This guide is intended to serve as a repository of resources available to Students, Faculty, and Staff in recognition of an evolving work culture that includes flexible work schedules, and occasionally working/learning remotely.
This guide may also be used to inform a work-from-home approach in response to an emergent event, such as pandemic, extreme weather, or other catastrophic scenario that would temporarily require many day-to-day business operations to continue from home.
Please test your access to UVM services from home in advance! This is an important step in preparing to work remotely.
Working Remotely Preparation Checklist
The following checklist is intended to provide a general idea of equipment and connectivity requirements needed to work remotely successfully.
Know your UVM account credentials
It is important to know your UVM NetID, password and multi-factor tool as you will need these to log in to UVM services remotely.
- To change or reset your UVM NetID password, visit account.uvm.edu.
- If you do not know your UVM NetID, please contact the UVM Help Line.
- Check that you have more than one method (e.g. Duo mobile app and a set of offline codes) registered for approving multi-factor authentication requests by visiting account.uvm.edu.
Computers
- Faculty and Staff – It is recommended that you use a UVM owned computer when working from off-campus as it already meets the requirements of our security policy.
- UVM owned computing devices should only be used by UVM staff member(s).
- Screensavers must lock the screen with a password after no more than 10 minutes of inactivity.
- Bring home all the essential parts of your computer to make it work, as well as cables, power supplies and power cords.
- Personally owned computers used to conduct University business should be updated with the most recent security patches and their hard drives should be encrypted.
- Do not store University data on unencrypted devices.
- Verify that you are able to connect your computer to the Internet.
- If you are using a Desktop that does not have Wireless built in, you should use an Ethernet cable to connect the computer to the Ethernet port on your home router.
- The Help Line can only offer very limited support for your home computer setup, especially regarding internet connectivity.
Internet Connectivity
- Accessing University services from off-campus requires a reliable Internet connection.
- While it is not available in all areas, high-speed internet service of 20/Mbps or higher is recommended for the best experience. Network speed testing tools/sites are available to help you evaluate your situation.
- You must know your the password to your Wi-Fi network if you plan to connect your laptop to your wireless router.
- The University’s IT Help Line is NOT able to fix issues with Internet Service Providers (e.g. Comcast, Burlington Telecom, Fairpoint, WCVT). Please contact your ISP for support if you experience general Internet connectivity problems.
- An Ethernet cable may be required to connect Desktop computers to your home router.
- Your UVM email account is used for all official University communications. It is important to ensure that you are able to access your UVM email at all times.
- Email is accessible through your Outlook Client even from off-campus locations. Email is also accessible through your web browser at Outlook Online.
- For help with adding your UVM email account to your computer, phone, or tablet – please see this guide.
- It isn’t necessary to send yourself materials via an external email service in order to work remotely. Please keep all University protected data on University systems, most of which are listed in the Recommended Software and Resources below
Recommended Software and Resources
In addition to services like Outlook Online and the Brightspace learning management system, we’ve compiled a list of software and services that can be used to make working remotely more productive.
Not all software listed here will fit everyone’s use case – use the list below to find the resources that meet the needs of your workflow.
Microsoft Teams
Microsoft Teams is a collaborative communications platform that can be used to hold online meetings, share and collaborate on documents simultaneously, or to chat with other members of your team, offering a more instantaneous alternative to email.
For a better experience, it is recommended that you use a USB headset for improved audio quality when attending online meetings.
- Learn more about MS Teams
- If you’d like recommendations for how to outfit your conference room with video conferencing equipment, please submit a help ticket.
OneDrive
OneDrive is a cloud-based storage and synchronization service operated by Microsoft as part of its Office Online suite.
Microsoft Office 365
Microsoft Office (Word, Excel, PowerPoint, Outlook) is offered at no charge to current UVM students, faculty, and staff for use on up to five devices, including computers (including your home computer), smartphones and tablets.
