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FAQ

Canvas Faculty – How do I add/drop students from my canvas course
  • For courses that are generated via our registration system (Ellucian Colleague) – the students are added/dropped to your Canvas courses automatically.
    • Note: The sync process occurs every couple of hours and sometimes it can take up to six hours for the changes propagate between all systems.
YCCD Login – How do I manage my Account Settings?

Managing YCCD Login Account Settings

From within YCCD Login Account Management, you can view and change the setting for your account.

In each of the section below, we will go over each section explaining the functionality of each setting in plain English.

Account Settings:

Section 1 - Account Details and Activity

YCCD Login Account Details and Activity

You can access the ‘Account Management’ page from your YCCD Login Dashboard (see Figure 1 below) by clicking on the ‘Manage Your Account Settings‘ link located on the top-right side of the screen.

The ‘Account Details & Activity’ page (see Figure 2 below):

  1. Shows you the date and days remaining until it expires.  The link below the date labeled ‘Change now’ give you the ability to change the password at any time.
  2. The ‘Last Login’, ‘Last Password Change’, and ‘Last Password Reset’ rows display the date and the time of the most recent activity that has occurred within your account.

 

Figure 1: YCCD Login Dashboard ScreenshotScreenshot of PortalGuard Account Management Dashboard

 

Figure 2: Account Management ScreenshotScreenshot of PortalGuard Account Management Account Details

Section 2 - Challenge Questions

YCCD Login Challenge Questions

This section (see Figure 3 below ) allows you to change or clear answers to your security questions.

During the first time you logged into Portal, you picked and answered these questions.

Should you ever forget your password and you do not have Multi-Factor Authentication setup, you will be prompted to answer to two of five questions during the password reset process.

 

Figure 3: ‘Challenge Questions’ Section of Account Management PageScreenshot of PortalGuard Account Management Challenge Questions

Section 3 - Registered Email Address

Registered Email Address

The ‘Registered Email Address’ is your alternative email address, therefore, it cannot be your yccd email address.  It can be used to reset forgotten password and to send OTP (one-time-password) for accounts that have Multi-Factor Authentication enabled.

This section (see Figure 4 below) will display the alternative email address you have setup and the date that the email address was confirmed on.

This section will also allow you to change the alternative email address. This is done by clicking on the ‘Change my email’ link and then confirming the email address on the following screen.

 

Figure 4: Registered Email Address ScreenshotScreenshot of PortalGuard Account Management Registered Email Address

O365 – What are tiles?

Office 365 – Overview of Tiles

The Office 365 app launcher opens when you click (or tap) the app launcher icon App launcher icon from the Office 365 portal. It’s a menu of Office 365 web apps and services that you are licensed for, depicted in tiles like this:

 

Onenote

Microsoft Onenote is a computer program for free-form information gathering and multi-user collaboration

To learn more visit Microsofts OneNote Trainning – https://support.office.com/en-us/article/OneNote-training-1c983b65-42f6-42c1-ab61-235aae5d0115

CANVAS – How to create a sandbox course in Canvas

Instructions and screenshots below go through the process of creating sandbox courses within our Canvas environment.

 

Important note – This process is for developing and testing sandbox courses only. Once your course is ready for teaching, you’ll need to import it into your actual course that was set up via the colleague process because it contains integration with the Colleague system and your live students.

 
Create a sandbox course

  1. Click on ’Start a New Course’ button from your Canvas Dashboard
  2. Give it a Name, choose a license type, and click ‘Create course’ button to create the course
  3. Next, you’ll be taking into your newly created course.
  4. Now you are ready to build your course

 

 
Add students into your sandbox course

  1. When you’re ready you can add test-students by clicking on the ‘People’ link
  2. And then clicking on the ‘+People’ button
  3. Fill-in requested info and press the ’Next’ button
  4. Confirm the user(s) and click on the ‘Add Users’ button. This process will add them to this course and send notifications to users that they’ve been added to this course
  5. Congrats, your development/test environment is ready to go.

 
 
Screenshots:

Flex – Y409 YCCD Tech Updates
YCCD Tech Updates | Sukhi Grewal
8/10/2017 | 1:00 p.m. – 1:50 p.m. | 847 | Location: Yuba College – Marysville

The workshop will provide updates and demo new services and features available to you. We will explore the new self-help site. We will introduce Portal Guard, our new single sign-on and secure environment for logging into YCCD systems and managing passwords. We will go over the features and get you up and running. Additionally, we will go over the updates and new features available within our Office 365 environment. Lastly, we will go over Canvas and its features that can be leveraged; you will learn how to get up and running with Canvas.

