Employee IT Handbook

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1 Employee IT Handbook Manual for Accessing and Using BCC IT Resources Office of Information Technology OFFICE OF INFORMATION TECHNOLOGY January 16

2 Table of Contents Overview of front panel... 3 Interoffice Calls/Campus Calls (between Campus Branches)... 4 Create Password and Access Voic s... 4 Setting up Voic Message... 5 Transferring & Conference Calls... 5 Logon to your desktop... 7 NETID Password Management... 7 Change your password... 7 Reset your password:... 8 Backing-up your files... 8 Accessing you networked H: drive... 8 Saving to the networked H: drive... 9 Accessing Network Shared Drives... 9 Administrative Applications... 9 Outlook Client... 9 Outlook Web Access from Offie 365 Portal Microsoft Office Colleague Web-Based Services BrookdaleShare (SharePoint Intranet) WebAdvisor (Academic and HR resources) SNOW (IT Support Services) IT Help Desk Support Services Call Center LMS Canvas Network Services Wireless Access Configuring Mobile Devices for OIT Training Opportunities

3 OFFICE OF INFORMATION TECHNOLOGY Welcome to Brookdale Community College. The purpose of this manual is to provide you with valuable information and documentation that will help you use the college s Information Technology Resources effectively. The manual contains information on the following topics: Phone System PC/Laptop access Administrative Applications Web Services and Resources Network Infrastructure and Resources Avaya Phone Interoffice/Campus Outside Calls Setting-up Voic Retrieving Voic Call Log Transferring Calls Conference Calls Forwarding Calls Directory Overview of front panel Refer to the image below of an overview of the Avaya 9650 display panel and function buttons. 3

4 Interoffice Calls/Campus Calls (between Campus Branches) To call another Brookdale extension, simply enter the 4-digit extension. Outside Calls Local Calling To place a local call, dial as follows: Local Calls digits (NOTE: You do not have to wait for a second Dial Tone after dialing 9) Directory Assistance or (Area Code) * Toll Free (Toll Free Number) Long Distance Calling To place a distance call, dial as follows: Domestic & Canada 9-1-Area Code & Number International Country Code, City Code & Number Create Password and Access Voic s 1. To login and create a password a. Dial the Modular Messaging telephone access number b. Press #. c. Enter your Four-Digit Extension. d. Enter your Password. e. Press #. 2. Change Your Password a. Login to Modular Messaging ( ) b. Press 4 and follow the instructions. 3. Accessing voic from your extension a. Press message button on the phone. b. Enter your password. c. Follow the instructions given by the system. 4. Accessing Voic from another phone a. Dial the Modular Messaging telephone access number 2901 or remotely b. Enter desired parties extension. 5. Listening to Messages a. Press 1, 1 to retrieve your voice messages. b. Press 2, 2 to retrieve your over the phone. c. Press 33 to forward to the end of the message. d. Press # to skip. e. Press 9 to save. f. Press 4 to replay. g. Press 5 to play message header. 4

5 h. Press 7 to delete. i. Press 6, 1 to forward the message without a comment. j. Press 6, 2 to forward the message with a comment. k. Press 8, 1 to reply to the message sender. l. Press 8, 2 to reply to all recipients. m. Press 8, 8 to call the message sender. n. Press 8, 9 to hear a list of the message recipients. Setting up Voic Message 1. To create a personal greeting message a. Login to your voic . b. Press 411 to record your personal greeting. c. Follow the instructions given by the system. 2. Create an extended absence greeting a. Login to Modular Messaging ( ). b. Press 412. c. Follow the instructions given by the system. 3. Create a Spoken Name a. Login to Modular Messaging ( ). b. Press 416. c. Follow the instructions given by the system. d. When prompted record your name (see NOTE). NOTE: This name will be played to callers when no personal greeting is recorded when others receive messages from you, and when you retrieve your messages. Phone Log 1. Press Call Log button on the panel. 2. Select a call using either Navigation arrows or line/feature buttons. 3. Press Call to call the selected entry. 4. Press Details to see the complete call details including call duration. Transferring & Conference Calls 5 1. To Transfer a call without Conferencing a. PRESS Transfer (Receive Dial Tone) Dial 3rd Party b. PRESS Complete Hang Up 2. To Transfer a call and Conference the 3rd Party a. PRESS Conf (Receive Dial Tone) Dial third Party. b. When third Party answers, Announce the call, and if the 3rd Party accepts the call PRESS Join. c. Introduce Parties and begin the 3-way call. 3. To add a 4th - 6th party to a 3-Way Conference a. PRESS Add (Receive Dial Tone) Dial next Party.

