
1. From Settings, select Mail Contacts Calendar
2. Select Add Account
3. Select Microsoft Exchange as the account type
4. Enter your email address, Username, & Password using your full email address in
the username field. Leave the domain field blank.
5. If prompted that settings could not be determined, click Continue
6. If asked for server name, enter outlook.office365.com
7. Save the configuration
NOTE: If you elect to sync Contacts, it is recommended that you also select "Keep
on my iPhone" to avoid contact deletion.
General Android Configuration
1. Navigate to Account Settings, and select Add Account
2. Choose Microsoft Exchange Activesync or "Corporate"
3. Enter your email address and password and select Manual Setup
4. If prompted to accept the Activation Agreement, select Yes
5. In the Domain\Username field, enter your full email address
6. Enter your password in the Password field.
7. Enter outlook.office365.com in the Server field
8. Select the "Use Secure Connection" checkbox
9. If prompted that "Outlook.com must be able to remotely control security
features", select Yes
10. Set any account options required
11. Name your account
12. If prompted to "Update Security Settings", click Activate
KCTCS System’s Office Technology Solutions Help Desk
https://bbcrmsignin.edusupportcenter.com/sims/helpcenter/kctcs/Login.seam?inst_name=kctcssupport
PeopleSoft
PeopleSoft access is located at
https://kctsaprd.kct.mycmsc.com/psp/kctsaprd/?cmd=login&languageCd=ENG
To access the PeopleSoft site, you will be required to enter your Active Directory Username
(i.e., ASMITH0000) and Password. Click Login.
Blackboard
Blackboard is KCTCS’ portal for online course content delivery.
Blackboard access is located at https://elearning.kctcs.edu/webapps/portal/frameset.jsp
To access the Blackboard site, you will be required to enter your Active Directory Username
(i.e., ASMITH0000) and Password. Click Login.
Share Point Intranet/Faculty and Staff Information and Links
Here you'll find forms, information, and services for KCTCS employees only.
KCTCS’ Intranet is located at http://www.somerset.kctcs.edu/Faculty_and_Staff
To login, you must use the domain name before your username. (i.e., KCTCSACC\ASMITH0000)
KCTCS Website
The KCTCS homepage is located at http://www.kctcs.edu
SNAP (InformaCast) – Safety Notification Alert Process
SNAP is a system purchased by KCTCS that allows our Emergency Response Team to quickly send an
audio and text message to all Somerset’s Campuses and Centers over our CISCO VOIP telephones and
computers and cell phones for those who have opted to receive text notification on their cell phone.
Information on SNAP can be viewed at http://www.kctcs.edu/SNAP. To subscribe to the SNAP service,
visit https://asp.schoolmessenger.com/kctcs/subscriber/newsubscriber.php
Information Regarding Access to Resources for Employees/Students
A person may have any number of relations to KCTCS. These relations may determine what access to
information resources a person may receive. Some access is received automatically and other access
requires sign off on multiple levels.
Relations
Applicant Admissions
Access to Information Resources
Admissions Applicants have a
completed Application for Admission with a
Program Status of Applicant or Active for a
current term, future term, or since the most
recent regular term.
Blackboard Learn
Student Self-Service (role PS_STUDENT (transitioning to
PS_APPLICANT)
That is, a student who applies for admission
in Spring will continue to be considered an
Admissions Applicant through the end of Fall.
Source - PeopleSoft Campus Solutions
Active Directory OU kctcsacc.ds.kctcs.edu/Students/STU - College
Applicant Financial Aid Applicants have a Financial Aid
Financial Aid application for a current or future aid year
(transitioning to through September 30).
Student Self-Service (role PS_STUDENT (transitioning to
PS_APPLICANT_FA)
Source - PeopleSoft Campus Solutions
Active Directory OU kctcsacc.ds.kctcs.edu/Students/STU - College
Student Eligible to
Enroll
Eligible to Enroll Students are Eligible to Enroll in Student Self-Service (role PS_STUDENT)
the current term or a future term where they
have not Withdrawn; and are in an Academic
Program with a Program Status of Active. If
there are multiple terms in which they are
Eligible to Enroll, the most current term is used
to determine home college. (transitioning to see instructions)
Source - PeopleSoft Campus Solutions
Active Directory OU kctcsacc.ds.kctcs.edu/Students/STU - College
Student Current
(Home
College)
Current Students are enrolled in a class
Blackboard Learn
(excluding classes with a course attribute of
"Corrections") in the current term or in an open Student Self-Service (role PS_STUDENT)
session from a future or prior term; and are in an
Academic Program with a Program Status of
Office 365 https://outlook.com/kctcs.edu
Active. If there are multiple active careers, the
lowest numbered career is used to determine
• Outlook (Email), Calendar, People (Contacts),
home college.
