Home | Information Technology at Continuing Studies

Home

Lifelong Learning Technology at Continuing Studies

Our Vision:

Information Technology at Continuing Studies’ core mission is to support the twenty-plus departments under the Division of Continuing Studies within Rutgers University. We provide the technical knowledge and expertise that enables our supported units the ability to promote and support the Division’s mission of lifelong learning, reaching audiences throughout every stage of their educational lives.

Our Core Values:

Knowledge, an informed team of technology specialists who work to support each other as well as every client we engage. By having a wide array of different talents and skills among our team, we pride ourselves on being able to consistently and readily solve the challenges, both planned and unplanned, put before us on a daily basis.

Integrity, the ability to trust your technology professionals is a paramount need for any organization, regardless of size. Members of a technology team often have a privileged role and comprehensive access to many sensitive systems within an operation. Implicit trust of your technology providers and partners is required for the health of any organization, big or small.

Service, information technology is a service, and with that service must come an understanding of the human elements and the requirement that information technology intends to further the mission of any organization. It is through service and making social connections; we evolve our understanding to build better systems and assist in creating better organizations.

World Map with digital on blue background

Our Work

Web

Custom Application

Online Procurement Application

Mobile

Product & Services

Networking and Internet Infrastructure

The Network and Infrastructure team supports DoCS with connectivity initiatives, resolved issues and special projects. We provide security for all internet-based products and services while resolving & preventing threats.

Services	Products
Operating systems ( \| \| )	Event Management System (EMS)
Firewalling & Network Security	Scheduall
LAN & WLAN Network Configurations & Setup	Active Directory

Desktops, Laptops & Mobile Support

The DLM team provides efficient day-to-day operational support for all Desktop/Laptop and all End-User Devices throughout the DoCS. We deploy computers and devices to employees and coordinate with external vendors on special projects like conferences.

Services	Products
Hardware and software consultation	DoCS Help Desk
Computer Lab & Workstation deployment	MS 365, Outlook & Apple Mail
Computer peripherals (i.e. printers, copiers, etc.)	Third-party Windows and Mac apps

Database & Reporting

For all your data needs, the Database team will analyze your data, obtain data from various sources and store it securely. We provide university-centric reports based on data housed in a variety of database software.

Services	Products
Data collection and storage consultation	Oracle, MsSql, Mysql & Postgres
Data Retrieval, Backups and Reporting	SQL Developer & MySql Workbench
Database Configuration, Setup and Security

Website, Mobile & App Development

The AppDev team works with you, our clients, to provide you with the most stunning and visual web/online/mobile product possible. We've developed custom applications for departments to strategically help make their operations more efficient.

Services	Products
Website Design, Development	Drupal 7 & 8, OPA, DICES
Mobile app development ( \| )	RuOnlineCon, TLTRutgersDay
Custom Online Applications	Responsive Websites & Online apps

How To...

Setup Zoom on an Apple Computer

Update Your Mac Privileges

When you first use Zoom or WebEx on a Mac, you will need to grant it access to your Microphone and Camera in Privacy and Security; you will all need to do this for Screen Recording to share your screen. Once enabled, you will need to completely quit Zoom or WebEx and reopen. The user will also need to give permissions in this panel to share their screen after attempting to screen share for the first time

How to grant or edit permissions

1. Click the Apple logo at the top left corner of your screen.
2. Click System Preferences.

Access the Mac System Pref Screen...top right apple icon

3. Click Security & Privacy.

Apple security and privacy window

4. Select the Privacy tab

5. At the bottom-left corner of the Security & Privacy window, click the lock icon to make changes.

Privacy window with the Lock icon

6. Enter your OS administrator username and password, then click Unlock.

Password window

7. Click the permission that you need to change Camera, Microphone, Screen Recording, Files and Folders, or Accessibility.

Privacy window for dashboard window

8. Click the checkbox next to zoom.us and/or Zoom Rooms.
Note: For Local Recording on Catalina, you need to click the checkbox for at least the Documents Folder option under zoom.us.

9. A window will appear asking you to restart Zoom or the Zoom Rooms application. If you need to allow other permissions, click Later and repeat steps 7 and 8 for any additional permissions you need to enable.

