What do I do if I have weak cell phone signal in my building?

If you work in a building where your cell phone carrier does not have a strong signal then ITS recommends you enable wireless calling on your phone. As long as your phone can connect to a Wi-Fi hotspot, you can make a call. If you find that you cannot connect to Wi-Fi in your building then please contact ITS and we’ll ensure that area has coverage.

iPhone Wi-Fi Calling Tutorial

Android Wi-Fi Calling Tutorial

SmartSheets

ITS is currently piloting SmartSheets with a select group of users.
Smartsheet is a project mangement solution that allows users to plan, capture, manage, automate, and report on work at scale, enabling teams to move from idea to impact – fast.

All SMCCD employees can now login to SmartSheets using their @smccd.edu email credentials and will be automatically added as an “unlicensed user” into our enterprise instance so we can assign them tasks.  An “unlicensed user” has the ability to submit forms, respond to assigned tasks, view sheets but cannot make their own sheets OR create dashboards.

Training is available to our licensed users:

https://excellence.smartsheet.com/
Access code required and can be requested from ITS.

How to Access SmartSheets

Option 1:

  • Go to: https://app.smartsheet.com/b/home
  • Click on “Work Account” button.
  • It will forward you to the Microsoft Login screen.
  • Type in your email address then select “Work or School Account”
  • It will forward you to the smccd email login
  • Enter your work email password

Option 2:

  • Login to your 0365 email.
  • http://webmail.smccd.edu/
  • In the upper left hand corner you can select the “Apps Icon”
  • If you scroll down you can select “All Apps” and “SmartSheets” should be listed at the bottom, or you can select “explore all your apps”
  • It will automatically log you in since there’s single sign-on between 0365 and SmartSheets.

Web Services List – Updated August 2019

Ad Astra

Room and event scheduling system that integrates with Banner.

Advocate

Online system to manage student conduct, Title IX issues, disruptive students and behavioral intervention. Used by your Public Safety and College Administration.

ARGOS

The web-based reporting tool used to provide users with a variety of reports and data extracts from the Banner® transactional or data warehouse Oracle databases is Argos. It is a product licensed from Evisions, Inc., a company based in southern California. The application is also intended to provide end-users with the ability to create ad-hoc reports more easily

Banner

The ERP system in use at San Mateo CCD is Ellucian Banner.

https://banner.smccd.edu

BANNER® XTENDER Solutions

Xtender is a comprehensive document imaging system tightly integrated with Banner. It allows users to scan, index and efficiently retrieve documents. Documents can be retrieved directly from Banner or through Xtender’s user interface. Student Services, the Financial Aid offices, Purchasing and Finance offices are all heavy users of document imaging to reduce document storage and filing costs greatly. Currently, Xtender stores several million documents and images.

BANNER® Workflow

A workflow tool licensed from Ellucian is used to support a canceled class and an application for concurrent enrollment students. The workflow can integrate various pieces of technology making data sync between Xtender, WebSMART, and Banner seamless and efficient to the users.

California Community College Tools

Website created by Jasmine Robinson to centralize all the State Chancellor’s Office Tools and be able to search all 114 California Community Colleges at once.

https://ca.college.technology/

Canvas

Learning Management Solution provided by the State Chancellor’s Office OEI
https://my.smccd.edu/canvas/

Catalog

Online catalog for each college is dynamically generated from CurricUNET extracts and loaded into OmniUpdate transformation web templates.

CCCApply

Students use CCCApply to apply for admission and enrollment at any of the three colleges. The system is hosted by the California Community College Chancellor Technology Center. Applications are downloaded automatically into Banner.

ClassClimate

Faculty and Administrative Peer Evaluation Solution for Paper and Online Evaluations.

Curricunet

Curriculum Management solution, formerly Govnet.  Running on an older version. New version is currIQūnet META.

