Working Remotely

Will you be working from home? Here are some tips to do so successfully and securely. 

To get you started, here is a short checklist complete with applicable resources that should help you prepare to work and access campus resources remotely:

Make sure you have the following:

• Computing Device
  • While any laptop, desktop computer or tablet with a keyboard will work for email, if you are accessing secure, private files from a campus system like Colleague, for example, you should have a University machine to do so. 

    • Be sure to discuss your needs with your supervisor and to communicate those needs with the Office of Information Technology well in advance of the date needed. IT can not guarantee available inventory.

  • Don't forget your charger for each device!

• Peripheral devices such as a keyboard, mouse, monitor, speakers, scanner, etc.
  • Feel free to contact IT to check the availability of specific equipment.
• A webcam - This may be built into your laptop/device, or you may use an external device such as a USB webcam.
  • This is only really needed if you need to visibly participate in a video call (i.e. Zoom or Google Meet), as most web conferencing options will also allow you to call in with a phone number for access to the meeting with audio-only.
• A microphone - Oftentimes, this will come built-in to a USB webcam, but you may find that earbuds or headphones with in-line/built-in microphones tend to have better voice quality.  USB microphones are also good options if you plan on recording lectures and desire high-quality audio.
• Internet - Either commercially provided (e.g., Comcast (Xfinity) or AT&T), or a wireless hotspot through your mobile phone.
  • If you are not sure how to create a hotspot using your mobile phone, check with your mobile phone provider.

Resources from home:

• Access the H: and S: drives from home - Aside from Google Drive, this is probably the most likely place that you will have files stored.   
  
  • This process should only be done from a University issued device with prior permission.
  • A detailed description of how to connect to the VPN can be found below under the Using a Virtual Private Network (VPN) section below.
• Remotely access your desktop physically located on campus - Some members of the campus community may find that they cannot transfer their entire work stations to a remote environment.  
  
  • Permission from a department area lead is required before this option will be available.
  • A remote desktop connection does require an active VPN connection; our Microsoft Remote Desktop article covers further details.
• Receive calls that would normally go to your office phone - Forwarding Your Phone Extension
  • Using this trick, your cell phone could be used as a remote office phone without needing to give out the number!
• Access a Remote Lab (for students) - Our Using Remote Labs article should get you started on accessing computer lab resources from home.

Please be sure to test your equipment at home and ensure that you have access to the materials you need.  If you run into any issues, the IT Help Desk is always ready to take your call and walk you through the troubleshooting process. If you're borrowing a laptop from IT or the library please login on campus so it can cache your login credentials. You will not be able to login from home without doing this.

Below are some additional resources that you may need while working remotely:

Zoom 

Zoom is a secure web conferencing platform for online/hybrid classrooms, office hours, and student study groups. Features include polling, breakout rooms, and office hours with waiting rooms. Users can join Zoom meetings via desktops, mobile devices, and by phone. 

• Creating a Zoom account
• More help articles on Zoom

Google Meet and Google Chat

Google Meet is a video conferencing option available free of charge to all Valpo students, faculty, and staff. You have access by default to Google Meet since you automatically get a Google account.

Follow these instructions to participate in a Google Meet or Google Hangouts session with other Google account users, no matter where in the world any of you may be.

Access Your Voicemail or Forward your Desk Phone to your Cell Phone

Valpo’s phone system can be accessed from off-campus so that you have complete access to your voicemails. Learn more about remote access to your voicemail here. 

To forward your calls to a new number (cell phone, home phone, etc), follow these directions. 

Use Google Drive or Webstorage to Access Documents

Google Drive is a free cloud-based storage service that enables users to store and access files online. The service syncs stored documents, photos and more across all of the user's devices, including mobile devices, tablets and PCs. Anywhere you can log into your Google email, you can log into your Google Drive to access spreadsheets, word documents, presentations and more. For support navigating Google Apps, check out the available training videos here.

WebStorage is used to remotely access data stored on your network drive via a web browser. WebStorage provides students, faculty, and staff with web-based access to network shares (H:\ and S:\). Files can be viewed, downloaded from the network to a local computer for editing, and uploaded from your local computer or external storage to the network. Learn more about how to access webstorage remotely here.

Using a Virtual Private Network (VPN) 

IT provides Virtual Private Network (VPN) technology for the campus community to use for remote, private access. This tool establishes a secure connection through an otherwise insecure or untrusted network and extends certain protected network features of the local network to remote or mobile devices. Accessing the VPN is not always recommended. Please see our list below that identifies which systems will require VPN access. Please note, VPN access via your phone is not recommended.

Directions on how to access our VPN. 

VPN software can be used on a personally owned device and doesn’t require use of a Valpo owned device.

*** If you are experiencing issues connecting to Perceptive using Google Chrome as your browser, here are a few suggestions:

• Clear your cache and browsing settings in Chrome. 
• Since the VPN is no longer needed, you can try disconnecting and loading Perceptive again.
•  If those fixes don't solve the issue, try Firefox or Microsoft Edge as your browser.

Internet Connection Issues

If you are experiencing issues with your internet connection while at home, here are a few suggestions we have for you in hopes of improving your connection. For more ideas, check out our Helpful Tips page. 

• Working off of WiFi? Try connecting with an Ethernet cord or moving closer to your router.
• Limit the number of devices connected to your WiFi.
• Contact your internet provider for assistance and advice. 
• You can check the speed of your connection here: https://www.speedtest.net/ 

Want more resources to help you while adjusting to working remotely? Check out these training videos from LinkedIn Learning. 

Working Remotely – 1 hr

Time Management: Working From Home – 1 hr 25 min

Being an effective Team Member – 31 min

Productivity Tips: Finding Your Productive Mindset – 59 min

Leading at a Distance – 36 min