Return to Campus Guide for Staff
As we gradually return to campus, we’ll need to navigate a hybrid work environment where some colleagues are onsite and others are still remote. Use the guidance below to prepare your technology for your return and follow our recommendations for managing effective meetings and collaboration between your remote and on-campus colleagues.
Review the essentials checklist below for steps to prepare your technology for your return as well as steps you should take once you're on campus.
Step 1: Before You Return
Gather Your Equipment
When campus went remote, you likely brought home your office equipment. When you return to campus, remember to bring those things back: cables, monitors, computers and chargers.
Register New Devices with DUO
If you purchased a new device, be sure it's registered and remember to bring it to campus. The DUO app is used for two-factor authentication and provides an extra layer of security when managing your data and logging into CMU resources.
Step 2: Once on Campus
Update Devices Left on Campus
You may have an inactive device in your office. It's important to update it as soon as you connect to the network so that you can safely share CMU resources on campus such as the network, printers and virtual lab environments.
Reconnect to Wireless
If you recently changed your Andrew password, remember to use that new password when you reconnect to the CMU-SECURE wireless network.
As a reminder, the CMU (Legacy) network was retired recently. You'll need to connect your computers and mobile devices to the CMU-SECURE network.
Reconnect to Printers
We recently updated Campus Printing to include the ability to print directly from your phone to printers across campus. Install the new campus printing software on your laptop/mobile device and remove old printers from your queue.
Talk to your Departmental IT staff for help reconnecting to department printers.
Meet and Collaborate
Collaborating and meeting with your on-campus and remote colleagues can be a challenge in a hybrid work environment. The guidance below offers tools and meeting advice to help you better navigate this space.
Sending a quick message to a person or a small group, whether on or off campus, is easy with Google Chat. You can also create a private room for communicating with a larger group. Cisco Jabber is also an option for chat.
For a similar communication experience on or off campus, request a desk phone for remote use or install Jabber to make and receive calls.
Web Conferencing Rooms
These options can make hybrid meetings seamless for both remote and in-person attendees.
As many return to campus, there will be situations where someone may need a place to work for a short period of time. These spaces can be used to connect privately to a Zoom meeting, a quiet place to work or for small in-person meetings.
Google Workspace for Education
The applications in Google Workspace for Education can make collaboration with in-person and remote colleagues more seamless. Using Google Docs for notes allows all participants to contribute in real-time. These tools are available through your Andrew account.
Shared Calendar Options
Consider using a shared calendar to schedule and view team PTO or keep track of flexible work schedules. This will help all team members stay organized.
Meeting Best Practices for Hosts
Hybrid meetings can be a challenge. Anyone that has participated in one knows that engagement, technology, and environmental issues can impact the meeting at any time. Planning is essential to provide an inclusive experience for in-person and remote attendees. Follow these best practices to prepare for your next meeting.
Most meetings will still occur over Zoom. You won’t be prompted to install new versions of Zoom so plan to run software updates regularly.
Plan Your Meeting
Sharing agendas and meeting goals, will guarantee everyone feels included and engaged.
- Define the purpose and goal for the meeting.
- Create a clear and detailed agenda.
- Provide meeting materials in advance.
- Include a Zoom meeting invite.
- Use a collaborative tool like Google Docs for notes so all participants can contribute in real-time.
- Make sure everyone has an opportunity to speak.
Host a Remote Meeting
The easiest option from a technology perspective and most inclusive for both in person and remote participants is to have everyone on Zoom. Instruct attendees to:
- Connect to the meeting from a private space. If your space does not allow for privacy, a headset will help with engagement and minimize distractions.
- Join the meeting with audio muted and camera on.
- Use Zoom meeting controls like chat and reactions.
Host a Hybrid Meeting
Managing an in person meeting with remote attendees, can increase challenges. To make this as seamless as possible, we recommend the following for hosts:
- Start the Zoom meeting early to allow remote attendees time to connect and work through any technical issues.
- Assign someone in the room to monitor Chat in Zoom for remote participation. This also allows for the person in the room to experience what remote attendees are seeing.
- Use the Zoom app to change the audio and video settings to use the meeting room camera and microphone during the Zoom meeting, if available.
- Use the room's projection to display remote attendees; allowing for visual cues for remote participation.
- Adjust your slide show presentation to appear in a resizable window. This provides easier access to the Zoom meeting features and allows you to keep your presentation notes open.
- Instruct connected in-person attendees to disconnect their device audio from the meeting.
- Include remote participants in the discussion, by repeating questions and summarizing key points.
- Make sure everyone has a chance to speak.
Consider Options for Large Meetings
Consider these options when hosting a large meeting:
Use a Webinar
Large meetings (50+ attendees) that include both in person and remote participants should be online. A webinar is a good option in these cases. Media Services can help you plan and organize the meeting for a fee. This is recommended for high-profile events or if you're not familiar with running a meeting in this format.
Schedule Two Meetings
If a webinar is not a practical option for your meeting, then schedule two meetings. One for all in person attendees and another Zoom meeting for remote participants.
Schedule a Room
In some cases department conference rooms may be scheduled as a resource. Be sure to check availability and capacity before scheduling.
University Meeting Spaces
Meeting space in the Cohen University Center and Registrar spaces may be scheduled using the 25Live system. Don't forget to request equipment for the University Center by completing the Cohon Center Equipment Lending Form.
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