Your IT needs during COVID-19

This page has been set up to answer common, IT-related questions we’ve received from faculty and staff. However, we’re happy to take your calls at 615-327-6267 and can solve most problems over the phone. We may experience a higher-than-usual call volume during this time, so please hang in there with us. Alternatively, you’re welcome to submit a ticket by sending an e-mail to helpdesk@mmc.edu

 

Working from home or remotely during the current COVID-19 directives

If you use your personal, non-MMC computer for work, make sure you do these things with your computer:

  • Use antivirus software. Run good antivirus software on your non-MMC computer. If you don’t have a current Antivirus software one option is Avast. They have a free home version that works really well. Click here to go to Avast’s website.
  • Use individual user accounts. Use an individual (not family or “shared” account) to limit unauthorized access. (Though this is a strong recommendation, if this cannot be done, please continue)

In order to use your remote computer to access your desktop computer you will need to first connect to the MMC network via a VPN Connection and then use the remote desktop application to connect to your office computer. Below are the instructions to configure these two things.

 

Step 1: Connect to the MMC VPN >
Connect to the MMC VPN (Virtual Private Network) by installing and configuring VPN.

 

Step 2: Use RDP >
Only after you are successfully connected to the MMC VPN: install and use RDP (Remote Desktop Protocol) software to connect to your work computer.

 

Why is the MMC VPN necessary when working remotely?

The MMC VPN allows you to connect remotely to on-campus resources when you are not on-campus. For example, if you are off-campus, you cannot access certain MMC websites or technology resources over the internet. Using the UNT VPN lets you access these secured resources as if you were on-campus.

 

Why are we using RDP for remote working?

Using RDP to use your work computer remotely or a Virtual Desktop has significant benefits over just using a laptop. Using RDP/Virtual Desktop means you’re using your work computer or a Virtual computer as if you were in the office. That means you don’t have to install any new software, log into services, gain access to files, or spend time configuring your other parts of your computer. It also allows OIT to protect the network by limiting outside computers to only accessing 1 thing on the Meharry Network. This helps MMC to comply with FERPA and HIPAA regulations.

 

Microsoft Teams, WebEx and other software-related questions

 

Microsoft Teams

Microsoft Teams is a collaboration app that helps your team and class stay organized and have conversations—all in one place. You can have one-on-one or group conversations, both in text and via video calls. See our Teams resource page below for how to access install and use teams >

 

WebEx

WebEx is being used to facilitate group meetings allowing via a Web based Video Conference.

Learn more about how Meharry is using WebEx >

Connecting to the MMC VPN

If you need to access resources that are only available on the MMC Network, you’ll need to configure your computer to use a VPN connection. After you’ve configured this, you’ll be able to find the VPN icon and log in.

 

If you are using a personal computer (a computer that is not managed by MMC/OIT) or Mac, you will need to install Encryption Certificates for your computer to be trusted by the MMC VPN server. Certificate Installation Instructions >

 

As always, contact us if you have any questions.

 

Index:
Windows 10
Windows 7
MAC/OS (coming soon)
Troubleshooting and Tips

 

Windows 10 Devices

Navigate to Windows Settings

Locate “Network & Internet”

Open this menu

Select the VPN tab

Select “Add a VPN connection”

Select “Windows (built in)” for the VPN provider

Name the connection “Meharry”

Set the server address to remote.mmc.edu

Select “Automatic” as the VPN type

Select “User name and password” for sign in info

After saving, select “Connect” under the Meharry VPN connection

You will be prompted to enter your Meharry credentials and should connect successfully.

 

Windows 7 Devices

Navigate to the Control Panel

Locate “Network and Sharing Center” and select it.

Select “Set up a new connect or network”

Select “Connect to a workplace”

Click Next

Select “Use my Internet connection”

Add the server address and destination name

  • Remote.mmc.edu (Internet Address)
  • Meharry (Destination Address)

When the connection has been created, double-click the icon to activate it

You will be prompted to enter your Meharry credentials and should connect successfully.

You might want to create a shortcut on your desktop by right-clicking the icon and clicking create desktop shortcut.

 

Troubleshooting and Tips

  • When signing into the VPN, only use your username and password. (no @mmc.edu no MEHARRY\)
  • The Meharry VPN only works when you are OFF the Meharry network.
  • Some hotspots and hotels may not allow the use of a VPN tunnel.
  • Please be sure that your account has VPN access. If this is your first time using VPN you may need to request it.
  • When using VPN to login to your Meharry desktop you may need to request ‘remote access’ to that machine.
  • Devices will only have Remote Desktop Access. You will not have access to network locations or file shares directly from your device.
  • Please note that email, self-service and blackboard are accessible without a VPN

Remote Access to Campus Computers (RDP)

A Remote Desktop connects two computers over a network, or the Internet. Once connected, you’ll see the remote computer’s desktop as if you were sitting right in front of it and have access to all its programs and files, a situation ideal for the researcher who wants to access their campus files from home.

 

If you would like to utilize this feature, please ensure the following:

  • Verify your on-campus computer is powered on.
  • Verify your on-campus computer is not asleep and is connected to the internet.

