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Working Remotely

This page is a guide to University of Guelph and Humber College resources that can help the U of GH community stay connected to campus resources when working offsite.

Proactive Recommendations:

  • Bring your laptop with you if you expect a remote work situation. When there is reason to suspect the campus may close and a remote work situation may ensue (pending snowstorm, campus emergency, pandemic planning, etc.), employees with laptops and headsets should consider proactively taking these devices home. Doing so will keep your device safe and readily available should you need it for work purposes.
     
  • Ensure access to systems. Consider whether there are some systems or accounts to which only a limited number of people have access in your unit. In the event that those people are unavailable, it may be wise to proactively create a secure process to ensure continuity of access. More information on practices around shared accounts can be found in the CCS Password Standard.
     
  • Practice using collaboration tools. Having “practice work/teach-from-home days” is a good idea to proactively trouble shoot issues and ensure a smoother workflow in the event you need to work remotely. As a regular practice, employees and faculty might consider having at least one “practice day” each year to ensure they are equipped to work or teach from home.
     
  • Emphasize that the employee should ensure that the physical remote environment is conducive for working, a dedicated space or room where they can focus on work with limited distractions, and free of hazards.

Keep University information safe

  • Use Strong Passwords
     
  • Avoid using public Wi-Fi. Assume that all free Wi-Fi networks are insecure, especially those in business centers, hotels, coffee shops, and airports. Never access or share sensitive information when connected to one of these networks without using VPN.
     
  • Never enter or access sensitive or personal information when using a shared or public computer.
     
  • Install security software. Ensure that all computers used to work remotely have security software installed. At a minimum all systems that access University data should be running up-to-date anti-malware software. McAfee VirusScan is available for free to the U of G community via the CCS Software Distribution Website.
     
  • Emphasize that University documents should be saved to centralized folders and not on personal desktops or laptops (unless the laptop is a University resource).
     
  • Emphasize limited or no downloading or printing of confidential documents.
     
  • Lock your screen when you are not at your computer. Go to the Apple menu and choose Lock Screen or press Command+Control+Q.  On a PC, press the Microsoft button on the keyboard + L and that will lock your computer.

University of Guelph Information Security Policies

Connecting to the University Network with VPN

University of Guelph VPN Access:

A virtual private network (VPN) is a technology that creates a safe and encrypted connection over a less secure network, such as the internet. Faculty, staff and students all have access to use this service. You will need to use your Gryphmail UserID and password to install the software and to get connected onto it once it is installed. You will initially need to type in vpn.uoguelph.ca the first time you launch the software.

https://vpn.uoguelph.ca

Humber College VPN Access:

If you do not have a work laptop and/or would like to connect to your computer residing on the University of Guelph-Humber network via Remote Desktop, following these steps:

Complete and submit this eForm to request remote (off-campus) access to on-campus resources. All requests are subject to approval. Allow 2-3 business days for fulfillment.

Request Remote Access to a Resource

http://humbercollege.formstack.com/forms/remoteaccess

How to find the name of your on-campus computer device name: (example: NGH00401-FMKL01)

Open Settings → Click on System → Click on About → Check the Device specifications section to find out the PC name

Before leaving campus:

Ensure that the computer is powered on and plugged into a wired network connection on the campus network.

Once you are off-campus, follow the quick reference guide to connect:
Quick Reference Guide to Remote Access Portal (myRemoteAccess.humber.ca)
Duo Setup (step-by-step)

Remotely access, store and back up files

Humber Remote H & I Drive Access:

myFiles.humber.ca is a Web-based, file management solution that facilitates secure access to Humber’s network drives from anywhere in the world. To access Humber’s network drives, you will need to use your Humber number and password.

https://myfiles.humber.ca

Mapping Network Drive at Home (Humber VPN required)

OneDrive

Microsoft OneDrive provides a place in the cloud where files can be stored, shared, and synced. Files can be updated and shared from any device (computer, tablet, smartphone) and can even work with others on documents at the same time.

The University of Guelph-Humber uses OneDrive for Business which provides students with unlimited file storage in OneDrive.

Phone and voicemail

Accessing Voicemail While Off Campus

Follow these steps to access your voicemail remotely:

If you are working from off campus:

  • Dial: 416-415-5000
  • Dial 416.673.6711
  • Enter your mailbox ID when prompted and press #.
  • Enter your voicemail PIN and press #.

Quick Reference Guide (pdf)

 

 

 

Humber Voicemail (self-care portal) Humber College VPN is required

Use the myVoicemail.humber.ca self-care portal to manage your voicemail and configure select aspects of your voicemail service. To access voicemail, you will need to use your Humber number and password.

https://myvoicemail.humber.ca/inbox/

Quick Reference Guide (pdf)

Single Number Reach: Forwarding your desk phone to your mobile phone

IMPORTANT: By default, Single Number Reach is not available to Clients. Please contact the Humber I.T. Support Center (ext:8888) to add Single Number Reach functionality to your telephone.

Accessing Your Office Phone (Humber) on the Go with Jabber

Jabber allows staff and faculty to access their office phone extensions from anywhere. With Jabber, users can receive or make outbound calls on their work extension directly from their mobile phone, tablet, or laptop.

Log into Jabber using your Humber credentials (humberN#@humber.ca and password).

Quick Reference Guide (pdf)

  • Jabber (Quick Reference Guide)

Emergency Calls (911, 9-911)

Emergency Calls to 911 (or 9-911) should NOT be placed from any of the Jabber Clients. You should use your desk phone or your cell phone to place emergency calls to 911 (or 9-911).

Meet virtually with video, voice, and chat

Using Teams to Collaborate and Meetings (via Office 365)

Office 365 Teams is a collaboration service that provides shared conversation spaces to help teams coordinate and communicate information. Key features of Teams include integration of real-time chats, messages, alerts, notifications, and group notebook OneNote.

Office 365 Teams is a collaboration service that provides shared conversation spaces to help teams coordinate and communicate information.

https://www.uoguelph.ca/ccs/services/office365/teams

Using WebEx to Meet Remotely (Humber)

WebEx is a feature rich web conferencing tool that allows participants to connect with others anywhere in the world through the use of video and/or audio as well as content sharing. Popular uses for WebEx include web meetings, presentations, conferences, webinars, and e-learning.

Use your University of Guelph-Humber email address as the login ID and Humber number password to log into mymeeting.humber.ca.

https://mymeeting.humber.ca/

Get software

AppStream

AppStream is an Amazon streaming service that simply allows users to access applications that traditionally were accessed on-campus. You can access applications from many devices but may be restricted with resolution sizes. A modern web browser that supports HTML5 is needed (Chrome, Firefox, Safari, Edge). An internet connection with at least 2 Mbps download is also recommended as the minimum for the best performance.

https://its.humber.ca/appstream

Work-at-Home Software

Through our partnership with the University of Guelph, our staff, faculty and students have a variety of software packages available to them, including McAfee Virus Scan, SPSS, SAS, Microsoft Windows 10 and Office.

https://guelph.onthehub.com/WebStore/Welcome.aspx

Microsoft's Office 365

Microsoft's Office 365 allows individuals with a Gryph Mail account to install Microsoft Office on up to 5 Windows or Mac computers, 5 tablets, and 5 smartphones.

For installation instructions, see How to Install Office 365 guide

Online training