Saint Mary's University of Minnesota (SMUMN) assigns usernames to all of its community members, students, faculty, staff, and administration. The username and associated password is given to new users via email upon employment or admissions confirmation. Users also are assigned a SMUMN ID number at this time. This also acts as your Library card.

 To login to SMUMN-related systems, do the following steps FIRST:

1) To login to the appropriate system below visit, https://community.smumn.edu,

Students click "Student Portal" link under Portals.

Employees click "Faculty Portal" link under Portals. 

2) Enter your username as listed on the Technology page of your acceptance packet.
            Students: Typically first initial, middle initial, up to the first 4 characters of lastname, and year you were accepted to SMU.
            Employees: Typically, first initial and up to first 7 characters of lastname.

3) Enter your password as listed on the Technology page of your acceptance packet or employment verification email.
         Students skip to step 5
         Faculty continue with step 4  

4) When prompted please answer the Security Profile question.
     
    4a) Once question is completed, click Submit.

5) On the portal home page, click Profile in the top right, then select "Change Password".

6) Enter your current (old) password. See above #3.

7) Create a personal, unique, passcode using the on-screen instructions as a guide. Current requirements: at least 15 characters long and cannot contain your name. Otherwise open for personal preference. Recommendation: use a shortish sentence without spaces as the the passcode.

8) Enter this passcode again.

9) Click "Reset Password".

10) Screen should indicate password change successful or similar message. 

11) Click out of the successful box and you should remain on your portal screen.

12) If finished with your portal needs, click "Logout".

13) Visit, https://community.smumn.edu, click the appropriate link to login to the desired SMUMN-related online system, with your newly created password. The Engage password is separate from this process.

 Student assistance Information:

 Winona Campus:

Cardinal Central
1-877-304-4273
cardinalcentral@smumn.edu

Minneapolis (TC) or SGPP Campus:

1-866-437-2788
studentcentral@smumn.edu

SGPP National Online Programs:

Personal Support Center (PSC)
1-877-308-9954
SaintMarysMN@personalsupportcenter.com

Appropriate Use of Technology Policy

Policy Owner Assistant Vice President of Information Technology Policy Approver(s) Data Governance and Technology Planning Committee Related Policies Remote Access and Personal Device Policy; Password Policy   Related Procedures System Configuration Process  Effective Date March 31, 2022  Next Review Date 7/1/2025 

Purpose

The purpose of this policy is to define standards, procedures and restrictions for the appropriate use of Saint Mary’s University of Minnesota’s (SMUMN) technology resources.   

Scope

This policy applies to all SMUMN employees, students, temporary workers, consultants and contractors, hereafter referred to as “users”. All students and employees are expected to know and understand this policy as it relates to their role at the university.  

General Information

The university maintains technology resources for the purposes of conducting and fostering the instructional, educational and research activities of the university, as well as furthering the business interests of the university.  

The university recognizes that technology is a means for intellectual, social, and cultural growth, but said resources can also be a means for harassment and destructiveness. As a Lasallian Catholic institution, the university has an obligation to encourage civility and respect in the use of technology resources. Consequently, members of the university community are expected to exercise responsibility, operate technology resources ethically, respect the rights and privacy of others, and operate within the bounds of the law and of university policy and standards when using university technology resources.

The use of university technology is a privilege. The university reserves the right to monitor the use of all the technology resources it provides, that are used within its jurisdiction, or in its name and, if necessary, restrict access. The university respects the privacy of users; however, users are advised that in the university setting, no absolute guarantee of privacy exists.  

User Responsibilities and Policy Statements

1.     Users are responsible for maintaining a secure system environment. Users must:

     §  Never deliberately disrupt the performance of technology systems

     §  Never attempt to circumvent system security, which includes attempts to circumvent restrictions on the use of university listservs

     §  Never attempt to access any unauthorized accounts, internally or externally, which include university listservs

     §  Immediately report security concerns to the IT HelpDesk  

2.     Users must ensure the physical security of technology resources. Users must not modify, move, or otherwise tamper with university owned hardware or software unless explicitly authorized to do so. Removal of technology equipment, paper, or documentation without authorization, constitutes theft.  

3.     Users of the university’s technology resources are responsible for any activity that takes place through their account. Accordingly, each user must follow the University Password Policy.  

     a.   Passwords must be 15 characters in length.  Special characters, numbers and upper/lower case characters are not required.

     b.   Passwords will expire every 365 days.

     c.   When changing a password, the user must not change it to the most recent password.

     d.   Passwords are to be used and stored in a secure manner. Passwords are not to be written down or stored electronically. Passwords are to be obscured during entry into information system login screens and are to be transmitted in an encrypted format.

     e.   Passwords are to be individually owned and kept confidential, and are not to be shared under any circumstances.  

4.     Users must use technology consistent with local, state, and federal laws. Users must comply with federal copyright law. See the University Catalog for information about copyright law. Users will only use computer software in accordance with license agreements, whether the software is licensed to the university or to them. The university will cooperate with local, state, and federal authorities investigating violations of local, state, or federal law involving technology.  

5.    File sharing is allowed via our approved methods including, but not limited to, Google Drive, Gmail, and SFTP.  The use of torrenting software is not allowed on our network and users must follow the Digital Millenium Copyright Act (DMCA) and the No Electronic Theft Act (NET ACT).

6. The university maintains technology resources for the purposes of conducting and fostering the instructional, educational and research activities of the university, as well as furthering the business interests of the university. Users will not use technology resources for commercial purposes or unauthorized financial gain. Users will not use technology resources for political purposes.  

7.     The university requires that users of technology resources demonstrate respect for others, respect for the university, and respect for the values of a Catholic Lasallian university when using technology resources. Users must use appropriate language when utilizing technology. Users will not send harassing, intimidating, or threatening messages through electronic mail, voicemail or other means.  

8.     Users assume full responsibility for their experiences while utilizing university technology resources. The university cannot and will not protect users against the existence or receipt of material that may be offensive to them, except in cases of violation of the law or of university policy or standards, and then only when technically feasible. Individuals using technology resources are warned that they may willingly or unwillingly receive or discover material that they find offensive.  

Investigations and Consequences

1.     Alleged violations of this policy by students of the College will be investigated by the vice president for student affairs or their designee. The assistant vice president for IT or their designee will assist in investigations, as appropriate. The use of technology may be suspended during an investigation if staff believe that inappropriate use has occurred. Inappropriate use will be handled using the disciplinary judicial process outlined in the College Student Handbook.  

If a student violates this policy, they may face sanctions up to and including dismissal from the university. A student may lose computing privileges as a sanction for violation of this policy. The use of technology resources to commit an act of academic dishonesty may subject a student to separate sanctions for academic dishonesty and for violation of this policy.  

2.     Alleged violations of this policy by students attending in the Schools of Graduate and Professional Programs will be investigated by the dean of the academic area/school in which the student is studying. The assistant vice president for IT or their designee will assist in investigations, as appropriate. The use of technology may be suspended during an investigation if staff believe that inappropriate use has occurred. Inappropriate use will be handled using the Grievance Procedure in the most recent Schools of Graduate and Professional Programs Catalog and Student Handbook.  

If a student violates this policy, they may face sanctions up to and including dismissal from the university. A student may lose computing privileges as a sanction for violation of this policy. The use of technology resources to commit an act of academic dishonesty may subject a student to separate sanctions for academic dishonesty and for violation of this policy.  

3.     Alleged violations of this policy by employees will be investigated by the employee’s supervisor in coordination with the assistant vice president for human resources or their designee. The assistant vice president for IT or their designee will assist in investigations, as appropriate. The use of technology may be suspended during an investigation if staff believe that the inappropriate use has occurred. Violation of this policy by employees will be handled according to established procedures in the Saint Mary’s Employee Handbook, under the Work Rules and Conduct Standards and the Corrective Action sections. The university supports the theory of corrective action and retains discretion to take action that is appropriate to the particular circumstances. Violations of rules or policies may result in corrective measures that, depending upon the circumstances and at the discretion of the university, may include verbal or written warnings, suspension (with or without pay), or immediate discharge. These corrective measures do not constitute an exclusive list of possible action and may be repeated, skipped or taken out of order.    

Students and employees may face civil and criminal consequences, independent of action by the university, if their inappropriate use of technology violates local, state, or federal law.            

Revision History Date Who Changes 08/05/2016 VP for Financial Affairs; Director of IT; General Counsel Policy revision 5/23/2022 AVP of IT Updated to reflect changes in terminology and standardizations

Saint Mary's University of Minnesota has obtained a campus-wide license for Respondus LockDown Browser. Respondus LockDown Browser™ is a customized browser that increases the security of test delivery in Canvas. When students use Respondus LockDown Browser to access an exam, they are unable to print, copy, go to another URL, or access other applications. Once an assessment is started, students are locked into it until it’s submitted for grading.

Students can click on the following link to download and install LockDown Browser:

http://www.respondus.com/lockdown/downloadc.php?id=945236087

NOTE:  Students will need administrator access on the computer they plan to install the browser on.  

A “Student Quick Start Guide” for Respondus LockDown Browser is available 

https://web.respondus.com/wp-content/uploads/2020/07/RLDB-QuickStartGuide-CanvasNewQuizzes-Student.pdf

System Requirements

The system requirements for Respondus LockDown Browser are as follows:

• Windows 10, 8, 7
• 75MB of permanent space on the hard drive
  OR
• Mac OS X 10.12 or higher
• 120MB of free hard drive space

How to Import/Export Bookmarks/Favorites in Browsers

Chrome  Bookmmarks

1. Click the Chrome menu on the browser toolbar.

2. Select Bookmarks

3. Select Bookmark Manager

4. Click the Organize menu in the manager. (

(click on the 3 dots in the upper right corner)

5. Select Export Bookmarks.

(create a new folder on your U drive)

6. Double click the new folder to save the file to, name the file, click Save.




Firefox Bookmarks

1.   Open Firefox. Click the Bookmarks menu and select the "Show All Bookmarks" option. Click the "Import and Backup" menu at the top of the window that appears, it looks like a star icon.

2.  Click the "Export HTML" option. Select and file name for the exported bookmarks. This same bookmarks library window lets you import bookmarks.

3.  Click the "Import HTML" option in the Import and Backup menu. Click "Next" or "Continue" depending on your operating system.  Select the file in the window that appears and click "Open."

Internet Explorer Favorites

1.  Open Internet Explorer

2.  Click File, Import/Export

3.  Click Export  to a file, click Next

4.  Click Favorites, click Next

5.  Leave Favorites highlighted, click Next

6.  Click the Browse button, to navigate to where the file will be saved.  

7. Click Export, then Finish.

In today's world, good digital citizenship means protecting yourself online at work and in your personal life.

Maybe you’ve already experienced your security or privacy being violated or heard the news stories about Target, Home Depot, and JP Morgan Chase being hacked or heard the recent stories of some celebrities having personal photos stolen. For every big news story there are thousands of small stories of people having their online identity stolen, accounts accessed, or malware surreptitiously installed on their computing device. Following are some simple steps to protect yourself from experiencing these unfortunate incidents.

1. Use long and strong passwords. A strong password uses more characters and a combination of upper and lowercase letters along with numbers and special characters.

2. Use a unique password for every account. Many times a hacker will crack one password for an individual and then try that password on any other accounts the person has.

3. Install updates to your computer(s) and mobile devices. Hackers often exploit a vulnerability that could have been eliminated by a software update.

Additional resources:

• Homeland Security

• Educause

• Stop Think Connect

Computer Workstation Support Policy

Last revision November, 14^th 2014

Saint Mary's University of Minnesota (SMUMN) department of Information Technology Services (ITS) HelpDesk provides hardware and software support services for SMUMN-owned Windows and Apple desktop and laptop computers used in both main campuses and affiliated sites and centers, plus limited support for personally owned computers.  Service requests are made by contacting the IT Services HelpDesk or on the web at http://techfaq.smumn.edu/.  Our support technicians provide free help with installations and problem solving for Macintosh or Windows PC desktop and laptop computers, software, and peripherals such as printers and webcams.  Primary coverage goes to the main systems of faculty and staff and the school’s system infrastructure. Secondary coverage extends to other SMUMN-owned computers in labs and classrooms.  Only minimal help related to network connectivity, security, and system crashes is available for personally owned computers.

The remainder of this note describes in detail the specific services that our support technicians will provide, and lists the priority order and expected response time for various classes of problems.

Covered services for desktop and laptop support

Our technicians will always respond to general questions about university services such as email configurations.  This list describes the types of on-site help they provide for your computer. Please note that items not on this list are generally not covered.

1. Full support is available for SMUMN-owned computers.  Associated peripherals (printer, webcams, etc.) are also covered.

For any substantial problem, IT Services will simply re-image the PC using the appropriate system image.

To get hardware and software support as shown in the list below, your computer must run either the Mac OS X operating system or the Windows operating system. There is no software support for other operating systems such as Linux - only hardware installation and problem diagnosis.

• Install hardware.
• Install and configure the operating system, "essential SMUMN software", network software, backup software, basic office applications (for example, browser, and Microsoft Office), and other commonly used applications.
• Encrypt the computer as required by new university security mandates.
• Install hardware and software upgrades.
• Configure network connectivity
• Secure against viruses, worms, and hackers or recover from a compromise.
• Debug hardware and operating system problems.
• Debug problems and provide user consulting for the software categories listed above.
• Optimize the system (for example, defragment disk).
• Give advice for hardware/software purchases and improvements to meet needs (for example, printer options).

1. For personally owned computers and mobile devices of faculty, staff, students, and visitors for related work, limited assistance may be requested when the user is unable to resolve issues after following documented procedures.  You are expected to try to resolve the problem yourself before entering an assistance request.  Help is available for Mac OS X or later and Windows 7 or later in the following categories only:

• Configure network connectivity
• Configure security settings and software to protect against viruses, worms, and hacker compromises.
• Assist with cleanup and recovery from a security compromise.
• Troubleshoot problems that make the computer unusable, such as frequent crashes and freezes.
• Install, configure, or upgrade the operating system only as needed to resolve security or system usability issues.

Priority order and expected response times for support

For critical issues that effect the student academic experience, immediately call the ITS HelpDesk.

Winona Campus                                     Minneapolis Campus

(800) 635-5987, ask for “HelpDesk”       (866) 437-2788 ext 7800

(507) 457-6987                                      (612) 728-5100 option 4, or ext 7800

ITS HelpDesk technicians will try to fix critical problems within 1 business day.  Critical problems may overrule and delay previously scheduled lower priority requests.

The technicians are notified when a new request is entered.  If this is an urgent request, be sure to note that in the first sentence of a web-based submission: i.e. (Subject: URGENT: Projector in room 123).

For non-critical requests, the technician will attempt to contact you within one business day to schedule a time to help you. Non-critical problems are generally scheduled for the next available time slot, which is generally in a day or two but could be up to one week away during heavy workload periods.

New computer or peripheral installations are handled differently.  Installations can be scheduled well in advance to be completed within a few days of expected arrival.

All classroom systems and labs are imaged annually, usually between the end of the Summer and beginning of the Fall semesters when available.

The priority order for help requests, from highest to lowest:

1. Critical problems with a primary computer system or peripheral that prevent or hinder a faculty or staff member from doing his/her normal work; and problems that prevent use of the classrooms for teaching scheduled classes.
2. Other non-critical problems with the primary workstation computer or peripheral of a faculty or staff member; and non-critical problems in the classrooms, including preparation of the computers for new classes at the beginning of each quarter.
3. Installation of a new primary computer or peripheral for a faculty or staff member.
4. Problems with other (non-primary) SMUMN owned computers or peripherals in offices or laboratories, including student offices.
5. Installation of a new non-primary SMUMN owned computer or peripheral in offices or labs, including staff offices.
6. Problems affecting a personally owned computer that is used for SMUMN related work. Off-site computers must be brought to the office.

Please help keep our Saint Mary's University Network Safe and Secure by following these principles of internet safety. 

• A. Internet Safety: Malware, Spyware, and Scams
• What is Internet Safety?
• What is malware and spyware?
• Identify dangerous sites
• Identify Internet hoaxes and scams
• B. Email & Passwords
• • Protecting your passwords
  • Presenting general tips for safer email
  • Recognizing phishing scams

• C. Social Media, Shopping & Banking Online
• Best practices for staying safe on social media
• Setting your privacy settings on Facebook
• Set your privacy settings on Twitter
• Hazards of shopping online
• Bank and pay bills safely online
  

General Information

Password management is done through the SMUMN Portal. To ensure passwords do not get out of sync (Portals, Canvas, Active Directory, and Google Workspace), Saint Mary’s has ONLY implemented the password change settings via the Portal, which is the main way users access the system. This protocol ensures that when users change their passwords, it gets updated in all other places as well.

The Portal and Active Directory accounts are set to lockout after 10 attempts and unlocks after 10 minutes.

Active Directory accounts that are not in the portal (ex: contractor/vendors) do not have access to the portal so their passwords are set to expire annually.

Saint Mary’s University uses the National Institute of Standards and Technology (NIST) for best practice guidelines.

Policy Statements

1.     Passwords must be 15 characters in length.  Special characters, numbers and upper/lower case characters are not required.

2.     Passwords will expire every 365 days.

3.     When changing a password, the user must not change it to the most recent password.

4.     Passwords are to be used and stored in a secure manner. Passwords are not to be written down or stored electronically. Passwords are to be obscured during entry into information system login screens and are to be transmitted in an encrypted format.

5.     Passwords are to be individually owned and kept confidential, and are not to be shared under any circumstances.

Investigations and Consequences

Alleged violations of this policy by students of the College will be investigated by the vice president for student affairs or their designee. The assistant vice president for IT or their designee will assist in investigations, as appropriate. The use of technology may be suspended during an investigation if staff believe that inappropriate use has occurred. Inappropriate use will be handled using the disciplinary judicial process outlined in the College Student Handbook.

Alleged violations of this policy by students attending in the Schools of Graduate and Professional Programs will be investigated by the dean of the academic area/school in which the student is studying. The assistant vice president for IT or their designee will assist in investigations, as appropriate. The use of technology may be suspended during an investigation if staff believe that inappropriate use has occurred. Inappropriate use will be handled using the Grievance Procedure in the most recent Schools of Graduate and Professional Programs Catalog and Student Handbook.

Alleged violations of this policy by employees will be investigated by the employee’s supervisor in coordination with the assistant vice president for human resources or their designee. The assistant vice president for IT or their designee will assist in investigations, as appropriate. The use of technology may be suspended during an investigation if staff believe that the inappropriate use has occurred. Violation of this policy by employees will be handled according to established procedures in the Saint Mary’s Employee Handbook, under the Work Rules and Conduct Standards and the Corrective Action sections. The university supports the theory of corrective action and retains discretion to take action that is appropriate to the particular circumstances. Violations of rules or policies may result in corrective measures that, depending upon the circumstances and at the discretion of the university, may include verbal or written warnings, suspension (with or without pay), or immediate discharge. These corrective measures do not constitute an exclusive list of possible actions and may be repeated, skipped or taken out of order.

Sanctions for non-compliance may include legal action according to applicable laws and contractual agreements.

For questions regarding your password please contact the IT HelpDesk at 507-457-7800.

Self-service tickets are a fast and easy way to file a request or issue.

They save time for both the customer and the IT staff.

You can start a new ticket by clicking on the "Self Service" link in the upper left of the techfaq.

Once the new tab opens, enter your Saint Mary's credentials.

This brings you to your HelpDesk Home page.

To create a new incident, simply click the blue "Report an Issue" button in the upper right.

Then, provide a summary of a few words, and fill in the description of your issue or request.

Click Save incident to submit the ticket.

A HelpDesk TA will file your request appropriately and begin the resolution process.

To reset your portal, canvas, email, and network account password follow these steps.

If you can login to your respective SMUMN portal, login and use the "Change Password" button found within the "Profile". Fill out the subsequent form and click Reset Password.

*If you do not see a change password button please change the term to an upcoming term

___________________________________________________________________

If you are NOT able to login, use the "Forgot password" link on the portal login page.  

Enter the requested information

Passcodes must be 15 characters and can be any combination of characters, except first name and/or last name. Short phrases or sentences are usually a good start.

Click Submit.

*If the information provided does not match our records this process will not work. Please contact the helpdesk

Once the passcode change is successful, please login to your SMUMN Portal for the passcode to fully take effect.

If you are unable to login or change passcode, please call the HelpDesk.

Winona Campus: 800-635-5987, ext. 7800

Twin Cities Campus: 866-437-2788, ext. 7800

*Users of Engage, this process does not effect your Engage login.
Contact the Personal Support Center for assistance.

Call: 1-833-345-1796

Email: SaintMarysMN@support.edu.help

Logging in to Chrome River

Launch the Chrome River application from any web browser (Chrome
and Safari are preferred) at https://app.ca1.chromeriver.com/login/sso/saml?CompanyID=smumn.edu. It is
helpful to bookmark this site.

