NYU Tech Guide to Teleworking

To work successfully from off-campus, you'll need a reasonably recent computer (defined below) and operating system to ensure software compatibility and security protections. Tablets and cell phones can be useful as supplementary equipment, but they are not adequate standalone equipment for working remotely.

• If you have an NYU-issued computer: Test it at home before you need to telework.
• If you plan to use your personal computer: Ensure that it meets the requirements outlined in this guide.
• If you do not have a computer to use for telework: Talk to your supervisor.
  
• If you do not have internet access to use for telework: A limited number of Verizon MiFi mobile devices are available for schools and units to purchase through NYU IT. If interested, get an approved NYU Chartfield from your supervisor and complete this NYU IT Mobile Service request form.

The computer you use should meet the following minimum criteria. If you're unsure how to find this information, follow this guide for Windows and this guide for Mac.

• Operating System: Windows 10 or macOS 10.14 (Mojave) or later
• RAM: 8GB

We also recommend a headset that can connect to your computer to reduce background noise and improve sound quality.

To protect your data and NYU's network, you must install or have access to each of these security and productivity tools and services and use them whenever you telework.

• Anti-malware Software
  Anti-malware software must be installed on any computer that connects to NYU's network and kept up to date at all times. Symantec Endpoint Protection is available to all community members individually, or as part of NYU IT's Endpoint Management or a school-based managed endpoint protection service. If you opt to use another anti-malware product, install only well-reviewed and widely-used software (such as McAfee and Malwarebytes) from known and trusted sources (not a free web install, which may contain malware).
  • Verify and Set Up Symantec Endpoint Protection
  • More Info
• Multi-Factor Authentication (MFA)
  MFA is required when logging into NYU's online services. You'll need your NetID and password to login. Ensure you are able to access MFA via push notification, phone call, or Duo passcode. (Duo Mobile App recommended.) Note: If your default MFA device is your office phone, change it to the Duo Mobile App or another method since you won't have access to your office.
  • Get Started with MFA
  • Set Up or Change MFA Devices
  • MFA Tips
• NYU Box
  Must be used to store/share any documents containing "High Risk or potentially sensitive" data.
  • More Info

Most or all of the services you access via NYUHome or www.nyu.edu will function normally from a remote location, as long as you have an active Internet connection, a valid NetID and password, and use Multi-Factor Authentication (MFA).

Recommended productivity services include: NYU Email, NYU Drive, NYU Calendar, NYU Chat and Hangouts, and the NYU Zoom video and audio conferencing service, all of which you may want to keep open and ready to use throughout the workday.

Tip: As an alternative to NYU Zoom, you can use NYU Meet (powered by Google) to host or join audio and/or video calls and meetings. Meet is often a good fit for meetings of 10 people or fewer. Learn more about Meet on the Google support site. 

Cisco Jabber is available for telephone service from your computer or, by request, iOS or Android devices. On Mac and Windows, it can also be used as an alternative chat and conferencing service. Employees can use their NYU office phone number and voicemail with Jabber when they're away from their desks, making it a helpful tool when working remotely.

Additional IT services are listed on the NYU IT website and more software, including Microsoft Office, is available via the NYU Software Library.

Most telework can be done without using the NYU VPN service, which allows you to securely connect to NYU's network as though you were physically on campus. VPN should only be used if you are connecting using a public or unsecured internet connection, or if you are accessing an NYU service that requires it (listed here and marked with a lock icon next to the GO button in NYUHome service cards).

• Getting Started with VPN
• Install and Use VPN Software
• Use MFA with VPN
• More Info

Certain services and software require unique network access from a laptop or an off-campus location. Talk to your supervisor if you think this may apply to your work.

Ensure that your technical setup is working correctly by following the steps below for the services you will use. If you encounter any issues, speak with your supervisor or your local school/unit IT support staff, or contact the NYU IT Service Desk.

Internet Speed

You'll need to have an internet connection that is stable and fast enough to support your use of NYU online services. Test your internet connection from your remote location by going to www.speedtest.net and clicking GO. 10-20 Mbps upload and download speeds are considered fast enough for typical work activities. If your speed isn't adequate, see the below FAQ "What if I don't have a stable internet connection at home?"

Test Cisco Jabber

1. Follow these instructions to install Jabber, if you haven’t already. 
2. Arrange a time for a quick test with a colleague who has Jabber or a telephone and is available to answer or confirm a call from you in the next steps. 
3. Search for, open, and log into Jabber on your computer.
4. In the “Search or call” field, enter your colleague’s phone number. Use 5 digits if it’s an NYU extension (e.g., 81212) or 11 digits if it’s a non-NYU number (9+1+area code+number).
5. Click on the green call icon to initiate the call and ask your colleague to answer or confirm that they missed a call from you. 

