Working Remotely

If you’ve been asked by your supervisor or the university to work remotely, ITS can assist with the information you might need to create a successful remote work environment. Our services and applications can help connect you with colleagues and on-campus systems to make remote work possible. We have increased functionality with our Microsoft Office365 offerings and encourage the use of these resources to work virtually, yet still collaboratively and seamlessly.

ITS will continue to offer our HelpDesk assistance throughout any limited or restricted work periods. Our service catalog is always available 24/7 for incident tickets and requesting assistance of technology personnel.

For information on teaching and learning remotely, please use UofL's Blackboard services and guides provided by the Delphi Center.

Letter from our CIO / Vice Provost on working remotely.

ITS asks that, based on HR guidelines, each supervisor to review their department or unit’s procedures and communicate expectations for remote work, especially with regard to technology needs.

Faculty and staff with university-owned laptops or devices should opt to take their device home to work. Departments may choose to permit employees to take home desktop computers only if circumstances demand and approved by a supervisor. University-owned computers and laptops taken home, however, must only be used for university business. Each department should maintain a complete inventory of computers and peripherals removed from campus and record information upon return.

You may use a personal computer to work remotely so as long as the device is in compliance with UofL policy on computing devices and you are not downloading and storing sensitive information that could be a security risk. If you have concerns about equipment availability in order to work remotely, please consult your supervisor or Tier1 personnel.

Employees should first consider the access to or viability of using technology at home. This includes testing the readiness and ability of your equipment and resources. You may need to modify your existing equipment to accommodate a remote working environment with updates and/or downloading applications.

Basic equipment recommendations include:

  • Laptop or desktop computer - To work successfully from off-campus, you'll need a reasonably recent computer running an up-to-date operating system to ensure software compatibility and security protections. We recommend that PCs be running Windows 10 and Apple computers have macOS 10.14 (Mojave) or later.
  • Microphone – For web conferencing, the best audio access is through a microphone. Your laptop or computer may have a built-in microphone or you could use an external device or headset.
  • Webcam – For video conferencing, a camera may already be built into your laptop. Otherwise, external USB cameras can be used to participate in online conferences.
  • Internet – You will need to have a stable and fast internet connection to support email, chat, file sharing, online meetings and other day-to-day work tasks. We recommend 10-20 Mbps upload and download speeds for most standard work activities.

An individual's responsibility for information security and HIPAA privacy compliance will still apply in all working remote environments, whether on a university-owned computer or personal device.

You will want to make sure that you are up-to-date with our DUO product for access to all systems requiring two-factor authentication. We recommend that the DUO app is set up on more than one device or phone for easier accessibility (especially if your office phone number was a contact method). Additionally, all browsers used for web access must be up-to-date for DUO to function properly. Please see additional information on our UL2FCTR webpage or contact the ITS HelpDesk for assistance.

Specific university systems and drives require the use of a VPN in order to work remotely:

Most online systems or software do not require the use of a VPN, these include:

  • ULink
  • PeopleSoft Financials
  • PeopleSoft HR
  • PeopleSoft Student System
  • Email (Outlook or Online)
  • Sharepoint Online
  • Teams
  • Office 365
  • CardBox
  • IPPhone application

Global Protect is the Virtual Private Network (VPN) offered by UofL’s ITS. Our VPN provides you with secure access to University services and the Internet when you are anywhere off-campus. Our VPN also allows you to create an encrypted connection between your off-campus computer and the campus network so that you, with your UofL credentials, can access your work PC or remotely connect to a networked drive.

Our GlobalProtect VPN service is easy to use and accounts are available to all in the UofL community. We highly encourage the use of a VPN in any situation where you are using open-access WiFi to go online or need additional measures to ensure the security of your online university remote work.

MORE INFO SET UP DOCUMENTATION

You will need a VPN account and Global Connect software installed on the remote (off-campus) computer. ITS recommends requesting that your Tier1 check that the office PC is properly set up to allow remote access.