Overview

What's New?

  • Self-Help Site – help.yccd.edu – Access to guides and faqs related to all technology being used throughout the district.
  • PortalGuard – login.yccd.edu – password reset/recovery and single sign-on dashboard
  • WordPress sites

Canvas : Getting Started and Updates

Canvas – Merge/Cross-Listing Courses

  • First bring up the course that will be merged into the main one and click on Settings.
    • The section that does not have content in it
    • Also note – If this section has graded material you  will not be able to access it once the courses have been merged
      • Either save this info or have the students resubmit their work.  
  • On the settings page click on the Sections tab at the top.

Sections Tab

  • Click on the section that contains the students for the course, which brings up a list of enrollments.
  • Next, click on the Cross-List this Course button located on the right side of Canvas.

Cross-List Button Highlighted

  • This will bring up the Cross-List window. In the Search for Course input box, type in a portion of the target course’s title to bring up a drop down menu listing courses containing that text.

Cross-List Search Dropdown List

  • Select the course that you want to use and then click Cross-List This Section.

For more info see – https://community.canvaslms.com/docs/DOC-10885

Canvas – I cannot see my canvas course(s)

There may be a couple of reasons for this:

  1. Are you actually enrolled in the course(s)?
    • Students on waiting lists cannot access their course(s) from within Canvas until the actual registration process has occurred
    • There can be up to six-hour delay from the time you enroll into a course and before it appears in your Canvas environment
  2. Course availability
    • In general, courses are accessible to students only within the term dates
    • The course must be published by your professor before it is accessible to students
    • Only published courses automatically show up on Canvas Dashboard, to view all of your courses click on ‘Courses‘ button
    • Not all YCCD courses use Canvas. If the course you are trying to access is not published please verify with your professor that she/he are using Canvas.
  3. Tip: Learn how to customize/organize your courses list

 

Additional Help:

If you have verified:

  1. You’re enrolled in your course (via logging into WebAdvisor)
  2. It has been more than six hours since you have been enrolled in the course
  3. The course is within the term dates of the current semester

Please notify us by creating a support ticket from within Canvas  (via clicking on the “Help” icon and choosing ‘Report a problem’ option.

What is Minitab, and how can I access it?

What is Minitab?

Minitab is a command- and menu-driven software package for statistical analysis.

 

How can I access it?

It is available to YCCD Student for Windows and Macintosh OS X.

To download the software and to view quick installation instructions please visit –  https://yc-app.yccd.edu/minitab/

 

Note: If you are a student using Minitab for a class exercise and have questions about your work,  please ask your instructor for help.

 

O365 – What are groups?

What are groups?

Groups in Office 365 let you choose a set of people that you wish to collaborate with and easily set up a collection of resources for those people to share. You don’t have to worry about manually assigning permissions to all those resources because adding members to the group automatically gives them the permissions they need to the tools your group provides. Additionally, groups are the new and improved experience for what we used to use distribution lists or shared mailboxes to do.

O365 – Private groups vs public groups?

Private groups vs public groups

When creating a group you’ll need to decide if you want it to be a private group or a public group. Content in a public group can be seen by anybody in your organization, and anybody in your organization is able to join the group. Content in a private group can only be seen by the members of the group and people who want to join a private group have to be approved by a group owner.

Neither public groups nor private groups can be seen or accessed by people outside of your organization unless those people have been specifically invited as guests.

To change your group from public to private (or vice-versa) go to the group conversation location, either in Outlook or Yammer. For Office 365 Groups in Outlook, go to Outlook 2016 and choose Edit Group from the ribbon. On the group settings pane that appears you’ll be able to toggle the privacy setting. In Outlook on the web click the More group actions button at the top right (looks like three dots) and choose Edit group from the drop-down menu. For Office 365 Connected Yammer Groups, go to the group in Yammer and click the settings icon in the group header to edit the group’s privacy setting.

