GC IT Remote Work Guidance

In the event that routine work or academic functions are disrupted due to prolonged campus or building closures, you may find it necessary to work from off campus. We provide a variety of services to connect you with colleagues remotely so that work can continue uninterrupted.

In preparation, you should make sure you have tested your access to the following equipment at home:
  • A Laptop or desktop computer.
  • A Microphone - this may be built into your laptop or computer, or you may use an external device such as a USB microphone or headset.
  • A Webcam - a camera may already be built into your laptop, but you can also use an external USB camera for video conferencing.
  • Internet - either commercially provided (e.g., Comcast, Fios), or a wireless hotspot through your mobile phone.
  • Security - Don’t forget to review Cybersecurity Awareness materials on securing yourself at home.
Be prepared and test your access to your equipment and resources at home on a regular basis. If you do not have equipment at home that meets these standards, please consult with your supervisor.

Working Remotely

GC E-mail

Your employee e-mail offers access to your calendar, contacts, and task management tools that are accessible anytime, anywhere. Sign in with your GC Credentials here.

Meet & Chat Online

Microsoft Teams combines modern online meeting technology with persistent chat (similar to Slack), file storage, and collaboration. The full functionality of teams is available to faculty and staff, but anyone you invite can join a Teams meeting. To get started, you can log in to Microsoft Teams from your web browser or download the Teams app onto your laptop and phone from Microsoft using your CUNYFirst login credentials. Training resources are also available online.

Additionally, Cisco’s WebEx Meetings and WebEx Teams platforms will help with online learning and meetings for the remainder of the spring 2020 semester. Faculty and staff can go to ConnectCunyWebEx and use their @login.cuny.edu username and password to begin using WebEx Meetings now. Please refer to the ConnectCUNY Webex Accounts Quick Start Guide​ to get started.

Access Your GC Phone/Voicemail

Check the voicemail FAQ for instructions to retrieve your messages from outside the office.
You can also set up your call forwarding on your work phone to your home or personal cell. 

Temporary Virtual Private Network (VPN)

Due to current capacity limitations, please only connect to the VPN when using a service that requires VPN and be sure to disconnect from the VPN when you are no longer using that service. We currently have very limited capacity.
Please note that most GC and cloud resources, such as Dropbox, Office 365, and OWA E-mail don't require the use of VPN.
GC's Virtual Private Network (VPN) creates a “tunnel” between your computer and the campus network that identifies you as a member of the GC community when you are not connected directly to the campus network, allowing you access to restricted networked resources. Most GC and cloud resources don't require connecting to the VPN. If you need to access resources that require connecting to VPN, please get approval from your department head and have them e-mail IT Services.

Store Files in the Cloud

Please prepare to move files you will likely need to either Dropbox or OneDrive for easier access if they do not contain confidential/PII data, and take any training you need to use these services. If you need space on SharePoint to move files with confidential/PII data, e-mail IT Services and open a work order.
When you save your files in one of our cloud file storage options, you can always access the latest version of your files no matter where you're located as long as you're connected to the internet. CUNY adopted the Acceptable Use of University Data in the Cloud Policy, and it should be reviewed before storing, synching, and/or sharing data in any of cloud service

Make Sure Your Personal Computer is Updated and Secured

If you don’t have a GC-issued laptop, you’ll need to take extra steps to ensure your work stays secure:
  • Apply updates: enable automatic updates on your computer to keep your system secure and up-to-date. Mac | Windows
  • Install anti-virus software: McAfee anti-virus software is available to faculty and staff for free and will protect your computer from viruses, malware, and other unauthorized access. Mac | Windows
  • Maintain a secure backup of your files: use OneDrive or Dropbox to safely store your files in the cloud rather than on your local hard drive of your personal computer.
  • Use strong passwords: make sure your computer, laptop, or tablet requires a strong, secure password to access it.
  • Lock your computer: when your computer is not in use, make sure you lock your computer to prevent unauthorized access.
    • Mac: Go to the Apple menu and choose Lock Screen or press Command+Control+Q. To automatically lock the screen when the screen saver turns on, click Apple menu > System Preferences > Security & Privacy. Click the General tab and select the option to require a password after sleep or screen saver begins.
    • Windows:  You can lock your computer screen by pressing Windows Key + L or by pressing Ctrl+Alt+Delete and choosing Lock. To set your PC to lock automatically when the screen saver pops up go to Control Panel > Appearance & Personalization > Change screen saver and then check the box for on resume, display logon screen.
Remember, even though you’re working remotely, you’re not alone. If you need help, contact IT Services. All work orders can be initiated via: Information Technology
it@gc.cuny.edu
it.cuny.edu 
 

Submitted on: MAR 13, 2020

Category: IT - Alerts