• Your User ID will be your Saint Mary’s email address and your password is the same password you use for the portal or Google Workspace.

Logging in to Chrome River

Launch the Chrome River application from any web browser (Chrome and Safari are preferred)

https://app.ca1.chromeriver.com/login/sso/saml?CompanyID=smumn.edu.

Your User ID will be your Saint Mary’s email address and your password is the same password you use for the portal or Google Workspace.

It is helpful to bookmark this site and more information about Chrome River can be found at https://inside.smumn.edu/business-office under the Purchasing section.

Purpose

The purpose of this policy is to define standards, procedures, and restrictions for employees who have legitimate business needs for connecting personal devices to Saint Mary’s University of Minnesota’s (SMUMN’s) network and/or need to remotely connect to SMUMN resources using either a personal or a Saint Mary’s device.   SMUMN’s systems (i.e. computer systems, networks, databases, etc.) must be protected from unauthorized use and/or malicious attack that could result in loss of information/data assets, inappropriate access to confidential data, damage to critical applications, disruptions in operations, loss of revenue, and damage to the institution’s public image. Therefore, all remote access and mobile privileges to SMUMN enterprise resources must employ only university-approved methods.

Scope

This policy applies to all SMUMN employees, full-time and part-time, who utilize SMUMN cloud hosted systems and/or SMUMN’s internal network.   General Information Remote access is defined as any connection to SMUMN’s network and/or other applications from off-campus locations, such as the employee’s home, a hotel room, airports, cafés, a satellite office, etc. There are two main types of remote access. Direct access, which is often referred to as a VPN connection, and indirect access, which is a connection to a SMUMN system that is openly available on the internet, such as the institution’s Google Workspace, LMS, portal, etc.   Due to the confidential data some employees require to fulfill position duties, employees in the following departments/roles are required to use SMUMN devices for all on campus and remote work. Individual positions not listed below may also require a SMUMN device for remote access based on a supervisor’s recommendation and consultation with IT.       

     - Business Office

     - Executive Leadership

     - Financial Aid

     - Human Resources ·        

     - Information Technology ·        

     - Institutional Effectiveness ·        

     - Registrars’ Offices  

The SMUMN IT HelpDesk will support connectivity to university systems (email, LMS, etc.) for an employee’s personal device, but will not troubleshoot personal internet home networks. The employee is responsible for any issues with their personal device and “non-university” applications.  

Saint Mary’s will not reimburse any employee for any home internet service fees. The use of a Saint Mary’s credit card for any IT hardware or software purchases is not allowed.

Policy Statements

1.     It is the responsibility of all employees of SMUMN to ensure that their remote access network connection remains as secure as their network connection in their on-campus office.  

2.     It is imperative that any network connection, including remote access network connection, used to conduct SMUMN business be utilized appropriately, responsibly, and ethically. SMUMN’s Appropriate Use of Technology Policy must be followed. No employee is to use access through university networks for the purpose of illegal transactions, harassment, competitor interests, or obscene behavior, in accordance with other related policies found in the Employee Handbook.   

3.     Employees must use secure remote access procedures. Use of strong passwords in accordance with SMUMN’s Password Policy is required, as is securing the password so it cannot be used by others to access a university device or to access the SMUMN network. Employees must not disclose their passwords to anyone, including family members. Additionally, all computer equipment and devices used from a remote location must be reasonably secured.

4.     University data of a confidential nature, especially personally identifiable information, should never be stored locally on any device (computer desktop, USB, etc.) and should be saved to SMUMN’s Google Drive or an internal SMUMN drive. Employees may not under any circumstances retain confidential university documents/information in other off-network servers, Dropbox, or iCloud servers.  

5.     If any device used for remote access (personal or university owned) is damaged, lost, or stolen, the employee must notify their supervisor and SMUMN IT HelpDesk immediately.

6.     If any incident or suspected incident of unauthorized access and/or disclosure of university resources, databases, networks, etc. occurs, the employee must notify their supervisor and SMUMN IT HelpDesk immediately.

7.     Only SMUMN devices will be allowed to connect to the VPN, as this is a direct connection to the internal network. No personal devices are allowed to connect to the VPN. SMUMN devices have specific software and settings that minimize the risk of a cyber-security threat due to a lost, stolen or compromised device. Duo 2 factor authentication is required for all VPN connections.  

8.     Access to the Google Workspace, Canvas and other SMUMN cloud hosted software that is available on the outside internet is not considered a direct connection; therefore, access may occur from a personal device as long as the guidelines listed in #9 and #10 are followed.  

9.     SMUMN software should never be installed on any personal device unless authorized by SMUMN IT staff.  

10.  Employees must have an updated and working anti-virus program installed on any personal device that is used for remote access to SMUMN systems. Failure to do so may results in denied access to SMUMN’s network. This includes operating system patches.    

Investigations

Alleged violations of this policy will be investigated by the employee’s supervisor, in coordination with the assistant vice president of human resources or their designee. The assistant vice president for information technology or their designee will assist with investigations, as appropriate.  

Consequences

Violation of this policy will be handled according to established procedures in the Saint Mary’s Employee Handbook, under the Work Rules and Conduct Standards and the Corrective Action sections. The university supports the theory of corrective action and retains discretion to take  action that is appropriate to the particular circumstances. Violations of rules or policies may result in corrective measures that, depending upon the circumstances and at the discretion of the university, may include verbal or written warnings, suspension (with or without pay), or immediate discharge. These corrective measures do not constitute an exclusive list of possible action and may be repeated, skipped or taken out of order.    

Sanctions for non-compliance may include legal action according to applicable laws and contractual agreements.

Purpose

The purpose of this policy is to define standards, procedures, and restrictions for employees who have legitimate business needs for connecting personal devices to Saint Mary’s University of Minnesota’s (SMUMN’s) network and/or need to remotely connect to SMUMN resources using either a personal or a Saint Mary’s device.   SMUMN’s systems (i.e. computer systems, networks, databases, etc.) must be protected from unauthorized use and/or malicious attack that could result in loss of information/data assets, inappropriate access to confidential data, damage to critical applications, disruptions in operations, loss of revenue, and damage to the institution’s public image. Therefore, all remote access and mobile privileges to SMUMN enterprise resources must employ only university-approved methods.

Scope

This policy applies to all SMUMN employees, full-time and part-time, who utilize SMUMN cloud hosted systems and/or SMUMN’s internal network.   General Information Remote access is defined as any connection to SMUMN’s network and/or other applications from off-campus locations, such as the employee’s home, a hotel room, airports, cafés, a satellite office, etc. There are two main types of remote access. Direct access, which is often referred to as a VPN connection, and indirect access, which is a connection to a SMUMN system that is openly available on the internet, such as the institution’s Google Workspace, LMS, portal, etc.   Due to the confidential data some employees require to fulfill position duties, employees in the following departments/roles are required to use SMUMN devices for all on campus and remote work. Individual positions not listed below may also require a SMUMN device for remote access based on a supervisor’s recommendation and consultation with IT.   ·         Business Office ·         Executive Leadership ·         Financial Aid ·        

     - Human Resources ·        

     - Information Technology ·        

     - Institutional Effectiveness ·        

     - Registrars’ Offices  

The SMUMN IT HelpDesk will support connectivity to university systems (email, LMS, etc.) for an employee’s personal device, but will not troubleshoot personal internet home networks. The employee is responsible for any issues with their personal device and “non-university” applications.  

Saint Mary’s will not reimburse any employee for any home internet service fees. The use of a Saint Mary’s credit card for any IT hardware or software purchases is not allowed.

Policy Statements

1.     It is the responsibility of all employees of SMUMN to ensure that their remote access network connection remains as secure as their network connection in their on-campus office.  

2.     It is imperative that any network connection, including remote access network connection, used to conduct SMUMN business be utilized appropriately, responsibly, and ethically. SMUMN’s Appropriate Use of Technology Policy must be followed. No employee is to use access through university networks for the purpose of illegal transactions, harassment, competitor interests, or obscene behavior, in accordance with other related policies found in the Employee Handbook.   

3.     Employees must use secure remote access procedures. Use of strong passwords in accordance with SMUMN’s Password Policy is required, as is securing the password so it cannot be used by others to access a university device or to access the SMUMN network. Employees must not disclose their passwords to anyone, including family members. Additionally, all computer equipment and devices used from a remote location must be reasonably secured.

4.     University data of a confidential nature, especially personally identifiable information, should never be stored locally on any device (computer desktop, USB, etc.) and should be saved to SMUMN’s Google Drive or an internal SMUMN drive. Employees may not under any circumstances retain confidential university documents/information in other off-network servers, Dropbox, or iCloud servers.  

5.     If any device used for remote access (personal or university owned) is damaged, lost, or stolen, the employee must notify their supervisor and SMUMN IT HelpDesk immediately.

6.     If any incident or suspected incident of unauthorized access and/or disclosure of university resources, databases, networks, etc. occurs, the employee must notify their supervisor and SMUMN IT HelpDesk immediately.

7.     Only SMUMN devices will be allowed to connect to the VPN, as this is a direct connection to the internal network. No personal devices are allowed to connect to the VPN. SMUMN devices have specific software and settings that minimize the risk of a cyber-security threat due to a lost, stolen or compromised device. Duo 2 factor authentication is required for all VPN connections.  

8.     Access to the Google Workspace, Canvas and other SMUMN cloud hosted software that is available on the outside internet is not considered a direct connection; therefore, access may occur from a personal device as long as the guidelines listed in #9 and #10 are followed.  

9.     SMUMN software should never be installed on any personal device unless authorized by SMUMN IT staff.  

10.  Employees must have an updated and working anti-virus program installed on any personal device that is used for remote access to SMUMN systems. Failure to do so may results in denied access to SMUMN’s network. This includes operating system patches.    

Investigations

Alleged violations of this policy will be investigated by the employee’s supervisor, in coordination with the assistant vice president of human resources or their designee. The assistant vice president for information technology or their designee will assist with investigations, as appropriate.  

Consequences

Violation of this policy will be handled according to established procedures in the Saint Mary’s Employee Handbook, under the Work Rules and Conduct Standards and the Corrective Action sections. The university supports the theory of corrective action and retains discretion to take  action that is appropriate to the particular circumstances. Violations of rules or policies may result in corrective measures that, depending upon the circumstances and at the discretion of the university, may include verbal or written warnings, suspension (with or without pay), or immediate discharge. These corrective measures do not constitute an exclusive list of possible action and may be repeated, skipped or taken out of order.    

Sanctions for non-compliance may include legal action according to applicable laws and contractual agreements.

Purpose

The purpose of this policy is to define standards, procedures, and restrictions for employees who have legitimate business needs for connecting personal devices to Saint Mary’s University of Minnesota’s (SMUMN’s) network and/or need to remotely connect to SMUMN resources using either a personal or a Saint Mary’s device.   SMUMN’s systems (i.e. computer systems, networks, databases, etc.) must be protected from unauthorized use and/or malicious attack that could result in loss of information/data assets, inappropriate access to confidential data, damage to critical applications, disruptions in operations, loss of revenue, and damage to the institution’s public image. Therefore, all remote access and mobile privileges to SMUMN enterprise resources must employ only university-approved methods.

Scope

This policy applies to all SMUMN employees, full-time and part-time, who utilize SMUMN cloud hosted systems and/or SMUMN’s internal network.   General Information Remote access is defined as any connection to SMUMN’s network and/or other applications from off-campus locations, such as the employee’s home, a hotel room, airports, cafés, a satellite office, etc. There are two main types of remote access. Direct access, which is often referred to as a VPN connection, and indirect access, which is a connection to a SMUMN system that is openly available on the internet, such as the institution’s Google Workspace, LMS, portal, etc.   Due to the confidential data some employees require to fulfill position duties, employees in the following departments/roles are required to use SMUMN devices for all on campus and remote work. Individual positions not listed below may also require a SMUMN device for remote access based on a supervisor’s recommendation and consultation with IT.   ·         Business Office ·         Executive Leadership ·         Financial Aid ·        

     - Human Resources ·        

     - Information Technology ·        

     - Institutional Effectiveness ·        

     - Registrars’ Offices  

The SMUMN IT HelpDesk will support connectivity to university systems (email, LMS, etc.) for an employee’s personal device, but will not troubleshoot personal internet home networks. The employee is responsible for any issues with their personal device and “non-university” applications.  

Saint Mary’s will not reimburse any employee for any home internet service fees. The use of a Saint Mary’s credit card for any IT hardware or software purchases is not allowed.

Policy Statements

1.     It is the responsibility of all employees of SMUMN to ensure that their remote access network connection remains as secure as their network connection in their on-campus office.  

2.     It is imperative that any network connection, including remote access network connection, used to conduct SMUMN business be utilized appropriately, responsibly, and ethically. SMUMN’s Appropriate Use of Technology Policy must be followed. No employee is to use access through university networks for the purpose of illegal transactions, harassment, competitor interests, or obscene behavior, in accordance with other related policies found in the Employee Handbook.   

3.     Employees must use secure remote access procedures. Use of strong passwords in accordance with SMUMN’s Password Policy is required, as is securing the password so it cannot be used by others to access a university device or to access the SMUMN network. Employees must not disclose their passwords to anyone, including family members. Additionally, all computer equipment and devices used from a remote location must be reasonably secured.

4.     University data of a confidential nature, especially personally identifiable information, should never be stored locally on any device (computer desktop, USB, etc.) and should be saved to SMUMN’s Google Drive or an internal SMUMN drive. Employees may not under any circumstances retain confidential university documents/information in other off-network servers, Dropbox, or iCloud servers.  

5.     If any device used for remote access (personal or university owned) is damaged, lost, or stolen, the employee must notify their supervisor and SMUMN IT HelpDesk immediately.

6.     If any incident or suspected incident of unauthorized access and/or disclosure of university resources, databases, networks, etc. occurs, the employee must notify their supervisor and SMUMN IT HelpDesk immediately.

7.     Only SMUMN devices will be allowed to connect to the VPN, as this is a direct connection to the internal network. No personal devices are allowed to connect to the VPN. SMUMN devices have specific software and settings that minimize the risk of a cyber-security threat due to a lost, stolen or compromised device. Duo 2 factor authentication is required for all VPN connections.  

8.     Access to the Google Workspace, Canvas and other SMUMN cloud hosted software that is available on the outside internet is not considered a direct connection; therefore, access may occur from a personal device as long as the guidelines listed in #9 and #10 are followed.  

9.     SMUMN software should never be installed on any personal device unless authorized by SMUMN IT staff.  

10.  Employees must have an updated and working anti-virus program installed on any personal device that is used for remote access to SMUMN systems. Failure to do so may results in denied access to SMUMN’s network. This includes operating system patches.    

Investigations

Alleged violations of this policy will be investigated by the employee’s supervisor, in coordination with the assistant vice president of human resources or their designee. The assistant vice president for information technology or their designee will assist with investigations, as appropriate.  

Consequences

Violation of this policy will be handled according to established procedures in the Saint Mary’s Employee Handbook, under the Work Rules and Conduct Standards and the Corrective Action sections. The university supports the theory of corrective action and retains discretion to take  action that is appropriate to the particular circumstances. Violations of rules or policies may result in corrective measures that, depending upon the circumstances and at the discretion of the university, may include verbal or written warnings, suspension (with or without pay), or immediate discharge. These corrective measures do not constitute an exclusive list of possible action and may be repeated, skipped or taken out of order.    

Sanctions for non-compliance may include legal action according to applicable laws and contractual agreements.

Purpose

The purpose of this policy is to define standards, procedures, and restrictions for employees who have legitimate business needs for connecting personal devices to Saint Mary’s University of Minnesota’s (SMUMN’s) network and/or need to remotely connect to SMUMN resources using either a personal or a Saint Mary’s device.  

SMUMN’s systems (i.e. computer systems, networks, databases, etc.) must be protected from unauthorized use and/or malicious attack that could result in loss of information/data assets, inappropriate access to confidential data, damage to critical applications, disruptions in operations, loss of revenue, and damage to the institution’s public image. Therefore, all remote access and mobile privileges to SMUMN enterprise resources must employ only university-approved methods.

Scope

This policy applies to all SMUMN employees, full-time and part-time, who utilize SMUMN cloud hosted systems and/or SMUMN’s internal network.  

General Information

Remote access is defined as any connection to SMUMN’s network and/or other applications from off-campus locations, such as the employee’s home, a hotel room, airports, cafés, a satellite office, etc. There are two main types of remote access. Direct access, which is often referred to as a VPN connection, and indirect access, which is a connection to a SMUMN system that is openly available on the internet, such as the institution’s Google Workspace, LMS, portal, etc.  

Due to the confidential data some employees require to fulfill position duties, employees in the following departments/roles are required to use SMUMN devices for all on campus and remote work. Individual positions not listed below may also require a SMUMN device for remote access based on a supervisor’s recommendation and consultation with IT.   ·        

     - Business Office ·        

     - Executive Leadership ·        

     - Financial Aid ·        

     - Human Resources ·        

     - Information Technology ·        

     - Institutional Effectiveness ·        

     - Registrars’ Offices  

The SMUMN IT HelpDesk will support connectivity to university systems (email, LMS, etc.) for an employee’s personal device, but will not troubleshoot personal internet home networks. The employee is responsible for any issues with their personal device and “non-university” applications.  

Saint Mary’s will not reimburse any employee for any home internet service fees. The use of a Saint Mary’s credit card for any IT hardware or software purchases is not allowed.

Policy Statements

1.     It is the responsibility of all employees of SMUMN to ensure that their remote access network connection remains as secure as their network connection in their on-campus office.  

2.     It is imperative that any network connection, including remote access network connection, used to conduct SMUMN business be utilized appropriately, responsibly, and ethically. SMUMN’s Appropriate Use of Technology Policy must be followed. No employee is to use access through university networks for the purpose of illegal transactions, harassment, competitor interests, or obscene behavior, in accordance with other related policies found in the Employee Handbook.   

3.     Employees must use secure remote access procedures. Use of strong passwords in accordance with SMUMN’s Password Policy is required, as is securing the password so it cannot be used by others to access a university device or to access the SMUMN network. Employees must not disclose their passwords to anyone, including family members. Additionally, all computer equipment and devices used from a remote location must be reasonably secured.

4.     University data of a confidential nature, especially personally identifiable information, should never be stored locally on any device (computer desktop, USB, etc.) and should be saved to SMUMN’s Google Drive or an internal SMUMN drive. Employees may not under any circumstances retain confidential university documents/information in other off-network servers, Dropbox, or iCloud servers.  

5.     If any device used for remote access (personal or university owned) is damaged, lost, or stolen, the employee must notify their supervisor and SMUMN IT HelpDesk immediately.

6.     If any incident or suspected incident of unauthorized access and/or disclosure of university resources, databases, networks, etc. occurs, the employee must notify their supervisor and SMUMN IT HelpDesk immediately.

7.     Only SMUMN devices will be allowed to connect to the VPN, as this is a direct connection to the internal network. No personal devices are allowed to connect to the VPN. SMUMN devices have specific software and settings that minimize the risk of a cyber-security threat due to a lost, stolen or compromised device. Duo 2 factor authentication is required for all VPN connections.  

8.     Access to the Google Workspace, Canvas and other SMUMN cloud hosted software that is available on the outside internet is not considered a direct connection; therefore, access may occur from a personal device as long as the guidelines listed in #9 and #10 are followed.  

9.     SMUMN software should never be installed on any personal device unless authorized by SMUMN IT staff.  

10.  Employees must have an updated and working anti-virus program installed on any personal device that is used for remote access to SMUMN systems. Failure to do so may results in denied access to SMUMN’s network. This includes operating system patches.    

Investigations

Alleged violations of this policy will be investigated by the employee’s supervisor, in coordination with the assistant vice president of human resources or their designee. The assistant vice president for information technology or their designee will assist with investigations, as appropriate.  

Consequences

Violation of this policy will be handled according to established procedures in the Saint Mary’s Employee Handbook, under the Work Rules and Conduct Standards and the Corrective Action sections. The university supports the theory of corrective action and retains discretion to take  action that is appropriate to the particular circumstances. Violations of rules or policies may result in corrective measures that, depending upon the circumstances and at the discretion of the university, may include verbal or written warnings, suspension (with or without pay), or immediate discharge. These corrective measures do not constitute an exclusive list of possible action and may be repeated, skipped or taken out of order.    

Sanctions for non-compliance may include legal action according to applicable laws and contractual agreements.

Saint Mary’s University strives to ensure  campus communication resources are used effectively. Email is an efficient, cost-effective, and environmentally-friendly way to communicate with large groups of people. However, it requires a clear and consistent strategy because non-strategic use of mass email reduces employee and student productivity, creates viewer fatigue and increases the likelihood of deleting critical messages.

