» Working Remotely

Beware of "zoom bombing": Malicious people are joining zoom calls and sharing very inappropriate videos on the call. For more information about preventing unauthorized users from  accessing and hijacking your Zoom meetings, please visit our Zoom Bombing Prevention page.

Please note: Students, staff, and faculty who are impacted by protected class (like race, sex, gender, religion, or national origin) misconduct during Zoom or other videoconferencing sessions should be referred to the Dean of Students (students) or Human Resources (staff and faculty) for supportive resources and reporting options.

Required:

• Work at home as you would in the office and ensure compliance with Chapman’s Computer and Network Acceptable Use Policy.
• Anti-malware software MUST be installed and updated (can be configured to automatically update).
• Operating system and all installed software kept updated directly from software vendors on a timely basis.
• Share Chapman data using Chapman Cloud storage accounts and not personal accounts
  • See the recommended cloud file storage list below.

Recommended:

• Use web-based O365 for all CU email communication
• Downloading and uploading data:
  • Full-disk encryption configured and used for your personal computer hard drive.
  • Do not download sensitive University data to personal devices or flash drives
  • Use Chapman cloud storage like Teams and OneDrive to share and collaborate
• Use web-based O365 for all CU email communication
• Other:
  • Take extra care to protect your mobile device e.g., don’t leave a laptop in the passenger seat in an unlocked car
  • Avoid public open Wi-Fi or untrusted networks, and if required, a VPN must be used.
• Security incidents, including loss or theft of equipment, must also be reported immediately to CU Information Security or the CU service desk. 

Laptops and Desktops

It is important that you use up-to-date computer equipment that will support working remotely. Mobile devices can be useful as secondary equipment but are not adequate for primary equipment when telecommuting.

• CU-Owned Laptop: Be sure to test your laptop at home or at the alternate locations you plan to work before you need to telecommute.
• Personal-Owned Laptops and Desktops: If you are planning to use your own personal equipment when working remotely, please make they meet the system recommendations. 
  • Operating Systems: Windows 10 or MacOS 10.14 (Mojave) or later

  • Guide for Windows

  • Guide for Mac

  • RAM: 8GB

• I Do Not Have a CU-Owned or Personally-Owned Computer: If you do not have a computer for working remotely, please inform your supervisor.

IS&T also recommends a headset that can connect to your computer to reduce background noise and improve sound quality for phone calls and online meetings. 

Remote Office Internet and WiFi Connectivity

Make sure that your Internet and wifi connectivity is strong enough and stable enough to support VPN and Microsoft Teams meetings. The best way to make sure your Internet and wifi services are adequate enough is to test it by connecting to a VPN and running a couple of test meetings on Teams. We recommend that you have at least 10-20 Mbps upload and download speeds for common work activities. You can check your remote office Internet and wifi connectivity by using Speedtest.net.

Laptops:

When working remotely, you are free to use your own personal computer (desktops and laptops). If you do not have a personal computer and would like to request a loaner laptop for working remotely, please be aware that we have ordered extra laptops and are immediately focusing distribution priorities for students and faculty. Please have your supervisor submit your request to our Service Desk at servicedesk@chapman.edu and we will get back to you soon as possible.

Headset, Webcam, Hot Spot:

If you need a headset, webcam, or hot spot, please email your request to the Service Desk at servicedesk@chapman.edu.

There are a number of online meeting tools for you to choose from. Microsoft Teams is Chapman's one-stop shop for online meetings, phone calls, voicemail management, and collaboration.

Important Note: If you are remoting into your office computer to join a meeting, Teams will join the meeting from the office computer only and not detect your microphone, speakers, or webcam. Be sure that you are joining a meeting using the devices you are physically working on.

Microsoft Teams Introduction

Teams Meetings Resources

• Create an instant meeting
• Joining a meeting
• Manage Meetings
• Sharing your screen during a meeting

 Teams Chats and Calls Resources

• Starting chats and making calls
• Hide chats, delete messages
• Setup a delegate to take calls

 Teams Mobile Resources  

• Get your Teams mobile app
• Activity Feed on the go
• Join a meeting on the go

Forwarding Office Phone Calls to Your Mobile Phone

• 1120 - Silver Model: Please contact the Service Desk at Servicedesk@chapman.edu to have your call forwarding setup by our telecommunications team.
• 9611 - Charcoal/Black Model: 
  • Press "Forward"
  • Enter "91+Area Code+Seven Digit Number" of the phone you are forwarding calls to.
    • Example: 917149976600
  • Select "Enter"

Checking Voicemail Remotely

All voicemail received are automatically sent to your Outlook Inbox. Simply open your Outlook client or log into your Web Outlook at Outlook.chapman.edu.

Soft Phone via Microsoft Teams

IS&T is now offering a new otophone capability that allows you to utilize your work number from within the Microsoft Teams product.   This allows you to make and receive calls from any computer, mobile, or web browser (Chrome), and from any location.  The number is fully compatible with our existing phone system, and you can continue to dial and receive calls with your 4-digit extension.

Getting Started 

IS&T must enable your account for phone calling and coordinate a date and time for your number to start working from within Microsoft Teams.  We recommend that you have a headset for your computer.  Any traditional handsets (Avaya/Nortel) will be reclaimed following the migration.  If you answer or receive multiple lines, then all members of your department or team must migrate simultaneously.   Please put in your request at servicedesk@chapman.edu. 

