Whether it’s a typical part of your job or as an alternative if access to campus is temporarily restricted, the ability to work remotely (also known as telecommuting or teleworking) can help keep the College’s operations running. Though potentially a great benefit to your department’s operations, it’s essential that all remote work be performed in a securing computing environment.
The most secure method for working remotely is to plan ahead and issue MC3/college-owned computers for staff members to use remotely.
Work can be performed directly on the MC3-issued computer, or the computer can be used to connect remotely to the staff member’s virtual desktop (https://mc3.edu/citrix) residing on campus.
The setup requires:
A laptop issued to an employee in advance of working remotely, or a laptop available as needed in an emergency situation, is the best option or working remotely. These laptops should meet all required security standards for handling sensitive data and should be maintained by the IT department following best practices for system management.
Use of the MC3 provided VPN software gives staff members access to defined systems for working remotely, allowing connections to sensitive campus system to be restricted and secured.
The MC3 VPN is a full tunnel; all network traffic will traverse the VPN.
If use of MC3-owned equipment for employees to facilitate remote work is not an option, a staff member’s personal computer may be used to connect remotely to a virtual desktop residing on campus (https://mc3.edu/citrix).
For reasons of both security and policy, College work must not be performed directly on a staff member’s non-MC3-owned equipment. Such equipment should be used only to connect to a remote computer (https://mc3.edu/citrix), on which all work is performed.
This setup requires:
An employee’s personal computer can be used as a mechanism to connect to a remote virtual desktop residing on campus. Personal computers should be maintained in a secure fashion (with regards to passwords, malware and virus protection, etc.) and should be to the extent possible, up-to-date with the latest operating system and security updates.
The use of Microsoft Azure MFA is required to establish a secure connection. A staff member connecting remotely will need to enroll in Microsoft Azure MFA (https://mc3.edu/mfa) via the Microsoft Authenticator mobile app, security token, text message, or phone call. This must be configured prior to connecting from off-campus!
NOTE: Staff members should ensure that, if an office telephone is currently used to authentication via Azure MFA, an additional factor (such as a personal mobile phone or a home phone) is added as an authentication method.
Collaborating effectively while working remotely
Working remote may pose challenges for staff accustomed to collaborating in-person on campus. Several services have been approved to facilitate workplace communications and team collaboration, and may be quite helpful when normal means of collaborating are unavailable.
Specifically, approved tools useful for remote work include:
Before storing or sharing sensitive data, please consult the College Data and Storage System Quick Reference (https://kb.mc3.edu/article/college-data-and-storage-system-quick-reference-847.html)
Telephone usage while working remotely
Access to voicemail from off-campus is supported (https://kb.mc3.edu/article/accessing-staff-faculty-voicemail-from-off-campus-47.html)
Access to voicemail from an MC3-issued computer is supported via the website https://vmail.mc3.edu
Access to voicemail from a non-MC3-owned equipment is supported via the virtual desktop environment https://mc3.edu/citrix
A computer can also be used to receive and place telephone calls to/from campus phone numbers. By using a VoIP "soft client"—computer software that mimics the capabilities of a standard desk phone—a remote staff member can place calls from, or answer incoming calls to, his or her campus phone number directly from his or her computer. VoIP soft client functionality requires the use of the MC3 VPN and may require pre-authorization by the IT Department.
Please contact us at firstname.lastname@example.org with any questions about securely performing remote work.
Article ID: 8175
Created On: Tue, Mar 10, 2020 at 2:52 PM
Last Updated On: Fri, Mar 13, 2020 at 9:54 AM
Online URL: https://kb.mc3.edu/article/security-guidance-for-working-remotely-8175.html