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There are a few little things that you can do in preparation for working from home or off campus.

You will need to have Internet access on your digital devices to be able to work collaboratively from home.

We have created the��technology tips for working from home guide��to help get you started.

Online training courses and are also available to help you work from home.

If you're ready to get started, make sure you've logged in to your computer��and gone through the following steps before you leave the office.

Software

If you are planning on working from home, you may want to prepare by downloading software on your work computer.

To be able to download software from the Software Center (windows users) or Mac Self Service (Mac users) you need to be connected to the University network. Here are some collaborative software options��that we recommend:

• Zoom Client��& Zoom Outlook��Plug-in
• Box
• Cisco Jabber
• Global Protect VPN (replacing Cisco AnyConnect)

If you did not get the chance to download your collaborative software tools prior to leaving the campus, you can still access them online:

Zoom

• • For more information, check out the ��and use Zoom more effectively, including maintaining security during meetings and classes.

Box

• • For more information, visit the .

Cisco Jabber

• For more information, visit the .

Laptop or desktop?

University owned laptops are the preferred device to use when working from home. Please��ensure you have logged into the laptop from within the University at least once prior to taking it home.

If no other options are available, you can either take your University desktop machine home to work on, or have your desktop configured to allow you to remote connect to it from home.

If you chose to remotely connect to your desktop, please be advised that it may become unavailable if it does not reboot correctly or the University reduces power to your office. If you do not have a laptop, we recommend following the steps to allow you to take your desktop home, rather than configuring it for remote connection.��

There are steps you need to take before you leave in order for your desktop computer to work off-site:

1. Call the Service Desk (ext 33000) and provide:
   • the Host Name of the computer (find it within “Service Desk Info”on the bottom right of your taskbar��or check the sticker placed on the machine)
   • your staff ID (your "a" number)
2. Service Desk will enable the computer for use at home
3. When instructed, reboot the computer
4. Service Desk will check that your settings are correct for working off-site
5. When instructed, reboot the computer a second time
6. Service Desk will confirm the process has worked correctly and you can then take the desktop machine to work from home.

You may also need to take you network cable home with you, as most desktop computers��do not have wi-fi. Make sure this cable is long enough to reach from your computer to your modem.

These are the steps to take to configure your desktop to allow you to remotely connect to your computer:

1. Ensure that you wish to remotely connect to a computer that you have logged into previously while on campus. You will not be able to remote access a computer on campus that you have not logged into previously.
2. Contact the ITDS Service Desk on 08 8313 3000 or log a request via the .

If you will be using a personal computer to work from home, ensure you have updated anti-virus software and all the previously mentioned tools installed. We recommend you log in through ADAPT (see below) if using a personal computer.

Take home any physical items you need, including:

• Laptop*
• Laptop charger
• Keyboard (if wireless including the USB)
• Mouse (if wireless including the USB)
• Docking station
• Paperwork you may require

*It is preferable to use a University-owned laptop to work from home, but if no other options are available, you can take your University desktop machine home to work on. If you do so, you may also need to take your network cable home with you, as most desktop computers do not have wi-fi. If looking at this option, refer to the section above ('Getting Started')��for important information you will need.

Tasks to complete before you leave campus may include:

• Determine if VPN is required, and register
• Think about your ergonomic set up at home - do you need special equipment?
• Install software on your computer
• Remove any perishables
• If you have plants or other living things, think about the impact of your absence on them

While working from home:

• Be patient with yourself and colleagues
• Understand that the Internet and virtual meeting tools may be really slow if multiple people are working from home
• Be clear who is responsible for each task
• Arrange regular catch ups with your team
• Discuss with your team how you will primarily communicate – Jabber, Zoom, email, Box
• Discuss who will take over responsibilities if someone in your team gets sick

Many people won't need to use ADAPT and VPN, but both��can support us in accessing some of our software systems and network data.��We recommend using ADAPT if you need to access specific software or files on University network drives.

