Working remotely/tech

Computers: If the supervisor or PI approves, staff and trainees can take desktop computers home. If you need to take any equipment home – computers, scanners, printers -- this form needs to be filled out (pages 1, 2 & 4) and email a copy to Nathan and Maryori.
 
 
Anti-virus software for off-site computers: IT IS THE RESPONSIBILITY OF EACH FACULTY MEMBER TO ENSURE THAT YOUR LAB MEMBERS HAVE ADEQUATE PROTECTION. Below is advice from Nathan:
  • In order to protect the University’s network environment and our departmental systems and data, all computers that connect to the network (LAN, UAWiFi, VPN) should have a functional antivirus application. Only full commercial suites, provide protection against Ransomware (software that encrypts all data it can find and then prompts for a bitcoin ransom to unencrypt it). While uncommon, these have the potential for the most damage to your data and are why I strongly recommend that PIs require (and pay for if necessary), this level of protection on all personal computers that are directly accessing file shares. While data on the file servers is protected several ways against hardware failures and we have tools to create copies of your files to protect against accidental deletion and corruption, backups should never be 100% relied on. The best way to protect your data is to never need to backups and good security is integral to that.
  • Windows 10 comes with a built-in antivirus application (Windows Defender), but I recommend installing a free or commercial product as they tend to offer increased levels of protection. Both Cox and Comcast offer their subscribers full commercial antivirus suites. Centurylink also offers packages based on subscription level; I believe they are all sufficient, but am not 100% on the lowest tier.
  • While there are many free and commercial antivirus products out there, I tend to recommend Sophos Home as it supports PC, MacOS, and Linux and easily transitions between a free and premium version. Additionally, for new accounts, they offer a free one month trial of the premium version and beyond that it’s priced competitively with frequent sales.

Technologies for working remotely: https://it.arizona.edu/working-remotely

FAQs for working remotely: https://it.arizona.edu/working-remotely-faqs

 

Top 10 Zoom Ideas:

  1. Need help, contact Josh Butcher jbutcher [at] arizona [dot] edu (subject: Learning%20Zoom, body: I%20would%20like%20to%20set%20up%20a%20meeting%20with%20you%20to%20learn%20Zoom.) ( )or a member of the Academic Technologies team acadtech [at] arizona [dot] edu (subject: Zoom%20Training, body: I%20would%20like%20to%20learn%20Zoom.) . Lots of self-help materials are available at http://Zoom.arizona.edu (resolves to https://oia.arizona.edu/content/483)
  2. When you build a recurring meeting, use a regular url, not your Personal Link from your Profile.
  3. If you own the meeting, always log in with your NetID before starting it. As a back up plan set a Host Key under your Profile at Arizona.Zoom.US or UAHS.Zoom.US. If you ever accidentally join a meeting you want to record you can either click Claim Host in the Participants window and enter the Host Key (6 Digit Pin) or be forced to leave the meeting, go to Arizona.Zoom.US or UAHS.Zoom.US and log in. Find the meeting and click Start so you are logged in as Host.
  4. If this is for a course then please have a D2L course site and build the meeting by going to UA Tools and Zoom from inside your course site.
  5. Want to know more about what to do inside a meeting, https://help.d2l.arizona.edu/content/instructors-zoom-d2l-access and open up numbers 6 (Zoom Toolbar), 7 (Manage Participants, including muting people), and 8. (Share Your Screen).
    1. Under the More in Participants, take time to read that menu and play with the settings. Number one issue in Zoom is people unaware they have a microphone on.
  6. Find a friend. Even if you are alone in the meeting ask for help from someone that has joined. It is hard to keep one eye on the Chat while also talking. Having someone break in with questions from the chat is super helpful.
    1. Practice with a friend and Mute them, Share your Screen, and have them Share as well. Sharing screens makes Zoom look a LOT different.
  7. When you build a meeting there are some security or process things to think about. It is important to understand the difference between Profile settings and individual meeting settings. Profile settings change the way your account behaves overall where meeting settings only change the behavior within the individual meeting.
    1. After you title the meeting, these choices present themselves, I recommend the defaults for all other choices.
      • Consider Require a Meeting Password to prevent unwanted people from getting in.
      • Consider Enable Join Before Host.
      • Consider Enable Waiting Room (Forces you to let each participant into the meeting)
    2. There is also a Settings area that impacts every meeting you schedule. Settings is available at Arizona.Zoom.US and UAHS.Zoom.US.
      • Screen Sharing, Who can Screen Share, Host Only. This can make it a little harder for participants to screen share, but it can prevent photo bombing from internet trolls.
      • Allow removed participants to rejoin – I recommend this to be off. Someone losing their internet connection does not mean they will be prevented from rejoining. The Host has the ability to kick people out of the meeting. If this setting is off and you use the Participants window to remove them/kick them out, they can’t get back in.
  8. Don’t post meeting urls in twitter or public webpages. You can use the Outlook Plug In and send the urls as part of meeting locations.
  9. There is a newly delivered setting called “Only authenticated users can join.” We don’t recommend using it at this time as this can cause confusion for hosts when employees or  students who do not yet have a profile with UA Zoom attempt to enter. We continue to investigate this new feature and will update all Zoom users as we learn more.