Recognizing best practices, the university has created  a policy and guidelines for email usage. This policy governs the use of announcements to the following listserves: 

• Winona undergraduate students, 
• Students in the Schools of Graduate and Professional Programs, 
• Faculty and staff (across the university or by campus).

Definitions

Email to a Saint Mary’s University of Minnesota email account is the university’s official means of communicating information to faculty, staff, and students as stated in our email policy. 

Mass email is any email message sent to the entire campus or large subset (example: all students, Winona undergraduate students, students in graduate and professional programs, all faculty and staff, or all faculty and staff on one campus). All mass emails must follow Saint Mary’s email guidelines and procedures and be consistent with any applicable state and federal laws.

Usage

Users are strongly encouraged to use other current options for communications before considering a mass email as the choice for any communication:

• Saint Mary’s Today, the university’s internal e-news channel*
• Printed and digital signage 
• Social media
• Website (depending on topic)
• Department or division email 
• Digital Screens 
• Small group or interpersonal communications.

*Audiences reached via Saint Mary’s Today:

• The entire university community
• All students
• All faculty and staff
• All Winona undergraduate students
• All graduate and professional students
• Undergraduate faculty and staff
• Schools of Graduate and Professional Program faculty and staff

Guidance on topics better served through a mass email:

• Information that should not be accessible to the public.
• Information that pertains to the majority of the recipients, is critical and/or time-sensitive, and meets one or more of the following standards:
  • Alerts the campus community to situations about health and safety risks;
  • Notifies the campus community about changes in governance, policy, and practice;
  • Communicates important information from the president, provost, or other university senior leadership.

Inappropriate use of internal mass email (or inclusion in Saint Mary’s Today) includes, but is not limited to:

• Messages not in line with the university’s mission or Lasallian Catholic values;
• Messages commercial in nature with the exception of those messages that support university business; 
• Political activities that advocate for or against a party, platform, or candidate;
• Messages for job postings or research recruitment;
• Marketing or advertising of programs, majors, classes, products, regular events;
• Solicitations for contributions, charities, or participation in personal activities not related to university purposes or not sponsored by the university; 
• Solicitations for non-university businesses operated by university faculty or staff;

Announcements that do not meet the outlined standards or are inappropriate for mass email should use other communication channels as listed below.

Required approval and authorization

Authorization to send mass email is automatically granted in the following cases:

1.  Official university announcements

Requests to send out mass email to university groups must be approved by and sent by an authorized unit and must follow these guidelines.

Each authorized unit will identify one or two departmental email addresses that are the designated senders who have authorization to send on behalf of their department. IT Services will keep the master list of designated senders and ensure those accounts have the rights to send to the approved lists. This list of designated senders will be audited and updated each summer by IT.

Requests to be added to the authorized unit list or to send to a group must be submitted through the HelpDesk and should be approved by the head of the authorized unit.

No employee may create a listserv that mirrors or mimics a university listserv.

2.  Emergency

In an emergency situation, communications should follow our emergency response plan found on the HR website.

Violations of this policy should be reported to the employee’s supervisor.

Beginning September 2024, logging into the SMUMN network will require FortiClient VPN. The laptop issued to you by the University should already have FortiClient installed. To verify that you have FortiClient installed, look at the bottom right of your screen for the icon shown below. You may have to click on the up arrow to expand your task tray and show all icons.

Double click on the FortiClient icon to show the login screen.

Enter your University username and password. You will be prompted to allow this login by the Duo app on your phone.

When connected, the FortiClient application will minimize. The FortiClient icon will change to an icon with a lock on it when connected to the VPN.

If you do not have FortiClient installed or need Duo set up, please contact the helpdesk.

Adding and Dropping of Courses is available at the beginnging of each new term. Add/Drop dates are determined by the Office of the Registrar. 

To Add/Drop courses from your schedule, log in to student.smumn.edu

Under the "My Student Portal" tab select "Registration"

Select the term and hit "Confirm"

**Make sure that the correct TERM is selected when you log in. Example: FA20 College = Fall of 2020 on the Winona Campus

At the top of this screen you will see your current schedule. To Drop a course, select the checkbox next to the course. To cancle use the button in the upper left.

To ADD a course: Scroll to the bottom then use the search bar to find courses. Click the "Add" button to add the course to your schedule.

 **Pre-requisites, time conflicts, and course seats are displayed in place of the "Add" button.

After "Add" is clicked the course will be put into your registration.

After all courses are added to your cart, select "Review Registration" to review.

To complete your registration, select the "Complete Registration" button to finalize.

**Registration may take 5-10 minutes until the classes are shown on your schedule.

**for issues with Pre-Reqs please contact the registrar. 

Under Graduate: 507-457-6655 or 877-304-4273

Graduate: 612-238-4566 or 866-437-2788

Students will register for classes online in the Student Portal during specified times determined by the Registrar. Below is a video tutorial on how to register for classes during your assigned time. 

Student Portal Access: student.smumn.edu

 To view this video in full screen, click here.

In order to access the Registration area in the portal, users will need to disable the pop-up blocker in their browser. Users may choose to Allow all Pop-ups or create an exception for the Portal site (preferred). Directions can be found for each browser below. 

1098t tax forms are now available in the Student Portal.

To access, please login to https://student.smumn.edu

Once logged in, find this in the top left side of the window lightly right of the Saint Mary's Logo. Click the drop-down menu labeled "My Student Portal" Then click "My Forms"

After clicking my forms, it'll bring you to a new page where you need to select, "Include Completed Items"

After selecting "Include Completed Items," you will be able to find the 1098T form in your list. Click the "IMG" link to view the desired document.  See image below

This should be printable or downloadable as a pdf file which can be printed for your records.

If you have issues or challenges, prior to contacting Cardinal Central, Student Central or the HelpDesk for assistance please go through the following troubleshooting steps. The support staff will have you do these options anyway so please try them before contacting SMUMN for assistance.

- Try a different web browser, if using Chrome use Edge, Firefox, or Internet Explorer(IE) instead. If on a Mac try Safari. The native browsers to the OS might work better to open the form; IE or Edge for Windows, Safari for Mac.

In July 2019 Saint Mary's University updated the interface for the student portal that should provide a mobile friendly environment but keep the funcitonality of the portal itself. All users are on the new version at this time.

Click here to view the new video overview of the student portal.

Reminder: student portal page found at https://student.smumn.edu

This is the 2016 - July 2019 version of the Faculty(employee) Portal. A new overview video is in the works to be posted. Much of the content in this video is valid. The various screens are accessed from a different place on the faculty.smumn.edu. The "home" screen menu is across the top versus being on the left side. The most noticeable change is accessing your profile which is now in the upper right corner instead of the upper left.

The Faculty Online Portal is used by university faculty to view course lists, schedules, student information and advisor functions. Please view the video below for an overview of the site functionality. 

**We recommend viewing this video in HD. Click on the settings gear in the video viewer to change the viewing quality. 

If you need to see the video in full screen, click here

In order to access the Registration area in the portal, users will need to disable the pop-up blocker in their browser. Users may choose to Allow all Pop-ups or create an exception for the Portal site (preferred). Directions can be found for each browser below. 

The following are instructions for entering Mid-Term and Final grades into the SMUMN Faculty Portal. 

1.  Log into the Faculty Portal (faculty.smumn.edu)

2.  Make sure you have the correct term selected. The selected term can be found in the upper right corner of the Home screen under "Profile". 

3.  Click Grade Entry under the Course Management Menu at the top. 

 Screens from here should have similar content as images below. Layout may differ.

4.  Click on the Course ID for the course you want to enter grades for

If you do not see course information at this point, please contact the Registrar's office on the respective campus for further assistance.

TC Campus: 866-437-2788         Winona Campus: 800-635-5987 

 5.  Under "Submit Grades", click "Direct Grade Submit".

NOTE: if you do not see this wording, please contact the HelpDesk as a box in your data record controling access to this is likely unchecked and needs to be.  

6.  Choose the grading option (Midterm or Final)

 7.  Enter the appropriate grade for each student in either the Midterm Grade column or the Final Grade column, depending on which one you are submitting. 

Please note that the only acceptable grades you may enter are A, AB, B, BC, C, CD, D, F, I, or if your class P/NC, you may enter either P or NC

While not required, for Final Grades, if you submit an F grade, you should enter the Last Day of Attendance.

Please note that if students are missing, especially those with names at the end of the alphabet, they may be listed on page 2 of the roster.  Please check the top of the roster for additional pages to go to.

8.  Upon entering grades for ALL students, click on the Submit Grades button found on the bottom of the page.

My Payroll

1. Login to the Faculty Portal at faculty.smumn.edu using the same login and password that you log into your computer with.

2.  Click Accept to the FERPA agreement. This will pop up every time you login.

3. On the left hand side, click My Payroll.

4.  The GreenEmployee.com Welcome Wizard will open up. Verify your Saint Mary’s email address is correct in the first box.  If you want your payroll information to go to a different email than your Saint Mary’s email, enter your email address in the second box; otherwise leave it as your Saint Mary’s email.  Choose when you want to receive email notifications by placing check marks by the options you want to select and click Next.  Options can be changed later if needed.

5.  Enter the verification code into #2.   Choose how you want to receive your W-2 and 1095-C documents and Click Next.

6.  Verify your Address information and Click Next.

7.  Choose the address that best fits you by clicking Continue As Submitted or Use Suggested Address. 

8.  You have now completed the First Time Wizard and you are now in the application where you can see your Paystub.

How to Enter Time

1.  Login to the Faculty portal.  faculty.smumn.edu
2.  Click on My Payroll on the left hand side

3.  Click Timesheet

4.  Click Add Entry

5.  Choose the appropriate Code and enter your Start and End Dates and Times. Click Save. **Note: Report hours worked, vacation, and sick time. You will need to account for the lunch hour (ie. record 8am-12pm, and 12:30pm-4:30pm).

6.  Once you have entered all of your time, click Sign and Submit Timesheet at the bottom.

1.  Login to the Faculty portal.  faculty.smumn.edu
2.  Click on My Payroll on the left hand side

3.  Click Employee Management

4.  You will see your employees listed on the screen. Click on Timesheets on the left.

5.  Click Timesheet Review Center

 6.  You can Approve All by clicking on the Approve All button or you can approve individually by clicking View to the left of the employees name.  

7.  If you are approving individually, scroll to the bottom of the screen after reviewing the hours and click Approve or Deny. Repeat for each staff member.

1.  Login to the Faculty portal.  faculty.smumn.edu
2.  Click on My Payroll on the left hand side

3.  Click on Time Off

4.  "Current Balances" shows your balance of Sick and Vacation time.

5.  Click on the "+New Request" blue button to enter in your request for vacation time and to enter in your sick time. 

6.  "Start Date" - Enter the start date of your request

     "End Date" - Enter in the end date of your request

     "Total Hours" - Enter in the total hours being used for vacation or sick time

     "Start Time" - Enter the start time of your vacation or sick request (Note-if you are off multiple days, this does not appear)

     "Time Off Type" - Choose "Sick Leave" OR "Vacation Leave"

     "Your comments" - Free text field

     Click on the blue "Save" button

7.  You can change your request up until your manager's approval by clicking on the "View" button

and Click Delete

8.  Your request of sick and vacation time will show under "Upcoming Usage" until it is approved AND until that pay period is opened. For hourly employees, your requested time off will auto-populate onto your timesheet. For salaried employees, it will automatically apply to your leave time.

You will receive an email from your manager (or approver) once the request is approved or denied.

From Academic Affairs,

• Login to the Faculty Portal, faculty.smumn.edu
• Once on the home page, Click "My Students"
• You will see a list of all of your current advisees. 
• Select a student.
  You will see a list below the title Student Actions.
• Click "Transcript"
• This is the student's transcript with all of the courses attempted or completed by semester. If the student is a transfer, his or her courses from the previous institutions will be at the top. Keep this screen open (or print it old school) as you will need this going through the audit.
• Go back to Student Actions
• Click "Audit"
  The audit tells you what has been taken to fulfill requirements and what remains.

Potential issues and data snags with the new ERP database (CAMS) system

The first time through, it may be somewhat labor intensive to ensure that all of the information in the audit is correct.

If you find an error - Please write to Chris Verch. You are asked to write one, comprehensive email* to him for all of your students about what needs adjustment or correction. 

*You can use the draft feature built into Google email to save each student's issue or need and then add each subsequent student after/during each advising session. 

If you have questions on degree requirements, please refer to the College Catalog. This is the guiding document for all requirement questions.

If we can be of assistance, please don't hesitate to contact the Academic Affairs office.

Your contact information in the  Faculty and Staff Portal now is pulled from the Greenshades payroll software . 

To update your contact information in the Faculty/Employee portal...

Log in to the Faculty and Staff Portal
Click "My Payroll"
Click "HR Profile" from the red bar at the top of the screen.
Click "Address" in the left menu
Verify your Phone 1 and your Email. 
If you need to change anything, please click Edit,
typed in your new information
click Submit.

If it looks correct, no action is required.
Please note: this is to contact you regarding SMUMN items such as closings or other campus wide contacts or emergencies. This is not to contact another party about an emergency for you.

We appreciate you taking a few minutes to ensure we can reach you in case of a campus emergency.

This is a video overview of the updated Faculty/Employee Portal. To access the Faculty portal visit https://faculty.smumn.edu

To play video click here.

The Winona Campus HelpDesk has a number of technology items available for check out for SMUMN students and employees. Click on the categories below to learn more about the equipment we have available. To check out an item, please contact the HelpDesk, helpdesk@smumn.edu or 507-457-7800

Cameras & Tripods

Laptops & Hardrives

Microphones & Speakers

Projection & Mobile Media Carts

Miscellaneous

Cameras & Tripods

Pocket Video Cameras (qty 7)

Specs: 

• Pocket-sized camcorder; Flat back panel with touch-sensitive buttons; 1.5-inch color LCD screen
• 2 GB of on-board flash memory--records up to 60 minutes of video; 2x digital zoom
• Internal Lithium-ion battery recharges when built-in USB arm is connected to a computer
• Connects to TV for instant viewing
• Built-in software lets you easily edit video files and upload them to video sharing sites

 Video Camcorder - Panasonic (qty 1)

Specs:

• Capture up to Full HD 1920 x 1080 Video
• Backside Illuminated Image Sensor
• Built-In Wi-Fi
• One-Touch NFC Connectivity
• 50x Optical Zoom
• 90x Intelligent Zoom
• Power O.I.S. (Optical Image Stabilizer)
• High-Sensitivity Stabilizing Gyro Sensor
• Built-In Creative Control Modes

Microsoft Webcams LifeCAM HD3000

Specs:

• True 720p HD video - Post true HD video to online video sites.
• 16:9 widescreen - For cinematic video recording.
• TrueColor Technology - Automatically delivers bright and colorful video, in virtually all lighting conditions.
• Universal attachment base - Work on your desktop, laptop, or notebook.

Tripods

Universal Tripods will work with any camera. 

Document Cameras (3)

Elmo and Samsung Document Cameras 

Laptops & Hardrives 

HP 8440 Laptops (2) 

Specs:

• Windows 7 Professional (64-Bit)
• 14-inch HD LED-Backlit Display (1366x768)

HP 2740 Laptop (1) 

Specs:

• Windows 7
• Digital Eraser Pen with tether and clip
• Multi-touch with support for screen gestures
• SD Card Reader

External Hardrives (4)

Formatted for PC or MAC

External Hardrives (set of 15)

For LAN Events

Microphones & Speakers

Cordless & Lapel Microphones 

For use in Salvi Lecture Hall or the Common Room

USB Microphones (3)

For use with a Laptop or Desktop Computer 

Speaker Phone

For use with conference calls. 

Projection & Mobile Media

Laptop/Projector Carts (2) 

Includes:

• PC Laptop
• Speaker
• Projector
• DVD/VCR Player
• All necessary cabling

Projector Cart (No Laptop)

Includes:

• Speaker
• Projector
• DVD/VCR Player
• Connections for personal device (VGA)

Portable LCD Projectors (2) 

• Rolling case
• VGA Cable

Portable LED Casio Projectors (2) 

• Small Size
• Easy to carry case
• VGA Cable

Portable Projection Screens (3)

• Two sizes
• Widescreen
• Easy to use pull up design

Portable Flat Screen TV Display Carts (2)

• Large Flat Panel Display
• HDMI & VGA Connections
• DVD Player
• Speakers

Miscellaneous Tech Items

Turning Point Personal Response System

Classroom Set Response System

iPad VGA Adapters

Garmin GPS Device

Samsung DVD Writer (USB) 

Students, alumni, of the National SGPP Online programs have the option to purchase the iPad used during the course of studies.

Once you purchase the iPad and the leasing company contacts SMUMN of the change, your iPad is now fully yours as a personal device. SMUMN no longer has the ability to support the device as it is no longer under SMUMN device management processes.

Pleae note: that you should have the device sync with your itunes account and if there are issues to contact Apple support for assistance.

The primary topic of support with these devices is the passcode. Passcodes if forgotten are subject to the device needing a factory reset.

Here are links and information for this process.

• How to create a Gmail account
• How to setup forwarding
• How to setup an out of office message
• How to export your Google data
• How to transfer your Emails and Drive data

Contact IT Support

• Email: helpdesk@smumn.edu
• Phone: 507-457-7800

For faculty, staff and administration at Saint Mary's University, we have many programs available for installation on your office computer which you do not need administrator privileges to install. Please follow the directions below to install the software. 

**Please note, if the software you are looking for is not available in this list, you can request it from the HelpDesk. If it is a piece of software which you think would be useful for other staff members and should be included in the Software Center, please fill out this Software Center Request Form. 

Installing Programs from the Software Center in Windows 10

1. Open the Start Menu, and then click "All Apps"

2. Scroll down to "Microsoft Endpoint Manager" and then open "Software Center"

3.In the Software Center you can see a collection of applications that are available for installation on your PC. Select the application(s) you wish to install and click "Install"

4. To see the status of the installation, click "Installation Status" on the left side of the screen. Here you will be able to see the status of any and all software installations from the network. 

5. Please note that the program you are installing will pop up and ask you to click through a series of installation steps. Please click "Install".

Google Apps for Education provides a free video call service called Google Meets that works well for up to 25 people.

You can use Google Meets to video chat, meetings, or for internet voice calls as well as convenient and easy to use screen sharing. Learn more here: Google Meets.

To access the Meets software login to your SMUMN Google email

Click the square of squares in the upper right corner

Click Meets might have to scroll slightly.

We also have Zoom available for SMUMN employees. See this article for details.

How to Import/Export Bookmarks/Favorites in Browsers

Chrome  Bookmmarks

1. Click the Chrome menu on the browser toolbar.

2. Select Bookmarks

3. Select Bookmark Manager

4. Click the Organize menu in the manager. (

(click on the 3 dots in the upper right corner)

5. Select Export Bookmarks.

(create a new folder on your U drive)

6. Double click the new folder to save the file to, name the file, click Save.




Firefox Bookmarks

1.   Open Firefox. Click the Bookmarks menu and select the "Show All Bookmarks" option. Click the "Import and Backup" menu at the top of the window that appears, it looks like a star icon.

2.  Click the "Export HTML" option. Select and file name for the exported bookmarks. This same bookmarks library window lets you import bookmarks.

3.  Click the "Import HTML" option in the Import and Backup menu. Click "Next" or "Continue" depending on your operating system.  Select the file in the window that appears and click "Open."

Internet Explorer Favorites

1.  Open Internet Explorer

2.  Click File, Import/Export

3.  Click Export  to a file, click Next

4.  Click Favorites, click Next

5.  Leave Favorites highlighted, click Next

6.  Click the Browse button, to navigate to where the file will be saved.  

7. Click Export, then Finish.

Vectorworks is available in SJ233C and the Page Theater Production Office.  

The first time you open it, you will need to fill in this screen to match the below settings.  The server should be hermia.smumn.edu and the port should be 5053.  Check the box next to Don't show at startup. Click Login

You will have to do this one time at each device that you use. 

Next you will see a Firewall message "Do you want the application  "CineRender.app" to accept incoming network connections?"  Click Allow. This will popup every time you open Vectorworks.

The vendor has been contacted about both issues and tickets have been logged.

We are happy to announce that Saint Mary's University is now able to offer Microsoft Office FREE for current SMUMN Faculty, Staff Students. Please follow the directions below to install Office (PC or Mac) for free. 

  1. Go to http://portal.office.com

  2. Log in using your SMUMN email address and Student/Faculty Portal password.

   3. After logging in, click on "Install Office".

  4. Select "Office 365 apps". The installer will be downloaded.

  5. When the download completes, follow the onscreen instructions to use the installer. Don't forget to activate Office using the same credentials you used to log in to portal.office.com.

Windows:

Mac:

***Please note that SMUMN does not, at this time, support the use of Microsoft's One Drive. If you would like to store your files in the cloud and access them from multiple devices, we recommend using Google Drive's desktop application. Click here to learn more about using Google Drive with Microsoft Office files: Using Drive instead of a VPN/Network Drive (U:)

The IT Department officially supports the following list of software. This list is not conclusive. Please contact the HelpDesk if you have any questions. Thank you!

