Audience: Franklin University Full-Time Faculty and Staff, as well as many part time roles.
Disclaimer: The results and functionality of the following article only apply to the audience listed above.
Starting out at Franklin University, there are numerous things track. Here are some common IT questions topics may arise as you begin your role. Please consult this guide below and let the Help Desk know how we can help.
Topics
- Password Setup
- Multi Factor Authentication (MFA)
- Payroll
- Computer Setup and Login
- Common Topics Working Remotely
- Email, OneDrive, Teams, and Teams Phone
- Use of AI Technology
- How to Get Ahold of the Help Desk
Password Setup
Your password for most systems is single-sign-on (SSO), meaning that one password will be used to get into most systems for work. Your initial password will be given to you on your first day of work. Along with your initial password, you will be given your username and email address. Some systems across campus only work with your username, and others only with your email address. However, the password is the same for both.
- Please reset your password after successfully logging into your computer (instructions below). Passwords can be reset using your username (login for this application does not work with your email address) and initial password here: password.franklin.edu
- In the password manager application (password.franklin.edu), please also setup your recovery email address to prevent lockouts. For more information, please click here.
If you have any questions about the process or need help resetting your first password, you may contact the Help Desk. Our hours of operation and contact information is listed here: helpdesk.franklin.edu
Multi Factor Authentication (MFA)
Many services for Franklin University utilize Multi Factor Authentication (MFA) to keep our information safe. When first logging into your Outlook email, OneDrive, Teams, or other Microsoft application, you will be prompted to setup your MFA. MFA is mandatory and cannot be bypassed.
We have a helpful guide and video regarding MFA setup. Please click here for more information.
Payroll
Payroll setup is handled by our HR department. They will contact during your first weeks here regarding how to access the payroll system.
For further payroll instructions including use of the payroll MFA, please see the following article (requires Franklin University staff or faculty log in): Click Here
- Please note that the MFA system used for our payroll application is entirely different from the MFA system using for email and other Microsoft applications.
Computer Setup and Login
Your computer will be delivered to you on-campus if your first day starts on campus, or can be shipped to you if specified ahead of time by your supervisor.
Often times, your computer login has been established on the computer ahead of time. However, for those who's first day starts on campus, you must log into the computer at least one time while on campus before taking it home. Otherwise, the computer may not work correctly when taken home.
Common Topics for Working Remotely
Remote Technology
Remote technology is available. This technology may have been requested ahead of time by your hiring supervisor. If not, you may request at home technology from the Help Desk. Approved standard technology setup is as follows for those approved to use a Franklin University-issued laptop as their primary work computer.
- Laptop
- Laptop bag and laptop charger
- Docking station and cables (docking station power supply, and video cables for monitor connection)
- Dual monitors with power cables
Other supplies may be available upon request. Some supplies require business justification and approval from IT leadership.
For tips in setting up your technology at home, please use this guide.
VPN
VPN allows your laptop to connect to some University resources while remote. VPN establishes a secure connection that allows information to be accessed just like is established when working at your desk while on campus. For more information about using VPN, please click here
Avoiding Basic Computer Functionality Problems
1. Regular connection to VPN (at least once per week for an hour at a time minimum) or at least one hour per week on campus with your laptop is vital to ensure that the laptop doesn't fall out of connection with University resources. If a computer stops communicating with our IT systems through regular VPN or on campus connection, it may eventually become inaccessible and have to be replaced.
2. Please restart your computer nightly. A nightly restart severs all previously running sessions of software, and allows all software and the entire operating system to refresh, rather than running off of a previously 'saved' session. Saved sessions (AKA cached sessions or cached data) can cause performance errors over time. Please Restart the computer, not simply Shut Down the computer. Shutting down the computer without using the restart option simply puts the computer to sleep without forcing a full refresh.
Password Resets when Working Remotely
As mentioned above, we have a password reset tool available for you to reset your password. However, when working remotely, a password reset needs to be done in the following order to prevent lock out from your computer.
