BSD Remote Work & Return to Work Guidelines
1. When you are on a Zoom call discussing sensitive information (PHI, PII, Institutional Knowledge, etc.) make sure to use headphones or lower the volume to ensure that information is not overheard by parties that are not authorized to have the information.
2. CLINICAL STAFF: Employees with clinical responsibilities are subject to additional guidelines regarding many aspects of remote work. Please refer to “BSD Employees with Clinical Responsibilities” on this page as well as guidelines from UCM. Please note that if you are not on campus, you must be using UCM VPN (rather than cVPN) to access the UCM link.
3. What passwords do I use where?
- UCHAD username and password: Use this when logging into Citrix to access clinical applications like EPIC
- CNET username and password: Use this when logging into VPN, Box, or anywhere else you receive the familiar CNET login screen
- BSDAD username and password: Use this when connecting to BSD email, BSD Administrative SharePoint, or logging into your BSD computer remotely
A new password tool has been release to view all your usernames and sync your passwords. You may find it here: https://identity.uchospitals.edu/pss
4. Please click here for guidelines on purchasing a laptop that you wish to be reimbursed for.
5. Please take a moment to review out guidelines on sanitizing electronic equipment here: https://bsdis.uchicago.edu/sanitizing/
- Email: firstname.lastname@example.org
- Phone: 773-834-4000
University guidance for teaching remotely and many helpful links, tutorials, and best practices are available at https://teachingremotely.uchicago.edu/.
- Zoom: Faculty teaching a course next quarter will be automatically provisioned a Zoom account to assist in their teaching efforts.
- Introduction to Canvas
- Online training is available: Introduction to Canvas and Zoom for Remote Teaching
HIPAA Warning: If you are recording any lecture or meeting, do not discuss or expose any PHI during the recording.
What You’ll Need
- An Internet connection
- A computer that you have sole access to during your work hours
- A phone or computer capable of making audio calls
Forward your desk phone
You have two options for forwarding your desk phone:
- To forward all calls for an indeterminate period of time, you can press CFwdALL on your desk phone and input your remote phone. Alternatively, you can email your desk phone and remote phone numbers to email@example.com and they will enable this.
- If you wish to have the ability to turn forwarding on and off remotely as needed, submit this formÂ to configure Single Number Reach service for your desk phone.
You can manage settings for your IP phone through the myPhone interface.
Set up voicemail to email. With this feature, your voicemail will automatically be emailed to you in an audio file you can listen to on your computer.
1. VPN/Cisco AnyConnect
The University uses the Cisco AnyConnect application to establish a VPN connection. You can download it here:
2. Box Sync
- Website access: https://uchicago.box.com
- Download Box Drive here: https://uchicago.app.box.com/services/browse/newest/box_drive
3. Microsoft Office
- Visit the link above
- Click “Log into Office 365”
- Enter in your @uchicago.edu email (Your BSD email will not work.)
- Enter in your CNET username and password
- Complete the DUO 2FA screen
- Select if you’d like to stay signed in
- Once you’ve logged in, click on “Install Office” in the upper right corner
- Click on “Office 365 apps”
- A file will download to your computer. Once it completes, run it to install Office 365
4. Microsoft Outlook
- Enter in your @bsd.uchicago.edu email address
- Click on the “Advanced options” button
- Check “Let me set up my account manually”
- Exchange 2013 or earlier
- When prompted for a password, click “More choices”
- “Use a different account”
- Username: bsdad\username
- Password: The password you need to log in
- Uncheck “Set up Outlook Mobile on my phone, too”
5. Shared Drives
- Ensure you are connected to the VPN (instructions above) first
- Open This PC
- Map Network Drive
- Drive letter: (select any letter. You may want to match it to the one you have on your work computer.)
- Folder: (Place the shared folder path here)
- Check the “Connect using different credentials” checkbox
- You will be prompted for a username and password.
- Username: bsdad\\jdoe
- Password: Enter the password you use to log into your computer at work
Note: You may not know the shared folder paths to the drives you use at work. You can figure these paths out by looking at them on your work computer prior to working remotely.
