UAA Telework Technology Guidance

Authority:

Background/Purpose:

  • UAA intends to provide necessary support and flexibility to employees working from home while also being a steward of its information assets
  • The goal is to maximize the deployment of information assets to effectively meet UAA’s mission
  • UAA equipment that is taken home periodically is lost or damaged, increasing costs to maintain and creating an increased security risk
  • IT Services’ goal is to better understand, anticipate, and support UAA’s remote workforce needs

Policy/Guidance:

If a work laptop is available or can reasonably be acquired, it is the best option for remote working. If that is not an option, use of personal equipment is allowed under R02.07.066. Mobile Device Security: Use of Personal Mobile Devices and R04.01.051. Telework .

If neither option is possible, some equipment from an employee’s workspace may be taken home consistent with the guidance and procedures outlined below:

  • Desktop & Monitors:
    • If no laptop is available from department, and after contacting Technical Support Center (TSC) to see if an alternative is available, desktops and monitors can be taken home.
    • Equipment other than department owned laptops should be reported to IT Services for tracking and support purposes using this form.

  • Webcams and Headsets
    • Can be taken home

  • Phones
    • Option 1: Forward phone to a cell
      • This option only works for receiving calls
      • Outbound calls would be made from the employee’s cell phone. The employee can dial *67 to mask their caller-id or configure their smartphone to hide their phone number when making outbound calls.
        • iPhone users can open the Settings app and go to Phone > Show My Caller ID, where they can toggle off a button that will make your phone number private.
        • Android users can open the Settings app, select More Settings > Show my caller id > Select Hide Number.

    • Option 2: Use your work PC as a software phone
      • application is installed on computer that allows you to receive and make calls from your computer using your desk phone number. This option works best with a headset or USB conferencing speaker.
      • Contact the TSC for more information or submit a ticket online to get setup with this option.
    • Additional Options
      • Web conferencing tools like Zoom, Microsoft Teams, Google Meet, or Google Hangouts are preferred options when speaking with multiple parties at once.
      • Other options may be available by contacting the TSC at (907) 786-4646.

  • Printers:
    • Except in extreme cases, printers should not be taken home
    • Print to PDF and share digital documents if possible
    • Use DocuSign for collecting signatures
    • Contact TSC for print and DocuSign support or for other solutions

  • Accessing UAA Resources from Off Campus:

    • When you are not connected directly to the campus network, VPN (Virtual Private Network) client creates a “tunnel” between your computer and the campus network that identifies you as a member of the UA community, allowing you virtual access to restricted networked resources. 

      Blackboard, UAOnline, Office 365, and Google Apps don’t require connecting to the VPN. However, if you need to access software or data that requires connecting to the VPN, make sure that the VPN client is installed, configured, and tested on your computer. To install the UAA VPN client, please log in at our VPN download page.

    • VPN and Remote desktop can be used to access an employee’s desktop securely from a home computer.
      • Home computer access may be limited if basic security standards are not met.
        • Must have antivirus software installed with up-to-date definitions.
        • Must be running Windows 10 (version 1709 or newer) or MacOS 10.13 High Sierra or newer.

  • Lacking technical resources to work at home?
  • Technical Support while working from home:
    • UAA Technical Support Center (TSC)  will attempt to troubleshoot UAA access, connectivity issues, or equipment issues remotely
    • Equipment issues that cannot be resolved remotely will necessitate the return of equipment to campus for troubleshooting or replacement