Services and software hub

The TLC, in partnership with ITSP, has collated the following information about how to best use Zoom for recording lecture content, holding office hours, and helping students share presentations. We’ve included generalized Zoom support documentation, and also added in a few customized videos of our own.

Download and Login to Zoom

1. Go to the UFIT Zoom page.
2. Click on “Sign In” to view your Zoom profile.
3. Click on “Host a Meeting” or “Join a Meeting” to start using Zoom.
   • For first-time users, the web browser client will download automatically when you start or join your first Zoom meeting, and is also available for manual download.

For business faculty – checking your Zoom settings

Zoom: Logging In and Checking Settings

Most effective Zoom guides for faculty

Record asynchronous lecture content

Useful to prerecord PPTs and other content; can be used to easily record content to send to more than one class section.

Scheduling a meeting

Useful to schedule live office hours or class sessions.

Invite others to a meeting

Useful to learn easy ways to distribute access to your Zoom session.

Sharing your screen

Useful guide to share PPTs during a Zoom session, or have students share their own presentations or documents.

Getting started with breakout rooms

Useful if you would like your students to work in groups and come back to the live class meeting (otherwise, students can use Zoom on their own for team projects).

Notes on Zoom for business faculty

• Please set your settings for automatic recording before using Zoom routine for live class sessions. See above video in the Download and login to Zoom section.
• Use a headset to avoid feedback or echoes.
• Avoid being back lit by a window or other bright lights.
• Keep calm and zoom on!!

Initial setup – request a Mediasite Catalog

In our experience, the Mediasite video catalog is the easiest and best way to make video content available to your students.

• Send an email to the video team requesting a Mediasite Catalog. Tell us your course number and name (e.g. xxx1243 Blah Blah).
• The video team will create your catalog and send the URL both to you and to the Teaching and Learning Center.
• The TLC staff will update your Canvas course site with the Mediasite catalog.

This process only needs to be done once. Please request your catalog as soon as you are able.

Posting a Zoom Recording to Mediasite

• Once the cloud recording has stopped, Zoom’s servers immediately begin processing the video. Zoom will send an email to the host’s email address when their process has completed.
• Please forward that email to the video team.
  • Tell us your course number and name
  • Please give us a name for the video recording.
  • Tell us if you want us to trim the beginning and the ending of the video, removing any “dead air” so students can get right to the heart of your content.
• Our video team will download the video from Zoom, upload it to Mediasite, put it in your catalog, add a title slide, and do any video trimming you request. If you get a request from Chris Smith that he can’t download your recordings, follow the steps in the “How to enable download…” section below and he’ll be able to help as soon as you change a setting.
• Your video will automatically show up in the catalog once UF’s Mediasite server has finished its processing. Processing time depends on the load on UF’s servers; it is at least 1.5x the length of your video, but can be much longer.
• Once the video team is certain that your Zoom cloud recording has been successfully brought down to our system, they will delete the Zoom cloud recording, freeing that space for the next recording.

How to enable download for completed Zoom recordings

We think a setting shifted in Zoom that makes it harder for the video team to download videos when you forward them the email that your Zoom recording is ready.​ I believe this same issue will happen to students who may want to download any links you send them via Zoom.

1. Login to your Zoom account at UFIT Zoom.
2. Go to your Recordings (left-hand navigation)
3. Find the video you recorded and would like a viewer to be able to download. Click the Share button.
4. Turn On the setting Viewers can download. The link viewers may already have (if you’ve sent it before) should automatically allow them to download. (This includes our video team!)

Documentation to send to students

Rest assured that your students either already know how to use Zoom or will learn quickly. The entire university is utilizing this tool for online content. The following are the most important Zoom support links that benefit students:

• Join a Meeting
• Invite Others to a Meeting
• Sharing Your Screen
• Participating in Breakout Rooms
• Professional Etiquette Tips to Send Students:
  • Keep your camera off unless speaking
  • Your class will start with all students muted, only unmute if you are called upon
  • Use the “raise your hand” feature to ask a question

This setup has two parts. The first part contains configuration steps for Windows only. The second step contains installation instructions which are the same for both Windows and Mac.

Before you begin, ensure you have a working speaker, webcam and microphone.