Test NYU Zoom

From your remote work location, open a web browser, go to zoom.us/test and click Join to enter a test Zoom meeting.

Test NYU Virtual Private Network (VPN)

Most NYU services do not require VPN. However, if you are connecting to NYU’s network using a public or unsecured non-NYU network, or you are using one of the services listed in the ServiceLink knowledge base, follow these instructions to test your connection.

1. After following the instructions above to install VPN, launch the "Cisco AnyConnect Secure Mobility Client" application on a computer that is NOT connected to NYU-NET (e.g, your home computer).
2. In the “Group” field, ensure “All Traffic” is selected.
3. Your NetID will be automatically populated in the “Username” field. Enter your NetID password in the "Password" field.
4. In the “Second Password” field, type your preferred method of authenticating with NYU MFA (e.g., “push” if you use the Duo Mobile App, “phone1” or “sms”). See this article for full instructions.
5. Click OK.
6. Complete your MFA authentication, then find the AnyConnect banner message that opens on your desktop and click Accept.
7. Open any web browser and click this link to try to access the journal Nature, just as a test case.
   • SUCCESS: If you see a page with the heading "Nature" at the top and a list of issues by date, starting with 2020, your VPN connection is working correctly.
   • FAILURE: If you see the NYU Login screen prompting you to enter your NetID and password, your VPN connection is not working correctly.
     

• Get trained: Check out NYU HR's External Resources for Telecommuting for helpful training and other telework resources for employees and supervisors.
• Update your devices: Updates address identified security vulnerabilities, some of which may be active exploits. Be sure to install available updates to your device's operating system, applications, browsers and browser extensions.
• Beware of scams: Scammers may contact you via email, text, SMS, phone or social media, and may pretend to be a trusted colleague or someone on the executive level. They may seek sensitive information, payments, gift cards, etc. Even if you recognize a phone number or email address, be sure to confirm every request for sensitive information via a trusted means of communication such as an NYU Directory phone number. Remember that NYU IT will never ask you for your login credentials. See Phishing, Spear Phishing, and Whaling and 2019 Phishing Recap, Resources & Reminders for more information.
• Avoid public Wi-Fi: When teleworking, it's best to use a secure, password-protected wired or wireless network. If you must use a public or unsecured network, use NYU VPN and see Public Wi-Fi: Proceed with Caution for more information.
• Stay connected: Remain logged into Chat and Hangouts and check your NYU Email frequently for urgent matters. If you haven't already done so, consider turning history on for your Chat and Hangouts in case you need to refer back to conversations.
• Meet effectively and securely: Audio and video meetings are a little different than in-person meetings. Review these etiquette and video setup tips to help them go smoothly and look professional. Also see the FAQs below for instructions on how to enhance your NYU Zoom meeting security and use customized NYU hold and/or waiting room screens.
  
• Work responsibly: The same IT policies apply whether you are working in the office or at home. Refer to this guide to ensure that you're following digital accessibility best practices when working remotely. And, if you haven't done so recently, review the University Policy on Responsible Use of NYU Computers and Data and other IT policies.
• Conserve resources: NYU's network is a shared resource, and usage will be higher than usual during a state of emergency. Avoid using the NYU network for anything besides work.

From a technology perspective, working remotely may be quite similar to working in the office. Once you are logged in with your NetID and password and MFA, you will probably have access to most or all of the NYU online services that are used on campus. (If not, please see the VPN instructions in the Tech-Readiness Checklist above or contact your supervisor.)  

The main differences when teleworking may relate to how you and your colleagues communicate and collaborate. For helpful training and other remote work resources, see:

• NYU HR's External Resources for Telecommuting and Quick Tips for Working Remotely
• How to Work from Home with G Suite (on the Google support website)
  

Yes, both of these are possible. The host can save the in-meeting chat, and the host can grant participants the permission to copy in-meeting chats and save them elsewhere.

Enabling the second setting also allows attendees to copy a link from the in-meeting chat and paste it into a web browser to open it since Zoom recently disabled link-clicking in chats due to security concerns.

Most if not all of the services you access via NYUHome or www.nyu.edu will function normally from a remote location, as long as you have an active internet connection, and a valid NetID and password. A few NYU services and software require a VPN connection and/or unique network access from a laptop or an off-campus location. If you think you may need special access, talk to your supervisor, local school or unit IT support staff, or Telework Enablement Officer. If you’re not sure who to contact, reach out to the IT Service Desk.

If you’re able to meet the requirements detailed in these guidelines and can return to work as soon as required to do so, then teleworking from another location is acceptable at your own discretion.

Contact your supervisor to discuss how you may be equipped to telework. Your Telework Enablement Officer can assist.

