Working Remotely: A Guide to Maintaining Continuity - Information Technology Services

Working Remotely: A Guide to Maintaining Continuity - Information Technology Services
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How to maintain continuity when you aren’t in the office or classroom
Both for routine and extraordinary events, it is helpful to be prepared to use technology tools that can help you stay connected to the workplace or the classroom from a remote location.
This guide offers useful resources available to George Mason students, faculty, and staff when working and learning remotely.
ITS recommends you stay in touch with your school or department IT support staff and leadership for guidance on best practices and resources for working remotely.
How to Get Help
ITS Support
is George Mason’s central point of contact for IT support and information.
Students
Tools and Technology You’ll Need
Make sure you know your passwords! Visit the
Password Management
website if you forgot or need to reset your password.
Sign up for
ITS Alerts
Gather the supplies you need to learn and communicate with others effectively. These may include:
Computer/laptop
Keyboard & mouse (if you’ll be working from a laptop)
Power adapters
Microphones & speakers (if your computer does not have them built-in)
Consider the applications you’ll need to use. These may include:
Canvas
Canvas knowledge articles
PVCL knowledge articles
Microsoft Teams
MS Teams knowledge articles
Office 365 Email
Office 365 knowledge articles
(email, OneDrive, Microsoft 365)
Two-Factor Authentication (2FA)
Two-Factor Authentication knowledge articles
Virtual Private Network (VPN)
Virtual Private Network knowledge articles
Zoom
Zoom knowledge articles
Collaboration Tools, Email, and Productivity
Email
Office 365 Email
is the official email system for George Mason students.
Collaboration & Productivity Tools (chat, web conferencing, document sharing, etc.)
Canvas
Microsoft Teams (MS Teams)
OneDrive for Business
Zoom
Students are granted a Basic Zoom account. This allows the hosting of up to 100 participants for a maximum of 40 minutes per meeting. If you require more than a Basic account, you may request an upgraded account at
Zoom
Email and Collaboration Tools Knowledge
Getting Software
Accessing Academic Software Remotely
Patriot Virtual Computing & Labs (PVCL) provides remote access to academic software. PVCL provides a standard computer lab image available in University Computer Labs. For information on how to connect or the software currently available, see
Patriot Virtual Computing & Labs (PVCL)
Microsoft Office Software
George Mason students can access Microsoft Office (Word, PowerPoint, Excel, etc.) at no cost. Each student may install Microsoft Office on up to five devices. See
Microsoft 365 Apps for Enterprise
for details and download instructions.
Adobe Software for Students
Students may purchase an Adobe subscription for personal use by purchasing directly with Adobe. Students may purchase individual subscriptions to Adobe Creative Cloud with discounted student pricing ($19.99/month-to-month or $239.88/full-year one-time). Details for student pricing can be found on
Adobe’s Creative Cloud for Students
page.
Eligibility for student pricing requires proof. If a student provides a school-issued email address during purchase, they are instantly verified. If they do not have a school-issued email address or their email address cannot be verified, additional proof of eligibility may be requested after purchase. Further proof of eligibility may include a school ID card, report card, transcript, or tuition bill issued by the institution with the student’s name, institution name, and current date. Details for proof of eligibility can be found on
Adobe’s Creative Cloud for Students Eligibility
page.
Connecting to George Mason Applications and Services
Connecting from home
For most types of work—email, cloud apps, collaboration platforms—you should be able to connect through your regular home internet service. Just navigate to the sites you need and log in using your NetID and Patriot Pass Password.
You may be prompted to use George Mason’s Two-Factor Authentication to complete the login process for certain websites/applications.
Connecting through a Virtual Private Network (VPN)
For some types of work, such as working in an application or service that can only be accessed through the George Mason wired or Wi-Fi networks, you might need to use the Virtual Private Network (VPN). The VPN allows a user to appear as if they are logging in from within George Mason’s network.
VPN How-to’s and Frequently Asked Questions
VPN Information
Continuity of Instruction
How to Use Zoom to Connect to Classes Remotely
Join a Meeting
Manage Audio & Video
Compute Safely
When working remotely, it is imperative to remain vigilant about data security. Additionally, be aware of the increased risk of phishing attempts and ensure your devices are protected with antivirus software.
These are recommended free antivirus options for personal computers.
Windows:
Avast
AVG
Sophos
Microsoft Windows Defender
Mac:
Avast
AVG
Sophos
Two-Factor Authentication (2FA)
is required for all students.
Review
University Policy 1301: Responsible Use of Computing
that explains what constitutes acceptable and appropriate use of campus computing and network resources
Get Support
If you need help while learning remotely, ITS is here for you 24/7!
Submit a help ticket
ITS Support Chat
Browse our
knowledge base
articles and
request a service
Faculty/Staff
Tools and Technology You’ll Need
Make sure you know your passwords! Visit the
Password Management
website if you forgot or need to reset your password.
Make sure you have your
Two-Factor Authentication
device(s) with you. If you only have one device registered, consider
adding another option
as a backup.