1. Establish VPN connection. For more information about using VPN, please click here
2. Reset your password by logging into password.franklin.edu.
3. Lock your computer using the start menu or using the keyboard combination Windows Key + L.
4. After it is locked, press CTRL+ALT+DELETE to log back into your computer. This log in will most likely require using your old/previous password.
5. Use your start menu to type FortiClient to search for an open the VPN application.
6. Log into VPN through FortiClient using your new password.
7. After your next computer restart, your computer should then recognize your new password for login.
Email, OneDrive, Teams, and Teams Phone
Email can be viewed on your computer using the Outlook application that is installed on all staff and faculty computers. Opening the application will walk you through setup of your mailbox. If email access is needed while away from your computer, you can log into mail.franklin.edu for mobile mail, or setup email on your mobile device.
Shared Email
If you have any questions about using Shared email accounts as needed for your role, click here for more information.
OneDrive
After logging into your Franklin University-issued computer, click on the Start Menu (Windows icon in lower left corner) and type OneDrive to search for the OneDrive application. This application is setup to backup your locally stored files on your computer to a cloud location. In other words, if your device were to ever break or get lost, any file backed up to OneDrive could easily be restored on a new computer.
After opening the application, please search the files in Windows Explorer (icon shown below).
If you see any of these icons next to files and folders, such files and folders are correctly backed up. However, if you see a Red X next to files or folders or if you see no icon at all, those items are not correctly saving to our storage space and are in danger of being lost in cases of computer failure or not having access to that computer.
Icons indicating file and folder backup
For more information about OneDrive, please click here.
OneDrive Storage vs Teams Storage
For questions regarding when to save a file to your private OneDrive space versus when to save a file to shared teams space in Teams, click here for more information.
Teams
Teams is a powerful application used for collaboration and communication within departments, group projects, interdepartmental, and for many other scenarios.
Access to individual teams within the Teams application is handled by each individual teams owners. Expect to be added to a series of individual teams during your start of employment.
If you are new to Teams, we have a helpful guide and videos to introduce you to the application. Please click here for more information.
Teams Phone
As a staff or faculty member, you may have access to a phone number that can be operated in the Teams application.
We have a helpful guide and videos for an overview to using Teams Phone. Please click here for more information.
Use of AI Technology
While there are many powerful AI tools available, data protection and data privacy are paramount to our University. Adhering to FERPA Rights Guidelines and our Privacy Regulations are required. Please only use the following approved AI tools for your work.
1. Microsoft Copilot Chat in the Edge Browser.
Copilot chat is available to all Franklin staff and faculty using a university-issued computer.
- Open Edge on your work computer.
- Use the Copilot chat icon in the upper righthand corner.
2. Microsoft Teams Premium
We offer a license to staff and faculty with qualified roles to Team Premium, which serves as an AI tool to analyze and offer intelligent data from recorded Teams meetings. With a Teams Premium license, meeting host are presented with written meeting recaps, meeting notes, tasks list, and more for their recorded meetings.
- To inquire whether your role qualifies you for a Teams Premium license, please contact the Help Desk.
3. Microsoft Copilot
For approved staff and faculty, we offer a license for Microsoft Copilot. Copilot has all of the same functionality of the (above) tools Teams Premium and Copilot Chat integrated into your Microsoft Office apps (Word, Teams chat, PowerPoint, and more). Copilot can analyze files in your OneDrive, your teams chat, and other data to create powerful solutions for daily tasks or repetitive tasks.
If you would like to use any other AI tool, please submit a written request to the Help Desk for approval to use such applications.
How to Get Ahold of the Help Desk
As you get started, please reach out to our Help Desk is you are wanting a more thorough run through of any of these topics. Additionally, if you are missing any system access, we can either help with that access or point you in the correct direction.
Please reach out!
Hour and contact information are listed here.
Wish to log a request with the Help Desk? Use your Franklin University username and password to login: Log A Request