Work remotely

This guide points to useful resources for working remotely that are available to UIndy faculty and staff. Please prepare in advance any tools you may require.

Internet access at home

You can improve WiFi at home by knowing what affects network performance plus other tips/suggestions.

Need Internet Service?

Many Internet providers are providing discounts or waivers for Internet access due to COVID-19.  Visit the following providers to see if an offer may apply to you or be available in your area.

  • AT & T—Qualifying new customers will receive two months Internet access free.
  • Charter/Spectrum—free Spectrum broadband and WiFi access for 60 days to households with K-12 and/or college students who do not already have a Spectrum broadband subscription.
  • Comcast—New customers will receive 60 days of complimentary Internet Essentials service.
  • Xfinity—Xfinity WiFi hotspots across the country will be available to anyone who needs them for free – including non-Xfinity Internet subscribers. For a map of Xfinity WiFi hotspots, visit www.xfinity.com/wifi.

Test your access to the following equipment at home

  • Laptop or desktop computer with access to the internet: You may use commercially-provided internet or a wireless hotspot through your mobile phone.
  • Mobile phone with installed app for video conferencing.
  • Microphone 
    • A microphone is built into your University-provided laptop.  One may also be built into your personal laptop or computer.
    • You may use an external device such as a USB microphone or headset with built-in microphone. Headsets you already have for your phone may also work with your computer.  
  • Webcam
    • A camera is already built into your University-provided laptop. One may also be built into your personal laptop or computer. 
    • You may use an external USB camera for video conferencing. 

Communicate and collaborate online

Google Workspace

Google Workspace is UIndy’s productivity tool suite providing many options for faculty, staff, and students to interact seamlessly.  

Chat

Google Chat is an online messaging tool providing a means to converse in real time.

Meet with video conferencing tools

UIndy has two video conferencing options available. Review the following document to compare the features and determine which solution best meets your needs. 

Compare Google Meet to Zoom

Google Meet

Google Meet is a video conferencing app available for scheduled or impromptu video and/or phone calls. Meet may be accessed on your computer, mobile phone, or tablet. 

Zoom

Zoom is an online meeting and synchronous learning platform that provides video and web conferencing services.  Zoom may be accessed on your computer, mobile phone, or tablet.

Access software

Access UIndy phone and voicemail

  • Extended Absence Greeting - You may wish to change your voicemail message to reflect your time away (e.g. dates of absence, if you are checking your messages)
  • Checking Voicemail Remotely - All voicemail messages will continue to be fed through to the users’ email as a .wav file for audio listening and on those accounts where applicable, a message transcription will accompany.
  • Call forwarding - When approved by a departmental supervisor, a phone can be forwarded to another extension on campus using the following instructions.

Request VPN access if needed

Many UIndy services are available from off campus, but a few services are not available from off campus without using the UIndy VPN (e.g. Banner Admin Pages, EMAS, Home Directories, some academic software). If you need to access these services remotely, complete the following steps:

  1. Request access to the VPN by submitting a Help Desk Ticket.  
  2. Download and install the UIndy VPN software.
  3. Connect to the UIndy VPN.

Note: Depending on your home network setup, you may not be able to print to your home printer while logged into the VPN. 

Follow information security best practices

Below are some suggestions and best practices to keep the University's sensitive information secure while working remotely. 

  • Sensitive data - Sensitive information, such as student and employee records, should generally be kept in the system of record.  When working from home on your personal computer, information should not be downloaded and stored locally on your personal computer.  Store sensitive information in Google Drive and secure your Google account with 2 step verification.
  • Keep your computer up to date - Be sure to keep your computer up to date with the latest security patches.  If you are running Windows 7 on your personal computer, Microsoft is no longer issuing updates for your operating system and your computer will most certainly become vulnerable to malware, spyware and hacking.  Upgrade immediately.
  • Make sure you have anti-virus software on your personal computers and keep it up to date. 
  • Enable Google 2-Step Verification on your Google account.
  • Use secure WiFi - WiFi in public spaces will often not use encryption, and thus some activities are susceptible to interception. Always use secure WiFi networks (typically, you’ll know it’s secure as a password is required).
  • Use Google Shared Drives - Working with and sharing documents has never been easier than it is with Google Shared Drives.  Additionally, Shared Drives provide several security features that make it more secure than other means of sharing and working with documents.
  • Protect yourself from COVID-19 fraud - Cyber criminals may send emails with malicious attachments or links to fraudulent websites to trick victims into revealing sensitive information or donating to fraudulent charities or causes. Exercise caution in handling any email with a COVID-19-related subject line, attachment, or hyperlink, and be wary of social media pleas, texts, or calls related to COVID-19.
    UIndy IT encourages individuals to remain vigilant and take the following precautions.
    • Avoid clicking on links in unsolicited emails and be wary of email attachments.
    • Use trusted sources for up-to-date, fact-based information about COVID-19.
    • Do not reveal personal or financial information in email, and do not respond to email solicitations for this information.
    • Verify a charity’s authenticity before making donations.