6 b. When your Party answers, PRESS Join. c. Introduce Parties. Call Forward Call Forward All Calls provides the ability to forward calls to another extension. 1. To Activate using a feature button a. Be sure that your Send All (SendAllCalls) button/feature is not active. b. PRESS Call Forwd (Hear Dial Tone). c. Dial the number to which you wish to forward (Hear Confirmation Tone). d. Hang Up. e. Feature button indicates activation. f. Forwarding is activated. 2. To Cancel using a Call Forwd feature button a. PRESS Call Forwd. b. Feature button indicator will go out. c. Forwarding is canceled. Directory The Directory provides the ability to spell an Avaya telephone system user s name, find the number and, if desired, automatically call the person. 1. Press Directory (press right navigation arrow to access a 2nd level menu item,). 2. Spell the name using the dial pad and entering Last Name first. 3. Special characters (hyphen, period, etc.) are not used in spelling: a. Use Next to scroll through the list of names created from the characters entered or key in more characters of the name. b. Use the (1) button as the comma between the last name and the first name. 4. Press Make Call to automatically call the displayed party. 5. Press Phone (exit) when finished. Additional Documentation For additional in-depth documentation on the full features of the Phone system, please refer to the documentation on the OIT website>services and Support >Telecommunications If you would like to schedule training, please contact Jennifer Carrozzelli, Manager Telecommunications ext or PC/Laptop 6

7 Login to your desktop To login to your PC or Laptop, or to access your desktop you will need to enter your user name and default password at the Windows logon screen. Your user name is your first initial, last name: Ex. John Smith: jsmith Your default password is your first initial (uppercase), last initial (lowercase), and your birthdate ( ) in the two-digit format: Ex. John Smith 09/10/1975: Js IMPORTANT: You are required to change your default password for security reasons. Once you have logged into your machine, you will be prompted to change your default password. NETID Password Management NetID is your user name and password combination that allows access to access to the majority of Brookdale IT applications and services. NETID Password Management is a web based account self-service management tool. You can look up your account information, change your default password, change your current password and reset you your password if you have forgotten your password. Your NetID user name and password will be required for access to your Brookdale issued computer or laptop, SharePoint, , Canvas, WebAdvisor, Library materials and several other Common Sign-On applications and services. Change your password You can access and manage your NETID password from: 1. The MyBrookdale link from the top navigation of the Brookdale website. 2. Select the NetID icon from the QuickLaunch drop down menu. 3. Select the Change Password link. 1. Enter your user name and current password (in this instance it would be the default password) and a new password in the appropriate fields. If you have changed your default password and have forgotten your new password, refer to Reset your password below. NOTE: your password MUST meet the following requirements: 7 a. Must be at LEAST 8 characters in length.

8 b. CANNOT contain any part of your name. c. CANNOT be a password you used in the past. d. MUST meet 3 of the 4 following criteria: UPPERCASE LETTERS Lowercase letters Numbers Special Characters # $ % ^ & ) 2. Click Next. 3. If the password is successfully changed, then the following message is displayed, and an confirmation will be sent to your Brookdale account. Reset your password: Use Reset if you have forgotten your password after you have changed your default password. 1. Select the MyBrookdale link from the top navigation of the Brookdale website. 2. Select the NetID icon from the QuickLaunch drop down menu. 3. Select the link Reset your password. 4. Enter user name and then Next. 5. Enter your last name and social security or your Brookdale 7 digit ID and click Next. 6. If your USER NAME, LAST NAME, and SOCIAL SECURITY NUMBER are found, then you are able to enter a new password as shown below. NOTE: refer to the password requirements above. 7. If the password is reset successfully, you will see a confirmation screen and an confirmation will be sent to your Brookdale account. For in-depth documentation on NETID, refer to the OIT website> Service>NetID & Password Management Backing up your files Backing up your files helps to protect them from being permanently lost or changed in the event of accidental deletion, a worm or virus attack, or a software or hardware failure. Your Brookdale issued desktop/laptop has a network drive H: configured for your use. When you save files and documents to the networked H: drive, they are backed-up nightly. It is recommended that you periodically backup important files and documents to your network share H: drive. Accessing you networked H: drive 1. Click on the Start icon. 8

