The Service Catalog of the Information Services division at Pellissippi State Community College

Preparing to Work Remotely

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Preparing to Teach Remotely | Preparing to Manage a Remote Team

With the extended time of remote working, Information Services recognizes that faculty and staff may need IT equipment such as monitors, keyboards, scanners and desktop computers from their office for a better work experience.

In order to maintain proper equipment accountability and inventory, NTS will allow users to remove equipment from campus only when the following protocols are observed beginning May 4, 2020. 

To sign out computer equipment

Please complete this form.

  • Users must obtain authorization from their supervisor and Director of NTS for accountability of equipment using this form:
  • If the request is approved, the employee will be notified.
  • After this notification, the employee will coordinate time to pick up and remove items from their office

IMPORTANT NOTES:

  • NTS technicians will disconnect and prepare equipment for removal from offices
  •  Employees assume full responsibility for setup and protection of equipment while in their procession.
  • Desktop computers may be taken home but must be set up for a local account before leaving campus and MUST be returned to NTS for hard drive erasing and re-imaging before being returned to an office.
  • NO CLASSROOM equipment may be checked out for home use.
  • Removing equipment from campus without authorization will be seen as a direct violation of PSCC Policy 8:13:1 Information Technology Acceptable Use.

Prepare yourself!

If you have never really worked remotely from the rest of your coworkers, it is a very different experience. You may want to take some time to prepare yourself to be successful as remote worker!

The PSCC librarians have provided these resources from our Linkedin Learning library:

Tutorials for Successful Resilience & Remote work

  1. Building Resilience
  2. Working Remotely
  3. Time Management: Working from Home
  4. Cultivating Mental Agility

Prepare your Office 365 Multifactor Authentication while off campus

If you have not ever logged into Offic3 365 from off campus, now is the time!! Be sure to set up at least two different ways to do your second authentication (your password is your first factor).

Using your office phone will NOT be a good choice for remote work!!

To ensure you are ready:

  • Log into your Office 365 account, click on My Account under your profile icon in the top right
  • Then enter Security and Privacy
  • Ensure your default authentications is NOT your office phone number
  • Set up at least one other authentication method (another phone number like your cell or home phone or the Authenticator app).
screenshot of Microsoft Office 365 securty verification screen with default authentication highlighted with a pink box

For more information, here are tutorials pages from Microsoft

Prepare your Home Office

This is probably new for most of us. Here’s a free e-book called Take Control of Working from Home. It might help you feel ready for this new adventure. You will also want to set up your home office. Here are some tips on doing that – whether temporary or not.

Prepare your Home Computer

You can use Office 365 with a web browser and work with web based email as well as web based Office products like Word and Excel. There are some limitations with the web based products for editing (not reading, usually) so depending on your work needs, you may want to full-blown product rather than web based versions.

With our subscription to Office 365, you can install all of the Microsoft Office products on up to five devices. This will give you full access to Word, PowerPoint, Excel, and Outlook.

Microsoft Teams is a great tool for working with others as it allows easy access to shared files, collaborative editing, screensharing, instant messaging and voice/video meetings. Teams can be used within a web browser but you may have a better experience with the full Teams application installed on your computer, tablet, laptop or mobile device. Enabling notifications for Teams allows you be aware when changes happen in one of your Teams or you get a message in the chat.

If you do not have a home computer that is adequate for your job function, talk to your supervisor.

If you do not have a webcam, we recommend this model.

IMPORTANT REMINDER: Do not download and/or save any files with student PII to your personal computer. Work with them via a virtual desktop or within Office 365 as it is a secure environment for PII and FERPA related information.

Move current project and/or frequently used files to an accessible location

If you save your files to your local computer (C: drive) or your network drive (H: drive), you may want to move current work to your OneDrive in Office 365 so you can access these files from your home computer or via a web browser.

Files that are going to be edited by a group can be moved into a Microsoft Team to allow for access to everyone in that team.

Forward your phone to your home/cell number and/or create a new voicemail message (if necessary)

Depending how your remote working will be scheduled, you may need to forward you phone to another campus phone or your personal phone. You also may need a new outgoing voicemail message.

We have references for all of the models of phones on campus.

How to access voicemail from a remote location

Talk to your supervisor about secure connection requirements and other technology needs

Many employees can use Office 365 and Microsoft Teams to complete their day to day work. Some roles require a more secure access to data or specialized applications. If you need that, talk with your supervisor so they can work with NTS to determine if a Citrix virtual desktop or other remote secure connection is required.

If you have a computer or device and internet access at home, you are probably ready to work remotely if required. If you do not have a computer or internet access, each director is working with senior staff to create a plan for what resources, such as laptops, PCs and hotspots, are required for critical functions of the college to continue. An overall plan will be created college-wide in the event a closing requires resources being checked out to employees.

Supervisors: If your employees do not have a webcam, we recommend the Logitech C270 as a good starting model. It is available from Staples and Amazon.