- Open up This PC
- Look at your mapped drives under “Network Locations”
- Windows formats the share name to make it more readable but we can use it to construct the share name. Example:
First we take the piece in the parenthesis. That is the start of our share (\\\\prfs.cri.uchicago.edu) and then we add a slash (\\) and then the share name before the parenthesis (test-share). This gives us our full share path:
- Ensure you are connected to the VPN (Instructions above)
- Click on your desktop so that the Go menu appears above
- Click on “Go”
- “Connect to server”
- Enter in your share folder. It should be in the form of: smb://servername.uchicago.edu/share or smb://servername.uchicago.edu/oneormorefolders/share
- You have the option to press + to save the share to your list for easy re-connection
- You will be prompted for your username and password. Enter in the same username and password you use to log into your computer in the morning.
6. Microsoft Teams
- File Sharing
- Collaboration tools
- Voice and Video conferencing capabilities
More information on teams: https://products.office.com/en-us/microsoft-teams/group-chat-software
Quick overview: https://teams.microsoft.com/start
- Install anti-virus. The University provides free anti-virus to all employees.
- Don’t store work data (sensitive or otherwise) on your personal computer.
- Ensure your personal computer uses a login and doesn’t log in automatically.
- Secure your wireless network at home by changing your default admin password and enabling WPA2 encryption. Contact your web provider for instructions on how to reset your password on your home network.
- Ensure that all devices on your home network are protected by a strong password and running the latest version of their operating system.
- Enable auto updates for your operating system and applications installed on your devices.
- Don’t allow your family or friends to use your work devices.
- Avoid working on public networks such as Starbucks or other free wireless networks.
- Ultimately, common sense is your best protection. If an email, phone call, or online message seems odd, suspicious, or too good to be true, it may be an attack.
Accounts for Hosting Meetings
If you are currently using a free Zoom account to host meetings, you must transition to a University-licensed account. Anyone teaching a course in Spring quarter will automatically be provisioned an account.
To receive a free Zoom account for hosting, please log into https://uchicagomedicine.zoom.us with your CNET ID and one will be provisioned for you.
If you need to use Zoom for clinical research purposes, please see additional details for BSD employees with clinical responsibilities.
Participating in Zoom Meetings
To participate in Zoom meetings, you’ll need to download and install a client for your desktop or phone.
If you are new to Zoom, these detailed user guides can help you navigate the app to join and participate in meetings:
For those who have multiple roles within the BSD in a clinical capacity as well as a teaching and research capacity, it is important to understand how to navigate the environment. All clinical work must be conducted through UCM policies and tip sheets. Please ensure you are following the guidelines below, which may contradict non-clinical advice elsewhere on this page. (Please note that if you are not on campus, you must be using VPN to access UCM links and tip sheets.)
- Follow any guidance communicated to you from Hospital leadership and UCMIT. Remote work guidance is available on UCM intranet.
- Use of personal devices is not permitted except as outlined within the UCM Tip Sheet for Accessing IT Applications Remotely or otherwise explicitly authorized by UCM IT.
- All users should leverage the UCM WebApps system to conduct their normal work.
- All personal devices (e.g., smartphones or tablets) used for work must be encrypted.
- Do not store PHI on personal devices.
- Enroll all devices in 2Factor Authentication. (Tip Sheets: Tablet; Smartphone)
- Rather than cVPN, make sure you are using UCM VPN.
- If you are using Zoom, ensure that your account has been provisioned by UChicago Medicine. This service is provided by the University of Chicago ITS department. Details on access can be found here: https://its.uchicago.edu/web-conferencing.
- Do not use Office365 or Teams for clinical purposes. UCM Zoom Chat instance is recommended as an alternative to Teams. These messages are encrypted and secured and can be used for confidential communications. (Tip Sheet: Instant Messaging via Zoom)
- Shared drives for clinical purposes should be provisioned by BSD or UCM rather than CRI.
- Install and test Citrix on your personal computer. (Tip Sheets: Mac; Windows; iOS Devices)