Updated at 1:56 p.m. PST AUGUST 18, 2020
In light of the current COVID-19 (Coronavirus) situation, many UCSB staff are beginning to explore temporary flexible work arrangements, including remote work. Resources on this page are intended to help staff in Arts & Lectures and the Student Affairs and Graduate divisions to make that transition.
Contacting the SIS&T Help Desk: Due to an increased volume of requests, the Help Desk is only able to address service requests made through its ticketing system, which is being closely monitored. Make your request by emailing firstname.lastname@example.org, and please be sure to leave the best phone number to where you can be contacted. For the time being, please do not call the Help Desk or directly Instant Message the Help Desk staff. Submitting your request for support at email@example.com is the fastest way to have your needs addressed.
- Best Practices for Flexible Work Arrangements: https://www.it.ucsb.edu/explore-services/best-practices-flexible-work-arrangements
- UCSB COVID-19 updates and archived communications from Chancellor Yang: https://www.ucsb.edu/COVID-19-information
- Human Resources' memos re: COVID-19 (and more): https://www.hr.ucsb.edu/memos/all
- Human Resources' remote work webpage: https://www.hr.ucsb.edu/
Defending Against COVID-19 Cyber Scams
The Cybersecurity and Infrastructure Security Agency (CISA) warns individuals to remain vigilant for scams related to COVID-19. Cyber actors may send emails with malicious attachments or links to fraudulent websites to trick victims into revealing sensitive information or donating to fraudulent charities or causes. Exercise caution in handling any email with a COVID-19-related subject line, attachment, or hyperlink, and be wary of social media pleas, texts, or calls related to COVID-19. CISA encourages individuals to remain vigilant and take the following precautions:
- Avoid clicking on links in unsolicited emails and be wary of email attachments. See Using Caution with Email Attachments and Avoiding Social Engineering and Phishing Scams for more information.
- Use trusted sources — such as legitimate, government websites — for up-to-date, fact-based information about COVID-19.
- Do not reveal personal or financial information in email, and do not respond to email solicitations for this information.
- Find more information at https://www.us-cert.gov/ncas/current-activity/2020/03/06/defending-against-covid-19-cyber-scams
Tech Tool Recommendations and Tutorials
UPDATED GUIDE: Phone System Information
managing phone options
In this updated guide, you will learn: how to activate and cancel call-forwarding from on and off campus; how to subscribe to the Message Waiting Indicator email notifier tool; how to start using the Multi-Line Client softphone feature (including costs); and how to join a pilot to use Google Voice and how that differs from the NEC MC550 softphone mobile client. UPDATE INCLUDES: New information about checking voicemail remotely, using Bria Client (mobile client 893-number), using Google Voice(mobile client 893-number), and to add a mobile client comparison chart at the end of this document.
UPDATED GUIDE: Group Meetings & Workshops
hosting interactive spaces
In this guide, you will learn how to host virtual meeting and workshop spaces using Zoom and Google Hangouts Meet, plus how the two tools differ. You will also learn how to connect Zoom and Meet to your Google Calendar, and you will learn the difference between a Zoom Meeting and a Zoom Webinar.
NEW GUIDE: Add an Alternative Host/Co-Host in Zoom
MAINTAINING MEETING CONTINUITY
In this guide, you will learn how to add an Alternative Host and a Co-host to your Zoom meetings, as well as why either would be a good option for maintaining meeting continuity and scheduling.
NEW GUIDE: Google Drive (vs. Department File Share)
storing files in the cloud
In this guide, you will learn how Google Drive can be used to store work files that are typically stored in your departmental or divisional file share (i.e., the J or K drive), as well as the difference between your "My Drive" personal account and a "Shared Drive" that you share with a team.
NEW GUIDE: Zoom Webinar
Hosting major events
Webinars can accommodate up to 3,000 attendees and offer some unique functionality not found in Zoom Meetings. Our shared Student Affairs Zoom Webinar account will be “loaned out” on a first-come, first-served basis to departmental users. There is no charge to departments.
