NYU Tech Guide to Hybrid/Remote Work

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 hybrid/remote work.

• If you have an NYU-owned computer: Test it at home before you need to do hybrid/remote work.
• If you plan to use your personally-owned computer: Ensure that it meets the requirements outlined in this guide.
• If you do not have a computer to use for hybrid/remote work: Talk to your supervisor.
  
• If you do not have internet access to use for hybrid/remote work: 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 work remotely.

• 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. Endpoint Management (Malwarebytes) is available to community members for personally-owned computers. For NYU-owned computers please read the Secure Your Computer page and contact your local IT Support team to learn more.
  
• Multi-Factor Authentication (MFA)
  MFA is required when logging into NYU's online services. You'll need your NetID and password to log in. Ensure you are able to access MFA via push notification, 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
  • MFA devices & settings (add, update, remove)
    
  • MFA Tips
• NYU Box
  NYU Box must be used to store/share any documents containing "High Risk or potentially sensitive" data.
  • Read more about NYU Box
  • Read about data classification
    

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 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 NYU Software Resources.

Most hybrid/remote work 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 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, or “sms”).
   
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 2022, 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 hybrid/remote 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: For hybrid/remote work, 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 NYU Chat (Google) and check your NYU Email frequently for urgent matters. If you haven't already done so, turn on history for NYU Chat (Google) in case you need to refer back to your 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.
• Responsible Use: NYU's network is a shared resource. Avoid using the NYU network for anything besides work, and review the University Policy on Responsible Use of NYU Computers and Data.
• NYU logo: If you need the NYU logo download official all-university logos.
  

From a technology perspective, hybrid/remote work 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 with hybrid/remote work 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)
  

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. Some 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, or your local school or unit IT support staff. 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, then hybrid/remote work from another location is acceptable at your own discretion.

Contact your supervisor to discuss how you may be equipped to do hybrid/remote work.  

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 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 doing hybrid/remote work, you may want to note it in your NYU Email signature and/or Chat status.
• See NYU IT Services for Hybrid/Remote Work (Required and Recommended) for lists of recommended NYU IT services.
  

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 hosts and attendees can copy chats. Read more about saving in-meeting chat.

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 measure, 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 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-owned computer or a personally-owned one, you’re required to have up-to-date anti-malware software running on any computer connected to NYU's network. Download Endpoint Management (Malwarebytes) for personally-owned computers. See the Secure Your Computer page for information on NYU-owned computers. 

Microsoft Office is available to faculty, staff, students, and researchers. Visit the Microsoft Office page for details.

Faculty and students are eligible for Office 365 Education by registering with their NYU email.  

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. If you have questions about setting up or using remote access to your desktop, contact your local school or unit IT support staff.

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

NYU has an official Hybrid/Remote Work Policy - New York.  

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

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