Resources for Working Remotely - Staff and Faculty
UTRGV Information Technology provides online resources as part of UTRGV's business continuity plan to support learning, teaching, and working remotely. As part of the continuity plan, employees may need to complete the following tasks to prepare computers and equipment in order to access university resources from off-campus.
IMPORTANT: Enroll in Duo Mobile for Two-Factor Authentication (Note: Employees may add or update mobile phones while on campus)
Two-Factor Authentication
Two-Factor Authentication (2FA) is required for accessing certain resources from off-campus. Read more about 2FA in this bulletin. The most common resources used from off-campus include:
- Virtual Private Network (VPN) using Windows and Mac or Apple iOS
- UTRGV managed desktops need FortiClient for VPN installed. UTRGV managed laptops and tablets have FortiClient VPN Software pre-installed.
- If you don't have the Duo Mobile app installed, you can use Two-Factor Authentication without the Duo Mobile App via Phone call or Code to complete the VPN connection.
- PeopleSoft
- Microsoft Office 365 applications (Outlook Web Email, OneDrive, SharePoint, etc.)
- ePAF (requires a VPN connection)
- Terminal server with a privileged account.
Computer and Mobile Devices
What will I need to do before removing a computer from campus?
- Get approval to use university computer /device - Obtain approval from your supervisor to use your UTRGV desktop, laptop, or tablet from a remote location.
- Complete Asset Transfer - Please use the Asset Transfer process to change the location of an asset from your office to your home or remote work location.
- Get DirectAccess policy added to your computer - Submit a Service Request to have DirectAccess added to your desktop computer. Ensure you include the computer name in the Service Request. The computer name can be obtained from the locked screen (press Win + L simultaneously to lock the computer screen). DirectAccess creates a VPN connection to the campus network automatically upon log-in without the need to use FortiClient.
- Get Assistance to disconnect desktop computer (if needed) - If you only have a desktop computer and need assistance disconnecting it, please open a Service Request with the IT Service Desk. Enter “Help Disconnecting Computer” in the Short Description field.
- Get IT Equipment kit (if needed) - If you need a piece of equipment such as a webcam, headset, wi-fi adapter, and power surge strip, please open a Service Request with the IT Service Desk. Enter “Equipment Kit Needed” in the Short Description field.
- Test Audio / Visual Equipment - Conduct a remote test to ensure that your remote internet, webcam, speakers, and/or microphone are working properly and that you can connect to UTRGV resources. When participating in conference calls through Zoom or Skype, if you do not have a microphone or webcam, please call into the conference call numbers provided using your land or mobile phone. You can also host or join a Zoom Meeting using your mobile phone using the camera and headphones.
- Install Software updates - To ensure that the latest software updates are installed, please restart your computer before leaving campus.
- Install Software - Ensure all software needed is installed. Please visit the Software Center to see a list of applications that are available to you. Special software that was purchased by an office should be obtained through that office. (NOTE: UTRGV managed desktops need FortiClient for VPN installed. UTRGV managed laptops and tablets have FortiClient for VPN Software pre-installed)
- Move Work Files Online - We highly recommend using Microsoft OneDrive instead of Remote Desktop, and SharePoint instead of File Shares, to access work files from any location. If the documents needed are stored in a File Share and need assistance moving them to SharePoint, please open a Service Request with the IT Service Desk. Enter “Migrate File Share to SharePoint” in the Short Description field.
- Create Electronic Signature - Create your electronic signature (eSign) by activating your eSign account and setting up your profile. Learn how to electronically sign documents and send documents for signature with DocuSign.
- Set Call Forwarding (if needed) - You have two options:
Option 1 - Install a softphone on your computer (Jabber). Jabber allows users to take calls using their computer. (Virtual Private Network (VPN) is needed to log in)
Option 2 - You can forward your calls from your Cisco phone by following these instructions.
Please note the following for option 2:
- Due to a configuration made by our system administrators, callers will not be able to see the telephone number to which the call was forwarded. This is regardless of whether the call was initiated from a UTRGV telephone or from an external line such as a mobile number.
- Users receiving forwarded calls will be able to see the caller’s telephone number if they have the caller ID feature.
- Users receiving forwarded calls will be able to see the caller’s telephone number if they have the caller ID feature.
- Set up Email - You can access your webmail from my.utrgv.edu by clicking on Office 365 under applications, then Mail. First, learn more about Mobile Device and Email Access Policies (ActiveSync and Two-Factor Authentication), then set up an email on an Android Mobile Phone or iPhone and iPad.
What will I need?
- Read UTRGV IT Policy - Please take this time to review the Information Resources Acceptable Use and Security Policy, including Section 6 – Additional Requirements for Portable and Remote Computing.
- Test Audio / Visual Equipment - Conduct a remote test to ensure that your remote internet, webcam, speakers, and/or microphone are working properly and that you can connect to UTRGV resources. When participating in conference calls through Zoom or Skype, if you do not have a microphone or webcam, please call into the conference call numbers provided using your land or mobile phone. You can also host or join a Zoom Meeting using your mobile phone using the camera and headphones.
