COVID-19 Remote Working Guidelines For Employees

At a minimum, employees need a computer, internet, and phone access. In general, employees are strongly urged to use a College owned computer, laptop, tablet, or other device when working remotely whenever possible. If the only option is to use a personally owned computer, laptop, or other device, the employee is still responsible for following all College practices and policies to maintain security on their device. Speak to your internet/cell provider about your plan(s) to ensure that you will not experience any overage fees. The College does not cover the cost of home internet and phone and does not insure personal technology.

Most of the College’s tools are cloud-based and accessible using a web-browser, software installed on a computer, or an app downloaded on a mobile device.

However, access to Banner and files stored on G, H & P drives require a Virtual Private Network connection (VPN) that provides dedicated access that is encrypted. VPN set-up and use instructions are available at http://sjcblogs.sanjac.edu/its/virtual-private-network-vpn/

Many tools are available, and employees are encouraged to use those endorsed by ITS. Visit the ITS support page for further information including as how to get started, cheat sheets, and tutorials.

Most San Jacinto College employees are provided with a voicemail box that can be used to send and retrieve messages from callers.

Tool Description How To Access Support
Voicemail Most San Jacinto College employees are provided with a voicemail box that can be used to send and retrieve messages from callers. Dial 281-998-6198 and follow the prompts to access your mailbox.

Telephone Services Forwarding Voicemail

Messages to Email

Password Self-Service College employees can change or reset their network password online. Web browser How to: Change or Reset Your Password
Email Office 365 is the College’s cloud-based email and calendaring service. Features include: Email Web browser, mobile device app, software installed on computer

Support information for College email

How to: Access Your Office 355 Email

Chat, file sharing Teams is the College’s cloud-based chat and file sharing tool for employee team collaboration for administrative purposes. NOTE: All instructional work and sharing between faculty and students should take place in the Blackboard coursesite or using designated instructional tools. Web browser, mobile device app, software installed on computer. Microsoft Teams Video Training
Virtual meetings Zoom is a reliable and popular video, audio, and web conferencing tool for administrative purposes used by many institutions and companies and is useful when including participants from outside the College. NOTE: Instructional meetings with students should use Blackboard Collaborate within the Blackboard coursesite. This is necessary to support FERPA requirements for course interactions. Web browser, mobile device app, software installed on computer.

A Zoom account is available to SJC Employees. To get started, simply visit sanjac.zoom.us and log in with your SJC Office 365 Email credentials.

Video 1 - How to Join a Zoom Meeting https://web.microsoftstream.com/video/02b9709d-4a5e-46c7-aa8d-a862e03fb3e2

Video 2 - How to Host a Zoom Meeting https://web.microsoftstream.com/video/29876f62-6420-456b-ae45-dd9eba12fa06

Virtual meetings Skype for Business (Teams) is useful when you are securely collaborating with other College employees using Microsoft Teams for administrative purposes. NOTE: Instructional meetings with students should use Blackboard Collaborate within the Blackboard coursesite. This is necessary to support FERPA requirements for course interactions. Mobile device app, software installed on computer. How-to documentation and videos for Skype for Business.
Virtual classroom Blackboard Collaborate should be used to conduct classroom activities using tools such as audio/video conferencing, whiteboard, desktop sharing, and chat. Faculty are also able to record sessions to be saved in the Blackboard coursesite for future access by students or to review lectures. Available in Blackboard under the Course Tools section of the Control Panel. Further information available at Instructional Innovation & Support
Virtual desktops Virtual desktops can be accessed from any location. They provide users with full access to a desktop and software applications from any location with internet access. Software installed on computer. For more information, please contact the ITS Help Desk at TechSupport@sjcd.edu

 

Arranging, Facilitating, & Participating in Meetings

Fully remote meetings tend to be easier to manage than blended on-site and virtual meetings.  Consider which approach makes the most sense when designing a meeting. Some best practice considerations include:

  • Add a Zoom option to all meetings proactively.  
  • Add a secondary host that can start the meeting in the event the host is running late or their availability has changed. 
  • Log in early and test your audio/video settings. 
  • Use your webcam if appropriate to increase interpersonal communication and support those who rely on lipreading. If you expect distractions, limit your use of video. 
  • Use mute to reduce background noise when you are not speaking.  The host(s) can also mute participants.  
  • For meetings where participation is essential, consider using the “raise hand” feature to help determine who will speak when. It can be difficult even with video to tell when someone is about to finish speaking or is waiting to speak.

When using video, be thoughtful about where you are participating from and the setup.  For instance, what individuals can see behind you, what noises might they hear from household members and pets, the lighting, etc.  If your background isn’t something you want people to see, you can use Zoom’s feature to choose a standard photo to use as your background instead.

The College has set up a webpage dedicated to instructional support for COVID-19. Faculty may access this link at www.sanjac.edu/instructional-continuity.

Blackboard Collaborate Ultra is the College’s adopted instructional video conferencing tool. This tool is integrated into the Blackboard system, allows class sessions to be recorded and available for students at a later date, and avoids potential FERPA or security issues that could arise from using an external software. The Collaborate tool also allows students to dial into a call with a telephone, no computer required, if they do not have access to a computer, and works with the Blackboard Mobile App. Keeping all students using tools within the Blackboard Learning Management System helps ensure students are able to access the course materials needed from a single, mobile-friendly location.

 

Support for Blackboard Collaborate Ultra is available from the following sources:

 

Zoom Web Conferencing

The Zoom web conferencing tool can be used for administrative uses such as meetings with other faculty or department / division meetings. The Zoom web conferencing tool is supported by the SJC ITS department. More details can be found at http://sjcblogs.sanjac.edu/its/san-jac-its-audioweb-conferencing-options/#CS3 or by contacting TechSupport@sjcd.edu

 

View the videos below from Norberto Valladares (IT Customer Care) to learn more.

 

Video 1 - How to Join a Zoom Meeting

 

Video 2 - How to Host a Zoom Meeting

 

For those interested in mastering Zoom, Cornerstone/LinkedIn Learning has a general 45 minute course on Learning Zoom.

Cornerstone Learning provides on-demand resources for your training and professional development needs. The learner home page contains curated carousels on working remotely, leading remote teams, and some recommended technology tools. Please check Cornerstone on a regular basis to access the latest required training and other curated content.

To help you find and explore LinkedIn Learning content, you can view our infographic and/or the corresponding video.