10. Once you've allowed all necessary permissions, click Quit Now.

Permissions for the Zoom desktop client

The Zoom desktop client may ask you to authorize access to the following permissions, depending on which features you are accessing in Zoom:

Camera - For sharing your video in a meeting or webinar

Privacy window for Camera tab

Microphone - For joining computer audio in a meeting or webinar

privacy window for microphone

Screen Recording (Mac OS 10.15 Catalina and higher) - For sharing your screen in a meeting or webinar

Privacy window for Camera tab

Files and Folders (Mac OS 10.15 Catalina and higher) - For sharing and saving files from chat in a meeting or webinar, as well as recording locally to your computer.

Privacy security window for Files and Folder

Accessibility - For allowing remote control in a meeting

Privacy window for accessibility tab

Tags: mac, zoom, webex

Update Your Mac Privileges for Webex

Accessing the Microphone

To use your microphone during meetings, click OK after this prompt appears. If you click Don't Allow, you can still grant permissions in your device's System Preferences > Security & Privacy. Go to the Privacy tab, and in the Microphone section, enable Cisco Webex Meeting.

screenshot of Security window

Accessing the Camera

To use your camera during meetings, click OK after the prompt appears.

If you click Don't Allow, you can still grant permissions in your device's System Preferences > Security & Privacy. Go to the Privacy tab, and in the Camera section, enable Cisco Webex Meeting.

Security screen under the privacy tab and the Screen sharing

Accessing Screen Recording

To use screen recording and sharing during meetings, click OK after the prompt appears.

If you click Don't Allow on the desktop app, you can still grant permissions in your device's System Preferences > Security & Privacy. Go to the Privacy tab, and in the Screen Recording section, enable Cisco Webex Meeting.

If you click, Don't Allow on the web app, enable permissions for the web browser you're using.

security window on the mac under the privacy tab

Sharing from a Third-Party App

To share content from third-party apps during meetings, click OK after the prompt appears.

If you click Don't Allow, you can still grant permissions in your device's System Preferences > Security & Privacy. Go to the Privacy tab, and in the Automation section, enable the apps under Cisco Webex Meeting.

Security Automation window on the mac

For more information, please visit the following sites:

Locate the meeting Link in Zoom

You can always access the meeting link within the active meeting by clicking on the meeting information icon that looks like a shield in WebEx or the meeting information icon that looks like a shield in Zoom, copying the link to your clipboard and pasting it into a mail or other message.

Please be aware that some students using Office 365 may get sent erroneous Microsoft Teams meetings link if their calendar item was not set up correctly

Zoom window

Zoom window with the top left shield clicked

Locate the meeting link in Webex

You can always access the meeting link within the active meeting by clicking on the meeting information icon that looks like a shield in WebEx or the meeting information icon that looks like a shield in Zoom, copying the link to your clipboard and pasting it into a mail or other message.

Please be aware that some students using Office 365 may get sent erroneous Microsoft Teams meetings link if their calendar item was not set up correctly.

Webex window

Zoom window with the top left shield clicked

Help Users who cannot connect to the meeting

If you have an attendee that is not able to connect to the meeting it is always good to start at the very basics. Some things to check are:

The first thing to do is ask them about their issue in order to determine what actions they are taking and what they believe is not working for them.
Are they able to open any web pages?
Are they prompted or do they have an open prompt to install WebEx or Zoom?
If you send them a mail with the meeting link do they receive it? Are they able to open and connect with it?

Help Users who cannot hear participants within the session

First, see if the user is using the system speakers or a headset; make sure the system audio is not muted by checking the volume indicator and increasing the volume to ensure the system is not muted. Check to see what the correct output is selected in the remote client software; In Zoom and WebEx, by clicking on the arrow next to the microphone icon, you can change your selected audio input and output and access the sound setup and test panel. If using a Mac, please check the privacy and security permissions are enabled for the speakers.

Zoom

Sign in to the Zoom desktop client. Click your profile picture, then click Settings.

Zoom Desktop Client Window

This will open the settings window, giving you access to the following options:

Setting window options

Select AUDIO

Select SPEAKER: Click TEST SPEAKER to play a test tone. Click the drop-down menu to select the speaker you want Zoom to use.

The meeting will display a pop-up window to test your speakers. If you don't hear the ringtone, use the drop-down menu or click No to switch speakers until you hear the ringtone. Click Yes to continue to the microphone test.

