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Summary

The purpose of this article is to provide a consolidated page of technology information to facilitate a modified F2F or "HyFlex" learning as well as an overall remote work environment. Work is ongoing to hear and respond to needs as they are identified by instructors and learners. 

If specific classroom related technology is required beyond what's in this article, please engage with our team by submitting a case through service.bethel.edu. We've linked forms specific to various needs below to better facilitate your requests. 

We encourage faculty to experiment with the technology in advance and become familiar with it. If access is needed to a specific classroom, please contact the Facilities Management office to request that access in advance (651.638.6200). 

Please note that most web-based applications will continue to work from off-campus but may require Bethel's Virtual Private Network (VPN) application to access certain resources (see below). 

For faculty who require one-on-one assistance in redesigning their courses to be online (Moodle) or more "remote-friendly" please reference Moving Your Course Online Mid-Semester and/or email academic-development@bethel.edu. 

The Fall 2020 COVID-19 and Teaching website provides critical updates and policies for faculty to reference. 

Modified F2F or HyFlex Classes

The modified face to face, hybrid flexible, or HyFlex, course format is an instructional approach that combines face-to-face (F2F) and online learning. Class sessions and learning activity is offered in-person, synchronously online, and asynchronously online. The flexibility of the HyFlex model demonstrates a commitment to student success and flexibility during disruptions such as COVID19. 

HyFlex might not be the best fit for lab classes, programs that require synchronous participation or certain disciplines. Further information is provided below for solutions to some of those needs. 

Mike Caulfield, from WSU, put together a good high-level overview of the HyFlex environment. 

Software Comparisons and Recommended Uses

The following are software recommendations for standardized interactions in the modified F2F learning environment. These are available to members of our community - if you need a piece of software that's listed here, please fill our our Employee Software Request form or our Classroom or Lab Software Request form (if its for a specific classrooms use). 

Video-Teleconferencing Solutions
  • Zoom - for synchronous collaboration with remote learners or remote instruction. Zoom use in the physical classroom should be limited to only on the computer that's part of the instructors station. A Zoom meeting can be displayed on the in class display(s) for F2F participants, with presentations and whiteboard demonstrations all conducted from within Zoom. We do not recommend F2F participants use Zoom simultaneously. The large increase in wifi utilization if all F2F participants were to use zoom or any video teleconferencing (VTC) options will likely result in decreased quality for everyone nearby. If all users have to join the VTC meeting we recommend the F2F participants turn off their cameras so only audio will be sent. We detail alternate solutions to collaboration software below that can facilitate these kinds of needed interactions. 
    •  Zoom and other VTC Options

      Summary

      Zoom, Google Meet and Cisco Webex are teleconferencing solutions available to the University.  This article compares the different features of Zoom, Google Meet and Cisco Webex to allow for informed decisions on which application to use.

      Google is providing premium licenses to all universities until September 30, 2020. This information is reflective of the premium licenses.

      • Zoom is great for small and large meetings where attendees are allowed to participate if desired. See a quick look at its features below.
      • Google Meet is great for smaller meetings with the Google Calendar integration.
      • Google Meet Live Stream is great for larger meetings that doesn't need attendee participation. A community gathering would be a good example.

      WebEx will no longer be available by May 2021. Please transition to using Zoom or Google Meet as soon as possible. If you need further assistance with that transition, please reach out to our help desk at either service.bethel.edu or by calling 651.638.6500. Troubleshooting assistance will only be available for Zoom and Google Meet going forward. 

      • Webex Meetings are very similar to Google Hangouts Meetings and work well for smaller meetings without specific presenters.
      • Webex Events are similar to Google Hangouts Meet Live Stream except they allow for more attendee participation and do not require Bethel or google accounts.
      • Webex Training work well for classes where breakout sessions, polling and screen sharing by the presenter are needed features.

      ZoomGoogle MeetWebex MeetingWebex Events
      Bethel account requiredAccount required to create, but not to joinAccount required to create, but not to joinNoNo
      Primary UsageMeeting and WebinarMeetingMeetingPresentation
      Total attendees

      Meeting = 300

      Webinar = 100 and 500 depending on prior authorization *requires a special license to be enabled ahead of time - please contact the help desk for more information. 

