Teaching staff: IT related matters to consider for ensuring a smooth start for a course

Software:  

For every course, there is an automatically generated MyCourses workspace, based on Sisu information.
MyCourses offers wide range of possibilities for sharing materials: files up to 400 MB, media via Panopto service, and tools for activation and communications. In some cases, you might need other software, too.

Plan the software that you will use on the course at least six months beforehand.  

1. In case of a new license, check that there are no restrictions on the use of that software in terms of e.g., GDPR (General Data Protection Regulation).  

   Things to consider when acquiring new software:  
   5 questions before acquiring software or digital services (aalto.fi) 
   IT contract guidelines (aalto.fi) 
   Procurement of Information Systems (aalto.fi)

   You can ask for support for acquiring software by filling a form: Support for acquiring new software (selfservice.esupport.aalto.fi) 

   For getting the software installed to the centrally managed computers with automation, please fill in the software packaging form at least one month before: Software Packaging (aalto.fi) 

2. In case of existing license (software is already installed to the class or VDI), check that it works as planned: 

   Is the software version correct? 
   Is the software version working as planned?  

You can check the existing classroom software from booking.aalto.fi under each classroom’s information or from wiki: 
Aalto IT Windows Classroom Software List - Aalto Windows - Aalto University Wiki
Aalto IT Mac Classroom Software List - AaltoMac - Aalto University Wiki

For single software licenses and the licenses for small groups, you can make the purchase directly from Ilona IT in accordance with the University’s procurement regulations: http://www.ilonait.fi (contact person: Harri Niemi). The licenses via Ilona IT are usually for administrative and/or research use. Ilona IT increases the visibility for schools’ common license expenses. 
 

Virtual Desktop (VDI):

If you use VDI on your course and need modifications to it, please inform the IT Service Desk at least 2 weeks before. For example if a specific software or Teamwork storage space needs to be set up. More information of VDI: VDI brings a classroom computer to your home (aalto.fi)  
 

Data: 

If the course produces data for later use (for example research projects) in university, plan beforehand how the data is managed and archived. This kind of data should not be stored in personal folders.  
 

AV needs: 

Teaching spaces are planned to meet different needs. Make sure to list your needs for AV equipment in the space already when the curriculum is planned. This helps ensure that the room booked has a suitable equipment. You can check the existing lecture room & classroom equipment from booking.aalto.fi under each room information. You can also use the search on the front page to find a room with specific software or equipment. 

Please do a technical rehearsal for your course. Practice using the lecture room’s computer, camera, microphone, and check that they are all in proper working condition. Make sure you have a plan B available in case there is a disruption in services. Please see the AV system instructions: AV - presentation technology Quick Guides | Aalto University. AV system trainings are organized in the beginning of the academic year. 
More info for asking help: AV expert services | Aalto University
 

Tools: 

Explore suitable tools, such as polls, breakout rooms, and chat functions for interaction. Integrating these tools effectively can enhance student engagement and participation. More information about collaboration tools:  

Online meeting tools - Teams and Zoom | Aalto University 
Collaboration tools (sharepoint.com)
Microsoft Whiteboard: installation and introduction | Aalto University 
Home - OPIT - Aalto University Wiki 

Thank you for your co-operation. Your dedication to these preparations will significantly contribute to a positive and enriching learning experience for our students.  

If you encounter any challenges or require assistance, please do not hesitate to contact [email protected].