Remote access for staff

MFA helps keep your personal information private and secure by requiring both a password and another means (factor) to verify your identity when you log in. For more information, including guidance on logging in while travelling, see using multi-factor authentication (MFA).

Changing your SIM card, provider, number, or phone

The Okta Verify and Google Authenticator apps will continue to work even if you change your SIM card, mobile provider, or phone number.

However, if you change your phone, you’ll need to transfer your MFA. See new phone or device: set up Okta Verify. The same steps can be used to set up Google Authenticator on a new phone. If you no longer have access to your old phone, contact your local Service Desk.

Changing your method of MFA

You should never delete or uninstall your Okta Verify app while your account is active – this could stop you from being able to log into your account. If you’d like to change your method of authentication, contact the Service Desk.

If you’ve uninstalled the Okta Verify app, and you don’t have Google Authenticator as a backup, you’ll need to contact your local Service Desk.

The Monash VPN network allows you access to certain Monash services that require additional security. You should only use the VPN if the specific service you would like to access requires it. The VPN software is already installed onto Monash-provided laptops. You don't need VPN to access my.monash, ESS, Moodle, Google Suite, Workplace and intranet sites.

But you do need VPN for these systems and services:

• Shared Drive (S: Drive)
• SAP (Note: SAP ESS does not require VPN)
• Callista
• Mapping personal folders documents/desktop
• Groupadmin
• Monash Intranet
• Finesse
• OneStop
• Qflow
• Some installed applications like SPSS

Monash provided computers:

VPN software is already installed on Monash-provided laptops. See how to connect.

Personal computers:

See how to install.

Connect to the Monash VPN service

MoVE (Monash Virtual Environment) allows students to access the specialised software and applications they need. If you're accessing MoVE from a public computer, we recommend you use MoVE Light so you can access the system through a web browser.

Sign into MoVE on your computer

1. Go to MoVE
   Sign in using your Monash email address and password and click Sign In.
2. You'll need to authenticate your login:
   • If you use Okta Verify, click Send Push and then approve the sign in on your mobile phone.
   • If you use Google Authenticator, enter your authentication passcode, then click Verify.
3. Once you've logged into MoVE, you'll see the Welcome screen.
   
   Click Detect Receiver. The detection will take a few seconds to complete – don't click the button again.
   
   If the Receiver isn't detected after a few seconds, select the I agree with the Citrix license agreement tick box and click Download and install the Receiver manually.
4. Once the Receiver has been detected successfully, the MoVE home page will launch, providing you with access to applications.
   
   Click an application icon to launch the application.

Sign into MoVE Light on a public computer

1. Go to MoVE
   Sign in using your Monash email address and password and click Sign In.
2. You'll need to authenticate your login:
   • If you use Okta Verify, click Send Push and then approve the sign in on your mobile phone.
   • If you use Google Authenticator, enter your authentication passcode, then click Verify.
3. Once you've logged into MoVE, you'll see the Welcome screen.
   
   Click Use light version.
4. The MoVE home page will display a shortlist of applications that you can access. Double-click the applications to launch them.
5. For a complete list of available apps, click Apps on the menu at the top.

More information

For more information on how to use this system, see:

• MoVE User guide
• MoVE User Guide for staff and students (pdf, 0.73 mb).

Extension mobility means you can use any Cisco brand desk phone at Monash as your own.

See using extension mobility on a desk phone.

Cisco Softphone allows users to make and receive phone calls without a physical handset. Softphone is only available to a limited number of pre-approved users.

Engage with your local Incident Response Coordinator if Softphone is a requirement for you - these requests are being prioritised at a University level by the crisis management group.

Set up Cisco Softphone

These instructions are for existing softphone users only. Your extension must already be enabled for softphone prior to installation.

1. Install Cisco Softphone.
2. When the Jabra headphones are plugged in, you'll be presented with an Audio Tuning Wizard. Click Next.
3. Change the default Audio Devices to Jabra INVOLVE LINK from the available options.
4. Launch Cisco IP Communicator from the Start Menu (a VPN connection is required if you're at home).
5. Click Log In from the top right corner of the window.
6. Enter the two fields listed:
   • UserID: extension number
   • PIN: extension pin number
7. Enter the desired number and click Dial.

Set IP Communicator to Always on Top so it doesn't get hidden behind other Windows.

Set up Bluetooth

Bluetooth for Windows

1. Turn on Bluetooth if it's not on already.
2. Select the Start button, then select Settings > Devices > Bluetooth & other devices and turn on Bluetooth.

Bluetooth for macOS

1. Make sure the device is turned on and discoverable (see the device’s manual for details).
2. Choose Apple menu > System Preferences, then click Bluetooth.
3. Select the device in the list, then click Connect. If asked, click Accept (or enter a series of numbers, then press Enter)

Many applications are available for automated installation on Monash-provided computers.

On Windows this can be done from the Software Centre; on macOS this application called Self Service.

Windows

1. In the search field on the Windows taskbar, type software, then choose Software Center from the list of results. You must be connected to VPN to use this service if you're at home.
2. Select the application you'd like to install (you can use the search function for quick results). Click Install.

macOS

1. In the Mac search field, launch Self Service.
2. Select the application you'd like to install (you can use the search function for quick results). Click Install.

Monash has a variety of software available for use on Monash devices and personal devices for both students and staff.