RemoteApps are applications which can be run on nearly any device, including iOS, Android, Mac OSX and Windows.

At this time, CAMS Enterprise, RaisersEdge and Call Logging are accessible to certain users.

If you are an employee, to access these from off campus you must use a VPN connection. See these directions: Setting Up a VPN

Select a device type to get started:

SMUMN-owned device running Windows

Personal device running Windows

Android, iOS (iPad/iPhone) or Windows Phone

Macintosh OSX PC

Connecting on a SMUMN-owned Windows Device:

*If you are using Windows 8 or newer, you can simply go to the start menu, find "Work Resources" and any RemoteApps will be ready to use!

Windows 7:

1. Click on the start button, and type in RemoteApp. Then select RemoteApp and Desktop Connections.

2. Select "Set up a new connection with RemoteApp and Desktop Connections"

3. Type in (or copy and paste) https://rds-main.smumn.edu/rdweb/feed/webfeed.aspx into the address section.

If you are prompted for a username and password, you MUST enter smumn\ in front of your user name, i.e. smumn\jdoe, then press OK.

Then press next twice and finish.

4. Press the Start button again, and select "All Programs" or "All Apps" depending on your computer. You will see a new folder named "RemoteApps and Connections", and within "Work Resources" any RemoteApps you have access to will appear.

Connecting from a device running Android, iOS or Windows Phone/Tablet

(Note: the directions below may differ slightly from what you may see on your device)

1. Use the links below to download and install the app:

Android (tablet or smartphone)

iOS (iPad or iPhone)

Windows Phone

2. Open the App on your device. Press the + sign in the upper corner, and select "Remote Resource Feed"

2.Enter this URL: https://rds-main.smumn.edu

Then press Choose user account, and select Add user account.

3. Enter your SMUMN username and password. You MUST have SMUMN\ in front of your user name as shown below. Press Save.

4. Go to the APPS tab, any programs you have access to will now appear and can be opened.

 Connecting from a personal computer running Windows

*If you are using Windows 7, you must install these updates first:

https://support.microsoft.com/en-us/kb/2830477

1. Using Internet Explorer, visit the URL https://rds-main.smumn.edu

*This works in other browsers, but requires additional steps to access RemoteApps.

2. If you get a message at the bottom of the screen as shown, select Allow.

3. Sign into the web page using SMUMN\ your username as shown on the page. i.e. smumn\jdoe

4. Select the application you would like to open. This may download a file to your computer which you can use to launch the remote application.  

You may copy this file from your download folder to your desktop to make it easy to find in the future.

5. Open the file which you downloaded.  If you are prompted for a user name and password, you MUST use SMUMN\ in front of your username, i.e. smumn\jdoe

 Connecting from MAC OSX

*Note: Some RemoteApps require the use of right click which may not be enabled on your MAC computer.  It is recommended to enable this before using RemoteApps.

1. Click here to install the Remote Desktop App from iTunes. Follow the directions to download and install the App.

2. Go to Applications, and then select Microsoft Remote Desktop.

3. Select Remote Resources.

4. For URL, enter https://rds-main.smumn.edu

    Enter SMUMN\yourusername for user name, i.e. smumn\jdoe, and then enter your password.

    Press Refresh, and then close the Remote Resources Window.

5. Your applications should now appear on the screen. RemoteApps can be launched in the future by opening the Microsoft Remote Desktop app from applications.

**To view a RemoteApp after minimizing it,  you must select the highlighted icon at the top of your screen and then the application to view.

Zoom's FAQ site: https://support.zoom.us/hc/en-us/articles/206175806-Top-Questions

Zoom's Support site: https://support.zoom.us/hc/en-us

If you wish to have a SMUMN Zoom account, please submit a request through this form which will be routed to the IT HelpDesk. This needs to be requested at least 5 business days prior to first use.

Once your request has been processed and the Zoom account created by HelpDesk or IT staff, you will receive an email from Zoom to finish the setup process. You should also receive a ticket closed email with details.

 

CRITICAL INFORMATION:

After you finish setting up the account, it is a "Basic" account. 

"Basic" level allows unlimited point to point (2 connections (host and attendee))  "conferencing". If meeting is slated to be less than 40 minutes, a "Basic" account can be used for 3 or more connections.

However, if connecting 3 or more (host + attendees), and the meeting is expected to be longer than 40 minutes; you will need the host account to be changed to "licensed" level. 

**You will need to request the host account to be changed to  "licensed" level by HelpDesk or IT staff. This needs to be requested at least three business days prior to the meeting time. This is to allow proper setup by staff  and time for you to officially setup the meeting and notify attendees.

If HelpDesk/IT changed your account from Basic to licensed, when your meeting has finished, please contact the HelpDesk to have your Zoom reverted back to the Basic level. SMUMN has a limited number of licenses available for use by the community so this process is critical.

 

**Again if only doing a point to point meeting, say a faculty to a student at home or a job interview hosted in SM19 or LSH210 to the interviewee's computer, this process is not needed.**

Reminder: anyone wishing to use Zoom through the Saint Mary's owned version does need to request an account through the HelpDesk. Yes this will be your SMUMN email address. If you were not assigned a SMUMN Google account, this will need to be created as we cannot setup non-SMUMN email address accounts through the SMUMN Zoom license. This is another reason why a 5 business day lead time is required.

 

Contacts:

SGPP HelpDesk (Twin Cities): tchelpdesk@smumn.edu

College HelpDesk (Winona): helpdesk@smumn.edu

 

Definitions:

Host: person hosting or setting up the meeting.

Attendee: person or device in a group setting that joins the meeting.

Point to point: one device connected as host and one device connected as attendee

Basic Level: common level for "free" Zoom account allows point to point meetings with no restrictions.

Licensed Level: less common and paid for level for account. This allows 3+ device connections to a meeting. Host + attendees.

Device: in this context any device that is used to host or connect to a specific meeting.

 

Examples:

Basic level can be used for intercampus meetings if all attendees are in one room on TC and one room in Winona. The actual number of people in attendance is not relevant.

Licensed level needed for host account with mulitple (3+) meeting locations. Such as, device on TC campus, device at Cascade Meadow, a device on the Winona campus, and/or other external devices are expected to connect and meeting is expected to be longer than 40 minutes.

 

 

 

 

Purchasing and implementing new software is far more complex than installing and finding the money. It requires a thorough review by the IT department to ensure compatibility with existing systems along with a review of the contract for service by the CFO and General Counsel for the University. The following process must be followed to ensure that all of these stakeholders have had time to review the software and prepare for the efficient completion of your request. On average, the process of researching, gaining approvals, and purchasing a new complex software takes 4-6 months. Of course this varies based on the complexities and integrations needed and simple implementations can be approved very quickly.

The below steps should be completed as soon as you start looking for new software (including new upgrades if they require a purchase), regardless if we already own it. Web-based or data integrations should also be requested through this process. If this is an annual software renewal, please skip down to the Software Renewal Section.

New Software 

1. Complete Software Request Form Step 1.

2. IT will review and coordinate a brief meeting for the Key Collaborators and the VP of the area or appointed sponsor to review the process steps to determine who is responsible for steps 3-8 and identify the IT point of contact. If this results in the need for new software, IT will bring this to the Data Governance and Technology Planning Committee (DGTP) for feedback and review.

3. The Key Collaborators would complete a Requirements Document that identifies what functionality the new software needs.

4. The Key Collaborators and IT will review the contract for current software (if applicable) that is being discontinued to determine when notice of cancellation must occur. Often 90 day written notice is required. Going forward, IT will maintain a copy of all software contracts.

5. Key Collaborators will setup demos from multiple software vendors and a member of IT staff will attend each demo.

6. Once a solution is chosen, complete the IT Change Request Form which will be sent to DGTP for approval. If the Committee has questions, someone from the Key Collaborators may be asked to present their request to the Committee.

7. If approved by DGTP,  then review of contract/service order will be done by AVP OF IT (technology requirements), Executive VP and CFO (financial) and General Counsel (legal).

8. Key Collaborators should complete a usage protocol for software once approved. The final copy will be stored in IT along with the contracts.

Software Renewal

1. If you have used this software previously and have a new contract or agreement to sign, or are just looking to get the invoice paid, please contact the IT Administrative Assistant at 507-457-1402 or email licensing@smumn.edu.

2. If there is a new contract or agreement that needs to be signed, IT will work with General Counsel to get approval.

3. The final copy will be stored in IT along with the contracts.

With any SMU laptop, Cisco Connect should be installed.  Click the Cisco Anyconnect from the taskbar.

Click on the Cisco Connect icon.

The window below will appear, Click Connect.

The next window will need the username and password.  Click OK.

The window will say Connecting.

Once Connected, one can now map drives.

To map U drive (personal network drive) do the following. 
The Drive letter can be any drive that is not being used.  U drive is most used.
Folder:  \\neo.smumn.edu\username$
Check, Reconnect at sign in.
Click Finish.

If Cisco Connect is not installed do the following:

Open a browser and type, smumnvpnwin.smumn.edu

Log in with your username and password.

This will prompt you to Verify the identity from you cell phione.  Click Approve

Click on the Download for Windows.

The .exe file will download. (lower left corner of the screen)  should look like this:
anyconnect-win-4.9.00086-core-vpn-webdeploy-k9.exe

Double click the .exe file

Click, Next.  Accept the licensing and click Next.

Click, Install, click on Yes then Finish.

Cicso Anyconnect is now installed.  It will be found in the lower left courner of the laptop.

Click on the Cisco icon and then enter your username/password. 
The 2FA authentification will alert you on your cell phone to Approve. 
Once that has been done, you will see Cisco connecting, then connected.

You can now map drives.

Mapping Network Drive

Step 1:

Open Windows File Explorer (Click on the icon in the Task Bar that looks like a file folder, or search for "File Explorer".)

In the left hand column, Right click "This PC"

Click Map Network Drive

Step 2:

In the drop down Drive menu, select K:

In the folder field enter one of the following.:

• \\smumn.edu\shares\

1.  Choose Apple

2.  Click on System Preferences

3. choose Network.

Sign on to a Wffi 

If the Cisco Connect is not installed, go to a browser and type:  smumnvpnwin.smumn.edu

From this window, click Download for MacOS

Then from the next window, double click on the anyconnect pkg.

Choose Ciso Client

Double Ccick AnyConnect.pkg

When you see the picture below, click Continue

Click, Install

Click, Agree

Click, Install

To continue with the install, type username and password, then Install Software.

Install was Sucessful, then Close.

Go to the Cisco Client

From the window below, type smumnvpnwin.smumn.edu or smumnvpntc.smumn.edu and click Connect

Type username and password, click OK.

This should prompted for the 2FA on your cell phone, click, Approve and now is connect to the SMUMN VPN.

Step 1 of these instructions is for personally-owned Windows computers when using wireless network, must be SMUMN-Secure or using the wired connections in ResHall spaces.

If connecting to the wired SMUMN network in public spaces, not reshalls, such as Library, Hendrickson computer labs, Science and Learning Center start with Step 2.

STEP 1. If this is your first time, click here to download the SMUMN Printing and Network Folder login application and follow the onscreen instructions.

*Note: You will periodically have to re-log in through this icon to print in the future.

STEP 2. In your Start menu search box type in Add a printer

     2a. Click "Add a Printer" from the list

STEP 3. Chose add a network, wireless or Bluetooth printer.

STEP 4. Chose The printer that I want isn't listed, and press next.

STEP 5. Select a shared printer by name. Enter \\oberon\(reshall printer name her). See list below for ResHall printer names.

     Step 5a. Click Next.

STEP 6. Press Install driver, then next and finish.

 STEP 7. The printer should now be added. To print later you must repeat step 1. This is required if you logoff, laptop goes into sleep mode or after a restart or shutdown/power on.

Please note: this is the same process if you are going to use another SMUMN printer, such as in the Library, Toner pod, or Hendrickson Center Lower level (HCStudAccess) over the wireless network.

Each Residence Hall has a laser printer that you can print to from your Apple computer.  This process differs depending on the version of Mac OSX you are running. To find out which version you have, from the Apple menu choose "about this mac".

 Review this FAQ for Mac printer install

Student-Owned
Computer Guidelines

In order to connect to the SMUMN network and obtain Internet access, student-owned computers are required to meet or exceed minimum performance guidelines and have certain software packages installed. The University provides Microsoft Office 365 for Students.

Windows Compatible Computer:

Operating System: Windows 10 and Windows 11

               HelpDesk does not support other operating systems

Processor:  Intel Core i3 or equivalent processors.

RAM: Minimum of 8GB but having more is recommended.

Apple MAC Computer:

  Operating system:  Mac OS 10.9 or newer

  RAM: Minimum 4GB but having more is recommended.

Wireless networking:

All Wireless devices should have 802.11a/g/n  or 802.11ac Wi-Fi compatibility for best performance.  Devices that only support 802.11b/g/n operate only on the 2.4ghz frequency and will not perform as well due to the number of devices on campus.

Personal network devices (routers and access points) are not allowed on campus. They tend to cause interference issues with SMU provided wireless. Turn off wireless on personal printers.  iT HelpDesk does not connect personal printers to the network.

Prepping your computer before coming to campus:

Guidelines for Computer Maintenance:

Computer operating systems (OS), especially Windows-based OS’s, must be maintained while connected to the SMUMN network. As part of this, he Universty provides the required Network Access Control (NAC) software. When you initially connect to the  network, you are prompted to install this software. The software scans your system to ensure that it meets network access requirements: operating system up-to-date, active and up-to-date virus-scanning software, and current virus definition files (DATs). It does not scan your personal data.

Maintenance items include the following:

Running Windows Update (Microsoft) or Software Update (Apple Mac OS’s) to have current security patches, service packs, application updates, and driver updates.

Running an allowed virus-scanning program, definition files (DAT’s) must be up-to-date (current).

Other Recommendations:

• Purchase of extended warranties, for all computers.
• Purchase of accidental damage coverage for portable computing devices (laptops). You may want to check with your home owner’s insurance agent for accidental damage coverage.

The iT Department does not recommend the installation or use of peer-to-peer (P2P) file sharing programs, such as Ares, iMesh, KaZaa, Morpheus, Limewire, etc. The HelpDesk does not support computer issues caused or potentially caused by P2P file sharing programs. Please uninstall these programs before coming to campus.

* Computer maintenance is an ongoing process and the responsibility of the computer user. Updates and virus scanning should be done, at minimum, once a week. Adware and spyware scans should be done, at least, monthly.

Please refer to the Getting Started Guides in "Information for New Users" to the left. 

Cable television is avaliable in all ResHalls at no additional fee. You will need a cable ready TV set and a coax cable. (Cable avaliable for purchase at the HelpDesk. 5ft - $5. 25ft - $10).

If you are having trouble seeing channels on your TV, please follow the directions here to run a channel scan: No Channels Showing up on Personal TV

Channel Listings:

NOTICE: It is recommended that you connect your streaming devices to the wired network whenever possible to give you the best possible speeds. 

• Locate the MAC address of the device and copy it down. (On most devices the MAC address or Wireless ID will be located in Settings > About) If your device has wireless and wired capability, please register both mac addresses.

PS4: Settings > System > System Information 

Xbox One: Settings > Network > Advanced Settings  

Nintendo Switch: System Settings > Internet 

• To register your device(s), please use a computer and go to:  clearpass.smumn.edu/guest

• Enter your username and password

Once you are logged in, click "Create Device" 

Enter the name of your device as your SMUMN Username-DeviceType. (example: JXDOE22-Xbox) 

Enter the MAC Address (or Wireless ID) of your device. 

Click "Create Device" when finished. 

*** If wireless, connect your device(s) to the SMUMN-Open network.

*** If wired, connect the device to the ethernet jack in your room, after the registration is completed. Please restart the device.

During the past few years, we have increased our internet speed by over 150%.

A wired network connection will always be faster than a wireless connection. Consider plugging in for a better online experience.

Wireless connections are shared between multiple computers, and work best for light-weight tasks such as:

• Checking Email
• Web Browsing
• Accessing Library Databases

Wired data connections will be faster and are dedicated to an individual user. It is recommended to plug in for these activities:

• Synchronous classes via Zoom
• Panopto videos
• Taking online tests
• Video streaming including Netflix, Hulu, YouTube, etc.
• Playing online video games
• Downloading large files
• Running updates on your computer
• Video conferencing and Skype

Other tips to speed up your internet connection:

• Do not use peer to peer file sharing programs
• Close unnecessary programs
• Make sure your device is malware and virus free

If needed, stop at the HelpDesk to get your free network cable!

Here is a diagram of how the connections are layed out in each ResHall room:

Saint Mary's University of Minnesota requires all computers to have current anti-virus software installed. Many of the mainstream anti-virus programs are approved for use on campus. 

If your current solution has expired and you wish to switch to Windows Defender (which is free) follow the directions below:

Windows Users:

1.Uninstall any anti virus programs currently installed. This is extremely important!

2.Ensure Windows is fully up to date.

3. Click on the start button.

4. Type in "defender" in the search box, and select Windows Defender.

5. Click tools, and then click options.

6. Click Administrator, and select the box for "Use this program" and then press save.

Apple Users are currently required only to keep their computers up to date with the latest security updates from Apple. To run these updates, please open the App Store and click on "Updates". 

Apple users who wish to install additional anti-virus protection (recommended) may install Malwarebytes for Mac 

Saint Mary's University does not support the use of wireless printers in the ResHalls.

If you do bring a printer, it will not work with our wireless network and we will not support it. Please use a wired connection if you bring your own printer. 

Don't forget we provide wireless access to printers in every building! Learn more about connecting to ResHall Printers here. 

We are happy to announce that Saint Mary's University is now able to offer Microsoft Office FREE for current SMUMN Faculty, Staff Students. Please follow the directions below to install Office (PC or Mac) for free. 

  1. Go to http://portal.office.com

  2. Log in using your SMUMN email address and Student/Faculty Portal password.

   3. After logging in, click on "Install Office".

  4. Select "Office 365 apps". The installer will be downloaded.

  5. When the download completes, follow the onscreen instructions to use the installer. Don't forget to activate Office using the same credentials you used to log in to portal.office.com.

Windows:

Mac:

***Please note that SMUMN does not, at this time, support the use of Microsoft's One Drive. If you would like to store your files in the cloud and access them from multiple devices, we recommend using Google Drive's desktop application. Click here to learn more about using Google Drive with Microsoft Office files: Using Drive instead of a VPN/Network Drive (U:)

Frequent Question: Why aren't any channels showing up on my TV when I connect it in my dorm room?

Answer: After checking to make sure all the cables are properly connected and functioning, you may need to run a Available Channel Scan on your TV. 

 Here are some general steps to do this, and keep in mind each TV manufacturer does things slightly differently. Please consult your owner's manual for directions specific to your TV model. 

Saint Mary's University provides wireless internet access to all Faculty, Staff, Students and all Guests of the University. Please follow the instructions below to connect to our network. 

All computers are required to be up to date with all security definitions (Windows Updates / Apple Security Updates) and be running current anti-virus software. 

For more information on acceptable anti-virus software, click here.

On campus users will be able to connect to two University wireless networks: 

SMUMN-Secure

This network is the standard network that ALL students, faculty and staff of the University should be connecting to. It is the most secure and will provide 24/7 access to the SMUMN resources. 

This is the only Wireless network that students will be able to use in the Residence Halls. 

SMUMN-Open

This network is for guests of the university and for students to register their gaming devices, smart TVs etc. 

***Please note that connections to this network will expire after 8hrs. Guest Users may re-log in after expiration***

Click here for Guest Registration instructions

Click here for Connect Smart TVs/Apple TV/Roku/Game Console... etc

Connecting to SMUMN-Secure (Students, Faculty & Staff)

First, connect to the SMUMN-Secure wireless network. 

Log in to the network using your SMUMN Username and Password. 

At this point all mobile devices will be successfully connected. 

If you are using a computer to connect to the network, please open an internet browser. It should open this page:

Please click "Download the health check scanning agent"

Run the application after it downloads and follow the installation instructions. 

Make sure the "Run Clearpass" box is checked before you click finish. This will scan your computer to make sure it is safe to connect to the network. 

Login again with your SMUMN Username and Password

If your computer passes, this message will pop up (on Windows): 

If your computer does not pass the health check, please run Windows/Apple Updates and check your Anti-Virus software for updates and try again. 

You have now successfully connected to the SMUMN-Secure Network. 

All ResHalls now require clearpass authentication for devices connecting via Ethernet.

It is reccomended to connect computers, Smart TV's, streaming devcies, and gaming consoles via ethernet for better speeds and connectivity.

