Due to COVID-19 and the restrictions on campus access, many of our staff and faculty are for the first time working remotely. In order to try and help everyone navigate the technology that makes it possible to work remotely, we have created the below guide. This information is a work in progress and will continue to grow as more technology and training become available. As always, if you have any issues using the technology needed to provide our students with the best service possible, please reach out to us in the IT department. Our contact information is available here on the portal, which you can find here: https://my.yccc.edu/ICS/Campus_Services/Technical_Support/

Email
As an employee of YCCC you have access to our outlook web access service, which is a browser-based email client. You can access this from any device that has a web browser and internet access by opening your web browser of choice and going here. You will log in using your YCCC username and password. Once you do, you will have access to all your email items, as well as your calendar and meeting scheduling tools.

Phones
While it is possible to forward any campus phone to any alternative phone number, doing so will increase the call traffic to your personal device, as well as make its number known to anyone who calls you. Because of this, the MCCS system has outfitted YCCC with a limited number of soft phone licenses (software-based virtual phones) which you can use to receive and make external calls (these do not work for calling our internal numbers).

When using the Avaya soft phone, please remember that you must dial 8 to get an outside line, just like if you were using your desk phone.

Video Meetings using Zoom
In order to practice proper social distancing, YCCC has sent out invites to all staff and faculty for free Zoom accounts. Zoom is a video conferencing software that can be used for remote meetings and lectures with both audio and video. We also have a limited number of pro accounts, since the free license limits meetings to 40 minutes a session. If you think you will need a pro account, please put the request in through your Department Chair or Dean.

Below is a helpful link on learning how to use Zoom.

Zoom Training Videos:
https://support.zoom.us/hc/en-us/articles/206618765-Zoom-Video-Tutorials

Remote Access to Files using OneDrive
While VPN users will have access to their network shares like they were on campus, this may not be the best method of sharing and collaborating on files while working remotely. An alternative for this is Microsoft’s OneDrive service, which all staff, faculty, and students have access to with up to 1 TB of cloud storage. OneDrive is a secure way to share file access when used properly, you can see below for a link to a document on how to share files with OneDrive securely, and if you have any privacy concerns there is also a link to Microsoft’s Privacy information. Please also carefully read the below section on data security.

OneDrive instructions:
https://my.yccc.edu/ICS/icsfs/OneDrive_HowTo.pdf?target=f6694503-770a-4bd8-a1f5-3b59630e6004

OneDrive Privacy Information:
https://www.microsoft.com/en-us/trust-center/privacy

Remote Access to College Software
For those who require access to YCCC’s enterprise class software like Jenzabar EX, we have deployed several laptop’s and surfaces that have our new FortiClient VPN client installed. When connected to this VPN your work laptop will have access to anything in our campus network, including your work PC and software through Remote Desktop. Again, please see the below section on data security.

Here are some instructions on how to use the FortiClient VPN:
https://my.yccc.edu/ICS/icsfs/Using_the_FortiClient_VPN.pdf?target=f9447f53-d0b8-4c23-bc5c-8890cda39879

Data Security
When restricted, confidential or Personally Identifiable Information leaves the campus, the risks of a data breach increase greatly, so it’s critical that we adhere to all relevant data security policies and best practices:

• Do not take paper documents containing restricted, confidential or Personally Identifiable Information (PII) off campus
• Do not copy files containing restricted, confidential or Personally Identifiable Information to a portable drive
• Observe all guidelines and restrictions outlined in our Data management policy (attached to this note

Below is a well worded statement from Kevin Casey, the Dean of Technology and Chief Security Officer of KVCC addressing his colleagues that I wanted to share with you.

When things get hectic and we’re scrambling to serve our students and get things done, it’s easy to feel the need to “do what we need to do”—sometimes at the expense of things like data security. So it’s precisely at these times when we need to take a breath and make sure that we’re not only being effective and efficient, but that we’re also being mindful of the core technology use principles and guidelines that ensure a secure data and computing landscape for our students and the rest of the MCCS community.