Remote Work at EIU
As technology allows Eastern Illinois University employees to work remotely, we must also ensure the safety and security of your accounts and data. When you find yourself using your personal device for work, please keep the following in mind.
Keep EIU data on EIU computers; use discretion with physical documents
- Do not use your personal computer to download or copy sensitive information.
- OneDrive, which you can access from Panthermail, is a resource that allows you to access your files from anywhere.
- Remember, laws and regulations do not change. Confidentiality is still the upmost priority. Do not release sensitive information (SSN, Grades, Health Information, etc) in email or by phone.
- In addition, you may be taking documents/files home with you to complete work tasks. Please be sure to make a list of these items for your records and provide a copy to your supervisor before removing them from your office. It is imperative that no confidential documents leave EIU campus. Also, please do not print confidential documents on your home printer.
Online tools can be used for communication and meetings
- Microsoft Teams is a great way to instant message, video, and voice chat. It is ideal for instant messaging and virtual meetings between EIU employees and is our recommended platform for inter-university communication.
- Microsoft Bookings gives EIU employees an easy way to schedule appointments with students or colleagues. It integrates directly with Teams so that you can set up video calls as well.
- Blackboard Collaborate is a web-based video conferencing tool available for all EIU (Eastern Illinois University) employees that integrates directly into D2L. It is ideal for hosting synchronous classes within D2.
- Zoom can be used if you need meet with users that do not have an EIU NetID. It is ideal for hosting virtual meetings with external audiences.
Use Microsoft Remote Desktop or a Virtual Desktop
- Want access to all the programs and resources that you typically have while using your EIU computer?
- VPN - Virtual Private Network
- A VPN allows you to connect to EIU's network as if you were on-site and use EIU resources that are only available on our network, i.e. Banner and Remote Desktop
- More Information
- RDP - Remote Desktop Protocol
- If you need access to programs/files only available on your EIU computer, RDP will will allow you access to that machine.
- More Information
- VDI - Virtual Desktop Infrastructure
- Need access to EIU resources and programs? Visit view.eiu.edu to connect to a virtual desktop. You'll have access to your department files and personal U drive as well as many of the programs already installed on your university desktop.
If you need to take equipment home with you, submit the proper paperwork
Verify you have an antivirus on your home computer, and it is up to date
Make sure your computer has all its security patches
- Update your operating system.
- Update your web browsers and use Firefox or Chrome.
- Apps like Adobe Reader can be updated under Help > Check for updates.
Be aware of emails
- Do not email yourself files. Email is not encrypted; use services such as EIU’s OneDrive instead.
- This is an opportunity for phishers to take advantage of changing times.
- Never share your username/password.
- Be aware of the address bar and verify that it is an EIU service.
- Use EIU’s email verification page (https://www.eiu.edu/verify) for official communication.
- Have you received a suspicious email? Forward it to firstname.lastname@example.org.
Microsoft Office can easily be used from home
- Did you know you get Microsoft Office for free if you are an employee?
- Outlook and Office for Mobile
- Install Microsoft Outlook on your mobile device or tablet. You can find Microsoft Office in your App store.
- Other apps are also available for mobile such as Teams, Word, Excel, OneNote, and OneDrive.
Physically Secure devices and information
- If you leave your computer, it is a good idea not to keep work material on your screen.
- Lock your home and office doors.
- Do not leave laptops or mobile devices in the car or where they can be seen from a window.
- Do not use unencrypted portable hard drives or flash drives, ITS can help with encrypting the devices.
Avoid Public Wi-Fi
- Only use trusted encrypted network connections.
- Ensure your WiFi is encrypted using the WPA2 to prevent snoopers from accessing your network.
- Use EIU’s VPN to encrypt data between EIU and your computer.
Update Settings on Your Office Phone
If you're not going to be in your usual office location, you can make sure those who attempt to contact you there will still be able to reach you. You can forward your phone calls to another line by following these directions:
|Call Forwarding For Multi-Line Phones With a Forward Button|
|To Activate||1. Press Call Forward (The indicator beside the call forward key will flash - do NOT lift the handset)|
2. Dial the phone number to which you wish to forward your calls; do not use the 217 if it is within our area code. Use only the 7-digit phone number.
3. Press Call Forward (light will come on and stay on)
|To Cancel||1. Press Call Forward key once. The indicator beside the Call Forward key will no longer appear.|
|Call Forwarding For Multi-Line Phones with NO Forward Button and Single-Line Phones|
|To Activate||1. Lift handset . . . Dial *72 (hear special tone) |
2. Dial number where calls are to be forwarded (hear confirmation tone)
3. hang up.
|To Cancel||1. Lift handset . . . Dial *73 (hear special tone)|
2. hang up.
You may also wish to simply adjust your voicemail to instruct those who call you to reach you at an alternate number or via email. Instructions on updating your voicemail settings and messaging are available online.
If you have questions or difficulties about these processes, contact Becky Shew at email@example.com.
Accessing Adobe Creative Cloud Resources Off-Campus
While EIU has temporarily ended most on-campus functions during the Spring 2020 semester, Adobe has provided temporary at-home access for impacted students, staff and faculty. This will allow you to continue your work remotely. Please follow the instructions below to enable access to Creative Cloud Desktop Apps on your personal device.
- Visit https://creativecloud.adobe.com and use your school credentials to sign in.
- If prompted, select "Company or School Account" and then enter your password. Or provide your credentials in your school’s login screen.
- From the Creative Cloud website, browse for and download your desired app. Click "Apps" on the top of the page to view all apps.
For more information on how to download or install apps, visit this page. If you have any issues, please contact the Help Desk at (217) 581-4357.