Box provides easy-to-use unlimited cloud storage for Pomona College faculty, staff and students. With Box, you can securely create or upload any file type from any device, share them using a direct link, invite others to collaborate, and revise and review your files from anywhere.

 

Your Account

Each Pomona College student, faculty, and staff member is eligible for a Box account. Your account has an unlimited amount of storage. There is a 15 GB single file size limitation.

Department and project accounts are also available by contacting ITS. Both types of accounts are administered by ITS, who will assign co-owners to the account. These accounts exist indefinitely, even if a co-owner leaves Pomona College or is otherwise taken off the account.

Activating Your Account

If you are new to Pomona College, log in to the Campus Portal and look for the Box link to get your account created (for students the link will be in Computing and Email). Once your account is created, you should receive an account activation email to activate your account. After activating your account, log into Pomona College’s Box using Claremont Colleges Single-Sign On (SSO). To sign in, choose Pomona College from drop down list and enter your Pomona username and password. If you are already logged into another Pomona College application, you will be able to access Box without having to enter your credentials again.  If you have not received a Box account activation email, or if your invitation to join has expired (14 days after the email), please contact ITS. 

 

Getting Started

Once registered with Box, we suggest reviewing Box Support’s Getting Started for Beginners article. Other useful articles to help acclimate yourself to Box include:

In addition, Box offers courses on Box through Box University. To view available courses, select “Login with Box” on Box University’s homepage, then select “Use Single Sign On (SSO),” then enter your Pomona College email address. To sign in, choose Pomona College from drop down list and enter your Pomona username and password. Once logged in you will find a number of courses. We recommend new users complete the Box Education New User Course Series which will take you through several basic Box courses.

General Tips

When using Box to collaborate with others, try to limit the number of files in your folder and keep them well organized. If you have too many files, Box’s online version will split the files onto several pages making it difficult to find files. Box does, however, have a nice search feature, so it is helpful to be descriptive in your file naming. For example, putting the date as part of the file works well if you need to search by date. Finally, wherever you create file names, try to use underscores and dashes rather than spaces as many software files don’t recognize file names with spaces.

 

Apps

In addition to accessing your files through the Pomona College Box website, we recommend making use of Box’s desktop and mobile apps on your personal devices. In particular, we suggest using the appropriate Box app for your mobile device, rather than your device’s web browser. Otherwise, you may experience problems logging in due to differences in how mobile browsers interact with Box.

Box Desktop Apps

To easily access and edit your Box files on your personal desktop, Box offers two desktop apps:

  • Box Drive allows you to access your files directly on your desktop, edit them in any program, share and collaborate on files, and save them automatically to the cloud. For step-by-step instructions on installing Box Drive, please refer to Box Support article on downloading and installing Box Drive. In addition, you can find a number of articles to help get you started with Box Drive on the Box Support page. We suggest starting with the article Using Box Drive Basics, which includes instructions on how to search for files in Box drive.
  • Box Tools allows you to create and edit any file, including Office, CAS and photoshop, directly from your web browser, use the default application installed on your computer, and save files automatically to Box. For step-by-step instructions on installing Box Tools, please refer to Box Support article on Installing Box Tools. As with Box Drive, you can find a number of articles to help get you started with Box Tools on the Box Support page.

Box Mobile Apps

Box mobile apps allow users to access files online or off, share huge files without the need for attachment, view 120+ file types without downloading files and easily search for files and folders. For information on using the Box Mobile apps, please refer to Box’s Support for Mobile Apps page.

  • Box for iOS. To setup the Box for iOS app, download and open the app. Review the app permissions and select “Accept.” An initial login screen will appear; click “Log in” and select “My company uses single sign-on” at the bottom of the next screen. Login with your Pomona credentials, creating a pin passcode to access your Box documents. You may receive a notice indicating that a feature has been disabled. This is normal. Press “OK” to continue. For information on using the app, please refer to Box’s Support for the iOS app page.
  • Box for Android. To setup the Box for Android app, download and open the app and select “Log In.” Select “My company uses single sign-on” at the bottom of the login screen and login with your Pomona credentials, creating a pin passcode to access your Box documents. You may receive a notice indicating that a feature has been disabled. This is normal. Press “OK” to continue. For information on using the app, please refer to Box’s Support for the Android app page.

Other Box Apps

The Pomona College Box environment allows users to download any of the other apps developed and supported by Box such as such as Box Notes, Box Sync, Box Tools, and Box for Office, to be downloaded freely. To learn more about these apps and find instructions for downloading them, please visit the Box Support site, where you can select the product you are interested in.