Ensure your devices are secure:
Install all patches and software updates
Review
Security Best Practices
Make sure you have
antivirus protection
Gather the supplies you need to do your job and communicate with others effectively. These may include:
Microphones & speakers for conference calls (if your computer does not have them built-in)
Keyboard & mouse (if you’ll be working from a laptop)
Power adapters
Physical files and records
Consider the files and applications you’ll need to use and test them before beginning remote work. These may include:
Canvas
Canvas knowledge articles
Microsoft Teams
MS Teams knowledge articles
Office 365 Email
Office 365 knowledge articles
OneDrive (work or school)
OneDrive knowledge articles
SharePoint Document Libraries
SharePoint Online knowledge articles
Two-Factor Authentication (2FA)
Two-Factor Authentication knowledge articles
Virtual Private Network (VPN)
Virtual Private Network knowledge articles
Patriot Virtual Computing & Labs (PVCL)
Zoom
Review George Mason’s
Flexible Work website
Sign up for
ITS Alerts
Collaboration Tools, Email, and Productivity
Email
Office 365
is the official email and calendar for George Mason. It can be accessed via the login at
mail.gmu.edu
using your George Mason credentials (NetID and Patriot Pass Password) and Two-Factor Authentication (2FA).
Office 365 knowledge articles
Collaboration & Productivity Tools (chat, web conferencing, document sharing, etc.)
Microsoft Teams
It is commonly used for chat, audio calling, video calling, screen share, and access to several additional Office 365 shared features:
MS Teams Quick Start
Intro to Microsoft Teams
Start Chats and Calls
Set up and Customize your Team
Collaborate in Teams and Channels
Work with Posts and Messages
MS Teams Training Videos
OneDrive for Business
Provides 1TB of cloud-based storage and uses Office 365 to store George Mason-related files in the cloud, making it easy to access your files and collaborate from anywhere and from multiple devices
OneDrive knowledge articles
Zoom
George Mason’s preferred cloud-based web conferencing tool for video and audio conferencing, collaboration, chat, and webinars across mobile devices, desktops, telephones, and room systems
Employees are granted a Pro Zoom account. This allows the hosting of up to 300 participants for a maximum of 24 hours per meeting. If your business needs require additional Zoom features, you may request an upgraded account at
Zoom
Schedule a Meeting
Host a Meeting
Join a Meeting
Manage Audio & Video
Recording
Share Content & Present
Accessibility Features
Host a Webinar
See all
Email and Collaboration Tools knowledge articles
for how-tos and FAQs.
Connecting to George Mason Applications and Services
Connecting from home
For most types of work—email, cloud apps, collaboration platforms—you should be able to connect through your regular home internet service. Just navigate to the sites you need to use and log in using your NetID and Patriot Pass Password. If you are an employee, including student workers, be ready to use Two-Factor Authentication to complete the login process.
If you don’t have broadband internet at home
If you don’t have the internet at home, or if your connection speed is too slow to allow you to work the same way you would if you were on campus, be sure to let your supervisor and co-workers know and come up with a plan for how to keep collaboration flowing. You could connect periodically to send and receive emails and files, share files through a removable ‘thumb’ drive, or use a cellular hotspot.
Connecting through a Virtual Private Network (VPN)
For some types of work, like working in an application or service that can only be accessed through the George Mason wired or Wi-Fi networks, you might need to use the Virtual Private Network (VPN). The VPN allows a user to appear as if they are logging in from within George Mason’s network. If you require the VPN, it’s a good idea to test the connection before starting remote work, if possible.
VPN Information
VPN How-to’s and Frequently Asked Questions
Connecting to the VPN Service at George Mason
Connecting Via Patriot Virtual Computing & Labs (PVCL) on a Personal Device
For some individuals, bringing home your work computer is not an option. If you need to work remotely but still need access to specific applications on your personal device, the PVCL service can provide an experience similar to being on campus connected to a computer in your office. PVCL is secure remote access to a Windows desktop environment that provides access to George Mason applications from off-campus.
PVCL information
Phone and Voicemail
Call forwarding to an external line, such as a cell or home phone, is available. Contact your department’s Telecom Coordinator (if unsure, contact your office manager or Telecom Administration) to coordinate getting this service.
All telephone and voicemail requests must be processed through your department’s Telecom Coordinator.
About telephone and voicemail services available at George Mason
Continuity of Instruction
Continuity of Instruction: How to Keep Teaching When You Can’t Meet in Person
How to Use Zoom to Conduct Meetings or Classes Remotely
Schedule a Meeting
Host a Meeting
Manage Audio & Video
Recording
Share Content & Present
Accessibility Features
Secure Your Distance Learning Classroom
Set-up Breakout Sessions
How to Access Academic Software Remotely
Patriot Virtual Computing & Labs (PVCL)
provides remote access to academic software. PVCL provides a standard computer lab image available in University Computer Labs.
