Remote Operations for EOU Faculty & Staff

Checklist

To assist the EOU Faculty and Staff to move to remote work, The EOU IT Department has put together some tools and resources.

Please download, review and complete this Work From Home Preparedness Checklist to determine you ability to work from home.

If you have questions about these resources or require assistance or training with anything listed below, please contact the EOU IT Help Desk. Our hours are Monday – Friday, 8 a.m. to 5 p.m. (excluding major holidays) and we’re located in Ackerman Hall 209.


Computer

If you are to work remotely, you have some choices for a computer to work remotely off-campus.

  1. EOU has assigned some faculty & staff laptops. You are welcome to use at home to work remotely
  2. Faculty & staff have the option to use their personal computers to work remotely. When using a personally owned computer to connect to EOU, you have a responsibility to make sure your personal device is properly patched and updated with the latest operating system system updates for data security.
  3. Each college and the IT Department has a limited number of laptops available for checkout as a first come, first serve basis.

It’s up to each staff & faculty to work with their supervisor to determine which option is best for them. You’ll want to be sure that your device will be able to access the various tools that you’ll need for remote work so it’s very important that you test out your equipment from home to be sure you can access everything you need to work remotely.

Please email the EOU IT Help Desk or submit a ticket for more information and device availability if you don’t have a EOU assigned laptops or a personal computer that.


EOU Applications

The following applications are reachable anywhere in the world with a internet conection. Simply log into the my.EOU Portal to access these applications.


Temporary Applications

VPN Applications

The following applications require a VPN to access remotely for data security reasons. They are:

  • Banner (SIS, FIS, HRIS, etc)
  • Network File Shares (Departmental or personal file shares. You might know them as your Z or Y drives)
  • Remote Desktop Connection (RDC) for Windows or Mac.

EOU uses a product called OpenVPN and it’s currently available in the my.EOU Portal for all users. Reference this tutorial to install on your computer.

  • Banner users automatically gain access to the OpenVPN client so they can being to install and test out their connection using this tutorial.
  • User who are requesting access to their network file shares or remote desktop connection need to request access though the Data Access Permission Form.
  • More information about requesting remote access can be found in the EOU OpenVPN Remote Access knowledge base article.

Application Resources

  • To learn more about these applications and other technologies, please visit the EOU IT Knowledge Base site.

  • To check to see if there are ever any outages for any EOU application or service, please visit the EOU IT Status Page.

Please email the EOU IT Help Desk or submit a ticket if you have any questions about any EOU application.


Video Conferencing Options

Google Hangouts Meet

Google offers a free service called Hangouts Meet that allows users to conduct meetings in small numbers for free. Beginning on March 12, 2020, until July 1, 2020, Google is expanding Hangouts Meet to allow the following features:

  • Larger meetings, for up to 250 participants per call
  • Live streaming for up to 100,000 viewers
  • The ability to record meetings and save them to Google Drive

All EOU staff, faculty and students currently have access to Google Hangouts Meet. Please reference the Google Hangouts Meet training guide or this cheat sheet to get started using this application.


Zoom Video Conferencing

EOU Faculty can have access to Zoom to create high-quality online meetings, classes, and events that leverage video, chat, breakout rooms, screen-sharing, and whiteboards. To request a Zoom license to host your remote course delivery, please email a request to Jon Norris in AV or David Bentz in Teaching & Learning Technology.

Once your license is available, you can utilize these video tutorials to learn more about how to use Zoom.

Zoom is free to any EOU student or staff member to participate in a video conference that faculty member chooses to host. You can send this URL to students/staff to sign up for a free basic account and you can send this video tutorial to help them learn how to connect to a Zoom session. Please note these limitations with a free “basic” account:

  • Unlimited number of meetings (one meeting at a time)
  • No expiration date
  • No time limit for 1-on-1 meetings
  • 40 minute limit on meetings with 3-100 people

Phone Conferencing Options

In some cases, a video conference may not be the best business process for each department to utilize. EOU has options for phone conferencing that is easy to set up.

Google Hangouts Meet

Google Hangouts Meet has phone conferencing options that can be utilized without the video conferencing portion. Pleas reference this tutorial to learn how to easily set up a phone conference.

  • Google Hangouts Meet will accommodate up to 250 participants calling into a single conference number.
  • Long distance charges may apply for some users calling into the conference number. Cellular phone carriers generally have free long distance within the continental United States.

NocTel Virtual Conference Numbers

Some departments currently use a virtual conference number for phone conferencing. The IT & AV departments have virtual conference numbers for users to use for various meetings. You can request one by emailing the EOU IT Help Desk or submit a ticket directly.

  • NocTel Virtual Conference Numbers will accommodate up to 100 participants calling into a single conference number.
  • Long distance charges may apply for some users calling into the conference number. Cellular phone carriers generally have free long distance within the continental United States.

