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Guide to Working Remotely

This guide points to useful resources for telecommuting and working remotely that are available to UGA faculty and staff in the College of Family and Consumer Sciences. Most ways to work remotely need to be set up from campus before they can be used, so read through this guide and prepare in advance any tools you require.

Meet virtually with video and voice

A variety of web-based video conferencing platforms are available. Options include:

Videoconferencing 

  • Zoom makes it easy to share screens and host real-time video conversations. A phone conference line is included with your Zoom meetings. Zoom is aligned with Family Educational Rights and Privacy Act (FERPA), a federal law that protects the privacy of student educational records and the Health Insurance Portability and Accountability Act (HIPAA), a federal law that protects the privacy of medical information.
  • Skype for Business allows you to conduct a video/chat with up to 50 participants and a meeting with up to 250 participants, and is aligned with HIPAA and FERPA

Connect to the UGA network with a VPN

To access certain protected resources on the UGA network, telecommuters will need to use the Cisco AnyConnect secure virtual private network (VPN) client and ArchPass.

  • A VPN is an application on your computing device that establishes a secure connection to a network.
  • ArchPass is UGA’s two-step login solution that provides an extra layer of security to help protect UGA accounts. 

A VPN connection is not needed for web-based UGA resources and services, such as UGAmail, uga.edu web pages, and UGA Office 365 applications.

  • UGA Cisco AnyConnect VPN Client: free to current students, faculty, and staff. UGA Cisco AnyConnect VPN Client software is available for MacOS, Windows, and Linux. UGA Cisco AnyConnect VPN Client may also be accessed from mobile devices, including iOS, Android and Chrome, by downloading the Cisco AnyConnect client from the appropriate app store.
  • ArchPass: is UGA's phone-enabled, two-step login solution, powered by Duo. It is required for access to several University systems, including the vLab, the Remote Access VPN and systems that hold sensitive or restricted data.

Prepare in advance:

To access items as if you were on campus, you’ll need:

  • UGA Cisco AnyConnect VPN client software.
  • ArchPass enrolled device
  • Location and information on how to connect to any resources you need for your work or studies
  • The internet address or name of your computer for a remote desktop connection, if needed.

When working remotely:

  1. Connect to your home internet connection and open the Cisco AnyConnect VPN Client. Follow the instructions for using the software to connect to the UGA network (Using ArchPass to access the VPN.)

Collaborate with others using online productivity platforms

Collaboration platforms empower you to work with peers from different locations, and if your work is stored in the cloud you can access it from anywhere with an internet connection.

Office 365 is web-based and accessible via the internet. It offers online word processing, spreadsheets, presentations, storage and more.

You can collaborate on documents shared through OneDrive for Business

Access UGA administrative systems

You should be able to access many UGA administrative systems from your UGA laptop or desktop from home.

Prepare in advance:

  • All campus administrative systems require two-factor authentication (2FA), so be sure to enroll the device you’ll use in the UGA’s ArchPass to verify it’s you when you sign in. – Here is a video to show you how to Enroll new devices.
  • You can utilize Remote Desktop Services to connect to your work computer, and then you can access UGA administrative systems in the usual way just as you would from your normal office computer. Please see section entitled “Utilizing Remote Desktop Services” in this document for more information on Remote Desktop Services.
  • Check with Office of Technology and Instructional Services staff for information about remotely connecting to specific systems your department uses.

When working remotely:

  • Connect using the Cisco AnyConnect VPN client, if necessary, to remotely access the UGA network.
  • Authenticate with the system you need to access, with ArchPass, if necessary.

Teaching Remotely – eLC

UGA’s learning management system, eLearning Commons or eLC, is powered by the Brightspace platform. Many resources are available on the College, University, and Vendor support sites. OTIS will be your first line support for any issues during regular business hours. After hours and weekends, the University System Help Desk is available (https://d2lhelp.view.usg.edu/s/ or 1-855-772-0423)

Remotely access, store and back up files to OneDrive

UGA’s OneDrive for Business is a cloud-based solution for storing, syncing and sharing files. All users have 1TB of storage available through their UGA account.

When accessing OneDrive for Business off-campus, you will need ArchPass, powered by Duo, to log in.

Guide to using UGA OneDrive for Business.

Utilizing Remote Desktop Services

Remote desktop services allows you to access your work computer through another computer with a connection to the Internet. Your icons, programs, and printers will all be available. You can even transfer files between UGA systems.

Be sure to review and practice safe computing procedures that are outlined later in this document.

To use remote desktop services:

  1. Your work computer will need to remain powered on (you can be logged out, but the computer must not be turned off).
  2. You will need to know your work computer’s current IP address or name. If you need help finding your IP address or computer name, contact OTIS support staff.  Please provide the Property Control Number of the computer that you wish to connect to on-campus remotely.
  3. You will need to download and use the UGA provided Cisco AnyConnect VPN client, if you don’t already have it installed.
  4. You will need to successfully connect to the UGA VPN before attempting to access your work desktop remotely. 
  5. Open Remote Desktop Connection on your computer and enter the IP address or name of your work computer. View Screenshot
  6. Click on “Show Options” at the bottom left corner and enter your login credentials in the form of MYID\*YourMyID* View Screenshot
  7. Click on Connect and finish entering your credentials.

Accessing a Network Drive – “Mapping a Drive” (M drive, P drive, R drive, etc..)

You may map a Department Shared drive on your home computer to access your work files on a shared file server.

In order to map a drive:

  • Connect to the UGA Cisco AnyConnect VPN.
  • ArchPass is needed to connect to the VPN; this is UGA’s two-step login solution, powered by Duo.

Windows instructions are below. If you have a MAC please contact OTIS so we can walk you through that connection.

Windows:

Once connected to the VPN, open this Word document and click a link inside for your department shared drive. This will prompt you again for your Myid credentials, once entered the window to the share will open.

Web-Based Storage

UGA’s OneDrive for Business is a cloud-based solution for storing, syncing and sharing files.

Phone and voicemail

Telecommuters can access voicemail from home. You will not be able to forward your phone to an outside number without special permission and intervention of telephone services.

Get software

Many software programs you use at work can be downloaded to your personal computer for working at home. You can download Office365 software at www.ugamail.uga.edu. For additional instructions, you can watch this helpful video.

Certain products, like SPSS, are only licensed for UGA-owned equipment. Please submit a helpdesk ticket with OTIS for access to this software.

Practice safe computing

Protect your computer, identity, and privacy. Download free antivirus software, and learn how to protect yourself on the web.

  • All UGA owned computers should have TrendMicro Apex One Security software installed and running.
  • Home users should have anti-virus software installed on all personally owned computers and can follow this Guide to safe computing.
  • Use safe email practices and report any abuse, harassment, or suspicious email to abuse@uga.edu.
  • Be mindful of phishing attempts, and follow the best practices to avoid phishing scams recommended by the Office of Information Security.
  • Understand appropriate use governing the use of UGA computing and networking resources.
  • Don’t accept untrusted certifications if warned by the browser’s security.
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