Remote and Hybrid Work Guiding Principles

For a successful computing experience, ITS recommends: 

University computers for university work 

  • For security reasons: 
    • Asset tracking is integrated. 
    • VPN use is encouraged, particularly when accessing institutional data on campus systems. 
    • Avoid public Wi-Fi, use VPN if you must use public Wi-Fi. 
    • Keep work files on OneDrive for Business for ease of access wherever you work. Avoid other file sharing services.  Do not save university data on personal computing devices. 
    • UI devices are intended to be used by employee pursuant to the Acceptable Use of Information Technology Resources Policy. 
    • Devices are managed so operating system and software applications are current. 
    • Use of personal computers is strongly discouraged. 
  • For pricing considerations: 
    • Bid computers are lowest cost and work well in most circumstances.  
    • Typically, one computer is designated per employee. 
    • University-owned software is usually intended for university computers, and in many cases is not licensed to be installed on personal computers. 
    • Upfront cost of purchasing a university owned device mitigates risks that could prove much more costly to remedy. 

University credentials for university work 

  • Best practices: 
    • Authentication with HawkID. 
    • Elevated access (admin access) is not used for day-to-day work. 

University work in a primary and secondary locations 

  • Employee, with supervisor approval, designates a primary work location. 
    • This is on-campus or home (as the job and org allows). 
    • Primary location receives primary attention for complete technology setup. 
      • For example, monitors, dock, keyboard, mouse. 
      • Primary location requires sufficient internet capacity to work effectively. 
    • In most situations, secondary location(s) may be treated as “hotel” space with spare, used equipment such as additional monitor(s), keyboard, mouse as inventory allows. 
  • See below for more on equipment standards. 
    • It is highly recommended that a university-owned computer, rather than a personal device, is used for university work. UI computers are configured to meet security requirements, making this the best option for conducting UI work, both on campus and remotely. Please check with your assigned IT support staff for equipment recommendations that are compatible and appropriate for university purchase. See below for some general recommendations. 

Individuals with approved hybrid or remote schedules are expected to use university devices at home. If you need new equipment, please consult with your IT staff on the best laptop, desktop, or peripherals for you, as well as help you with warranty and keep-your-hard-drive options.

Depending on your home setup and desk space, you may benefit from an additional 1-2 monitors. This may be true whether you are using a desktop or laptop, Windows or Mac.  Please consult with your collegiate or administrative unit about what options might be available. 

If you work on a laptop, you might enhance your work area with the addition of a docking station so multiple peripherals (e.g., keyboard, monitor, mouse, etc.) can quickly connect. When working on a laptop at a desk, a dock provides a more desktop-like experience, while still allowing an easy disconnect when you want to experience the laptop’s portability. There are many options to choose from. 

If you are using a UI-owned desktop at home, and you cannot situate it close enough to the router to use an Ethernet cable, work with your IT support staff to purchase a WiFi network adapter. 

Most laptops purchased within the last few years already have built-in webcams. If you require an add-on webcam for your desktop or laptop, reach out to your local IT support staff for purchasing assistance. 

Headsets that are optimized for Microsoft Skype for Business and work well for Zoom calls can be purchased via ITS Unified Communications.  Higher-end Bluetooth and noise-canceling headphones are not typically approved by UI purchasing. 

This can be a challenge with remote work; the University has made strides to limit the proliferation of desktop printing in favor of less costly networked workgroup printing.  In cases where it meets the employee needs, print jobs can be sent remotely to campus workgroup printers and multi-function devices.  If it is necessary to provide a printer for printing from home, please consult with your assigned IT support staff to make appropriate arrangements. 

 

To help you identify, source, and price equipment standards and to discuss your equipment needs, please contact your IT support staff.