      100

      250 *premium license

      1,0001,000
      Live StreamYes - YouTube and Facebook

      Yes *premium license

      250 meeting attendees with 1,000 view-only

      Transcription, screen sharing and chat only enabled for presenters



      Time limitN/AN/A24 hours24 hours
      Record sessionYesYesYesYes
      Live transcriptionYes - transcription is not automatic, but can be assigned during the meeting. YesNoNo
      Screen sharingYesYes - only one at a timeYesPresenter only
      HIPAA compliantBy request for some accounts.YesYesYes
      FERPA compliantYesYesYesYes
      Breakout sessionsYesNoNoNo
      ChatYesYesYesYes
      Question & AnswerYes

      No

      NoYes
      Spotlight speakerYes

      With Extension

      YesYes
      Panelist presentation

      Yes

      NoNoYes
      PollingYesNoNoNo
      Mobile app supportYesYesYesNo
      Call in numberYesYesNoNo
      Attendee involvementYesYesYes
      • Chat
      • Private Q&A with presenter(s)




Learning Management System and Integrations
  • Moodle - this is our main learning management system. It should be used to submit and distribute classroom documents, link collaboration tools (such as Google docs and Poodll) and to administer quizzes, forum discussions and other classroom interactions broadly. More information can be found in the Moodle section of confluence.
  • Moodle Chat (currently working on deploying) - a chat tool that is part of Moodle. Using this keeps more things within Moodle and can simply instructor/learner interactions as opposed to using an "outside" chat application. 
  • Poodll - allows for video messaging in Moodle forums. For security and FERPA compliance reasons, we recommend this over the use of FlipGrid.  More information can be found in the Poodll section of confluence.
  • Proctorio - online exam proctoring. Helps monitor testing in a closed textbook environment. Please use this request form if you need to use Proctorio. 
  • TurnItIn - plagiarism detection service. Third party system that checks for plagiarized or incorrectly cited material.
Google Applications

Further information can be found in the Google Application section of confluence.

  • Google Drive - a web based file storage solution with unlimited storage available. Sharing of content is very simple, but users should note that its very easy to over-share, so be cautious of that. There are also no automation rules, so once access is given it can only be taken away manually. 
  • Google Docs - this allows for a real-time document based collaboration space that all learners can utilize. With the low bandwidth requirements, this is a great tool for facilitating simultaneous collaboration between F2F learners and virtual learners.
  • YouTube - this allows for posting of lecture and other class-related videos. If posted as "Unlisted" they are easily linked within a Moodle course for distribution. This is also our recommended platform for LiveStreaming of campus events. 
  • Google Calendar - this can be used to facilitate one-on-one appointments with students. We've also integrated Zoom scheduling into our Google Calendar system for seamlessly scheduling remote meetings in a single location. 
    •  One-on-One Meetings

      Summary

      Google Calendar has the capability to create appointment slots. This functionality is great to indicate that you are available to meet with others at a specific time while reducing the risk of having multiple people try to meet with you at the same time. Google Hangouts Meet would allow an appointment to be remote. 

      Details

      To create appointment slots on your Google Calendar:

      1. Create a new event on your calendar.
      2. Change the event type to appointment slots.
      3. Set the time parameters for when you will be available. 
      4. Optionally set this to repeat for weekly office hours, etc.
      5. Share the appointment slot page by adding guests to select slots. 


      To incorporate Google Hangouts Meet into the appointment, a meeting will need to be created outside of Google Calendar. The link to that meeting can then be posted in the appointment slot details.

      To sign up for an appointment slot, open the Google Calendar invite sent from the host. The calendar will open to the present day; navigation to a different day, week, or month may be necessary to sign up for an appointment slot. Claim an appointment slot. By default, claiming an appointment slot will notify the host. 



