Checking for Updates in Zoom

We’ve come to rely on Zoom as our primary means of communication as we learn, work and teach from home.  It’s important, however, to make sure your Zoom software is updated.  As Zoom has become immensely popular, it has also been targeted for vulnerabilities and exploits.  Zoom is continually updating and patching their software, but it is up to YOU to install those patches.  Here's how.

Zoom will typically alert you when a new update is available.  It will appear across the top of the Zoom application.

If you don't see it, you can always check for updates manually.  To do so, open Zoom.  Click your initials or avatar graphic in the upper right corner.  Choose “Check for Updates.”

If there are any updates, you’ll be shown an “Update Available” screen.  Click the “Update” button.

After a few seconds, you’ll now have the option to click the “Install” button.  Click it and Zoom will close to complete the update.

Follow any on-screen prompts for your operating system to install the update.  Zoom should then restart automatically, and you’re all set to go.

The Takeaway:  Update Zoom on your computer.  Check for updates at least once a week and install any that are available.

Working from Home: Do's and Don'ts

Here are a few non-technical "do's and don'ts" for working and learning remotely.

Do maintain a routine

It’s easy to be lax when we’re in our home environment.  It’s ok to be flexible but maintaining some routine will help keep you on task.

Do get dressed everyday like you were going to the office

No, that doesn’t mean ‘work’ clothes, but just not your jammies.  It’s harder to stay in ‘work’ mode when we are too casually dressed.  Besides, working from home means more Zoom meetings where everyone can see what you’re wearing. 

Do create a workspace

Having a separate space from the rest of your home will help minimize distractions and enable you to separate work time from home time.

Don’t work from your bed or the sofa

            It can be hard on your posture and can contribute to lack of focus.

Don’t forget to take regular breaks.

Working from home may mean that you aren’t moving around as much as you did in the office.  It’s important to take a few minutes a few times a day to relieve eyestrain from the computer, or to stretch a bit.

Don’t snack all day

Snack foods are more within reach at home than the office.  It’s tempting to swing by the fridge or cupboard when you’re taking a break – Don’t! The pounds can creep up pretty quickly.

Save Your Bandwidth! Hot Spot Do's and Don'ts

Just like on your cell phone, when using a “Hot-Spot” Internet device there are data limits for the amount of bandwidth provided in your monthly billing cycle. Once you meet that quota threshold, connectivity is usually slowed down.  This is called “throttling”. 

To avoid throttling, we recommend only using your Hot-Spot for work or school-related activities and limit the use of non-work or non-school related activities (such as Pandora, Netflix, Spotify, etc.). 

For individuals that have been assigned an ESU Hot-Spot, please only use the device for work and school purposes.

SkyLab and VPN: Do's and Don'ts

Do's

• Use SkyLab or VPN (never both at the same time) only when you need to use special software or secure services that are not available on your home laptop.  You can find which services require secure access on our Work Anywhere site.
• You can use the OnBase web client on your home computer so you don’t need to use SkyLab or the VPN.  You will need to use SkyLab or VPN if you are using the Unity client.
• Move needed data to OneDrive or sync to your local machine (laptop).  Your personal OneDrive or department's SharePoint Drive are available from your file browser or via the web interface.

Don'ts

• Don't use SkyLab or VPN if you are going to access cloud services such as Hornet 365, SSB, accessing your timesheet, OneDrive, SharePoint, Zoom, OnBase web client, and Canvas.
• Never use Zoom software from SkyLab or any Remote Desktop Connection.  If you do then you will have an issue with the Camera, Microphone and Speaker.
• Don't use VPN to access OneDrive or SharePoint Drive.

• Don't plan your workflow around using multiple monitors, especially if you are using SkyLab or Remote Desktop.  You can drag the screen between monitors but not have it open on two separate screens. 

Security Awareness Training Spring 2020

Though yesterday was the last day of eligibility for the prize contest, security awareness training is still required for ESU employees. To be entered in the contest, the training must have been done by the end of March.

The training began on March 2nd, and is a requirement for all ESU employees. The training is aimed at improving the general awareness about information security to protect important university information. 

I sat down with John Garafola, a member of the information security team, to answer some questions regarding the latest security awareness training. 

Tyler: "What is the purpose of security awareness training?"

John: "The purpose of the security awareness training for us here at ESU is partially compliance and partially pro-activity. Basically, what we want to do is ensure that our users have a clear idea of threats that exist within our environment."

Tyler: "What is different this year from the previous years?"

John: "This year we included the option for a pretest, which will save you about 30 minutes of test time."

Tyler: "What about the prizes?"

John: "Well this year we've got some great prizes. We have the option of a parking pass, which can save you close to $90, or a Kindle E-Reader."

Tyler: "How can employees access this training?"

John: "Employees can access the training by interacting with the emailed link that they should have received. If you didn't receive an email, please let us know. The password to access the website should have been included in that email" 

The security training must be completed by June 1st.