NEW GUIDE: Drop-In Advising
HOSTING ADVISING SESSIONS
In this guide, you will learn how to conduct open advising sessions using Zoom, including its "Virtual Front Desk" and Breakout Room features. This guide also discusses other possible solutions, such as Google Hangouts Meet, QLess, Nectir, and Tawk.to, which may be better suited for other types of advising needs.
NEW GUIDE: Shoreline Spring 2020 Virtual Event Template Tips
optimizing online programming
In this guide, you will learn how to add video conferencing, photos, and flyers to the virtual event you are planning in Shoreline. You will also learn how adjust registration, access, and display options.
campus engagement tool
Shoreline is UCSB's official community engagement tool for students, staff, and faculty. Download the "Shoreline UCSB" app on Apple iOS devices at https://apps.apple.com/us/app/
- Getting Started on Shoreline CC (16:05): https://vimeo.com/ucsbstudentlife/shorelineintro
- Getting Started on Shoreline – Turbo Edition CC Recommended (7:04): https://vimeo.com/ucsbstudentlife/shorelineintro-turbo
- Shoreline Mobile App Overview CC (4:13): https://vimeo.com/ucsbstudentlife/shorelineapp
- One-on-One Meeting Scheduler Tool CC Recommended (12:52): https://vimeo.com/ucsbstudentlife/shorelinescheduler
- Shoreline Group Setup (Group Settings) CC (21:43): https://vimeo.com/ucsbstudentlife/shorelinegroupsetup
- Creating Events in Shoreline CC (22:29): https://vimeo.com/ucsbstudentlife/shorelineevents
- Creating Events in Shoreline – Turbo Edition CC Recommended (3:10): https://vimeo.com/ucsbstudentlife/shorelineevents-turbo
NEW: Student Affairs Communication Strategy
- Overview Presentation (Presented to Directors on 3/26/20) (19:27): https://vimeo.com/ucsbstudentlife/c9commstrategyoverview
*CC: These videos have been submitted for closed captioning, which should be available within 24 hours of publication. Should you encounter content that is not accessible to you, please contact firstname.lastname@example.org to request an alternative.
Additional divisional tools and services can be found at https://sist.sa.ucsb.edu/divisional-tools-and-services
SIS&T is accepting questions about transitioning to remote work — submit yours at http://bit.ly/sistremoteworkask. We will continue to add new FAQs.
With your Supervisor's approval, complete the UCSB Temporary Remote Work Agreement found on the UCSB Human Resources website (https://www.hr.ucsb.edu/employment/hiring/telecommute-remote-work). Resources for Departments, Managers, and Employees can be found at https://www.it.ucsb.edu/best-practices-flexible-work-arrangements, as well as tips on remote work etiquette and tech tools to help you do your job virtually.
Instructions (for PC and Mac users) for downloading and installing the Global Protect VPN and downloading and using the Remote Desktop application are at https://ucsb.app.box.com/s/c8a0d4qb5uo7jlmla9nwwl52blt1t4d9. You may refer to the PDF instructions or the video tutorial.
SIS&T recommends Zoom, a cloud-based platform for video and audio conferencing, mobile collaboration, and simple online meetings. Zoom's web-based conferencing uses high-quality video and audio and is accessible on MacOS, Windows, iOS and Android mobile devices. Each meeting can host up to 200 viewers at a time, meetings can be recorded, and users can share their screens and participate in a live chat. There is no cost to departments to use it.
- To access Zoom: Anyone can join a Zoom meeting, but only a host can start/schedule meetings. Use your UCSBnetID and password to sign in to your host account.
- Is there a mobile app?: Yes, called Zoom
- Additional tools needed: Participation works best if users have a strong internet connection and a webcam with a built-in mic.
- More information: https://ucsb.zoom.us
- To get help: http://etsc.ucsb.edu
SIS&T recommends Google Hangouts Chat, which delivers secure messaging for individuals and group conversations. Chat supports 28 languages, and each chat can support up to 8,000 members.
