Staff

• Determine your computer readiness to work remote by referring to:
  • Faculty/Staff: COVID-19 computer technology guide 
  • Student Employees: COVID-19 computer technology guide
• All Users are required to go through Two Factor Authentications when connecting to MyUSF from a remote location. You can reduce the frequency of the verification by installing a small app (DUO) on your mobile phone. (Learn How to use Duo)
• Employees who work virtually (telecommute) often learn that working remotely is different than they expected and that it requires specific skills and habits. The following tips will help you get to work while at home. (Check out these quick tips).

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.
   • If your antivirus software has expired or you do not have antivirus installed, visit ServiceNow to download a free copy of Sophos Antivirus.
   • Please remove any existing antivirus applications before you download Sophos.
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 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 Cisco Phones

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. 

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.
• Explore Slack to stay connected.

• Follow the instruction shown in this document. 

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.

• USF Support: How do I use Google Docs?
• USF Support: How do I use Google Sheets?
• USF Support: How do I use Google Slides?

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