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Summary

The purpose of this article is to provide a full, detailed repository of technology information to allow the University to continue to function in a remote environment. This collection will contain the different tools and resources that the Bethel community will need to utilize to make the remote environment work. 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. 

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 ed-tech@bethel.edu. 

Lectures, Classroom Discussions and Face-to-Face remote alternatives

Software and Computer Remote Access

Remote Classes and Meetings

Google has created a temporary information hub in response to the COVID-19 crisis. Teach from Home has good information on setting up home video calling, starting a video with a class, live-streaming lessons as well as way to use Google applications for more asynchronous environments and how to make lessons accessible to all. 

Lectures, Classroom Discussions and Face-to-Face remote alternatives

The recommended solutions to facilitate remote synchronous lectures, in-person meetings, or other group chats are Google Hangouts (chat rooms) and Google Hangouts Meet (web conferences).

As of 3/25, Hangout Video use is up 455%, with 1,861 meetings being held in the last 7 days. 


 Chat vs Meet

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 Meet, is Google's teleconferencing solution similar to Facetime or Skype. Google Meet is hosted in a meeting room. Meetings can be stared via Google Chat, Google Calendar, or by going to meet.google.com

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




 Google Meet Instructions

Summary

Google Meet is an incredible tool for teleconferencing solutions. It allows up to 100 simultaneous participants in a meeting. This article will provide some best practices for using Google Meet effectively.

Details

Basic Requirements 

Google Meet does have some basic requirements that need to be met. 

  • Internet connection with download and upload speeds of 3.2 MB/s - visit fast.com for a speed test if you are unsure
    • Access to Google Meet meetings can be done via phone call as well - an internet connection would not be needed in this case
  • Audio input/output - most computers have a built-in microphone and speakers
  • Video input/output - most computers have a built-in webcam
    • Access to Google Meet meetings can be done via phone call as well
  • A host needs to set up the meeting through Google Calendar, Google Chat, or Google Meet. 
    • Google Calendar is a great tool for recurring meetings as access to the Google Meet meeting is clearly given
      • The URL for a recurring meeting does not change and can be shared
    • A one-time URL can also be shared once the meeting is created
Best Practices

Because each participant is allowed to talk at once and microphones pick up background noise, it is best if all participants mute themselves immediately upon entering a meeting. For teleconferenced lectures, a live stream will better suit the environment. Live streams only allow the host to speak and all other participants can only watch. This prevents disruptions during the lecture. To set up a live stream, view the Google Calendar Integration page. 

Audio and video quality work best if Google Meet is the only application running on everyone's computer. 

If a meeting occurs with multiple people in the same space, it's best if only one person connects to the meeting from that space to avoid audio feedback. 

Key Features

Record Meetings:

Google Meet meetings can be recorded as of March 11th, 2020 and until June 1, 2020. Google has granted special permissions to GSuite for Education users that allow for recorded sessions in response to the COVID-19 epidemic.

By selecting the three dots in the bottom right-hand corner, the option to record the meeting appears. A lecture could be recorded in this manner and then posted for later playback.

Screen Sharing:

Google Meet meetings can also use screen sharing. By selecting "Present now" in the bottom right-hand corner, the option to present your entire screen or a specific application appears. If "A window" is selected, the option to pick which application is given. This can be useful for lectures to show a powerpoint or for a meeting to show a specific spreadsheet or graphic. To end screen sharing, select "Present now" and "Stop Presenting". Anyone in the meeting can share their screen. Faculty and students can use this feature to show powerpoint presentations.

Please note: when joining a meeting, do not click Present at the Ready to Join? screen. You can set up screen presentation once inside the meeting. Clicking Present has lead to some audio issues. 


 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. 



Software and Computer Remote Access 

Some software applications aren't available for installation on personal computers, but are available on certain Bethel lab computers or laptop carts.  If your course would normally use such software on a laptop cart, see Laptop Cart Remote Alternatives below.  If your course would normally use one of the computer labs, see Computer Lab Remote Alternatives below.  Both solutions utilize Microsoft Remote Desktop to access either a lab computer or a Windows server from an off-site computer.  Check the following software list to see which alternative should be used for a specific application.

 Remote Software List

If the application you're looking for is available both ways, follow the guidance above for laptop cart vs. computer lab remote alternatives.  Remote access to individual lab computers should be limited to only those courses that have scheduled mods in those rooms, at the times scheduled.


Remote Access Method
SoftwareIndividual Computers1Windows Server
ArcGISXX
ArenaX
AudacityX
Certiport Console 8 > CompassX
Data Analysis Add-In ExcelX
DataStudio
X

Delta


X
GMetrixXX
JMP ProX
LabTutorX
MATLABX
OceanView
X
Pasco Capstone
X
Power BI DesktopX

PVC PerkinElmer


X
Safe Exam BrowserX
Spartan Student
X
SpectraSuite
X
SPSS Statistics 26XX
TableauX
ThonnyX
Wolfram MathematicaX

1. Contact ITS for the list of computers to use for your scheduled lab times.

Computer Lab Remote Alternatives 

Facilitating remote synchronous labs is more challenging. Courses using University computer labs may continue to support that learning environment by taking some advanced measures. It's important to note that lab instruction needs to be held in its originally scheduled mod as other courses may be using labs at other times as well. Labs should not be rescheduled to other times. 

  • Students 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 personal devices will still need to be configured. 
    • A VPN connection is required before students or faculty can remotely connect to a lab computer. 
  • Faculty can receive a list of computers in each lab from ITS, which can be used to assign students to individual lab computers. 
    • Students should each be assigned a computer for their use during every lab session.
    • Given that assignment, students and faculty can follow the below instructions to remote into that lab computer using a Remote Desktop Protocol (RDP) application according to their personal or employee device. 
  • Below are instructions for our VPN application and using RDP Applications.
  • Students needing access to open lab computers outside of their normally scheduled class times should use the Windows server option described under Laptop Cart Remote Alternatives below, rather than remotely accessing individual computer lab workstations.

Laptop Cart Remote Alternatives 

Courses using University computer laptop carts may continue to access that software by connecting to our RDSH server. It's important to note that laptop cart instruction needs to be held in its originally scheduled mod as other courses may be using that software at other times as well.  

  • 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. 
  • The RDSH server is reserved for use by departments that normally use physical laptop carts such as Biology, Chemistry, Physics, and Psychology. 
  • Follow the steps below to configure the Remote Desktop application for your operating system.  
  • In the computer name box enter dwp-rd5h.its.bethel.edu to connect. 
  •  Examples

    For Windows:


    For MacOS:

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 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, followed by .bu.ac.bethel.edu. The name format is pcXXXXX where the X's are the Bethel inventory tag number.  Example: pc12345.bu.ac.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, followed by .bu.ac.bethel.edu. The name format is pcXXXXX where the X's are the Bethel inventory tag number.  Example: pc12345.bu.ac.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.

Office Phones

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.