What you'll need:

• Your device
• Ethernet cable
• Your devices MAC address (How to locate on Windows | How to locate on Apple computers)
• Clearpass registration

Locate the MAC address on Windows:

1) Select the internet icon in the system tray near the time
2) Select "Network settings"

3) Select "Ethernet"
4) Select the available ethernet network (it may show up as unknown/unavailable with limited access instead of smumn.edu)

5) Take note of the information listed after Physical Address (MAC), that's needed for registration.

Skip to Registering in Clearpass

Locate the MAC address on an Apple Computer (iMac, Macbook)

1) Select the Apple menu and select "System Preferences"

2) Find "Internet and Wireless" and select "Network"

3) Along the left side, select "Ethernet"

4) Select "Advanced"

5) Select "Hardware"

6) Take note of the information listed after "MAC Address" that's needed for registration

Registering your device(s) in clearpass

1) Open a web browser (Google Chrome, Microsoft Edge, Safari, etc) and navagate to https://clearpass.smumn.edu/guest and login with your SMU credentials (ex: srjohnso18@smumn.edu and your password) and select "Log in"

2) Select "Create Device"

3) Create a name for your device (e.g. Sam's Macbook, Angelene's Vizio) 
4) Enter the MAC Address for your device (should be in xx:xx:xx:xx format or xx-xx-xx-xx format)
5) Select "Create Device"

NOTICE: It is recommended that you connect your streaming devices to the wired network whenever possible to give you the best possible speeds. 

• Locate the MAC address of the device and copy it down. (On most devices the MAC address or Wireless ID will be located in Settings > About) If your device has wireless and wired capability, please register both mac addresses.

PS4: Settings > System > System Information 

Xbox One: Settings > Network > Advanced Settings  

Nintendo Switch: System Settings > Internet 

• To register your device(s), please use a computer and go to:  clearpass.smumn.edu/guest

• Enter your username and password

Once you are logged in, click "Create Device" 

Enter the name of your device as your SMUMN Username-DeviceType. (example: JXDOE22-Xbox) 

Enter the MAC Address (or Wireless ID) of your device. 

Click "Create Device" when finished. 

*** If wireless, connect your device(s) to the SMUMN-Open network.

*** If wired, connect the device to the ethernet jack in your room, after the registration is completed. Please restart the device.

Saint Mary's University provides Wireless Network Access to all of our guests on campus.  

Guests may connect using the SMUMN-Open wireless network.

Once connected, they will need to open an Internet Browser on their device and log in. 

Guests, please click the "Need Account" link at the bottom of the login screen. 

***Please note that the guest network access will expire after 8hrs. Users may log in with the same credentials after the time expires***

Guests will then need to request access to the network from a University host or sponsor. Please enter the email address of a campus contact (could be a Student, Faculty or Staff Member). 

The Guest will then see this screen indicating that a request has been sent to their host or sponsor. The screen will say that access is disabled until the host or sponsor has approved their request.  To enter a sponsors email, you will need to ask a iT Staff.

The University host or sponsor will receive an email asking them to approve their guest's access.

Once the host or sponsor has approved the guest's request, the screen on the guest's device will change and say Access Enabled. 

The Guest can then click "Log In" and enter their email address and the Guest password. They should also have received an email with this information from the email the Guest provided. 

Please note: the SMUMN-Open network is limited to an 8 hour session. After 8hrs, the user will need to log in again. Guests may re-use the username and password that was created. Guests do not need to contact the host or sponsor again.

Saint Mary's University of Minnesota requires all computers to have current anti-virus software installed. Many of the mainstream anti-virus programs are approved for use on campus. 

If your current solution has expired and you wish to switch to Windows Defender (which is free) follow the directions below:

Windows Users:

1.Uninstall any anti virus programs currently installed. This is extremely important!

2.Ensure Windows is fully up to date.

3. Click on the start button.

4. Type in "defender" in the search box, and select Windows Defender.

5. Click tools, and then click options.

6. Click Administrator, and select the box for "Use this program" and then press save.

Apple Users are currently required only to keep their computers up to date with the latest security updates from Apple. To run these updates, please open the App Store and click on "Updates". 

Apple users who wish to install additional anti-virus protection (recommended) may install Malwarebytes for Mac 

Saint Mary's University provides wireless internet access to all Faculty, Staff, Students and all Guests of the University. Please follow the instructions below to connect to our network. 

All computers are required to be up to date with all security definitions (Windows Updates / Apple Security Updates) and be running current anti-virus software. 

For more information on acceptable anti-virus software, click here.

On campus users will be able to connect to two University wireless networks: 

SMUMN-Secure

This network is the standard network that ALL students, faculty and staff of the University should be connecting to. It is the most secure and will provide 24/7 access to the SMUMN resources. 

This is the only Wireless network that students will be able to use in the Residence Halls. 

SMUMN-Open

This network is for guests of the university and for students to register their gaming devices, smart TVs etc. 

***Please note that connections to this network will expire after 8hrs. Guest Users may re-log in after expiration***

Click here for Guest Registration instructions

Click here for Connect Smart TVs/Apple TV/Roku/Game Console... etc

Connecting to SMUMN-Secure (Students, Faculty & Staff)

First, connect to the SMUMN-Secure wireless network. 

Log in to the network using your SMUMN Username and Password. 

At this point all mobile devices will be successfully connected. 

If you are using a computer to connect to the network, please open an internet browser. It should open this page:

Please click "Download the health check scanning agent"

Run the application after it downloads and follow the installation instructions. 

Make sure the "Run Clearpass" box is checked before you click finish. This will scan your computer to make sure it is safe to connect to the network. 

Login again with your SMUMN Username and Password

If your computer passes, this message will pop up (on Windows): 

If your computer does not pass the health check, please run Windows/Apple Updates and check your Anti-Virus software for updates and try again. 

You have now successfully connected to the SMUMN-Secure Network. 

How to Connect Android/Chromebook to Saint Mary's University WiFi

Go to Setting, Connections, Choose SMUMN Secure

EAP Method - PEAP

Identity - smumn "username"

Password - smumn "password"

Click Select Certificate - Use system certificates

Online Certificate Status - Don't Validate

Domain - smumn.edu

Turn on Auto Connect

Then click Connect

Below showing connected to SMUMN Secure

If you are using OSX 10.6, click for directions.

1. From the apple menu, choose System Preferences.

2. Choose print & fax.

3. Press the (+) sign.

4. Select the Windows tab, then smumn, then oberon. A log in box will appear.

5. Log in using your user name and password. Make sure to include smumn\ in front of the user name. You may choose "Remember this password in my keychain"

6. Choose the network printer you would like to use.

7. Press "Select a driver to use...", and then pick the printer model number. This should be listed on the printer, contact the HelpDesk at extension 7800 if you are unsure of what to use. Then choose "Add".

At this point, the printer should now be installed and operational.

If you are using OSX 10.5, use these directions instead.

The following directions apply to Macs running OSX 10.6 (Snow Leopard) through OSX 10.9 (Mavericks).

NOTE: If you are a faculty member, the printing preferenes on your university-owned machine may be managed by IT.  If you are not able to complete the following directions, contact the HelpDesk for assistance in adding an additional printer.

1. From the apple menu, choose System Preferences.

2. Choose print & fax. Note: newer MAC o.s. might be Printers & Scanners or Print &Scan

3. Press the (+) sign.

4. Right click or hold the "Control" key and click on the blank space next to windows, and choose "Customize Toolbar".

5. Drag the Advanced Icon onto the blank space, and press done.

6. Select the advanced tab, and from the drop down menu, choose Windows.

7. In the URL box, enter the name of the printer after smb://oberon/

Also enter the name in the "name" field, and press add.

8. From the print using drop down box, select "Select Printer Software"

9. Select the model of the printer.  If you do not know this information, contact the helpdesk for assistance. Press OK.

NOTE: You must have Apple's HP printer driver package installed before you will be able to add most university printers.  The package can be downloaded from Apple's support page.

10. Press add, at this point you may be prompted to authenticate.  Choose registered user and enter smumn\ in front of your user name as shown, and connect. You may choose "Remember this password in my keychain"

*NOTE: If this message does not appear, open the print queue, and press the "play" button and then it should prompt you to authenticate to the network.

Step 1 of these instructions is for personally-owned Windows computers when using wireless network, must be SMUMN-Secure or using the wired connections in ResHall spaces.

If connecting to the wired SMUMN network in public spaces, not reshalls, such as Library, Hendrickson computer labs, Science and Learning Center start with Step 2.

STEP 1. If this is your first time, click here to download the SMUMN Printing and Network Folder login application and follow the onscreen instructions.

*Note: You will periodically have to re-log in through this icon to print in the future.

STEP 2. In your Start menu search box type in Add a printer

     2a. Click "Add a Printer" from the list

STEP 3. Chose add a network, wireless or Bluetooth printer.

STEP 4. Chose The printer that I want isn't listed, and press next.

STEP 5. Select a shared printer by name. Enter \\oberon\(reshall printer name her). See list below for ResHall printer names.

     Step 5a. Click Next.

STEP 6. Press Install driver, then next and finish.

 STEP 7. The printer should now be added. To print later you must repeat step 1. This is required if you logoff, laptop goes into sleep mode or after a restart or shutdown/power on.

Please note: this is the same process if you are going to use another SMUMN printer, such as in the Library, Toner pod, or Hendrickson Center Lower level (HCStudAccess) over the wireless network.

Each Residence Hall has a laser printer that you can print to from your Apple computer.  This process differs depending on the version of Mac OSX you are running. To find out which version you have, from the Apple menu choose "about this mac".

 Review this FAQ for Mac printer install

There is a link to a video tutorial of this process at the end of the instructions.

To add an SMUMN-owned network printer to your Windows 10 computer:

1. Click Start icon, lower left.

2. Type "printer" into the search textbox.

3. Click "Add a Printer or scanner", 

4. A list will start to populate, after about five items populate...

 5. Choose "The printer that I want isn't listed"  link

6. In the following dialog box, choose "Select a shared printer by name"
        Enter \\oberon\(printer name here). (e.g. \\oberon\Theology)

Print servers but same phyiscal printer

Winona Campus: Oberon or Hermia
Minneapolis Campus: mspbh2

Click "next"

 7. Click Install driver, then next and finish. This may take a few minutes to process.

You may be prompted to "Set as Default". Typically this would be "No", as your primary printer should already be setup or installed on your computer. If not, choose "Yes" to have this one be your default. Color printers should not be set as the default printer.

8. The printer should now be added and ready to use.

NOTE: Printers are only accessible if authenticated to the SMUMN network via ethernet or SMUMN-Secure wireless.

• Laptop users be especially aware of this when coming from off-campus to on-campus. If you do not sign off before closing the lid on your device the username and password prompt when you open it is only to access the "current" session. This does not authenticate the device to the SMUMN network. As such, SMUMN network resources will not be accessible.
  Solution: sign off and sign in to the device while connected to a SMUMN network.

  Link to video tutorial: add printer

Saint Mary's University does not support the use of wireless printers in the ResHalls.

If you do bring a printer, it will not work with our wireless network and we will not support it. Please use a wired connection if you bring your own printer. 

Don't forget we provide wireless access to printers in every building! Learn more about connecting to ResHall Printers here. 

In order to print to a Multi-Function Device (MFD) the printer needs to be set up with a Department code on each connected computer. 

Please follow the directions below to enter your department code after Adding a Network MFD

(The MFD are any of the printers labeled "MF[department]" on Oberon)

- Click your "Start" icon in the task bar

-Select "Devices and Printers"

-Right Click on the MFD labeled printer

-Select "Printing Preferences" from the list of options

-Choose the "Valid Access" tab at the top. 

-Then, enter the 5 digit Department Code in the "User Code" box. (This is the same code that you use for the copy machine). 

-Select "Apply" and "OK" at the bottom of the screen. 

You are now ready to print to your department Multi-Function Device. 

Issue: I cannot get the image on my laptop to project on the screen in the classroom or mulitmedia available meeting room.

The following information is specifically for SMU-owned computers but may assist you with your personal laptop as well. In most cases you will  need to ensure the following and then use your laptop "fn" key and the appropriate f# key to mirror(duplicate) your laptop screen through the projector.

• Turn on the projector via the Extron control system.
• You will need to have your laptop connected to the projection system either directly or through the Extron multimedia control system found on all multimedia classrooms. This is done with a VGA cable  plugged into the Extron and your laptop. Macs need an adapter that should have come with your computer.
• Once plugged in, select laptop on the control system to have it recognize your laptop.
• Press the "fn"  key on your laptop and the corresponding "f#" key on the keyboard (usually F4). This should be the HP laptops SMU owns.   
• Choose duplicate or mirror if you wish image to be on both locations and projector if only wanted on the screen. Note: laptop screen will go blank but still operates by pressing the key combination again. The screen will toggle(switch) if an icon menu does not appear. Press the key combination again to get to the display setting you want.
• Process is complete

Please note that many laptops now recognize if a second display device is connected. This is a function of the display software installed on the specfic computer.

To request a meeting space on campus please follow these directions carefully. If you need assistance reserving a space please call ext: 1586 (507-457-1586).

1) Visit Community.smumn.edu and click to expand Faculty and Staff

2) Click on "Room Scheduling"

3) On the Astra page click "Request an Event".

4) Select the appropriate Event Request Form from the dropdown menu. 

5) Enter Event Contact Information then click "Add/Remove Meetings" 

7) Enter all required information for the meeting. **Put any set up requests in the "Description" box. Please be specific. 

8) Click "Add Meeting". 

9) Click "Request Rooms". 

10) In room request, Click "Edit Filter". Select desired campus and building. Click "Search Rooms". 

11) You can drag the vertical lines to better read the room numbers and information. 

12) Click "Available" next to the desired room to select it. Click Save and Update Request. Then click  "Request Resources". 

13) Click "Edit Filter" select any and all desired resources and technology. 

14) Click Save and Update Request

15) Click Submit Request. Click "Done". 

Open the “Events” tab.  Go to the bottom and click on the ”Notification List”.

On the filter on the left hand side, select “event requests” for the type. Set “is notification” as “no.” Select “yes” for the “Is Active” line. This allows your request to come to the top instead of having to look through pages of reservations.

Click on the search button (at the bottom left of the page).

The requests with the colored icons need to be approved/declined or need more information will come up.

Click on the light blue magnifying class icon.  This will show you information needed for the approval process. Make note of the information on this page or print it as you will need to fill in this same information during the approval process. To leave this page, click on the X (top right) or use the blue back button at the very top left hand side of your screen.

Check to make sure the request will work for your building and/or room.

You can approve the request by clicking on the green √ icon, decline the request by clicking on the red ø icon, or request more information by clicking on the darker blue icon.  If you decline a request a box will come up in which you should let the requester know why you declined the request.  If you clicked on the i button because you need more information, a box will appear in which you can type a message to the requester asking for the information you need. 

If you approve the request, a page will appear with a box for optional email confirmation comments.  You can either put in a message to the requester or skip this and select “approve”. From there you will be in a page called EVENT INFO.  This is where you will need to fill in the information gathered from the first step.

• Check to make sure the event or organization name is spelled out and acronyms are not used.   Also make sure there is a descriptor in the event title such as practice, game, rehearsal, performance, class, reception, etc.
• Select the correct “customer” (dept or organization from the drop down list).
• Select the correct “contact” name from the drop down.
• Check the event type to make sure it is correct.  It should populate from the original request. Do not use the "XXX-Do Not Use" selections.
• “Owner” refers to the approver (you). 
• Make sure there is a number in the estimated attendance box. This is important for reports. 
• Make sure the time in the request is the actual event time.  If they have requested setup or teardown time, you can enter this as an edit later in the process.
• Do not check “Featured” or “Private” unless you want the event on the SMU online public calendar (featured) or if you do not want anyone else to know what the event is (private).  In most cases both of these should remain unchecked.

In the blue MEETINGS box a little further down on the page, click on the event name that will appear in blue.  This takes you to the place where you can enter details for this event.

The Gantt Chart will show you any resources selected.  You need not do anything under this section.

The next section is “Room Assignments”.  You can add or change rooms selected. Under the “Resource Assignment”, select any resources requested.  Resources are equipment and services.  You may need to filter these resources using the grey filter button.

You can select any resource by clicking on the name of the resource or the right column “Available”.  A number may appear telling you how many items are available.  Select the number you need and click on “save”.  If no number comes up there is only one.  If the resources you need are pink, it means all of this particular item is unavailable. In the upper right hand corner, select “Assign”

You can skip the “Pre/Post” section.

The next section is “Setup/Teardown”.  Enter setup begin time.  End time must be before the event start time.  Enter teardown time.  Teardown time must begin after the event end time.  If you do not have any setups, you can skip this section.

The next section is “Notes”.  Here you need to enter any setup instructions or notes to others about this event, i.e. food service, campus safety, iT.

Check the “Status” box at the top of this page.  If it does not say approved, click on the change button, select “approved”, apply and save.  If another “Save” button is showing at the top of the page, click on Save” again.

On the next page, select “Send Event Summary” which is a green tab at the top.  The requester’s name should be populated from the event request. 

At this point you will need to enter any other people’s email that you want to get this event information, i.e., food service, campus safety, IT, etc.  Click on ”add to recipients” Click on “Send” (lower left hand corner).

The Winona Campus HelpDesk has a number of technology items available for check out for SMUMN students and employees. Click on the categories below to learn more about the equipment we have available. To check out an item, please contact the HelpDesk, helpdesk@smumn.edu or 507-457-7800

Cameras & Tripods

Laptops & Hardrives

Microphones & Speakers

Projection & Mobile Media Carts

Miscellaneous

Cameras & Tripods

Pocket Video Cameras (qty 7)

Specs: 

• Pocket-sized camcorder; Flat back panel with touch-sensitive buttons; 1.5-inch color LCD screen
• 2 GB of on-board flash memory--records up to 60 minutes of video; 2x digital zoom
• Internal Lithium-ion battery recharges when built-in USB arm is connected to a computer
• Connects to TV for instant viewing
• Built-in software lets you easily edit video files and upload them to video sharing sites

 Video Camcorder - Panasonic (qty 1)

Specs:

• Capture up to Full HD 1920 x 1080 Video
• Backside Illuminated Image Sensor
• Built-In Wi-Fi
• One-Touch NFC Connectivity
• 50x Optical Zoom
• 90x Intelligent Zoom
• Power O.I.S. (Optical Image Stabilizer)
• High-Sensitivity Stabilizing Gyro Sensor
• Built-In Creative Control Modes

Microsoft Webcams LifeCAM HD3000

Specs:

• True 720p HD video - Post true HD video to online video sites.
• 16:9 widescreen - For cinematic video recording.
• TrueColor Technology - Automatically delivers bright and colorful video, in virtually all lighting conditions.
• Universal attachment base - Work on your desktop, laptop, or notebook.

Tripods

Universal Tripods will work with any camera. 

Document Cameras (3)

Elmo and Samsung Document Cameras 

Laptops & Hardrives 

HP 8440 Laptops (2) 

Specs:

• Windows 7 Professional (64-Bit)
• 14-inch HD LED-Backlit Display (1366x768)

HP 2740 Laptop (1) 

Specs:

• Windows 7
• Digital Eraser Pen with tether and clip
• Multi-touch with support for screen gestures
• SD Card Reader

External Hardrives (4)

Formatted for PC or MAC

External Hardrives (set of 15)

For LAN Events

Microphones & Speakers

Cordless & Lapel Microphones 

For use in Salvi Lecture Hall or the Common Room

USB Microphones (3)

For use with a Laptop or Desktop Computer 

Speaker Phone

For use with conference calls. 

Projection & Mobile Media

Laptop/Projector Carts (2) 

Includes:

• PC Laptop
• Speaker
• Projector
• DVD/VCR Player
• All necessary cabling

Projector Cart (No Laptop)

Includes:

• Speaker
• Projector
• DVD/VCR Player
• Connections for personal device (VGA)

Portable LCD Projectors (2) 

• Rolling case
• VGA Cable

Portable LED Casio Projectors (2) 

• Small Size
• Easy to carry case
• VGA Cable

Portable Projection Screens (3)

• Two sizes
• Widescreen
• Easy to use pull up design

Portable Flat Screen TV Display Carts (2)

• Large Flat Panel Display
• HDMI & VGA Connections
• DVD Player
• Speakers

Miscellaneous Tech Items

Turning Point Personal Response System

Classroom Set Response System

iPad VGA Adapters

Garmin GPS Device

Samsung DVD Writer (USB) 

Step 1: Insert DVD/CD into the Dedicated PC:

• Depending on the Teacher Station, there will be a disc drive accessible via the button marked with the red arrow respectively. Some PCs have yellow marking the button to assist in finding it. Gently place in disc and close the drawer once seated.

Or

Step 2: Open VLC PLayer

Option 1:

• Click on the icon in the toolbar (bottom of screen) if the icon is there.

Option 2:

• Click on the “Start Menu” or press the “Windows Key”

• Search for “VLC” or scroll to the folder “VideoLAN” where you can click to open the application.

