Alerts

Information Technology

Remote Work Resources

If routine work or academic functions are disrupted due to unforeseen circumstances that impact normal operations, we provide a variety of services to connect you with colleagues and students remotely so that work and learning can continue uninterrupted.

Tips for Optimizing Your Ability to Work Remotely

Discuss working remotely with your supervisor or leadership and use this page as guidance when planning so you have what you need and know what to expect.

Consider that in a large-scale remote work environment, if everyone is connecting at the same time, system responses may be slower. Working during evening hours, early morning hours, or other non-peak business times may greatly improve network response time. You must request approval from your supervisor before altering your work hours.

Facebook, YouTube, Netflix, and other sites that stream content can significantly slow your connection speed. While working remotely, please refrain from opening any of these sites.

Test Your Equipment in Advance

Verify that you have access to everything you need from your computer. If you need access to internal resources like file shares, you will need to use VPN or Virtual Desktop.

These may be built into your laptop or computer, or you may use an external device such as a USB headset or webcam. Employees are responsible for purchasing computer peripherals through their departments.

Ensure that you have a good Internet connection at your home.

  1. From a computer in your home, connect to your home network by going to fast.com.
  2. Note the bandwidth that your computer can access.
  3. If you’re getting 10 Mbps or higher, you should have no issues with your connection.
  4. If the connection is below 10 Mbps (or if it says Kbps), you might not have enough home bandwidth to stay connected consistently. You may need to contact your Internet service provider to increase your bandwidth subscription.
     

Know What You Need To Access

Knowing what you need access to and how you can access it off campus is essential to maintaining productivity while working remotely.

Many of Aims’ resources – such as email, D2L, myAims, Self-Service Banner, and more – do not require you to be on the Aims network to access them. Other resources do require you to be on the Aims network for access, such as Banner Admin Pages and network file shares. It’s important to consider what services you need access to and how you might access them off-campus. 

Duo Two-Factor Authentication (2FA) is required for employees accessing VPN or VDI. Duo is also required to access other services like Workday. Be sure to enroll in Duo before working remotely by visiting the Duo page and clicking on ENROLL IN DUO.

VPN or VDI Access Requirements

Yes - VPN or VDI is required off campus:

  • Banner Admin Pages
  • Network File Shares
  • AppWorx
  • Argo

No - can access from any personal device:

  • Banner Self-Service
    • Grade entry
    • Registration
    • Attendance
    • Pay stubs
    • Time entry
    • Etc.
  • D2L
  • Zoom
  • Google Apps
    • Gmail
    • Drive
    • Sheets
    • Docs
    • Slides
    • Hangouts
    • Etc.
  • TechSmith
  • Smartsheet
  • Web Help Desk

Gaining Remote Access

Use the table above to determine if VPN access is needed for a specific program. Aims VPN allows employees using an Aims-issued laptop to connect to the Aims network from off-campus. 

To request VPN access for yourself or your direct reports, please submit the VPN Request Form

VPN client cannot be installed on personal devices. Those who need access to on-premise resources should utilize the Virtual Desktop environment (see below).

Connect to Aims VPN using Duo Push

  1. Aims VPN requires the use of Duo 2FA. If you are not already enrolled in Duo, please visit the Duo page to enroll.
  2. Open the GlobalProtect application (IT will install GlobalProtect on your computer remotely ahead of time). Click the start button in Windows and search for GlobalProtect.
  3. If prompted, enter your Aims username and password.
  4. Click Connect.
  5. Approve the Duo prompt on your mobile phone.
  6. You should now be connected.

Connect to Aims VPN using a passcode

If you cannot use Duo Push because you do not have a smartphone, you may alternatively use a hardware token issued by IT. You can obtain one by submitting the Hardware Token Enrollment Form and then follow these instructions:

If you are not already enrolled in Duo, please visit the Duo page to enroll.

  1. Open the GlobalProtect application (IT will install GlobalProtect on your computer remotely ahead of time). Click the start button in Windows and search for GlobalProtect.
  2. When prompted for credentials, enter your Aims username and then generate a code on your hardware token. In the password field, enter your password followed by a comma (,) and the passcode. For example:
  3. Username: jdoe
  4. Password: Pear angler snort bear,123456
  5. Click Connect.
  6. You should now be connected.
     

You can connect to the Aims VDI from your personal computer using Firefox or Chrome by going to VDI or using the Windows Desktop client.

Then use the following instructions:

  1. You will see a Microsoft login page. Enter your Aims username @ aims.edu (example: sjones19@aims.edu), or if you see multiple choices, choose your aims.edu account.
  2. Enter your Aims password. Click Sign In.
  3. You’ll see an “All Resources” page. Click once on “AimsCC-Empl-Pool.”
  4. Enter your Aims username (example: sjones19) and your Aims password. Click Submit.
  5. You’ll get a Duo prompt. Accept the Duo prompt on your smartphone.
  6. You’ll see a Logon Notice. Please read the notice and click OK.
  7. The virtual desktop profile will be built for you.
  8. Click the Start button to access File Explorer, Chrome, Firefox, Office 2019 (Word, Excel, PowerPoint, etc.) and other software.

Accessing Network File Shares on VDI

Find the Shared Drive icon on the desktop that corresponds to your primary campus. You will see a list of shared folders. Double-click the folder name to open it. You only have access to folders approved by your supervisor. All other folders will deny access.

IMPORTANT: Please sign out of your VDI desktop when you are done using it by using the following instructions:

  1. Click the Windows Start button on the VDI desktop
  2. Click your name
  3. Click Sign Out
  4. In the upper-right corner, click your name
  5. Click Sign Out
  6. You can log off or shut down your computer. 

