Guide to Temporary Remote Working
In the event of an interruption that requires remote working, please utilize the following resources to assist you. These resources will be developed over time and updated as improvements are identified.
Use the Remote Working checklist (GrinnellShare login required) to help you prepare.
An additional resource is available specifically for remote instructional continuity (GrinnellShare login required).
Have the right equipment and access
To successfully work remotely, you will need the following: a telework ready computer, a stable internet connection, and the device you use for Duo two-factor authentication.
Telework ready computer
If you plan to use a Grinnell College laptop computer: Please take your computer and power supply with you at the end of each work day. Use good judgment in keeping it protected by storing it securely and not leaving it unattended in public places and storing it securely.
If you plan to use your personal computer: Please ensure that your computer is updated with the latest security software, web browser, and operating system.
Regardless of what computer you plan on using, please test your ability to work remotely as soon as possible. If you discover an issue, please contact ITS.
The device you use for Duo two-factor authentication
You will need to have the device (e.g. mobile phone or hardware token) you use for logging into your Grinnell account on your person. Just like being on campus, you may be prompted to enter your Duo code or accept a Duo push when accessing your account.
The cloud is your virtual office space (and you typically don't need VPN)
The beauty of cloud-based software services is that you can access them whether you are on or off campus. The Office365 tools (e.g. Outlook, OneDrive, Word, Excel, PowerPoint, OneNote, Teams, GrinnellShare) Grinnell College uses are available on any web browser as long as you have internet access, Grinnell College credentials, and use Duo. Links to other cloud-based services can be found on GrinnellShare under Student, Faculty, and Staff tabs.
Communicate and collaborate
More phone information including a user guide, FAQs, and how to access your voicemail remotely can be found on the GrinnellShare Telecommunications page.
You can sign into Outlook using any web browser by going to office365.grinnell.edu.
To use Microsoft Teams:
Open a web browser and go to http://grinnellshare.grinnell.edu
Click on the Application Launcher button (square with 9 dots) in the upper left corner of the window.
Much like Teams, you can use Webex Meetings to join, schedule, and collaborate with your colleagues. Webex Meetings supports both video and teleconferencing. For general help in getting started, visit our Get Help documentation. More information about Webex Meetings can be found on the Webex Help Center and short how-to videos can be found in the Webex Meetings How-to Library.
To use Webex Meetings:
Open a web browser and go to https://grinnellcollege.webex.com.
Click on the Sign In button in the upper right corner of the window.
You will land on the main page of your account. If you are prompted for a user name and password, use your Grinnell College network credentials.
You can utilize your "Personal Room" for ad-hoc meetings or schedule meetings.
Work on your files
File storage can be broken down into two basic types: Network storage and cloud storage.
Any files stored in cloud storage, GrinnellShare, Teams, and OneDrive will be available remotely. If you are new to OneDrive, check out OneDrive help & learning. Note: Network Storage files are typically not available off-campus.
While working remotely, please keep in mind all Grinnell College policies.
Guidelines for Disinfecting Electronics
In order to properly disinfect these areas, you should use disinfecting wipes and follow the general rules below when disinfecting your electronics. Note: Do not use excessively damp cleaning wipes. You may need to squeeze the wipe to remove any excess dampness.
- Be sure to turn off your computer, unplug the power cord from the wall or power strip, and remove the battery from portables or wireless keyboards and mice, before you start the cleaning process.
- Use a disinfectant wipe to wipe the area first, then use a damp, soft, lint-free cloth, and finally dry the area with another soft, lint-free cloth.
- Do not use disinfectant wipes containing bleach or disinfectant sprays in general.
- Do not use an extremely damp disinfectant wipe to clean the area. If you encounter a very damp wipe it may need to be squeezed to remove some of the excess liquid before use.
- Do not allow the liquid from the disinfectant wipe to sit or pool on the area being disinfected for a long amount of time.
- Do not use rough towels or cloths to dry the area.
- Do not use excess force when disinfecting the area around the keyboard; this could damage the keys.
ITS Support Model
As we transition to a very different environment than we are accustomed, it is necessary to rethink how we provide technology support to all our constituents for the remainder of the semester. Some of the challenges we need to consider:
- How do we provide support remotely?
- What technologies will faculty and students be utilizing?
- What new technologies are we introducing?
- How do we provide support without our student workforce?
To meet these challenges, we are planning to make the following changes to our support model.
- When the College moves to remote working we will be utilizing our partner BlackBeltHelp (BBH) as our tier 1 support. All calls to the Technology Services Desk (x4901) will be first answered and triaged and resolved when possible by BBH.
- Full time Services Desk and AV staff will provide tier 2 support working to resolve incidents escalated from BBH. AV staff will be focused on supported Webex type calls and others that they call to their expertise.
- All employees and students will flow through the BBH Services Desk first for technology support first, this will include support for students use of Blackboard.
- However, we also need differentiate very clearly the responsibilities of ITS, CTLA and the ASAs for support employees and students.
- Under CTLA's purview is pedagogical support. In other words, questions about using tools, integrating them into classes, and thinking about how they can best be used, are topics for the CTLA staff.
- The ASA team will be a first point of contact for faculty Blackboard support. This relationship is already established and should be maintained.
Recording Your Time
As we transition to a remote work model for many employees, we want to share with you information on how your time should be recorded for both exempt (salary) and non-exempt staff (hourly). Please see the guidance below.
Working on Campus or Use of Other Time
Please record time worked in the normal way using the WORKED HOURS (WRKD) payroll code or other payroll codes as they apply to your situation (sick, vacation, etc.).
Remote and Able to Work
Please use the TELEWORK (TELW) payroll code to record time worked or other payroll codes as they apply to your situation (sick, vacation, etc.).
EXEMPT AND NON-EXEMPT STAFF (ALL)
Remote and NOT Able to Work
Please use the new REMOTE OFF WK (RMOF) payroll code on your time sheet or other payroll codes as they apply to your situation (sick, vacation, etc.) to be paid based on your typical schedule. This applies to both exempt and non-exempt staff and will assist us in aggregating costs related to COVID-19. In the event there is some form of government relief for colleges and universities, this data will be important to recouping the cost of special expenses.
If you have any questions, please contact Carrie Jones.