Hotspots

Hotspots

Overview

We have Verizon hotspots for our staff who need internet access while completing fieldwork, especially when they might not have a Wi-Fi network nearby that they can join. 
In departments where fieldwork is more common, some managers have a hotspot that they lend out to their staff to help better juggle availability around deadlines. There are a few at the front desk in Edina and Mankato to serve as spares that are available to the entire firm. 

Guidelines

  1. Hotspots owned by the firm are intended for work-related use only
  2. Priority for hotspot availability goes to fieldwork at client sites
  3. Be courteous of others' need for the hotspots
    1. Return hotspots to their assigned owner/reception when you are done using them so that it's available for the next person
    2. Checkout dates should be on or reasonably close to the dates needed, not on hold for multiple weeks at a time

Data Limits

The hotspots have a 15GB limit each month for data. Once the data limit is reached, Verizon significantly reduces speeds to that device for the remainder of the billing cycle. Please follow the guidelines mentioned above and take precautions to avoid exceeding the data limit, such as: 
  1. Use Wi-Fi networks that you trust if they are available to you
  2. Avoid streaming videos or other non-critical data-intensive activities while on the hotspot 
  3. Turn off the hotspot when you are done using it to avoid battery drain and to ensure that it disconnects from your computer
  4. On your computer, consider changing the settings for the hotspot's wireless network to be a metered connection 
    1. While connected to the hotspot:  Settings  >  Network & Internet  >  (Hotspot network name): Data usage  >  Enter limit


Connecting to the Hotspot

  1. Turn the device on
    1. Power button
  2. Press the Menu button (top of device) twice to navigate to '2.4GHz WIFI Info' or three times to navigate to '5GHz WIFI Info' then press the Power button

  3. View the following information to help you connect to the hotspot:
    1. Wi-Fi Name
    2. Security type
    3. Password (lock icon)

Borrowing a Hotspot

If there is a hotspot assigned to your department, try to borrow one there first if it's available. 

Anyone who needs to borrow a hotspot may ask for one at the reception desks in Edina and Mankato. Please note that the demand for the reception hotspots may exceed supply at times. 

Checkout Process 

The checkout process for hotspots has been streamlined -- all you need to do is: 
  1. Scan the QR code on the carrying case 
  2. Fill in the brief form with:  
    1. Your name 
    2. Your work email
    3. Which hotspot you're borrowing
    4. The dates needed
  3. Press submit
Each form submission creates a calendar event. The invite will be sent to the email entered on the form and as well as the resource calendar for the hotspot. 

Timely Return

Please return the hotspot to reception at your earliest convenience. There may be a quick turnaround for the next person who needs it.

Generally, reservations last a day or two a time; most reservations should be less than a week. 

Availability

If you would like to see if a hotspot is available for checkout at reception, you can find equipment calendars in Outlook by clicking on Add > From Address Book > select the calendar for the item. The names of the hotspot calendars begin with "Edina HotSpot #..." or "Mankato HotSpot #..."


Reporting if Lost

If you are aware of a hotspot going missing, please first search for it in its last known locations. If you are unable to find the hotspot, please submit a ticket to IT so that service to the hotspot can be suspended until it is found or terminated if it's ultimately lost. 

It's important to report a lost device in a timely manner so that no unauthorized use occurs and a replacement can be issued if necessary.

Recovery Measures

Identification Labels 

There are labels on both the carrying case and hotspot to identify it as firm property. It includes the reception phone number for the office the hotspot is based out of listed for contact information if the device is found.

AirTags

When notified that a device can't be found or is missing, IT can find the approximate location of the AirTag from its last ping to any Apple device.

The CR2032 coin battery should be replaced on an annual basis to ensure that the AirTag can keep working reliably as a recovery aid. Replacement batteries are available at the Edina and Mankato reception desks. Battery replacement for the AirTags should typically happen around December or January. 

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