ILS Resources for Faculty Teaching Remotely

Updated: Thursday, April 21, 2020

In the event of a situation that requires you to be away from the Bates College campus for a period of time; or the buildings you teach, work, or have classes in are closed, Information and Library Services (ILS) has prepared a list of resources available to you during your time away from campus.

Being prepared and testing your equipment beforehand is key to working remotely. Please make sure to test your equipment at the remote location you will be working. Also, make sure to test your ability to connect to the Internet and access the Bates campus network. If you are not sure that your computer is ready for you to work remotely, you may make an appointment with the IT Help Desk to have them perform a health check of your computer.

Check your computer to make sure everything is working properly and that the software and files you will need while working remotely are available to you. You may temporarily save and access your files from your computer’s hard drive, your department’s network file share (VPN Required), or your Bates G Suite Drive account.

If you have any questions or need assistance, please visit the IT Help Desk home page and visit our FAQ’s or contact the IT Help Desk at helpdesk@bates.edu.

We’ve listed the resources below to help you determine what tool or set of tools will work best for you. You may also view the Bates Contingency Plans: Classroom Technology Options for additional resources.

E-Support Options – Requesting and Receiving Help while Off-Campus

Zoom – Video Conference and Recording Software

Interactive video conference system (permits students to participate in class remotely).

If you are planning to teach or work from a remote location using video conferencing software such as Zoom, please test your computer’s speakers, microphone, and camera. These items will be crucial to you in having a successful video conference/remote class. If you would like a tutorial on using Zoom for your classes, please submit a Classroom Technology Training Request and a member from our Classroom Technology Team will reach out to you.

FERPA Considerations

  • May a recording that includes student participation be posted for other class members to view or listen to?
    • Yes. If access is limited to other students in the class, FERPA does not limit or prevent its use and does not require obtaining a written consent. This allows instructors to create access for students in the class to watch or re-watch past class sessions.
  • What is the easiest way to comply with FERPA if I am video recording my class sessions and students will be asking questions, doing presentations, or appearing on camera?
    • If access is limited: to other students in the class, FERPA does not limit or prevent its use and does not require obtaining a written consent. This allows instructors to create access for students in the class to watch or re-watch past class sessions.
    • If access will not be limited: to students in the class, plan the recordings accordingly. Make sure not to show students who are asking questions and don’t refer to the students by name. Avoid repeating the student’s name in the recording (de-identifying the students removes the need for a specific consent from each student depicted). If a student happens to appear on camera, their identity can be edited out or a written consent can be obtained.

Resources:

Beginning with Zoom –

Download and Install the Zoom Client

  • Launch a web browser
  • Go to https://zoom.us/download
  • Click the blue Download button under Zoom Client for Meetings to access the installer
  • Open the Zoom installer from your Downloads folder and follow the on-screen steps to set up your Zoom Client

Scheduling a On-Time Zoom Meeting (Use for a one-time class or for one-to-one meetings)

  • Go to https://bates.zoom.us/
    • Click on the Just login to your account button
    • At the Federated Authentication Service window, login with your Bates Username and Password
    • Authenticate with Duo Two-Factor Authentication
    • From your Zoom Web Dashboard click on the Meetings link located in the top left margin
    • Click the blue Schedule a New Meeting button in the top left corner
    • Enter in the details for your Zoom Meeting and click on the blue Save button
    • After you click on the Save button, you will be provided with a summary of your meeting details
    • In the middle of your summary window you will see the Invite Attendees section, copy the Join URL
    • You may now share the Join URL by pasting it in an email message to your students or on your Lyceum course page
    • From your summary window click on the Meetings link located in the top left margin
    • You will now see a list of your scheduled meetings
    • You may repeat the above directions to schedule another meeting or if you are finished, click on the Sign Out link, located on the top right of your Zoom Web Dashboard

Scheduling a Recurring Zoom Meeting

  • Go to https://bates.zoom.us/
    • Click on the Just login to your account button
    • At the Federated Authentication Service window, login with your Bates Username and Password
    • Authenticate with Duo Two-Factor Authentication
    • From your Zoom Web Dashboard click on the Meetings link located in the top left margin
    • Click the blue Schedule a New Meeting button in the top left corner
    • Enter in the details for your Zoom Meeting
    • Under the Time Zone section, place a checkmark in the Recurring Meeting checkbox
    • Enter your recurring meeting details (Recurrence, Repeat Every, and End date)
    • Click on the blue Save button
    • After you click on the Save button, you will be provided with a summary of your meeting details
    • In the middle of your summary window you will see the Invite Attendees section, copy the Join URL
    • You may now share the Join URL by pasting it in an email message to your students or on your Lyceum course page
    • From your summary window click on the Meetings link located in the top left margin
    • You will now see a list of your scheduled meetings
    • Click on the Sign Out link, located on the top right of your Zoom Web Dashboard

