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March 17, 2020: Guidance to faculty + staff regarding working remotely

Message from Emporia State IT

March 17, 2020

With guidance being given to many faculty and staff to work from home during the COVID-19 pandemic, here are factors that need to be considered for the safety and security of our ESU information/data.

  1. If you FREQUENTLY access ESU Secure Services (such as Banner Admin Pages, Cognos, X: Drive)
  • If you are in ESU Secure Services for the majority, or even a good portion, of your work day to complete your tasks, or will be using the Jabber phone client to answer your department’s main line office calls, you need to have an ESU-owned device and use a VPN (Virtual Private Network) connection, which creates a secure channel to ESU from off-campus.

Click Here for Full List of ESU Secure Services

  • IT has gathered available laptops from across campus and is currently configuring them for work-at-home purposes. We are compiling a list of users previously identified as needing VPN access and ESU device. We will notify departments as soon as they are available for checkout. Individuals will have to pick them up in person from the IT Help Desk.
  • If you only SOMETIMES use ESU Secure Services (such as Banner Admin Pages, Cognos, X: Drive)
  • If you only access an ESU Secure System once a day, or every few days, you may use your home computer and login to SkyLab to access those secure systems. It will be easier and more efficient than using a VPN.

Click Here for Full List of ESU Secure Services

  1. If you do not use ESU Secure Services
  • You do not need to use a VPN or SkyLab for ESU’s Cloud Services (such as Canvas, Office365, Zoom)

Click Here for Full List of ESU Cloud Services

Other Important Things to Remember:

  1. NEVER store private information on a laptop or computer hard drive. Such protected information should remain only on ESU systems. If it must be stored separate from Banner or other secure systems, OneDrive is available for all employees and it is much more secure than local storage. Here's how to sync your OneDrive to your local computer for convenience of access.

NOTE: OneDrive is also a great way to ensure that your files are safe even if your device fails or gets lost, stolen, or irretrievably damaged.

  1. The same email policies apply whether in-office or working remotely. Be vigilant when sending or receiving private information, like grades. Email should never be used for transmission of confidential information.
  2. Be very careful with paper documents containing private information, whether you are taking them home to work on or printing them off-campus. While printing these documents is discouraged, there may be times when it is necessary. If you need to handle paper documents containing private information, keep them as secure as it is possible in your environment. Treat them as if each one contained your own social security number.
  3. Please be mindful as you check your email that scammers are out in full force. Always use caution when answering mail and clicking on embedded links. If in doubt, please call the help desk (620.341.5555) or contact ITSecurity@emporia.edu and we will be glad to check for you. Any official communication from ESU will be branded as such. We are always glad to confirm by phone or email (ITSecurity@emporia.edu) whether communication you receive is legitimate. Our Phishing Database also contains examples of phishy emails, so check there for updates.

For more information, please visit the Work Anywhere Hornet Site that has been created off of the ESU COVID-19 Information webpage.