Comevo

Online Student Orientation Software

DegreeWorks

Online Degree Auditing and Student Ed Planner Solution based on Banner Data. Integrated with WebSMART

District Directory

Homegrown Application to look users up in the Directory
https://directory.smccd.edu/

Integrates into the College website too on every “Meet the Staff” and Funnelback Search:

District Supported Goods And Services

Purchasing/General Services and ITS jointly maintain the DSGS website. The website is used by District employees to access information about the purchase of computer hardware, software, audiovisual equipment, and other ITS supported equipment.

http://smccd.edu/dsgs

Door Cards

Faculty Office Hours

https://doorcard.smccd.edu/

Fee Payment

Students are provided with the ability to pay their fees via a link in WebSMART to TouchNet which processes credit card transactions on a secure system. Vendor: https://www.touchnet.com/

Financial Aid Direct Deposits

BankMobile Disbursements, a technology solution, powered by BMTX, Inc., is responsible for processing financial aid payments to students. For more information about BankMobile Disbursements, visit this link: http://bankmobiledisbursements.com/refundchoices/.

Vendor: https://www.bankmobile.com/

Formstack

Form solutions with attachments, signatures and workflows, ferpa compliant, encrypted and ADA accessible.

https://www.formstack.com

Funnelback

Unified Search Solution to make web content more accessible to student and provide reports on back-end issues (ADA, broken links, etc..)

Google Apps for Education

Student Email and Google Apps for student collaboration, chromebook management and digital signage.

Guided Pathways

Custom built web application for Skyline College, Guided Pathways to present a collection of potential pathway maps to students based on meta-majors.

http://guidedpathways.college.technology/

https://guidedpathways.college.technology/public/skyline-college/metamajors

GWAMAIL

Homegrown Application to send emails and text messages to students. Will be replaced by Salesforce

Library Service Platform (LSP)

Library Service Platform (Exlibris – Alma/Prima) – provided by the State Chancellor’s Office, should be launching by November.

iContracts

All District and College contracts are stored in a centralized cloud service called iContracts.

ITS Software Purchase Request Form

In order to facilitate ITS vetting of software technology purchases, ITS in collaboration with the Purchasing department have developed a form to initiate the process. The form consolidates all the questions needed answered by College Administration, Business Offices, ITS and District Purchasing.

https://its.smccd.edu/its-software-purchase-request-form/

My.Smccd.edu

Static Web page that is the gateway to student web services including email. We do not own Ellucian Luminis Portal

NotAnymore

Online Student Title IX training. Accessible from WebSMART.

NoviSurvey

Internally Hosted Survey solution. We pay $2K a year. Survey Monkey site license would be about $60k.

0365 Apps

Microsoft Office 0365 Applications includes: Email, Outlook, Word, Powerpoint, Excel, OneNote, Sway, Forms, Teams, Skype, Sharepoint, OneDrive, Yammer, Flow, PowerApps, Dynamics, Delve, Planner

Recommended Productivity: Email, Outlook, Word, Powerpoint, Excel, OneDrive, Delve & Teams

OmniUpdate

Content Management System adopted by District and Colleges.

OneLogin

Single Sign-On Solution hosted in the cloud. Currently connected to Canvas.

Parking Permits

Students can purchase parking permits in person or through a WebSMART link to Credential Solutions, the vendor hired to issue parking permits. Full year, single term, and discounts for BOGW students are provided. http://www.credentialssolutions.net/

Password Self Services

If you lock yourself out of your account or need to reset your password.  Must add your cell phone and security questions now in case you get locked out in the future. http://adselfservice.smccd.edu/showLogin.cc

Payment Plan

Students are provided with the ability to sign up for a payment plan for their fees through Nelnet. Once authenticated through WebSMART, a link directs students to the Nelnet’s website to complete the application for a payment plan.