The software catalogue hosts download links and licence availability information. Some software applications require a VPN connection to run.

Mobile tethering or personal hotspot is simply sharing your mobile phone's internet connection with other devices like your laptop or tablet. The connection with most modern handsets can be made wirelessly through Bluetooth or wi-fi.

If you have a Monash supplied smart phone with a suitable data pack, tethering can also be cost effective, as you won't have to pay for separate mobile broadband service or buy additional hardware just to get your laptop connected. If you plan on purchasing a 3G/4G USB dongle for your laptop or a sim for your tablet, yet you have a smart phone with a suitable data pack there is no benefit in purchasing the additional device/service.

Tethering without a sufficient mobile data pack or while overseas can be very costly. You can discuss your requirements with our mobile provider Solve communications on 1800 630 022.

Set up a personal hotspot

• iOS devices
• Android devices

You can use Zoom to attend video and audio meetings, as well as audio only via phone and individual virtual calls. You can use Zoom as an application on your computer or as an app on a mobile device. We recommend that you install Zoom on your computer.

See information on using Zoom.

Install Zoom on your laptop or desktop

Monash provided computers

1. Install using the Software Centre
2. Launch the Zoom application once you've installed it.

Personal computers

1. Download from the Zoom website. The download will start automatically.
2. Click Keep if you see a message saying the file you're downloading may be harmful to your computer.
3. Once the file has downloaded, select it to launch the installer.
4. Once the application is installed, the sign-in window will appear. You can also launch the application from your applications list – you'll find it in the Zoom folder.

Sign into Zoom

1. Launch the Zoom application and click Sign In.
2. Click Sign in with SSO.
3. Type monash.zoom.us and click Continue.
4. Enter your Monash email address and password. Click Sign In.
5. You'll need to authenticate your login:
   • If you use Okta Verify, click Send Push and then approve the sign in on your mobile phone.
   • If you use Google Authenticator, enter your authentication passcode, then click Verify.
6. Your internet browser will open and the Open Zoom? prompt will appear. Click Open Zoom.
7. The Zoom application will launch and you'll be signed in.
8. When joining a meeting, make sure you click Join with Computer Audio.

Interface overview

The guide below will help you navigate the Zoom interface.

More information

For more information on how to use this system, see learning and teaching tools.

Google Meet is similar to Zoom. Users can schedule meetings for up to 50 participants who can join on mobile or desktop. Participants can also dial in to a meeting by phone. Screen sharing functionality is also available.

Get started with Google Meet.

Help and support

• Google Meet training and help
• Contact the Service Desk
• Login to myDevelopment and search for Google Apps training

Workplace video chat allows you to chat with up to 50 colleagues on mobile and desktop.

Chat using the Workplace Chat app

1. Download the Workplace Chat app from Google Play or the Apple App Store
2. Log into the app with your Monash account
3. Follow these instructions to learn how to:
   • start a video chat with a person or group
   • create a group chat
   • make a voice call to a person or group

More help with the Workplace Chat app.

Chat from the desktop

1. Log into Workplace with your Monash account.
2. Select Chats from the left-hand sidebar, then select Create a new chat
3. Select names from the list or type the name of each person in the box located at the top of the screen (three or more members are required for a group conversation).
4. Type your message and tap Send
5. At the top-right of the screen you'll now see two icons, a phone (voice calls) and a video camera (video chat)
6. Select which one you want to use and the application will open.

Screen sharing

To share your screen in a Workplace Chat video call, you'll need to download a Google Chrome extension. Please keep in mind that screen-sharing only works in calls with one person, not in group calls. Screen-sharing is also supported in the Workplace desktop app.

This extension allows you to share the screen of any opened application, privately and securely with a Workplace user during a Workplace Chat video call.

To begin screen-sharing after adding the Google Chrome extension:

1. While in a video call, click the screen icon at the bottom of your screen.
2. Select which screen option you want to share:
   • Your entire screen: This may share any window that's open on your computer, including your desktop.
   • Application window: This will only share the specific window that you select.
   • Chrome tab: This will only share the specific chrome tab you select.
3. After you've selected your screen option, click Share. When you're done, click Stop sharing at the bottom of the screen or hang up the call.

The purpose of Microsoft Teams is to ensure student collaboration is maintained at the highest level. Microsoft Teams has excellent collaboration capability and will greatly aid the wider Monash group while working remotely is mandatory.

This product is targeted for tutorials only and is not recommended to replace other products that are within our service offering.

The following users will be interacting with Microsoft Teams:

• lecturers
• tutors
• students

High-level overview

Access Microsoft Teams

Log into Office 365 with your Monash account.

How to create a team

1. Select Teams (from the left-hand side), then Join or create a team
2. Select Create a team, then click Create team and then Select a team type
3. You can create a team from an existing Office 365 group or create a new one.
4. Select Private if you'd like to request permission to join or select Public if anyone at Monash can join.
5. Click Next to create the team
6. Add members. You can add people, groups, or even entire contact groups. Add a friendly display name for them too. Contact the Service Desk if you need a visitor account created.
7. When you're done adding members, select Add and then Close
8. Your team is now ready to use

Included features

• Video calling (user to user and group)
• Chat
• Basic file storage (individual and group)

Power BI and Calendar features currently are not available at this stage.

Quick overview