Carnegie Mellon University

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.

Return Checklist

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. 

Secure Your Device

Whether you are using a university-owned or personal computer, be sure your operating system, apps, and antivirus software are up-to-date.

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. 

Collaboration Tools

Share Files

The applications in Google Workspace for Education can make collaboration with in-person and remote colleagues more seamless. Using Google Docs for notes, for example, allows all participants to contribute in real-time. The best part, these tools are available, ad-free, with your Andrew account.
Google Workspace for Education

 

Chat

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. For the best experience, use Chat in a browser or with the Google mobile app.
Google Chat

calendar.svgCalendar 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. Shared calendars are available for those on Google or Exchange. 
Shared Calendar Options

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.

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.

 

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.

Tips for Meeting Success

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.

More Meeting Controls and Tools

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.   

Departmental Spaces

In some cases department conference rooms may be scheduled as a resource. Be sure to check availability and capacity before scheduling. 

Invite a Resource - Exchange
Invite a Resource - Google 

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.

We're Here for You!

News and More

Stay up to date on tech upgrades and tips with our feature news articles. Follow the hashtags #TechTuesdayCMU and #TechLifeCMU on YouTube and Instagram for our latest posts.

View the status of services you use daily, like wireless, email and file storage.

Self-Service Help

Have a tech question? Check out the Computing Services website for detailed instructions on all of the resources you use. If you still need help, reach out to the Help Center.