O365 – How to create a group?
  1. Open Outlook on the web.
  2. In the navigation pane, next to Groups, select the + button. (If you don’t see the + button, hover your mouse over the navigation pane.)Left navigation pane in Outlook on the web with Create button highlighted
    • TIP: Groups can be created from within the ‘People’ app which is accessible for the ‘App Launcher’ (blue square located on upper left corner)
  3. In Choose a name, enter a group name that briefly captures the spirit of the group.
  4. A suggested group ID is provided. To assign a different name to your group which will be part of the group URL, click Edit Edit next to the Group ID box.If you see “not available,” the group ID is already in use. Try something different. Note that once you choose a group ID, it cannot be changed.
  5. In Add a description, enter a detailed description of the group to help others understand its purpose. This description will be included in the welcome email when others join the group.
  6. In Privacy, do one of the following:
    • To create a group in which anyone within your organization can view its content and become a member, select Public.
    • To create a group in which membership requires approval by a group owner and only members can view group content, select Private.
  7. To enable subscribed members to receive email and calendar event notifications in both their group inbox and personal inbox, select Send copies of all group messages and events to members’ inboxes. This is recommended when members belong to multiple groups because it means they can see all group notifications in one place without having to visit each group mailbox in order to stay current with group activity.
  8. Select Create.Create group pane with all information filled out
  9. If you’re ready to add members to your newly created group (you aren’t able to add external users at this time), continue with the create group wizard. Otherwise, select Not now. You can always come back and add group members later.
O365 – How to join a group?

 

  1. Open Outlook on the web.
  2. In the navigation pane, under Groups, select Discover. (If you don’t see Discover, click More at the bottom of your groups list. Once all of your groups are displayed you should see the Discover link.)Discover button on the navigation pane in Outlook on the web
  3. All available groups will be listed in alphabetical order. Select the one you want and click Join. If the group is public, you’ll see a confirmation message and become a member right away. If the group is private, type a reason why you want to join > Send.

    TIPS:

    • How do you know at a glance whether a group is private? It’s noted at the top of the group card, as in this example.
    • Sample group card with "private group" highlighted

    Once you’ve joined a group you’ll receive a welcome message that contains important information and links to help you get started. If the group is public, you’ll get the message right away. If the group is private, you’ll get the welcome message after you’ve been approved by group owner.

Invite others to join a group

  1. Open Outlook on the web.
  2. On the left navigation pane, select the group you want to invite others to join. You can only invite people from your school or organization. If you want to invite a guest user from outside your organization, you’ll have to use the add/remove process. See Add guests to a group for instructions.
  3. Do one of the following:
    • On the menu bar, select More group actions The More group actions icon. > Invite others.A screenshot of the Invite others button on the Group settings menu.
    • At the top of the page, select the name of the group, and select More actions More actions icon. > Invite others.A screenshot of the Invite others button on the Group card.
  4. Do one of the following:
    • Select Copy to copy a link to the group to your clipboard. Paste the link into a message to share it with others.
    • Select Email to open a compose window with a link to join the group.
YCCD Login – How do I login for the first time?

Logging into Login YCCD for the first time

 Following these step-by-step instructions will activate your YCCD Login Account. Once your account has been activated, from within YCCD Login, you will be able to login to many services provided by YCCD. Additionally, you will be able to recover or reset your password and you will be able to use multi-factor authentication using your trusted devices such as your mobile phone, alternative email address (non-yccd) as well as third-party verification services/products such as Google Authenticator and YubiKey.

Step by step instructions:

Step 1: Login Information

We have already created your account within YCCD Login, you just need to log in and finish configuring it.

This step-by-step process will guide you through the whole process and your account will be active within few minutes.

Let’s Get Started:

  • Go to https://login.yccd.edu
    • Enter your WebAdvisor-ID in the username field
    • Enter your WebAdvisor-password in the password field
    • Click the ‘Login’ button (see ‘Figure 1’ below).
  • Next, Click on the ‘Continue’ button to enable ‘Challenge Answers’ feature. This feature will allow you to reset your password (see ‘Figure 2’ below).
  • Now navigate to Step 2…

 

Figure 1

Figure 2
YCCD Login - Login step 1b

You have completed step 1; move on to step 2.

Step 2: Enabling 'Challenge Answers' Feature (required)

Enabling ‘Challenge Answers’ Feature will allow you to reset your password by prompting you to answer the questions you will select in this step.

  • Pick 5 of 10 questions and answer those questions (see ‘Figure 3’ below).
    • Tip: write down the questions you have selected and their answers for safe keeping. You may need to refer to them, should you forget your password and need to reset it.
    • Once you have selected and answered the 5 questions the ‘Continue’ button (see ‘Figure 3’ below) will appear.
    • Clicking on it will complete the Self-Service process (see ‘Figure 4’ below)
  • Congratulations, you are done. Click on ‘Try to continue logging in’ link to continue (see ‘Figure 4’ below).
  • Next, we will enroll your mobile phone, alternative email address, and mobile authenticator.
    • These steps are not required but will greatly enhance the security of your account.
      • At any time you will be able to modify these security settings from within your PortalGurard account.

