Remote Work

Johns Hopkins offers Student Services staff several methods and resources for remote work, depending on your needs. The information below is intended as a guide to help you select the best fit for your remote work situation.

For all IT issues, including after-hours and emergency support, please continue to contact the Helpdesk at 410-516-HELP or submit a Helpdesk ticket online.

View the “Remote Work Tools Overview” video HERE.

The links referenced in the video session are available HERE.

First, please consider these suggestions:

  • Get organized. Think about all the routines you follow in your job — passwords, paperwork, hallway conversations, network drives, phone numbers, etc. It’s MUCH easier to figure out what’s important and how to replicate it if you break it down before changing your routine.
  • Practice using your remote work tools occasionally–sooner then later. It is always a good idea to make sure the correct versions of software you may need are available on your computer, your VPN MFA is configured correctly and that your preferred method of remote work functions as expected.
  • If you have a laptop, get in the habit of bringing home your laptop from the office every day. You never know when you might need to work remotely.
  • Prepare for alternate work methods and processes if your home or remote internet connectivity is not functioning correctly. In a situation with a large number of remote/home workers, ISP providers such as Comcast and Verizon may have difficulty providing sufficient bandwidth. Consider the possibility of using text messages for time-sensitive communications if necessary.

Then be sure to familiarize yourself with these tools:

Regardless of whether you are using a JHU-issued laptop or using your own computer at home, you should be familiar with these tools:

  • Multi-factor authentication, also known as MFA. This is required for many systems even when on campus, but it is used even more heavily when accessing IT systems remotely. If you’re unsure if you have MFA configured correctly, a good page to test with is JH’s ESS system. It will always require MFA. If you can get to ESS, you’re all set. If you can not access the ESS page, it most likely means that you have not yet set up Multi-factor Authentication. As soon as possible, visit the IT@JH MFA page to complete your MFA setup.
  • The Virtual Private Network client, also known as VPN. The VPN client allows you to connect into the private Hopkins network from the public internet, and use systems that are normally only available inside our network perimeter. This includes tools like network file shares, SAP, and other internal systems. Using the VPN requires MFA, so get that set first. If you need assistance with setting up MFA and/or VPN, contact the IT Helpdesk at 410-516-HELP or submit a Helpdesk ticket online at my.jh.edu. The Helpdesk has staff available 24×7 for VPN support.
  • File share access, also known as “P” or “S” or “W” or “H” (etc) drive access. If you’ve never used your network drives from home and they’re a critical part of your workday, please submit a Helpdesk ticket so we can review the best method for you to access your files remotely.
  • Video and teleconferencing, also known as Zoom. All faculty, staff, and students have access to internet-based conferencing that allows for video or audio meetings of up to 24 hours with up to 300 participants. Screen sharing is also supported. We STRONGLY SUGGEST getting your account provisioned ($8/month) and doing some test runs before you need to use this tool. Zoom Pro accounts can be requested at https://uis.jhu.edu/zoom/zoom-faq/
  • MyCloud Virtual Desktop. IT@JH is making the MyCloud Virtual Desktop available to JHU staff on a temporary basis in order to provide an additional remote work tool. Using the MyCloud Desktop, you will have access to a virtual Windows 10 desktop configured with Microsoft Office applications, SAP and other applications used commonly across the JH enterprise, including your network drives. To access the MyCloud Desktop, click here. Your network drives should also be mapped once you log in. If not, please submit a Helpdesk ticket to IT Services. Please note that VPN access is NOT required for myCloud access but it does require MFA.
  • Microsoft Office tools (Word, Excel, PowerPoint, OneNote, Excel, OneDrive, etc.) are available through the myJH portal or at http://portal.office.com.
  • Microsoft Teams is a collaboration tool that provides messaging, calling, video meetings, and file sharing. Teams can be access using your [email protected] credentials at teams.microsoft.com. There is also a helpful overview of Teams available on the CER website.

Additional considerations for remote work:

  • Phones / Voicemail. Several optional features are available for office phones:
    • If you have a Avaya phone (number starting (410) 516-xxxx) you can request a feature to get voicemails delivered to your email is called SMS Voicemail to E-mail which costs $2.50 per month. To get your office phone line to ring on another phone (your cell or home landline) you will want to add the EC500 feature for $5.00 per month.
    • If you have a 410-516-xxxx extension:
      • *2 will activate call forwarding
      • #2 will deactivate call forwarding
      • Voicemail access number is 410-516-8580
  • Tethering your devices to your cellphone is an important capability for travelers, and is a useful backup during weather-related remote work events. Device tethering differs depending on device (iOS / Android) and cell carrier, so planning ahead and occasional testing is important. A useful tip: we often see that international travel can cause tethering to be removed from devices, so if you travel internationally you should be extra diligent about re-checking this capabiltiy when you return to the US.
  • To access the “Protecting Sensitive Information” course in myLearning, go to my.jh.edu then select “Education” and then “myLearning”. Once in myLearning, use the search bar to start typing “protecting sensitive information” and the link to the course should appear.

General remote work tips

  • For some people having a home workspace for work is important for maintaining focus and keeping work routines and home routines separate.
  • Video is important for some people to keep a sense of feeling connected, so don’t get stuck in email- or IM-only mode.

Where to get help

  • For general IT questions (VPN, software installation, MFA) please contact the IT Helpdesk at 410-516-HELP or via my.jh.edu
  • For a review of remote work options for yourself and/or group, please submit a Helpdesk ticket.

Additional tips for sending mass/bulk emails

DON’T

DON’T send large file attachments by email.

DON’T address Sympa Lists or Exchange Distribution Groups/Lists in the To… or Cc… fields.

DO

DO coordinate mass emails with your divisional Communications Office

DO consider using alternative methods to communicate instead of email.

DO address Sympa Lists or Exchange Distribution Groups/Lists in the Bcc… field.

DO consider using a Service Account or no-reply address when sending mass emails.

DO address your account, the Service Account or the no-reply address in the To… field.

DO strongly consider sharing file attachments through OneDrive instead of email.

DO strongly consider sending mass emails outside of peak hours, especially when not urgent or critical.

DO provide contact information for questions.