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Most resources from the University of Maryland (UMD) are easily accessible with an internet connection, while others require some setup. Ensure that you understand what you will need to do to access computing resources before you begin working remotely. It is our recommendation that you test your access to these applications from off-campus before planning to work remotely.
NOTE: Certain student, faculty and staff information and privacy are protected by federal, state and other laws. Be sure you are meeting legal standards when using UMD audiovisual recording systems. Learn how to protect yourself and other UMD community members by reading this article on how to protect student privacy and personally-Identifiable Information in UMD audiovisual recording systems.
NOTICE
Faculty, staff, and students should be aware that they are subject to the following UMD policies even in an online environment:
- Sexual Misconduct
- Non-discrimination
- Threatening and Intimidating Conduct
- Workplace Violence Reporting and Risk Assessment
- Acceptable Use of Information Technology Resources
Misconduct in violation of these policies may result in discipline regardless of whether it occurs online or in person. Members of the UMD community are encouraged to report violations by using the links below:
- Inappropriate student conduct online
- Act of discrimination online
- Sexual misconduct online
- Threatening and intimidating conduct online
Resources to keep working
Computer equipment
Do you have adequate computing hardware at home? You will need a laptop or desktop computer that can function reliably if you don't use your work computer at home. Also think about any peripherals you might need, such as a printer, scanner, webcam, headset or a second monitor. If you're considering a purchase, shop Terrapin Tech online.
Applications
UMD offers many university-licensed software packages for day-to-day work requirements. These software options are available virtually through Terpware or you can download and install them directly.
Account access
Consider having a backup option for multi-factor authentication (MFA). You may print up to 10 access codes. They are one-time use and expire 30 days from the time they are printed.
Also, consider adding a recovery phone to easily reset your passphrase.
Telephone and Softphone
Note: Configuring phone settings or accessing your UMD voicemail from off-campus requires a virtual private network (VPN) connection.
The UMD phone system provides multiple options for maintaining access to your work phone while teleworking. In general, Call Forwarding and Single Number Reach options are the easiest to set up. If you don't need advanced features and don't mind your personal phone number appearing in Caller ID when returning calls while teleworking, these are often the best options.
If you are unsure or need advanced features please consult with your unit IT staff or telecommunications reps to discuss your needs. The options for maintaining access to your work phone while teleworking are:
- Call Forwarding
- Single Number Reach
- Softphones
The Comparing Phone Options and Features for Teleworking article explains these features and their setup.
Online meetings, calls and instant messaging
Zoom
Zoom is the latest web and video-conferencing system available to UMD students. faculty and staff. It allows users to host, participate and record meetings and features an intuitive user interface. Zoom supports meetings with up to 300 participants. You can increase your participant limit to 1000 by contacting the Service Desk. With Zoom, you can save session recordings to the cloud or onto a local device. First-time users should access Zoom by visiting umd.zoom.us. Afterward, Zoom can be accessed via ELMS-Canvas integration or by visiting umd.zoom.us. For more instructions on how to use Zoom, see this Guide to Zoom.
Google Hangouts Meet
Google Hangouts Meet is a video, chat, and calling application that can be accessed through UMD Google Workspace for Education or TERPmail. Google Hangouts Meet supports up to 25 video participants and up to 250 total participants. Google Hangouts Meet does not have a feature that allows for session recording. For more information on how to use Google Hangouts Meet, see this guide to Google Hangouts Meet.
Webex
Webex is a messaging, online meeting and whiteboarding tool available to UMD faculty and staff. A Team can have an unlimited number of members and a single space can hold up to 5000 participants. For more information on how to use Webex, see this guide to Webex Teams.
Headsets
During virtual meetings, using a headset can improve sound quality:
- Sennheiser SC 135 USB (508316) - Single-Sided Business Headset - The IT Service Desk uses a similar model in its call center.
Virtual private network (VPN)
Some applications require an extra level of security when used from off-campus. Learn how to use VPN, then install a VPN client from TERPware.
Security
Use only your @umd.edu email for work-related business, never use a personal email account for work.
If you have a UMD computer or other UMD resource, it is recommended to use that resource rather than your personally-owned computer.
If you must work from home on a personally-owned computer, read the Federal Trade Commission blog post Online security tips for working from home to learn how to do so in a safe and secure manner.
- Lock your screen when you step away and set it to automatically lock after 10 minutes.
- Download and install a VPN application through TERPware. VPN MUST be used if you are dealing with sensitive data.
- Don’t store work files on your local computer. Use a networked storage option: your department’s networked drive, UMD Box or Google Drive.
- Be aware of and take precautions against phishing attacks.
- Be sure to install all updates for your operating system.
- Install an antivirus application from TERPware and keep it up to date.
- Learn more about cybersecurity and policies by visiting the Division of Information Technology Security.
Computer applications and equipment
If you do not use your work computer at home, it is imperative to have a laptop or desktop computer that can function reliably. Discuss with your supervisor any extra peripherals that may be needed such as a printer, scanner, webcam, headset or second monitor.
- Test making and receiving calls from home. Do you need a headset?
- Test your home webcam if you plan to use one.
- Back up and work on your files from UMD Box or UMD Google Drive.
- If you plan to use your personal computer to work remotely, make sure you can access your email or other Google Workspace for Education tools.
- If you require Microsoft Office and do not have it installed, use Office 365 for Mac or Windows.
- Collaboration: All students, faculty and staff can use Google Hangouts Meet or Webex in a common space.
Teaching
A number of circumstances may require you to temporarily migrate your class online with short notice: a campus closure, increased absenteeism during a flu outbreak, inclement weather and so on. Keep teaching resources page will provide you with guidance, strategies, and resources for making a swift change to your course delivery method and leveraging the appropriate technology to keep your course running.
Accessibility and accommodations
University employees with disabilities experiencing challenges to complete their job duties while teleworking (that is, inability to use technology, not having the needed assistive technology, software or hardware and so on.) may seek assistance at:
- Office of Faculty Affairs at faculty@umd.edu
- University Human Resources, Office of Staff Relations at umdleave@umd.edu.
- DIT Accessibility office at itaccessibility@umd.edu.
Instructors will find resources on how to implement students’ accommodations in online courses at the Keep Teaching accessibility page.
Get support
The Service Desk is available to help you set up and resolve technical issues so that you can keep working. In the event of extended campus closure, check IT Support for our hours and support. Call us at 301-405-1500.
Additional considerations
You may use IT software configured and operated by your local IT office. Please make sure that you speak with the IT point of contact in your department to get instructions on how to best access these systems and have them properly configured and working on your computer. These systems are not necessarily supported by the Division of IT and the Service Desk may not be able to provide the support that you need.
Download a checklist (supervisor and staff)
Getting ready to telework doesn't need to be stressful. Use the checklists attached to the bottom of this article to prepare yourself and your department to keep working in a situation where you cannot come to campus.