Work From Home Information

For the latest COVID-19 information from campus, please visit https://covid19.wisc.edu.

Due to recent outbreaks of influenza (flu) and COVID-19, the Biochemistry Department is providing the following information so that you can use your departmental laptop or configure a personal computer to access your data and work remotely if necessary. While there is no indication that campus-level actions will be needed, the Department is providing information at this time to alert you that a sudden rush of requests to Departmental IT may overwhelm our capacity to respond quickly. Please take in advance any of the following steps appropriate to your work situation, which can facilitate your ability to continue to work from home if required.


RecommendationsAntivirusInstall and Configure VPNWeb Bookmarks
File Server, Storage & Sharing | Microsoft Office | Adobe | EmailPhone & VM Options
Maintaining Communications/Collaboration Tools | TeachingIT Support Options


Recommendations

We encourage Biochemistry users look over this document and think about what job functions they could continue from home if needed, and what steps they may want to take now to ensure they have access to required systems remotely.

There are some steps you would have to take in advance to ensure you can do some work from home:

  • If you use a Duo keychain FOB, you need to be sure you aren't leaving it at work. Take it home with you in case you aren't able to return to work the next day.
  • Make sure ALL of the files you need to access are on one of the listed file storage options. You won't be able to access files stored on your work computer.
  • If you have a laptop, consider taking it home with you each day so it is available if you need to work from home.
  • Backup your web bookmarks (if you aren't already syncing them) to a listed file storage option.
  • (3-12-2020) If you work with sensitive or restricted data (https://kb.wisc.edu/59205) that data may only be accessed using a university owned and managed device.
  • (3-15-2020) Please perform a test video call and screen sharing with Microsoft Teams and/or Webex on your computer to ensure it is working properly before you need remote assistance or have meetings that require it.

If you have a departmental laptop, many of these tools are already installed but there may be other steps you want to consider.  Please look over this document and contact Biochemistry IT via the Job Board if there are additional tools you want configured on your departmental computer or you need assistance.


Antivirus

Per UW Policy, any computer used to access UW systems MUST run antivirus if there is any antivirus solution available. Please visit https://kb.wisc.edu/63977 for information on a tool provided for free to all UW users and information about other free and paid antivirus tools.  Please make sure your Antivirus software is completely updated (Symantec does not automatically update it's application, you must update it manually).


Install and Configure VPN

UPDATE 03-16-2020: You can now access the Biochemistry File Server using the UW VPN.  If you only need access to the Biochemistry File Server or UW services, please configure your VPN to use the UW VPN to conserve the Departmental VPN connection.

We use a Departmental VPN to access most departmental services. Installing and configuring the VPN will ensure you are able to access resources such as the departmental file server, license servers, etc.

Please note, the new server (https://biochem.wisc.edu/intranet/it/file-server-new) and many campus services only require a campus level VPN. Our departmental VPN is limited to approximately 125 users at any given time. The campus VPN can support a much larger number of users. The Campus VPN uses the same software, you just connect to a different portal.

Departmental VPN Instructions: https://biochem.wisc.edu/intranet/it/remote-access
Campus VPN Instructions: https://kb.wisc.edu/90370


Web Bookmarks

If you have specific websites you use to complete your work, make sure you have a copy of the URLs saved somewhere you will be able to access from home (Box, Google Drive, OneDrive or the File Server).

You can see how to export bookmarks for major browsers at the links below:

Chrome - https://support.google.com/chrome/answer/96816?hl=en
Edge - https://www.intowindows.com/how-to-backup-or-export-edge-favorites-in-wi...
Firefox - https://support.mozilla.org/en-US/kb/export-firefox-bookmarks-to-backup-...
Internet Explorer - https://support.microsoft.com/en-us/help/4522751
Safari - https://support.apple.com/guide/safari/import-bookmarks-and-history-ibrw...


File Server, Storage & Sharing

The Biochemistry File Server (https://biochem.wisc.edu/intranet/it/file-server-old) is accessible using the UW or Departmental VPN.  If you only need access to the file server, please switch your VPN connection to the UW VPN

The new storage, biochem.drive.wisc.edu (https://biochem.wisc.edu/intranet/it/file-server-new), is accessible using the Departmental or Campus VPN services.

Box is also available via the web (https://kb.wisc.edu/33229) or by installing Box Drive (https://kb.wisc.edu/page.php?id=33789). Box Drive will make Box behave more like a file server and generally is easier to work with than the website. The Biochemistry Department recommends keeping research data on the Biochemistry File Server.

Google Drive (https://it.wisc.edu/services/google-apps/) is also available. Be sure you sign into your UW Account.  Google Drive is not recommended for sensitive data. The Biochemistry Department recommends keeping research data on the Biochemistry File Server.

Microsoft OneDrive (https://kb.wisc.edu/74569) is another available service. The Biochemistry Department recommends keeping research data on the Biochemistry File Server.


Microsoft Office (Word, Excel, Outlook, PowerPoint)

Most UW-Madison faculty, staff and students have access to download and install Microsoft Office on their personal machines. Download and installation instructions for macOS and Windows are available at https://kb.wisc.edu/43841.  You can also activate Microsoft Office on your Android (https://play.google.com/store/apps/details?id=com.microsoft.office.offic...) or iOS (https://apps.apple.com/us/app/microsoft-office/id541164041) devices using your UW email address and NetID authentication.


