The information and resources below are provided to assist staff in performing their administrative duties and/or support if they are not physically on campus. This content should be used as a guide and each department should work with their staff to discuss their needs and prepare their staff accordingly.
Preparation
Please ensure you have the following:
- Ensure you’re enrolled in two-step authentication.
- Have a Windows or Apple computer or laptop with recent patches installed.
- An internet connection.
- An up-to-date web browser, such as Google Chrome or Mozilla Firefox.
- Updated list of contact numbers for staff in your department.
For staff who wish to use Teams or Bluejeans with video and/or audio:
- USB webcam with microphone or headset.
Secure Remote Access
Meetings and Events with BlueJeans
BlueJeans is the world’s leader in cloud video conferencing. Easily and securely hold live video calls, webinars, conference calls, and online meetings.
BlueJeans is the video conference tool used by VPUL and Penn has an Enterprise License. BlueJeans is HIPPA and FERPA compliant..
Follow the guides below to start working with BlueJeans:
Zoom
Zoom is a video conferencing platform used at the University of Pennsylvania that allows users to perform synchronous (real-time) functions including host online meetings, participate in group messaging, and share video and audio content. The software is cloud-based and works on desktop, laptop and mobile operating systems including Windows, Mac, iOS, Android, Blackberry, and Linux.
Your Zoom account is an Educational license, which has the same features as the Business license except the pooled storage is reduced to 0.5GB per user. Users cannot share accounts. You can use the following vanity URL to begin signing in: https://vpul-upenn.zoom.us/
Microsoft Teams
All VPUL departments now have their own “team” in Microsoft Teams. You can access Teams here or download the Teams app here. Teams is FERPA compliant (HIPPA being worked on).
Alternatively, you may begin collaboration immediately by launching the web version of Microsoft Teams below:
Document Sharing with Penn+Box
- Penn+Box can be used as a tool to share and store documents
- VPUL Mission Continuity folder
- Individual department folders
- updated with information from ShadowPlanner
- updated to include a template to use for call tree
- added users to departments per requests of director’s
- All Directors have access to all department folders
- Individual’s can be added to department only folders
- Individual department folders
- Group folders are already in place for each department within VPUL
- Folder name: GRP-VPUL-office (i.e. grp-vpul-pwc, grp-vpul-mm, grp-vpul-vpults)
- Reviewed security today; added additional team and co-owners as appropriate
Email and Calendaring
Remote options are available for email and calendaring through Penn O365. Available options include Outlook configuration and accessing email through a web browser via webmail.
Telephone Features with PennNet Phone
PennNet Phone Service (PPS) is a web service that allows you to manage certain telephone features and voice mail options, this includes forwarding a phone line to a different number from a web browser. With PPS, you can adjust these PennNet Phone settings at anytime.
- Requirements & Tips for Using PennNet Phone Service
- Enable Call Forwarding and Email Deliveries (ISC is recommending that calls not be forwarded but voicemails be sent to email).
PennNet Phone User Training – This training is designed for PennNet Phone users who would like to learn more about using their PennNet Phone.This brief video will review how to change phone settings (ring-tones, personal directory, voice mail options) and how to use the PPS web service to manager their voice mail settings and forwarding options. This video course is offered through Knowledge Link.
LinkedIn Learning
University of Pennsylvania Lynda.com accounts were upgraded to LinkedIn Learning on Monday, October 28, 2019 and notified of the change. You can decide to link your LinkedIn account, you may need to authenticate with both your PennKey and your personal LinkedIn accounts to access courses. You can link or unlink your LinkedIn account at any time.
What is LinkedIn Learning?
LinkedIn Learning is an online training library that provides access to tutorials covering a wide selection of topics. Course offerings include software products widely used on campus, as well as topics to enhance key business skills. Many tutorials include exercise files so that you can follow along step-by-step, and work with the same assets as the instructors. New and improved courses are added weekly. LinkedIn Learning is available to most regular Penn faculty, students, and staff (excluding temporary staff) with a valid PennKey.
Frequently Asked Questions
- I am unable to access my machine but I was able to before
Keep an eye on the VPN status icon in the system tray. An icon with a green shield and yellow lock will mean you’re connected. Otherwise, you will need to re-authenticate. You can also verify your status my opening the FortiClient VPN app. - How can I get a student worker on Microsoft Teams?
They will use their PennO365 account to login. However, many students have only used this credential to install Office so a common issue is them having no idea what their credentials. Their user name will be pennname@upenn.edu. If they don’t know their password, they can reset it using the PennKey-protected O365 Password Reset tool.