  • Google Chat - chatrooms can be created for classes or sub-groups of learner however may be needed to facilitate both synchronous as well as asynchronous chat-based communication. 
    •  Google Chat

      Chat vs Meet

      Google Hangouts Chat, or just Google Chat is a chat room tool that helps groups of people coordinate their communication. Google Chat is available at chat.google.com. Rooms can be created for specific purposes with specific people to facilitate communication. Google Hangouts Meet, or just Google Meet can be launched from these rooms to invite the individuals in the room. Google Chat is Google's instant messaging tool. You can message one person or multiple people with this tool as well as many other options as detailed by Google. The differences between Google Hangouts Chat and Google Hangouts Meet are further clarified by Google

      Google Chat can be opened by selecting the 9 dots in the top right corner of your Gmail and selecting the desired application.




  • Jamboard - web based whiteboard software. This is just what it says - a virtual whiteboard application that you can share and collaborate boards all within Google.  
  • Google Forms - an online survey and polling tool. This could be used to replace the Turning Point "Clicker" system. We are also actively investigating Sli.do and Poll Everywhere as potential solutions.  =
  • Google Sites - this is a structured WiKi and web page creation tool. 
Lecture Capture and Content Creation
  • Ed-Puzzle - Quizzed video content. We are working on this currently - more to come. 
  • ScreencastOMatic - this is a very good screen recording software. The free version offers up to a 15 minute recording. - Screencastomatic
  • Quicktime - default Macbook application that is great for screen recording. 
  • Microsoft Office (word, powerpoint, excel) - beginning in the Fall of 2020 this will be available to all active Students, Staff and Faculty for free (more information to come on this as we are still in the process of setting this up)
  • Lucid-Chart - this is a web-based productivity application (flow charts). - Lucidchart
  • Audacity - this is a digital audio editor and recording application. - Audacity
  • Creative Cloud - Creative Cloud has several applications that can help with webpage creation, image editing, pdf editing, drawing, and many more. 
  • PDFEscape - free web-based pdf editor. - PDFescape
  • VideoAnt - tool created by the University of Minnesota to do video annotation. - VideoAnt
  • ArcGIS - a geolocational / graphic tool. This is a very sophisticated interactive mapping tool. A simpler, easier-to-use tool is Google Earth/Maps. - ArcGIS
  • Qualtrics - this is a web-based survey tool we have. It can be used to create sophisticated surveys for distribution within Bethel. - Qualtrics
Classroom Facilitation and Software
  • R - this is an open-source statistics software. SPSS and JASP (also open source) are other options as well. 
  • Q - this is a web-based research software. 
  • M - this is to see if you are paying attention. (smile) 
  • VLC Player - this software is on classroom computers and it enables the webcam to be used as a document camera. 
  • Zoom Whiteboard - whiteboard integrated into Zoom meetings.
  • GoBoard - whiteboard integrated with Wolfram - more to come.
  • Jamboard - collaboration tool by Google
  • PollEverywhere - this is a web-based polling solution that can replace classroom clickers. - PollEverywhere

Hardware in Classrooms and for Remote Learning

Each classroom, intended for lecture (so, not including lab or speciality use spaces) has been brought up to our technology standards. This standard has been focused on the ability for the instructor to connect with students virtually while incorporating F2F interaction. Standard elements of that hardware include: 

  • Webcam - we have deployed Logitech C920 webcams, which you may have consider or used as a document camera in the past. These are HD webcams with phenomenal microphones in them. We've tested and had no issues hearing both the instructor and students up to 30 feet away clearly (fully masked and/or using a face shield). They are on a flexible stand and can be moved around to change the view. They have autofocus that responds very quickly and can easily view and display whiteboards and writing on them. We recommend you write as large as you normally would and it will be clearly visible for both F2F and virtual learners. The classroom computers are configured to use these as the default webcam and microphone for Zoom sessions. 
  • Classroom computer - we've ensure there is a desktop with a "hard-wired" ethernet connection available in the classroom. We HIGHLY recommend you use this computer for your Zoom session as well as to display videos, presentations and other media. Using your Bethel laptop for example is not optimal as the WiFi connection will inevitably be less reliable and slower. We are testing touch-screens monitors in classrooms to better enable the use of virtual whiteboards as well. 
  • Speakers and Displays - we've configured classroom speakers to work with the classroom computer as well as the displays in the room (could be monitors or projectors depending on the space). If using Zoom on the classroom computer as recommended, remote participants will be clearly heard by all F2F learners over these speakers. 
  • Writing Tablets - we've procured a number of USB writing tablets that can be connected to your Bethel computer if teaching remotely. These tablets are best used for drawing/whiteboard use. They come with a pen to make writing as easy as possible in a virtual manner. If you need a writing tablet, please complete a Remote Work Loaner Equipment form. This form can also be used if you need an external microphone. We may need to do a Zoom session to confirm there isn't a misconfiguration before issuing an external mic. 

