In the event that routine work functions and location are disrupted due to building closures, you may find it necessary to work off campus. Telecommuting is a recognized flexible working practice which, in appropriate circumstances, can help staff achieve business objectives and have a positive impact on the environment.
Resources for Working Remotely
The following links provide in-depth guidance and instructions.
- WUSTL Key – You will need your WUSTL Key for use of University systems.
- Two-Factor Authentication (2FA) – Guidelines about 2FA, including enrollment instructions. You will need to be enrolled in 2FA and have your authentication device with you in order to access university systems remotely.
- VPN – Instructions on how to connect. Many tools do not require a VPN connection to access them. For example, Canvas, Zoom, Teams, Box, Outlook, and O365 apps. A list of WashU systems that do and do not require VPN can be found here.
- Enterprise Client Virtualization (ECV) – Provides physicians and clinical staff a consistent desktop environment from any location, with a single login to access all of their applications.
- Telecommunication – Includes call forwarding instructions for your office phone
- Digital Faxing with Faxcom – Digital faxing solution that allows faxes to be sent over the internet
- Microsoft Teams – Teams is a great resource for online team collaboration, with tools such as conversations, shared files, online meetings, private chat, and more.
- Zoom – WashU’s video conferencing solution. Faculty and students can launch Zoom through Canvas.
- WUSTL Box – Allows you to easily share and collaborate across campus, across the country, and around the world.
- Accessing Network Files From Off Campus
- Email Client Setup – Instructions on how to connect your email client or mobile device to your Office 365 email account.
- Software – How to instal software on WashU IT supported machines
- Office from Home – Current faculty, staff, and students can install and activate the Microsoft Office Apps on up to 5 personally-owned devices.
- Canvas – Online learning for students and faculty
What Technologies are HIPAA Compliant?
The link below has a listing of approved services for use with HIPAA information.
If you pick up a loaner or a new laptop to use for telecommuting, you need to log on to it before you leave campus. Otherwise, you will need to contact support to log in your first time.
The WashU IT Depot team has a limited number of loaner laptops that are available for departments to requests on behalf of their staff. Due to the limited quantity, we are allowing up to 3 loaner laptops per area at this time until our supply is exhausted. Please submit a request to ITHelp@wustl.edu with the number of loaners you need and who they will go to.
Additional laptop and equipment needs must be procured via purchase through a ServiceNow request. The Depot team has ordered a number of standard laptops to fulfill purchase requests that will be arriving in the coming week(s) to assist with providing staff a work from home option.
Supervisor Checklist for Supporting Telecommuting:
- Review technology needs and resources – Identify technology tools staff use in their daily work and determine whether the resources will be accessible when working from home and ensure employees know how to access your team’s local technical support should they need assistance.
- Review work schedules – provide clarity for telecommuting, clearly define expectations with staff
- Draft a work plan – review questions below with staff
- What routine responsibilities/tasks cannot be fulfilled while working remotely and how will it impact operations or other people? What are ways to reduce the impacts?
- What routine responsibilities/tasks require regular communication and collaboration with others? Proactively contact each partner to confirm how you will communicate while everyone is working remotely.
- Are there any special projects or tasks that you can advance while working remotely?
- What events or meetings are scheduled during the time in which the temporary telecommuting arrangement is in place? Will they be postponed or canceled, or will they take place using technology?
- What follow-up needs to occur due to postponements or cancellations?
- Make a communication and accountability plan as follows:
- Inform employee how often they should send updates on work plan progress.
- Communicate how quickly employee is expected to respond while telecommuting and best ways for the employee to contact you while working remotely.
- Conduct regular check-in – start each workday with a phone, video or instant message chat.
- Be positive – have a positive attitude toward telecommuting and show a willingness to trust employees to effectively telecommute.
- Debrief after normal operations resume.
Staff/Employee Guidelines When Telecommuting
- Understand, review and test technology and resources available to you.
- Know how to remote into WashU network via VPN and leveraging 2 Factor Authentication.
- Define your workspace – establish a workspace, even if it is your kitchen table, that gives your brain a cue that it is time to work.
- Be available and contactable during the agreed working hours.
- Be present (maintain status on Microsoft teams)
- Stay connected – Must be available and working during the established core business hours, unless otherwise approved by immediate manager.
- Inform those you are working directly with of your status as appropriate.
- Attend meetings as scheduled leveraging Teams and Zoom.
- Be actively engaged when working scheduled weekly hours/days.
- Participate in team projects, assignments, meetings, etc.
- Protect confidential and proprietary information from internet threats, etc.
Employees can also refer to the HR Telecommuting Policy for additional information.