New Staff Guide

Welcome to CalArts!

Welcome to CalArts! This guide is designed to help you get started with your CalArts accounts and services. If you have any questions or need assistance, please contact the IT department.

How to Contact IT

  • 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.

Getting Started with 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

SSO Account Activation

To activate your CalArts SSO account:

1. Visit sso.calarts.edu.

2. Click on the “Account Activation” button.

3. Enter the personal email address you provided during the hiring process.

4. Follow the prompts to set your password and configure two-factor authentication.

Once activated, you can access your services through the My Apps section at sso.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:

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:

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.

What Else Do I Have Access To?

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

CalArts ID Card

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.

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

Comments

Please sign in to leave a comment.