College of Medicine Rockford Guide to Remote Working

College of Medicine Rockford Guide to Remote Working

Updated 2020-03-17

Please Note

Please Note: this is a technical guidance only, not an authorization to work remotely.  If you are not sure whether you are allowed to work from home, please seek clarification from your supervisor.

To be prepared for work from home/teach from home situations:

Phones

Mitel Call Forward Instructions

To Setup the call forward:

1. Press the menu button (Blue key above the red hold key)
2. Find the entry that says “Call Forwarding”. It will also say whether call forwarding is currently enabled or not.
3. Enter the number that you wish to forward to. For example 7-1-815-XXX-9999.
4. Press Activate.

To Cancel the call forward:

1. Press the menu button (Blue key above the red hold key)
2. Find the entry that says “Call Forwarding”. It will also say whether call forwarding is currently enabled or not.
3. Press Deactivate.

Mitel Conference Call Instructions When On Campus

To Setup the conference call:

1. Dial 1599 or 5999 or 395-5999
2. When prompted enter the extension of the person originating the call (your extension) followed by ##.
3. For example 5566##.

To join the conference call:

1. Dial 1599 or 5999 or 815-395-5999
2. When prompted enter the extension of the person that originated the call followed by ##.
3. From the example above 5566##.

ie. Setup the Conference and send people that need to join it the number 815-395-5999 and then the extension ##

Voicemail Off Campus

Voice Mail:

1. From off campus dial your direct number or 815-395-5990
2. Press * Enter your mailbox number or your passcode (follow prompt)
3. If you entered mailbox it will now ask for your passcode

Meetings

WebEx

The University has a site license for WebEx. This makes it possible for up to 25 People to conference together. I strongly recommend that people use the phone option for the audio. One thing to remember when using WebEx is that every person connecting via computer is 1 user. Each person connecting via phone is 1 user. So if a person logs into the website to say see a shared Powerpoint and they also call in, that is considered 2 users. So if all users log into the website and also phone in that restricts the number of users to 12. If all you need to do is have a phone call with staff, you can setup a meeting, invite everyone and instruct them to just phone into the number provided on the invite. The only person that would need to log into the website is the person who created the meeting so they could start it.

How can I request my own Webex host account?

Any faculty and staff can auto-create an account on the UIC Webex portal. Simply navigate to https://uichicago.webex.com log in with your UIC NetID and password.

Need Help with WebEx ?

ACCC has extensive information on using WebEx here:

MS Teams

I know of several departments in Chicago that use Teams. It’s very effective for departments to use for communication among themselves.

You can download MS Teams App. Here ACCC page on Microsoft Teams

Google Hangouts

Google Hangouts is also an option. You’ll need a UIC Google Apps account. On the link below is an option to create a Google Apps account using your netid if you don’t have one. Be sure not to change your mail routing if you create a Google Account.

University information on Google Hangouts

Facetime

Consider Using Facetime if you are calling and you both have iPhones, or Apple devices. The following is a link to tell you how to Facetime more than one person at a time.

More information about Facetime

Files

Box

The University has a site license for box.com. This is a great way to share files with a group.

Create a Box account.

Once you log into your box account you can create a folder and then share the contents of that folder with a group of people. More information on how to do that can be found here:

ACCC Box How-To’s UMBC has excellent info. On using box.com

If you do not have a departmental box account already please contact IT for info. On getting that setup.

Email

You should have an Exchange Account for your email. That can be accessed from anywhere using the following link:

Access Outlook Online

For More Information