Rice University Resources
TECHNOLOGY GUIDE TO REMOTE WORKING
Below is a checklist of general tools and resources available to support staff working remotely. Follow the steps below to get started. The Office of Information Technology’s Help Desk is also available for assistance.
Step 1: Assess your equipment and access
It is necessary to ensure that your computer, whether Rice-issued or personal, meets minimum criteria for software compatibility and security protections.
Tablets and cell phones are useful supplementary equipment, but these are not adequate standalone equipment for working remotely. Staff are encouraged to follow their departmental procedures on taking Rice-issued equipment off campus.
It is also important to ensure that you have an internet connection that is stable and fast enough to support video meetings, email, chat, file editing from Box/Drive and other day-to-day operations.
If you are having trouble maintaining a stable internet connect, try reducing the burden on your network by minimizing the number of devices connected to it, turning off video during conference calls, etc.
Review OIT’s Advice on Equipment for more information.
Step 2: Set up secure connections
Duo Security is a two-factor authentication service that provides additional security for access to university and personal data and accounts. Duo will be required when using VPN to access university resources, such as Edgar. In preparing, you should ensure your Duo-registered device is accessible from home.
If you are working in a new environment, take a minute to consider ways to protect your computer physically from theft or accidental damage. Additionally, your computer should be locked when not in use.
If you work with sensitive information, remember to store all digital and physical documents securely. Be sure to back up your files or store them in Box or Rice Google Drive.
Keep your guard up against email scams designed to obtain your account information, especially during this crisis. If you are unsure of the validity of a message, contact the OIT Help Desk (see below) before you respond. More information on ways you can protect your computer are posted in the Guidelines for the Use of Information Technology.
Step 3: Prepare course and productivity tools
Many tools and resources that you use to manage daily tasks are accessible remotely as long as you have a stable internet connection. Ensure that important documents are stored in the cloud so they can be accessed whether you are on or off campus. This will also enable you to collaborate on documents and projects with colleagues who are also remote.
- Webmail
- Google Mail
- Box
- Zoom
- Microsoft Office 365
View a list of all software available to staff.
Step 4: Plan for remote communication and engagement
Ensure that your colleagues know how to contact you. There are several options for managing incoming calls to your office phone.
There are tools which allow incoming office phone calls to ring on multiple phones during scheduled timeframes. Phone calls may also be forwarded to another phone or to voicemail.
You should also review your calendar and add call-in options, such as Zoom or Google Hangouts Meet Video Conferencing.
Step 5: Prepare a support system
Remain in contact with your supervisor and colleagues as you work remotely. Stay current on the university’s operating status and communications. For technical questions, the Office of Information Technology’s Help Desk is available for assistance.
OIT Help Desk Resources
The Office of Information Technology’s Help Desk is available for assistance.
Walk-in: in person services are suspended
KnowledgeBase (KB): searchable resource of instructions
IT Status: notices about system maintenance and issues
What Would You Like To Do?
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Obtain More Information on Working Remotely |
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Connect to Secure Rice Resources |
Duo (Two-factor Authentication) |
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Access Software and Applications |
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Communicate with Others |
Zoom Video Conferencing |
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Store Files and Collaborate |
Box |
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Maintain a Secure Environment |
Appropriate Use of Information Technology |
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Center for Research Computing Resources |
Remote Access to CRC Services and Resources |
Other Resources
Remote Teaching Resources
Remote Learning Resources