- Install Software Updates - Be sure to apply any updates to operating systems, software, and antivirus and security monitoring applications.
- Install Software - These applications may be installed on personal devices
- FortiClient for VPN
- Microsoft Office 365 applications (Word, Excel, PowerPoint, Skype, and others are available from your app store)
- Zoom (available from your app store)
- SPSS
- Move Work Files Online - We highly recommend using Microsoft OneDrive instead of Remote Desktop, and SharePoint instead of File Shares, to access work files from any location. If the documents needed are stored in a File Share and need assistance moving them to SharePoint, please open a Service Request with the IT Service Desk. Enter “Migrate File Share to SharePoint” in the Short Description field.
- Create Electronic Signature - Create your electronic signature (eSign) by activating your eSign account and setting up your profile. Learn how to electronically sign documents and send documents for signature with DocuSign.
- Set Call Forwarding (if needed) - You can forward your calls from your Cisco phone by following these instructions.
- Set up Email - You can access your webmail from my.utrgv.edu by clicking on Office 365 under applications, then Mail. First, learn more about Mobile Device and Email Access Policies (ActiveSync and Two-Factor Authentication), then set up email on an Android Mobile Phone or iPhone and iPad.
UTRGV Online Resources
Communication and Video Conferencing Resources
- Email (Outlook Web Access through MyUTRGV portal)
- Skype for Business
- Microsoft Teams for Meetings
- Zoom (UTRGV Zoom Backgrounds)
Learning & Teaching Resources
Collaboration & Storage Resources
- Electronic Signature
- Microsoft Office 365 Apps
- Microsoft Teams
- OneDrive
- SharePoint (recommend Microsoft Teams, see above)
- Microsoft Office Pro Plus
- Adobe Creative Cloud
- Microsoft Office 365 Apps (Word, Excel, OneNote, PowerPoint, etc.)
Research Resources
Work from Home Tips & Etiquette
- Find an area where you will have minimal distractions
-- If you have a home office, this is probably ideal, but make sure family members know you're "at work" and not available for random taskings
-- If you don't have a home office, find an area off the beaten path (bedroom may be a good choice)
-- Think out of the box. A laptop and a chair on the front or back porch may be the quietest spot around.
- Set a schedule. Get up at a regular time; take lunch at a regular time; wrap up when the work day is complete and your tasks are finished.
- Don't sit in one position for more than 30 minutes. At the very least, stand up and stretch or walk around the room. Eye strain is a thing.
- Let your counterparts and colleagues know when you are "leaving" for lunch AND WHEN YOU ARE BACK.
- You have several means of communicating (chat, email, text messages, jira updates, etc.). Make a habit of regularly "polling" each means. Otherwise you might miss things. Stay plugged in to your group. It is easy to get immersed in a project and forget to check in or respond. Working from home may require you to be more disciplined in breaking away from immersive tasks to communicate with or respond to others.
- Never underestimate the value of talking on the phone to someone. It may be old fashioned, but one 10 minute phone call can easily replace 30 minutes of text chat
Teleconference Do's and Don'ts. This goes for video and audio conferences both:
- Mute your microphone unless you are actively talking
- "Mute" or disable video if not absolutely needed (bandwidth reduction)
- Assume you are always on camera and that you are always audible (even if you think you're muted or video-disabled)
- Avoid side-conversations if you are physically next to someone. Cross-talk is especially annoying and distracting to remote participants.
- Be careful not to talk over others. Politely wait your turn and if you are talking for more than a minute at a stretch, pause to let others ask questions or seek clarification.
- Avoid tapping pencils, moving papers around, rattling ice, setting coffee cups down on table-tops, tapping on keyboards, and other seemingly innocuous sounds. They are unbelievably loud and annoying to others on the call.
- If conducting a video teleconference, warn your family members not to wander through; some home-attire may not be safe for work 🙂
- Make notes on what you want to say before the conference starts. Take notes on "action items" during the conference whenever you are asked to work on something.
- Don't ramble on; be succinct and short. If it is a question that can be worked "offline" then do that.
Source: Educause Email 2020
Service Desk Hours of Operation
PLEASE NOTE: Starting March 23rd, the IT Service Desk service hours will change to those listed below until further notice.
Call and Chat Service Desk
Open 24 Hours / 7 Days a Week
Walk-Up Service Desk
CLOSED
Computer Lab Hours of Operation
Computer labs are available to provide internet and computer access to students who do not have access to a computer or internet service at home.
As part of the recommended social distancing protocols, every other computer station will be available to provide adequate distancing.
Computer lab cleaning practices will be enhanced and computer shared spaces will be wiped down to keep the surfaces clean.
Please wear a face covering, wash your hands before and after using the computer lab. Most cities and counties are mandating face covering while in public places.
Computer Lab Availability
| Monday - Friday | 8:00 am - 5:00 pm |
| Saturday - Sunday | CLOSED |
List of Labs available to students
- EDINBURG - EACSB 2.106
- BROWSVILLE - BMAIN 1.508
Virtual Labs
Virtual Labs are also available 24/7 at https://virtuallab.utrgv.edu. Please log in using your UTRGV email address and password.