Campus Phones

The NocTel phone system has features that allows EOU faculty and staff to work remotely.

Voicemail Options

You can access your voicemail by checking your email or remotely from another phone. Please reference this tutorial to learn more about these features.


Forwarding Calls

You can easily forward a campus phone number to an outside line like a cell phone if you need to receive calls to a remote location.


You can learn more about the campus phone features by reviewing these knowledge base articles.


Other Online EOU Resources

Listed below is a variety of resources to help make any telework situation easier for EOU Faculty and staff.


Faculty Remote Teaching Resources

In the event that campus-based teaching activities are disrupted, faculty will be able to leverage online technologies for remote teaching. Under the circumstances, providing a consistent approach for students across the university will be greatly beneficial.

To assist the EOU Faculty in moving any on-campus courses to an online environment, The EOU IT Department has prepared this list of recommendations to help.

  1. Consider how you will prepare several sessions of course content, including assignments and assessments, which could be delivered via Canvas even if your course is scheduled to be taught face-to-face. You can utilize this online teaching preparedness Canvas shell to assist with this process.
  2. At a minimum, instructors should be prepared to use both Canvas and Zoom or Google Hangouts Meet. If the campus is closed or if you are not able to come to campus, you’ll need a computer and an internet connection to use Canvas, Zoom and/or Google Hangouts Meet. You can use a cell phone or tablet for basic communication, such as recording an announcement or lecture. It’s important to test your equipment and connections well in advance.
  3. If you aren’t already using Canvas for your course, you will need to take some basic steps to publish your course site and post an announcement. You can utilize this Canvas 101 for instructors course shell to assist with this process.
  4. Some on-campus students may need assistance in using Canvas for online course delivery. You can share this Canvas 101 for students course shell to assist your students with using Canvas.
  5. Post an announcement in Canvas as soon as possible to inform students about how the course will continue to be delivered, how additional communications about changes will be communicated, and what your expectations are regarding how often they should be checking Canvas.

If you have any questions about anything related to Academic Technology, please contact David Bentz for assistance.


Employee and Supervisor Remote Guidelines

A decision to allow an employee to work remotely is at the supervisor’s discretion and based upon whether the employee’s position allows them to perform the necessary work remotely. If the supervisor needs consultation regarding a remote work request they are advised to contact Human Resources.

Employees and supervisors should identify which work responsibilities can successfully be accomplished remotely. Best practices and points to consider include:

  1. Set Clear Expectations: Together with your supervisor and team, set clear expectations about the work that you will be doing and how you will be doing it. The best way to check understanding is to ask questions relating to what you have discussed to make sure you are working towards the same goals.
  2. Designate a Space for Work: Even without a designated office space in your home, having an area that can be used solely for working purposes will help to compartmentalize home life and work life and aid in better productivity.
  3. Set and Respect Your Working Hours: Just as if you were on site, it is important to start and end your day per your normal routine. Also schedule in time to take breaks as you would do in the office so you remain productive and ready to start the next challenge. Work with your supervisor and team to agree on expectations and remember to respect your personal time, too. It’s just as easy to work longer hours as it is to get distracted by household chores.
  4. Be Accessible, Responsive and Reliable: When you are working remotely, what you are working on may not be as clear as if you were discussing a project in person, which means more effort needs to be placed on communication as a whole. It is beneficial if you can supplement email or text communication with frequent face-to-face and voice interactions depending on what type of discussion you are having. Continue to schedule and conduct your team meetings, one-on-one meetings, project meetings, etc. There are various tools and applications to support these types of meetings remotely. If you haven’t understood a message clearly, don’t be afraid to clarify job requirements regularly so you and your team members are sure that you are on the same page.
  5. Avoid Distractions: Ask friends and family not to contact you during your designated working hours, the same as if you were in the office.

EOU IT Help Desk Contact Information

If you have questions about these tools on this list or require assistance with anything resource listed above, please contact the EOU IT Help Desk. Our hours are Monday – Friday, 8 a.m. to 5 p.m. (excluding major holidays) and we’re located in Ackerman Hall 209.

  • Email: helpdesk@eou.edu (This will create a IT Service Request Ticket where you’ll receive communication back with a ticket number and the contact of your assigned Help Desk technician)
  • Phone: (541) 962-3111 (you can dial 3111 on any on-campus phone)
    • If you do not reach a Help Desk assistant on the phone, please leave a detailed voicemail message and a IT Service Request Ticket will be created so one of the Help Desk staff can return your call.
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Published date: 03/12/2020 4:50PM
Last updated: 03/20/2020 9:40PM (Eastern Oregon University)
Author: Eastern Oregon University
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