• Making and Receiving Calls 
  • Calls are made in the Calls application within the Microsoft Teams application.   You are enabled for Teams calling when the dial pad appears. 
  • Enter the 10-digit phone number you wish to call on the keypad and press the Call button to initiate the call. 
  • You may dial 4-digit extensions or full numbers. 

(Do not dial “9” before the number for external calls!) 

You will see a popup card when receiving a call, with the number and name of the caller (if identified).  Press the appropriate button to answer or reject the call. 

There are several in-call options are available:  

• Mute or unmute your microphone. 

• Bring up the dialpad. 

• Change your device settings – pick a different microphone/speaker configuration. 

• Transfer the call to another party.
  • Unless you know the other party is on Teams, enter the phone number to perform a transfer (do not search and select from the list). 

• Consult (chat or call) the other party first, then transfer the call.   
  • Best used w/ other Teams users.  

• Show participants and add additional people to the call.  Type the number in the upper right to bridge on a 3rd party. 

• Hold the call. 
  • It may take 2-3 seconds to place the call on hold after clicking the button, and up to 4 seconds to resume (see Known Limitations). 
  • The caller will hear music while on hold.

Recording Voicemail and Aadjusting Call Preferences 

Several settings are configured from within the Teams Desktop client.  To get started, click your profile picture in the upper right corner, and choose Settings. 

• Devices tab - On the Devices tab, you can set your default microphone, speaker, and camera, as well as define a “Secondary Ringer”. 
  • The Secondary Ringer allows you to hear an audible alert during inbound calls from an additional device, such as a pair of speakers. 

• Calls tab - On the Calls tab, you can configure call forwarding, ringing, and voicemail behaviors.  
  • Click Configure voicemail followed by Record a greeting to record a personalized voicemail message.  You may also modify out-of-office behavior, and automatically play a specific recording when your calendar indicates you are unavailable. 

Known Limitations 

The following are known issues with Microsoft Teams calling. 

• The “Call History” tab in the Microsoft Teams desktop client may not reflect the name of callers on our legacy phone system.  The name properly appears while the call is ringing, as well as on the mobile client.   Workaround:  None; expected to be fixed in a coming release. 
• Answering a call as part of a Call Queue takes ~3 seconds before the call connects.    Workaround:  Wait for the “Transferring” message to disappear before talking to the caller.  Expected to be fixed in April 2020. 
• Placing or resuming a call from hold may take up to ~4 seconds (usually resuming is longer).   Workaround:  None.  May be similar or fixed with the Call Queues fix mentioned above. 
• Choosing the “Call” option on a contact card for an internal employee will place a Teams call, regardless if the other person is still on the legacy phone system.  Workaround:  Dial the person manually using the keypad.  Do not use the Call button on contact cards unless you know they are on Teams calling.  As Teams Calling becomes more prevalent, this will become less of an issue.  

 The call button on a contact card, or performing a user search will result in a Teams call. 

OneDrive

Office 365

Chapman IS&T is now providing a “virtual desktop” to assist with your transition to remote working. You may access the virtual desktop by installing an application, or entirely through a web browser.   

Things to know about the Virtual Desktop: 

• You can save files in the Documents folder and on the Desktop, and they will be kept between sessions. 
• Some application preferences might not be saved between sessions.  For example, a Chrome browser favorite might not be kept. 
• All mapped drives and web access will be accessible as if you are in the office. 
• For performance reasons, we recommend that you install Outlook on your personal computer at home (PC, Mac) or mobile device.  Visit portal.office.com and click the Install button in the upper right corner. 

Installing the application (recommended) 

3. If prompted to restart your computer, please choose Restart Now. 

4. Launch the VMware Horizon Client on your computer. (PC illustration) 

5. Click Add Server.  In the dialog box, type vlab.chapman.edu and click Connect. 

6. In the Login box, enter your email address and password. Click Login.

 7. After you are logged in, click Staff Desktop. 
    a. If prompted to allow access to local storage, click Allow. 

Accessing via the web 

2. Login with your email address and password. 

Remote Desktop is a great tool for remoting into CU network computers from outside devices. In order to use remote desktop, you will need to contact the Service Desk. Once you are set up, please follow the steps below for configuring your remote desktop tool.

Please note that if you are using a Mac desktop at Chapman, you will not be able to use the Remote Desktop feature when working remotely. 

Remote Desktop Computing (available for Windows 10 and Mac iOS devices)

No. All office equipment and computer accessories such as: desk phones, usb mouse, keyboards, desktop computers, docking stations, monitors, etc. are to remain on Chapman University property at all times. Only university-owned laptops and tablets are permitted for remote use.

For more information about requesting loaner equipment, please see the "Loaner Equipment" instructions listed in Tools and Resources.

If you are interested in switching to a Soft Phone setup, please submit your request to the Service Desk and be sure to provide the following information in your request:

• Name (first, last)
• Office Number
• Any other shared lines

Yes. VPN is required for working remotely. If you are trying to access your office computer while working remotely, please see the instructions for Remote Desktop Access listed above in the tools and resources.

If you want to request VPN access, please submit your request to the Service Desk.

Unfortunately, no. Remote desktop is not available for remoting into a Mac desktop. However, you can use remote desktop if you are remoting into a PC from a Mac. If you need to access features like Filer on your Mac desktop, you will need to request VPN access.

For more information about requesting VPN access, please see the instruction for "Virtual Private Network" listed above in Tools and Resources.

If you would like to donate your personal equipment, please contact the Service Desk

No. IS&T will not be providing extra monitors for working remotely.

Other accessories such as headsets, usb webcams, etc. are available for checkout.