Faculty, staff, and students can prepare for the possibility of disruptions to class, research and campus operations due to Coronavirus Disease 2019 (COVID-19) by becoming familiar with the technology tools that make it possible to work, study and teach when you can’t get to campus.
This guide highlights many tools that can help you teach, learn, and work remotely.
- Meet virtually with video, voice, and chat
- Teach classes online
- Connect remotely to your files, computer or other resources on the UW network
- Store your files online to easily access them remotely
- Collaborate with others using online productivity platforms
- Access your voicemail remotely and forward your phone calls
- Download software to your home computer
- Two-factor authentication
Web-based video conferencing and online chat platforms are available for you to connect with your students and colleagues.
Voice and video conferencing
UW Zoom Pro videoconferencing:
- Online classes, webinars, lectures. Host live web broadcasts to students or colleagues worldwide and record to the cloud or computer. UW Zoom Pro provides meetings of unlimited time duration for up to 300 participants.
- Office hours, study groups, meetings, collaboration: Share screens, give Powerpoint presentations or have real-time video conversations for office hours, study groups or collaboration.
- Mobile Zoom: Use the Zoom app for iPhone, iPad, or Android for chat and video conference on the go .
- Phone conference line: Use the phone conference line — included with your Zoom account — so participants can join meetings by phone.
- FERPA/HIPAA: UW Zoom is aligned with Family Educational Rights and Privacy Act (FERPA), a federal law that protects the privacy of student educational records and the Health Insurance Portability and Accountability Act (HIPAA), a federal law that protects the privacy of medical information.
- Learn how to use it: Instructions on how to use UW Zoom are available on IT Connect, and Zoom provides additional documentation. If you’re an instructor, join a workshop or Zoom Office Hours to learn more.
- Microsoft Teams: Part of UW Office 365, Teams offers chat-based workspace for real-time collaboration, communication, meetings, file and app sharing; FERPA and HIPAA aligned.
- Google Hangouts: Part of UW Google, Hangouts allows video chat for up to 25 people. FERPA-aligned. Also see Google’s page about Google Hangouts.
This technology toolkit can help instructors prepare for a possible disruption to classes with recommendations on what to do in advance, how to conduct classes remotely and how to organize your course materials and communicate with students.
- See recommendations from the UW’s Center for Teaching and Learning for designing and refining hybrid and online courses.
- Learn about the tech you need in order to prepare for when your classes can’t meet on campus.
If you are working from home, you should use an approved, secure virtual private network (VPN) to connect to your files, work computer or systems and other resources on the UW network. A VPN is an application on your device that establishes a secure connection to a network.
- Husky OnNet: Free to current students, faculty and staff, download Husky OnNet from UWare to use on MacOS, Windows and Linux. You can also get Husky OnNet for mobile devices, including iOS, Android and Chrome, by downloading the F5 Access client from the appropriate app store.
- Departmental VPN: Your department may also provide an approved VPN, so check with your department’s IT staff.
- UW Medicine VPN: UW Medicine employees should use the UW Medicine IT Services SSL VPN.
Remote Desktop access allows you to access your work computer from your home computer. Your computer software and files are all available, and you can even transfer files between UW systems. In many cases, you’ll need to be connected to the UW Network via VPN (Husky OnNet, department or UW Medicine VPN) before you can access your work computer through Remote Desktop. Your work computer must be on in order to access it via Remote Desktop.
Computers must be turned on and not asleep in order to connect to them with a Remote Desktop connection. If you are unable to connect to your work computer remotely, it’s possible that your computer is no longer turned on or is asleep. Many computers have default power settings that will turn them off or put them to sleep after a certain amount of time has passed. If you need help accessing your work computer or for your work computer to be turned back on, please contact your local IT department. If your work computer is managed by UW-IT’s Managed Workstation service, send an email to firstname.lastname@example.org.
Remotely access files on shared drives
Store important documents on a shared file service that you can access from remote locations. Once connected to the UW network via a VPN, you should be able to connect to shared drives remotely. Contact your local IT department for instructions on how to connect to your shared drives.
Keep your files in the cloud so that you can access them from remote locations with an internet connection. If you are working with FERPA- or HIPAA-protected data, choose an option that aligns with these regulations.
Collaboration platforms empower you to work with peers from different locations, and since your work is stored in the cloud you can access it from anywhere with an internet connection.
Forward your calls to your cell or home number using Call Forwarding or Remote Access Call Forwarding. You can also access your voicemail online or have it forwarded to you via email.
Many software programs you use at work can also be downloaded to your personal computer too. Software at reduced or no cost is available in UWare.
Certain products and/or versions are licensed for UW-owned equipment, so check the eligibility requirements or send email to email@example.com if you are unsure.
If you need access to UW systems that require two-factor authentication (2FA) to verify it’s you when you sign in, be sure to enroll the device you’ll use to access remotely. Check with your local IT support staff for information about remotely connecting to the specific systems your department uses.
- Working Remotely
- Prepare for when classes can’t meet
- Prepare for business disruptions
- Coronavirus FAQs and how you can protect yourself
- Make a plan – prepare yourself and your family
- UW Alert
Send your questions and comments to our contacts below. UW-IT monitors its email and phones 24 hours a day, 7 days a week.