If you would like more information about what Remote Desktop is, Microsoft already has great information on their site for Windows. If you just want to know how to connect, read on …

 

CONNECTING FROM OFF-CAMPUS

If you would like to remotely access your Windows computer making a connection from off-campus, you will need to connect to the MMC VPN first.

 

If you’re connecting from a personal computer (or any computer not managed by MMC OIT), you may need to specify your domain. This should typically be MMC, but if it doesn’t work with MMC, contact us at 615-327-6267 or send an e-mail to helpdesk@mmc.edu.

 

Here’s an example of how to specify your domain in the User name field:

  • MMC\username

 

CONNECTING FROM WINDOWS 10

If connecting from Off-Campus, you will need to first connect to the MMC VPN.

  1. Click the Start Menu or Press the Windows Key on your keyboard.
  2. Type: Remote
    Click Remote Desktop Connection.
    It should show up near the top of the list.
  3. Enter your Full Computer Name, in the box that appears:
  4. Enter your network username and password, when prompted for credentials.

 

Setting up RDP on Windows 7

  1. Click the Start Menu or Press the Windows Key on your keyboard.
  2. Type: Remote
    Windows 7 will find Programs and Files with that keyword.
  3. Click Remote Desktop Connection.
    It should show up near the top of the list.
  4. Enter your Full Computer Name, in the box that appears:

    Tip: be sure to enter your computername.mmc.edu just entering your computer name will not work.
  5. Enter your username and password when prompted for credentials. Meharry\username

 

CONNECTING FROM MACOS

  1. Download and install Microsoft Remote Desktop from the Mac App Store.
  2. Press Command (?) + Space to bring up Spotlight.
  3. Type: Remote
    macOS will find Programs and Files with that keyword.
  4. Select Microsoft Remote Desktop from the options.
    It should show up near the top of the list.
  5. Create a New connection. Enter Full Computer Name, in the box that appears:

    Tip: Just using your Computer Name will not work. You will need to use the full computer name. Computername.mmc.edu
  6. Enter your network username and password when prompted for credentials.
  7. Double click the newly created desktop connection to start your remote session.

Find Your Computer's Name

In order to connect to your office computer you will need to know its name.

 

Using the Search bar in Windows 10

In the search bar Type

About your PC

Find the Device name – This is your computers name.

 

From the command prompt

Press: Windows + R to open the Run Window
Alternatively, Click: Start Menu then Click: Run

2. Copy and Paste or Type the following in the text field:
cmd /k hostname

?

3. Press Enter or click OK

4. A Command Prompt window will open and your computers name is on the first line of the black background.

Changing Your Power Settings

Windows 10 Power Settings

Ensure power settings are set to never go to sleep.

In the search bar type power and sleep settings

In power settings select Additional Power Settings Then change plan settings Change advanced power settings To match the settings in picture below

 

Windows 7 Power Settings

Click the Windows Start Button and select the Control Panel

In the Control Panel, you may need to Change the View by: to Small icons. Once you’ve made it visible, Click the Power Options control panel link

Select High Performance this will ensure that your computer doesn’t go to sleep when away from campus.

Microsoft Teams

Microsoft Teams

Microsoft Teams is a collaboration app that helps your team and class stay organized and have conversations—all in one place. Here’s a quick look at Microsoft Teams >

 

Get Teams

Navigate to https://teams.microsoft.com. Or you can login to office.com with your mmc.edu credentials and click on Teams from your main page. You can use Teams in your browser (if supported), or you’ll be prompted to download your device-specific Teams application.

 

Chat

With chat, you can have private one-on-one or group conversations and make video calls with other Microsoft Teams users.

 

Meet

Teams meetings are a great way to come together with your colleagues and classmates from anywhere in the world. Meetings can be scheduled from your calendar or spontaneously using the Meet Now option!

 

Collaborate

Work together using your favorite Office apps for web including Word, Excel, PowerPoint, and OneNote.

WebEx Video Conferencing

Webex is a set of tools designed for personal and corporate collaboration. It’s used to connect to others, typically through the internet, and allows you to communicate with audio, video, text chat, file sharing, whiteboard, and other features.

 

How does it work?

Meharry has coordinated with WebEx to provide a limited number host accounts for using WebEx. As a result WebEx Coordinators have been identified to setup meetings on your behalf. For the most current list of coordinators and to locate the coordinator identified in area/department check the section below >

 

The first time you attend a meeting, Webex will automatically install on your computer and takes only a few moments.

  • You can attend a Webex from any computer with an internet connection, and from most smartphones and tablets.
  • Meetings can be scheduled ahead of time, or start one spontaneously as needed.
  • Attendees don’t have to have a Webex account. Your invitation includes a link they canclick to join you online.
  • During your meeting, you can video conference, type chat messages, share content, andmore.
  • A typical collaborative meeting is under 25 participants but our institution allows up to1000 participants in a meeting.

