Departmental Operations Continuity Resources

This guide can assist academic departments and their staff, administrators or faculty in preparing for and conducting work and operations remotely.

Working Remotely via Mobile Device (or cell phone)

Campus Tools/Resources via Mobile Application

The following campus resources are available for download in respective app stores:

  • SFSU Mobile App (with Student, Faculty, Staff, or Guest user profiles built in)
  • Zoom
  • Duo Mobile (for 2FA – see section below)
  • Microsoft Products: Outlook, Teams, Office

Phone Forwarding

Call Forward All Calls allows the user to forward all incoming calls to any extension on campus or to voicemail. Note: Call Forward All Calls will restrict your phone from initiating or receiving calls.

To forward all calls from a campus line, follow these instructions:

  • To activate Call Forward All Calls: Lift handset or depress Speaker key Dial "*3" Dial desired extension number to which calls will be forwarded (86000 for voicemail) Confirmation tone is heard. Hang up.
  • To cancel Call Forward All Calls: Lift handset or depress Speaker key Dial "#3". Hang up.

Note:  Forwarding of any SFSU number must be sent to a single number, and thus this may not be suitable for all departmental lines. Additionally, a department may opt to forward lines en masse by preparing a document listing each phone extension and the number it will be forwarded to, and submit it as a ticket in the ServiceNOW platform, to be routed to the ITS Telecom Team.

More information on call forwarding.

Voicemail 

To check campus voicemail from an off-campus phone, follow the steps below:

  1. Dial 1-415-338-6000 from a touch-tone telephone
  2. Depress # (to indicate you are a subscriber)
  3. When prompted, dial the last 5 digits of the phone number
  4. When prompted, dial the password

Note: You can key in commands almost anytime during the prerecorded prompts; you do not have to wait until the end of the prompt (some prompts which are not interruptible will continue to play).

More information on campus voicemail.

Out-of-Office Messages

Out of office messages can be used to alert students to changes in faculty or department availability, and as a method of screening messages received via an automated reply.

To set an out of office automatic reply, follow the steps below:

  1. Open Outlook in your web browser and navigate to the Tools menu, located in the main menu bar at top-left.

  2. Select the Out of Office option, and customize your out of office message accordingly. 

More information on Outlook.

Requesting Equipment During Remote Operations Periods

Staff with equipment needs should complete the Faculty & Staff Equipment Needs Request form based on available stock. Please do not request equipment if you have existing working equipment.

Connecting to Mobile Network via Laptop

In the event of irregular internet connection, please consult with your mobile carrier regarding the possibility of device tethering. This allows a smartphone to share internet connection with a computer, using the carrier’s data network. Additional fees may apply.

Creating an Alert/Support Statement on a Drupal Website

Departments should be sure to publicize any pertinent information on how students and faculty can get support during remote instruction periods.  Departments should work with their content managers to implement an alert on their homepage to include this information. A good example of text to include can be seen here, in yellow: https://fiscaff.sfsu.edu

To create an alert on a website, do the following:

  1. Contact whoever your department's web content manager is and have them facilitate this request; anyone editing the website must have access/permissions set to do so.
  2. Go to website in question and log in by typing in website url with “/admin” at the end.
  3. You will be asked to enter your SF State credentials to log in.
  4. Once logged in, go to your homepage and select the Edit tab.
  5. In the text editor, change the Text Format to "Full HTML." This is located on the bottom left of the text editor box.
  6. Go into the Source section of the text editor by selecting the Source button. Enter the following text at the top of the text editor, before all other existing content:

              <div id="attention">

                        <p>Your alert text goes here. Change this text.</p>

               </div>

     **Add your alert message in between the <p> tags (e.g. where the example says “Your alert text goes here. Change this text.").

  1. Scroll down to the bottom of the page and select Save to save the edits you have made to this page.
  2. To change the message content, simply edit the text between the <p> tags as necessary.

If you encounter issues implementing an alert, or have questions about user permissions, please email at@sfsu.edu.

 

Collaboration Tools and Meeting Alternatives

Zoom

Zoom is SF State's video and web conferencing service. All faculty, staff, and students have the ability to create and join Zoom meetings.

To access or set up your account, go to https://sfsu.zoom.us and select the Sign in link. You can log in using your SFSU ID or SFSU email address and SFSU password.

Note: Zoom meetings can accommodate up to 300 people per meeting at a time. If you require a session for more than 300 people, contact at@sfsu.edu to request a Zoom Webinar license. Additionally, users are encouraged to download the Zoom client on personal devices; for more information on using Zoom, visit the Getting Started with Zoom page.

