Guide for Staff Working Remotely

Tags PSU

The risk of data exposure or password compromise increases when you use PSU services or work with university data, off-campus.

  • The networks you use are not controlled by Plymouth State University and may be more open.
  • A computer and its data are at greater risk of theft when traveling.
  • You may not have up-to-date software and full protection when using a computer that's not your own.

This section spells out specific risks and steps you can take to protect your passwords and data while working off-campus.

WORKING FROM HOME

University data stored on a computer you use at home, whether the computer is owned by you or the university, is subject to the same policies as data located on campus. Per university policy, you are the custodian responsible for all Plymouth State University data on any computer you use. See the IT Guide for Protecting Data for more information about these responsibilities. It is your responsibility to know what types of PSU data you have on your computer at home and to take steps to protect it as outlined here and elsewhere in this security guide.

USE A SEPARATE LOGIN ACCOUNT
If other members of your household use the same computer, create a separate login account for your PSU work and data, with a strong password that only you know. Using a separate login ensures other users on your computer cannot view or access your PSU documents.

ENCRYPT ALL CONFIDENTIAL DATA
If you have confidential data on a computer that is located at home, or that comes home with you, that data must be encrypted. Check with the ITS Help Desk to find out what encryption solutions are used in your department.

CONNECT TO CAMPUS WITH THE VIRTUAL PRIVATE NETWORK
Connecting to PSU's network from home increases the risk of data exposure or password compromise because you have to use networks that are not controlled by Plymouth State. To minimize these risks, you should use the campus Virtual Private Network (VPN) when working with sensitive PSU data. This will ensure that everything you do is encrypted as it goes over the network. The VPN protects your data from electronic eavesdropping. To connect to some department and central resources from off-campus, you may be required to use VPN. How to install VPN.

SECURE YOUR HOME WIRELESS NETWORK
Home wireless networks are easy to set up and extremely convenient to use. However, an insecure wireless environment poses several risks that need to be addressed:

  • Anyone near your home can use your Internet connection.
  • Anyone near your home may be able to access your computer.
  • Anything sent over the wireless connection could be stolen.

The manuals that came with your wireless router should provide detailed information on how to secure your home wireless network. If you no longer have the manual, use the brand name and model type to search for an electronic copy online.

KEEP YOUR COMPUTER SECURE
Most of the things discussed in this guide apply to your home computers, in addition to your work computers. A very common problem with home computers is having out-of-date operating systems and browsers, as well as not having activated a current firewall and antivirus software. Take the time to install one of PSU's recommended antivirus solutions, on your home computer.

LinkedIn Learning (AKA Lynda.com) has some videos that are a great resource for working remotely from home. Here is a document on how to sign in to LinkedIn Learning.

TOOLS TO ASSIST IN WORKING REMOTELY

Keeping in touch or collaborating with co-workers while working remotely can be achieved with one of two choices PSU has available.

Zoom: Zoom is a videoconferencing platform that works on Windows, Mac, Smartphones/Tablets (iOS & Android devices), room systems, and standard telephones. Below is a list of documents to help you navigate through Zoom:

 
Microsoft Teams: Microsoft Teams (MS Teams) is a chat-based workspace in Office 365 that makes it easy to have conversations, host meetings, share files and collaborate on documents, and get work done with teams across the organization. Microsoft Teams lets you work in a natural, conversational way -- with everything you need in one place -- available anytime, on any device.
Below is a list of documents to help you navigate through Teams:
 
If at any time you have questions, please contact the Help Desk at (602)535-2929 or email helpdesk@plymouth.edu

Details

Article ID: 3107
Created
Fri 10/2/20 5:24 PM
Modified
Wed 12/2/20 4:26 PM
Applicable Institution(s):
Plymouth State University (PSU)