 

Schedule and start a meeting (For Coordinators)

Follow these steps

  1. Log in to your WebEx site.
  2. Under Host a Meeting, click Schedule a Meeting.
  3. If you see the Advanced Scheduler page, click Quick Scheduler.
  4. Select a Meeting Type, enter a Meeting Topic, then enter and confirm the meeting password.
  5. Specify the Date, Time and Duration. (Setting duration is for planning only — the meeting willcontinue until you end it.)
  6. Enter the email addresses of people you want to invite.
  7. Click the green Start button to begin the meeting now or click Schedule Meeting if you changedthe time or date.
  8. To start a meeting you scheduled, click My Meetings, then locate the meeting and click Start.

 

Share content in your meeting

Deliver, review and collaborate on presentations, documents and more. Follow these steps

  1. Click the button at the bottom of the sharing panel on the Quick Start tab.
  2. Select what you want to share with everyone in your meeting, such as a whiteboard or file.
  3. Use Annotation Tools if you want to highlight or mark on shared content. You can also enablethe tools for others. From the Participant menu, select Assign Privileges and check the box next to Annotate.Click here

Video Conferencing Coordinators

Department Coordinator(s)
President’s Office Kimberly Stevenson

Danita Stewart

Sandra Williams

Peter E. Millet
Medical Simulation and Clinical Skills Center Dawn Zwart

Regina Offodile
School of Dentistry Gerald Davis

Machelle Thompson
DPME Barbara Grissom

Bruce Johnson
Safety and Security Laura Winston
Finance Candice Carroll

Christina Blair
Human Resources Trini Pryor
Institutional Advancement Anthony Thomas
School of Medicine Javaris Neal

Mitzy Johnson
Campus Operations Already has Webex through Aramark
Information Technology Already has technology in place
Graduate Studies and Research Lisa Johnson

Ken Mitchell

Jeri Summers
General Counsel Ronette Adams
MMG Linda Stone
Faculty Affairs and Development Christian Neal

Katherine Brown
Institution Research John Hughes
Student Affairs Tammi Lavender

April Curry

Revised: Wednesday, March 18, 2020 3:49 p.m.

FAQ - Working Remotely

Who decides if I can work from home?

  • At a Level 1, the decision to work from home should be made jointly between each individual and his or her direct manager or division leader. Employees may initiate a request to work from home; and/or managers may make an assessment that a work from home arrangement is appropriate. Managers are expected to accommodate requests as long as there is not a negative impact on college business. Your manager has the right to require you to be in the office if necessary, as long as the college is open.

 

What should I tell vendors or business counterparts if they ask?

  • Please make all individuals that have contractual and/or contact with the College be made aware that Meharry Medical College is fully open for business. We have the proper technology and procedures in place to execute our work securely, without interruption.

 

How will others know if I am available for conference calls while working from home?

  • You should keep your Outlook calendar up to date to reflect your availability. Also, keep you Microsoft Team status up to date so other employees can freely reach out to you. We will utilize WebEx for meetings that would normally require face-to-face interaction. However, if your office currently has access to a videoconferencing platform, please use this in the interim.

 

Will I have access to all my applications/shortcuts/models while working from home?

  • Yes. Our VPN system allows you to connect to all internal applications remotely as if you are working from the office. Based on internet connection, some applications may run slowly and should be flagged to the OIT team.

 

I use additional equipment in the office to be productive (i.e., scanner, external keypad, etc.). Can I take these equipment home to be productive?

  • You should consult with your manager on what tasks you will be working on and, if physically possible. Managers are instructed to log all equipment that will be utilized offsite, including serial numbers, if necessary and appropriate.

 

Does everyone have VPN access now?

  • The College is equipped to provide VPN access to Meharrians. Please consult your manager if you believe access is needed. Managers have complete decision-making autonomy to decide which employees will receive access at this time.

Is VPN Remote Access secure?

  • Yes, remote access is secure and meets all FERPA and HIPAA secure guidelines.

 

Will I receive training on the college approved technologies?

  • OIT will provide “How To” instruction to setup a VPN, how to remote into your desktop (i.e. allowing you to work from home as if you were at your desk) and establishing and using the video conferencing platform. Additionally, OIT will be available to answer questions and provide assistance, if needed.

 

What if I do not have access to a laptop or personal computer at home?

  • Please consult with your managers.

 

What if I do not have access to wi-fi?

  • Please consult with your managers.

 

Does the work from home mandate apply to clinical staff, security and facilities?

  • Please consult with your managers.

 

What if I need to work from home because of health concerns (i.e. compromised immune system) and my manager will not approve?

  • Please contact Human Resources to assist in navigating an amicable resolution.

 

What if I am instructed to work onsite and others in my division are allowed to work from home, will I be approved for a stipend or additional vacation days?

  • Some positions cannot be transitioned to work from home. Those employees working from home are expected to do just that, work. If your role is, consider “business critical” your manager has the autonomy to require you to work onsite. A modified schedule may be provided. However, extra compensation in the form of stipends and additional vacation days have not been approved.

 

What if I would rather come to work and my position allows me to do so safely?

  • Until the college reaches Level 3 all employees may still come to work.

 

What if, as a result of my employment in the clinics, I contract COVID-19?

  • Your time off and treatment will be covered by the college’s Worker’s Compensation policy.