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ITS FAQs

Intersession Energy Savings Initiative

Information Technology Services is providing the following information to help departments plan for their employees' technology needs during the Intersession Energy Savings Initiative. Any questions or comments about ITS-provided services should be directed to the Office of the CIO at cio@albany.edu.

Will ITS-provided services be available during Intersession?

Although Information Technology Services will be operating with a reduced workforce during the intersession period, we will ensure that our services (e.g. email, network, phone system, MyUAlbany/IAS, BLS, UNIX and Windows services) are available to the University community. The ITS HelpDesk and Telecommunications Service Center will observe regular business hours of operation with the exception of the Christmas and New Year's holidays. To allow our staff to enjoy the holidays with their family and friends, all ITS offices will be closed from 12:00 noon on Wednesday, December 24 through December 26, 2008. Offices will also be closed on January 1 and 2, 2009.

How do I check my email or access my Windows network folders from an off-campus location?

UNIX and Exchange mail accounts can be accessed through the Internet using either WebMail or Outlook Web Access.

Virtual Private Network (VPN) provides access to Windows network folders (shares) from an off-campus location. If you have never used VPN and are considering its use during the intersession, we recommend that you download and install the VPN client now. You can then confirm access to your Windows network folders (shares) from an off-campus location.

Our office is planning to relocate staff and/or consolidate work locations during Intersession. What arrangements do we need to make?

Depending on how you plan to manage incoming phone calls, you'll want to record appropriate greetings and/or forward calls to a phone extension at the new work location. Extensions that do not have voicemail should not forward to another extension that has voicemail. You should also ensure that when your phone calls are forwarded to another extension that the callers do not get directed into another extension's voicemail. For example, if extension A forwards to extension B and extension B is forwarded to voicemail, the caller for extension A will become lost in voicemail.

ACD phone lines cannot be forwarded to another extension and we do not recommend trying to relocate an ACD. Offices needing programming changes to their ACD system to adjust the open/close function should contact the Telecommunications Service Center as soon as possible (437-3800 or telecom@uamail.albany.edu).

Staff using a networked computer at a temporary location can check email using WebMail or Outlook Web Access (for Outlook/Exchange users.) If your staff is unfamiliar with the web interface to their email account, ask them to login to these services now so they are prepared to use it. Also, if staff will need access to files currently stored on their computer's hard drive, they will need to move the files to their network folders. Then they will be able to access the files from any networked computer.

If you are planning to move computers to another office on campus, you will be responsible for the move to and from the location.

Some specialized applications, such as access to System Administration, are tied to the IP address of the user. You may not be able to access these systems if you relocate and use a computer in another office.

We’ve been told that the University Library can be used as an alternate work location for employees. What computing equipment is available in the Library?

The Library has wireless Internet access available for a limited number of laptop users. There are designated areas on the first and second floor for laptop users needing an electrical outlet. 

Networked computers located in the Information Commons (LI-103, LI-106, LI-137A) offer Internet access and a suite of software. You can use the IC computers to check email with WebMail or Outlook Web Access. You can use the IC computers in LI-103 and LI-106 if you need only Internet access or the use of MS Office 2007 (e.g. Word 07, Excel 07, PowerPoint 07).  The IC computers in LI-103 and LI-106 provide access to your S:Drive but do not provide access to Windows network drives (these are only accessible in LI-137A). These computers are also available for use by patrons (i.e. students, faculty, visitors) using the library during intersession.

 View a list of the software titles available on the IC computers.

Some specialized applications, such as access to System Administration, are tied to the IP address of the user. The computers in the library will not allow for this type of access.

Login to the computers is with your NetID and UNIX/MyUAlbany password. Outlook is not available on the Information Commons computers. Files must be saved to your network folder rather than the IC computer's hard drive or desktop.

Will telephone services be available in the University Library?

The Library will allow employees using the library as an alternate work location access to a phone in the Customized Search Service office.  This phone is available for checking voicemail and returning business calls.  You will need your phone security code (PAC) to make off-campus calls (local and long-distance).  Employees must present their SUNYCard at the Reference Desk and sign out the key for this office.  This phone, provided by the Library as a courtesy, is a shared resource for employees working in the Library. This office is not intended to be used as a work location. 