ReGroup

Emergency Text Notification System just launched last week.

https://smccd.edu/alertme/

Previous system was called “AlertU”

Also working on an external website for emergencies where community can get updates in the event our college sites are down.

http://smccd.info/

SafeColleges

SafeCollege is an online employee training to ensure we meet federal and state requirements on training.  (Example: sexual harassment, hazardous materials, etc..)  Plan to have it ready by the end of the summer.

SARS

At all three colleges, SARS Software Products are used for counseling appointments and record keeping enhancing student services. Currently, supported products include SARS-GRID, SARS-CALL, SARS-TRAK, and eSARS. The SARS servers utilize an MS SQL Server database and are maintained and backed-up in the data center. Interfaces between SARS and Banner are supported by ITS.  May be replaced by Salesforce.

SmartSheets

Project Management Tool that integrates with 0365 and is used by PRIE offices and ITS.  Looking into expanding after ITS has had time to pilot and evaluate ease of use. https://its.smccd.edu/smartsheets/

SMCCCD Status

This is an externally hosted web services status page providing real-time up-time reports and announcements for all IT supported services — integrated announcements with a WordPress® backend for quickly updating essential sites with urgent announcements as needed.

Web Site: https://smccd.college.technology/

Transcripts

Credential Solutions also issues printed and electronic transcripts for students via a WebSMART link that directs students to their online request form. Vendor: http://www.credentialssolutions.net/

WebSCHEDULE

Homegrown application for a public facing searchable listing of classes

http://webschedule.smccd.edu/

Zoom

We bought a Site license to zoom video conferencing!  The site license gives us even more functionality than what is already given to us by the State Chancellor’s license.

  1. Single Sign-On to Zoom Video Conference (OneLogin)
  2. All active students will receive a free Zoom license.
  3. We can standardize & support one video conferencing software.
  4. All counselors will have the ability to have Zoom meetings with students with an option to record their session (with permission).
  5. We will have the ability to integrate our conference rooms with zoom rooms. Which means one-touch to join meetings.  https://zoom.us/zoomrooms
  6. Zoom has worked well for the CSU’s. All 23 CSU campuses are on Zoom including staff, faculty & students. A proven track record.
  7. Zoom is ADA Compliant.
  8. Salesforce integration. Zoom integration with Salesforce will allow to start and schedule a meeting directly within Salesforce.
  9. If you are ready to try SMCCCD’s version of Zoom go to https://smccd.zoom.us
  10. If you are on CCConfer’s zoom accounts. Those will be transitioned to SMCCD over the next few weeks. Easy Migration Tutorial: https://its.smccd.edu/migrating-from-ccconfer-to-smcccd-zoom/

Upcoming

  • Mogli SMS – Salesforce Marketing tool
  • Portfolium – Online Portfolios that integrate with Canvas – Skyline College
  • Purpose University – To create a research-based entrepreneurial curriculum and framework with a specific focus on minority students and/or those confronting equity gaps in commercial and entrepreneurial opportunity – Skyline College
  • Programmer Mapper – Cañada College

WaitLists

How do waitlists work?
From the time registration started until when registration ended, your students were able to add themselves into your course.  If your course was full, and was open for a waitlist, then the student could add themselves to your waitlist.  If a student registered in your course dropped then an email was automatically sent to the first student on your waitlist giving them 24 hours to enroll.  If the student didn’t enroll in 24 hours then an email would be sent to the next person on the list.  If you saw open seats in your course and a full waitlist it meant that emails were sent to the students on the waitlist and it was holding those spots for those students.

After classes begin the only way your students can register in your course is if you give them an “authorization code.”  You can print auth codes to give to your students from within WebSMART.

How do I email students on my waitlist?

1)   Login to WebSMART

2)   Click the “Faculty” tab

3)   Scroll down to the very bottom and select “All Class List Download”

4)   Check the boxes “Include CRN”  “Include Course Title” “Include students who are not registered” and “Include Student’s email address”

5) You will get an excel file that you can sort by “CRN” and “waitlisted”.

