New Staff Guide

Welcome to CalArts!

This is intended to be a quick reference guide to the services that are  available to you as Calarts Staff.  If you have any questions, or need  help with any of these services, please don't hesitate to contact us in the IT department.

How to Contact IT

If you have any questions or difficulties with CalArts accounts or processes, just contact IT and we can lend a hand.  CalArts is a small community and we want to make sure every CalArtian's experience is as smooth and easy as possible!

  • Send us an email at cait@calarts.edu 
  • Through the Submit a Ticket button at the top of this page
  • By phone at 661.253.7887 (or just x7887 if you're on campus)
  • Or face-to-face in our office, which is inside the Library

Get to Know Your CalArts Accounts

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.

CalArts SSO accounts for staff are usually formatted: firstinitiallastname

  • 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.

CalArts Email accounts for Staff are usually formatted: firstinitiallastname@calarts.edu

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.

If you identify as something other than the name we have on-file, you may want to look into Updating Your Identity.

What To Do First

Setup Your CalArts Credentials

Your supervisor should have your New Staff sheet with your username and temporary password. Follow these general steps to set up your CalArts Credentials:

  1. Go to sso.calarts.edu and log in using the credentials on your New Staff sheet.
  2. Follow the instructions on the sheet to set up account recovery and change your password.

Once complete, you can access your email and other CalArts services through the My Apps section in SSO.

For any issues, refer to the troubleshooting section on your New Staff sheet or reach out to us at cait@calarts.edu.

Login to Your Computer

If you have a CalArts IT-issued device, your next step is to log in to your computer using the password you set in Step 1. Any future changes to your SSO Credentials will automatically update your computer login as well.

Login to Your Email

After setting up your password:

  1. Go to sso.calarts.edu and log in with your updated credentials.
  2. In the My Apps section, click on Google to access your CalArts email.

For more detailed instructions, refer to your New Staff sheet. If you encounter any issues, contact us at cait@calarts.edu.

File Storage at CalArts

CalArts offers multiple cloud storage and file-sharing platforms to support your work and collaboration needs. Each platform is tailored to specific use cases, so its important to choose the right one based on your project requirements. Heres a quick overview to help you get started:

  • 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.

Zoom at CalArts

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:

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

Note: Please be aware that Zoom Cloud recordings are automatically deleted after 30 days. If you need to keep a recording for longer, download and store it in an alternative location, such as Panopto or FileCloud.

Important Policies

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.

That's (basically) It!

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!

Have more questions? Submit a request

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