Continuity of Work

Here are the essential steps for all USF employees who will be working from remote locations.

To get started, an employee would need to:

  • Understand HR Policy and Expectations 
  • Prepare Technologies to Work Remote
  • Optimize Remote Work Experience to increase technology efficiency
  • See IT Support and Training Resources to request help, ETS consultation and more.

Click here to watch the training overview video.


HR Policy and Expectations

HR Policies and FormsEmployees who wish to request for a voluntary telecommuting or remote work arrangement, please review the Telecommuting and Remote Work Policy and complete Temporary Telecommuting and Remote Work Agreement. Supervisors of student employees should email Student Employment for more information about policies and alternative work projects.

 


Prepare Technologies

Prepare with TechnologiesFind a quiet space and a computer device you can conduct business tasks on.
Use following list to check your technology readiness to work from remote location.

  1. Confirm you can access Zoom from your USF issued computer or laptop.
    • Visit the ETS Zoom resource page if you need help getting started.
    • Test your audio connection with a headset.  Test your video connection using a webcam.
  2. Test all your applications remotely you normally use on campus. If you cannot access a resource remotely, check to see if your application requires VPN. Refer to the list of applications that require VPN below.
  3. Please note: Personally Identifiable Information (PII) CANNOT be stored on Google Drive and must be securely stored. Contact your supervisor or the ITS Help Desk if you have questions about this policy. For more information, consult (Understanding Personally Identifiable Information (PII)).
  4. If you do not have a computer to use at home, your supervisor must submit an ITS Help Desk request for a loaner device. 
  1. Download Zoom here.
    • Confirm you can access Zoom from the computer at home.
    • Visit the ETS Zoom resource page if you need help getting started.
    • Test your audio connection with a headset. If necessary, test your video connection using a webcam. If you do not have a webcam on your personal device, we recommend this webcam for easy adoption.
  2. Confirm your computer has updated antivirus software installed.
  3. Download VPN to your device.
    • Test all your applications remotely you normally use on campus. If you cannot access a resource remotely, check to see if the application requires VPN. Refer to the list of applications that require VPN below.
  4. Review the ITS Standard Software Suite list of applications. The ITS Help Desk can provide support for the applications listed.
  5. Please note: Personally Identifiable Information (PII) CANNOT be stored on Google Drive and must be securely stored. Contact your supervisor or the ITS Help Desk if you have questions about this policy. For more information, consult (Understanding Personally Identifiable Information (PII)).

Jabber Users

  • If you are already using Jabber: Confirm you can access Jabber to make voice calls remotely.  Make sure to keep Jabber app open during working hours.
  • If you would like to convert to Jabber: If you want to transfer your desk phone extension to Jabber, please submit a Help Desk request. After your conversion, download the Jabber app from your phone’s app store. Directions are available for iPhone/iOS and Android users.
  • Pick up calls coming to a group or department's main phone number:
    Request to turn on a feature, Hunt Group or Shared Line.  Hunt Group allows you to assign certain users to pick up the phone before others by ringing each line sequentially. Shared Line rings all lines at once, allowing anyone who's available to pick up the call.   Fill out the request form here.

Non Jabber Users with NEC Phones

USF NEC Phone

For additional information, a user’s manual (PDF download) is available.

Check Voicemail

Dial (415) 422-3333 to access your voicemail, then press Star (*) or Pound (#). When asked for your station ID, enter your 4-digit extension and your password.

Enable Call Forwarding

To Activate: Lift handset, press Forward Button or dial *2 and dial the desired number. The display will indicate “FWD Set”.

To Deactivate: Lift handset, press Forward Button or Dial #2. The display will indicate “FWD Cancel”.

 

Non Jabber Users with Cisco Phones

USF Cisco Phone

For additional information, refer to the “How Do I Use a Cisco Phone?” quick reference guide on ServiceNow.

Check Voicemail

Dial your full USF phone number. When the greeting begins to play, press Star (*). Enter your extension number, then press Pound (#). Enter your password and press Pound (#).

Enable Call Forwarding

To Activate: Press the Forward All softkey. You will hear two beeps. Enter the Call Forward To number, including 9 if an outside number. The screen will display the number that you are forwarding calls to.

To Deactivate: Press the Forward Off softkey.

Your access to standard VPN (VPN1) will be terminated on June 20, and we will begin using Secure VPN (SVPN) for access. After June 20 when your account will have been placed in a VPN Deny group, here is a document that will show you what must be done.

Here is the list of applications that require Secure VPN (SVPN) for off-campus access. If you cannot access any applications, please contact the ITS Help Desk or Install SVPN on your computer. 

 

Applications & Systems Name VPN needed from off campus
APP:Enterprise Data Auditing (ACL) System  YES
APP:fsaATLAS YES
APP:Subversion YES
APP:TDClient YES
Campus Logic Connect YES
File Servers: Jade, Archer, OEM, CIPE, MCLStaff, Nibbler, Mission YES
FileMaker Pro YES
Banner INB YES
VDI Citrix XenDesktop YES


Optimize Remote Work Experience

Optimize Remote Work Transitioning your work environment to a remote location can be confusing. Refer to the following information to begin and increase efficiency of your remote work. 

Discuss and prioritize with your team the method of virtual communication during office hours. You can consider using following options.

Communicate clearly to your external audiences how they can reach you and your team. Share contact information on a public website or via emails.

  • Use Jabber (if available) to make a voice call on the computer
  • Use Call forwarding feature to receive calls on your preferred telephone device such as cell or home phone
  • Leverage Zoom for video conversations, prescheduled meetings, and set up a virtual front desk.
  • Stay connected within DonsApps Email using a web browser and chat via Google Hangout (Not recommended for video calls).

 

If you are scheduling a virtual meeting on Zoom, consider using Google Calendar to send out the invite along with the Zoom meeting details.

Using Google Calendar invite is easier to communicate with many invitees and provide any updates.

Click here to learn how to use Google Calendar invite for Zoom meetings.

You can use Google Drive to share documents and work with others in the same manner as you did at the office. You might find that only thing that's missing is the ability to chat or ask a quick question in person. 

Google Drive offers even better features to communicate with your co-workers. Please refer to the guide or sign up for a training "Collaboration with Google/Shared Drive" for a refresher.

Here is a helpful guide for you to learn everything you need to know about what to do before and during a Zoom meeting.


Zoom Help

For assistance with Zoom, you have the following support options:


IT Support Resources

Service Now Portal & Knowledge Center

Contact ITS Helpdesk


Training Resources

Linkedin Learning