Keep working during prolonged campus or building closures

At Indiana University, if you need to work from home, consider the following technology issues in advance:

  • Computer equipment: Do you have adequate computing hardware at home? You will need a laptop or desktop computer that can function reliably, if you don't use your work computer at home. Also think about any peripherals you might need, such as a printer, scanner, webcam, headset, and/or a second monitor. If you're considering a purchase, see ComputerGuide: Deals by vendor, recommendations, and common questions.
  • Connectivity: Do you have a high-speed internet connection at home? Many high-speed solutions are offered in the area of most IU campuses, including cable, DSL, and fiber. Contact your local provider of choice for information about services, pricing, and estimated installation dates.
  • Security: Take proper security measures on your home computer before connecting to IU resources. Be sure to install all the updates for your operating system, and have an updated antivirus application installed and a firewall enabled. If you don't, your computer is at risk for being infected with a virus, worm, or other malware, which might prevent you from finishing your tasks.
  • Access: You will need your IU username and passphrase to access many IU resources (such as One.IU). Also, be sure you have what you need for Two-Step Login (Duo).
  • Email: You have multiple options for checking your work email, including using your default web browser or configuring a stand-alone email client. Select the best way for you to read your IU Exchange mail.
  • Applications: IU offers many university-licensed software packages for day-to-day work requirements. These software options are available virtually though IUanyWare, or you can download and install them directly from IUware.
  • Store files: Do you need to store and share files? Depending on your requirements, IU offers multiple options though the Cloud Storage Portal. For more about available services, see Store and share your individual files at IU.
  • Videoconferencing: Use Zoom to connect remotely with an individual or a group. Zoom provides audio, video, and collaboration tools either via the web or through a standalone application on your computer or mobile phone.
    Note:

    Zoom at IU offers several features and options that can help you maintain the integrity of your Zoom meeting or webinar. For tips to help secure your Zoom meeting and also help prevent Zoombombing (where uninvited users enter your Zoom meeting and use the screen share feature to display inappropriate content), see Prevent Zoombombing using Zoom privacy and security features.

    Important:
    • You shouldn't record meetings that may involve critical data or FERPA protected information (for example, advising sessions or individual discussions with students regarding their education records, including grades). Meetings involving FERPA-protected student information and Protected Health Information (PHI) should not be stored on the Zoom cloud service or on Kaltura. If you have a requirement to record a meeting that will involve FERPA or critical institutional information, consult with the appropriate Data Steward on storage and retention requirements.
    • If you plan to use Zoom to host meetings that involve any type HIPAA-regulated personal health information (PHI), whether or not the meetings are recorded, you must use a Zoom Health account.
  • Collaboration: All students, faculty, and staff can use Microsoft Teams to collaborate in a common space; see Get started with Microsoft Teams at IU. Some departments have also opted to use Slack for office communications.
  • VPN connection: Some IU resources require a VPN connection if you're accessing them from off campus.
    Important:
    • Use the IU VPN only under one of these conditions:
      • If you are trying to access a service you can't get to another way.
      • If your IT Pro has told you that you need to use it.

      Generally, you won't need to use the VPN if you are a student. For example, you don't need a VPN connection to:

      • Use learning tools, such as Canvas, Zoom, or Kaltura.
      • Read your IU email over the web.
      • Work with your files in Box.
    • If you have difficulty with the VPN: Try using IUanyWare (doesn't require a VPN connection).

      For example, you can use IUanyWare's Remote Desktop Connection app to remote into a device on campus. Additionally, IUanyWare's Chrome browser allows you to access sites as if you were on campus.

      In IUanyWare, search the available apps to find what may be helpful.

    • On the IU network: You cannot connect to the VPN, as it is for off-campus use only.

      If you receive a 1329 error when attempting to connect to the VPN, try connecting using a non-eduroam or non-IU Secure connection.

Additional considerations for faculty or staff: If you need to use remote desktop, departmental servers or resources, UniCom, or other services used by your department, you may need to speak to your IT Pro for help replicating your workplace setup at home. If you don't know who your IT Pro is, contact your campus Support Center.

This is document home in the Knowledge Base.
Last modified on 2020-08-25 15:26:35.

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