Working Remotely

Connect Your Computer

1. Set Up Your Computer
   You will need a laptop or desktop computer that can function reliably. 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 what special offers are available through the University. View the Quick Start Guide (PDF) for taking your work computer home.*
   
   * Check with your division’s IT group before taking your work desktop computer home.
2. Secure Your Computer
   • Use a separate device and account. While it can be a challenge, try to avoid using devices shared with others for remote work unless completely necessary. Always ensure others have separate accounts from your own.
   • Install all required updates to your device’s operating system, applications, browsers and browser extensions. Criminals can find ways to exploit unpatched systems in order to access and steal data. Applying required updates significantly lessens this risk.
   • Use a secure, password-protected wired or wireless network. Criminals can compromise public Wi-Fi to steal data, so avoid using public Wi-Fi when possible. If you must use public Wi-Fi, use the University’s virtual private network (VPN). See Wi-Fi Security for more information.
   • Keep your data secure. Whenever possible, save and edit all data using cloud storage services (Google Drive, UChicago Box, or Microsoft OneDrive) rather than on a local computer or external storage device. Sensitive data requires the highest level of security and privacy protection, and must be stored in accordance with the University’s Data Classification Standard. If you are confused about where you can safely store and share sensitive data, please see the UChicago Data Usage Guide.
   • Install antivirus software. The University’s supported antivirus software available to students, faculty, and staff at antivirus.uchicago.edu. Ensure that your device has a screen timeout or lock, if left unused. A good guideline is 20 minutes for a desktop, and five to 15 minutes for a laptop. Make sure that a strong password or PIN is required to unlock your device. See the End-User Device Policy for more information.
   • View IT Security policies provide additional guidance on working remotely. Familiarize yourself with the Guidelines for the Secure Management of IT Infrastructure Systems That Process, Transmit, or Store Confidential Information and other IT Policies.
3. Connect to UChicago
   You will need your CNetID to access many UChicago resources. Also, be sure you have what you need for two-factor authentication (Duo).
   
   Some UChicago resources (such as library databases, local file shares, and remote desktop connections) are available only to users on campus or those connected to our virtual private network (VPN). If you need to connect to these UChicago resources, download the VPN application. You may need to log in with your CNetID and password to access the VPN application.
   
   If you need journal access, use the proxy.

Communicate with Colleagues

Phone and Voicemail

The Cisco VoIP desk phone can be forwarded to ring all calls at a home or mobile phone. This should be configured from campus.

1. To forward to a phone line, press CFwdALL.
2. Press 9, 1, and then the area code and phone number.
3. Hear confirmation tone and see flashing arrow in top right corner of phone and “Forwarded to XXXXX” in bottom left corner.
4. To cancel call forwarding, press CFwdALL.

IT Services provides a Single Number Reach service that can route calls sent to your office phone to up to three alternate phone numbers.

You also can have your voicemail messages sent to your email using SpeechView. Messages are sent as audio files with a short transcription of the message. Submit a request in the Self-Service Portal for SpeechView.

If you need additional guidance or support, please contact IT Services.

Other Tools 

Applications

• You can download key applications, such as Microsoft 365, onto your home computer. Review all applications for collaboration in the IT Services Service Catalog. If an application is not listed, please contact IT Services.
• You can access Workday through the web. Log in with your CNetID and password.
• You can access your GEMS account through the web. Log in with your CNetID and password.
• Find email addresses and phone numbers by using the UChicago Directory.

Free Productivity and Time Management Courses

IT Services provides free online courses through LinkedIn Learning to help you stay productive while working at home. Course recommendations for successful remote work include the following:

• Working Remotely
• Managing Virtual Teams
• Time Management: Working from Home

Digital Signatures

While use of digital signatures for internal University documents is encouraged, digital signatures on University contracts and agreements with third parties may only be used by University employees who are authorized signatories under applicable University policies. Learn more on the UChicago Box Sign Quick Reference Guide.