Guidelines for Working Remotely

Using your University of Alberta provided laptop is the best option for working remotely. However, if you don’t have a University of Alberta laptop and need to use your personal computer, the following steps can help you prepare. Always be sure to conduct a test-run to confirm your equipment works as expected.

Understand relevant policies 
As a member of the University of Alberta community, you are entrusted with using and managing information technology resources responsibly, respectfully and in a manner that reflects high ethical standards, mutual respect and civility, in accordance with the University’s Information Management & Information Technology Policies.  

Identify and confirm the applications that you will require to work from home. Make a list of the applications and identify how to access them. Many common applications such as U of A G Suite which includes Gmail, Calendar and Drive can be accessed using only a web browser on any computer, tablet or phone. There are some work applications that will require a secure connection to the campus network. For these applications, you can use the Campus VPN or alternative methods for Connecting to Your Work From Home.

NOTE: No sensitive or personal information is to be saved to your personal devices hard drive or storage. 

Ensure that your personal computer is updated and secure
If you don’t have a University of Alberta-provided laptop, you’ll want to take extra steps to make sure your work stays secure. If you are downloading and storing university information, you will need to ensure your home computer is up to date with Windows 10 or later, or macOS 10.14 or later, password-protected, and on a secure network connection. It is also best practice to protect your computer with encryption. For more information, visit the Office of the Chief Information Security Officer website on How To Stay Secure and Privacy and Security Best Practices for Sharing Information.

All mobile devices that could retain University records must be encrypted in accordance with the University’s Encryption Procedure.

Gather everything else you’ll need to be productive
When using video conferencing tools like Google Chat and Meet, think about any additional hardware you may require. Does your computer have a built-in microphone and speaker? Do you need a headset for your phone? Are there additional things like power adapters that you’ll need to bring home from the office? Can you access your voicemail through your email? Do you need to forward your office phone to an off-campus phone?

Determine if equipment and/or supplies are needed
Determine if there are special supplies or equipment that might be needed when working remotely. Speak to your supervisor about those needs.

Ensure privacy and security
When working remotely, ensure you follow the University’s policies and procedures for ensuring the privacy and security of information. If you have a dedicated work space (e.g. home office), use that to conduct your business, answer phone calls, video conference, etc.

NOTE: Read, understand and comply with the University’s Access to Information and Protection of Privacy Policy and Records Management Policy and related procedures.

Test your equipment
Don’t forget to do a test-run to make sure your equipment and applications work as expected. If you have additional questions or concerns, contact your IT Support team.

If you have any additional questions or concerns, please contact your IT support team.

Working from Home Checklist

The following is a quick checklist to prepare for working from home:

  •   Use a University of Alberta laptop if you have one. Alternatively, use your own Windows or Mac personal computer (or tablet). All mobile devices that could retain University records must be encrypted in accordance with the University's Encryption Procedure.
  •   Verify that your computer is up to date with Windows 10 or later, or macOS 10.14 or later. If using a tablet, ensure it has the latest updates.
  •   Apply all available updates and security patches to ensure your computer is protected.
  •   Confirm that Google Chrome web browser is installed.
  •   Verify that you have a secure internet connection (wired or wireless).
  •   Identify the applications you need to access from your home.
  •   Install any additional applications you will need on your computer.
  •   If you need MS Office or other software at home, visit OnTheHub to purchase and download.
  •   Use the apps@ualberta website to access common applications.
  •   Test all of your applications to verify that they work.
  •   If you require a secure network connection to access your applications, install the University of Alberta provided VPN software or use alternative methods for Connecting to Your Work From Home. In order for the University to effectively manage our VPN resources, only use the VPN when required. 
  •   If you need specialized software or applications, contact your IT support team for instructions.
  •   If approved to work with paper records offsite, ensure appropriate safeguards in place (locked cabinets, security alarms, shredder, access by third parties is limited). Manage any copies created, dispose of any duplicate or transitory records/information appropriately and in accordance with Records Management Policy.
  •   Contact your IT Support if you have any questions.

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