9 2. Select Computer. 3. In the directory Navigation pane on the left side of the screen, click the networked drive with your name (FirstInitial/LastName) under the Computer icon. 4. The contents of your network drive will appear. Saving to the networked H: drive 5. Click on the Start icon. 6. Select Computer. 7. Locate the file/folders that you want to back up from your local Documents folder. 8. Click to select the file or folder. Shift-click to select multiple files or folders. 9. Right mouse click and select Send to. 10. Select the network drive. 11. A copy of the selected files/folders will be placed on the networked drive. Accessing Network Shared Drives 1. Click on the Start icon. 2. Select Computer. 3. In the directory Navigation pane on the left side of the screen, click the networked drive(s) under the Computer icon. 4. The contents of contents of network drive will appear. NOTE: Not all Brookdale employees have access to shared drives. Administrative Applications Outlook Brookdale Community College uses Outlook to manage and Calendars. You can access Outlook using the desktop application or the Outlook Web Access web based version. 1. Desktop Version: The desktop client version is the preferred method of access; it provides access to the full features of the mail, tasks, contacts, groups, and advanced calendaring features. Your mailbox has a limit of 50GB of storage. 2. Outlook Web Access: The Outlook Web App is used to access calendars, people, tasks, and other mailbox content when access to the Microsoft Outlook desktop application is unavailable (i.e. home or public computer). Outlook Web App (OWA) provides basic services such as , calendars etc. but does not provide access to all features of the Outlook client desktop version. 9

10 Outlook Web Access (OWA) from the Brookdale Website a) Go to the Brookdale website at b) Select the MyBrookdale link from the Quicklaunch drop down menu. c) Select the Office 365 icon. d) Enter your complete address e) You will be redirected to the Brookdale Office 365 Portal login page. f) Enter your NetID. g) Select the Mail icon from the App Launcher (block of smalls squares) tile menu located on the top left side of the portal landing page. You can find documentation on using the Outlook Web Application (OWA) and other Office 365 applications on the Information Technology website >Services & Support>Office 365 and Microsoft Applications and Office 365 Your PC or laptop has the Microsoft Office Professional package installed that includes the following desktop client applications in the suite: Access Excel One NOTE Outlook PowerPoint Publisher Word Office 365 and OneDrive for Business Office 365 is Microsoft s hosted collaboration and productivity suite of applications available to all Brookdale Employees. Office 365 includes access to web and mobile versions of Word, Excel, PowerPoint and OneNote and 10

11 as well as OneDrive, the cloud file storage. Brookdale Employees have 1 TD of cloud storage, OneDrive for Brookdale, that can be used to store and share work related files. You can access your OneDrive for Business account using from the Brookdale Office 365 Portal. a) Go to the Brookdale website at b) Select the MyBrookdale link from the Quicklaunch drop down menu. c) Select the Office 365 icon. d) Enter your complete address e) You will be redirected to the Brookdale Office 365 Portal login page. f) Enter your NetID. g) Select the OneDrive icon from the App Launcher (block of smalls squares) tile menu located on the top left side of the portal landing page. You also have access to your OneDrive for Business account when using any of the Microsoft Office Applications (i.e. Word, Excel, PowerPoint, etc,) installed on your Brookdale issued computer or laptop. From the File Menu, select Save or Save As and you will see OneDrive for Business displayed as OneDrive Brookdale Community College as a location. Saving OneDrive account will allow you to share and access your files from any computer or mobile device with Internet access. 11

12 Colleague Colleague is the Administrative Database application used at Brookdale Community College. Depending upon your role at Brookdale, you may or may not have access to, or need to access Colleague. If your position requires that you use Colleague, you can access the application. 1. Using Internet Explorer, Chrome or Firefox, from the following URL: 2. Or from the shortcut icon on your desktop. Important facts about Colleague 1. Can only be accessed on campus (all campus locations) through a wired connection, (i.e. cannot be accessed from a wireless connection). 2. Silverlight browser plugin must be downloaded and installed in the browser. Colleague will automatically prompt you to install Silverlight if it detects that it is not currently installed as a plugin in your web browser. If you would like to schedule training, please contact Linda Bernabeu, Technical Trainer ext or Web-Based Services 12

