It has been another challenging week in CIS as COVID-19 continues to disrupt our campus operations and our community.  We continue to struggle with vendors who are also overwhelmed and navigating their own remote work and supply chain obstacles.  There have been long hours, early mornings, and late nights for many. 

We're not there yet, but I remain confident in the amazing folks in CIS and ETM.  Over the last two weeks I've seen them pull together, collaborating and innovating in new ways despite being physically separated and often with the kids stuck at home.  We've even checked off a few internal milestones of the /wiki/spaces/DX/overview initiative, though not in the way we would have liked.  

Despite everything we've still found time for community.  Department meetings and one on ones continue by video chat.  The weekly CIS board game lunch is now run in a MS Teams channel using spreadsheets.  Seeing how we've already adapted gives me great confidence in the resilience of the SPU community.  We've got this!

CIS Helpdesk Support Online

The CIS Helpdesk is currently closed to walk-in support.  If you need assistance, please submit a ticket, call 206.281.2982 or email help@spu.edu.  All CIS staff remaining on campus are diligently working on remote teaching and work at home technology.  If you need to pick up a piece of equipment, please call in and schedule a time in advance.

Remote Access to Campus

We know the impact that this is having on your ability to work remotely.  This is CIS's top priority.  Staff continue to work with multiple vendors to deliver a new remote access technology up and running.  This has taken substantially longer than expected as our vendors and their tech support centers are also overwhelmed.  We also apologize for the network disruptions caused but the rapid testing and roll-out. Teams are working on three different vendor solutions concurrently and hope to deliver one of them by Monday.

Instructional Technology

ETM has be conducting and In-Service on remote teaching to help faculty transition to running courses remotely. Contact Educational Technology and Media with any online teaching and learning questions. CIS also partnering with ETM and the Library to research and implement remote instruction and proctoring services.

Academic Labs and Software

Work is being finalized on the remote labs infrastructure.  CIS teams are on track to deliver most key software applications remotely by the start of the term.

Adobe At-Home

Adobe is offering free use of Adobe products for all students, faculty, and staff through May 31.  We are working to confirm access will extend through the end of our spring quarter.  In the meantime, this is now available for installation.

Video Conferencing with Zoom Pro

Zoom Pro licensing has been increased to 800 seats to accommodate all faculty and staff.  Capacity can be expanded further if there is need.

Video Conferencing with MS Teams

Microsoft Teams performance has been improved and it works well for meetings of up to about 10 people.  We've also increased our licensing level allowing phone call in capabilities and other additional features. 

Microsoft Support Articles for Teaching / Meeting Remote

• Getting Started: Get started with Microsoft Teams for remote learning | Shifting to distance learning: A 5-day guide for school leaders  | Use Teams for schoolwork when bandwidth is low
• Educator/Student: Remote teaching and learning with Office 365 | Schedule a Parent-Teacher of Staff Conference Using Office 365 | Use Microsoft Translator to Host a Multilingual Parent-Teacher Conference 
• Training/Tips: Teams EDU Remote Learning Webinars | Microsoft Teams for EDU Quick Start Guide | Remote Learning Wakelet​ | MEC: Getting Started with Online Learning in Office 365 | Microsoft Teams for EDU Scenarios Hi-Ed | MEC: Professional Development OneStop | Remote Learning Webinar Series YouTube playlist | Quick tip videos for Microsoft Education features YouTube playlist

Laptops / Computers

The Technology Support Services team at the CIS HelpDesk have prepared a number of laptops and all-in-one computers if you need a work at home device. Please work with your supervisor to get access to a loaner device and schedule a time to pick it up. If you plan to use personal equipment from home, please review the Working from Home with Personal Devices post. 

Educause COVID-19 Resources

Educause is working to consolidate resources addressing the COVID-19's disruption to institutions of higher education. Educause is a nonprofit association and the largest community of technology, academic, 
industry, and campus leaders advancing higher education through the use of information technology.

This is a challenging time for our community as we grapple with the needs of our students, restructuring pedagogy, and rethinking business process, all while dealing with the impacts on our personal lives and our families. The rapid change to working from home was not something many of us had prepared for and has presented many challenges. Current University work/teach remote technologies were never meant to accommodate the volume of people now using them.