Security settings for Windows

1. Go to Settings
2. Click “Privacy”
3. Under App permissions, make sure the following are set to On:
   • Camera: Allow apps to access your camera
   • Microphone: Allow apps to access your microphone

Install Zoom

Same for Windows and Mac:

1. Go to the Zoom Download Center webpage
2. Select “Download” under “Zoom Client for Meetings”
3. Follow the on-screen instructions to install Zoom. Once completed, the screen below will appear
4. Click “Sign In”
5. Click “Sign In with SSO”
6. Type “ufl” in the provided text field
7. Click “Continue”
8. If prompted, enter GatorLink credentials
9. If prompted, click “Open Zoom”

The Heavener Rooms 140 and 150 user A/V instruction manual provides instruction on the following tasks:

• Use Power Point Mode
• Manually Select PC Monitor for Projection
• Project an HDMI Laptop on the Screen (Wall)
• Project a VGA Laptop on the Screen (Wall)
• Use AirMedia to Project Laptop
• Select and Adjust Audio Sources
• Use Microphones
• Zoom Recording
• Ending Class

The Heavener Rooms 210, 220, 230, 260, 270 user A/V instruction manual provides instruction on the following tasks:

• Project the Podium Computer on the Screen
• Project an HDMI Laptop on the Screen
• Project a VGA Laptop on the Screen
• Use AirMedia to Project Laptop
• Select and Adjust Audio Sources
• Use Microphone
• Zoom Recording
• Ending Class

Room Seating Charts:

• HVNR 210
• HVNR 220
• HVNR 230
• HVNR 260
• HVNR 270

The Heavener Rooms 240, 250 user A/V instruction manual provides instruction on the following tasks:

• Use Power Point Mode
• Manually Select PC Monitor for Projection
• Project an HDMI Laptop on the Screen
• Project a VGA Laptop on the Screen
• Use AirMedia to Project Laptop
• Select and Adjust Audio Sources
• Use Microphone
• Ending Class

The following mailing lists have been established for your department use. Most are restricted to certain users. If you desire additional information on how to use these lists or need additional lists, contact your technician or submit a Help Ticket.

List address	Target of list	Restrictions	Creation/Updates
bryanresidents-L@lists.ufl.edu	Residents of Bryan Hall	Restricted to administrative users	Auto-populated by ITSP
cbainfo-L@lists.ufl.edu Informal	Faculty Staff Mailing List	Limited to members of the list	Auto-populated by ITSP
matherlyresidents-L@lists.ufl.edu	Residents of Matherly Hall	Restricted to administrative users	Auto-populated by ITSP
stuzinresidents-L@lists.ufl.edu	Residents of Stuzin Hall	Restricted to administrative users	Auto-populated by ITSP
wcbafacstaff-L@lists.ufl.edu	Official Faculty/Staff Mailing List	Restricted to administrative users	Auto-populated by ITSP
wcbafaculty-L@lists.ufl.edu	Official Faculty Mailing List	Restricted to administrative users	Auto-populated by ITSP
wcbagradfac-L@lists.ufl.edu	Official Graduate Faculty Mailing List	Restricted to administrative users	Auto-populated by ITSP
wcbagradstu-L@lists.ufl.edu	Warrington PhD Students	Restricted to administrative users
wcbaofficemanagers-L@lists.ufl.edu	Warrington Office Managers	Restricted to administrative users	Updated per request to Angela Perry
wcbastaff-L@lists.ufl.edu	Official Staff Mailing List	Restricted to administrative users	Auto-populated by ITSP

Mailing lists are established for faculty and TA use for every section of every course offered by the College. In this document, you will learn how to properly use the course email address to communicate with your students.

List Creation

Each semester office managers in the academic departments are provided with an online list of sections for their department along with the instructor email address for those sections. The instructor email is based on the Warrington directory. During the setup period office managers may add additional email addresses such as TAs, office staff, or alternate faculty email addresses. This information is forwarded to UF Computing and Networking Services (CNS) to create the mailing lists.

Please do not request a class list from my.ufl.edu as this will prevent us from automatically creating a list for you which is essential if we are to provide support for your list. Lists are generally not available until the first day of class. Any changes/additions should be done via the Help Ticket system.