Compute Safely
George Mason University employees teleworking are reminded that any devices used to access George Mason’s
Virtual Private Network (VPN)
must have a current operating system and updated software. Devices using the VPN should only be used by George Mason employees. Devices managed by ITS in MESA Active Directory and Jamf Pro for Mac OS are automatically set up to receive the latest operating system and software. Employees are encouraged to use a managed system whenever possible. Employees who access sensitive information should only use George Mason-owned devices.
Employees using their personal computers to telework should use the
Patriot Virtual Computing & Labs (PVCL)
service. This service provides secure remote access to a Windows desktop environment. Employees using this option on their personal devices are not approved for storing sensitive data and, therefore, should not print sensitive data using the print-to-PDF option. Review
Data Classification and Storage Requirements
for proper storage of sensitive data. Understand that PVCL is intended for university work only, and employees are bound by all university policies when using this resource.
When working remotely, it is imperative to remain vigilant about data security. Ensure you are on the appropriate connection for each task; for example, use a VPN or other equally secure connection when handling sensitive or restricted data. Additionally, be aware of the increased risk of phishing attempts. Check with your department IT support staff to make sure you are equipped to work safely while off-campus.
Antivirus Software
George Mason provides
Microsoft Defender Advanced Threat Protection (ATP)
to George Mason-owned computers through the
Software Center (Windows)
or
Mason Self Service (Macs)
If your George Mason-owned computer is not managed, see
Desktop Support
and click the
Request Managed Enrollment
button.
Students, Faculty, and Staff (personal computers): The IT Security Office recommends these free options for employees’ personal computers
For Windows:
Avast
AVG
Sophos
Microsoft Windows Defender
For Mac:
Avast
AVG
Sophos
Read George Mason’s
University Policy 2202: Flexible Work
Review
University Policy 1301: Responsible Use of Computing
that explains what constitutes acceptable and appropriate use of campus computing and network resources
Devices: Hardware & Software
Getting Hardware
ITS requires that faculty and staff use George Mason-managed endpoint devices for their work and research. For assistance configuring a computer system, contact
ITS Support
. For more information, go to:
ITS-Approved Standard Endpoint Devices for Faculty & Staff
ITS-Approved Computer Hardware Standards for Faculty & Staff
Password Reminders for Computing Remotely
You are required to reset your Patriot Pass Password every 180 days. ITS sends daily emails to users 14 days before passwords expire. Be alert for these messages and reset your password before it expires to avoid disrupting access to Patriot Web, employee email, Blackboard, etc.
George Mason-Managed Windows Users:
If you are working remotely and reset your password, you must connect to the Virtual Private Network (VPN) to sync your new password and complete the reset process.
George Mason-Managed Mac Users:
Most Mac users do not require additional steps to sync their computer after resetting their password.
Additional details and instructions for syncing your computer are available at
How to Sync Your Computer After Resetting Your Password
Software on Managed George Mason-owned Computers
Software is available through
System Center Configuration Manager-SCCM (for PCs)
or
Jamf Pro (for Macs)
Users on George Mason-managed computers should routinely connect to the VPN to ensure that they receive timely software updates.
Unmanaged Computers and Non-Standard Software
Support Resources for Non-Standard Software and Tools
Users on unmanaged George Mason-owned systems are encouraged to be managed to receive George Mason enterprise software and routine operating system updates. To request to have a George Mason-owned device managed, visit
Desktop Support
and click the
Request Managed Enrollment
button.
Administrative Processes
Electronic Signatures
The Code of Virginia and federal law, including the Family Educational Rights and Privacy Act, permit the use of electronic signatures on contracts; however, such signatures must be unique and verifiable as they demonstrate each party’s intention to be bound to the contract terms. If electronic signatures are to be used, both parties should agree that digital or electronic signatures are acceptable. It should be explicitly stated and agreed to in the contract language.
Guidance for the Use of Electronic (Digital) Signatures at Mason
Plan for Remote Work
To stay effective during events that necessitate telework, it’s important to make preparations, ideally before the disruption occurs. Within your department or group, you should:
Discuss how your group(s) will handle business disruptions
Develop and document a communication plan that covers how your department or group will:
Provide important updates and information
Communicate during emergencies
Conduct routine collaboration on projects
In your communication plan, clarify which tools and platforms will be used for routing information. These could include:
Your departmental intranet or shared drive
Email
Web conferencing for virtual meetings
Telephone features such as call forwarding
Online chat (via Microsoft Teams)
VPN or Patriot Virtual Computing & Labs to connect to George Mason applications from off-campus
Assign responsibilities, and assemble a list that includes names and contact information (including personal phone numbers) for the people who are carrying out the plan
Share documentation of your plan within your group in a location where all members can easily access
Review your plan at least annually, updating contact lists and tools as appropriate
Make sure your group members are signed up for
ITS Alerts
Keep in mind that some online services may not be available during a major disaster until they are recovered or restored.
Get Support
If you need help while working remotely, ITS is here for you 24/7!
Submit a help ticket
ITS Support Chat
Browse our
knowledge base
articles or
request a service