Adobe

Adobe Creative Cloud is licensed for employed faculty and staff and can be installed on personally-owned devices. Faculty and staff can install Adobe Creative Cloud (https://kb.wisc.edu/page.php?id=69772). Once Creative Cloud is installed you can use that application to choose which Adobe programs you want to install on your computer.

Students can purchase an Adobe Creative Cloud subscription (there may also be a trial available) at a significant discount. Visit https://kb.wisc.edu/91357 for more information.


Email

If you will be out of the office for an extended period of time, you may want to set an Automatic Reply (https://kb.wisc.edu/32606) to alert those contacting you that your response may be delayed.

Your Office 365 email can be accessed from any web browser or by using a supported email client. Information about configuring your device for Office 365 or accessing Outlook on the web is available at https://kb.wisc.edu/office365/page.php?id=28350.


Phone & VM Options

Jabber on Mobile Devices | Voicemail | Call Forwarding

Jabber on Mobile Devices

Employees with an assigned phone number can install Cisco Jabber on their mobile device to make and receive phone calls from their work phone number. To see if your phone number is eligible for this, visit the Self Care Portal (http://go.wisc.edu/6fz24i) and look under My Phones. If you see Cisco Jabber for Desktop you should be eligible to access your primary phone number using your mobile device or tablet (installation on computers is restricted due to E911 concerns).

Cisco Jabber may only work if you are on a UW Network or using the campus or departmental VPN. To install and configure VPN for Jabber usage please see the campus VPN instructions in the VPN section to conserve the departmental VPN connections.

Note: This is not available to numbers assigned to locations or roles (it generally won't work for shared numbers, etc.)

Jabber for Android Instructions - https://kb.wisc.edu/76120
Jabber for iOS Instructions - https://kb.wisc.edu/98744

Voicemail

If you will be out of the office for an extended period of time, you may want to change your voicemail message to alert those contacting you that your response may be delayed. Instructions for changing your message from the Web Portal are available at https://kb.wisc.edu/81616.

If you configure Jabber for your Mobile Device you can access your voicemail messages within the client.

You can also call into your voicemail (https://kb.wisc.edu/72655) or check it from the Web Portal (https://kb.wisc.edu/72618)

Finally, you can configure your voicemail to automatically email you when you receive a voicemail (https://kb.wisc.edu/72643). Note: you may need to use one of the alternate methods to delete your messages or your mailbox can become full.

Call Forwarding

If you are unable to use Jabber on a Mobile Device or your line doesn't allow it, you may be able to use call forwarding to forward your calls to a different number (note, this may need to be done from the phone itself)

For a personal line, you can forward your calls fron the Self Care Portal using the instructions at https://kb.wisc.edu/72405

From a phone you can forward calls using the instructions at https://kb.wisc.edu/76024

Notes: Not all lines will support this ability. You will need to enter the forwarding number as you would to call it from your phone, see the Dialing Patterns (https://kb.wisc.edu/72677) for assistance.


Maintaining Communications/Collaboration Tools

There are a number of available services to help maintain team communications without being physically present.  Please consider using the following tools to help work with your groups, teams, coworkers. The following tools are being pushed automatically to departmental computers.

Microsoft Teams (https://kb.wisc.edu/73588) - Teams is primarily a chat-based workspace that is part of Office 365. You can easily send chat messages to other Teams users. It also supports Video and Voice communications and file collaboration. There is a web client but installing the application may provide a better interface. You can find a complete set How-To instructional videos here: https://support.office.com/en-us/article/microsoft-teams-video-training-...

 

Cisco Webex (https://kb.wisc.edu/89217) - Webex is a video conferencing tool that offers screen sharing, whiteboarding and remote support capabilities.  Installation instructions are available at https://kb.wisc.edu/89217. Departmental computers may need to run for approximately 30-60 minutes without Outlook running for Webex to install. You can find a complete list of How-To instructional videos here: https://help.webex.com/en-us/8bzter/Cisco-Webex-Meetings-Video-Tutorials


Teaching

Biochemistry MediaLab and IT will work with any faculty or staff needing assistance or advice with online teaching options. A number of capabilities are available using campus and departmental resources. Please open a high priority ticket on the MediaLab portion of the Job Board (https://jobboard.biochem.wisc.edu) or visit the MediaLab and IT office so we can tailor our recommendations to your specific needs.

The university has developed a website that provides information about transitioning classes online.  Please visit https://instructionalcontinuity.wisc.edu for more information.


IT Support Options

The best way to contact Biochemistry IT for support is to use the Job Board (https://jobboard.biochem.wisc.edu). If our staff need to work from home the Job Board is the most accessible and most reliable tool for us to prioritize and assign work.

You can also attempt to contact the DoIT Help Desk (https://it.wisc.edu/help/) for support on campus tools. They won't be able to help you with Biochemistry specific questions though.

Please remember that there may be significant delays in response time if there are large numbers of support requests, IT staff availability may be limited, and staff could also be attempting to work remotely.