The application initially look like:

Step 3: Open Media

• Click on the “Media” drop down menu, and select “Open Disc…”

Step 4: Play Movie

• Select the correct format for your disc (DVD or Audio CD)

• Confirm the title of the disc in the “Disc Device” menu

• Click “Play”

Step 5: Watch!

• The DVD will Play

• Quick tip: Use the mouse to select menu items

For information on the interface of VLC PLayer please refer to these links:

https://wiki.videolan.org/Documentation:Quick_start_guide/

-Basic guide to interface and preferences

https://wiki.videolan.org/Documentation:Interface/

-Details for dropdown menus from the top bar

https://wiki.videolan.org/FAQ/

-legal and use questions regarding VideoLAN

https://www.videolan.org/vlc/features.html

-official VideoLAN website

Additionally please contact resources available to you:  

• IT Helpdesk ext. 7800

• Fitzgerald Library

Zoom Room Step-by-Step Guide

Prerequisites: 

• The account hosting the meeting needs to be a PRO Zoom account to use the Zoom Room function.

• All functions will be on the Touch Panel in this guide, unless specified.

• Call the Helpdesk (7800) if you need assistance

Upon walking into the room:

1. Press the “Power Button” to start.

2. Select “Zoom Meeting” for Room Mode.

3. After a few seconds, the system will turn on and display a white screen where there will be a voice that speaks to you. Following are the screens that you will see on the TV screen and the touchpanel:

Using the Numpad highlighted by the red square, Press, then enter your Meeting Id of your Meeting for your meeting. 

What is my “Meeting ID”?

This is the numbers at the tail end of the link you share with others via email, or looking at the meeting details. Reference link: https://support.zoom.us/hc/en-us/articles/201362373-What-is-a-Meeting-ID-

4. Verify the number on the screen is the same as what you intended to enter. 

1. Use the asterisk () as a backspace if necessary.

5. Press to enter the meeting. 

The following is a diagram of the use cases of the buttons on the Touchpanel:

Additional resources: 

Zoom Support on SIP calling: https://support.zoom.us/hc/en-us/articles/201854563-Start-a-Meeting-from-an-H-323-SIP-Endpoint

In call Controls for SIP calls:

https://support.zoom.us/hc/en-us/articles/115005889546-H-323-SIP-Menu

Wireless Presenting to a Zoom Meeting:

https://support.zoom.us/hc/en-us/articles/203727929-Screen-Sharing-with-Zoom-Rooms

If you need to go back to a previous version of a network folder, you can restore an older version of it yourself! This is very helpful if a file is deleted, will not open anymore, or is acidentally deleted. T

To Restore:

1. On a Windows PC, Open computer and RIGHT CLICK on your network drive, and choose properties.

2. Chose the previous versions tab.

3. Chose a time and date, and press view.

Certain drives and folders on the network require administrator privileges to access, and on different levels (read only or edit).

If you need access to a specific drive or folder, please have your supervisor contact the Helpdesk and put in a request for Folder Permissions. Please be specific as to what sort of access you need and to what drive and folders. 

To connect a Mac to SMUMN network storage please do the following steps:

Click "Go"  on the Apple Menu at the top of the screen

Click "Connect to Server…"

Type in: smb://smumn.edu/shares     See list below

Click "Connect"

Enter your SMUMN username and password

Click "Connect"

*** Make sure you disconnect the network drive if using a shared/public computer.

* Various "Drive" names for Connecting to SMUMN Network Storage:

Department Network Storage (K Drive): smb://smumn.edu/shares

Course Materials Drive (academic course information): smb://smumn.edu/shares

Personal Network Storage (U drive): smb://neo/username$

Department Webpages: smb://landini/deptmntl

*** Again make sure you disconnect the network drive if using a shared/public computer.

Quick Answer: Your best option is to click "CREATE NEW KEYCHAIN", which is the middle button, when the box first appears. If it's already gone, try rebooting to get it to pop up again.  

"Please Update Your Keychain Password" Message Box

• If you remember your OLD password, please click "Update Keychain". 
• If you do NOT remember your old password, click "Create new Keychain" 
• If neither of these work, please see further instructions below. 

What is a Keychain?

Why are problems occuring with the Keychain?

How do I update my Keychain password?

How do I delete my Keychain and start over?

What is a keychain?

The keychain in Mac OS X is Apple’s password management system.

A keychain can store all your passwords for applications, servers, and websites.

When you connect to a network server, open an email account, or access any password-protected item that is keychain-aware, your keychain can provide the password so you don't have to type it.

You start with a single keychain, which is created automatically the first time you log in to your Mac OS X user account. Your default keychain has the same password as your login password. This keychain is unlocked automatically when you log in to Mac OS X and is referred to in Keychain Access menus as the "login" keychain.

When keychain problems occur

Keychain problems occur when a user's login password does not match their keychain password. 

On campus Macs, many users log in with their SMUMN account credentials.  However, when a user changes their SMUMN passwords, keychain does not recognize the change automatically. 

When the password used to log into the machine does not match the current keychain password, the keychain does not unlock for use with password management.  The user is able to log onto the machine, but applications that use the keychain system, such as Safari, will give the user an error message stating that the application wants to use the "login" keychain.  It will ask for the keychain password.  Below is a typical keychain request for Safari.

If a user clicks Cancel, the message will return again.  If a user clicks Cancel a second time, the message goes away and the application continues to open.  However, if the warning is cancelled, saved password information will not be available while using the application. 

Sometimes this error message will not cease to pop up. 

Deleting the Old Keychain

If a user is unable to remember their old password and the "Create New Keychain" button is not functioning correctly, they can delete the Keychain and start fresh by follow these instructions: 

1. In Finder Select Go > Go to folder… (??G)

2. In the window that appears, type the following:

~/Library/Keychains/

3. Click GO.

4. Look for a folder with a name similar to this "A8F5E7B8-CEC1-4479-A7DF-F23CB076C8B8".

Note: Each folder will have a unique number.

5. Move this folder to the Trash.

6. Immediately click Apple Menu and click Restart to restart your Mac.

To clear cache and cookies when using Google Chrome on Windows, follow the steps detailed below:

• Click on the More button, situated in the upper right corner.

• Go to History, and select History.

• Click on the Clear browsing data, in the left-side column.

• Choose From the beginning of time and click again on Clear browsing data.

NOTE: Make sure the boxes next to Cached images and files and Cookies and other site and plug-in data are checked.

For faculty, staff and administration at Saint Mary's University, we have many programs available for installation on your office computer which you do not need administrator privileges to install. Please follow the directions below to install the software. 

**Please note, if the software you are looking for is not available in this list, you can request it from the HelpDesk. If it is a piece of software which you think would be useful for other staff members and should be included in the Software Center, please fill out this Software Center Request Form. 

Installing Programs from the Software Center in Windows 10

1. Open the Start Menu, and then click "All Apps"

2. Scroll down to "Microsoft Endpoint Manager" and then open "Software Center"

3.In the Software Center you can see a collection of applications that are available for installation on your PC. Select the application(s) you wish to install and click "Install"

4. To see the status of the installation, click "Installation Status" on the left side of the screen. Here you will be able to see the status of any and all software installations from the network. 

5. Please note that the program you are installing will pop up and ask you to click through a series of installation steps. Please click "Install".

Appropriate Use of Technology Policy

Policy Owner Assistant Vice President of Information Technology Policy Approver(s) Data Governance and Technology Planning Committee Related Policies Remote Access and Personal Device Policy; Password Policy   Related Procedures System Configuration Process  Effective Date March 31, 2022  Next Review Date 7/1/2025 

Purpose

The purpose of this policy is to define standards, procedures and restrictions for the appropriate use of Saint Mary’s University of Minnesota’s (SMUMN) technology resources.   

Scope

This policy applies to all SMUMN employees, students, temporary workers, consultants and contractors, hereafter referred to as “users”. All students and employees are expected to know and understand this policy as it relates to their role at the university.  

General Information

The university maintains technology resources for the purposes of conducting and fostering the instructional, educational and research activities of the university, as well as furthering the business interests of the university.  

The university recognizes that technology is a means for intellectual, social, and cultural growth, but said resources can also be a means for harassment and destructiveness. As a Lasallian Catholic institution, the university has an obligation to encourage civility and respect in the use of technology resources. Consequently, members of the university community are expected to exercise responsibility, operate technology resources ethically, respect the rights and privacy of others, and operate within the bounds of the law and of university policy and standards when using university technology resources.

The use of university technology is a privilege. The university reserves the right to monitor the use of all the technology resources it provides, that are used within its jurisdiction, or in its name and, if necessary, restrict access. The university respects the privacy of users; however, users are advised that in the university setting, no absolute guarantee of privacy exists.  

User Responsibilities and Policy Statements

1.     Users are responsible for maintaining a secure system environment. Users must:

     §  Never deliberately disrupt the performance of technology systems

     §  Never attempt to circumvent system security, which includes attempts to circumvent restrictions on the use of university listservs

     §  Never attempt to access any unauthorized accounts, internally or externally, which include university listservs

     §  Immediately report security concerns to the IT HelpDesk  

2.     Users must ensure the physical security of technology resources. Users must not modify, move, or otherwise tamper with university owned hardware or software unless explicitly authorized to do so. Removal of technology equipment, paper, or documentation without authorization, constitutes theft.  

3.     Users of the university’s technology resources are responsible for any activity that takes place through their account. Accordingly, each user must follow the University Password Policy.  

     a.   Passwords must be 15 characters in length.  Special characters, numbers and upper/lower case characters are not required.

     b.   Passwords will expire every 365 days.

     c.   When changing a password, the user must not change it to the most recent password.

     d.   Passwords are to be used and stored in a secure manner. Passwords are not to be written down or stored electronically. Passwords are to be obscured during entry into information system login screens and are to be transmitted in an encrypted format.

     e.   Passwords are to be individually owned and kept confidential, and are not to be shared under any circumstances.  

4.     Users must use technology consistent with local, state, and federal laws. Users must comply with federal copyright law. See the University Catalog for information about copyright law. Users will only use computer software in accordance with license agreements, whether the software is licensed to the university or to them. The university will cooperate with local, state, and federal authorities investigating violations of local, state, or federal law involving technology.  

5.    File sharing is allowed via our approved methods including, but not limited to, Google Drive, Gmail, and SFTP.  The use of torrenting software is not allowed on our network and users must follow the Digital Millenium Copyright Act (DMCA) and the No Electronic Theft Act (NET ACT).

6. The university maintains technology resources for the purposes of conducting and fostering the instructional, educational and research activities of the university, as well as furthering the business interests of the university. Users will not use technology resources for commercial purposes or unauthorized financial gain. Users will not use technology resources for political purposes.  

7.     The university requires that users of technology resources demonstrate respect for others, respect for the university, and respect for the values of a Catholic Lasallian university when using technology resources. Users must use appropriate language when utilizing technology. Users will not send harassing, intimidating, or threatening messages through electronic mail, voicemail or other means.  

8.     Users assume full responsibility for their experiences while utilizing university technology resources. The university cannot and will not protect users against the existence or receipt of material that may be offensive to them, except in cases of violation of the law or of university policy or standards, and then only when technically feasible. Individuals using technology resources are warned that they may willingly or unwillingly receive or discover material that they find offensive.  

Investigations and Consequences

1.     Alleged violations of this policy by students of the College will be investigated by the vice president for student affairs or their designee. The assistant vice president for IT or their designee will assist in investigations, as appropriate. The use of technology may be suspended during an investigation if staff believe that inappropriate use has occurred. Inappropriate use will be handled using the disciplinary judicial process outlined in the College Student Handbook.  

If a student violates this policy, they may face sanctions up to and including dismissal from the university. A student may lose computing privileges as a sanction for violation of this policy. The use of technology resources to commit an act of academic dishonesty may subject a student to separate sanctions for academic dishonesty and for violation of this policy.  

2.     Alleged violations of this policy by students attending in the Schools of Graduate and Professional Programs will be investigated by the dean of the academic area/school in which the student is studying. The assistant vice president for IT or their designee will assist in investigations, as appropriate. The use of technology may be suspended during an investigation if staff believe that inappropriate use has occurred. Inappropriate use will be handled using the Grievance Procedure in the most recent Schools of Graduate and Professional Programs Catalog and Student Handbook.  

If a student violates this policy, they may face sanctions up to and including dismissal from the university. A student may lose computing privileges as a sanction for violation of this policy. The use of technology resources to commit an act of academic dishonesty may subject a student to separate sanctions for academic dishonesty and for violation of this policy.  

3.     Alleged violations of this policy by employees will be investigated by the employee’s supervisor in coordination with the assistant vice president for human resources or their designee. The assistant vice president for IT or their designee will assist in investigations, as appropriate. The use of technology may be suspended during an investigation if staff believe that the inappropriate use has occurred. Violation of this policy by employees will be handled according to established procedures in the Saint Mary’s Employee Handbook, under the Work Rules and Conduct Standards and the Corrective Action sections. The university supports the theory of corrective action and retains discretion to take action that is appropriate to the particular circumstances. Violations of rules or policies may result in corrective measures that, depending upon the circumstances and at the discretion of the university, may include verbal or written warnings, suspension (with or without pay), or immediate discharge. These corrective measures do not constitute an exclusive list of possible action and may be repeated, skipped or taken out of order.    

Students and employees may face civil and criminal consequences, independent of action by the university, if their inappropriate use of technology violates local, state, or federal law.            

Revision History Date Who Changes 08/05/2016 VP for Financial Affairs; Director of IT; General Counsel Policy revision 5/23/2022 AVP of IT Updated to reflect changes in terminology and standardizations

Saint Mary's purchases iPads in bulk to take advantage of a quantity discount from Apple.  All iPads should be purchased through IT Services.

Staff and Faculty can request an iPad by contacting the HelpDesk at 507-457-7800 or helpdesk@smumn.edu. 

Fixing Personally-Owned Computers

While we do try to help home and student users connect to the Saint Mary's University network, we do not fix personally-owned computers, even if they are used for college work. If, however, you need help at home accessing resources, feel free to call the Help Desk (457-7800), and we’ll do what we can over the phone. If your personal computer requires further work, we have a list below of possible options to whom we can refer you too.  They perform contracted services (i.e., you need to pay them!) to work on personal machines.  Saint Mary's does not endorse any company over another so they are listed below in alphabetical order.

ALT I.T Services--http://www.alt-itservices.com/

ComputerDock--http://www.computerdock.biz/

Downtown Computers--http://www.downtowncomputerswinona.com/

HBC--http://www.hbci.com/wizards/

Up-N-Running--http://www.up-n-running.com/

Winona Computers--http://www.winonacomputers.com/

In the Twin Cities Metro:

Geek Squad Tech Support (Best Buy Stores)--http://www.geeksquad.com/

Micro Center--http://www.microcenter.com/

Yelp Search--http://www.yelp.com/search?cflt=itservices&find_loc=Minneapolis%2C+MN/

Computer Workstation Support Policy

Last revision November, 14^th 2014

Saint Mary's University of Minnesota (SMUMN) department of Information Technology Services (ITS) HelpDesk provides hardware and software support services for SMUMN-owned Windows and Apple desktop and laptop computers used in both main campuses and affiliated sites and centers, plus limited support for personally owned computers.  Service requests are made by contacting the IT Services HelpDesk or on the web at http://techfaq.smumn.edu/.  Our support technicians provide free help with installations and problem solving for Macintosh or Windows PC desktop and laptop computers, software, and peripherals such as printers and webcams.  Primary coverage goes to the main systems of faculty and staff and the school’s system infrastructure. Secondary coverage extends to other SMUMN-owned computers in labs and classrooms.  Only minimal help related to network connectivity, security, and system crashes is available for personally owned computers.

The remainder of this note describes in detail the specific services that our support technicians will provide, and lists the priority order and expected response time for various classes of problems.

Covered services for desktop and laptop support

Our technicians will always respond to general questions about university services such as email configurations.  This list describes the types of on-site help they provide for your computer. Please note that items not on this list are generally not covered.

1. Full support is available for SMUMN-owned computers.  Associated peripherals (printer, webcams, etc.) are also covered.

For any substantial problem, IT Services will simply re-image the PC using the appropriate system image.

To get hardware and software support as shown in the list below, your computer must run either the Mac OS X operating system or the Windows operating system. There is no software support for other operating systems such as Linux - only hardware installation and problem diagnosis.

• Install hardware.
• Install and configure the operating system, "essential SMUMN software", network software, backup software, basic office applications (for example, browser, and Microsoft Office), and other commonly used applications.
• Encrypt the computer as required by new university security mandates.
• Install hardware and software upgrades.
• Configure network connectivity
• Secure against viruses, worms, and hackers or recover from a compromise.
• Debug hardware and operating system problems.
• Debug problems and provide user consulting for the software categories listed above.
• Optimize the system (for example, defragment disk).
• Give advice for hardware/software purchases and improvements to meet needs (for example, printer options).

1. For personally owned computers and mobile devices of faculty, staff, students, and visitors for related work, limited assistance may be requested when the user is unable to resolve issues after following documented procedures.  You are expected to try to resolve the problem yourself before entering an assistance request.  Help is available for Mac OS X or later and Windows 7 or later in the following categories only:

• Configure network connectivity
• Configure security settings and software to protect against viruses, worms, and hacker compromises.
• Assist with cleanup and recovery from a security compromise.
• Troubleshoot problems that make the computer unusable, such as frequent crashes and freezes.
• Install, configure, or upgrade the operating system only as needed to resolve security or system usability issues.

Priority order and expected response times for support

For critical issues that effect the student academic experience, immediately call the ITS HelpDesk.

Winona Campus                                     Minneapolis Campus

(800) 635-5987, ask for “HelpDesk”       (866) 437-2788 ext 7800

(507) 457-6987                                      (612) 728-5100 option 4, or ext 7800

ITS HelpDesk technicians will try to fix critical problems within 1 business day.  Critical problems may overrule and delay previously scheduled lower priority requests.

The technicians are notified when a new request is entered.  If this is an urgent request, be sure to note that in the first sentence of a web-based submission: i.e. (Subject: URGENT: Projector in room 123).

For non-critical requests, the technician will attempt to contact you within one business day to schedule a time to help you. Non-critical problems are generally scheduled for the next available time slot, which is generally in a day or two but could be up to one week away during heavy workload periods.

New computer or peripheral installations are handled differently.  Installations can be scheduled well in advance to be completed within a few days of expected arrival.

All classroom systems and labs are imaged annually, usually between the end of the Summer and beginning of the Fall semesters when available.

The priority order for help requests, from highest to lowest:

1. Critical problems with a primary computer system or peripheral that prevent or hinder a faculty or staff member from doing his/her normal work; and problems that prevent use of the classrooms for teaching scheduled classes.
2. Other non-critical problems with the primary workstation computer or peripheral of a faculty or staff member; and non-critical problems in the classrooms, including preparation of the computers for new classes at the beginning of each quarter.
3. Installation of a new primary computer or peripheral for a faculty or staff member.
4. Problems with other (non-primary) SMUMN owned computers or peripherals in offices or laboratories, including student offices.
5. Installation of a new non-primary SMUMN owned computer or peripheral in offices or labs, including staff offices.
6. Problems affecting a personally owned computer that is used for SMUMN related work. Off-site computers must be brought to the office.

Welcome to Saint Mary's University of MN! 

Sometime after you accepted through the university, you should have received an email to your personal email account that you submitted with your original application. This email is very generic looking and contains your username and temporary password for your first time logging into SMUMN systems. 

**If you cannot find this email, please check your spam folder and/or call the Helpdesk for assistance. 

All first time users need to login to the Student/Faculty Portal. You will not be able to access other SMUMN Systems, including Gmail, until you first login to your portal. Student Portal  Faculty Portal

After logging into the portal please change your password: 

 **If you do not see a change password button please change the term to an upcoming term

The password set here will sync to your SMUMN accounts.

Why is Google Drive the best place to store your files? Because the storage space is now UNLIMITED! You can store any file type you need and organize files into folders, just like your U: drive. Learn more about setting up Google Drive to work like a Network drive below. 

First, your Google Drive is available from any device via a web browser at any time. From drive.google.com you can upload and download your files. 

An easier way to work with Microsoft Office (doc, docx, ppt, pptx, xl...etc) and Google Drive is to download the desktop app. 

Go to drive.google.com in your browser and click "Download Drive" in the settings menu. 

Then, select "Drive for Mac & PC"

Once the download has finished, you will need to Run the file. 

After Google Drive has finished installing, open your computer files and you will see Google Drive listed as a folder. You can drag and drop and organize files and folders here. Google Drive will sync when you are connected to the internet so you can access your files from multiple devices. 

The advantage to using the desktop version of Google Drive is that if you store Microsoft Office files in Drive you won't have to download and then re-upload them. You simply double-click the file in the desktop Drive folder and it will open in the appropriate Microsoft Office program. Click "Save" and then you're done! 