In addition to the standard classrooms, we have adapted a number of non-classroom spaces for instructional use. Follow the links below to learn more: 

  1. ANC 4th Floor - this was formerly planned to be an event space. We added an instructors station with a classroom computer and webcam. 
  2. BC 209 (The Underground) - this is an event space. We added an instructors station with a classroom computer and webcam as well as additional WiFi access points. 
  3. BC 411 (Olson Boardroom) -  this was previously our most technologically advanced conference room on campus. We simplified it for classroom use. 
  4. BC 468 - this was previously a large conference room. We added an instructors station with a classroom computer and webcam.
  5. CLC 159 (Benson Great Hall) - We added an instructors station with a classroom computer and webcam. A Benson Great Hall tech will be available to ensure the audio/video controls are working correctly and will transition the space between a classroom set up and event set ups (such as Chapel). 
  6. LSC E100 (Lower/Upper Campus Center) - this was previously an open space. We added a projector and screen for presentation (upstairs in E200 as well). 
  7. LSC B100 (Lower Library) - this was previously the 1st level of the Seminary Library in the Lakeside Center. We added a projector, screen, speakers and an instructors station with computer and webcam. 

If you are in a space that needs additional equipment or is lacking equipment (we've checked, but things can always get missed), please submit a Classroom/Conference Room Support case with us so we can take immediate action. 

Remote Computer and Software Access (for non web-based applications)

Virtual Private Network (VPN) Application - Cisco Any Connect

Cisco AnyConnect, our VPN application will allow you to connect to Bethel resources that require a connection to Bethel's network. A VPN will simulate being on-campus. If you currently are using Bethel's network (on any campus location), you do not need to use VPN.

Anyone who is using the VPN during a remote work situation, we ask that you use the Bethel University VPN-Split group (see connection details below). This will route only traffic that needs to be on the campus network there while allowing all other traffic (like Google use) to go through your normal internet service provider. 


 Windows

Summary

VPN, or Virtual Private Network, allows you to access data from off campus that is typically available only from on-campus, such as Argos or Banner. It also allow you to connect to your personal U drive and departmental drives. This article explains how to install and use VPN on a Windows 10 machine but should also be accurate on other versions of Windows.

Install VPN

 Details
  1. If you are ON campus, connect to Ethernet and navigate to https://vpn-setup.bethel.edu/ in a browser.

  2. If you are OFF campus, navigate to https://vpn.bethel.edu/ in a browser.

    The https:// is mandatory to access the installer.

  3. Log in using your Bethel Username and Password.


  4. Click Continue to agree to the Acceptable Use Policy.


  5. Select AnyConnect from the bar at the left hand side of the screen.


  6. Click Start AnyConnect.


  7. The Cisco AnyConnect VPN Secure Mobility Client will go through a series of tests. Perform a manual installation by clicking on the AnyConnect VPN link.


  8. Another window will appear. Click Save File


  9. Follow the installer prompts. Click Next.





  10. You have successfully installed the Cisco AnyConnect VPN Client.


Please note that if you are installing VPN on Bethel campus, you will not successfully connect to VPN until your computer is off the Bethel network.


Using VPN


 Details


  1. Follow the instructions for Requesting a Group, and request the group "VPN Users".

  2. Click on the Start button and select or search for the Cisco AnyConnect Secure Mobility Client.

           

2.  VPN will open. In the Connect To box, it should say vpn.bethel.edu. If not, type it in.
  


3. Select which VPN Tunnel you will be using and enter your Bethel username and password and click Connect.

VPN Tunnels

Bethel University VPN: This sends all traffic from your computer through the VPN. It is recommended to use this on public wifi networks

Bethel University VPN-split: This only sends traffic that needs to come to Bethel through the VPN. All normal internet traffic will simply go through your internet provider. It is recommended to use this on home wifi networks.