In that context I consider the fact that we are able to conduct business at all under these circumstances a minor miracle. It is only by God’s grace, the foresight of incredible folks He’s placed in CIS and ETM over the years, and their advocating for the adoption of new technologies that SPU is enabled to pivot operations so quickly. I have been amazed to see how so many have pulled together (while practicing social distancing) to find new ways of serving our community and our students in this crisis.

It has been a bit hectic in CIS as we head toward classes resuming in a few weeks.  We are working to scale up existing technologies to accommodate the dramatic increase in demand while rolling out new systems to ensure business continuity. I want to give special thanks to the great folks in CIS and ETM who are making all this possible.  Here is what we're doing in order of priority.

Remote Access to Campus (SPU VPN & Citrix)

The current SPU VPN, which allows access to the campus network remotely, does not scale beyond 50-60 people. This platform has started failing and cutting off access to department file shares and some campus applications as more faculty and staff have moved to remote work. Our Citrix license is limited to 20 concurrent users. 

Recommendation: When you don't need access to department file shares or on campus systems like Raiser's Edge, please disconnect from the VPN to allow others access to resources.

Action Plan: We’re rapidly testing and rolling out a completely new technology to replace the SPU VPN that does not have the same limitations.  The rapid roll-out with little time to test or wait for off hours is what caused the network outages yesterday. The fantastic staff in CIS are making great progress and hope to have this completed early next week.

Academic Labs

Classroom instruction for many programs requires the use of nearly eighty software applications that are currently only accessible by students in on-campus computer labs. CIS is working with Amazon to recreate the lab environment in the cloud, allowing students to access these tools critical to the learning experience from any internet-enabled device, anywhere in the world.

Video Conferencing (Zoom Pro / MS Teams)

Zoom Pro video conferencing will be the primary method for delivering live classes online. We managed to increase our license from 200 seats up to 450 a few weeks ago.  We’re currently working on a new contract with Zoom to scale up to 800 seats, allowing access to all key faculty and staff.  We are also working on procuring several HIPAA-compliant Zoom licenses to allow remote health consults and counseling sessions.

For Microsoft Teams video calling: we've worked directly with Microsoft to resolve a majority of the connectivity and slowness issues. Make sure to disconnect from the SPU VPN while using Teams video chat.

Laptops / Computers

Several faculty and staff do not have laptops or computers to work from home. The Technology Support Services team at the CIS HelpDesk has prepared a number of laptops and all-in-one computers to help. Please work with your supervisor to get access to a loaner device. If you plan to use personal equipment from home, please review the Working from Home with Personal Devices post. 

Call Centers and Phones

The CIS Helpdesk is piloting a cloud-based call center to run our tech support call center remotely. Please reach out to the CIS Helpdesk if there are call center needs in your areas as well.  This is a short term solution to get us through the next few months.  Long term, CIS is working to pivot away from our ancient campus phone system to a cloud-based platform. 

For individual phones, all voicemail is forwarded to the recipients SPU email, unless they opted out. CIS can setup a Voicemail call forward to your home phone or cell phone after your out of office message (“This is …. Press 0 to be forwarded to my cell phone”).

As many of us are working from home for the first time we're encountering the frictional costs that come with any change that interrupts normalcy.  There are a few good articles with tips on working from home as well as some podcasts focused on working and managing people remotely.

• 8 Tips To Make Working From Home Work For You, NPR
• 7 Essential Tips for Working From Home During the Coronavirus Pandemic, The Muse
• Staying Productive While Working Remotely with Microsoft Teams
• Lessons Learned from Microsoft About Working Remotely

Podcasts

Podcasts from Manager Tools about managing and working remotely

For Everyone

• Distant Manager Basics, For Directs (Part 2)
  Guidance on how to work with a remotely located manager, which addresses problems related to working from home and managing remote employees.
• Working Remotely - Get Results
  guidance on getting results when working remotely, which addresses problems related to working from home and managing remote employees.
• Working Remotely - Contribution To The Team
  guidance on contributing to the team when working remotely, which addresses problems related to working from home and managing remote employees.

For Managers

• Managing During a Pandemic - The COVID-19 Cast (Part 2)
  Guidance on managing during a pandemic, such as COVID-19 (Coronavirus), or a similar international crisis.
• Phone One on Ones
  Guidance on phone One on Ones, which addresses problems related to working from home and managing remote employees.
• Distant Manager Basics (Part 2)
  Guidance on managing distant team members, which addresses problems related to working from home and managing remote employees.