Source - PeopleSoft Campus Solutions
Active Directory OU kctcsacc.ds.kctcs.edu/Students/STU - College
Student Current
(Delivering
College)
Current Students are enrolled in a class taught by
the Delivering College (excluding classes with a
course attribute of "Corrections") in the current
term or in an open session from a future or prior
term; and are in an Academic Program with a
Program Status of Active.
•
•
Tasks
OneDrive for Business
Office 365 Pro Plus Software Download and
License for up to 5 devices (Microsoft Office 365
Student Advantage program)
Information Resources secured through directory
security group cc-STUDENTS-HOME-CURRENT-G where
cc is the abbreviation of the home college. For
example, Library resources secured through EZProxy.
Information Resources secured through directory
security group cc-STUDENTS-CLASS-CURRENT-G
where cc is the abbreviation of the college delivering
classes in which the student is enrolled. For example,
Library resources secured through EZProxy.
Source - PeopleSoft Campus Solutions
Active Directory OU kctcsacc.ds.kctcs.edu/Students/STU - College
Student Future
(Home
College)
Future Students are enrolled in a class (excluding Student Self-Service (role PS_STUDENT)
classes with a course attribute of "Corrections")
in a future term; and are in an Academic
Office 365 https://outlook.com/kctcs.edu
Program with a Program Status of Active. If
there are multiple active careers, the lowest
• Outlook (Email), Calendar, People (Contacts),
numbered career is used to determine home
Tasks
college.
• OneDrive for Business
Source - PeopleSoft Campus Solutions
Active Directory OU kctcsacc.ds.kctcs.edu/Students/STU - College
Student Recent
(Home
College)
Recent Students have been enrolled in a class
Student Self-Service (role PS_STUDENT)
(excluding classes with a course attribute of
"Corrections") since the most recent regular term; Office 365 https://outlook.com/kctcs.edu
and are in an Academic Program with a Program
Status of Active. If there are multiple active
• Outlook (Email), Calendar, People (Contacts),
careers, the lowest numbered career is used to
Tasks
determine home college.
• OneDrive for Business
Source - PeopleSoft Campus Solutions
Active Directory OU kctcsacc.ds.kctcs.edu/Students/STU - College
Student Prior
(Home
College)
Prior Students have been enrolled in a class
(excluding classes with a course attribute of
"Corrections") through the most recent prior
term; and are in an Academic Program with a
Program Status of Active. If there are multiple
active careers, the lowest numbered career is
Student Self-Service (role PS_STUDENT (transitioning to
PS_STUDENT_FMR)
Office 365 https://outlook.com/kctcs.edu
used to determine home college.
•
Source - PeopleSoft Campus Solutions
•
Outlook (Email), Calendar, People (Contacts),
Tasks
OneDrive for Business
Active Directory OU kctcsacc.ds.kctcs.edu/Students/STU - College
Student Graduate
(Home
College)
Graduates have been enrolled in a class
Student Self-Service (role PS_STUDENT (transitioning to
(excluding classes with a course attribute of
PS_STUDENT_FMR)
"Corrections") through the most recent regular
prior term; and are in an Academic Program
Office 365 https://outlook.com/kctcs.edu
with a Program Status of Completed. If there
are multiple active careers, the lowest numbered
• Outlook (Email), Calendar, People (Contacts),
career is used to determine home college.
Tasks
• OneDrive for Business
Source - PeopleSoft Campus Solutions
Active Directory OU kctcsacc.ds.kctcs.edu/Students/STU - College
Employee Current
Blackboard https://elearning.kctcs.edu
Current employees have a current Job record
with an Employment Status of Active, Leave with
Pay, Leave without Pay, Suspended, or Short
Work Break; a Job Indicator of Primary, and a
Job Code other than 000265 (Long Term
Disability)
Employee SelfService https://kctcshr.mycmsc.com/kcthrprd/signon.html
Source - PeopleSoft Human Resources
Office 365 https://outlook.com/kctcs.edu
Active Directory OU kctcsacc.ds.kctcs.edu/Employees/EMP - College
KCTCS Intranet
•
•
•
https://employees.kctcs.edu
Outlook (Email), Calendar, People (Contacts),
Tasks
OneDrive for Business
Sites (Sharepoint Online)
Mailboxes have a maximum mailbox size of 50
GB. Mailboxes contain email messages, calendar items,
tasks, and contacts. All of these items are considered in
calculating mailbox size. When the mailbox reaches 49.8
GB, the mailbox begins receiving warning messages.
At 49.9 GB, the mailbox is no longer permitted to send
messages. At 50 GB, the mailbox is no longer permitted
to either send or receive messages. The maximum size of
messages that are either sent or received is 10240 KB.
OneDrive for Business personal sites have a maximum
size of 25 GB. That is, each user can store up to 25 GB
in KCTCS related documents.
