Staff Working Remotely

As the University continues to monitor the local, national, and worldwide incidence of the coronavirus and the illness it causes, COVID-19, faculty and staff members are asked to review the University policy on Flexible Work Arrangements.


Quick start:
  • If you need access to restricted resources, connect to the UD VPN. This is a limited resource: disconnect from the VPN service when you are not accessing restricted resources.

  • Forward your phone. If you do not have access to your office phone, submit a request to Telephone Services to activate call forwarding.


The following information is divided into six main sections:


Be prepared.

Test and update your technology in advance. UDIT recommends updating your devices and testing your connections, equipment, and access as soon as possible.

If you have a UD-managed device

  • Restart your device to make sure that all updates are applied.
  • If you have any questions, contact your IT Professional or the IT Support Center.

Departments and managers

  • Take inventory of your staff technology and Internet access at home.
  • Purchase any required technology in advance.
  • Contact Technology Support if you have a staff member who needs temporary Internet access for guidance on the best prices/solutions.
  • Talk to your staff about any exceptions or special accommodations they may need so you can plan work accordingly.

Check your two-factor authentication settings

  • Review your Two-Factor Authentication (2FA) settings in My UD Settings to ensure that you will be able to receive your codes from your remote location.
    • Check how you get your code. UDIT recommends that you set up Google Authenticator on your phone if you haven't already.
    • Review and update phone numbers (include a home number if applicable for backup.)
    • Print out scratch codes for emergency use.

Check your password reset communication methods

  • Review the communication methods in My UD Settings to verify that you still have access to all your listed methods in case you need to reset your password.

Install and update

Test VPN connection

  • Test your secure access to UD resources (UD VPN) if you need to access UD resources or business systems currently restricted to on-campus use. As this is a shared resource, disconnect from the VPN service when you are not accessing restricted resources. 

Set up a safe workspace

  • Set aside a room or space in your home so you can work free of disturbances.
  • Don't share your work devices with family members, roommates, or others. If you don't have a dedicated work device, discuss the situation with your supervisor.
  • Report any stolen work devices immediately to the police and to secadmin@udel.edu

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Meet and chat online

Use Zoom to conduct conference calls, face-to-face meetings, interviews, or group chats. Zoom can accommodate face-to-face meetings remotely with up to 300 participants. 

Getting started

Zoom chat

  • Use Zoom chat to quickly send messages to team members also using Zoom.

Schedule a Zoom meeting

During a Zoom meeting

Purchasing devices.

Departments looking to purchase devices for their employees should review the required specs for any new machine. 

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Get connected.

Having access to a reliable internet connection is crucial for many employees' job functions. Below is a list of some options for gaining access, or improving existing access, to the internet.

Through you or your department's carrier

  • For remote wireless internet access options, you can reach out to your personal cellular carrier (Verizon Wireless, AT&T, etc.).
  • Those departments that already have a cellular account established, should also have a point of contact designated. That point of contact should be able to assist you in ordering a MiFi, if needed.

AT&T

  • UD staff and faculty using University-owned devices are eligible for the FirstNet Plan with Unlimited Talk & Text/Unlimited Data/Unlimited hotspot.

    • Cost: $45 (not including fees and taxes)

    • Please note the converting to a new phone plan may temporarily disconnect your service and require rebooting your device.

    • AT&T ordering contact: Alyssa Knaub (AS6893@att.com)

Verizon Wireless

  • UD staff and faculty using University-owned devices may sign up for the Verizon Public Safety Plan with Unlimited Data.

    • Cost: $50 for unlimited talk/text/data with hotspot (not including fees and taxes)

    • Verizon ordering contact: Matt Wilchinski (matthew.wilchinski@verizonwireless.com)

  • If you have additional questions, feel free to reach out to telephone-services@udel.edu.

Additional paid options

  • Unsure of what broadband providers are available in your area? This map can help you find out.
  • Those who live in Kent and Sussex county may be able to use Bloosurf.

Free/discounted options

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Stay in touch.

Staying connected while working remotely also includes being reachable by your office phone.

Call forwarding & voicemail

Understand how to forward your UD phone to your current work location and check your UD voicemail remotely.

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Get support.

We know that sometimes technology does work the way you expect. To avoid complications and save time, make sure you are contacting the right support group for your problem.

University equipment and applications

  • Contact the UDIT Support Center or your local IT Professional for assistance accessing and using University equipment and applications.

Zoom

Internet

  • Contact your home Internet service provider for assistance with Internet connectivity and speed.

Computers and devices

  • Contact your computer manufacturer for assistance with your laptop or desktop hardware and peripherals. 

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Be vigilant.

Keep devices and data secure by following the Secure UD Essentials best practices.

Email hacking

Hackers are taking advantage of public anxiety about COVID-19 by sending fake messages that appear to be from the World Health Organization and other authorities regarding work-from-home guidance, local outbreaks, or charitable solicitations.

Turn off smart speakers (Amazon Echo, Google Home, Apple HomePod, etc.)

Studies have shown that although smart speakers are only supposed to start recording when they hear a key phrase, they are always listening to detect those phrases (which means they'll pick up any conversations or sounds in range). To ensure that any Zoom calls or other verbal conversations stay private, unplug your non-essential, home-use smart speaker or remove that speaker from the room. 

Learn about related resources.

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Details

Article ID: 703
Created
Tue 3/10/20 10:18 AM
Modified
Fri 3/27/20 3:34 PM

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