Employees should record an appropriate personal greeting on their phone extension if one doesn't already exist. Using a Library phone to make work-related local and/or long-distance calls will require the use of a phone security code (PAC). Employees cannot receive work or personal phone calls on the Library's phones.

Is any area of the Library being reserved just for University employees?

The University is designating LI-137A for use by University employees from December 20, 2008 - January 4, 2009. During this period, the computers in LI-137A will allow access to Windows network shares. The computers will be available on a first come, first served basis. No telephone services will be provided in this location.

In LI-137A, employees can:

  • use Dell computers connected to the University network. The computers are running Windows XP and have MS Office 2007, Internet Explorer and Firefox installed;
  • access University email services using WebMail (UNIX mail users) or Outlook Web Access (Exchange mail users);
  • access University applications available via an Internet connection (i.e. MyUAlbany/IAS, BLS)
  • map Windows network shares and access files stored on the Lincoln file server. Only the computers in LI-137A will allow the mapping of Windows network shares.

Limited printer services will be available. Consider reducing paper waste and try to go paperless during this period.

Please note that food or drinks are not allowed in LI-137A.

What preparations are needed if I plan to work in LI-137A?

Know your NetID and password. Most employees maintain one password; however, if you maintain different passwords for each of the IT services you use, you'll need to know your password information before coming to LI-137A.

The password you use for the login to MyUAlbany/IAS and UNIX services such as WebMail is the password you will use to login to the computers located in the Information Commons (e.g. LI-137A).

If you have a Windows network access account, the password you use to login to the Windows network is the password you will use to map Windows network shares on the LI-137A computers. If you also have an Exchange mailbox, you will log into Outlook Web Access using your NetID and Windows network password. You will not use Outlook on the Information Commons computers in the Library.

Write down the path to any Windows network shares you will need to access so you can map these drives on an LI-137A computer. Only the computers in LI-137A will offer this type of access. Each day you work in LI-137A, you will login to the computer and then complete the drive-mapping steps.

If you will need access to files that you currently store on the hard drive or desktop of the computer in your office, you will need to move these files to your network folder (share) before coming to LI-137A.

The bookmarks or favorites saved in the web browser on your office computer will not be available on the computers in LI-137A.  Depending on the type of work you plan to do in the Library, you may want to create a Word document containing the URLs you use often and then save the file to your network share.

You are responsible for the security of any personal or departmental items you bring to the Library.

The Information Commons computers have an automatic logout after 60 minutes of inactivity. To prevent loss of work, you should save often to your network folder. If you plan to leave LI-137A for an extended period of time, you must save all work to your network folder and then logout before walking away from the computer. You cannot save files to the IC computer's desktop or hard drive.

Is there a place for employees to eat lunch in the Library?

The Library is extending the use of their staff lounge to employees using the Library as an alternate work location.  The staff lounge is located in the lower level of the Library, Room B5.  

Food and drink are not allowed near the computing equipment and most areas of the Library. 

Will technical help be available in the Library?

Written instructions about how to map Windows network drives on the computers in LI-137A will be available along with the regular instructional documentation available to users of the Information Commons.  If you have questions or need assistance with computer equipment in the Information Commons, please ask an ITS staff member for help. Technical support will be available in LI-137A on December 22-23 and December 29-31 from 9am-12:30pm and 1pm-4:30pm. An ITS staff member will be present to offer technical assistance in the use of the Information Commons computers and ITS-provided services.

In addition, the ITS HelpDesk will be available by phone at 442-3700 or online by submitting a request at http://www.albany.edu/its/help. [M-F 8:30am-5:00pm; Closed: Noon on December 24 through December 26, 2008; January 1-2, 2009.]

What can I do now to help with the energy conservation efforts in campus?

To assist with the University's energy conservation efforts, adopt the following procedures now:

Turn off computer and/or peripherals when not in use. Turning on and off will not harm the equipment. If you use a laser printer, don't turn the printer on until you are ready to print.

Turn off your entire computer system (CPU, monitor and printer) or at least your monitor and printer when you go to lunch or will be out of office for a meeting or an errand.

Turn equipment off at night and on weekends. If you will not be on campus during intersession turn off all electrical equipment in your office.

Look for ways to reduce the amount of time your computer is on without adversely affecting your productivity.