Sound check Window

If you don't hear an audio replay, use the drop-down menu or click No to switch microphones until you hear the reply. Click Yes when you hear the replay.

Replay zoom sound check window

Once appropriate changes have been made and audio can be heard, you are good to go!

For more detailed information, please visit the following sites:
Testing audio before Zoom Meetings

WebEX

1. Click Audio options , then click Settings.

2. Use the sensitivity sliders to adjust your speaker and microphone volume. You can select Automatically adjust the volume for your microphone volume.

Sittings window

3. Select Test under Speaker to hear the volume at its current setting.

4. Select Test under Microphone, then speak to record a clip of your microphone audio. You can hear the current volume when the clip plays back.

Mic not Working

First, ask if they intend to use the system's built-in microphone or a headset. If using a headset, ask the user to make sure their mute is not active on the headset; some headsets will have volume and mute buttons on the cord, some will have this on the headphones, some you may need to make sure the microphone boom is lowered into talking position to ensure it is working. If using a Mac, please check the privacy and security permissions are enabled for the Microphone.

For more detailed information, please visit the following sites:

First, ask if they intend to use the system's built-in microphone or a headset. If using a headset, ask the user to make sure their mute is not active on the headset; some headsets will have volume and mute buttons on the cord, some will have this on the headphones, some you may need to make sure the microphone boom is lowered into talking position to ensure it is working. If using a Mac, please check the privacy and security permissions are enabled for the Microphone.

For more detailed information, please visit the following sites:
Adjust your computer mic and speaker volume in a Webex Meeting

Enable Dual Monitor Layout for Zoom

To enable the dual monitor feature for your own use:

Sign in to the Zoom Client.
In the top-right corner of the Zoom Client, click your profile picture then click Settings.
Click the General tab.
Select the Use dual monitors check box.

Note: On the macOS version of the desktop client, dual monitor mode can be enabled with the Command(⌘)+Shift+D keyboard shortcut. You must be on version 5.8.6 or higher to utilize this shortcut.

Share my Screen or an Application

Click Share Screen located in your meeting controls.
Select one of these screen share options:
- Basic: Share your entire desktop, specific application windows, whiteboard, or iPhone/iPad screen. Note: Users can select multiple desktop programs at once instead of sharing their entire desktop, but all selected programs must be on the same screen to be visible. Only the user employing this feature will need to be on version 5.4.3 or higher while viewers can be connected with older versions. Hold the Shift key on macOS or the Ctrl key on Windows to select more than one application.
- Advanced
- Slides / PowerPoint as Virtual Background: This allows you to utilize a slideshow presentation as your virtual background, providing a more immersive presentation.
- Portion of Screen: Share a portion of your screen represented by a green border. The border can be adjusted as needed during the share by clicking and dragging any side or corner.
- Computer Audio: Only share your computer's audio (your selected speaker in your audio settings). Select the down arrow to the right of the Computer Audio option to view audio options and switch between Mono and Stereo (high fidelity) audio options.
- Video: Share locally stored video content through Zoom's native video player.
- Content from 2nd Camera: Share a secondary camera connected to your computer, for example, a document camera or the integrated camera on your laptop
(Optional) Enable these features, located in the bottom-left corner of the share window:
- Share sound: If you check this option, any sound played by your computer will be shared in the meeting. Select the down arrow just to the right of the Share Sound option to switch between Mono and Stereo (high fidelity) audio options.
- Optimize for video clip: Check this if you will be sharing a video clip in full-screen mode. Do not check this otherwise, as it may cause the shared screen to be blurry.
- Share to breakout rooms: This allows the host or co-host to share their screen from the main session directly into all open breakout rooms.
Click Share. When the sharing process is started and 80% of devices acknowledge receiving the shared screen, you will see a notification banner stating. Participants can now see your shared screen or whatever you have chosen to share.

Controls when screen sharing

When you start sharing your screen, the meeting controls will move into a menu that you can drag around your screen.
Note: Some of the options features are only visible to the meeting host or co-host.