We are happy to announce that Saint Mary's University is now able to offer Microsoft Office FREE for current SMUMN Faculty, Staff Students. Please follow the directions below to install Office (PC or Mac) for free. 

  1. Go to http://portal.office.com

  2. Log in using your SMUMN email address and Student/Faculty Portal password.

   3. After logging in, click on "Install Office".

  4. Select "Office 365 apps". The installer will be downloaded.

  5. When the download completes, follow the onscreen instructions to use the installer. Don't forget to activate Office using the same credentials you used to log in to portal.office.com.

Windows:

Mac:

***Please note that SMUMN does not, at this time, support the use of Microsoft's One Drive. If you would like to store your files in the cloud and access them from multiple devices, we recommend using Google Drive's desktop application. Click here to learn more about using Google Drive with Microsoft Office files: Using Drive instead of a VPN/Network Drive (U:)

Please help keep our Saint Mary's University Network Safe and Secure by following these principles of internet safety. 

• A. Internet Safety: Malware, Spyware, and Scams
• What is Internet Safety?
• What is malware and spyware?
• Identify dangerous sites
• Identify Internet hoaxes and scams
• B. Email & Passwords
• • Protecting your passwords
  • Presenting general tips for safer email
  • Recognizing phishing scams

• C. Social Media, Shopping & Banking Online
• Best practices for staying safe on social media
• Setting your privacy settings on Facebook
• Set your privacy settings on Twitter
• Hazards of shopping online
• Bank and pay bills safely online
  

This is the 2016 - July 2019 version of the Faculty(employee) Portal. A new overview video is in the works to be posted. Much of the content in this video is valid. The various screens are accessed from a different place on the faculty.smumn.edu. The "home" screen menu is across the top versus being on the left side. The most noticeable change is accessing your profile which is now in the upper right corner instead of the upper left.

The Faculty Online Portal is used by university faculty to view course lists, schedules, student information and advisor functions. Please view the video below for an overview of the site functionality. 

**We recommend viewing this video in HD. Click on the settings gear in the video viewer to change the viewing quality. 

If you need to see the video in full screen, click here

This is a video overview of the updated Faculty/Employee Portal. To access the Faculty portal visit https://faculty.smumn.edu

To play video click here.

Student-Owned
Computer Guidelines

In order to connect to the SMUMN network and obtain Internet access, student-owned computers are required to meet or exceed minimum performance guidelines and have certain software packages installed. The University provides Microsoft Office 365 for Students.

Windows Compatible Computer:

Operating System: Windows 10 and Windows 11

               HelpDesk does not support other operating systems

Processor:  Intel Core i3 or equivalent processors.

RAM: Minimum of 8GB but having more is recommended.

Apple MAC Computer:

  Operating system:  Mac OS 10.9 or newer

  RAM: Minimum 4GB but having more is recommended.

Wireless networking:

All Wireless devices should have 802.11a/g/n  or 802.11ac Wi-Fi compatibility for best performance.  Devices that only support 802.11b/g/n operate only on the 2.4ghz frequency and will not perform as well due to the number of devices on campus.

Personal network devices (routers and access points) are not allowed on campus. They tend to cause interference issues with SMU provided wireless. Turn off wireless on personal printers.  iT HelpDesk does not connect personal printers to the network.

Prepping your computer before coming to campus:

Guidelines for Computer Maintenance:

Computer operating systems (OS), especially Windows-based OS’s, must be maintained while connected to the SMUMN network. As part of this, he Universty provides the required Network Access Control (NAC) software. When you initially connect to the  network, you are prompted to install this software. The software scans your system to ensure that it meets network access requirements: operating system up-to-date, active and up-to-date virus-scanning software, and current virus definition files (DATs). It does not scan your personal data.

Maintenance items include the following:

Running Windows Update (Microsoft) or Software Update (Apple Mac OS’s) to have current security patches, service packs, application updates, and driver updates.

Running an allowed virus-scanning program, definition files (DAT’s) must be up-to-date (current).

Other Recommendations:

• Purchase of extended warranties, for all computers.
• Purchase of accidental damage coverage for portable computing devices (laptops). You may want to check with your home owner’s insurance agent for accidental damage coverage.

The iT Department does not recommend the installation or use of peer-to-peer (P2P) file sharing programs, such as Ares, iMesh, KaZaa, Morpheus, Limewire, etc. The HelpDesk does not support computer issues caused or potentially caused by P2P file sharing programs. Please uninstall these programs before coming to campus.

* Computer maintenance is an ongoing process and the responsibility of the computer user. Updates and virus scanning should be done, at minimum, once a week. Adware and spyware scans should be done, at least, monthly.

Please refer to the Getting Started Guides in "Information for New Users" to the left. 

There are several factors to consider when deciding what kind of computer to get. 

First, what are you used to using?

 People who are accustomed to using a PC might want to stay with a PC. Same goes for Mac users. Switching to a new operating system (i.e. from a PC to a Mac or vice versa) is a learning process that you need to be prepared for. 

On your new computer make sure you know how to:

• Access files and folders
• Run System Updates (i.e. Windows Updates/Apple Software Updates)
• Install/Update an Antivirus Program

If you don't know how to do these things, please ASK the Helpdesk! We would be happy to sit down with you and walk you through some basic maintenence steps to get the most out of your computer. 

Secondly, what is your intended field of study? 

Most of the time it won't matter whether you have a Mac or PC for your field of study. Some fields have an easier time with one operating system over another though. If you aren't sure if there would be a preference, ASK! Call the Helpdesk, or send an email to a faculty member or advisor for your program of interest. 

Generally:

• Social Sciences (English, History, Political Science...etc...) Most of the faculty use PC. Students it may be an even split between Mac and PC. Preference lies entirely with the user. 
• Natural Sciences: Fairly even split between Mac and PC. May be helpful for you to know the basic workings of both systems (much of that knowledge will be learned as you go along in your studies). 
• Music and Visual Arts: Generally Mac users. Apple computers tend to dominate these fields because the software needed for these programs is generally more accessible for Macs. PC's can still be used, but software can be an extra expense. 

Finally, what is your budget and what are your personal expectations about your new computer?

Pros and Cons for PC:

• Pro: Generally Cheaper
• Pro: More Readily Customizable
• Pro: More Options for Software (especially for Gamers) 
• Con: Currently more susceptible to Viruses and Spyware
• Con: For some users the amount of customizability can be overwhelming and requires a higher learning curve if you're not used to using a PC
• Con: Software for Music and The Visual Arts can be less accessible/more expensive than Mac versions. 

Pros and Cons for Mac: 

• Pro or Con: Less Customizable. This is great for people that don't want a lot of "options" but simply want to use the machine. This can be disagreeable for people who like to have a lot of options and want the ease of changing them frequently. 
• Pro: Much less likely (though not unheard of) to get Viruses or Spyware
• Pro: Much less likely (based of number of PC's vs. Macs that are brought down to the Helpdesk) to have software or hardware malfunctions. 
• Con: When a Mac does have a software or hardware malfunction it usually requires a Mac specialist to fix. The Helpdesk does support minor software malfunctions for Macs. If we are unable to solve the problem we can direct you to the nearest Apple Support Center for more assistence. 
• Con: Software is nearly always Mac Specific. (This can be frustrating for avid gamers. If you still really want a Mac but need software that is specific to a PC, consider a Dual Boot Mac) 
• Con: Apple computers are generally more expensive up front. 

So it all comes down to your personal preferences. Either operating system will work smoothly with our campus network. If you have further questions about bringing a computer to campus, please contact the Helpdesk. 

Appropriate Use of Technology Policy

Policy Owner Assistant Vice President of Information Technology Policy Approver(s) Data Governance and Technology Planning Committee Related Policies Remote Access and Personal Device Policy; Password Policy   Related Procedures System Configuration Process  Effective Date March 31, 2022  Next Review Date 7/1/2025 

Purpose

The purpose of this policy is to define standards, procedures and restrictions for the appropriate use of Saint Mary’s University of Minnesota’s (SMUMN) technology resources.   

Scope

This policy applies to all SMUMN employees, students, temporary workers, consultants and contractors, hereafter referred to as “users”. All students and employees are expected to know and understand this policy as it relates to their role at the university.  

General Information

The university maintains technology resources for the purposes of conducting and fostering the instructional, educational and research activities of the university, as well as furthering the business interests of the university.  

The university recognizes that technology is a means for intellectual, social, and cultural growth, but said resources can also be a means for harassment and destructiveness. As a Lasallian Catholic institution, the university has an obligation to encourage civility and respect in the use of technology resources. Consequently, members of the university community are expected to exercise responsibility, operate technology resources ethically, respect the rights and privacy of others, and operate within the bounds of the law and of university policy and standards when using university technology resources.

The use of university technology is a privilege. The university reserves the right to monitor the use of all the technology resources it provides, that are used within its jurisdiction, or in its name and, if necessary, restrict access. The university respects the privacy of users; however, users are advised that in the university setting, no absolute guarantee of privacy exists.  

User Responsibilities and Policy Statements

1.     Users are responsible for maintaining a secure system environment. Users must:

     §  Never deliberately disrupt the performance of technology systems

     §  Never attempt to circumvent system security, which includes attempts to circumvent restrictions on the use of university listservs

     §  Never attempt to access any unauthorized accounts, internally or externally, which include university listservs

     §  Immediately report security concerns to the IT HelpDesk  

2.     Users must ensure the physical security of technology resources. Users must not modify, move, or otherwise tamper with university owned hardware or software unless explicitly authorized to do so. Removal of technology equipment, paper, or documentation without authorization, constitutes theft.  

3.     Users of the university’s technology resources are responsible for any activity that takes place through their account. Accordingly, each user must follow the University Password Policy.  

     a.   Passwords must be 15 characters in length.  Special characters, numbers and upper/lower case characters are not required.

     b.   Passwords will expire every 365 days.

     c.   When changing a password, the user must not change it to the most recent password.

     d.   Passwords are to be used and stored in a secure manner. Passwords are not to be written down or stored electronically. Passwords are to be obscured during entry into information system login screens and are to be transmitted in an encrypted format.

     e.   Passwords are to be individually owned and kept confidential, and are not to be shared under any circumstances.  

4.     Users must use technology consistent with local, state, and federal laws. Users must comply with federal copyright law. See the University Catalog for information about copyright law. Users will only use computer software in accordance with license agreements, whether the software is licensed to the university or to them. The university will cooperate with local, state, and federal authorities investigating violations of local, state, or federal law involving technology.  

5.    File sharing is allowed via our approved methods including, but not limited to, Google Drive, Gmail, and SFTP.  The use of torrenting software is not allowed on our network and users must follow the Digital Millenium Copyright Act (DMCA) and the No Electronic Theft Act (NET ACT).

6. The university maintains technology resources for the purposes of conducting and fostering the instructional, educational and research activities of the university, as well as furthering the business interests of the university. Users will not use technology resources for commercial purposes or unauthorized financial gain. Users will not use technology resources for political purposes.  

7.     The university requires that users of technology resources demonstrate respect for others, respect for the university, and respect for the values of a Catholic Lasallian university when using technology resources. Users must use appropriate language when utilizing technology. Users will not send harassing, intimidating, or threatening messages through electronic mail, voicemail or other means.  

8.     Users assume full responsibility for their experiences while utilizing university technology resources. The university cannot and will not protect users against the existence or receipt of material that may be offensive to them, except in cases of violation of the law or of university policy or standards, and then only when technically feasible. Individuals using technology resources are warned that they may willingly or unwillingly receive or discover material that they find offensive.  

Investigations and Consequences

1.     Alleged violations of this policy by students of the College will be investigated by the vice president for student affairs or their designee. The assistant vice president for IT or their designee will assist in investigations, as appropriate. The use of technology may be suspended during an investigation if staff believe that inappropriate use has occurred. Inappropriate use will be handled using the disciplinary judicial process outlined in the College Student Handbook.  

If a student violates this policy, they may face sanctions up to and including dismissal from the university. A student may lose computing privileges as a sanction for violation of this policy. The use of technology resources to commit an act of academic dishonesty may subject a student to separate sanctions for academic dishonesty and for violation of this policy.  

2.     Alleged violations of this policy by students attending in the Schools of Graduate and Professional Programs will be investigated by the dean of the academic area/school in which the student is studying. The assistant vice president for IT or their designee will assist in investigations, as appropriate. The use of technology may be suspended during an investigation if staff believe that inappropriate use has occurred. Inappropriate use will be handled using the Grievance Procedure in the most recent Schools of Graduate and Professional Programs Catalog and Student Handbook.  

If a student violates this policy, they may face sanctions up to and including dismissal from the university. A student may lose computing privileges as a sanction for violation of this policy. The use of technology resources to commit an act of academic dishonesty may subject a student to separate sanctions for academic dishonesty and for violation of this policy.  

3.     Alleged violations of this policy by employees will be investigated by the employee’s supervisor in coordination with the assistant vice president for human resources or their designee. The assistant vice president for IT or their designee will assist in investigations, as appropriate. The use of technology may be suspended during an investigation if staff believe that the inappropriate use has occurred. Violation of this policy by employees will be handled according to established procedures in the Saint Mary’s Employee Handbook, under the Work Rules and Conduct Standards and the Corrective Action sections. The university supports the theory of corrective action and retains discretion to take action that is appropriate to the particular circumstances. Violations of rules or policies may result in corrective measures that, depending upon the circumstances and at the discretion of the university, may include verbal or written warnings, suspension (with or without pay), or immediate discharge. These corrective measures do not constitute an exclusive list of possible action and may be repeated, skipped or taken out of order.    

Students and employees may face civil and criminal consequences, independent of action by the university, if their inappropriate use of technology violates local, state, or federal law.            

Revision History Date Who Changes 08/05/2016 VP for Financial Affairs; Director of IT; General Counsel Policy revision 5/23/2022 AVP of IT Updated to reflect changes in terminology and standardizations

Technology support for Saint Mary's University of Minnesota National Online Programs is available with the following information.

http://onlineprograms.smumn.edu

Description: This link is for information about SMUMN Online program offerings.

 
Technical Support:

Online:

1-833-345-1796 - Option 2

SaintMarysMN@support.edu.help

Fixing Personally-Owned Computers

While we do try to help home and student users connect to the Saint Mary's University network, we do not fix personally-owned computers, even if they are used for college work. If, however, you need help at home accessing resources, feel free to call the Help Desk (457-7800), and we’ll do what we can over the phone. If your personal computer requires further work, we have a list below of possible options to whom we can refer you too.  They perform contracted services (i.e., you need to pay them!) to work on personal machines.  Saint Mary's does not endorse any company over another so they are listed below in alphabetical order.

ALT I.T Services--http://www.alt-itservices.com/

ComputerDock--http://www.computerdock.biz/

Downtown Computers--http://www.downtowncomputerswinona.com/

HBC--http://www.hbci.com/wizards/

Up-N-Running--http://www.up-n-running.com/

Winona Computers--http://www.winonacomputers.com/

In the Twin Cities Metro:

Geek Squad Tech Support (Best Buy Stores)--http://www.geeksquad.com/

Micro Center--http://www.microcenter.com/

Yelp Search--http://www.yelp.com/search?cflt=itservices&find_loc=Minneapolis%2C+MN/

Computer Workstation Support Policy

Last revision November, 14^th 2014

Saint Mary's University of Minnesota (SMUMN) department of Information Technology Services (ITS) HelpDesk provides hardware and software support services for SMUMN-owned Windows and Apple desktop and laptop computers used in both main campuses and affiliated sites and centers, plus limited support for personally owned computers.  Service requests are made by contacting the IT Services HelpDesk or on the web at http://techfaq.smumn.edu/.  Our support technicians provide free help with installations and problem solving for Macintosh or Windows PC desktop and laptop computers, software, and peripherals such as printers and webcams.  Primary coverage goes to the main systems of faculty and staff and the school’s system infrastructure. Secondary coverage extends to other SMUMN-owned computers in labs and classrooms.  Only minimal help related to network connectivity, security, and system crashes is available for personally owned computers.

The remainder of this note describes in detail the specific services that our support technicians will provide, and lists the priority order and expected response time for various classes of problems.

Covered services for desktop and laptop support

Our technicians will always respond to general questions about university services such as email configurations.  This list describes the types of on-site help they provide for your computer. Please note that items not on this list are generally not covered.

1. Full support is available for SMUMN-owned computers.  Associated peripherals (printer, webcams, etc.) are also covered.

For any substantial problem, IT Services will simply re-image the PC using the appropriate system image.

To get hardware and software support as shown in the list below, your computer must run either the Mac OS X operating system or the Windows operating system. There is no software support for other operating systems such as Linux - only hardware installation and problem diagnosis.

• Install hardware.
• Install and configure the operating system, "essential SMUMN software", network software, backup software, basic office applications (for example, browser, and Microsoft Office), and other commonly used applications.
• Encrypt the computer as required by new university security mandates.
• Install hardware and software upgrades.
• Configure network connectivity
• Secure against viruses, worms, and hackers or recover from a compromise.
• Debug hardware and operating system problems.
• Debug problems and provide user consulting for the software categories listed above.
• Optimize the system (for example, defragment disk).
• Give advice for hardware/software purchases and improvements to meet needs (for example, printer options).

1. For personally owned computers and mobile devices of faculty, staff, students, and visitors for related work, limited assistance may be requested when the user is unable to resolve issues after following documented procedures.  You are expected to try to resolve the problem yourself before entering an assistance request.  Help is available for Mac OS X or later and Windows 7 or later in the following categories only:

• Configure network connectivity
• Configure security settings and software to protect against viruses, worms, and hacker compromises.
• Assist with cleanup and recovery from a security compromise.
• Troubleshoot problems that make the computer unusable, such as frequent crashes and freezes.
• Install, configure, or upgrade the operating system only as needed to resolve security or system usability issues.

Priority order and expected response times for support

For critical issues that effect the student academic experience, immediately call the ITS HelpDesk.

Winona Campus                                     Minneapolis Campus

(800) 635-5987, ask for “HelpDesk”       (866) 437-2788 ext 7800

(507) 457-6987                                      (612) 728-5100 option 4, or ext 7800

ITS HelpDesk technicians will try to fix critical problems within 1 business day.  Critical problems may overrule and delay previously scheduled lower priority requests.

The technicians are notified when a new request is entered.  If this is an urgent request, be sure to note that in the first sentence of a web-based submission: i.e. (Subject: URGENT: Projector in room 123).

For non-critical requests, the technician will attempt to contact you within one business day to schedule a time to help you. Non-critical problems are generally scheduled for the next available time slot, which is generally in a day or two but could be up to one week away during heavy workload periods.

New computer or peripheral installations are handled differently.  Installations can be scheduled well in advance to be completed within a few days of expected arrival.

All classroom systems and labs are imaged annually, usually between the end of the Summer and beginning of the Fall semesters when available.

The priority order for help requests, from highest to lowest:

1. Critical problems with a primary computer system or peripheral that prevent or hinder a faculty or staff member from doing his/her normal work; and problems that prevent use of the classrooms for teaching scheduled classes.
2. Other non-critical problems with the primary workstation computer or peripheral of a faculty or staff member; and non-critical problems in the classrooms, including preparation of the computers for new classes at the beginning of each quarter.
3. Installation of a new primary computer or peripheral for a faculty or staff member.
4. Problems with other (non-primary) SMUMN owned computers or peripherals in offices or laboratories, including student offices.
5. Installation of a new non-primary SMUMN owned computer or peripheral in offices or labs, including staff offices.
6. Problems affecting a personally owned computer that is used for SMUMN related work. Off-site computers must be brought to the office.

Welcome to Saint Mary's University of MN! 

Sometime after you accepted through the university, you should have received an email to your personal email account that you submitted with your original application. This email is very generic looking and contains your username and temporary password for your first time logging into SMUMN systems. 

**If you cannot find this email, please check your spam folder and/or call the Helpdesk for assistance. 

All first time users need to login to the Student/Faculty Portal. You will not be able to access other SMUMN Systems, including Gmail, until you first login to your portal. Student Portal  Faculty Portal

After logging into the portal please change your password: 

 **If you do not see a change password button please change the term to an upcoming term

The password set here will sync to your SMUMN accounts.

Why is Google Drive the best place to store your files? Because the storage space is now UNLIMITED! You can store any file type you need and organize files into folders, just like your U: drive. Learn more about setting up Google Drive to work like a Network drive below. 

First, your Google Drive is available from any device via a web browser at any time. From drive.google.com you can upload and download your files. 

An easier way to work with Microsoft Office (doc, docx, ppt, pptx, xl...etc) and Google Drive is to download the desktop app. 

Go to drive.google.com in your browser and click "Download Drive" in the settings menu. 

Then, select "Drive for Mac & PC"

Once the download has finished, you will need to Run the file. 