Microsoft Teams

Microsoft Teams offers a campus-wide collaboration service available to all faculty and staff. MS Teams contains a wide range of features to promote collaboration across users and groups through audio, video, and instant messaging (IM).

Note: This is not intended to replace learning technologies outlined in the University's instructional continuity guides, but rather to offer an easy-to-use communication option for administrative interactions or internal unit-level communications required for maintaining operations.

More information on MS Teams for SF State.

Email

Resources for Email and Calendaring via Outlook can be found at https://its.sfsu.edu/service/emailcalendar.

Webmail – Outlook Web Access (OWA)

Outlook Web Access (OWA) is a Web email portal where SF State faculty and staff can access their email, including secondary and departmental accounts, online.

To access email via OWA, navigate to the OWA site, which will prompt users to log in using SFSU credentials.

More information on OWA.

 

Email Distribution Lists - Distribution lists make sending an email to a group of recipients simple, creating a shortcut email address for a static group of recipients.

More information on how to join or leave a distribution group.

 

Accessing and Sharing Department Files

Box.com

Box at SF State is a cloud-based, collaborative storage service used to share documents with employees, students and non-SF State individuals. The service can be used to store documents that contain up to Level 2 data, but should not be used for documents that contain Level 1 data. The service permits syncing files between devices and provides access to files from many mobile devices.

More information on Box.

Access to Departmental Shared Drives

The departmental file share, s.sfsu.edu, should be used for operations and business documents.  Departmental file shares can be accessed while on campus, or through the use of VPN if accessing remotely (see VPN section, below). Files stored on this system will not be lost if an employee separates from the university. Each unit on campus has a share on s.sfsu.edu. Access to individual shares and folders is controlled by Active Directory security groups. Security groups are managed locally by each unit via the campus gateway.

More information on University data storage options.

Virtual Private Network (VPN) Access

SF State provides a secure VPN for faculty and staff to access protected on-campus resources, including remote access departmental shared drives, as well as other campus services, including the following circumstances:

  • When accessing a service restricted to use on campus networks or subnets. Examples: Departmental shares/servers, OnBase, Appworx, Windows/Office authentication, and Active Directory access
  • When accessing services that store Level 1 data (two-factor authentication required). Example: Departmental secure shares
  • When administering servers/applications. Examples: SSH, Oracle, and server maintenance
  • By PeopleSoft developers with privileged access.

Users are encouraged to download the VPN client, Cisco AnyConnect, on personal devices.

Download or get more information on obtaining or setting up VPN access.

DocuSign

DocuSign is offered as the campus-wide electronic signature solution and is available to faculty and staff for University business. While working remotely, DocuSign enables users to:

  • Route approved documents for internal review or signature;
  • Capture electronic signatures;
  • Access DocuSign templates that meet common accessibility standards;
  • Report and track documents;
  • Establish document workflow.

To access DocuSign, please visit the DocuSign login page, here: http://docusign.sfsu.edu/.

More information on DocuSign.

Two-Factor Authentication (2FA)

For security purposes, SF State protects accounts using two-factor authentication. SF State employees who access sensitive data to perform work need to provide a second credential, either from a hardware token or the Duo Mobile app, before access is granted.

Note: Best practice suggests users have multiple means of authentication, as limited access to campus may delay restoration of access to locked accounts. Those using hardware tokens are encouraged to also set up the Duo Mobile application, and those using the application are encouraged to submit a service request to obtain a hardware token.

More information on 2FA.

Software

For more information on available software, please visit the ITS Help Guide, here: https://its.sfsu.edu/guides/software-support-distribution.

Note: You may need to coordinate with your IT Provider.

 

Support:

Academic Technology (AT) Desktop

Contact AT for assistance with online teaching and learning tools, for instructors or students.

Website - at.sfsu.edu

Email - at@sfsu.edu 

Phone - (415) 405-5555

Chat - Click the chat link in the iLearn help block inside of an iLearn class

Twitter - @at_sfsu

 

Information Technology Services (ITS)

Website - its.sfsu.edu

Email - its@sfsu.edu

Phone - 415-338-4120

Twitter - @SFSU_ITS

 

Center for Equity & Excellence in Teaching & Learning

Instructors can participate in professional development opportunities, or contact CEETL directly to receive assistance in transitioning to hybrid and online learning.

Website -  ceetl.sfsu.edu

Email -  iteach@sfsu.edu

Phone - (415) 405-5550

 

College of Health & Social Sciences Information Technology Services

Website - https://chss.sfsu.edu/informationtechnology or https://apps.chss.sfsu.edu/helpdesk/

Email - chhs@sfsu.edu

Phone - (415) 405-3691