Accessing Network Folders
We’ve created “how-to” guides for connecting to the Shared drive, Zoo, and other network storage systems. Note that accessing network folders from off-campus may require the use of Cisco Secure Client VPN software.
SharePoint Online
SharePoint Online is a collaboration and document management tool. You can use it as a secure place to store, organize, share, and access information from a variety of devices. All you need is a web browser, such as Google Chrome or Firefox.
Duo Multi-Factor Authentication
Duo Security is a multi-factor authentication tool used by the University of Vermont to protect some UVM services. Upon logging into a Duo-protected service, you will be required to perform an additional authentication step. Most commonly, this is via a Push notification to a registered smart device.
Virtual Desktop (VDI) for Working Remotely
Enterprise Technology Services has expanded its Virtual Desktop Infrastructure offerings to include two new VM pools. These pools are intended to meet the needs of UVM affiliates who require access to a reliable and patched Windows system and do not have access to a UVM-owned computer.
- These VDI pools will allow affiliates to use their personally owned computers to safely and securely connect to University systems remotely.
- Learn more about Virtual Desktop Infrastructure (VDI)
Cisco Secure Client VPN
Most UVM services do not require the use of VPN – there is no need to run the VPN client for email, MS Teams, access to the uvm.edu website, Brightspace, etc.
UVM’s Virtual Private Network service allows remote users with UVM credentials to securely access resources that are normally only available to on-campus users. The most common use cases include Accessing Network Folders (shared drive, netfiles, zoofiles) and connecting to Zebra or Banner Administrative Pages.
If you do not already have access, you may request access at https://go.uvm.edu/vpnrequest.
Cisco Jabber VoIP
The Cisco Jabber client is a communications software that allows you to answer and make phone calls directly from your computer or mobile device.
Suggested Equipment
Depending on your particular use case, the following equipment may be optional. While these recommendations should offer better overall video and sound experience, using the built-in webcam, mic, and speakers on your laptop can get you by in a pinch.
Headset (Headphones w/ Mic)
The recommended equipment for participating in calls or online meetings through your computer is to use a USB or Bluetooth Headphone/Microphone headset. A headset generally offers better sound quality than the built-in speakers and mic of your computer.
- If you don’t have a headset, you may be able to use existing headphones paired with the built in microphone of your computer to participate in calls/meetings.
- Devices like AirPods may work in a pinch.
Webcam
While nearly all laptops now ship with built-in webcams, if you plan to attend online video meetings through services like Microsoft Teams, you may want to invest in a higher quality webcam that will provide a higher resolution image.
Microphone
The built-in microphone on your laptop will get you by in a pinch, but these devices often lack the sound clarity desired when making calls through services like Cisco Jabber or participating in online meetings through Microsoft Teams.
- Consider using a headset as described above.
Speakers
As a general rule, using the built-in laptop speakers while participating in online meetings or calls should be avoided. The sound from the speakers is often picked up by the microphone which results in an echo or static to other participants in the meeting. If the nature of the discussion is sensitive, you should avoid using speakers when in public places.
- If you must use your internal speakers, mute your mic until you need to chime in to the call or meeting.
Ergonomic Considerations
There are increased hazards with working remotely, including less daily movement, working from dining room chairs or living room couches, and isolation.
UVM Environmental Health and Safety has prepared instructions and recommendations to minimize these increased hazards, which can be found at https://www.uvm.edu/safety/ergonomics-workplace.
Remote Teaching/Learning
Teams: Setting up your Class Team
We’ve created a guide focused on setting up your class team and scheduling meetings for your class within Microsoft Teams.
Teams: Remote Lectures for Students
We’ve create a guide to assist students with installing and logging into Microsoft Teams, learning how to join a class team created by their professors, and how to join an online meeting.
Virtual Votey (CEMS faculty and students only)
Virtual Votey is a virtual computer lab that is configured to have some of the software available on lab computers in Votey. The intention is to provide a remote platform where students can run costly licensed software without having to be in Votey Hall.