ITS Quick Start for New Hires

Hello New Hires,

I wanted to provide a quick, not overly technical overview of what ITS is and how the services we provide to you.

ITS is centralized for all three colleges but we are divided into 3 main types of services.

Centralized Services

  1. Administrative ServicesLead by Edgar Coronel
    They support the ERP system called Banner which is a where all the data about employees, student and the institution business processes are stored.  They also support anything that connects to Banner such as WebSMART and CCCApply.   Banner has modules for different business areas (students, human resources, financial aid, payroll, finance) and we have a specialized programmer for each module.
  2. Technology Support  Lead by Yoseph Demissie
    They are the technicians on the front lines who physically come to your office, classrooms or conference rooms to fix computers, phones, media and networks.
    — Computers Support – We have technicians at each of the three colleges. You want these guys to be your best friends because they will take care of you when your computer crashes.
    — Network and Phone Support – Seems like an odd combination, but our phones sit on our network so it works.
    Media Services – Audio/Visual Systems – Supporting Digital Signage, Smart Classrooms, and Media at Events so people can have a sound system, microphones, projectors and big screens.
  3. Web Services – Lead by Christopher Smith
    Much of what we do is online now so we have a department to help support the dozens of web applications we offer to our students and staff online. (i.e. Canvas, OmniUpdate, Google Apps, O365, WebSchedule, Directory, GWAMail. NoviSurvey, etc…) as well as help support the college web folks on advanced programming and/or integrating systems into their college websites.
  4. CRM ServicesLead by Sandy Allen
    A CRM Customer Relationship Management (CRM) is one of our many solutions to help boost student success. It will allow us to track every service a student uses from interest in applying, all the way until graduation so we can gauge success and quickly match struggling students with appropriate services.

Help Desk

When you first get started it can be confusing knowing who to contact.  We have centralized all our employee services under one help desk.  If you need any assistance you can access the help desk from the portal.

https://smccd.edu/portal
You will login with your email username and password. If you don’t know your email username and password then you can call us at extension 6543

Lost Passwords

We offer a Self-service password management solution where you can reset your password with security questions on text message BUT in order for it to work you must register before you lose your password.  Register today!

Wireless Internet

We offer free wireless (wifi) to all employees and guests.  You can login to our fast and secure employee wifi “FacStaff” by using your email address as your username and your email password as your password.  If you are on a non-district device you may need to connect to the “Public” wifi which will require you accept the “Terms of Service” when you join.

Buying Technology

If you need something technology related then you need to discuss it with your Dean or Manager.  We like to plan how we are going to allocate our technology budgets sometimes years in advance.  When it comes to replacing equipment ITS has a spreadsheet of recommendation based on the items that are aging out of warranty BUT it’s a recommendation, ultimately the colleges decide how to spend their money. You can try to bribe us with candy, but unfortunately there’s no way ITS can buy you a new laptop unless your college pays for it.

Technology Standards

All our standards are on the District Supported Goods & Services (DSGS) website – http://smccd.edu/dsgs
The reason we have standards is because our technicians are smart but it’s impossible to be able to efficiently support every type of device that is thrown at us.  Standards helps us be able to respond quickly with new parts and debug issues.

There are some great discounts too, if you want to buy items for your own personal use, such as you can get 17% off your AT&T bill and 15% off your Verizon bill.

ITS Supported Services

Before you go out and sign up for an online service, see what ITS already owns and can give you for free.
ITS also has a website – http://smccd.edu/its/ – announcements and tutorials.

Most commonly request tutorials:

Status Page

To view the status of web services – http://smccd.college.technology

State Chancellor’s Office

  • Zoom – From the State Chancellor’s Office we have Zoom free for video conferencing. http://conferzoom.org/ I LOVE zoom and someday a new hire orientation could happen all on zoom
  • Lynda.com – Has video tutorials on every technology you could want to master.  Login through the Learn Academy
  • College.technology – In fact there are so many wonderful services that the State Chancellor’s Office offers, that I don’t think many people statewide know about. I created a list of all services I could find – http://ca.college.technology

Technology Security

I could write a book on this topic but here are the most important things you should consider as a new hire.

