Staff/Admin FAQs

Updated Feb 19, 2021

The resources and FAQs below will help you transition to working remotely. If you need more help, contact I.T. Service Desk at (208) 496-1411 or through the Live Chat bubble.


What tools exist for synchronous video conferencing and screen sharing?

Zoom is the official BYU-Idaho tool for video conferencing and screen sharing. BYU-Idaho is licensed for an unlimited number of Zoom meetings with up to 100 participants. Zoom is deployed on a cloud infrastructure with an architecture that should scale well. However, video chat can consume a high amount of bandwidth, and this event is unprecedented in the world. We remain cautiously optimistic about Zoom and will be working with the vendor to monitor its load and capacity.

For zoom training, contact the I.T. Service Desk at (208) 496-1411 or through the Live Chat bubble. You can also contact the Faculty Technology Center (FTC).

To learn how to add a Zoom meeting to any Outlook Calendar event, see the Zoom for Outlook article.


How much bandwidth is required for Zoom?

Zoom has certain bandwidth requirements for audio and video calls. See the article System Requirements for PC, Mac, and Linux.


What if I want to record a Zoom meeting and post it as a video?

Start a Zoom meeting and choose “Record to the Cloud” from the toolbar. When the meeting is ready to view, it will appear in your Zoom app under the “Recorded” section of the “Meetings” tabs. Open the recording and log in to create a shareable link. Anyone with this link can then view your recording.


What computer should I use if I’m working from home?

The following questions should help you determine the right path forward:

  • Do you require access to resources only available from the campus network (i.e. Jenzabar, iSeries, Network drives, etc.)?
    • If NO – you may use your campus-issued laptop or a personal device to access Canvas, Zoom, Teams, SharePoint, etc.
      • If you do not have access to a campus-issued laptop or a personal device, call the I.T. Service desk at (208) 496-1411 to request a device.
    • If YES – proceed to next question.
  • Do you have a campus provided laptop?
    • If YES – You may take it home. Submit a VPN request at the following link: VPN Request.
    • If NO – call the I.T. Service desk at (208) 496-1411 to request a loaner device, as well as to request VPN access.
  • For instructions on how to access the VPN after getting approval, visit the article Connecting Employee Computers to Campus Through a Virtual Private Network for step by step instructions.
  • If you require VPN access to the campus network and no other resources are available, you may be permitted to take your iMac or Desktop device home (with the approval of your direct supervisor).

What data can I store or access on personal devices?

As an employee at BYU-Idaho, you can save files to Microsoft OneDrive, SharePoint, and Teams. It is recommended you save all your work to one of these products. Doing so will automatically back up your files and allow you to share them with others. You should never store any sensitive BYU-Idaho data or files on your personal device. As a side note, saving personal files to these platforms is not supported by the I.T. department.

See the links below for additional resources on how to use these products. 

Using OneDrive 

Overview of Microsoft Teams 

Get Started with SharePoint


Can I take monitors or other equipment homes with me?

With your direct supervisor’s approval, you can take your monitor, keyboard, mouse, and/or docking station home with your campus-issued laptop.


What if I need a web camera?

If you require a web camera for working from home, you should work with your department to acquire one through approved purchasing methods (i.e. Amazon).


How can I access on-campus systems (Jenzabar, iSeries, etc.) from home?

Certain applications are protected via campus firewalls and are only accessible on -campus. A virtual private network (VPN) connection is required to access these from off campus. You can request VPN access by submitting a request at VPN Request or by calling the I.T. Service Desk at (208) 496-1411 or through the Live Chat bubble.


The BYU-Idaho VPN is provided by redundant appliances with a theoretical capacity of 5000 users. Cisco has indicated they will temporarily provide additional free licenses as needed. While the system should scale to many more users, only those who need access to on-campus systems should request VPN access.


What if I’m working from home and I need to use my desk phone?

You may forward your desk phone to a home phone or cell phone by pressing the “Forward all” button on your desk phone and entering the number you wish to forward calls to.

 

You may also use the Cisco Jabber application to use your laptop or other device like you would your desk phone. You can learn how to setup Cisco Jabber on your device by visiting the Setting Up Jabber article.

 

Cisco Jabber can turn any computer or cell phone into a BYU-Idaho softphone and is available for up to 1500 concurrent users. To request this capability, contact the I.T. Service Desk at (208) 496-1411 or through the Live Chat bubble.


What is G Suite?

G Suite is a set of online productivity tools provided by Google. You can use G Suite for Education as an additional option to collaborate and share documents and files, and connect with others at BYU-Idaho through messaging and video conferencing. As an employee or student, you have access to use Google apps such Drive, Docs, Sheets, Slides, Hangouts, and Forms. Keep in mind that the official applications used by BYU-Idaho for email and calendaring is Microsoft Outlook. The official learning management system is Canvas. Therefore, Google’s Gmail and Calendar are not available.

See the following link to learn more about G Suite for Education.


Where do I get help with G Suite?

To learn how to log in to G Suite with your BYU-Idaho account, visit the G Suite Login Process article for a step by step guide. If you are not able to log in, contact the I.T. Service Desk at (208) 496-1411 or through the Live Chat bubble for assistance.

G Suite products are not administered or supported by the Information Technology department. To find answers to questions about G Suite products and to get support, visit G Suit for Education.


Can BYU-Idaho expand network services to provide service off-campus?

BYU-Idaho is not equipped to provide Internet or network services to students or employees off-campus. Because the facilitation of remote learning is considered an essential function despite the Idaho stay-at-home order, faculty with unreliable connectivity at home may continue to operate from their campus offices as appropriate.


Contact Us

If you need more help, contact the I.T. Service Desk at (208) 496-1411 or through the Live Chat bubble.


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