Do these things now
- Have your staff update their contact information
- Identify which members of your staff have high-speed Internet access and appropriate technology to work from home
- Make sure your staff members have active CougarNet accounts with current passwords
- Identify your departmental technology providers
- In addition to your team members, make sure you have addressed these issues for yourself
- Complete the planning checklist below
Make sure your group can work off-campus
- Identify the tools they'll need to work off-campus
- Identify the files they'll need to work on
- Arrange for new tools if you need them
- Test your tools
Create a practical plan for working off-campus
- Define who among your staff can effectively work off-campus
- Define the conditions under which your staff should work from off-campus
- Develop a communication plan
- Troubleshoot software & software licensing issues
- Think about security issues
Communicate with your staff
- Share your plan with your staff
- Make sure they know what University resources are available to them
- Use VoiceMail Features like "Find Me" to allow customers to call your published number and then the UH phone system will re-direct the call to your forwarding number
- Distribute a department contact list to your department and customers
- Use Instant Messaging (IM) to connect with staff and colleagues
Step 1: Identify the tools you'll need to work off-campus
To access many UH tools, including the Virtual Private Network (VPN), your employees will need a CougarNet account. Make sure they already have a CougarNet account before they have to start working off-campus.
Virtual Private Network
To work off campus, your employees may need access to the UH Virtual Private Network (VPN). VPN requires an active CougarNet account. Use the list below to identify which applications require VPN.
|Office (Excel, Powerpoint, Word, Access)||No||Your employees will still need VPN access to get to shared network folders.|
|Other email clients||No|
|Voicemail||No||Phone; mailbox number (usually extension) and password.|
|PASS / MyUH
|Yes||Get Help can help you connect to your H: Drive, once you have VPN running.|
|On-campus Shared Network Folders||Yes||Get Help can help you connect to shared network folders on campus, once you have VPN running.|
|Web Server||Yes||SFTP & SSH|
|Remote Desktop||No||Remote computer access
for Windows users
|VNC||No||Remote computer access
for non-Windows users
These UH websites do not require VPN:
Your employees may need special equipment to complete your duties off-campus. Determine what they will need to maintain the same level of service while working off-campus.
IT provides and sponsors multiple services to staff to enable collaboration whether they are on campus or off-campus.
|Conference Bridge||No||For more info, see
For college/department specific software, please contact the college/department support person. For further assistance, please contact the UIT Support Center by calling 713-743-1411, or sending email to firstname.lastname@example.org.
Step 2: Identify the files you'll need to work on
If your employees will be working with files located in shared folders on the campus network, they'll need VPN installed and running on your off-campus computer. In some cases, they may be able to use remote desktop or VNC to access shared files. Contact your departmental IT support person for more information about access departmental shared files.
If the files your employees will be working with do not contain sensitive information, they might also use a USB jump drive, burn a CD, or email themselves the files they need off-campus.
Step 3: Encourage security practices to your employees when working off-campus
Ask your staff to:
For more about Information Security, you can visit our IT Security web site or the Texas DIR IT Security web site.
Step 4. Test your tools
Test the applications your group uses to ensure they are accessible remotely.
Step 5. Define who among your staff can effectively work off-campus
Depending upon the resources needed, your staff may be able to accomplish many tasks working off-campus. It is important to realize what cannot be accomplished from off-campus and set common expectations with staff.
Step 6. Define the conditions under which your staff should work from off-campus
Develop a "Working Off-Campus" business continuity plan for your area.
Step 7. Develop a communication plan
Adopt or develop a communication plan that will work for your group. Providing clear messages to your group will allow everyone to work together as efficiently as possible.
Step 8. Troubleshoot software & software licensing issues
Many UH applications are licensed for use at home as well as on campus. Some application licensing is more restrictive. You may need to verify that home or secondary computer use is allowed. Some departmental on-campus applications may require authentication to a software key server.
Step 9. Think about security issues
Plan to accommodate security concerns and ensure that processes that are changed still meet security guidelines. Backups and data storage may require new solutions to meet security standards off-campus.
Step 10. Share your plan with your staff
Ensure that all staff understand the plan and have resources identified to meet the plan objectives.
Step 11. Make sure they know what University resources are available to them
Ensure that your staff understand what resources are available to them and how to apply them to their needs. Staff who have not previously accessed University resources from off-campus may need additional assistance, especially with technical issues.