After Google Drive has finished installing, open your computer files and you will see Google Drive listed as a folder. You can drag and drop and organize files and folders here. Google Drive will sync when you are connected to the internet so you can access your files from multiple devices. 

The advantage to using the desktop version of Google Drive is that if you store Microsoft Office files in Drive you won't have to download and then re-upload them. You simply double-click the file in the desktop Drive folder and it will open in the appropriate Microsoft Office program. Click "Save" and then you're done! 

We are happy to announce that Saint Mary's University is now able to offer Microsoft Office FREE for current SMUMN Faculty, Staff Students. Please follow the directions below to install Office (PC or Mac) for free. 

  1. Go to http://portal.office.com

  2. Log in using your SMUMN email address and Student/Faculty Portal password.

   3. After logging in, click on "Install Office".

  4. Select "Office 365 apps". The installer will be downloaded.

  5. When the download completes, follow the onscreen instructions to use the installer. Don't forget to activate Office using the same credentials you used to log in to portal.office.com.

Windows:

Mac:

***Please note that SMUMN does not, at this time, support the use of Microsoft's One Drive. If you would like to store your files in the cloud and access them from multiple devices, we recommend using Google Drive's desktop application. Click here to learn more about using Google Drive with Microsoft Office files: Using Drive instead of a VPN/Network Drive (U:)

Please help keep our Saint Mary's University Network Safe and Secure by following these principles of internet safety. 

• A. Internet Safety: Malware, Spyware, and Scams
• What is Internet Safety?
• What is malware and spyware?
• Identify dangerous sites
• Identify Internet hoaxes and scams
• B. Email & Passwords
• • Protecting your passwords
  • Presenting general tips for safer email
  • Recognizing phishing scams

• C. Social Media, Shopping & Banking Online
• Best practices for staying safe on social media
• Setting your privacy settings on Facebook
• Set your privacy settings on Twitter
• Hazards of shopping online
• Bank and pay bills safely online
  

Adding and Dropping of Courses is available at the beginnging of each new term. Add/Drop dates are determined by the Office of the Registrar. 

To Add/Drop courses from your schedule, log in to student.smumn.edu

Under the "My Student Portal" tab select "Registration"

Select the term and hit "Confirm"

**Make sure that the correct TERM is selected when you log in. Example: FA20 College = Fall of 2020 on the Winona Campus

At the top of this screen you will see your current schedule. To Drop a course, select the checkbox next to the course. To cancle use the button in the upper left.

To ADD a course: Scroll to the bottom then use the search bar to find courses. Click the "Add" button to add the course to your schedule.

 **Pre-requisites, time conflicts, and course seats are displayed in place of the "Add" button.

After "Add" is clicked the course will be put into your registration.

After all courses are added to your cart, select "Review Registration" to review.

To complete your registration, select the "Complete Registration" button to finalize.

**Registration may take 5-10 minutes until the classes are shown on your schedule.

**for issues with Pre-Reqs please contact the registrar. 

Under Graduate: 507-457-6655 or 877-304-4273

Graduate: 612-238-4566 or 866-437-2788

In July 2019 Saint Mary's University updated the interface for the student portal that should provide a mobile friendly environment but keep the funcitonality of the portal itself. All users are on the new version at this time.

Click here to view the new video overview of the student portal.

Reminder: student portal page found at https://student.smumn.edu

FAX SERVICES

If you need to receive a fax, you can have it sent to the IT department at (507) 457-1633.  Please ask the party sending you a fax to put your full name on the cover sheet or first page of the fax. We will attempt to notify you of an incoming fax so that you can pick it up. 

If you need to fax a document, The IT Department can help fax a document if ever needed.  

4 digit dialing is available between all campuses (Rochester, Twin Cities, Winona, Oakdale and Apple Valley)

The last 4 digits of the phone # is all that is needed.

If DND is enabled, you will see this icon    to the left of your extension. 

To toggle Do Not Disturb on and off:

1.  Across the bottom of your screen you should see DND press the button directly underneath it.

When you enable Do Not Disturb, the following happens:  

The Do Not Disturb icon displays in the status bar, as shown next.

If your phone is idle, the Do Not Disturb icon,  , displays next to your phone line in Lines view, as shown next. If you have new messages or forwarding enabled, the messages or forwarding icon will display instead.

The DND icon in Home view, , changes to  , as shown next.

Note: Do Not Disturb and Shared Lines
Enabling Do Not Disturb on shared lines disables ringing only. You’ll still see a visual notification of the call and have the option to answer the call.

Troubleshooting: Why Doesn’t the DND Icon Display?  
If you’ve set your presence status to Do Not Disturb, as well as enabled DND for your phone, the message My Status: Do Not Disturb will display instead the date display, and the DND icon won’t display in the status bar.

Using Do Not Disturb with Multiple Lines

By default, the Do Not Disturb feature applies to all lines on your phone. However, your phone may be set up so that you can enable the feature on a per-line basis.  

To enable or disable Do Not Disturb for a particular line:  

1. From Home view, select DND.  
2. From the Line Select screen, use the up and down arrow keys to select the line to enable or disable Do Not Disturb on.  
3. From the Do Not Disturb screen, select Enable or Disable.

Power Tip: Automatically Enabling or Disabling Do Not Disturb for All Lines  
To automatically enable Do Not Disturb for all lines, press Set All. To automatically disable the feature for all lines, press Clear All.

You can connect an analog headset to your phone. If an analog headset is connected and in use,    glows green.  

If you use a headset, you can set up your phone so that all calls use your headset. If you use a headset that supports electronic hookswitch (EHS), you can press the hookswitch button to place, answer, and end calls. In addition, you may be able to mute calls and control volume from your headset.

Enabling Headset Memory Mode 

This feature is useful for permanent or full-time headset users. You can set up your phone so that all incoming and outgoing calls use your headset. At any time, you can switch to handset or speakerphone mode.  

To use Headset Memory Mode, you must enable, and then activate, Headset Memory Mode. When Headset Memory Mode is activated,    flashes either green (for analog headsets) or blue (for USB or Bluetooth headsets).  

To enable Headset Memory Mode:  

1. Select Settings from Home view, and select Basic > Preferences > Headset > Headset Memory.  

2. From the Headset Memory Mode screen, select Enabled.  

3. Press   .

4. To activate Headset Memory Mode, press    twice. The Headset key will flash to indicate that the phone is in Headset Memory Mode.  

Now, whenever you answer a call, the call will connect to your headset automatically.  

If you switch to the speakerphone or the handset, you deactivate Headset Memory Mode. Calls will no longer automatically go to your headset, unless you choose this mode. To have calls go to your headset again, activate Headset Memory Mode by pressing    twice.

Configuring Headset Options

Before you start using your headset, you need to configure certain options on your headset base unit and on your phone. The following section details when and how to set these options.  

Setting the Headset Base Unit Options  

Before you connect your headset to your phone, be sure to set the following options on your specific headset base unit model:  

• For Jabra headsets, change the headset mode to DHSG on the headset base unit. For details, refer to your headset documentation or contact Jabra support.
• For Plantronics headsets, change the coarse receive level to 3 and the transmit level to B on the headset base unit. Refer to the Universal EHS Adapter Getting Started guide packed in the headset box for more details.  
• For Sennheiser headsets, set the first DIP switch - labeled 1 (DHSG) - to the down position on the back of the headset base unit. See, how to connect a Sennheiser headset for more information. For details, refer to your headset documentation or contact Sennheiser support.

Setting the Phone Analog Headset Options  

You may set the phone analog headset option locally through the phone.

To set the analog headset option on your phone:  

1. Navigate to the Analog Headset menu (Menu > Settings > Basic > Preferences > Headset > Analog Headset).  

2. Select the appropriate headset mode:  

• Choose Regular Mode (default) if no compatible headset is attached.  
• Choose Jabra DHSG if an EHS compatible Jabra headset is attached with an EHS cable or adapter.  
• Choose Plantronics Mode if an EHS compatible Plantronics headset is attached with an EHS cable or adapter.  
• Choose Sennheiser Mode if an EHS compatible Sennheiser headset is attached with an EHS cable or adapter. 

Connecting your Headset

If you have an EHS-compatible headset and headset adapter, follow the steps listed next to connect your headset to your phone.  

To connect a supported headset to your phone:  

1. Plug one end of the EHS adapter or cable into the serial port on the back of your phone.  

2. Plug the other end into the headset base unit.  

3. Connect the headset’s RJ-9 connector to the headset jack on the back of the phone.

Enabling Echo Cancellation to Troubleshoot Echo Issues  

In some cases when you are using your headset, the people that you call may experience audio or echo issues - such as feedback of your voice or of their own voice - during the call. If people that you call hear an echo while you are talking to them using your headset, you should enable echo cancellation on your phone. 

To enable echo cancellation on your phone:

1.  Navigate to the Echo Cancellation menu: Menu > Settings > Basic > Preferences > Headset > EchoCancellation.  

2. Select Enabled and press the Select soft key.

Polycom VVX 410 Quick User Guide   

Polycom VVX 310 Quick User Guide 

To change the incoming ringtone, press the Home button and use the right arrow to move to Settings.

Push the button in the middle of the navigation keys to select Settings.

Push the button in the middle of the navigation keys again to select Basic.

Scroll down to #5 Ring Type and press the button again to select it.  

If you have multiple lines on your phone, select which line you want to change and press the button again.

Choose the ring tone you would like and push the button to select it.

Press the home button three times to get back to the home screen.

We are happy to announce that Saint Mary's University is now able to offer Microsoft Office FREE for current SMUMN Faculty, Staff Students. Please follow the directions below to install Office (PC or Mac) for free. 

  1. Go to http://portal.office.com

  2. Log in using your SMUMN email address and Student/Faculty Portal password.

   3. After logging in, click on "Install Office".

  4. Select "Office 365 apps". The installer will be downloaded.

  5. When the download completes, follow the onscreen instructions to use the installer. Don't forget to activate Office using the same credentials you used to log in to portal.office.com.

Windows:

Mac:

***Please note that SMUMN does not, at this time, support the use of Microsoft's One Drive. If you would like to store your files in the cloud and access them from multiple devices, we recommend using Google Drive's desktop application. Click here to learn more about using Google Drive with Microsoft Office files: Using Drive instead of a VPN/Network Drive (U:)

Saint Mary's University of Minnesota uses Google's Gmail for email services. 

**REMINDER:  If  this is your first time logging in to SMUMN Google email, you need to change your password in your portal prior to logging into your SMUMN Google email or other SMUMN-oriented web applications. Instructions can be found HERE

To access the SMUMN Google email login page:

    Type webmail.smumn.edu in your browser's address bar.

This is a screen shot of the page. Enter your username in the field.

 

You may also access your SMUMN Gmail account through Google's logon pages, at gmail.com, however you must use your full SMU email address to login  (e.g. username@smumn.edu). 

Click for more information about SMUMN Google Email application.

Click on the links below to learn more about sending and receiving messages in Gmail! 

• Sending Messages
• Replying to Messages
• Forward Messages
• Saving Drafts
• Formatting, Fonts & Colors
• Adding Attachments
• Using Spell Check

There are a few differences between Gmail and other email programs. Learn more about them below! 

• Folders vs. Labels (Video)
• Folders vs. Labels (Article)
• Archive Feature
• Deleting vs. Archiving - What's the difference? (Video)
• Using Stars

Having too many email accounts can be overwhelming. There are multiple ways to condense and organize your email accounts. 

Option 1: Multiple Sign-In - BEST OPTION FOR SECURITY

• You could use this option if you are using multiple Google Accounts. 
• How to use Multiple Sign-In

Option 2: Forwarding Emails to another account (not recommended)

• Use this option if you would like to forward one Gmail account to another email address. 
• This option is NOT recommended if you need to send messages back from the forwarded account. 
• How to Forward Emails from another account

Option 3: Use Mail Fetcher

• Use this option to receive AND send emails from multiple accounts in Gmail. 
• Set up Mail Fetcher in Gmail
• Sending Emails from different accounts within Gmail
• **Note - You will need to turn on "Allow Less Secure Apps" in your SMUMN Google Account Settings. 
• Go to Settings >Accounts and Forwarding
• Click on "Add another email address you own"
• Enter your SMUMN Email Address
• Enter smtp.gmail.com
• Enter your FULL email address
• Enter your password
• Leave the other settings as-is. 

• Then check your SMUMN Email for the verification link and either click the link or enter the code. 

You will now be able to send from your SMUMN Account in your personal Gmail Account. 

Option 4: Adding a Gmail account to another email program (Outlook) (not recommended)

• Use this option if you wish to receive your Gmail account messages in a program like Microsoft Outlook. 
• To set up your Gmail in Outlook or other mail software on your computer you will need to first enable IMAP Access in your Gmail Settings. Then you will have to configure your email client (e.g. Outlook). There are Configuration instructions here. 

Use the links below to learn more about helpful features found in Gmail's Settings.

• Signatures
• Changing your Picture in Gmail
• Gmail Notifications
• Setting up an Out of Office auto-reply
• Change how you see the Buttons in Gmail
• Using Keyboard Shortcuts (video)

Too many emails got you feeling overwhelmed? Gmail has some wonderful tools to help you stay organized! 

To start, set up some labels to organize your emails into categories. 

Then, consider using filters to automatically organize your incoming messages into your categories. How to create filters (Article).

Receiving a lot of unwanted emails (spam)? Learn how Gmail handles Spam. 

Looking for a more advanced way to manage your Inbox? Consider trying Priority Inbox! 

Learn more about enabling Priority Inbox here.

Google Drive is a cloud based storage system. Also within Google Drive you can create documents, spreadsheets, slide presentations, forms and much more! 

• What are Google Docs, Sheets & Slides?
• Working on the same file at the same time! (video)

Creating and Storing files in Google Drive is easy! Click the links below for more information. 

• Uploading/Organizing Files in Google Drive
• Working with Microsoft Office Files in Drive
• Tour: Google Drive File Organization (video)

Google Docs is a web-based word processor and is equivalent to Microsoft Word, except with Docs, all of your files are stored online for easy and secure access! Never worry about hitting "Save" again, because Google automatically saves everything as you work on it. Click on the links below to learn more!

• Tutorial: Creating Documents (video)
• More Tutorials: Google Docs (video playlist)
• Create, Edit, and Format Documents

Google Sheets is the web-based equivalent to Microsoft Excel. Click the links below to learn more!

•  Google Sheets Tutorials (video playlist)
• Edit & Format a Spreadsheet

Sick of carrying around your slide presentations on a thumb drive? Google Slides are created and stored in the cloud, so you can access them anytime and anywhere! 

• Google Slides Introduction (video playlist)

No more forwarding attachments back and forth! Google makes it easy to share files and folders with people within your organization. You can even work on the same file at the same time and see changes being made in real time! Learn more with the articles and videos below. 

• Sharing Files and Folders (article)
• Working on a File at the Same Time (article)
• Working on a File at the Same Time (video)
• Suggest Edits to a Document (article)
• Suggest Edits to a Document (video)

Why is Google Drive the best place to store your files? Because the storage space is now UNLIMITED! You can store any file type you need and organize files into folders, just like your U: drive. Learn more about setting up Google Drive to work like a Network drive below. 

First, your Google Drive is available from any device via a web browser at any time. From drive.google.com you can upload and download your files. 

An easier way to work with Microsoft Office (doc, docx, ppt, pptx, xl...etc) and Google Drive is to download the desktop app. 

Go to drive.google.com in your browser and click "Download Drive" in the settings menu. 

Then, select "Drive for Mac & PC"

Once the download has finished, you will need to Run the file. 

After Google Drive has finished installing, open your computer files and you will see Google Drive listed as a folder. You can drag and drop and organize files and folders here. Google Drive will sync when you are connected to the internet so you can access your files from multiple devices. 

The advantage to using the desktop version of Google Drive is that if you store Microsoft Office files in Drive you won't have to download and then re-upload them. You simply double-click the file in the desktop Drive folder and it will open in the appropriate Microsoft Office program. Click "Save" and then you're done! 

Google Apps for Education and personal Gmail accounts have different best practices for setting up your accounts on an iOS device. Saint Mary's University of Minnesota uses Google Apps for Education.

Setting up your Saint Mary's Google Apps for Education account on your iOS device.

Setting up your personal Gmail account on your iOS device.

There are two ways to add your Saint Mary's Email to your Android device.  You can run the initial set up on your phone with your SMUMN Google Account, but most people like to use their personal account for this, and then add an additional Gmail account. 

More information about setting up your SMUMN Gmail Account on Android:

• Gmail App for Android: Add an Account
• About Gmail for Android

If you are suddenly unable to send or receive SMUMN emails on your mobile device it is most likely the result of a recent password change and/or expiration.

If you recently changed your password, you will need to go into your mobile email settings and update the password. (See mobile set-up instructions for Android and iOS under Mobile Questions)

If you have not recently changed your password, please try logging into Webtools. It may be that your password has expired and you need to reset it. (Click here to learn how to reset your Webtools password.)

If neither of the above fixes the problem, please call the Helpdesk for further assistance! 

Creating and using distribution lists can be a time saver when you have certain groups of people (clubs, organizations, close friends, professional contacts...) that you want to communicate with frequently as a group.  The two links below will walk you though the steps for creating and applying a contact/distribution list in Gmail. 

 Creating Contact Groups

Managing Contact Groups

Importing, Exporting & Syncing Contacts

Saint Mary's also has many community distribution lists available to it's email users. Please see the article on SMUMN Global Distribution lists. 

The winbulletin@smumn.edu distribution list is for communicating various personal and school related items. Historically this has been geared toward student use, but can be used by the entire Winona Campus Community to advertise or solicit items or needs. This could include items like: need a ride home, looking for riders to share gas money, books for sale, furniture for sale, rummage sales, places for rent, students seeking roommates and so on.

To subscribe: 

To help ensure the right people are getting the right information, we have student, staff and faculty distribution email lists.  Please click here to read our Mass Email Guidelines and Procedures.

Below are our most common mailing lists and details regarding who's a member of them.

STAFF/FACULTY LISTS 

• SMUMNALL - smumnall@smumn.edu  All active employees INCLUDING Course Contracted
• AllCollegeStaff - allcollegestaff@smumn.edu  All college and university wide staff, full or part time
• AllCollegeFaculty - allcollegefaculty@smumn.edu  All college and university wide faculty, full time and course contracted
• AllSGPPStaff - allsgppstaff@smumn.edu  All SGPP and university wide staff, full or part time
• AllSGPPFaculty - allsgppfaculty@smumn.edu  All SGPP and university wide faculty, full time
• AllSGPPCC - allsgppcc@smumn.edu  All SGPP course contracted faculty
• AllRochesterCampus - allrochestercampus@smumn.edu  All employees whose main work location is Rochester or university wide, or if you supervise employees on one of those campuses.
• AllMinneapolisCampus - allminneapoliscampus@smumn.edu  All employees whose main work location is Minneapolis or university wide or or if you supervise employees on one of those campuses.
• AllWinonaCampus - allwinonacampus@smumn.edu  All employees whose main work location is Winona or university wide or if you supervise employees on one of those campuses.

STUDENT LISTS

• Winona Campus Undergrad Students - winstu@smumn.edu  All Winona based undergraduate students
• SGPP Graduate Students - sgppallstudents@smumn.edu All SGPP students
• Winona Campus Undergrad Freshmen - winfr@smumn.edu   All College Freshmen
• Winona Campus Undergrad Sophmores - winso@smumn.edu  All College Sophomores
• Winona Campus Undergrad Juniors - winjr@smumn.edu  All College Juniors
• Winona Campus Undergrad Seniors - winsr@smumn.edu  All College Seniors
• There are also ResHall specific groups as well

Here are a few key highlights from the document:

• The Saint Mary's Today should be utilized for most communications.
• Only approved email accounts can send to these new lists. If you believe you need to send an email to one of the lists and you cannot, please email helpdesk@smumn.edu with an explanation of why you need access. The appropriate staff will review the request and will get back to you with next steps.

If you are not on a list and think you should be, please complete this form to be added or removed. (You can check and see what groups you are a part of by clicking on the 9 dots in the square in the top right corner of your email next to your name. From that drop down menu, choose groups and click on My Groups on the left to see what groups you are a part of.)

If you have any questions on the new groups, please review the full documents linked in this article and if you still have questions, please contact the HelpDesk at helpdesk@smumn.edu or 507-457-7800.

You need to start by having a csv file with your calendar events.  If you were migrated from Office-Logic Interchange and requested your Webscheduler to be moved, the Information Technology department would have sent you a csv file as an attachment.  Save that file in a location known to you, then follow the steps below to import those calendar items into Google calendar.

To import events from iCalendar or CSV files, just follow these steps:

1. Click the Add down-arrow button at the bottom of the calendar list on the left side of the page, and select Import Calendar.
2. Click Browse and choose the file that contains your events, then click Open.
3. Select the Google Calendar where you'd like to import events, then click Import.