List Use

Students do not need to subscribe to class mailing lists. They will automatically be added. Please keep in mind that the students on your mailing lists are updated daily. If you use the list before drop/add is complete, you should not assume that all students in your class will receive the email.

Mailing lists have been established for faculty & TA use for every section of every course offered by the College.

Mailing List Addresses

• (semester)-(section number)-L@lists.ufl.edu: Non-Electronic Platform courses
• (semester)-(course)-L@lists.ufl.edu: Electronic Platform Courses

For example, if you teach section 5000 and it is Spring semester, the address to mail information to your students would be:

• Spring-5000-L@lists.ufl.edu

If you teach an Electronic Platform course the section number would be replaced with the course name:

• Spring-ECO2013-L@lists.ufl.edu, which would send a message to all sections of this course.

Mailing List Instructions

The default email address for all students will be their GatorLink email address. Please tell your students to check their GatorLink accounts daily. If students prefer to use a different email account, they must modify their forwarding address on the GatorLink home page. If students indicate they are not getting mailings it is almost always because their GatorLink is not configured properly or their email is improperly forwarded. You can submit a Help Ticket request for us to check why a student isn’t receiving course mail.

Instructors and class coordinators can email all sections of their class. TA’s can email their assigned sections only.

Classes with more than one section will have a separate email address for each section. You can create a local distribution list in your email client that has the multiple sections in it.

When you send an email to the assigned email address, it goes to every student enrolled in your class.

To send an email to all students in your class, send it to the following email address (use a separate email address for each section):

• fall-XXXX-L@lists.ufl.edu (replace the XXXX with your section number)

Example: You teach 3 sections of ACG 1234. The section numbers are 0015, 2045, and 0002. To email your entire class, you need to send an email to:

• fall-0015-L@lists.ufl.edu, fall-2045-L@lists.ufl.edu, fall-0002-L@lists.ufl.edu

Any message that anyone else tries to post or reply to will come back to you, not to the entire list. You can then forward it to the entire list if you deem appropriate.

After you send a message you may receive a series of Error Reports which indicate a bad address that the students have provided to GatorLink. You may want to alert them that they will need to correct these bad addresses with GatorLink. These error reports may continue for a number of days as GatorLink continues to try to deliver the email to the bad address.

UF subscribes to the Premium edition of Imagine, which includes developer and design tools such as Visual Studio, SQL Server, Visio, and more. View a complete list of included applications.

In order to download Imagine software, sign into the ELMS system with your GatorLink email address ([gatorlinkid]@ufl.edu). Your password is not your GatorLink password. When your account is created, a confirmation password will be emailed to your GatorLink email address. From there, you must reset your password.

Once you are registered, you will be able to access the Imagine “storefront” to download the tools of your choice. You may install the software on up to two devices. In order to install more than once you must request a re-install through the Support section of the ELMS website. This system was designed this way to guard against abuse of the license.

Eligibility

Faculty, staff and students must be teaching or enrolled in the Information Systems and Operations Management (ISOM) program to be able to download and install Imagine software under this license. Non-ISOM majors can become eligible if they are registered for a qualified ISOM course.

Note: Only staff responsible for ISOM research and academic functions (i.e. faculty, student labs, etc.) will be given access to the system. The software may not be used to run the business and administrative functions of the department.

Usage Restrictions

The purpose of the Microsoft Imagine subscription is to support the normal academic and research needs of the Information Systems and Operations Management program. By using the available software, you are agreeing to be bound by the terms of the end-user license agreement (EULA), which states:

• All end users are prohibited from using Imagine Premium software for commercial purposes
• No business to run the business and administrative functions of the department.
• Imagine Premium product keys may not be sold, distributed, traded or given to anyone outside the qualified department or organization.
• A record of all software downloads will be kept and supplied to Microsoft upon request.

If you violate the terms of the EULA, you must immediately uninstall the programs from your personal device and provide Microsoft with confirmation of removal.

Contract Term

Your Imagine account will remain active as long as you are teaching or enrolled in a qualified ISOM course. However, access to the Imagine Portal is granted on a semester-by-semester basis. Meaning all accounts are deleted at the end of each semester and replaced once course registration is finalized after drop/add week. Therefore, a new agreement must be signed each semester in order to continue your membership.