Important Notes:

  1. VDI does not support audio/video peripherals such as webcams, microphones, and headsets. Online meeting applications like Zoom and Google Hangouts Meet should be run from the local device, and does not require VPN.
  2. Other screen-recording or production software like Camtasia or TechSmith Relay must be run from an Aims-owned physical computer.
  3. Outlook will not connect to Gmail. To get your Aims email, you will need to connect to gmail.com and sign in with your Aims email address and password.

Email & Calendars

Gmail is a user-friendly, web-based email service available to all students and employees. It can be accessed using any device with an Internet connection.

To get to your Aims email, go to google.com from any browser. You will sign in using your Aims email address and password.

If you are using a personal computer, you may already be signed into another Gmail account and need to switch to your Aims account. Use the following instructions to do so:

  1. Log into your personal account.
  2. Select your account - the rectangular box with the Aims logo in the upper right corner
  3. Choose “Add another account.”
  4. Enter your Aims email username and password.

If you have already accessed your Aims Gmail from your personal computer, you should see the Aims account as an option when you select your account.

Help and support for Gmail is available by clicking the support “?” in the upper right corner of the page. 

To get to your Aims Google Calendar, go to Google Calendar from any browser. You will sign in using your Aims email address and password.

Help and support for Google Calendar is available by clicking the support “?” in the upper right corner of the page.

Cloud Storage

Saving files to an approved cloud storage service will ensure that you have access to them whether you’re on or off campus. Please be aware that certain sensitive data is not permitted to be saved in various services, and that saving college data on devices not owned by the college is prohibited. For more information, please see the Data Classification Standards and the Acceptable Use of Information Technology (207-01) procedure.

With Google Drive, you can create, share, store, and access files from anywhere. You can even work with Microsoft Office files without needing Office installed on your computer. 

Drive helps teams move faster with collaboration tools like Docs, Sheets, and Slides—all on a secure cloud-based platform that makes it easy for you to share, store, and access files.

To get to your Aims Google Drive, go to drive.google.com from any browser. You will sign in using your Aims email address and password.

If you are using a personal computer, you may already be signed into another Gmail account and need to switch to your Aims account. Use the following instructions to do so:

  1. Log into your personal account.
  2. Select your account - the rectangular box with the Aims logo in the upper right corner.
  3. Choose “Add another account.”
  4. Enter your Aims email username and password.

If you have already accessed your Aims Gmail account from your personal computer, you should see the Aims account as an option when you select your account.

Help and support for Google Drive is available by clicking the support “?” in the upper right corner of the page
 

Box is a cloud-based storage and collaboration service that is intended for sensitive data that isn't suitable for Google Drive. Please email,  call, or submit help ticket to Aims IT if you are interested in obtaining a Box license.

Phone & Voicemail

See the Avaya Cloud Office page for remote use of phone and voicemail. 

Instant Messaging with Google Hangouts Chat

Hangouts Chat is a messaging platform designed for collaboration via direct or group conversations. See Google’s help page for more information on Hangouts Chat.

Online Meetings

Zoom is a web conferencing tool designed for collaboration. It offers high quality video, audio, and tools such as polling, screen sharing, whiteboards, and breakout rooms from virtually any device. Zoom is available to all Aims employees and students. 

See the Zoom page for information on how to get started with Zoom meetings and Zoom Webinars as well as tips for improving your Zoom security. 

Google Meet is an online conferencing tool with video conferencing and screen sharing capabilities. All Aims employees and Students have licenses to Google Meet.

To get to your Aims Google Meet, go to meet.google.com from any browser. You will sign in using your Aims email address and password.

Office & Productivity Tools

G Suite is the term given to the suite of applications offered by Google to enhance office productivity. Go to Google and sign in with your Aims email address and password, then click on the apps icon **insert screen grab** to utilize Gmail, Calendar, Docs, Sheets, Hangouts, Forms, Slides and Drive.
 

All faculty and staff have been provisioned with accounts to Office 365. As part of this access, clients are also given 1 TB of cloud storage via Microsoft’s OneDrive software. Go to Microsoft Office, click Sign in, and enter your MyAims username + ‘@aims.edu’ and your password.
 

Faculty and staff who have been provisioned with access to Adobe Creative Cloud (for applications like Photoshop, Illustrator, or Dreamweaver) or Adobe Acrobat DC (to edit PDFs) can install the software on two total devices. If you have the software installed on your work device, you may also install it on your home device. Go to Adobe, click Sign In, enter your credentials, click “Manage your account” on the left, then click View and download my apps.

Smartsheet is an online content collaboration and automation tool that helps teams plan, track, and manage projects. Smartsheet is accessible via desktop or mobile. All Aims employees are eligible for a Smartsheet license to create sheets, but licensing is not required to collaborate within Smartsheet.

To get to your Aims Smartsheet account, go to Smartsheet from any browser and click on “Login” and then select “Login with Google”.

Support for Smartsheet is available by clicking on the support “?” in the upper right hand corner of the screen.

The Center of Excellence Training Portal can be accessed using the following instructions:
Visit learn.smartsheet.com.
Sign in and authorize your Smartsheet account.
Enter your Access Code: 3613076
Click “Continue” to complete your enrollment.


Support is available by clicking on the support icon within Smartsheet. Available resources include:

  • Help Center
  • Help Videos
  • Training
  • Community

Check out these Smartsheet YouTube videos and this Smartsheet resource portal.

Internet Service Assistance

Several Internet Service Providers (ISPs) have announced discounted or free Internet service for customers due to the Coronavirus (COVID-19) pandemic. The list below provides resources from the FCC and various providers regarding assistance.

FCC Agreement - states that providers will waive late fees, not cutoff service for lack of payment, and open hot-spots.

ISP and Carrier COVID-19 Responses: AT&TComcastSprintT-MobileVerizon