During the COVID-19 pandemic, network security has become more important than ever. In order to best protect our student, faculty, and staff data, the SMCCD GlobalProtect VPN now supports multi-factor authentication.
If you need a VPN connection to complete tasks that are necessary to for your role, please have your Dean or Vice President contact Aaron Soo to authorize the use of VPN.
Once you have been authorized, please see the following tutorial for assistance on getting started.
You will need a password to access this video, which Aaron will provide to you via email once you have been approved.
You have likely already used multi-factor authentication in the past when using online services such as online banking or email.
ITS recommends downloading OneLogin Protect for the fastest experience when using multi-factor authentication.
With the increased usage of Zoom to deliver content to our students, there has also been an increase in “Zoombombing”. Zoombombing means that uninvited guests attend your Zoom meeting without your knowledge which can cause significant interruptions.
Settings
Open your SMCCD Zoom Account and navigate to the “Settings” page under “Personal” in the navigation bar.
On the Settings page, please make sure that the following options are toggled correctly:
Join before host – OFF
Mute participants upon entry – ON
Private chat – OFF
File transfer – OFF
Screen sharing – ON with “Host Only”
Disable desktop/screen share for users – ON
Annotation – OFF
Remote control – OFF
Allow removed participants to rejoin – OFF
Waiting room – ON
Authentication Profile – ON
To better understand what each of the settings does within Zoom, ITS recommends reviewing each of the settings below.
Join before host
The participants could be having a party without you there to monitor.
Recommendation: Turn off
Mute participants upon entry
Barking dogs and crying babies can take over your meeting unintentionally. So can the participant who is singing their favorite heavy metal song at the top of their voice.
You might also consider disallowing participants to unmute themselves. In that case, participants can use the “Raise hand” feature or the chat room to indicate when they want to speak. You can manually unmute them.
Recommendation: Turn on
Private Chat
The chatroom is one of the key ways to get live feedback and participation with your participants. We want to see all the communication that is happening. Disabling private chat will help tamp down any possible bullying or harassment during your meeting. They can use discord or text messages if they need a backchannel.
Recommendation: Turn off
File transfer
The ability to send files to your participants is very handy for you. Not so helpful if the participants are sending inappropriate (even unintentionally) files/gifs/images to the group. Put your files on Dropbox, 3C Media, Google Drive, etc. and give them download links.
Recommendation: Turn off
Screen sharing
Your company department meeting is a great place for colleagues to share their business work with the group. Your classroom might not be. Participants can take over the session share and put anything they would like on-screen for all in attendance. You can make a participant a co-host if you would like someone else to share their screen.
Recommended: Turn on “Host Only”
Disable desktop/screen share for users
We don’t need to see the personal photos and information of your co-host when they share. This setting will enable them to share an Application (Powerpoint, Firefox, Chrome, Powershell, etc.) only. You should consider only sharing applications yourself.
Recommendation: Turn on
Annotation
Annotation gives you the ability to “draw” over the screen. It also gives that to your participants. They can draw anything that comes to mind over your presentation, your face, or anything else.
Recommendation: Turn off
Remote control
This is a handy support feature in a 1:1 session. You don’t want participants constantly requesting remote control of your desktop during meetings.
Recommendation: Turn off
Allow removed participants to rejoin
When you kick someone out of your meeting for any reason, they shouldn’t be able to come back.
Recommendation: Turn off
Waiting Room
This is perhaps the most useful feature to help control your meeting or classroom. All participants will enter the waiting room before joining the main session. This allows you to let participants in as you are ready to receive them.
Recommendation: Turn on and customize
Authenticated Users
Authentication profiles, allow hosts to restrict participants who can join a meeting or webinar to those who are logged into Zoom, and even restrict it to Zoom users who’s email address uses a certain domain.
If a participant tries to join the meeting or webinar and is not logged into Zoom, or logging in with the specified email domain, they will receive the following message:
Need to refresh your Zoom knowledge or use Zoom for the first time? These upcoming online trainings and how-to resources will give you the support you need to use Zoom for remote work and online learning.
What is Zoom?
Zoom is a platform for video conferencing, online meetings, chat, and collaboration on the go. It is perfect for supporting online education and remote work.
It is provided by the District for use by all employees and students. Find your Zoom account on your SMCCCD OneLogin portal.
If you need to enable multi-factor authentication (MFA) on your OneLogin account, follow the instructions provided below.
Why do I need MFA?
Multi-factor authentication (MFA) adds an extra layer of security to applications accessed through your OneLogin single sign-on account.
SMCCCD staff and faculty may be required to use MFA to access certain applications from off campus, such as VPN or Alma.
How do I set up MFA on my OneLogin account?
Follow the steps below to set up MFA on your OneLogin account.
Login to OneLogin, with username and password (Example: jdoe, do not use full email address)
If prompted, follow prompts to set up MFA
Edit your profile phone number as follows
Select “Profile” in your account drop down menu
Verify your mobile phone number is added to your account, update as needed
Save
Select “+” to add 2-factor authentication
Set up OneLogin Protect as default method (This uses the OneLogin Protect mobile app)
Download “OneLogin Protect” from your phone’s app store
From OneLogin Protect app, select “+” to add your account
Using the app, scan the QR code on your computer’s OneLogin account settings page. Once scanned, a green check mark verify the scan has been accepted.
Your mobile app will display your “smccd” account, and a code that refreshes every 30 seconds
You have now successfully set up OneLogin Protect as a 2 factor authentication option
Set up OneLogin SMS as additional 2-factor authentication method Note: OneLogin SMS (2-factor authentication via text message) is recommended as an additional method, rather than the default method because it will not work if roaming text is not allowed on your mobile device for any reason such as when traveling internationally
Select “+” to add an additional authentication method
Choose OneLogin SMS as the vendor method
Click the link to “Send Security Code to mobile”
Enter the security code received via text on your mobile device in the “Security Code” box
Select “Continue”
You have successfully added OneLogin SMS as an additional 2-Factor Method
You may choose either method to be your default, depending on your needs
When logging in to OneLogin apps, you may be prompted to use MFA