Any semester an individual does not meet the requirements, their access to Imagine is revoked and they will be denied new software updates and downloads. Graduates and disqualified users may continue to use any previously installed software on their personal devices, provided they conform to usage guidelines. Faculty and staff who are no longer employed with the College must uninstall software obtained from the Imagine license immediately.

What is my Imagine Sign In?

For consistency, the College has made your Imagine sign-in the same as your GatorLink email address (gatorlinkid@ufl.edu.) However, your password will be different because Imagine is independent of the GatorLink system.

Note: You must have a GatorLink ID in order to access software available through Imagine.

What is my password?

The College has no way to identify your password since Imagine is a completely independent system. Your Imagine password is not associated with any other account passwords, including your GatorLink password. When you first sign onto the program, a confirmation password will be emailed to your GatorLink email address. From there, you must reset your password.

I forgot my password; how do I get a new one?

You can have your current password emailed to your GatorLink address by clicking on the “forgot username or password?” link on the Imagine login page. Remember, your Imagine username is your GatorLink email address: gatorlinkid@ufl.edu

I’m having trouble logging in, do I have a Imagine account?

First, be certain you’re using the correct login id (gatorlinkid@ufl.edu). If you forgot your login information, you can use the “forgot username or password?” link to verify your account. If you don’t receive an email at your GatorLink email, then you probably don’t have a Imagine account.

Who is eligible to have a Imagine account?

Faculty, staff, and students in the MS-ISOM program or course are permitted to subscribe to Imagine. Note: Individual Imagine subscriptions are conditional on teaching or enrolling in a qualifying course.

It’s the beginning of the semester and I am eligible, so why am I unable to login?

At the end of each semester Imagine accounts are deleted and the new accounts are created after drop/add. There may be a lag between the time we delete accounts and create the new ones while waiting for class rolls to finalize.

How will I know that I have been granted access?

An email will be sent to your GatorLink email address when your account is activated for the semester.

How long can I use my Imagine account and software I installed?

You may continue to use the software as long as you are enrolled in a qualifying course or are in the Information Systems and Operations Management program.

Upon graduation, are your rights to any downloaded programs from Imagine revoked?

Yes; however, any software that has been downloaded is yours to keep as long as you abide to the Imagine Usage Guidelines.

Why is there only Microsoft software available?

The Imagine program is made in arrangement with Microsoft, so it only includes Microsoft software.

Will Microsoft Office ever be included in the license?

The Imagine license is specifically for development software, not business applications. Thus, Microsoft Office will not be included in the Imagine license. However, all UF faculty, staff, and students can download Microsoft Office for free.I

I have more than one computer; can I install the same software on both/all devices?

You may install the software on any two devices you own as long as they conform to the Imagine Usage Guidelines. In order to install software more than once, you must request a re-install.

Where is the product serial number?

The product serial number is included in the Purchase Confirmation email you receive and the “packing slip” web page displayed after you begin the download.

Can I obtain technical support from Microsoft for Imagine software?

Yes, Microsoft has a FAQ page related to Imagine problems.

The FAQ from Microsoft didn’t provide the support I needed; is there any other resource?

Yes, contact the Technology Assistance Center by phone at 352-273-0248 or email the TAC. You can also visit them at the following locations:

• Heavener Hall
  Room 206
  Mon – Fri, 8am – 10pm
• Hough Hall
  Room 236
  Sat & Sun, 7am – 9pm

Store

Most free cloud storage options only offer 15 GB in storage, but with OneDrive @ UF you will be able to store up to 1TB of data. This is equivalent to 320,000 high resolution photos, 1000 hours of digital video, or 17,000 hours of music. The premium plan also allows a 2GB maximum file size, and 20,000 file and folder limit.

Create and Collaborate

OneDrive allows users to create Word, Excel, OneNote, Access, and PowerPoint documents from any location with a simplified, online version of Microsoft Office 2013. Teams can work more efficiently on projects as multiple people collaborate on a file in real time. Document owners can monitor a project’s progress by assigning workflows to teammates and setting document alerts to track changes.