4. Click Accept on the Acceptable Use Policy window that appears.

5. The VPN window will then disappear, but you will still be connected.You can access VPN again either through the Start menu or the Taskbar in the lower right-hand corner of the screen.

  

5. To confirm your connection, look for a green check mark and Connected to vpn.bethel.edu when you open the program.

         

6. To log out of VPN, open the program and click Disconnect. You can then close the window.

 

 MacOS

Summary

VPN (Virtual Private Network) is used when accessing information from off campus. For resources that require on-campus network connection – such as Argos and Banner – VPN will make your computer act as though it is on the Bethel network, protecting information you are accessing from the outside. This article gives instructions on installing and using VPN on macOS computers.

Installing VPN

 Details
  1. If you are ON campus, connect to Ethernet and navigate to https://vpn-setup.bethel.edu/ in a browser.
  2. If you are OFF campus, navigate to https://vpn.bethel.edu/ in a browser.

    The https:// is mandatory to access the installer.

  3. Login using your Bethel username and password.


  4. Click Continue to agree to the Acceptable Use Policy.

  5. Select AnyConnect from the bar at the left hand side of the screen.



  6. Click Start AnyConnect


  7. The Cisco AnyConnect Secure Mobility Client will then go through a series of tests. A Warning window will pop up. Check the box next to I accept the risk and want to run this application. Click Run.


  8. Another Warning window will appear. Click Don't Block.


  9. This will start the downloading process.


  10. As VPN downloads, multiple windows will appear and disappear. When the download process is complete, your computer will connect to VPN.


Please note that if you are installing VPN on Bethel campus, you will not successfully connect to VPN until your computer is off the Bethel network.

Using VPN

 Details
  1. Follow the instructions for Requesting a Group, and request the group "VPN Users".

  2. To open the program, open the Applications folder. Click on Cisco, then select Cisco AnyConnect Secure Mobility Client.

  3. VPN will open. In the Connect to box, it should say vpn.bethel.edu. If not, type it in. Then click Connect.


  4. Then select which VPN Tunnel to use and enter your Bethel username and password and click OK.

    VPN Tunnels

    Bethel University VPN: This sends all traffic from your computer through the VPN. It is recommended to use this on public wifi networks

    Bethel University VPN-split: This only sends traffic that needs to come to Bethel through the VPN. All normal internet traffic will simply go through your internet provider. It is recommended to use this on home wifi networks.

  5. Click Accept in the  window that appears.

  6. The VPN window will soon disappear, but you will still be connected. You can open the program again either through the Dock or the icon located in the main menu bar.
     or 

  7. To confirm your connection, look for a green check mark and Connected to vpn.bethel.edu when you open the program.
  8. To log out of VPN, click the Disconnect button in the main VPN window. 


Only faculty and staff members have access to Virtual Private Network resources at Bethel.


Remote Computer and Software Access 

Some software applications aren't available for installation on personal computers, but are available on Bethel lab computers or laptop carts.  If your course would normally use such software on a laptop cart or one of the computer labs your students can utilize Microsoft Remote Desktop to access a Windows server with the needed software installed, from an off-site computer. 

Students and faculty will need to download and configure our Virtual Private Network (VPN) application - Cisco AnyConnect.

We have taken the preparatory measures and granted all current students, staff and faculty access to our VPN service, but devices will still need to be configured. 

A VPN connection is required before students or faculty can remotely connect to the RDSH server. 

Follow the steps below to configure the Remote Desktop application for your operating system.  

In the computer name box enter bu-remote-desktop.bethel.edu to connect. 


 Examples

For Windows:


For MacOS:


Remote Desktop Protocol (RDP) Applications

Microsoft Remote Desktop allows you to access a Windows computer over the network or the Internet from a different device (either another Windows computer, or a Mac).  Remote Desktop Protocol only allows one user to be logged in and using a given computer at a time, the same as if the user were physically present at the computer.