You can determine if you need to use either ADAPT or VPN based on the software systems' required access.

There is a limit on how many staff can use VPN at the same time. If you are not actively using VPN, please ensure you have logged out. This will ensure that essential systems like student administration, finance and payroll can continue to operate effectively.

Some of our more common systems and the recommended way to access them if there is a large group of staff working from home are listed below. If the application you are����looking for is not on the list below, have a look at this��more detailed .

Human Resources has helpful information on working from home on the��working from home procedure page.

Most important to note is that:

• Your work environment/work station is fit-for-purpose and is in accordance with the workstation ergonomic guidelines
• You abide by University polices and the Code of Conduct
• You abide by health, safety and wellbeing responsibilities
• You report any injury from an accident while working from home��

When we are working from home or off-site, we need to be more vigilant with the security of our University information. The Secure IT page contains a lot of useful information but here is a quick summary:

Using email

See the email at home tab below.

Working online

The being safe online page gives us some tips about working online including information about using our personal computers.

The four main tips for browsing practices are:

• Turn off browsing features you aren’t using
• Make sure you’re at your intended destination
• Download content only from websites you trust
• Stop and think before you enter your password into a website

If we are working from home, these tips become particularly important, especially if we are doing our University work using our personal computers.

Online tools we can use

There are a few little things that we can change to make it easier for us to��work collaboratively from home. For example, the University has provided all staff and students with access to some online collaboration tools.��

Two that you may want to get started with (if you aren't using them already) are:

1. Box: to create, edit and save your files.��For more information on Box - see 'accessing documents'��
   • For further information, visit the .
2. Zoom: an online video tool that can be used for meetings, classes and talking with colleagues.��For more on Zoom, see 'communicating with colleagues'��
   • For further information, visit the .

These tools offer a more secure option than emailing documents to each other.

Protecting your data

At the University we work with a large quantity of data. We have mentioned a few of the alternate data access options above, should you be working off-site. They are ADAPT, VPN, Box and Zoom. These should be enough to get you started in secure environments.

The IT Security team has provided us with a range of valuable information about protecting our data. For now, you can��review the information in managing data.

Note that sensitive University data shouldn't be stored in personal cloud storage or portable storage such as USB drives.

Securing your account

To summarise the securing your account information, be sure not to share your password with anyone. And if you need to share files in an online environment, use University-endorsed tools such as Box. In Box, you can create, edit, manage and monitor who has access to your files.

Working near others

Working in public places may expose sensitive information through documents being visible to others and phone or Zoom calls being overheard. In terms of both social distancing and information security, you should only work from home, avoid taking work to public places such as cafes and libraries, and avoid using public WiFi hotspots. Use only your work computer for handling sensitive data, as it has appropriate security measures in place.

Using your own computer

Your work laptop is set up with appropriate security against viruses. Use only your work computer for handling sensitive data, and avoid accessing risky websites and sensitive data on your personal computer. If using your own computer, you can find out about installing and updating security software on the being safe online page, under the Personal Computers tab.

Protecting your devices

As we rely more on mobile devices such as laptops, tablets and mobile phones, there's a greater risk of loss, theft or damage. Please be aware of the physical security of your devices as well as the data security.

University Property

If you have taken home any University property (e.g. lap top, computer, monitor, mouse) please ensure you bring items back to work when campus re-opens.��Generally speaking, University equipment should not be used by other members of your household.

Most of us are used to using the Outlook desktop app to access our email. Opening our email is probably the first thing we do when we arrive at work in the morning.

Did you know that 91% of all emails received by the University are spam? If you want the IT security team to be able to continue to protect and support you and your email security, you should continue to use your University email account when you are working from home.

If you're not using your usual University computer you can access your emails through ADAPT or VPN, but we recommend using the to keep ADAPT and VPN licences free for those who need them.

