Working Remotely

Contact Email

BAE Department Users should contact bae-support@ucdavis.edu for options for working remotely. TXC Department Users are currently managed by BFTV IT and may continue to use bftvtech@ucdavis.edu for support. 

Working Remotely

    File Access
    • How to access network drives (L:\, M:\, O:\, K:\, etc.)?
    • The best way to access network drives is using Remote Desktop. It will give you access to all the same files and resources you have when you're sitting in front of the computer. In some cases Remote Desktop is not possible, yet you can still access them directly from your computer. The first step to all remote access is connecting to the VPN.

      BFTV Cluster: All BFTV Cluster Staff have remote access to the network drive with their supervisors permission.
      VEN & FST: If you don't already have remote file access, it can be requested from the BFTV IT Team with authorization from your PI or Lab Manager (where applicable).

      Windows
      1) Open you File Explorer (folder icon) on your computer.
      2) In the address bar, enter the address provided to you by BFTV IT then hit Enter on your computer. The address provided should be something similar "\\dept-servername.ou.ad3.ucdavis.edu\filename".
      3) When prompted, enter your full @ucdavis.edu email address and Kerberos Password/Passphrase.

      macOS
      1) In the Finder menu, click Go then Connect to Server... to bring up the connection window.
      2) In the Server Address field add the address provided by the BFTV IT Team. The address provided should be something similar "smb://dept-servername.ou.ad3.ucdavis.edu/filename". Click the [+] button to save the address for future use.
      3) Click Connect, then make sure Registered User is selected at the next pop-up. 
      4) In the Name field, enter ad3\LoginID. For example, if your UC Davis Login ID is jsmith, you will use ad3\jsmith. Enter your Kerberos Password/Passphrase in the Password field then click Connect.
    Phone Calls
    • How do I forward my phone if I'm still here on campus?
    • Everyone with a VoIP phone has the capability on their phone (see image below).
      1) Click the button under the screen icon labeled Fwd All.
      2) Enter a 10-digit phone number and wait 10 seconds, it will autosave your selection.
      3) Your calls should now be forwarded. Test call from another phone if possible. No Jabber Client features is required to do this.
      Fwd All
    • How do I forwards my office phone if I'm already remote?
    • 1) Navigate to https://scp.ucdavis.edu and login with your UC Davis User ID and Kerberos Password/Passphrase. You may need to connect to the VPN first to access it.
      2) Click the Call Forwarding tab on the left.
      3) Check the box for Forward all calls to:  under the phone number you which to forward. You only see one number if you don't have multiple lines.
      4) Use the dropdown and select Add a new number.
      Fwd All
      5) Enter your 10-digit phone number, then click Save.
      6) Your calls should now be forwarded. Test call from another phone if possible.
    • Where can I access my voicemail online?
    • Voicemail can be access from the http://unity.ucdavis.edu/ website. Login with your UC Davis User ID and Kerberos Password/Passphrase. You may need to connect to the VPN first to access it.
    Remote Computer Access
    • Can I use programs like TeamViewer or similar to connect to my office or lab computer?
    • Remote access tools like TeamViewer are not permitted for this use unless your lab or group purchases licensing for non-home use. There is no instance in which connecting to a computer on campus is considered home-use for the purpose of licensing.

      The BFTV IT Team can configure Remote Desktop connections to Windows computers and securely configured VNC connections to macOS/Linux systems that have no cost associated with them.
    • What is Remote Desktop?
    • Remote desktop is a program or an operating system feature that allows a user to connect to a computer in another location, see that computer's desktop, and interact with it as if they were sitting in front of it. Only one person can be connected to a computer at a time no matter if they are connected remotely or directly in front of the computer.
    • How do I get the Remote Desktop program?
    • Windows: The Remote Desktop Connection app is built-in to Windows. Open your start menu and search for the program. Or find it under the Windows Accessories folder on the Start Menu.
      macOS: The Microsoft Remote Desktop can be found from the Mac App Store (https://apps.apple.com/us/app/microsoft-remote-desktop-10/id1295203466).
    • How do I remote into my Windows computer?
    • The first item you will need is your computer name. That can be found on a sticker in the format of [Department]-[2-letter type indicator][3-digit number]. For example, BFTV-DT001. If you cannot find it, please contact the BFTV IT Team for assistance. 

      BFTV Cluster: All BFTV Cluster Staff can access their computers with their supervisors permission.
      VEN & FST: If you don't already have remote access, it can be requested from the BFTV IT Team with authorization from your PI or Lab Manager (where applicable).

      Connecting
      1) Make sure your computer is connected to the internet and then start the VPN.
      2) Launch your Remote Desktop Program, then enter your computer name. In some cases you may need to add .ou.ad3.ucdavis.edu to the end of the name. For example, BFTV-DT001.ou.ad3.ucdavis.edu would be the full name of BFTV-DT001.
      3) Click connect and enter your full @ucdavis.edu email address and Kerberos Password/Passphrase.
    • How to end a remote session?
    • There are two option for ending a remote session.