Check with your internet service provider to see if there's a network issue. If not, check the IT Service Status page to see if there's an issue with the service you're trying to use. Please keep in mind that other devices on your network will impact your speed (e.g., if a family member is streaming Netflix or playing online games). When in doubt, contact your supervisor, Telework Enablement Officer, or the IT Service Desk.

• Stay logged into NYU Email and use the chat status to indicate when you’re unavailable (and remember to update it when you return).
  
• Download the NYU Zoom desktop client for Mac or Windows, which makes it easy to start and schedule meetings or chat with groups or individual colleagues outside of meetings.
  
• Check and respond to your NYU Email frequently to ensure timely responses to questions and tasks.
  
• Confirm your schedule with your supervisor, including breaks (if full coverage is required for your job function). Where appropriate, note busy times on your NYU Calendar.
  
• If there is information that is important for your colleagues to know when you’re teleworking, you may want to note it in your NYU Email signature and/or Chat and Hangouts status.
• See NYU IT Services for Working Remotely (Required and Recommended) for lists of sample goals/tasks and recommended NYU IT services to accomplish them.
  

A new NYU Zoom Service Updates article is now available in the ServiceLink knowledge base. It will be updated on an ongoing basis as changes are made to the service by NYU or by Zoom. We suggest that community members bookmark it for future reference.

In addition, you may wish to subscribe to the Zoom Blog for announcements directly from Zoom. Keep in mind that not all updates posted to that blog directly impact NYU’s version of Zoom; the new Service Updates article above provides additional context for the NYU community.

Yes, both of these are possible. The host can save the in-meeting chat, and the host can grant participants the permission to copy in-meeting chats.

Enabling the second setting also allows attendees to copy a link from the in-meeting chat and paste it into a web browser to open it since Zoom recently disabled link-clicking in chats.

As part of an April 2020 security enhancement by Zoom, shared recordings now require a password by default. If you wish, you can follow these instructions to disable this feature on a specific recording or on all future recordings, or to customize the password when you share a recording. As part of this security change, only the meeting host can now share the link for their recording from their NYU Zoom account; the NYU Zoom service team is no longer able to assist with this process.

1. First, check the service’s status at nyu.edu/it/status.
2. If no issues are reported there, make sure that any unnecessary tabs are closed on your browsers and any unnecessary applications are closed on your computer or mobile device.
3. Try disconnecting and reconnecting to the NYU Zoom meeting.
4. If the issue persists, see these NYU Zoom troubleshooting tips or consider using NYU Meet (Google) or Cisco Jabber as an alternative.

Yes, NYU Marketing Communications has created these customizable hold screens to add a more professional touch to your virtual events and meetings. See the first slide for instructions on using these images.

If you use the NYU Zoom waiting room feature, you can follow these instructions to customize your NYU Zoom waiting room. Official copies of the NYU logo and some school logos are available for download on the University Identity website.

Visit the ServiceLink knowledge base to learn about NYU Zoom's webinar and large meeting features, review best practices, and complete the request process.

Review these etiquette and video setup tips to help your video meetings and/or recordings go smoothly and look professional.

Yes, whether you’re using an NYU-provided computer or a personal one, you’re required to have up-to-date anti-malware software such as Symantec Endpoint Protection installed running on any computer connected to NYU's network. See the Required Services section of these guidelines for details.

Faculty and Students
Microsoft Office 365 is available for free for students and educators with a valid school email address. This free offer includes Word, Excel, PowerPoint, OneNote, plus additional tools, and is available using this link.

Staff
A home use license option for $14.99 is available through Kivuto for NYU faculty and staff in partnership with Microsoft. NYU IT is not able to waive this fee based on our contract with Microsoft. We encourage staff members who cannot use our Google suite of products to contact their supervisor to discuss whether a purchase will be reimbursed by their department.

If approved and equipped with the appropriate software to connect remotely to an on-campus computer, NYU's security guidelines require you to first connect to NYU VPN before initiating a remote connection and accessing files or other data.

Note that if your NYU office equipment uses a smart plug that powers down at certain hours, remote connections will not be available at those times. If an on-campus computer requires rebooting, requests will be handled on a case-by-case basis and may not be feasible due to restricted access to many locations. If you have questions about setting up or using remote access to your desktop, contact your local school or unit IT support staff or Telework Enablement Officer.

There are remote instruction-related resources for students and faculty on the NYU Remote Instruction Support website.

NYU has an official telecommuting policy for New York. Note that this policy and its related resources apply specifically to non-emergency telecommuting in New York, but may be a useful reference in other cirucmstances.

Follow the University's Workers' Compensation Policy and Procedure.

If you have additional questions, contact your supervisor, your local school/unit IT support staff, your Telework Enablement Officer, or the IT Service Desk.