 Remote Desktop Protocol

Microsoft Remote Desktop is a tool that allows you to log in to a Windows computer from a different device.  See the appropriate instructions for your device below.

ITS Policy

Bethel ITS does not support the use of Remote Desktop on mobile devices (phones, tablets).

Connecting to a Remote Desktop while off campus requires the use of VPN.

 MacOS

Follow the instructions below, or watch this short video: 

Microsoft Remote Desktop for MacOS

  1. Download and install Microsoft Remote Desktop on your Mac.
    1. Personal Mac: Get Microsoft Remote Desktop on the App Store.
    2. Bethel-owned Mac: Get Microsoft Remote Desktop from Managed Software Center.
  2. Open the app and click Add Desktop (or click the + at the top of the window).
    1. Type the name of the remote computer to which you are connecting.  Example: dwp-rd5h.its.bethel.edu
    2. Click Add.  The computer is now added to the Saved PCs area of the main window.

  3. Double-click on the computer you just added.  You will be prompted for your username and password.  Enter your credentials and click Continue.

    You must enter bu\ before your username.  Example: bu\abc12345

    If you see a message that another user is currently logged on to the computer, someone else is already using the computer and you should cancel the connection.

  4. You may see a prompt about verifying the certificate.  Click Continue to log in to the remote computer. 
  5. For more information, see Microsoft Remote Desktop macOS client documentation.

 Windows

Follow the instructions below, or watch this short video: 

Microsoft Remote Desktop for Windows PC

  1. In the taskbar search area, type "remote desktop".  Open the app titled Remote Desktop Connection.
  2. In the window that opens, in the Computer field, type the name of the remote computer to which you are connecting. Example: dwp-rd5h.its.bethel.edu
  3. Click the Connect button.  On the window that appears, verify that the username/account shown is your Bethel Community Account (BCA) username.
    1. If the account name shown is not your Bethel account, click on More choices, then choose Use a different account.
    2. You will be prompted for your username and password.  Enter your credentials and click OK to log in to the remote computer.

      You must enter bu\ before your username.  Example: bu\abc12345

      If you see a message that another user is currently logged on to the computer, someone else is already using the computer and you should cancel the connection.

  4. For more information, see Microsoft Remote Desktop Windows client documentation.

Remote Office Phone Use

Call Forwarding Always will need to be used by many staff and faculty that operate a desk phone. This can be set up on the physical phone or remotely. 


 Physical Phone

Summary

If you want to forward incoming calls to another number, enable one or more of your Call Forwarding options on your Bethel Polycom phone. To turn on this feature on the web portal, click here

From your Bethel Desk phone follow the instructions below according to the different options:

Call Forward Always

If you want to forward all incoming calls to another number, use Call Forward Always.

  1. To enable Call Forward Always, press the home button Screen Shot 2014-10-13 at 2.52.33 PM.png, then press the button for Forward underneath the menu

  2. Select the button for Call Forward Always underneath the menu

  3. Enter the phone number to forward the calls to then select Enable

Call Forward No Answer

If you only want to forward calls that aren't picked up within a defined amount of rings, use Call Forward No Answer.

  1. To enable Call Forward No Answer, press the home button Screen Shot 2014-10-13 at 2.52.33 PM.png, then press the button for Forward underneath the menu

  2. Select the button for Call Forward No Answer underneath the menu

  3. Enter the phone number to forward the calls to

  4. Enter the amount of Forward After Rings (default is 3) then select Enable

Call Forward Busy

If you only want to forward calls that come to you when you are already on your line, use Call Forward Busy.

  1. To enable Call Forward Busy, press the home button Screen Shot 2014-10-13 at 2.52.33 PM.png, then press the button for Forward underneath the menu

  2. Select the button for Call Forward Busy underneath the menuS

  3. Enter the phone number to forward the calls to then select Enable

 Logging into the Portal

Summary

AiTech Web is the portal you use to manage the behavior of your Bethel Polycom Phone. The website is available at portal.bwsip.com

Log in to the AiTech web portal using the complete phone number of your desk phone including area code, prefix, and extension with no other punctuation (ex. 6516352130). This is your username. The ITS Help Desk will give you a generic password for you to use the first time you log on. To change this password, reference the Changing your Password for the AiTech Web Portal article.