The computer you will want to access on-campus must remain on (sleep mode fine).

You will need to know the name of the on-campus computer (i.e. Device Name):

  • Right click on Start button > System or Settings > System > About
  • Under Device Specifications > Device Name

Using the off-campus computer:

  • Open your GlobalProtect VPN Panel
  • Connect using your UofL credentials (username/password)

Once connected via VPN:

  • On PC, select Remote Desktop Connection
    • Under computer: Device Name then dot AD dot louisville.edu
      (example: ITS-MP19GATN.ad.louisville.edu)
  • Click connect and you should be connected to the log-in screen on your on-campus computer.
  • Log-in to computer/AD using your UofL credentials.

To end your session, you will need to close the window of your Remote Windows (click X at upper corner) and disconnect the VPN in the Global Connect panel on your off-campus computer.

With our Office365 software, you can easily attend online meetings, share files, co-author in real-time, and be productive from anywhere. See Microsoft's information on working with various options

If your department or unit is part of our Microsoft Campus Agreement, you have availability for use of all Office365 software products installed on up to 5 devices. See our listing for more information.

Everyone in the UofL community has access to the online O365 suite of products. Just signing in to your UofL Outlook email via outlook.office.com allows free access to the O365 system on up to 5 devices. Look to the upper left for a 3x3 dot navicon, click to see available product menu.

There are two ways to send automatic out-of-office email replies. The way you set depends on the type of Outlook service you are using for email.

For online O365, automatic replies are set under Settings > Mail > Automatic Replies. For more detailed steps, we suggest MS support information.

For most Windows clients, it is found under File > Info > Automatic replies. For more detailed steps, we suggest MS support information.

For those using Outlook client on a Mac, you can use featured buttons under the Tools tab or Tools > Automatic Replies. For more detailed steps, we suggest MS support information.

Microsoft Teams is a great online platform for communication and collaboration no matter where you are located. Teams offers individual or group chat options, video meetings, file storage and integration with other MS tools.

How do I get a Teams account?

Microsoft Teams is included as part of UofL’s Microsoft Campus Agreement and is part of our online O365 offerings. All students, faculty, staff, and administrators already have access to Teams either as a download or online.

Log in to Teams using your UofL credentials. With any browser, go to their dedicated site and enter your email for UserID in the format: userid@louisville.edu.

For use on a desktop, the desktop client can be downloaded to your PC or Apple computer.

For use on a mobile device, mobile clients are available from the Apple and Google app stores. Direct links are available.

What training is available for Microsoft Teams?

Microsoft has a Quick Start Guide which is a downloadable PDF. Also, Microsoft has created several videos which demonstrate how to make use of the many features of Teams.

The training videos show people making phone calls from Teams. Can I do that?

UofL’s current version of Teams does not support dialing phone numbers but ITS is evaluating the possibility of adding this in the future.

Can I forward a phone to Teams?

Not at this time as UofL’s current implementation does not support forwarding calls to Teams.

I received an email to my UofL account about Teams that included a phone number. What do I do with that number and how does that work?

The phone number included in your Teams welcome message is the dial-in number for external parties to join a Teams meeting via telephone. Everyone at UofL has the same dial-in number but each Teams meeting is assigned a unique conference ID number when the meeting is scheduled. This makes each meeting separate and distinct.

Can I invite someone outside of UofL to a Teams meeting? Do they need to have a Microsoft account?

You can invite anyone to a Teams meeting. Simply include their email address in the meeting invitation. External (non-UofL) users can either dial-in by phone or join the meeting via the web by clicking on the link in the meeting invitation.

Can I share my screen in Teams?

Yes. Screen sharing is possible from within the Teams application.

I've been invited to a Teams meeting. Should I dial-in from a phone, or join via the Teams application?

ITS strongly recommends joining Teams meetings via the Teams application whenever possible. This enables a richer collaborative experience and reduces the load on the conference bridge.