13 BrookdaleShare (SharePoint Intranet) BrookdaleShare is an intuitive, organized, searchable, and secure technical infrastructure for sharing internal campus communication and valuable information. All Brookdale Employees have access to BrookdaleShare. 1. To access BrookdaleShare: 2. The MyBrookdale link from the top navigation of the Brookdale website. 3. Select the BrookdaleShare icon from the drop down menu. IMPORTANT: When accessing from a non-issued Brookdale computer off campus, you will be prompted to enter your NetID user name and password. BrookdaleShare provides information, supports collaboration on documents and projects, is a repository for documents and forms, and venues for College-wide communication, including information from Governance and Human Resources. All Brookdale employees have access to the following sites in BrookdaleShare: Home: The landing page when accessing SharePoint contains important announcements, event information as well as FAQS and video tutorials on navigating and finding information within BrookdaleShare. President Office: Information from the President s Office Governance: Information regarding Governance (a unique participatory decision-making body comprise of staff, faculty and students) and all Governance subcommittees. Info & Forms: Is the central site for documents, links, and forms from HR and Finance. The documents on the site are categorized by the department and/or document type. For technical support, please contact Linda Bernabeu, Technical Trainer ext or WebAdvisor (Academic and HR resources) 13

14 WebAdvisor is the web interface of Colleague that allows staff and faculty access to the information contained in the administrative database used by Brookdale Community College. Access to information regarding your Employee Profile, Payroll Information, and Financial Information is found within WebAdvisor. Faculty use WebAdvisor to access courses schedules, course rosters, student monitoring codes, and to enter final grades. To access WebAdvisor: 1. The MyBrookdale link from the top navigation of the Brookdale website. 2. Click on the WebAdvisor icon. 3. Enter your NetID user name and password. 4. Another browser window will open displaying the WebAdvisor main menu. a. For Employee, information select the Employee tab. b. For Faculty, Information select the Faculty tab. SNOW (IT Support Services) 14

15 Brookdale Community College provides an on-line submission for IT service and support requests, as well as direct calls to the Help Desk. To submit a Help Desk support ticket 1. Click the MyBrookdale link located on the top navigation menu from the Brookdale website. 2. Select Help Desk from the QuickLaunch drop down menu. 3. Enter your Brookdale and password (NETID password). 4. From the Self-Service navigation pane on the left side of the screen, click Submit a New Ticket. 5. Enter information in the fields to the best of your knowledge. Be sure to include a description of the service or request. 6. Click Create Request to submit. 7. You will receive an notification confirming your request. 8. For additional documentation on creating a SNOW Ticket, refer to following link: IT Help Desk Support Services Call Center The Brookdale Office of Information Technology's Help Desk is available 24 hours a day, 7 days a week, 365 days a year to respond to any type of technology-related incidents and requests. Call: (732) LMS Canvas 15

16 Canvas is the Learning Management System (LMS). A learning management system is a software application for the administrating and managing on-line courses, e-learning programs, and course content. To access Canvas: 1. Click the MyBrookdale link located on the top navigation menu from any page within the Brookdale website. 2. Select Canvas from the QuickLaunch drop down menu. 3. Enter your NetID user name and password. For additional training on Canvas, please contact the TLC, Norah McCurry, Director Innovation ext or to Network Services Wireless Access Brookdale Community College has Wi-Fi capabilities located on all campuses in all buildings. There are two available connection types: secured and unsecured (for guest use). Staff and faculty should always connect their wireless device to the secure connection; this will allow access to our secured web services such as Outlook Exchange Server. When you open a web browser on your laptop, the following screen will appear, providing access to the secured wireless network (see below): 1. Enter your NetID user name and password. 2. Click Login. 3. Proceed to the desired location through your web browser. NOTE: If you do not see the above login screen when you open your browser you are probably not seeing the secure Brookdale wireless network. You will need to click on the wireless icon located on the lower right side of your taskbar Select the network connection brookdale-cc 2. Wait for the wireless adapter to connect to the router. 3. Re-launch your web browser.

17 4. Enter your NetID user name and password. 5. Click Login. 6. Proceed to the desired location through your web browser. Configuring Mobile Devices for You can configure your mobile device to receive your Brookdale Community College Outlook . Documentation for specific device configurations can be found on the Information Technology website under Service & Support> Office 365 and > (Faculty and Staff) or directly at Mobile Device Configuration You can configure your mobile devices to receive and send your Brookdale . Each device may have a particular configuration set up. Regardless of your device, to add your account you will need to use the following settings: Your complete Brookdale Address ( i.e. Net ID Password Refer to the following link to configure your mobile device NOTE: If you need additional support, contact the OIT Help Desk ext or OIT Training Opportunities OIT provides regularly scheduled training opportunities on a variety of applications. These events are posted on the OIT homepage ( and on the portal. You can receive updates on these events by subscribing OIT Training RSS feed found on the OIT homepage ( 17

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