To watch the full interview, click here or check out our YouTube channel: Hornet TV

Questions? Contact the IT Help desk:

Call: 877-341-5555

Email: helpdesk@emporia.edu

Tyler Parker
Social Media & Marketing Student Assistant

Web & Digital Strategies

Remote Work + Study

Working + Studying from home might seem like a terrifying and complicated concept, but it doesn't have to be. We know with all the distractions you have freely available at your home, it can be quite easy to forget a quiz you may have to take, or a class you may have to attend, or work your supervisor had assigned to you.

Here are some tips to keep you in check and help stay on track, whether it be class work or work projects and tasks. 

For School: 

1. Be on time

If you have an online meeting or zoom class session, make sure to have the date and time on your calendar. Participation counts and you might lose points if you don't follow the schedule. Make sure to submit your work on time to avoid losing points.

2. Limit all distractions around you

Distraction is your biggest enemy when it comes to studying from home. Make sure you stay in a quiet room with limited distractions.
 

3. Keep up with your courses  

Ensure you have a flow of communication with your professor and classmate, be sure to check up on any new assignments, quizzes, or exams you may. Check out (link to taylor's blog post on how to maintain a schedule) for more information.

4. Time yourself

Start a timer! Work in 40 minute chunks. This will ensure that you have put in hard work for 40 minutes straight, and also help you feel accomplished when taking a short break.

5. Ask questions

Do not stress if you're having a difficult time understanding concepts in class. You have all the tools needed in order to communicate with your professors, and peers.  

6. Take tests and quizzes in a quiet room. 

Always stay focused  when it comes to time-sensitive material like a test or quiz.

For Work: 

1. Be on time

Even though you are working from home, you still have a tight schedule to follow. Be ready to work diligently when you are scheduled to.

2. Maintain a flow of communication 

Ensure you are communicating with your supervisor on how things are going. Your supervisor must know what everyone is working on to keep track of the progress and make plans for the future.

3. Be Proactive  

Be sure to ask your supervisor how you could be helping in continuing with the daily workflow.

If you have never worked or studied from home, don’t worry! Your supervisor and professor will do everything they can to aid in this process and help you stay on track.

Now, time to stay focused, and study hard, and work hard. Good luck Hornets!

Anton Levanovich
Student Web Developer

Web & Digital Strategies

Work Anywhere - Employee Guide

Are you ready to work from home? We sure hope so. If not, we look to prep you with everything you'll need to know about the near future of ESU classes.

As an ESU employee, there are a number of things that you need to take in to account to become a secure and productive remote worker.

Let's begin with the basics.
You're going to need a computer or compatible device - If you already have an ESU laptop with Windows or MacOS, then you're set.
If you have an iPad, you should be able to do most tasks as well. (But if you mostly work with Microsoft Office, you're going to want a keyboard.)

If you don't have an ESU laptop and you're familiar with cloud services - You can use your home computer.
However, if you're using secure services that need a VPN, (Banner Admin pages, Jabber, and the W: drive,) you'll need to use an ESU laptop.

If you need to check out an ESU laptop, visit the Teach and Work Anywhere site on emporia.edu/covid19 and fill out the form under "Recommended Equipment."

Next,
You'll need communicate with your colleagues or students - Starting with your ESU office phone.
Unfortunately, you won't be able to forward it to your home phone or cell phone due to technical limitations.

This leaves you with two alternatives:

1. Change your voicemail - Inform callers that you will return their call via phone or email. Instructions and more information located on the Work Anywhere site.
2. Jabber Software Client - This is for lines with a larger call volume, (Admissions, Registration, or any department's main line.) Using the Jabber software client installed on your laptop, you'll be able to make and receive calls using the speaker and microphone on your computer. (Note: you must be connected to the ESU VPN.)

ESU offers two types of applications and services: 

1. Cloud based - You can use it anywhere on any device (Office 365, Teams, Canvas, Microsoft Teams and Zoom.)
2. Secure (Requires VPN connection to use.) - A VPN consists of software that runs on your computer and connects back to the ESU network, providing a secure tunnel. Essentially, you're on the ESU network from home. (Banner Admin pages, Jabber, and the W: drive.)

An alternative to using the VPN is ESU's online virtual computer lab, SkyLab, ESU's virtual computer lab

Have you moved to SharePoint Drive or your personal OneDrive? - You can access those from anywhere.
If you still have files on the W: or X: drives, you will need VPN or SkyLab to access those files.

Web Conferencing Software

There are 2 Options for Employees

1. Zoom - ESU's primary platform for hosting a video conference. Instructors can use it to have virtual classes and departments can use it to host meetings. (All employees have access to Zoom via Hornet 365)
2. Microsoft Teams - ESU's primary platform for instant messaging. You can access it from anywhere and on any device. Virtual meetings can be hosted on Teams as well. (All employees have access to Microsoft Teams via Hornet 365)

Now that you're informed on ESU's online capabilities, you have the ability to work from anywhere.

For more information, visit our Teach + Work Anywhere website.

Tyler Parker
Social Media & Marketing Student Assistant

Web & Digital Strategies