 

Figure 3 YCCD Login - Challenge Answer

 

Figure 4
Portal Guard - End-User Self Service Screen Pompt

You have completed step 2; move on to step 3.

Step 3: Enrolling your mobile phone to reset your password (optional)

Enrolling your mobile phone will list your phone as a trusted device for your account, which YCCD Login servers can use to send you secret passcodes as text messages or voice calls that will allow you to reset your password.

  • The passcodes can also be used in addition to your password for added security measure such as ‘Multi-Factor Authentication’.
    • To enroll your phone enter your phone number in the field and press the ‘Continue’ button (see ‘Figure 5’ below).
  • To complete the mobile phone enrollment process enter the ‘One Time Passcode’ that you received on your mobile phone via text message and then click on the ‘Continue’ button (see ‘Figure 6’ below).

Figure 5PortalGuard - enrolling mobile phone

 

Figure 6
PortalGurad - mobile phone access code

You have completed step 3; move on to step 4.

Step 4: Enrolling your personal email to reset your password (optional)

Enrolling your personal email address (alternative – non YCCD email). In addition to the mobile phone, the alternative email address can be used to reset your password.  This can come in handy when you do not have access to your mobile phone.

  • To enroll, enter your personal email address ( cannot be your yccd email address) and press the ‘Continue’ button (see ‘Figure 7’ below).
  • Congratulations, you have now enrolled your non-yccd email that can be used to reset your password. Click ‘Try to continue logging in’ link (see ‘Figure 8’ below)

 

Figure 7PortalGuard - enrolling non-yccd email address

 

Figure 8PortalGuard - email enrollment complete

 

You have completed step 4; move on to step 5.

Step 5: Enabling Google Authenticator (optional)

Enabling Google Authenticator. It is very simple to setup and easy to use; in a couple of minutes you will be up and running leveraging the latest ‘n greatest secure technologies have to offer.

  • To get started, select the type of phone you have and click ‘Continue’ (see ‘Figure 9’ below).
  • Now you will see a  QR code (see ‘Figure 10’ below)
  • From your mobile phone:
    • Download and install the ‘Google Authenticator’ app on your mobile phone.
    • Next, open the ‘Google Authenticator’ app
      • The app may prompt for your permission to access to phone’s camera; allow it.
    • Now point your phone’s camera towards your computer screen allowing it read the QR code on your computer screen
      • Once your phone reads the QR code it will generate passcode
        • enter that code on your computer in the ‘One Time Passcode’ field and click on the ‘Continue’ button  (see ‘Figure 10’ below).
  • You are all done. Click ‘Continue logging in’ (see ‘Figure 11’ below) and you’ll be logged in.
    • Note – From this point forward, when you log in to YCCD Login, you will be prompted to enter ‘One Time Passcode’ which you would obtain from the ‘Google Authenticator’ app on your mobile phone.
  •  Welcome you are now looking at your YCCD Login dashboard (see “Figure 12′ below).
    • We are working diligently to enable ‘Single Sign-On’ functionality on the majority of our systems so stay tuned.

Figure 9PortalGuard - enable mobile auth

 

Figure 10PortalGuard - qr code

 

Figure 11PortalGuard - Continue prompt

 

Figure 12PortalGuard-Dashboard

 

Congratulations!!

You have Activated your YCCD Login Account.

 

 

 

 

How do I forward my @yccd.edu emails to an email account of my choice?

How do I forward my @yccd.edu emails to my personal email address?

#1 — log into https://outlook.office.com/yccd.edu. (Your college supplied Office 365 Account). Use your Webadvisor Credentials to log in. Here you find out how to obtain your YCCD login credentials

#2 – on your “home screen” click on the “gear icon” on the top right of the menu bar to access your settings

email screen

#3  In the Settings dialog — enter “forwarding” in the “Search all settings” field on the right panel on your screen. Then click on the “Forwarding” topic returned in the search results

Email screen shot

#4  enter the email address you wish to forward to. Important — make sure you accurately enter in the correct email address. Take your time.

email forwarding screen

 

#5  Test by sending an email to your yccd.edu address.  Make sure the email is forwarded correctly.  If you have any difficulties or have questions, contact us

Need further assistance?
Don't hesitate to contact us