      Option 1: You can click the X at the top of the remote desktop window. Using this method will keep everything open that you had last used. This is not recommend for BFTV Staff, as it will cause conflict if they connect to a different computer.

      Option 2: Go to the Start menu > click on the person icon > then select Sign out or Disconnect. This will fully log out of the remote session and close any open documents or programs that were open. Make sure to save and close any open files before using this method. 
    • How do I remote into my macOS or Linux system?
    • This method is possible. Please reach out to the BFTV IT team for help with setup.
      VPN Access
      • What is a VPN?
      • A VPN (Virtual Private Network) is a connection method used to add security and privacy to private and public networks. For added security, all department resources are only accessible from the department's network. Using a VPN creates a link that treats your computer as if it was connected to our network directly, which gives you access to the department's resources. University resources can be access using the Library's VPN service in the same way.
      • How to connect to the VPN?
      • Detailed instructions can be found on our https://bftv.ucdavis.edu/vpn page. BFTV Administrative Staff should continue to use bftv.vpn.ucdavis.edu. Department Users (FST/TXC/VEN) will now want to use vpn.library.ucdavis.edu instead.

        FST & VEN Departments: For access to articles available only on campus, you will need to use the Library's VPN instead. The instructions are the similar, except you use their server. Visit their page for additional information: https://www.library.ucdavis.edu/service/connect-from-off-campus 

      Teaching and Meeting Remotely

      Meeting
      • What are my options for remote meetings?
      • The most readily available videoconferencing software available on campus is Zoom. Currently all Faculty, TAs, and Staff have the ability to sign up for a Zoom account.

        If you already have a Zoom account, either free or paid, go to the CAES Zoom Instance Transfer Page for instructions on transferring. Make sure you're logged out of Zoom first, then go to the list URL on step 1. If you have a paid license, make sure your old subscriptions will end. It may not automatically cancel upon transfer.

        If you do not have a Zoom account, you can follow the same link and go through steps 1 to 3. You will not see prompts at step 4 or later if you don't have an existing Zoom account.
      • Where do I go to get help with Zoom?
      • Zoom has a entire website dedicated to support. It is the Zoom Help Center. Here are a few quick links that most users will find handy:

        Join a Meeting: If you don't have a webcam or microphone, you can Join a Meeting by Phone for the audio portion.

        Schedule Meeting: The Enable Join Before Host feature is most often used, with the exception of interviews.  A waiting room is most suitable for interviews.

        Manage Participants in a Meeting: Bottom of page includes how to prevent participants from screen sharing or unmuting themselves.

        Getting Started with Zoom tips: Zoom support page with helpful links

        Zoom Breakout Rooms http://kb.ucdavis.edu/?id=5714

        LiveRoom Overview http://kb.ucdavis.edu/?id=5672

        Zoom Guide for Staff http://kb.ucdavis.edu/?id=5704
      Teaching
      • How can I teach my class remotely?
      • All teaching materials should be uploaded to Canvas (https://canvas.ucdavis.edu) for online teaching. Canvas now has Zoom integration for those registered under CAES's Zoom instance. If you have not signed up for Zoom since 3/13/2020, or do not see that option under one of your CAES Courses, you are likely not licensed under CAES. Faculty, TAs, and Staff are eligible to sign up. Only the meeting host needs to have a paid license, participants are not required to sign up.

        If you already have a Zoom account, either free or paid, go to the CAES Zoom Instance Transfer Page for instructions on transferring. Make sure you're logged out of Zoom first, then go to the list URL on step 1. If you have a paid license, make sure your old subscriptions will end. It may not automatically cancel upon transfer.

        If you do not have a Zoom account, you can follow the same link and go through steps 1 to 3. You will not see prompts at step 4 or later if you don't have an existing Zoom account.

        Campus currently has several other options available, and in development, which can be found on their https://keepteaching.ucdavis.edu/teach website.
      • How do I set up a Zoom session through Canvas?
      • Campus has create a page at http://kb.ucdavis.edu/?id=5664 that describes how to setup a Zoom session in Canvas.
      • Is there remote teaching hardware available to me?
      • Yes. The BFTV IT Team currently working on solutions for remote teaching for the supported departments. Currently we have purchased a few webcams, document cameras, and writing tablets that we will be testing. More details will be posted here as they become available.
      • How do I share Zoom recording, Kaltura Capture, and other videos with my class?
      • You can share Zoom recordings and videos through AggieVideo using Canvas. You first need to download the recorded video from Zoom to your local computer. For instructions on that, please see “How can I download recorded Zoom video?
        1) Go to https://canvas.ucdavis.edu and login with UC Davis credentials.
        Canvas Login


        2) Once you are in Canvas, go to the Courses and select the course you want to share the video
        Select courses


        3) Go to My Media
        Choose My Media

            
        a. If you see an error on this page, you will need to allow Kaltura access to Canvas (you only need to do it once)
            error
                i. To allow Kaltura access, go to Media Gallery and click Authorize
                Allow Kaltura