I use a desktop computer without a web cam and microphone. Can I still use Teams?

A web camera and microphone are required to fully participate in a Teams meeting. People without a microphone should dial-in to meetings from a telephone in order to be able to participate in the conversation. The group chat and direct message features of Teams do not require a camera or microphone.

Can I join a meeting via the Teams application and dial-in at the same time?

Yes, but this is only recommended when using a computer that lacks a microphone.

Can I join a Teams meeting via the mobile application on my phone?

Yes. Please be aware that unless you are connected to a WiFi network, the Teams app will use your phone’s data plan.

  • Each user of our O365 Teams can create up to 250 teams to work with for collaboration.
  • Each user of our O365 can be a member on up to 1,000 teams.
  • Up to 5,000 people can be added to any individual team.
  • Up to 250 people can participate in a Teams meeting.
  • In your meetings, you can use a PowerPoint of up to 2GB in size.
  • Up to 100 people can be invited participants in any private group chat.
  • Each group chat can include up to 10 file attachments.

Low bandwidth capacity with your Internet can hamper the connection in Teams. Avoiding or minimizing the use of live video is the best way to cut down on excessive use of bandwidth. If you have recorded video or audio to share, it's better to upload it to OneDrive or Microsoft Stream and then share a link to that file.

  • Don't use or enable your video options, use the Teams call option to join the meeting
  • Always mute your microphone when not speaking
  • Click the "Turn off incoming video" selection from the menu (in the … option)

CardBox is our solution for data storage and sharing files within and outside of the UofL community. A Box integrated service, provides free, unlimited digital storage, collaboration with colleagues and integration of back-ups for Office365. For more information, see our webpage or sign up through ULink (My Page > IT Information > Computer Accounts).

Voicemail

You can access your voice mail from off-campus by calling 852-3435, then pressing the * key. You will be asked to enter your ID (your 7-digit phone number), then your voice mail security code or PIN (the same as on the office phone).

At this point you can listen to any voice mails you have, or access other features of the voicemail system.

If you are going to be out of the office and want to change your standard greeting to an out-of-office message, press 4 (Change setup options) then 1 (Change greetings). You can follow the prompts to change your standard greeting, or to set up and activate an alternate greeting.

To better manage your voicemail, you can have it forwarded to your email. You will be able to listen to your voicemail anywhere you can access your email. To set this up, please enter a work order requesting set up of the Single Inbox service. You will need to provide your phone number and email userID to complete this request.

Call Forwarding

You will want to consider forwarding your office phone to another device such as your cell phone. This can be accomplished using the CFwdALL or Forward all button on the front menu of your phone set (follow the steps provided).

If you are away from your phone working remotely, you can set call forwarding using the Self Care Portal. To request access to this portal, please submit a work order requesting access to the Self Care Portal. You will need to provide your name, UofL userID, and office telephone number. When access is set up you will receive an email with your log-in information.

To access the portal, go to the following URL in your web browser (Chrome required): https://ipphone.louisville.edu/ucmuser/. Note: VPN is required for off-campus access.

Enter your userID and the assigned password (note this password is for this portal only, not your ULink password).

To set up your phone to forward all incoming calls to another number:

  1. Click the Phones tab.
  2. In the left navigation pane, click Call Forwarding.
  3. Click the phone number on which you want to set up call forwarding
  4. Check the Forward calls to: check box
  5. From the Forward calls to drop-down list box, enter the phone number to which you want to forward all calls
  6. Click Save

Note: Please do not alter any other settings through this portal due to functionality restrictions.

We highly recommend signing up for UofL Alerts to receive real-time text messages from the University during an emergency.

Stay up to date with the University’s information on the nCoV2019 virus at their designated webpage.

Emergency Management oversees the prevention, mitigation, preparedness, response, and recovery activities that protect life, property, and the environment from all man-made and natural threats and disasters that impact the campus community and its neighbors.