Remote Work Checklist
The following are recommended actions to take as you prepare for remote working. Please review with your manager in advance.
Essential Technology Hardware
- Laptop with power cord
- Mobile phone
- Copy all necessary files to a USC cloud location (OneDrive, Google Drive) so they can be accessed remotely.
- Update your voicemail greeting to inform callers that you are working remotely and to contact you via email.
- Surge protector with power strip
- 3 prong to 2 prong outlet adapter
- External monitor
Software- ensure you have access to the following (as needed):
- Reference materials or checklists
- Paper working files, as needed
- Post-it notes
- Notebooks with current information
- Headphones, webcam, and microphone for video conferencing; most laptops have an internal webcam and microphone
- Take important belongings home and lock up and secure all others.
- Take plants home.
If your Duo Security notification is set to go to your office phone, choose one of the other notification methods to assure appropriate authentication.
- Work with your manager to ensure you have all the equipment you need to transition to remote work.
- Follow the appropriate equipment check-out procedure for your department or unit. If you are unsure of the procedure, speak to your manager.
Before transitioning to remote work, make sure you move any files to cloud storage. Never keep information on your computer or in email that you wouldn’t want to become public knowledge.
- ITS provides two different options for online storage of files and documents for USC staff, including Google Drive and Microsoft OneDrive for Business.
Office Set Up
Setting Up Your Home Work Space
Make sure you have tested your access to the following equipment at home:
- Laptop or desktop computer.
- Microphone – this may be built into your laptop or computer, or you may use an external device such as a USB microphone or headset.
- Webcam – a camera may already be built into your laptop, but you can also use an external USB camera for video conferencing.
Voicemail Set Up
To be sure you don’t miss any calls while you are away, you should update your voicemail to alert others and provide details on how to reach you. [Due to limited capacity, call forwarding is limited to those that are in direct support of emergency and business critical operations such as hospitals and critical centers, or if it is essential to an individual’s role.]
Voicemail is available to all benefits-eligible employees under the Technology Connection Charge (TCC).
To sign up for voicemail services, submit a request via a Communication Service Request (CSR) (USC Login Required).
Locating Your Voicemail Access Number
You will need to locate your 5-digit voicemail access number to access your voicemail. Your voicemail access number is located in the Fast Start Instructions document that was sent to you via email after you signed up for voicemail services.
Setting Up Your Mailbox
You will need to complete a brief setup process the first time you access your mailbox.
- From your campus telephone, dial your 5-digit voicemail access number.
- When prompted for your security code, enter “TROJAN” (876526).
- The system will prompt you to change your security code. You cannot use simple codes such as 123456 or 111111.
- You will be prompted to record your name for the mailbox.
- After recording your name, you will be prompted to record a greeting for callers.
Avaya Aura Messaging and Avaya Voicemail to Outlook
Access the USC IT Services Voicemail webpage for details.
Avaya One-X Communicator Softphone
Avaya One-X Communicator Softphone allows to answer your USC phone from a Windows computer when you are unable to be in the office. For more information, click here.
Avaya One-X IP Agent (Contact Center Agent)
Avaya One-X Agent Contact Center software allows USC call center/ contact center agents to answer call center lines from any Windows computer when working remotely with added Automatic Call Distribution (ACD) funcationality. For more information, click here.
Most applications like Zoom, Slack,Office 365, Blackboard, Grading and Roster System, myUSC, Workday, ServiceNow, and Google apps at USC can be accessed from any web browser. Install and test Zoom, Slack and other collaboration tools used in your department before transitioning to remote work.
Virtual Private Networking (VPN)
What is VPN?
VPN provides secure remote access to many USC online services when you are off campus.
When do I use VPN?
You must use VPN to access internal USC systems handling confidential or sensitive data, remote desktop access, and file servers for specific schools and departments.
|VPN is required for…||VPN is NOT required for…|
|Pitchbook – Marshall||Blackboard|
|Business Intelligence – Kuali||Zoom|
|Remote Desktop Access||Workday|
|Student Information System (SIS)||Microsoft Office 365|
|High-Performance Computing (HPC)||Google Apps|
|Pitchbook – Marshall|
How do I Install and Run VPN?
Click a link below for instructions to install and run the Cicso AnyConnect VPN client for your operating system.
Where do I go for help?
To test your USC VPN connection:
- You must be on an external network, such as your home WiFi or a hotspot.
- VPN cannot be tested from the USC wired or wireless network.
- If you need help setting up your VPN, contact ITS Customer Support Center.
- For questions regarding confidential data protection, please email firstname.lastname@example.org
For more information, please visit https://itservices.usc.edu/vpn/.
- Familiarize yourself with TrojanSecure, USC’s information security program provided by USC’s Office of the Chief Information Security Officer.
- Check back frequently for newly added Information Security Tips on TrojanSecure.
- The tips page includes recommendations for best practices for securing both USC’s data and your personal information.
Multi-Factor Authentication (MFA)
- Multi-Factor Authentication for USC systems: Ensure your Duo Two-Factor Authentication is enabled on your phone or mobile device.
- Multi-Factor Authentication for personal accounts and email: This free resource includes a list of sites and services that offer multi-factor authentication along with setup instructions.
USC Secure Storage
- Familiarize yourself with USC’s Data Protection Policy, which includes USC data classification types.
- Refrain from keeping information on your devices or in email that you wouldn’t want to become public knowledge.
- This especially includes confidential information such as (but not limited to) social security numbers, banking numbers, student data, protected health information, tax information, etc. Instead, use approved USC Secure Storage options for this type of data or contact email@example.com for more information on securing USC confidential data.
Personal Information Secure Storage
- Bookmark TrojanSecure to catch any updates in guidance on best practices for securing information based on evolving threats and opportunistic cybercriminals’ behaviors. Use our printable Secure Storage and Handling Brochure as a quick reference guide.
- Always make sure you are on a secure Wi-Fi connection. Unsecured connections leave you vulnerable to hackers.
Clear Desk, Clear Screen
- Even though you may be in your own home working, it is important to protect your information by locking your computer or mobile device screens.
- This will keep children or other household members from inadvertently downloading malicious software or accidentally deleting data. For more information, visit TrojanSecure’s Clear Desk, Clear Screen page.