        4) Click Add New and select Media Upload
        Add New


        5) You can Drag & Drop your file or click on Choose a file to upload and select your video file
        Choose video file

        6) Once upload is complete, you can add name, description, tag, choose whether the video should be private or published (you should choose published to make it available for the students). Click Save once done
        Upload Complete
      • How do I edit an uploaded video?
      • 1) From Canvas, go to Courses and select the course which you already uploaded the video for
        Select courses

        2) Click on My Media
        Choose My Media

        3) It will list all the video uploaded for the course. Click the pencil icon next to the video you want to edit
        Edit Video

        4) You can (a) edit the information for the video such as name, description, tags, thumbnail and etc. or you can (b) edit the actual video such as cutting and removing a part of the video.

            a. Edit the information for the video and click on Save once you are done
            Edit video info

            b. To edit the actual video, click on Launch Editor (if it doesn’t load, go to videos.ucdavis.edu, login with your Kerberos and click My Media and Launch Editor)
            Edit video


                i. On the Video Editor window, you can cut and remove a part of the video by editing the timeline with the tools provided (set in, set out, split), then you can save it on the original video or save it as a copy
                Edit video and save
      • How can I download a recorded Zoom video?
      • 1) Go to the Recorded section of Zoom. You can go there in three ways:
            a. From Canvas
               
        i. Once you are in Canvas, go to the Courses and select the course you want to share the video
                Select courses


                ii.  Click on Zoom, then choose Cloud Recordings tab, it will list all your saved videos
                Access Recording from Canvas

                iii. Click on the name of the video you want to download, and then click on Download under recording file, it will take you to the Zoom website (click Sign In on Zoom website if you are not already signed in)
                Download Recording

            b. From the Zoom Client
                i. Open Zoom client (sign in with SSO if you are not already signed in), go to Meetings and then choose Recorded tab. Select the recorded video and click Open, it will take you to the Zoom website (click Sign In on Zoom website if you are not already signed in)
                Download from Zoom Client

            c. From Zoom website
                i. Go to https://ucdavis.zoom.us (sign in if you are not already signed in), then click on Recordings. It will list all the saved recordings, click on the name of the video you want to download
                Access recording from Zoom

        2) Click on Download (2 files) (it will download the video file with the extension .mp4 and a separate audio file with the extension .m4a, you will only need to upload the video file on Canvas)
         Click download 2 files
      • How do I protect my Zoom meeting?
      • First of all, make sure you have the latest Zoom client app installed on your system. You can download the Zoom client from https://zoom.us/download.

        Take these steps to protect your meeting:

        a) Scheduling a Meeting: When scheduling an upcoming meeting, make sure to have a password for the meeting and enable the meeting only for authenticated users.
        To do so, got Schedule Meeting and check the option “Require Meeting Password” and the “Only Authenticated Users can Join”.

        Note: If your meeting is only for UC Davis members, choose the “All the UC Davis – Must Zoom account under @ucdavis.edu” option from the dropdown.

        Zoom Schedule Options


        b) Secure the Meeting once Started: Once the meeting is started, you will have a “Security” button on the icons bar with these options available:

        Zoom Security Option


        Lock Meeting: This option won’t allow anyone else to join the meeting. It is best to have this option on once you have all participants joined the meeting. That way, it won’t allow anyone else to join the meeting.

        Enable Waiting Room: This option will allow you to control who can join the meeting. It asks for the permission of the host when a participant wants to join the meeting. It will show on the Manage Participants tab. You can either “Admit” it or “Remove” it.

        Remove participant


        Allow Participants to: With the options under this section, you can allow/disallow participants to share their screen, chat, and rename themselves.

        c) Quickly Remove a Participant: You can quickly remove a participant by going to Security > Participants and then click on remove beside each participant’s name.

        d) Move a Participant back to the Waiting Room: You can move an already joined participant back to the Waiting Room by going to Manage Participants, click on “More” beside participant’s name and choose the “Put in Waiting Room” option.

        Participant back to waiting room

         
      • Is it possible to pre-record my lecture?
      • Yes. Please visit the following links to learn how to install and use Kaltura Capture, which is accessible from AggieVideo:

        How to install Kaltura Capture http://kb.ucdavis.edu/?id=4285
        Getting Started with Kaltura Capture http://kb.ucdavis.edu/?id=4284
      Testing
      • Is it possible to hold tests remotely?
      • Yes. Campus has put together many resources for holding test remotely, including online proctoring by a third-party company. Details can be found on the https://keepteaching.ucdavis.edu/test website. Setting up online proctoring can take 2-3 business days, please plan accordingly.

      Getting Support
      • How do I get IT Support on campus, from home, or from across the country?
      • For any and all IT needs, please contact bftvtech@ucdavis.edu for support. If you are working off-campus, our team has access to remote support tools like TeamViewer. So they can provide you with support from anywhere in the world where you have an internet connection. If you provide them with a phone number to reach you, they can also walk you through support over the phone.