New Staff Guide

• Email: cait@calarts.edu
• Submit a Ticket: Use the “Submit a Ticket” button at the top of this page.
• Phone: 661.253.7887 (or x7887 if you’re on campus)
• In Person: Visit us inside the Library, Room E200g.

There are two primary accounts that you will have at CalArts:

• Your CalArts Single Sign On (SSO) Credentials (click here for reset instructions)
  • Used for Hub & Selfervice, the CalArts wireless network, the Campus Alert system, and VPN.  If your computer is directly supported by the IT department it is most likely your computer login as well.  If you change your CalArts SSO password it will affect all of these services.

• Your Email account (CalArts uses Google Apps)
  • This will be the primary method of communication between you and CalArts, and can be used to login to web services that accept Google login.  CalArts IT can only support email problems using the web interface.  If you choose to use Apple Mail, Outlook, or the like we may be unable to help you; this also applies to forwarded email.

Any accounts outside of these will likely be departmental or special accounts that IT may or may not have involvement in and will be setup at a later date.

• Google Drive: Ideal for short-term storage and projects that require collaboration. Use Google Drive when youre actively working on files with others or need to share documents quickly. It offers 200GB of storage, making it perfect for smaller projects and frequently accessed files.
• FileCloud: Best for storing large files or archiving important documents that you dont need to access daily. With 1TB of storage, FileCloud is great for long-term storage of videos, media files, and other large documents.
• Panopto: Designed for managing and storing videos, Panopto is your go-to for sharing lectures, presentations, or any media that needs to be streamed or stored permanently. Panopto offers unlimited storage, so you dont have to worry about space constraints.

Each platform serves a unique purpose--use Google Drive for collaboration, FileCloud for long-term storage, and Panopto for video content.

CalArts uses Zoom as our primary platform for both phone and meeting communications. Whether youre setting up meetings, using Zoom Phone, or configuring Zoom to launch on startup, the following guides will help you get started:

Accessing Zoom

1. Open the Zoom application or visit zoom.us.

2. Click on “Sign in with SSO”.

3. Enter calarts as the company domain.

4. Sign in using your CalArts SSO credentials.

Finding Your Zoom Phone Number

1. After signing in, click on the Phone icon in the top menu.

2. Your phone number will be displayed at the top of the screen, beneath your name.

You can make and receive calls from your computer or mobile device using the Zoom app.

More Zoom Info:

• How Do I Use Zoom for Meetings?: Learn how to schedule, host, and manage Zoom meetings, including screen sharing and participant controls.
• How Do I Use Zoom Phone?: Understand how to use Zoom Phone for making and receiving calls, accessing voicemail, and more.
• How to Launch Zoom on Startup: Follow these steps to ensure Zoom launches automatically when you start your computer, so youre always ready to connect.

Zoom provides a seamless experience for both virtual meetings and phone communications, making it easier to stay connected with colleagues and collaborators across the Institute. For additional support or questions, search "Zoom" on the homepage

Your CalArts SSO (Single Sign-On) credentials grant you access to a suite of essential services designed to support your work and collaboration at CalArts. Below is an overview of these services, along with links to detailed guides for each:

• The Hub & Self-Service

Access campus-wide announcements, email, calendars, timesheets (HubTime), course catalogs, and more.

Learn how to use The Hub

• CalArts Wi-Fi Network

Connect to the campus Wi-Fi using your SSO credentials for seamless internet access across campus.

How to connect to CalArts Wi-Fi

• Google Workspace (Email, Calendar, Drive)

Utilize Google’s suite of tools for email communication, scheduling, and file storage.

Access Google Workspace

• Microsoft Office 365

Use Microsoft’s applications like Word, Excel, and PowerPoint for document creation and collaboration.

Get Microsoft Office 365

• Adobe Creative Cloud

Access Adobe’s creative tools, including Photoshop, Illustrator, and Premiere Pro, for your projects.

How to get Adobe Creative Cloud

• Slack

Communicate with colleagues through channels and direct messages for efficient collaboration.

Getting started with Slack

You will receive an email in your CalArts inbox with the subject line: “CalArts ID – Please Upload a Photo”. Follow the instructions to submit your photo. Your ID card will be available for printing in the Facilities Management Office or Campus Safety Office.

We encourage all new staff to review our Policies section to get acquainted with CalArts technology use guidelines. Here are a few essential policies to start with:

• Email Accounts Policy: Understand how email accounts are managed and supported, including guidelines on appropriate use, security, and compliance.
• Acceptable Use Policy: Learn about the proper use of CalArts IT resources, including security best practices, how to report incidents, and rules against using systems for malicious activity.
• Information Security Policy: This policy is crucial for maintaining the privacy and security of confidential information. It provides guidance on handling sensitive data, sharing files safely, and using cloud services appropriately.
• Reasonable Use of System Resources Policy: This policy emphasizes responsible usage of the network, ensuring that disk space and time are fairly distributed to avoid any disruptions for other users.
• Colleague ERP General Practices: Important for those working with the Colleague ERP system, this policy outlines best practices for data entry, cross-training, and implementing system changes to maintain operational efficiency and data accuracy.

We have a section of this website specifically for Faculty and Staff.  You're encouraged to take a look to see what is available to you as a Staff member at CalArts.  If you think there's something missing, please tell us what you want to see!