  • Don’t let anyone log into your computer or any of our systems with your credentials.
  • Be cautious that you will receive dozens of fake emails that look like they are from ITS asking you to login with your credentials.
  • Don’t open attachments unless you know who they were from and you were expecting them.
  • Don’t store confidential files on computers that are not owned by the District.
  • Make sure your passwords are at least 12 characters. Using an uncommon phrase or sentence is good practice.
  • You should probably change your passwords if you ever log into websites while connected to a wireless network at Starbucks, Hotel, Airport, etc…,
  • BACKUP anything that is on your computer that you don’t want to lose. Make sure those backups are encrypted.
  • When in doubt, ask ITS. We are here to help.

Download Powerpoint Presentation

Download Handout

State Chancellor’s Office Technology Resources

Jaz’s Web Tip – May 2018

The California State Chancellor’s Office offers a wealth of resources that many California Community College employees may not know are available.  I created an easy, searchable inventory of everything I could find and put it all in one place as a resource for all California Community College Employees.

California Community College Technology Resources Website

 

Includes

 

New Employee Password Management Solution

As we go into the Thanksgiving break, I have the opportunity to share an actual password-related email.  You’ve seen dozens of fake messages, but this is a real, legitimate email from me, Bruce Griffin – Chief Technology Officer.  I’m going to point out a few ways you can tell the difference between real and fake messages in bold below.

 

It seems like I’ve sent hundreds of emails notifying our community of PHISHING attempts to steal user names and passwords. One unfortunate downside is that it’s very difficult to communicate changes to our password process via email without alarming or confusing people. This is a “heads up” email.  We won’t make changes to the login process without giving prior notice. With that in mind, we will be making a change to how Faculty and Staff (NOT students) reset and manage passwords effective 11/27/2017.  This is ONLY for your network, email and Canvas logins. It is not a single-sign on solution and your WebSmart password will remain unaffected at this point.

 

We want to make it easier for you to reset your password or unlock your account without needing to talk to an ITS staff member directly. You will not need to do this every time you log in.   On 11/27/2017 we ask that you visit the new SMCCD Password Management page and follow the instructions to create security questions.  You’ll answer these questions when you change or reset your password, but not every time you login to an account.

 

Here’s how this will work.

 

  • First, this is NOT a phishing attempt.  You won’t be asked to click on a link in an email.  Rather, you’ll be asked to navigate to the District Home Page where there is a link for the Faculty/Staff Portal. I’ll provide detailed instructions with pictures  next week.
  • The new tool will require that you use your existing username and password to sign in, set up security questions or provide a mobile number.  You can verify that it is an actual SMCCD.EDU address in the browser address bar.
  • In the future, if you forget or need to reset your password you’ll come back to the District web site and answer your security questions or receive a verification code via text message to gain access.  Once you supply the correct answers or verification code, you can create a new password, reset or unlock your account from that page.   Again, this is not needed to login, only to make changes or reset things.
  • Remember: If you change your password you’ll need to change it on your phone or any other devices that access our email/O365 services.

 

Again, this is not a phishing attempt.  We won’t ask you to reply with your username or password, nor will we ask you to click on a link or download a file. You’ll simply have to navigate to a District Home page and follow the instructions.

SMCCD Password Management Tutorial

Download ITS Password Management Tutorial PDF

 

The District licensed a tool that will allow faculty and staff to change and recover passwords as well as unlock accounts through a self-service portal. The system relies on a one-time registration of your mobile number and/or answers to questions in order to verify your identity. To register, you will need your employee email username (without  @smccd.edu) and current password.

