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.
Working Remotely Preparation Checklist
Know your UVM account credentials
It is important to know your UVM NetID, password and multi-factor tool as you will need these to login 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. home phone, cell phone, DUO mobile client) registered for approving multi-factor authentication requests by visiting account.uvm.edu.
- 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 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 along with their 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.
- 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 WiFi 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 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 – mail.uvm.edu
- 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
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 improve 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 is a cloud-based storage and synchronization service operated by Microsoft as part of its Office Online suite. Your UVM OneDrive account offers 1TB of storage, which enables you to share and access files from all of your Internet-connected devices.
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, MyDocs folder, Zoo, and Netfiles. Note that accessing network folders from off-campus may require the use of Cisco AnyConnect VPN software.
Sharepoint 2016 is an online 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 site, you will be required to perform an additional authentication step via Push notification to a smart phone or tablet, SMS text, or phone call.
Virtual Desktop (VDI) for Working Remotely
Enterprise Technology Services has expanded its virtual desktop infrastructure offerings to include two new VM pools, which 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 laptop computer.
- These new 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 (VDI) for Working Remotely
Cisco AnyConnect VPN
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 being Accessing Network Folders (shared drive, netfiles, zoofiles), or connecting to Zebra or Banner Administrative Pages, submitting Famis requests.
Access is only enabled for Faculty and Staff by default, however, Students 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.
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.
- Tip – 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.
- Tip – Devices like AirPods may work in a pinch.
- Jabra Evolve 40 MC – USB wired headset, with 3.5mm headphone jack.
- Logitech USB Wired Headset H390 – USB Headset with Noise Cancelling Mic.
While nearly all laptops now ship with built in webcams, if you plan to attend online video meetings through services like MS Teams, you may want to invest in a higher quality webcam that will provide a higher resolution image.
- Logitech HD Pro Webcam C920 – Widescreen Video Calling and Recording, 1080p Camera, Desktop or Laptop Webcam.
The built in microphone on your laptop will get you by in a pinch – but these devices often lack sound clarity desired when making calls through services like Cisco Jabber, or participating in online meetings through MS Teams.
- Consider using a headset as described above.
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.
- Tip – If you must use your internal speakers, mute your mic until you need to chime into the call or meeting.
There are increased hazards with working remotely, including less daily movement, working from dining room chairs or living room couches, and isolation.
UVM Risk Management and Safety has prepared instructions and recommendations to minimize these increased hazards, which can be found at www.uvm.edu/riskmanagement/ergonomics.
Call Forwarding Alternatives
Telcom & Network Services has received many requests to allow forwarding of Nortel phone numbers to cell phones as folks anticipate working remotely. Unfortunately, the Nortel phone system used by most UVM affiliates dose not support call forwarding features that would allow your UVM phone extension to ring your personal cell phone or home number.
There are two suggested options to handle this situation:
You can re-record your Nortel Voicemail message to include the appropriate cell phone number so that callers can reach you directly.
To Record your greeting:
- While logged in to your mailbox, press 82.
- Press 1 for external greeting, 2 for internal greeting, or 3 for temporary greeting.
- Press 5 to record. Wait for the tone, then record.
- Press # to end your recording. ►To play your greeting, press 2.
- Press 4 to return to your messages.
You can allow all calls to go to your Nortel Voicemail mailbox; you will need to check Voicemail frequently and return calls as needed.
To log in to your Nortel mailbox to check voice mail messages:
- Dial 656-9930
- Enter your mailbox/phone number, then press #
- Enter your password, then press #.
Hardware Repairs and Service
The Client Service Hardware Team supports computer repairs on Apple and Dell hardware. In the event UVM faculty and staff need to work remotely in response to COVID19, the Computer Clinic and Hardware Repair services will close temporarily, at which time we’d suggest you reach out to Apple or Dell directly for support with hardware troubleshooting and repair.
Apple* support can be found:
- Online: https://getsupport.apple.com/
- Phone: 1-800-275-2273
Dell support can be found:
- Online: https://www.dell.com/support
- Phone: 1-800-456-3355
Safeware support can be found:
- Online at: https://www.safeware.com/Solution-Center
- Phone: 1-800-800-1492
Teaching Continuity - (Remote Instruction)
Teams: Remote Lectures for Instructors
We’ve created a guide focused on using Microsoft Teams to create your class team, create an invitation code to invite students to your class team, how to schedule online meetings for remote lecture, as well as how to present within an online meeting.
Teams: Remote Lectures for Students
We’ve create a guide to assist students with installing and logging into MS Teams, learning how to join a class team created by their professors, as well as 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.