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.
- Employees can request a free hardware token from the Technology Help Desk. They only work with Chrome or Firefox browsers, and you must enroll it before it will work as an authentication method. However, these tokens will not work with the VPN (VPN is required for Financials as well as some advanced Workday screens).
- 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
- During this time of working remotely you can work with your supervisor to borrow your on-campus computer equipment to use at home.
- Before taking a computer off-campus, approval from your supervisor is mandatory.
- You will need to coordinate with your supervisor to gain access to your office on-campus.
- IMPORTANT: Before removing the 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, we recommend using a Webcam. Contact Media Services if you need a Webcam.
- If you are borrowing a loaner laptop from your department, you may need to verify with your department that you have the appropriate account or admin rights to be able to use the laptop from home. You will need admin rights to install software or add a printer.
- 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.
- If you have files on your work computer’s hard drive that you need to access remotely and they do not contain sensitive data, 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 group chat in Gmail.
- To get started:
- First, enable Chat within Gmail. Go to your email inbox on the web. Click on Settings (the gear icon) and select Chat. Select the radio button that says "Chat on," then click on "Save changes." This will reload the Gmail window with Chat enabled.
To start a group chat, click on the plus sign in the Chat window, then select "New group." Type the names or email addresses of the people you want to include in the group chat. When you've added everyone, press Enter.
You can see who is in the group chat, or add and remove people, by clicking on the person icon within the group-chat window.
- 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://www.sophos.com/en-us/products/free-tools.aspx
- 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 modem
- 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
- 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/
- When working away from campus, you must use SCU’s VPN to access PS Financials. (See the entry for VPN below for more information about using the VPN)
- PS Financials requires Duo 2FA. If your office phone is currently your only second factor authentication method, you must enroll another device (home phone, cell phone) to access PS Financials from off-campus. See the Duo 2FA entry above for more information.
- 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.
- You can forward your campus phone to another number, like your mobile phone number. Instructions for setting this up are here, under Common Phone Operations:
- Please be aware that once you've fowarded your campus phone number, voicemail messages will not be available in campus voicemail system.
- If you call someone from a personal landline or from your mobile phone, you can prevent your phone number from being displayed on your recipient's phone or CallerID device: Dial *67 followed by the number you want to call. When you use *67, the person you are calling will see a message like "Caller ID Blocked" or "Private Number" instead of your phone number. Note that *67 will not block your number for toll-free numbers, or for emergency services like 911.
- Your voicemail messages can be delivered to you through email. Instructions for setting this up are here, under Voicemail:
- You can check your voicemail remotely. Instructions are here, under Voicemail:
- 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 with the VPN.
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).
- Learn how to use Zoom here.