Remote Support

If you run into any technical issues while working remotely, don't fret. CIS is still available for remote support; our phone lines are still open at (206) 281-2982.

During this time there may be a need to work from home using a personal laptop or home computer. The following are guidelines on how to securely and legally use a personal device for your SPU work in order to minimize risk to the University. Review the Use of Personal / Un-Managed Devices for Work policy for details.

Using Web Applications 

Using web applications such as Canvas, Banner, Slate, Webmail, or Office365 poses very little risk from a personal device.  

Downloading Files / Storing Sensitive Data 

If you download reports or store files that include sensitive data such as Student ID numbers, you must take proper precautions to remain compliant with data security and privacy regulations.  See the Regulated Data Chart for information on the systems we have contractual protections for, and review the applicable Data Laws and Regulations that govern the information you are working with.  

DropBox / Google Drive / etc.  

While convenient, it is unlawful to store regulated data (such as FERPA) on personal cloud storage platforms.  The University provides OneDrive for Business for this purpose. See the Regulated Data Chart for details on which types of regulated data are contractually protected in OneDrive for Business.

Device Security

It is important to keep your device secure, particularly if you are working from a shared home computer.  Remember to log off of SPU resources or lock devices when you are not present.  Review the Use of Personal / Un-Managed Devices for Work policy for details.

As we move to remote learning, you may not have internet services while you are off campus.  Comcast is currently offering some free internet connectivity.

Who offers home internet service for low-income residents in Seattle?

These companies offer low-cost, high-speed Internet in Seattle, all for around $10 a month. With help from these programs, you can check your email, do your homework, search for jobs, pay your bills, watch short video clips, download music, and much more. You can also purchase laptops, desktop computers and tablets starting at $109, and qualify for a discounted smart phone plan as well. 

This information is also available in Amharic, Chinese, Oromo, Somali, Spanish and Vietnamese. 

See below for contact and general information for each of these offerings. 

For more information, please contact Brenda Tate at (206) 386-1989 or by email at brenda.tate@seattle.gov.

Comcast - Internet Essentials Program
(855) 846-8376

• $9.95/month unlimited internet (download speeds up to 15Mbps) + tax. No credit checks, contracts or equipment rental fees.  Must live in an area where Comcast is available.
• Free installation and in-home Wi-Fi. Access to 40 1-hour sessions of XFINITY Wi-Fi hotspots outside the home every 30 days.
• Four programs offered in Seattle:
  • Traditional family program: Must have a child who qualifies for the free or reduced school lunch program or attending a school that has over 40% of students on free/reduced lunch program. See list of schools here.
  • Seniors: Must be 62+ and low income.
  • Public housing residents: Must be receiving HUD housing assistance.
  • Veterans: Must be a verified veteran and receive state or federal assistance.
• Refurbished laptops available for purchase (includes Microsoft Office, Norton Security Suite and 90-day warranty) for $149.99 + tax.
• No Comcast Internet service for past 90 days or recent unpaid Comcast bills (under a year old).

Wave - Simply Internet by Wave
(206) 386-1989

• Seattle residents: Please use these forms to apply for Wave's Simply Internet program. *Please follow the special instructions on the forms for submitting your application.

• $9.95/month unlimited internet (for speeds up to 10Mbps) + tax. No credit checks, contracts or equipment rental fees. Must live in an area where Wave is available.
• Free installation and in-home Wi-Fi
• Eligibility includes:
  • Anyone who qualifies for the Seattle Utilities Discount Program; or
  • Qualifies for low-income subsidized housing; or
  • Has a child who qualifies for the free or reduced school lunch program.

InterConnection

(206) 633-1517, visit their store at: 3415 Stone Way N, Seattle, 98103, or their online store at connectall.org.

• Create an account at connectall.org
• $11.95 per month internet through the Sprint 4G LTE Internet network through Mobile Citizen.
• Purchase a hotspot device for $99 (plus tax and shipping)
• Unlimited 4G LTE data; no throttling or overage charges
• Can be used wherever there is Sprint 4G LTE service.
• Refurbished laptops starting at $109, with a range of software (Windows 7 Pro, Microsoft Office Home & Business 2010, Microsoft Security Essentials, and a 1-year warranty)
• Desktops, flat screens, tablets and high-end laptops are also available
• DSHS recipient or income below 80% Area Median. See income limits here
• They have a store in Seattle offering products and assistance

Faculty and staff can prepare for the possibility of disruptions to class, research and campus operations due to Coronavirus Disease 2019 (COVID-19) by becoming familiar with the technology tools that make it possible to work, study and teach when you can’t get to campus. Most campus resources (such as /wiki/spaces/CIS/pages/36143484, Slate, WebMail, and Banner) are already available online from any location.   

