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[email protected]: Remote Work Resources

Virtual Office Hours

To provide remote support to faculty and staff, the IT Division is offering Virtual Office Hours Monday - Friday using Zoom web conferencing software in the Faculty Instructional Technology (FIT) Center. Based on your needs, select the join zoom button below to join the room staffed by IT Division staff. You may also submit a ticket using ServiceNow.

Prepare to Work Remotely

Due to the COVID19 Public Health Emergency, San Diego State University will allow faculty and staff to take home for tele-work computing hardware and peripherals, including desktop machines.

• Before computing hardware leaves the campus, a Off Campus Use of Equipment Form should be completed and filed with your immediate supervisor.
• Please consult with College or Administrative IT personnel in your area to assure that your operating system is up to date, that anti-virus software is installed, and if needed the virtual private network client is configured.
• If you need computing hardware the University has a limited number of laptops for checkout. Please submit a request via ServiceNow.
• Review OneIT Community Collaboration Standards for Telework. These standards result from best practices and robust discussions with staff and managers about the operational challenges of working together at a distance.

Tools and Resources

Google Workspace

Faculty and staff should continue to utilize the Google Workspace for collaboration and communication. The Sensitive Data Storage Best Practices guide offers suggestions and guidance on data storage.

One Google Calendar functionality faculty and staff should take advantage of is setting your work location. Faculty and staff can set their work location by day and indicate whether they're in the "office," at home, or somewhere else.

Software

SDSU offers several software titles that are available for both SDSU owner and personal computers. Please use the Software Request form to request access to software.

Virtual Private Networking (VPN)

Many SDSU IT resources are available from off-campus and do not require a Virtual Private Network (VPN) connection; however, some resources are restricted and may require a VPN connection in order to access them.

Instructions on the installation and configuration of the VPN software can be found on the VPN Services page.

Zoom Video Conferencing

Zoom is SDSU's preferred video conferencing solution. To log in, access sdsu.zoom.us and log in using your SDSUid.

For more information using Zoom, please view Web Conferencing with Zoom resources from ITS.

Working with Your SDSU Files and Data

Sensitive Data Storage Best Practices

As an employee of SDSU, you are responsible for all university data that is sent, stored, or shared on all personal or university-owned devices that you use. Part of this responsibility includes choosing appropriate technology to manage and store the data, some of which may be confidential or restricted. The Sensitive Data Storage Best Practices guide offers suggestions and guidance on data storage.

IT Security Guidance for Remote Access

As we shift to telework and remote learning, it is important to remember that handling SDSU data outside of our typical workspaces presents unique challenges. Taking a few additional security precautions when working remotely can help to keep SDSU’s data and information secure. Please visit IT Security Guidance for Remote Access for steps you can take to enhance security.

Accessing Kanga File Server

The Kanga file server is accessible when connected to the campus VPN. For assistance mapping a drive to Kanga please review the appropriate help guide:

• Mapping a Drive to the Kanga File server in Windows 10

Telephone

Checking Voicemail from Off Campus

From off campus:

1. Dial 619 594-7444
2. Press '#'
3. Enter your five-digit extension
4. Enter your personal security code

Web PhoneManager

Web PhoneManager is an online application for users to manage their voicemail through a web browser. All functionality in Web PhoneManager can be performed through the Telephone User Interface (TUI). You must set up your mailbox and have a security code before you can use Web PhoneManager.

Managing SDSU Voicemail using Web PhoneManager (WPM) See Web PhoneManager application

• Log-in by entering your mailbox number (i.e., the last 5-digit of your campus phone number) If you do not know your mailbox extension, call the ETS Business at 619-594-3500 for assistance.
• Enter your security code
  • If you cannot remember your security code, select “Forgot Security Code” link.
  • Enter your “Mailbox” number or your campus “E-mail Address”
  • You will receive an error message if your e-mail address does not match our Campus Directory records (you must use a campus E-mail address).
    Contact the ETS Business at 619-594-3500 to update your E-mail information, if you receive an error.
• An online tutorial is provided to guide you through all features. Features available at SDSU are listed below.
  • Go to “User Resources” link and select “Web PhoneManager Online Tutorial”.
  • You can either listen to the entire presentation or select from the options to learn about a specific features.

Voicemail to Email

Your office phone can be configured to allow your voice mail to be sent as an audio attachment to email. If you would like to enable this feature please submit a Voicemail to Email Request.

If you need more information about campus Voicemail visit Voicemail Information.

Forwarding Your Phone

In rare circumstances, it may be necessary to forward calls from SDSU to your remote location. Campus telecom/datacom coordinators can request the ability to forward your calls from the office to a remote location. For the time being, requests for forwarding will need to be approved by your Dean or Vice President. Once enabled, this can be done directly at the office telephone via code or by SDSU IT staff. A list of all campus telecom coordinators by area can be found via the SDSU Telecom Coordinators page.

Additional Resources

Ergonomic Recommendations for Telecommuters

Environmental Health and Safety offers computer workstation ergonomics tips for workstation ergonomics.

Internet Connectivity for Users Who Do Not Have It

If you do not have access to the Internet from off-campus, please utilize the following resources:

• FCC agreement stating that providers will waive late fees, not cutoff service for lack of payment, and open hot-spots.
• Comcast: offers free WiFi for 2 months to low income families plus all Xfinity hot-spots are free to the public during this time
• Charter/Spectrum Free Internet offer for 2 months
• AT&T: offers open hot-spots, unlimited data to existing customers, and $10/month plans to low income families
• Verizon: no special offers, but following the FCC agreement.
• Sprint: follows FCC agreement, provides unlimited data to existing customers, and, starting Tuesday, 3/17/2020, will allow all handsets to enable hot-spots for 60 days at no extra charge.
• T-Mobile: follows FCC agreement, plus unlimited data to existing customers, and, coming soon, will allow all handsets to enable hot-spots for 60 days at no extra charge.