Mute/Unmute: Mute or unmute your microphone.
Start/Stop Video: Start or stop your in-meeting video.
Security: Access in-meeting security options.
Participants: View or manage the participants (if you're the host).
- Click the down arrow to access Invite, where you can invite others to join the meeting.
Polling: This allows you to create, edit, and launch your polls. The options to create or launch polls will open up the Zoom web portal in your default browser. When the poll closes, you can view the results and can download the full poll report. If a poll has already been created, both host and co-host can launch the poll, but only the host can edit or add polls to the meeting.
New Share: Start a new screen share. You will be prompted to select which screen you want to share again.
Pause Share: Pause your current shared screen.
Annotate: Display annotation tools for drawing, adding text, and so on.
More: Hover over More for additional options.
- Chat: Open the chat window.
- Record: Start recording locally or to the cloud.
- Meeting Info: Shows the current meeting's ID, host, passcode, invite link, your participant ID, and encryption status.
- Closed Caption / Live Transcript (only available to the host): If you have enabled closed captioning and live transcription for your account, click here to access those options.
- Breakout Rooms: Start breakout rooms.
- Enable annotation for others: Allow or prevent the participants from annotating on your shared screen.
- Show/Hide Names of Annotators: Show or hide the participants' names when they are annotating on a screen share. If set to show, the participant's name will briefly display beside their annotation.
- Hide / Show video panel
- Hide / Show Floating Meeting Control
- Share Sound
- Optimize for video clip. Note: Do not enable this setting if you are not sharing a full screen video clip, as it will blur your screen share. This should be enabled/disabled before and after the video you wish to play.
- End Meeting: Leave the meeting or end the meeting for all participants.

For more detailed information, please visit the following sites:

Make someone a Co-Host

ZOOM

There are two ways that you can make a user a co-host.

During a meeting:

Hover over a user's video.
Click the ellipsis icon .
Click Make Co-Host.

Using the participants' window:

Click Participants in the meeting controls at the bottom of the Zoom window.
Hover over the name of the participant who is going to be a co-host, and choose More.
Click Make Co-Host.

Once a participant has been made a co-host, they'll have access to the co-host controls.

WebEx

Open the Participants panel and locate the attendee that you want to make a cohost.
Right-click the attendee’s name and then select Change Role > Make Cohost

Please note, Make Cohost is dimmed for attendees joining from unsupported applications.

For more information, please visit the following site:

Blog

The IT Corner blog provides a thoughtful analysis of today's technology and how it can help individuals become my "techie" in their lives. Articles are posted quarterly, so please check back for new articles on technology.

Thinking about Security while working from home

Author(s)/Editor(s): Allen B. Miles III
Published: September 25, 2020

It seems I'm always talking about security. By now I am sure most of you, if not all, have heard the story of how my son came by his first Eeyore stuffed animal. If not, he essentially found the sole surviving Eeyore in the Disney store, one overlooked and omitted from the stocking system, and made a beeline for the door.

Staying Safe This Season

Author(s)/Editor(s): Warren Nevins
Published: Winter 2018 - 2019

It is that time of year again… the weather is getting brisk, snowstorms are making the news and festive lights are appearing all around us.

From Paper to Digital — Helping the Earth Breathe Easier

Author(s)/Editor(s): Adrian Cameron and Kenia Montijo
Published: Fall 2019

Believe it or not, the 9.9 million Americans that have experienced identity theft were because they had their mail stolen from their mailbox or garbage. Paperless billing not only reduces the chances of theft, but it also increases the chances that you won't lose or misplace your bill. Vendors now store this sensitive information for their customers, allowing them 24-hour access from anywhere in the world.

Hide and Seek for Adults–Help! My Digital Files Are Everywhere and I Can't Find Any of Them!

Author(s)/Editor(s): Edward Bedikian and Warren Nevins
Published: Spring 2019

If our digital lives were to become our physical homes, none of us would want visitors. Allow us to take you on a journey as we try to turn this little game of hide and seek into a journey of visible and found for our digital lives.

How to get started with Rutgers Connect

Author(s)/Editor(s): Phylicia Holmes
Published: Spring 2019

The following instructions will help you get started using Rutgers Connect, the new central email, calendar, and cloud services system.

Contact Us

ITaCS - Information Technology at Continuing Studies

3 Rutgers Plaza, 3rd floor
New Brunswick, NJ 08901

Phone:	848-932-4704		Email:	support@docs.rutgers.edu
Fax:	732-932-6122		Online:	Online Help Desk