Unofficial Box Apps

Pomona College ITS does not currently provide support for “unofficial” Box apps but if you are interested in the features and functionalities of these apps for Box, please feel free to contact the ITS Service Desk for assistance in matching your needs with appropriate apps. Based on the dynamic nature of the growing collection of apps that are being designed for Box, at this point in time recommendations are of a necessity limited.

 

Policies

No highly sensitive information should be stored in Box. The Claremont Colleges Appropriate Use Policy of Campus Computing and Network Resources and the Pomona College Use of Third Party Storage Policy applies to using Pomona Box accounts.

 

FAQ

General

How much space do I have on Box and what is the maximum size for a file?

Your space on Box is unlimited. The maximum size for an individual file on Box is 15 GB.

How do I collaborate with people who don’t have Box?

Pomona College does not establish college-managed Box accounts for non-Pomona College collaborators or others with whom you wish to share files. However, you can share files with anyone who does not have a Box account by creating shared links. Alternatively, Box.com provides free personal accounts with limited storage space and features.

What is the best way to organize files in a shared folder?

Try to have one folder per project, class, or section. Keep files organized logically and group videos, large data sets in sub-folders. Come up with a standard file naming convention to help the search function. For Zoom videos, try to incorporate the date into the name.

Example:

  • [CHEM-101]
    • [Zoom-Lectures]
      • 01-Mon-03-23-2020.mp4
      • 02-Wed-03-25-2020.mp4
      • 03-Mon-03-30-2020.mp4
    •  [Data-Sets]

Faculty

When should I use Box?

You need to ask yourself this: Can I achieve what I need using Sakai Resources? Generally, one of the compelling reasons why you may need to use Box is that your course files are too large to upload to Sakai resources. In general, this would be files that are less than 100 MB in size. If you have files that are over 100 MB then Box is a very good solution. While Box is fantastic it can add some extra steps, introduce some inefficiency, and scatter course content among a couple of systems. It is advised to give some thought one when to choose to use Box. Think about some of these things:

  1. Can I compress my videos or have them be of a smaller resolution?
  2. Can I cut that big voice annotated Power Point in to 2 or 3 smaller ones?
  3. Am I using images that are in the JPG format, if not consider conversion?
  4. Can I have students post their videos, somewhere on a cloud service of their choice, and have them simply provide to me a share link or post it into Sakai?

What are some examples of how faculty can use Box?

  • Box can access to all your critical course material from anywhere, on any device.
  • If you maintain a syllabus in Box, you can link to that syllabus in Sakai. This allows students automatically see the most up-to-date version of the syllabus.
  • Box can be used to augment Zoom cloud storage for recorded Zoom sessions/lectures.
  • Box can help you share material with colleagues and collaborators.

Are there any of the 7C's who do not have Box?

Yes, Harvey Mudd College does not have Box.

How do I share files with my Harvey Mudd students?

You can share files with anyone who does not have a Box account by creating shared links and allowing "content publicly available to anyone with the link." Users can view and download contents, by default. Alternatively, Box provides free personal accounts with limited storage space and features.

How do students upload to my Box folder?

To allow students to upload to your Box Folder, you need to set the correct share permissions. Box Support offers a complete set of instructions on setting Folder and Account Settings. All students should have access except for those from Harvey Mudd College and community auditors. You will need to add Harvey Mudd Students without an institutional Box account individually.

What happens to my account if I leave Pomona College?

Since a Box Enterprise account requires a valid Pomona College username/password, once a Pomona College account is closed, the account holder (except students) loses access to the Box account (and data within). The account holder should ensure he/she has a copy of the Box account data before leaving the college. To use Box after leaving Pomona College, go to Box.com and sign up for a new personal account.

Students

What happens to my Box account after graduation?

If you have created a Pomona Box account, it will be automatically transitioned for you to a personal Box account and be subject to the terms of service for a personal account. The disk quota will be 50GB. If you have more than 50GB in your Pomona Box account after the first week of December, you will not be able to store any new files until you bring your disk space usage below the 50GB quota. Please note that no files will be removed/deleted from your Box account if your quota is over 50GBs. If you need more than 50GB storage, additional space can be purchased through Box.com.

Staff

What happens to my account if I leave Pomona College?

Since a Box Enterprise account requires a valid Pomona College username/password, once a Pomona College account is closed, the account holder (except students) loses access to the Box account (and data within). The account holder should ensure he/she has a copy of the Box account data before leaving the college. To use Box after leaving Pomona College, go to Box.com and sign up for a new personal account.

 

Support

The Pomona College ITS Service Desk is available to help with Box for Pomona College users. In addition, the ITS Knowledge Base also has a growing collection of help articles. For help with issues that are not answered in the Knowledge Base, please contact the ITS Service Desk at servicedesk@pomona.edu or (909) 621-8061.