 Using the Portal for Call Forwarding

Summary

This article shows you ways to forward calls on your Bethel provided Polycom phone using the web portal.

  1. To access these features, log on to portal.bwsip.com. Once you log on you will see the dashboard (below).
  2. Sometimes the options will appear on the Feature Quick Set on the left. If these options are not there check for them under Services.
    1. If they are on the Feature Quick Set, click on the sliders to move them to the on position. 
    2. If they are on the Services side, click on the appropriate feature you want to turn on.
  3. It should take you to a page similar to the one pictured below. From here, click on the gear/settings icon.
  4. Make sure to check the box to make sure the feature is active. Then put in a 10-digit phone number that you would like your calls to be forwarded to. Click Save.

Call Forward Always

Call Forward Always forwards every call sent to your desk phone. It is helpful if you are having a busy day and won't be at your phone. This option comes with a Ring Reminder feature so you don't accidentally leave it on.

To activate this feature:

  1. Select Call Forward Always and select the gear icon.

  2. Enter the number you would like these calls to forward to and select Is Active. 

  3. Click Save.

Call Forward Busy

Call Forward Busy routes calls to a different number when your line is busy. This option is helpful when you're going to be in a conference call or a long conversation and are worried about missing important calls. Using the web portal, you can turn on this feature while your phone is in use.

To activate this feature:

  1. Select Call Forward Busy and select the gear icon.

  2. Enter the number you would like these calls to forward to and select Is Active.

  3. Click Save.

Call Forward No Answer

Call Forward No Answer directs calls to a different number when you do not answer. You can enter the number of times the phone rings before forwarding. This option is helpful if you're going to be away from your desk for an extended period of time and don't want to have to worry about turning on Call Forward Always.

To activate this feature:

  1. Select Call Forward No Answer and select the gear icon.

  2. Enter the number you would like these calls to forward to and select Is Active.

  3. Select the number of rings before forwarding.

  4. Click Save.

Call Forward Not Reachable

Call Forward Not Reachable sets a backup number to route calls to if your physical device is out of order. This option is only available through the web portal, and it is helpful if you are going through an office renovation or your phone is having connection issues. This option is most effective if you set a backup number and leave Call Forward Not Reachable on so you do not miss any important calls in case of a phone issue.

To activate this feature:

  1. Select Call Forwarding Not Reachable and select the gear icon.

  2. Enter the number you would like these calls to forward to and select Is Active.

  3. Click Save.


Call Forward Selective

Call Forward Selective directs calls to a different number depending on the schedule set on the phone. This option is only available through the web portal, and it is helpful if you only want phone calls during a certain time period (such as during typical work hours). This option does require a Premium License and will not be available to all Bethel community members. 

To activate this feature:

  1. Search Call Forwarding Selective and select it. 
  2. Select the Plus icon in the Call Forwarding Selective Criteria section.
  3. Set Forward To as Forward to Specified Number and Forward to Specified as the number you would like the calls to forward to. 
  4. Select the Time Schedule desired. Commonly this will be Call Forward 8-4:30. This will only forward the calls from 8am to 4:30pm.
  5. Click Save. The Call Forward Selective Criteria section should have an active forwarding rule.





If Call Forwarding is not going to be used, a few other options exist. You can have your Bethel voicemail forwarded to your email. You can also call your Bethel voicemail from your cell phone. To access your Bethel voicemail from your cell phone, dial your 10 digit phone number, during the voicemail greeting press *, enter your voicemail passcode after the prompt. 

Secure File Storage and Transmission

Network Attached Storage (NAS - or commonly referred to as Department Folders)

Bethel St. Paul Network Attached Storage, or BSP-NAS, is Bethel's network storage solution that many departments and individuals host data. Connecting to the NAS does require connection to Bethel's network, so off-campus work will require the use of Bethel's VPN. On Bethel provided Windows computers, network drives should appear in File Explorer. If the NAS does not appear, follow this section for access.


 Windows

Summary

Sometimes the network drive will not show up as expected or when off campus. This article will outline the steps to map a network drive in Windows 10 to give back access to bsp-nas.

