Telework and Flexible Work Tools

A variety of tools are available that enable you to work while not physically on campus. You will find resources on this page that can be used to work remotely during scheduled telecommuting, as well as inclement weather closures, delayed openings, or other emergencies. 

Updates:

This page will be regularly updated with content and resources. If you have suggestions, updates, or corrections for this site, please email postmaster@utexas.edu

  • March 26, 2020 - Remote Desktop Gateway for ITS STaff
  • March 25, 2020 - UT Telephone app for Android and iPhone Smartphones information added
  • March 24, 2020 - Page update section added
  • March 19, 2020 - Addition of ID Center Onsite Hours of Operation
  • March 16, 2020 - Zoom @ UT Austin site link updates

Security Guidance for Working Remotely

Security Guidance for Working Remotely

There are a few approved remote work methods that can be utilized depending on the classification of the university data being handled and related risks.

Example populations include: university employees handling the most confidential types of university data, including but not limited to social security numbers, credit card data, HIPAA data, protected donor data, export-controlled research data or confidential unclassified information

Secure Connections

Two-Factor Authentication (2FA)

To better protect the security of your online information, many services such asOffice 365, VPN, UTDirect, and Workday require two-factor authentication (2FA) to access. DUO is the application we use for two-factor authentication.

The first step in activating your two-factor authentication is to enroll your device with your EID account. Once your device is enrolled, you will use that device to complete the authentication process when you log into any University two-factor protected web application. You will need your chosen device handy to complete this process.

Virtual Private Network (VPN)

Off-campus access to certain internal IT resources requires connection to the Virtual Private Network (VPN) service. This service is available to UT Austin faculty, students, staff, official visitors, and certain affiliated workers. Connect to the VPN to get started working remotely.

Login: https://vpn.utexas.edu

Remote Desktop

Remote desktop software allows a desktop computer to run in one location, while being accessed from another. For example, you can access and interact with your university machine with a personal laptop. Search "remote desktop" from your Windows Start menu or from the iOS Finder to open the remote desktop program.

Remote Desktop Gateway (RDG)

Remote Desktop Gateway (RDG) has been established to provide ITS and TRECS Staff secure access to Windows Remote Desktop sessions on campus. The RDG allows compatible clients to securely access Windows computers on campus using the Remote Desktop Protocol (RDP).

Communication

UT Telephone app for Android and iPhone Smartphones

To enable remote work during COVID-19 isolations, ITS is providing the Bria Enterprise softphone client enabling use of your UT phone number on iPhone and Android compatible smart phones. Note, the Information Security Office does not recommend use of this client for security sensitive calls (e.g., HIPAA) because connections are not currently encrypted.

Call Forwarding

Incoming calls you receive on your office phone can be forwarded to a home or mobile phone while you are out of the office. Voicemails can be accessed over the web from anywhere.

Conference Call Bridges

ITS provides telephone and voice services (VoIP, analog and phones) to colleges and departments at University owned/leased facilities in greater Austin.

All University VoIP phone lines have a Personal Telephone Conference Bridge also referred to as Meet Me Conference. Meet-Me Conference bridge capacity is 10 participants (yourself + 9).

Chat

Microsoft Teams is a chat-based work space that allows you to chat, meet online with audio and video conferences, share and collaborate on files, and share screens. It also has calendar scheduling capabilities. Teams is available to users with an Office 365 mailbox and can be accessed on the web, as a desktop or mobile application.

Login: https://teams.microsoft.com

Voicemail

Check your voicemail online no matter where you are.

Login: https://voicemail.its.utexas.edu/

Reset your voicemail PIN: https://ut.service-now.com/sp?id=kb_article&number=KB0014343

Wi-fi Calling

Wi-fi calling enables you to receive and make calls over a Wi-Fi connection on and Android or iOS smartphone.

Android: https://ut.service-now.com/sp?id=kb_article&number=KB0017893
iOS: https://ut.service-now.com/sp?id=kb_article&number=KB0017907

Meetings and Web Conferencing

Meetings and Web Conferencing Tools

Web conferencing tools such as Adobe Connect, Microsoft Teams, Google Hangouts, and Zoom enable faculty and staff to create and share presentations and online training materials. Find out which tool is best for you.

Microsoft Teams

Microsoft Teams is a chat-based work space. It serves as a hub for teamwork and collaboration by connecting you to applications, people and chats, data all within one space.

Zoom

Zoom is a video conferencing tool available to University faculty, staff, and students that enables you to meet, teach, and learn from anywhere.

Collaboration

Files

Store, manage, and collaborate on files in the cloud using OneDrive, UTBox, Google Drive, or a file share server set up by your working group or department.

OneDrive: https://onedrive.live.com/

UTBox: https://utbox.utexas.edu/

Google Drive: https://drive.google.com/

Office 365 Applications & Services

Office 365 productivity tools are available to university students, faculty, and staff with an Office 365 mailbox. These tools assist with document management and storage, communication and collaboration, workflow automation, task management, project management, and more.

Available Applications & Services:

Forms - Create surveys, polls and quizzes
Office Online - Use Excel, PowerPoint, Word, OneNote
OneDrive - Store files you can access from anywhere
OneNote - Take digital notes
Outlook - Manage your mailbox, calendar, and contacts
Planner - Organize and assign tasks and projects
Power BI - Create visual dashboards and reports
Project Online - Use premier project and portfolio management
Sharepoint Online - create and manage team content, sites, and document libraries
Stream - Create, upload, share, and discover video
Sway - Publish presentations using modern digital design features
Teams - Use a chat-based hub for teamwork and collaboration
To-Do - Create personal to-do lists for any project or task
Visio Online - create vector diagrams
Yammer - Establish an Office 365 integrated employee social network

Getting Help

UT Service Desk

The Service Desk provides the University of Texas community with a centralized point of contact for help with a variety of topics, including questions concerning information technology, business processes, services, applications, and navigating IT @ UT.

The FAC walk-up Service Desk is closed. However, our Service Desk coverage at (512) 475-9400 and help@utexas.edu remains open.

Effective now, we have temporarily extended hours of operation for phone and email:

Monday through Friday 6am until 10pm
Saturday and sunday 10am until 5pm

The University Data Center will provide limited after-hours emergency support by calling the Service Desk at (512) 475-9400.

Submit a Help Ticket

ServiceNow is the service and incident management system for Information Technology Services. You can report an issue to the Service Desk, search self-help articles and FAQs, review alerts and outages and more.

Timekeeping

Workday

Workday is The University of Texas at Austin's system for human capital management and payroll (HCM/Payroll).