Sync

Work from any device, anywhere, with automatic syncing across operating systems. File changes are simultaneously saved to both online and desktop applications, giving users offline access to all their important documents. Also, the formatting of documents is preserved as users seamlessly transition between software.

OneDrive supports PC, Mac, iOS, and Android devices as well as Microsoft Windows and Mac OS X systems. However, the desktop application does not operate on Windows XP or Linux.

Save

With OneDrive, you never have to worry about losing your important files to device failures. Documents are instantly backed up onto the cloud service and are universally accessible via the internet.

The Version History function enables users to easily recover and restore previous versions of a file without saving multiple copies. Therefore, you can eliminate excess backup files and free-up more storage space. Also, items sent to the recycle bin can be retrieved for 30 days.

Share

Documents created and saved in OneDrive can be shared with a secure link. Every recipient can access the same shared file from any device, allowing for greater mobility and ever wider accessibility to important information. Furthermore, users can make documents public by embedding them into blogs, assignments, and other webpages as well as social networks like Facebook, Twitter, or Vine.

Secure

When handling sensitive information such as grades, tests and answer keys, it is important to know you can depend on OneDrive to provide strong protection against security breaches. OneDrive has been vetted with UFIT Security and is approved storage of UF restricted data, excluding Protected Health Information (PHI). All user data is protected under multiple layers of encryption. In compliance with HIPAA, FISMA, Safe Harbor, and most other privacy standards, Microsoft guarantees to block search engine web crawlers from private business files.

OneDrive further protects against security breaches a with a multi-factor authentication login. In addition to a password, login options include a phone call or text message. Moreover, only a document owner can control who can view, edit, or change a file. Each user can be assigned various administrative tasks and levels of authority.

Organize

Anyone can easily navigate through OneDrive with its simple, user-friendly design. Massive amounts of data are organized by file type into easy-to-find folders. You can arrange all your business files by department, mark them by priority, and follow documents for quick reference. You can even export and archive all Outlook email attachments to an OneDrive folder.

Keeping track of thousands of students in multiple courses, over multiple semesters can get overwhelming. However with OneDrive, instructors can better organize class materials and manage any course, whether it is online, face-to-face, or a hybrid. The following are some of the primary educational uses of OneDrive:

Disseminating Information

• Instructors can require students to sync to a file or folder thus allowing the transfer of files that are too large to be sent via email or uploaded to a Learning Management System.
• Instructors can sync to a student’s file thus allowing students to submit projects or files that are too large to be sent via email or uploaded to a Learning Management System.
• Students or instructors can access lecture material or data from any classroom on campus to access via the web using a username and password.

Declutter Data

• Instructors can organize class assignments into easy-to-find folders, cache lesson plans, and track teaching methods from year-to-year.
• Reduce excess backup files with the Version History feature. You can recover every version of a file without saving separate copies.

Peer Collaboration

• Instructors can strengthen UF programs and reputation through a communal approach to education. They can share and edit lesson plans, and streamline objectives within and across departments.
• Students working in groups can share a file and simultaneously edit or peer review.
• Eliminates the need to email files back and forth to other group members.
• When a project is finished, the students can instantly transfer large documents to an instructor with an invitation to access the project.

1. Manage Curriculum
   Keeping track of thousands of students in multiple courses over multiple semesters can get overwhelming. However, with OneDrive, professors can:
   • organize class assignments
   • cache lesson plans
   • track teaching methods from year-to-year
     
2. Secure Storage
   When handling sensitive information such as grades, tests and answer keys, it is important to know you can depend on OneDrive to provide strong protection against security breaches.
   • Data is protected with a password and an optional multi-factor authentication login
   • Directly share letters of recommendation with students and prohibit them from altering the content with encryption features
     
3. Universally Accessible
   • Access lecture material from any classroom on campus without carrying around a flash drive or laptop.
   • Create an interactive learning environment by sharing lecture materials with students. They can follow along and take notes directly on class presentations.
     
4. Declutter Data
   Organize massive amounts of data from academic research to coursework into easy-to-find folders. Reduce excess backup files with Version History feature. You can recover every version of a file without separately saving them.
   
5. Colleague Collaboration
   Professors can strengthen UF programs and reputation though a communal approach to education
   • Share and edit lesson plans
   • Streamline objectives with an across departments