- To access Google Hangouts Chat: Chat is a web app accessible at https://chat.google.com
- Is there a mobile app?: Yes, called Google Hangouts Chat
- Additional tools needed: A strong internet connection
- More information: https://www.connect.ucsb.edu/usage/connect-g-suite-hangouts-chat or https://help.lsit.ucsb.edu/hc/en-us/articles/360001545051-Install-and-Setup-Google-Hangouts-Chat
- To get help: https://www.connect.ucsb.edu/help or https://support.google.com/a/users/answer/9247502?hl=en
UCSB uses DocuSign, a solution that makes approving, signing, and initialing documents a secure, efficient, and paperless process. Information about how to access and use DocuSign is at https://docusign.lsit.ucsb.edu/using-docusign, however, all Student Affairs users should first consult with Tedi Tehrani (email@example.com) before creating a DocuSign template.
SIS&T recommends that users download the Gmail app to their phones. Instructions for iPhone users are at https://www.connect.ucsb.edu/usage/google-apps/apple-ios. Instructions for Android users are at https://www.connect.ucsb.edu/usage/google-apps/android.
There are several ways you can protect yourself from cybercriminals. Visit https://www.it.ucsb.edu/personal-computer-management for more information.
- Run an anti-malware (anti-virus) solution
- Campus IT recommends that Windows and Mac users download/install Sophos.
- Keep your operating system up to date (e.g., run updates, install security patches)
- Install and use the Global Protect VPN client
- Be aware of malicious actors and suspicious emails and links
- Back up your device (i.e., consider cloud applications, such as Google Drive and Box)
- Keep physical control of your devices
- Visit https://www.it.ucsb.edu/security/it-security-faculty-staff for additional resources
- Download, copy, or store personally identifiable information, sensitive FERPA information, or health information to your personal computer/device
- See https://www.it.ucsb.edu/sharing-protected-information-google for information about accessing/using protected data stored in the cloud
If you suspect a phishing attempt, do not click on any links or download any attachments. Then report the suspicious email to Campus IT: https://www.it.ucsb.edu/report-harassing-or-unwanted-email. If you suspect you are the victim of a ransomware threat, immediately report it to firstname.lastname@example.org. Visit https://www.it.ucsb.edu/ransomware to learn more.
If your Student Affairs password expires, you will not be able to connect to the VPN, remote into your work computer, or access departmental/divisional files stored on the network (e.g., J or K drive). For security reasons, your Student Affairs password is set to expire every 180 days, and if you do not regularly log into your work machine, it is easy to miss the prompt to change your password.
- If your password has already expired, please submit a request for help to email@example.com and be sure to include a phone number where you can be reached.
- If your password is still working and it has been about six months since you last changed it, please change it next time you remote into your work computer.
- PC users: Use the keystroke Ctrl+Alt+End to access the screen to change your password.
- Mac users: Use the keystroke fn-control-option-delete to access the screen to change your password.
- Watch a video tutorial on how to change your password while working remotely at https://ucsb.box.com/s/ff06qu85mdhnbkwqct59lgztojmquqgr.
If the internet is unreliable in your area, you might consider whether an AirCard or a mobile wifi hotspot could help. An AirCard is a small device that acts as a wireless adapter to connect your laptop or other devices to the internet, using your cellular data. Similarly, many smartphones have a built-in mobile wifi hotspot that uses your cellular data to connect your laptop and other devices to the internet — and because the hotspot is built into your device, you don't need an adapter (AirCard).
If your department already provides you with a smartphone and you require an AirCard or need your smartphone's mobile wifi hotspot turned on, you should first consult with your supervisor to determine if your department can make those arrangements for you. If your department can order an AirCard for you, either your supervisor or an administrative support staff person should submit the request to UCSB Enterprise Technology Services (ETS) at https://ucsb.service-now.com/
Lastly, while departments can choose to make exceptions, it should be noted that remote-work employees are responsible "for providing space, telephone, printing, networking and/or Internet capabilities at the telecommute location, and shall not be reimbursed by the employer for these or related expenses. Internet access must be via DSL, Cable Modem, or an equivalent bandwidth network" — read more at https://www.hr.ucsb.edu/employment/hiring/telecommute-remote-work.