Cougs Online Toolkit
Information Technology Services (ITS) offers the following digital tools to keep individual and group projects on track, and many are available to all students, faculty, and staff.
- WSU MOBILE APP
- REMOTE WORK GUIDELINES
- COVID-19 TELEWORK PHONE OPTIONS
- SECURE REMOTE WORK ACCESS
- CRIMSON SERVICE DESK
Microsoft Teams is one of the most robust resources in a Coug’s toolbox. Teams offers the following capabilities all in one place:
- File sharing and collaborative, real-time editing
- Instant chat (also with file sharing)
- Group calendars and planners
- Mobile app version
- Group-editable meeting notes
Students need the assistance of a WSU staff person such as an advisor or instructor to request a team, but once created, you can manage it independent of any further assistance. Learn more at our Teams resource page and start collaborating today.
Zoom Video Conferencing
When e-mail and instant messaging aren’t enough, and a face-to-face is needed. For Cougs in different zip codes (or even different rooms), Zoom supports:
- One-time setup for recurring meetings
- Up to 300 invitees per single meeting
- Screen sharing
- Joining a meeting via phone
- Integration Microsoft Teams
- Virtual backgrounds (this one’s fun)
To address the growing disruption due to Zoombombing, Information Technology Services (ITS) has implemented the following changes shown below. More information may be shared as we go forward, however, ITS wants to allow time for everyone to review and address these needs before next week’s scheduled classes and meetings.
Increased Security in WSU’s Zoom Environment
The following security changes are now in place:
- Removed all user access via web browsers and require access via Zoom’s desktop or mobile application only
- Required authentication for all Zoom users to access WSU Zoom resources
- Embedded password protection by default for new meetings that will be scheduled going forward
- Zoom-generated URL includes an embedded password. Meeting attendees require no extra steps to join a meeting, they can simply click the link as usual.
- Users can opt-out of this default setting, however, they will reduce security protections of any future scheduled Zoom meetings.
- For courses originally scheduled as a video conference course (AMS), AOI is able to update those meetings for you, and no action is required.
- Existing links to Zoom meetings in Blackboard course spaces or via Outlook will need to be updated in order to add the newly implemented password protection.
- To update already scheduled Zoom meetings to include the new embedded security, please follow the instructions provided at the WSU Knowledge Base.
- If faculty have questions or would like assistance with modifying current Zoom links, you can email email@example.com.
The following knowledge base pages offer additional information regarding these topics:
General Zoom support requests can be sent to firstname.lastname@example.org.
Learn more at our resource page and stay connected this semester.
WSU Mobile App
Available for both iPhone and Android, WSU Mobile is a quick and easy way to stay in the loop, providing access to:
- Class schedules
- Campus map
- Campus event schedules
- Course Add/drop
- Cougar Card services
- Shopping cart
- Financial Aid Awards
Learn more at our WSU Mobile resource page and download the app today.
Guidelines for WSU Employees Working Remotely
- If personally owned computers, tablets, or smartphones are going to be used for conducting WSU business, it should not be a shared device that is accessible by multiple people. WSU confidential or regulated data is being processed and handled on WSU owned equipment.
- University areas, colleges, and departments should maintain an inventory of personal and WSU owned remote computers and tablets being used to access Institutional systems and data to mitigate the risk associated with remote data processing.
- Operating system and application software should be up-to-date.
- All security patches should be up to date. Software should be set to automatically update.
- Anti-virus software should be installed with updated software and virus definitions. Software should be set to automatically update.
- Endpoints should have Cortex XDR Endpoint Agent and Splunk Universal Forwarder software installed so endpoint logs can be monitored in the ITS central logging server and monitoring server.
- Endpoints used by employees for processing, storage, and transmission of any WSU data require full disk encryption on endpoints and on all data storage devices.
- Processing, storage, and transmission of Regulated and WSU Confidential data from a remote site require a VPN to facilitate the remote connectivity of WSU internal resources.
- Processing, storage, and transmission of Public or WSU Internal data from the remote site to WSU internal resources should use SSL/TLS enabled applications.
- Endpoints should have WSU data backed up to a storage location owned and maintained by a WSU IT department to ensure ongoing access and protection against loss of critical WSU data.
- Endpoints that do not require wireless usage should have wireless capability disabled prior to deployment.
- Endpoints should be registered & joined to a WSU Area, College, or departmental domain.
- Host-based firewalls should be enabled and appropriately configured.
- University area, college, and department IT organizations should conduct regular system and application monitoring & vulnerability management.
- Report all phishing and social engineering attempts to the WSU Security Operations Center (email@example.com; 335-0404)
COVID-19 Telework Phone Options
During this unexpected CoVid-19 scenario, Information Technology Services (ITS) continues to evaluate how to best support the WSU community. Whether working on campus or remotely, ITS is dedicated to making sure staff have the tools needed to complete all necessary business communications.
ITS regularly provides the following remote access options for phone and voicemail services whether you are working remotely due to CoVid-19 or for other business purposes.
Do it Yourself Options – These options can be done by you directly from your office phone.
- Forward All Calls to Voicemail: Access your voicemail account and select option 4 for setup. Then option 1 for greetings and option 2 for alternate greeting. Record your out-of-office greeting and all calls will hear this greeting and be sent directly to voicemail. The next time you access voicemail it will ask if you want to keep or end your alternate greeting.
- Forward All Calls to a different number: Select the Forward All button on your phone and enter the number you wish all calls forwarded to. All non-WSU numbers must begin with a 7 and long-distance numbers must begin with 71. The forwarded number will display to callers. Cannot be used on the ACD line.
Requested Options – These options must be requested by authorized individuals within your work area, as they required configuration change to be done in the telephone system.
- ReachMe Anywhere (RMA): Allows calls to ring on the office line and one additional line (mobile, home, etc.). Both numbers will ring when your main WSU primary number is dialed.
- Softphone: Software version of your office phone for use on a computer (PC or Mac). It requires a Jabber Client to be installed and a speaker and microphone/headset microphone. Can be used with ACD but due to limitations requires a separate number and agent account with an additional ACD license. **WSU staff and faculty who are using Softphones to forward office calls to their computer must not use their WSU Softphone for calling 911 if working remotely. The softphone is tied to the desk phone and will direct 911 to the office location, not where the actual user is.
- Single In-Box Messaging (SIM): Receive voicemail as email via email. Voice messages are immediately replicated to the user’s Exchange mailbox as an audio attachment. This feature requires you to have a WSU Office 365 E-Mail Account.
Secure Remote Work Access
Washington State University offers Virtual Private Network (VPN) access for those departments and users that require secure remote user access to specific, restricted university services and data. The VPN service provides authenticated and encrypted access to resources such as the administration of departmental servers, administrative systems and applications, and/or systems that house sensitive information. WSU users will use GlobalProtect VPN service that can be manually downloaded and installed via the following pages:
Crimson Service Desk
Additional WSU Resources
- Distance Learning Resources for both Faculty and Students
- HRS Resources and Updates
- WSU CoVid-19 Updates and Resources
We will continue to share helpful resources and tips as this semester unfolds. Our primary concern within ITS is to do all in our power to assist our university community to continue to study, teach, work, and complete this semester as seamlessly as possible.
Your Support Team at Information Technology Services
Information Technology Services
Send General Requests to firstname.lastname@example.org
General Zoom support requests can be sent to email@example.com.