This guide highlights many tools that can help you teach, learn, and work remotely.

Remote Teaching and Learning

This technology toolkit can help instructors prepare for a possible disruption to classes with recommendations on what to do in advance, how to conduct classes remotely and how to organize your course materials and communicate with students. 

ETM will be offering workshops and advice next week to help faculty transition to running courses remotely. Contact  Educational Technology and Media with any online teaching and learning questions.

Canvas

Canvas  can be used for online quizzes, homework submission, asynchronous discussion boards, grade books, document sharing and more.

SPU Zoom PRO Videoconferencing

• Zoom Pro Licensing: SPU currently has 450 Zoom Pro licenses that are intended for academic instruction.  Other business needs should use Microsoft teams or Zoom Basic.
• Online classes, webinars, lectures:  Host live web broadcasts to students or colleagues worldwide and record to the cloud or computer. SPU Zoom Pro provides meetings of unlimited time duration for up to 300 participants.
• Office hours, study groups:  Share screens, give PowerPoint presentations or have real-time video conversations for office hours, study groups or collaboration.
• Mobile Zoom:  Use the Zoom app for iPhone, iPad, or Android for chat and video conference on the go .
• FERPA/PII:  SPU Zoom Pro  is compliant with Family Educational Rights and Privacy Act (FERPA), a federal law that protects the privacy of student educational records. See the Regulated Data Chart.
• Learn how to use it:  Educational Technology and Media (ETM) provides additional instructions for faculty teaching with Zoom. 

Panopto Lecture Capture

Panopto allows users to easily record their screen and/or self and additional camera inputs on their computer then upload and stream the content from an online location. See  Educational Technology and Media's training materials on Panopto for more details.

Meet virtually with video, voice, and chat

Web-based video conferencing and online chat platforms are available for you to connect with your students and colleagues.

Microsoft Teams

• Online Meetings and Collaboration: Part of the  Office 365,  MS Teams offers chat-based workspace for real-time collaboration, communication, meetings, file and app sharing.
• Mobile MS Teams:  Use the mobile MS Teams app for iPhone, iPad, or Android for chat and video conference on the go .
• FERPA/PII:  MS Teams is compliant with Family Educational Rights and Privacy Act (FERPA), a federal law that protects the privacy of student educational records. See the Regulated Data Chart.

Zoom Basic Videoconferencing 

• Meetings, collaboration:  Share screens, give PowerPoint presentations or have real-time video conversations for office hours, study groups or collaboration.
• Limitations: Zoom Basic is limited to 40 minute sessions with up to 100 attendees.
• Phone conference line:  Use the phone conference line — included with your Zoom account — so participants can join meetings by phone.
• Mobile Zoom:  Use the Zoom app for iPhone, iPad, or Android for chat and video conference on the go .
• FERPA/PII:  SPU Zoom Basic  is NOT compliant with Family Educational Rights and Privacy Act (FERPA) or other data privacy standards.

Connect remotely to your files, computer or other resources

If you are working from home, you should use the SPU VPN to connect to your files and resources remotely.  Remote Desktop tools can be used to connect to campus resources from a personal device securely.

Citrix Remote Desktop

Remote Desktop access allows you to access your work computer from a personal computer off campus. Your computer software and files are all available.  Current licensing limits restricts this service to 20 concurrent users.

Remotely access files and resources (VPN)

From your SPU managed laptop, click the  icon on the bottom right corner of your screen and select the SPU VPN.  Click Connect in the popup window.  Once connected, you'll be able to access file shares and other campus resources.  

Store your files online to easily access them remotely

Keep your files in the cloud with Onedrive for Business so that you can access them from remote locations with an internet connection. You have 1TB of storage available to you.  See the Regulated Data Chart for what types of information is safe to store in your Onedrive for Business account.

Collaborate with others using online productivity platforms

Collaboration platforms empower you to work with peers from different locations, and since your work is stored in the cloud you can access it from anywhere with an internet connection.

• Office 365  applications are web-based, support collaborative editing, and are accessible via the internet. They offer online word processing, spreadsheets, presentations, storage and more.