 

Quick Start Instructions

 

Register for an Account:

  • Step One – Go to the Portal site https://smccd.edu/portal
    Click “SMCCD Password Management” under the ITS Menu
  • Step Two – Click on “First Time User – Register
  • Step Three – Provide your cell phone number and/or answer your security questions.

Viola! You are done.  In the future if you ever get locked out of your account, forget your password or simply want to reset your existing password go to: https://adselfservice.smccd.edu

SMCCD Password Management FAQs

Why do I need to enroll?

By enrolling in this service it will allow you to reset your sso account yourself.  This is the fastest and most convenient way to reset or unlock your account.  When you enroll you will be prompted to add a mobile number and /or security questions.  Every time you use the password management tool, you will be asked to answer your security questions or sent a verification code to your mobile phone.  This will help ensure no one else is trying to reset your account other than you.

What is a Single Sign On (SSO) account?

Single sign on allows you to use one account and password (your @smccd.edu email account) to login and access many applications.

What applications use the SSO account?

Email (Outlook), Canvas, Workflow

What is my SSO username and password?

Username is the first part of your email (everything before the @smccd.edu) along with your email password.

I don’t want to provide my mobile number.  Can I still enroll?

Yes, at the minimum you will need to choose security questions to help identify yourself.  However, it is recommended to also provide a phone number.  If you forget your security questions you can still log in by authenticating using your phone number.

I tried logging in but I receive an “Invalid loginName/password” error.

Verify you are typing your username correctly.  Your username is the first part of your email (everything before the @smccd.edu).  Also be sure you are typing your password correctly.  Password is case sensitive, username is not case sensitive.

I lost my phone or changed my phone number.  Can I still reset my password?

Yes, as long as you can answer your security questions you can still reset password.  Upon logging in please update your phone number.

Who can I contact if I am having problems logging in, enrolling or using this tool?

Contact the ITS HelpCenter @ 650-574-6543.

Are there password requirements when I change or reset my password?

Yes, please see our post on strong password tips and requirements.

How often do I need to change my password?

You should change your password at least once per semester as a best practice.  If you connect to any wireless network other than your home or work then it is recommended you change your password when you return to home or work.

Can I still change, reset, or unlock my account if I am not on campus?

Yes, as long as you have access to the internet you can use this site to change, reset, or unlock your account.

I tried unlocking my account but I receive the following message, “Cannot unlock the user.  The user account is not locked.”

Please contact the ITS HelpCenter @ 650-574-6543 so we can help you with you unlock your account.

Can I reuse my old passwords?

No, you should never reuse old passwords.

Can I change my security questions or phone number?

Once you login successfully you can change your phone number and/or security questions in the Enrollment tab.

Can I login to Websmart using my email username and password?

No, at this time your websmart username and password are separate from your email username and password.

How secure is this new password management system?

We are working with a trusted vendor and the software is hosted in-house, behind a firewall with an encrypted database over a secure https connection.

Can I have Multi-factor Authentication on my account?

Yes, O365 allows you to enable multifactor authentication so that you will be texted a code every time you would like to access your email, sharepoint, onedrive or any other O365 service.  Please create a helpcenter workorder if you would like to enable this feature on your account.

Emergency 911 Dialing

Traditionally, SMCCCD has required those dialing 911 on District phones to dial 9 for an outside line, resulting in 9+911.  We would like to eliminate the preceding 9 to simplify and standardize emergency dialing.  We have, however, tried this in the past and the false alarms and misdials required us to rollback.

 

Starting April 3rd, 2017 we will reinstitute a straight 911 dialing scheme.  PLEASE use care when dialing to avoid misdialing 911.  If you do accidentally dial 911, STAY ON THE LINE and tell the operator it was a mistake.   Hanging up requires them to dispatch first responders who could otherwise be responding to actual emergencies.  Additionally,

 

  • Public Safety will also be alerted and respond to 911 calls from District phones.
  • Dialing 9+911 will continue to work as well.