Working Remotely | Webster University

Working Remotely

Please bookmark and check this page regularly as additional updates and resources will be posted as needed.

Be Prepared

In making the shift to working remotely should it be required, there are a number of things you can do to prepare to make the transition go as smoothly as possible. 

  • Speak with your supervisor to understand the requirements and policies for working remotely. Please review the COVID-19 Information Page for Employees.
  • If you have a Webster-issued device, make sure you are bringing it home with you daily along with any adapters/chargers, headsets and other essential work materials you may need if you have to make the shift to working remotely quickly
  • Some employees may have been granted special permissions on their Webster-owned devices to access services like VPN (Virtual Private Network) and Cisco Jabber. Make sure you test these applications at home prior to the need to work remotely
  • Move ANY locally saved file/folder on your computer to OneDrive cloud storage. It is not recommended to say any file locally to your computer (i.e Desktop, C Drive, etc.) as these are NOT accessible off-campus. 1 Terabyte of online file storage space is provided to you with OneDrive and all faculty and staff are encouraged to use it. Click here for instructions
  • Know how to get in contact with your manager, any employees you supervise, co-workers and available campus resources
  • Understand the technical requirements to working remotely:

    ✔ Computer - There are many services you can access on a personal computer that do not require a Webster-issued device, including Connections and Office 365. However, whenever you are using a personal computer to access Webster resources, make sure it is kept up to date with the latest security updates and patches. If you have a Webster-issued device, it should have the critical applications you need access to already loaded. Any requests for a Webster-issued device must be directed to your supervisor.

    ✔ Internet Access - You must have internet access at home to be able to work remotely

    ✔ Cisco AnyConnect - If you have a Webster-issued device, Cisco AnyConnect is required to connect to your home wireless network as well as access VPN if there are systems you need to connect to on the Webster network.

    ✔ Microphone or USB Headset - Microphones are usually built-in to most laptops. USB headsets are another alternative to microphones. If you do not have a Webster-issued device, microphones/headsets can usually be purchased at reasonable prices at most retailers

    ✔ Webcam - Most laptops have a built-in cameras. External USB cameras can also be used for the purpose of web conferencing

    ✔ Cisco Jabber - Cisco Jabber allows you to place and receive calls on your work extension provided you have VPN access. Your access would have to have been requested from your division leader for this functionality. Using Cisco Jabber in this way requires a microphone or USB headset

Virtual Private Network (VPN) - What is it? 

Webster University's Virtual Private Network (VPN) is a service that allows you to access network-restricted files and services securely while away from campus by establishing a secure connection between the device you are using and Webster's network. VPN access is only available on Webster-issued devices and should have been requested in advance by your division leader. Not all Webster services/systems require VPN access. It is also important to distinguish that VPN does not give you access to a computer, it only provides a bridge to the Webster network and the resources that are dependent on it. Please review the next section for an overview of major Webster systems and if VPN is required to access them away from campus. 

Overview of Major Systems/Services and VPN Access Requirements

Please review the table below on major technology systems and if VPN access is required to connect to them off-campus.

System/Service VPN Required to Access Remotely?
Connections, including:
      ✔ Faculty Academic Services
      ✔ Concur
      ✔Starfish - Student Success Portal
 No
Office 365, including:
      ✔ OneDrive → File storage and sharing
      ✔ Outlook → Email
      ✔ Teams → Chat and meeting options
 No
 CX/CARS (and all related reporting tools):
      ✔ ERP System
 Yes
 Cisco Jabber:
      ✔ Instant message online Webster contacts
      ✔ Place phone calls
      ✔ Receive phone calls
 Yes
 Network/Shared Drives:
      ✔ Personal and departmental shared drives
 Yes
 WorldClassRoom (Canvas):
      ✔ Learning Management Systems for online courses
      ✔ Accessible through Connections 
 No
 WebEx:
      ✔ Video and web-conferencing
      ✔ Accounts available for faculty & staff                            
 No


Getting Connected

Ready to begin working?  If you have a Webster-issued Windows device, please view/download the two guides below to get connected. 

Step 1:  Connecting to Home Wireless with Cisco AnyConnect

Step 2:  Connecting to VPN and Cisco Jabber

Know Your Tools

The following sections will provide resources and information for the tools that you will use frequently when working remotely.

Accessing Voicemail Off-Campus

If you have VPN access with Cisco Jabber, you can access your voicemail with Jabber.

If you do not have Jabber, you can still access your voicemail from off-campus at any time by doing the following:

  1. Dial 314-246-7195
  2. Enter your 4 digit Webster extension when prompted for your ID and then press #
  3. Enter your PIN when prompted and then press #
  4. This should take you into the voicemail system to access your messages.

Communication & Collaboration with Office 365

Office 365 gives you a wealth of tools at your fingertips to communicate and collaborate with the Webster community.

Email/Calendar Access your @webster.edu email and calendar from a web browser - no desktop client required! 

1. Go to https://portal.office.com and sign in with your full @webster.edu email address and password

2. Click on Outlook on the portal landing page to load your mailbox

3. Click the Calendar icon within your mailbox or click on Calendar from the portal landing page to access your calendar

                                             Get Started

✔ Outlook/Calendar on the Web Help Center - Tutorials, videos and more
OneDrive Access 1 terabyte (that's a lot!) of online file storage space. Keep files private just to you or choose to share/collaborate with colleagues. All in one secure location that only requires a web browser.