Using the web-based version of Outlook means that you can access your University email from anywhere at anytime, if you have a browser and an Internet connection.

Accessing the web-based version of Emails

• The easiest way to log-in is by visiting the��ITDS email page, or
• From the quick links (top right of��the UoA��webpage)��select 'University Email'. Scroll down��and click on ‘Login to Staff Email and �䲹����Ի岹��’
• Otherwise,��from the menu across the top of the UofA webpage, click on��Staff and then click on ‘Mail and �䲹����Ի岹��’ in the left side menu

The web-based version looks��a bit different to the desktop version, so you may want to keep the handy.

You can also refer to the .

Our top tips

1. If your emails look out of order, check your 'sort by' options in the filter. Changing the filter ensures that you see emails in the order you want.
2. If you work��from multiple inboxes, you can open a shared inbox using this guide on opening another mailbox.

Talking to and communicating with your colleagues is slightly��more difficult when you’re working from home. Thankfully, we have several tools that will help you keep in contact with you colleagues.

ITDS has developed a webpage with details of the collaboration tools available at the University.

You can make phone calls from one device to another from home using Cisco Jabber. Zoom and the Cisco Jabber chat function are also available and will be a useful way to communicate with your colleagues.

1. Email – if the question/conversation isn’t too urgent, send an email.
2. Cisco Jabber for phone conversations – if you are using a University laptop you will already have Jabber installed. If you are using a personal device, visit the ��for steps on how you can download and install Jabber. Further information about how to use Jabber to make calls, including a video demonstrating how it works, is available in the Cisco Jabber self-help guides.
3. Cisco Jabber for chat conversations – you can also use Cisco Jabber as an instant messaging service. So, if the person you want to contact is online, they’ll get your message immediately. The chat function is good for asking quick questions and having informal chats.

Meetings and classes

If you want to have a conversation with someone, Zoom is going to be your best tool. It works much like a Skype or Messenger video call.��Zoom uses the camera and microphone in your laptop or mobile device and allows multiple participants to communicate. You can also��share your screen and give presentations, just like you would in a real meeting. You can turn video off, but seeing each other while you talk is a great way to stay connected when you're off-site.

Zoom can be accessed on your mobile phone, your tablet or your laptop. If you have already downloaded Zoom on your work laptop, you can click to open the app; otherwise you can��log into the ��using your University email and password. You can��join a Zoom meeting��with just audio, or audio and video.

ITDS has created some ��and use Zoom more effectively, including maintaining security during meetings and classes.

Learn more about��Zoom web conferencing.

Accessing your files saved in the network drives (such as s:/ and u:/)

Here are some different��ways to access your files and work from home:

ADAPT

ADAPT mimics your work desktop, so that you can open all of the software and files on your work computer as you usually would. However, accessing files may seem slow.

VPN

You can access the network drives through the Virtual Private Network (VPN).

If you need to access your information through VPN, we ask that you are mindful that there are limited licenses for staff use at one time.��Please ensure you log out whenever you are not actively using it.

Box

Box is the approved online cloud storage platform for our University documentation. You can easily save, access and edit Microsoft Office documents through Box. Work teams may decide to transfer their working documents from a network drive (eg S: or R:) to Box to support cloud based working.

• You can learn more about Box in the Storage Options page
• Log into with your University user name and password
• Learn more about safely sharing your data with others in Box

If you are new to Box, open the ‘Getting Started with Box’ folder after you log in,��and work through the guides and videos.

While using the online version of Box we recommend you also ‘Install Box Tools’. The easiest way to find Box Tools is to start to open a Microsoft Word, Excel or PowerPoint document, then when clicking on ‘open’ (in the top right corner) click to ‘Install Box Tools’.

For files that are not part of the Microsoft Office suite: Box will store them, but you will need to have the relevant software on the computer you are trying to access them from.

In Box, there is a file size limit��of 32GB, but an unlimited storage amount.