Many of the tools you use on the SCU campuses on a daily basis can also support working remotely, but read the fine print below.
Duo 2FA: Learn how to setup here
- If your office phone is currently your only second factor authentication method (after you’ve entered your primary authentication, which is typically your password), you will need to enroll another device (e.g., cell phone, home phone) to access Email, Workday, and Financials remotely.
- If you use a hardware token or TouchID for Duo, add another authentication device such as a home phone or cell phone in order to access PS Financials remotely via the VPN. The VPN does not support hardware tokens or TouchID.
- Employees can request a free hardware token from the Technology Help Desk.
- Use the Bypass Code “vending machine” to get a one-time token you can use at any Duo 2FA prompt.
- Instructions on how to enroll additional authentication devices may be found here: https://www.scu.edu/technology/get-connected/duo/2fa-quickstart-guide/
Using a University Owned Computer (Laptop or Desktop) at Home
- IMPORTANT: Before removing a computer from campus, log into the computer while on the campus network to verify you have an account on the computer and to allow the computer to get updates before removing from the campus network.
- Dell desktop computers do not have built in WiFi. If you will need WiFi at home, you will need to acquire a USB-WiFi adapter
- Dell desktop computers do not have a camera or microphone. If you will be using Zoom, you will need a Webcam.
- You will need to install the VPN software and connect to our campus network once every month (30 days) to validate your Windows and Office licenses.
- Some secure resources such as financials, student information and HR performance reviews require VPN.
- If you need access to departmental shared network drives (J:\ and L:\ drives, typically), you will need to install the VPN software to access those drives from home. Please contact the Technology Help Desk at (408) 554-5700 if you need assistance with this. You do NOT need the VPN software to access Google Drive shares.
- Update your calendar to share your working hours, your work location, and when you’ll be out of the office:
- When you respond to a calendar invitation, you can indicate whether you will be joining virtually on in a meeting room:
- If you have files on your work computer’s hard drive that you need to access remotely and they do not contain Social Security Numbers, Driver's license numbers, financial account numbers, or PHI (Protected Health Information), you can upload them to your SCU Google Drive (using your SCU account, not a personal account).
- Do not upload files containing Social Security Numbers, Driver’s license numbers, financial account numbers, or PHI (Protected Health Information) to Google Drive or any other cloud drive (including Box, Dropbox, and Microsoft OneDrive). Use a Network Drive instead (see the entry for Network Drives below for more information about this resource).
- Learn how to use Google Drive here
Group Chat in Google
- To keep in touch across departments or project teams, you can set up a Google Chat group.
- Add Google Chat to Gmail: https://support.google.com/a/users/answer/9789873
- Learn more about Google Chat: https://support.google.com/a/users/answer/9299928
- Learn more about Spaces for teams or projects, within Google Chat: https://support.google.com/a/users/answer/11219858
If you are using a home computer to work from home, please ensure the following:
- Use an AntiVirus/Anti-malware solution such as Sophos. You can download a free version of Sophos Home here: https://home.sophos.com/en-us
- Keep your computer patched and up-to-date. Enabling automatic updates for your Mac or PC is the first step to keeping your computer protected.
- Instructions for Macs are here: https://support.apple.com/en-us/HT201541
- Instructions for PCs are here: https://support.microsoft.com/en-us/help/311047/how-to-keep-your-windows-computer-up-to-date
- Do not download and store work files onto your home computer. Instead, access them via Google Drive or Network Drives (see those entries for more information about using these resources)
- If you share the computer with family members, do not keep browser windows to your SCU Email, Drive, Workday, or other application open for others to view. Close and Log Out of the application before others use the computer
- Be aware of increased frequency of phishing and scam emails relating to COVID-19. Malicious actors often take advantage of times of heightened stress and confusion.
Quick tips for speeding up your home internet
- Has it been a while since the machine was restarted? Restart the machine.
- Connecting to theWiFi
- Move yourself physically closer to the router
- If you have a choice use your 5.0 Ghz network instead of the 2.4 Ghz
- A real throwback...if you are able try connecting via ethernet cable to the router
- Are there possible freeloaders on your machine?
- Hardware freeloaders: every phone, tablet, baby monitor, Ring/Nest, etc. use valuable speed; coordinate family time on devices
- Software freeloaders: close (do not hide) all applications, websites, etc. not in use at the time you are doing work on the internet or Zooming
- Website freeloaders: close all unnecessary websites like Facebook, Twitter, music, etc.
- For additional details click on the full guide to Tips for Speeding up your Home Internet.
- To access Network Drives from off-campus, you must use the VPN. (See the VPN entry below for more information about using the VPN)
- Once connected to the VPN, you can access your network drives following these instructions: https://www.scu.edu/technology/get-help/faqs/network-drive-mapping/
- Desktop Phones: Use the "Desktop Phone Settings" tile on the SCU Login portal to:
- Forward your campus phone to another number, such as your mobile phone number
- Turn "Do not distrub" mode on or off for your desktop phone
- Voicemail: Use the "Voicemail" tile on the SCU Login portal to:
- Enable voicemail-to-email notification
- Listen to, forward, or delete voicemail messages
- Jabber: Jabber is not a formally supported service, but is available to the campus community. Use Jabber to make and answer calls from your computer or mobile device, as if you were using your SCU desktop phone.
- User guides and other information
- VPN client software must be installed on the computer you are using away from campus (such as your work laptop or home computer) for secure remote access.
- Instructions for accessing the VPN, including downloading and installing the client software, can be found here: https://www.scu.edu/technology/get-connected/networking/how-to-access-vpn/
- The VPN requires Duo 2FA. If your office phone is currently your only second factor authentication method, you must enroll another device (home landline or cell phone) to use the VPN from off-campus. See the Duo 2FA above entry for more information.
- Hardware tokens and TouchID do not work with the VPN. At this time, only voice phones, mobile phone apps, and SMS (text) passcodes work with the VPN.
- Workday is available via the SCU Login Portal from off-campus.
- Workday requires Duo 2FA. If your office phone is currently your only second factor authentication method, you must enroll another device (home phone, cell phone, hardware token) to access Workday from off-campus. See the Duo 2FA above entry for more information.
- Some staff may need to use the VPN in order to access advanced functionality in Workday remotely. Please see the VPN section above for instructions. At this time, only voice phones, mobile phone apps, and SMS (text) passcodes work for with the VPN for Duo 2FA.
Zoom is a web conferencing tool that allows you to meet remotely or create recordings. It is good for office hours, teaching live remotely, and for capturing short, no frills videos.
Zoom is accessible from a computer or a smartphone, and it is possible to invite non-SCU affiliated people to join virtual meetings. The Zoom interface includes a variety of features such as chat, screen sharing, annotation tools, and breakout rooms to enhance communication, as well as the option to record. It is fully integrated into Camino (SCU's instance of Canvas).