1. Go to https://portal.office.com and sign in with your full @webster.edu email address and password

2. Click on OneDrive on the portal landing page. If you don't see it, click on "All Apps"

                                             Get Started

Copying Shared Drive Files to OneDrive - PDF download with instructions

OneDrive Help Center - Tutorials, videos and more
Teams Chat with colleagues and set up online meetings where you can share screens, collaborate and more.

1. Go to https://portal.office.com and sign in with your full @webster.edu email address and password

2. Click on Teams on the portal landing page. If you don't see it, click on "All Apps"

3. You will only see Teams you are a member of. You cannot create a Team yourself. These have to be requested through support@webster.edu with your desired Team name and who should be made Owners. However, you do not have to be a member of any team to use the Chat functionality or set up a meeting using the Teams conferencing abilities.

* Note: For calling and video features, you do need a built-in microphone or headset. No telephone call-in options are available.

                                             Get Started

Start Chats and Make Calls - Tutorials

✔ Set up a Teams meeting easily by:

1. Within Teams, click on Calendar
2. Click on New Meeting at the upper right
3. Enter a Title, choose Attendees, Date/Time and add Details
4. Click on Save at the upper right
5. That's it! Your attendees will receive an invite and when you go back to the Calendar you will see a link to access the Teams meeting in the calendar event.
Office Apps Though you have the ability to download the Microsoft Office suite onto any personal device that you have, the Office 365 web portal makes it easy to create and open documents right in your browser with the online versions of Word, Excel and PowerPoint.

1. Go to https://portal.office.com and sign in with your full @webster.edu email address and password

2. You will see Word, Excel and PowerPoint listed right there on your landing page. If you don't see one of these applications, click on "All Apps"

                                             Get Started

✔ Creating and Saving Documents Using Office 365 Apps - PDF download with instructions

Using CampusConnect VDI (Virtual Desktop Infrastructure)

CampusConnect is Information Technology's VDI (Virtual Desktop Infrastructure) solution. It is an option to access CX, network/shared drives and Cisco Jabber in the following situations:

  • Individuals without VPN access
  • Individuals using non-Webster devices with special permission

If you have a Webster device with Cisco AnyConnect (for VPN) on it, please use that method to connect to CX, shared drives and Jabber.

Resources:

Troubleshooting Tip:

If you log into VDI and experience a flashing screen, perform these steps:

  1. Locate and click on the Send ctrl-alt-del menu at the top of the page
  2. Choose the Sign Out option
  3. Wait 10 seconds and log in to My Virtual Desktop again

Webconferencing with WebEx

All full-time faculty (teaching in Spring 2) and staff have had WebEx (https://websteru.webex.com) accounts created for them.

Requirements for Using WebEx:

✔ Built-in microphone or headset....OR...a telephone for audio

Resources:

Troubleshooting Tips:

  • If you are having issues with the WebEx desktop application, choose the option to Run a temporary application or Join/Start by Browser instead
  • If you need to reset your password:

    1. Go to https://websteru.webex.com
    2. Click on Log In at the upper right
    3. Click on Forgot your username or password
    4. Enter your full @webster.edu email address, the verification code shown on screen and click Submit
    5. Check your Webster email for reset password instructions

What to Know about WorldClassRoom (Canvas)

With the shift to online instruction, all classes should have a page in Canvas. You may need to support students and faculty in accessing the resources they need. 

Students

Faculty

  • Knowledge Center -> The number one and go-to guide for faculty for everything they need to know to set up and conduct their course using both the WorldClassRoom and WebEx platforms. All faculty should be automatically enrolled in this course

Virtual Training with LinkedIn Learning

All currently enrolled students, as well as active faculty and staff, have access to LinkedIn Learning (formerly Lynda.com). LinkedIn Learning offers thousands of tutorials and courses on many software applications, soft skills/non-technical topics and learning paths. With the shift to remote work and online modality, having this resource to become more familiar with various tools and applications is even more important. 

How To Log In

  1. Go to https://www.linkedin.com/learning-login/
  2. Enter your full @webster.edu email address in the Email box and click Continue
  3. You will receive a message that says "Your organization requires you to sign in with Single Sign-On." Click Sign In with Single Sign-On.
  4. You will be redirected to a Webster University sign-in page. Re-enter your full @webster.edu email address (if not already populated) and Connections password
  5. You will be taken to the LinkedIn Learning dashboard. Explore and learn!

Practice Safe Computing & Remote Work Best Practices

Though you are working remotely from home in a place you are familiar with, it is very important to keep mind the private and confidential nature of the information you will be accessing and working with daily. You will still be "on the clock" and all the guidelines and procedures you would follow in the office still apply in an at-home setting. Keep in mind these tips and best practices:

  • You will often be accessing data protected by FERPA or other guidelines. Public locations like Starbucks, Panera, etc. are not appropriate to access this information where someone could potentially be reading over your shoulder
  • Always continue to be mindful of phishing scams. You are your best defense on protecting your account. Learn more about phishing attempts and how to avoid them by clicking here.
  • Lock your computer screen when you step away
  • Eliminate distractions
  • Communicate regularly. Keep supervisors up to date on your tasks or any issues. Follow up with any employees you supervise. Consider settings up virtual check-in meetings with your team