Starting a Scheduled Zoom Meeting

  • Go to https://bates.zoom.us/
    • Click on the Just login to your account button
    • At the Federated Authentication Service window, login with your Bates Username and Password
    • Authenticate with Duo Two-Factor Authentication
    • From your Zoom Web Dashboard click on the Meetings link located in the top left margin
    • You will now see a list of your scheduled meetings
    • Find the Zoom Meeting to start, and all the way to the right of the meeting details, click on the blue Start button
    • You will next be prompted to Open zoom.us?
    • Click on the Open zoom.us button
    • The Zoom client will now launch and your Zoom Meeting will begin
    • Click on the blue Join With Computer Audio button

Ending a Zoom Meeting

  • Once you have completed your Zoom Meeting, you will want to click on the End Meeting button located on the bottom right of the Zoom Meeting window

Zoom Tips:

To help make this transition easier for you and your students, there are a few ideas you can consider for implementation when scheduling:

  1. Under “Meeting Options” there is a check box to mute participants upon entry. This will mute all of your students at first and they can unmute themselves when they have a question/comment.
  2. Leave all other settings defaulted.

When not sharing your screen, you will have the option in the top right corner to select “Speaker View” and “Gallery View” Speaker view will show you who is speaking on the large main screen. Gallery view will show you everyone in the meeting at once and highlight them with a yellow box when they speak. That is on your screen only, each participant will have the option to view how they would like.
Bates FAQ’s Zoom FAQ’s Zoom Video Tutorials

Virtual Desktop – Access Computer Lab Software


Through the use of the MyVPN Web Service (myvpn.bates.edu), individuals may remotely access Bates Computer Lab Software that otherwise may not readily be available.

Please Note: This is a shared resource, when you are done using this resource, please Sign Off.

Connecting to a Virtual Desktop from Off-Campus

  • Launch a web browser
  • Go to https://myvpn.bates.edu
  • Login with your Bates Username and Password
  • Under the HTML5 Access Sessions, click on MyVDI Shared
  • Your Microsoft Windows 10 Virtual Desktop will now load

Disconnecting from a Virtual Desktop

  • Click on the Microsoft Windows 10 Start button
  • Click on your Profile Icon and click on Sign out
  • Click on the Door icon on the top right to Sign out

Course Lists – Communicate with your Class via Email

If you need to communicate with your classes during your time away from campus, one option available is to use an email course list. Course lists are generated based on the students registered for a particular course and are updated nightly. Course lists are designed to allow two-way communication between the faculty member and students registered for the class.

Course List:

Majors and Minors Lists:

Advising List:

Lyceum QuickMail:

Classroom Capture – Recording your Classes

Many classrooms on-campus are equipped with video recording cameras and microphones that provides faculty with the option of recording their classroom activities and distributing the recordings to students.

If you would like a tutorial on using Classroom Capture to record your classes, please submit a Classroom Technology Training Request and a member from our Classroom Technology Team will reach out to you.

Library Proxy – Access Library Resources from Off-Campus

The Library Proxy Service provides access to library resources, journals, and databases from off-campus. When you attempt to access a resource from off-campus, you will be prompted for your Bates Network username and password (no set up or configuration is needed for your computer). Please access these resources from the Ladd Library web page and do not attempt to access a resource directly from the vendor’s website.

Virtual Private Network (VPN) – Access On-Campus Resources Remotely

If you need to access network resources such as network file shares (China), you will need to use the colleges’ VPN service. You may also move files you anticipate accessing to your Bates Google Drive account. Documents and files saved in your Bates Google Drive account are accessible from just about anywhere and the VPN is not required.

Note: As as 5:00 pm on Tuesday, March 17, 2020, ILS will be reducing the time-out period on the VPN from 4 hours to 1 hour. If you are signed into the VPN and you have been idle for one hour, you will be automatically disconnected. 

Connecting to the Bates College Virtual Private Network (VPN) –

Microsoft Windows 10 – Connecting:

  • Click on the Start Menu
  • From your Start Menu, scroll down to the “P” section
  • Click on the Pulse Secure down-arrow to expand the Pulse Secure folder
  • Click on the Pulse Secure application to launch it
  • From the Pulse Secure Connection window, you will see an entry for myvpn.bates.edu
    • If you do not see the myvpn.bates.edu entry, please contact the IT Help Desk for additional assistance
  • Click on the Connect button next to myvpn.bates.edu
  • At the login prompt, enter your Bates Username and Password
  • Click on the Connect button
  • Minimize the Pulse Secure window

Microsoft Windows 10 – Disconnecting:

  • Maximize the Pulse Secure application from the Task Bar
  • Click on the Disconnect button next to myvpn.bates.edu
  • Click on the Close button

MacOS – Connecting:

  • Open the Application Folder or launch Mission Control
  • Locate the Pulse Secure application
  • Double click on the Pulse Secure application to launch it
  • From the Pulse Secure Connection window, you will see an entry for myvpn.bates.edu
    • If you do not see the myvpn.bates.edu entry, please contact the IT Help Desk for additional assistance
  • Click on the Connect button next to myvpn.bates.edu
  • At the login prompt, enter your Bates Username and Password
  • Click on the Connect button
  • Minimize the Pulse Secure window from the Dock

MacOS – Disconnecting:

  • Maximize the Pulse Secure application from the Task Bar
  • Click on the Disconnect button next to myvpn.bates.edu
  • Click on the Close button

Resources:

Software – Academic Software Available for Faculty