Details

  1. Open File Explorer and select This PC.



  2. At the top of the screen, select Computer.


  3. On this taskbar, click on Map network drive.

  4. In Drive: select the appropriate letter for the department drive or personal drive. If you are mapping a shortcut inside one of these folders, select any open letter. In Folder: type your network drive path.

    Common Drives to Map at Bethel

    The Department Drive (Q: Drive): \\bsp-nas.its.bethel.edu\Departments

    Home Folder (U: Drive): \\bsp-nas.its.bethel.edu\Home(first letter of your username)

    For Ex: If your username was abc12345 the U: path would be \\bsp-nas.its.bethel.edu\HomeA

  5. Check the box Reconnect at sign-in. You may need to sign in with a username and password. If it's prompting for a username, your username will be in the format of BU\abc12345.

  6. Click Finish.

  7. The file path will now shop up in File Explorer.


 MacOS

Summary

The following steps indicate how to connect to bsp-nas while on Bethel's campus using Mac OS 10.5 (Leopard)-10.13 (High Sierra). For information on how to connect from off campus or another Operating System please reference the following KB article. If you would like to connect to a specific share (folder) instead of the general network path used in this article please see http://fileindex.its.bethel.edu/ for specific paths you have access to.

Note: All images for this article were taken from macOS 10.13 (High Sierra) and there may be minor differences and inconsistencies between the images and the Mac OS version you are using.

Details

  1. In Finder click the Go menu and select Connect to Server...
    You can also use (in Finder) the following keyboard shortcut: command + k



  2. In the Server Address field type: smb://bsp-nas.its.bethel.edu/ and click Connect.




    Helpful Tip: You can save the server address to a list of options by pressing the + button next to the Server Address field.

      
  3. In the login window that appears type your username* and your password into the appropriate fields.
    Click Remember this password in my keychain if you would like your information saved for future access.
    *e.g. abc12345



    Note: Mac OS X 10.5 (Leopard) users will need to put bu\ in front of their username in order to log into the file server.

  4. A window should now appear on your screen. Select the Departmental or Home share (folder) you would like to access and click OK.
    *e.g. The home folder for the username abc12345 would be located in the HomeA folder.


Google

In compliance with regulations from the Department of Health and Human Services, we have taken the necessary step to ensure that our Google environment is also a Health Insurance Portability and Accountability Act of 1996 (HIPAA) complaint storage solution. In addition to file storage, health care providers (such as Counseling Services or degree programs with clinical interaction requirements) that seek additional privacy protections for telehealth while using video communication products can provide such services through Google as we have entered into a HIPAA business associate agreements (BAAs) in connection with the provision of their video communication products. This means Google Meet is an approved video communication product to use for health care providers. 

Secure File Sharing Outside of Google

To securely share files with confidential data to a recipient outside of our Bethel Google environment (@bethel.edu), use our secure file transfer tool available at secure-files.bethel.edu


 Secure Files

Summary

Secure File Sharing is Bethel's best tool to share sensitive data, such as personally identifiable information, with outside parties. This tool should substitute email as a means of securely transferring information. Any Bethel member can access Secure File Sharing with their credentials. A history of shared documents is kept within the application. Access to these documents can be terminated at any time.

Sharing information

  1.  Log in at secure-files.bethel.edu
  2. Choose Send Files in the top left corner.
  3. There are many things to do on the next screen: type in the recipients, set a password, set access link expiration, and update the share information. Click Next when done.
  4. Link the documents by selecting browse. Click Upload when done.
  5. An email should be sent to the recipients with all the information. As a follow up, it may be beneficial to provide a link to the information. This can be found on the last screen. It is not advised to share the password and the URL via email as anyone with the URL and password can access the documents.


Argos

Argos is used by many staff, faculty, and student workers on campus. Using Argos off-campus is very similar but not identical to being on campus. Using the Argos Web Viewer (accessed via https://argos.bethel.edu) is an identical process. If you use the Argos Desktop App pinned to your taskbar, you will need to sign in to Bethel's VPN before being able to reach the authentication server to log in to the Desktop App.