SharePoint Online sites have a maximum size of 1TB for
all KCTCS sites.
Microsoft Lync
Employee New
New Employees have a Job record that will
become current within the next 7 days with an
Employment Status of Active, Leave with Pay,
Leave without Pay, Suspended, or Short Work
Break; a Job Indicator of Primary, and a Job
Code other than 000265 (Long Term Disability)
Blackboard https://elearning.kctcs.edu
Employee SelfService https://kctcshr.mycmsc.com/kcthrprd/signon.html
KCTCS Intranet
https://employees.kctcs.edu
AND do not have a current Job record.
Office 365 Email - Mailboxes have a maximum mailbox
size of 50 GB. When the mailbox reaches 49.8 GB, the
Source - PeopleSoft Human Resources
mailbox begins receiving warning messages. At 49.9 GB,
the mailbox is no longer permitted to send messages.
At 50 GB, the mailbox is no longer permitted to either
Active Directory OU kctcsacc.ds.kctcs.edu/Employees/EMP - College send or receive messages. The maximum size of
messages that are either sent or received is 10240 KB.
Office 365 One Drive for Business
Office 365 Sharepoint Online
Microsoft Lync
Employee Recent
Recent Employees have a Job record that has
Employee Self-Service
been terminated within the last 60 days with an https://kctcshr.mycmsc.com/kcthrprd/signon.html
Employment Status of Active, Leave with Pay,
Leave without Pay, Suspended, or Short Work
Break; a Job Indicator of Primary, and a Job
Code other than 000265 (Long Term Disability)
AND do not have a current Job record
Source - PeopleSoft Human Resources
Active Directory OU kctcsacc.ds.kctcs.edu/Employees/EMP - College
Employee Former
Former Employees have a Job record that has
been terminated
AND do not have a current Job record
Source - PeopleSoft Human Resources
Active Directory OU kctcsacc.ds.kctcs.edu/Employees/EMP - College
No access
Network Home Folder
Somerset Community College IT provides “Home” folders for all employees, for the storage of
important computer files. Your home folder will show up as new drive labeled N: on your computer
(please see below image). This home folder is 1GB in size and is only accessible by you. It is stored on
our new SAN (Storage Area Network) and is powered by our new Virtual Server Infrastructure. Please
utilize this drive to store any files or folders that you deem are mission critical to your job and need to
be backed up. Anything stored in your home folder will be backed up nightly utilizing our new
Enterprise backup appliances. If a file or folder is accidentally deleted from your Home folder, we will
have the capability to restore it 30 days back from the current date. Backups of your data in the home
folders will occur 4 times daily at 10 am, 12 pm, 2 pm and 8 pm.
Our new Enterprise backup appliance is also backing up all servers and shared folders on a daily,
weekly, and yearly basis. Using your login credentials you will be able to access your Home folder
from any PC that is on Somerset Community College’s network. So for example let’s say you are an
instructor and save a PowerPoint to be used in class on your PC in your office to your home folder (N:
drive). When you go to the classroom and log on as yourself your home folder will be accessible from
there as well. So in sense it is like a virtual flash drive that will follow you wherever you are on
Somerset Community College's network. Home folders are accessible at all campuses. So if you saved a
file to your Home folder at your primary campus location, and then went to another campus location,
your file would be able available to you via the N: drive.
If your Home Folder (N: drive) does not show up under My Computer, please Log Off and Back On or
restart your computer and it should be connected. If not please let us know.
KCTCS Responsible Use and Email Policies
KCTCS has adopted and approved institutional computer usage policies. All employees and
students are required to adhere to all KCTCS computer usage guidelines. The web address for
these policies is:
KCTCS Information and Information Technology Responsible Use Policy
http://legacy.kctcs.edu/employee/policies/volumeII/4_2_5.pdf
KCTCS E-mail Policy
http://legacy.kctcs.edu/employee/policies/volumeII/volII3-3-21.pdf
Network Printing/Copying/Scanning
For service issue and/or to order toner cartridges, please call Konica Minolta at 800-456-5664 and
provide the device ID from the tag on the front.
Directions to create PIN for Copiers
Go to https://som-equitrac01:2941/webtools (must be on a computer on campus)
A screen similar to the image below should appear, click Continue to this website
Type in your username and password used to login to the computers and copiers as pictured below
Click Manage my user PINs as shown below
Now you must choose a 4 digit PIN used to login to the copiers. Check Change PIN1 and type in a 4 digit
PIN. Then Check Change PIN2 type a 4 digit PIN into New PIN2 and Confirm PIN2 (be sure not to type a
PIN into Current PIN2). Once that is complete, click Change PIN. If you get an error stating that PIN
update failed, that PIN is already taken and PIN1 must be changed to something else.