How to continue working while away from campus

This page is intended to help staff access the common IT systems from both on and off campus using a CDU or personal device.

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Working from home


How do I set up 2FA to allow access to CDU systems from off campus

Two Factor Authentication or 2FA is required to access CDU resources from off campus.

To register a device for 2FA at CDU please watch the video. (85 secs)

You can make the video full screen by clicking the double-headed arrow in the top right corner after it has started. You can also pause the video or scroll back at any time to review the information.

To set up 2FA (Two Factor Authentication) follow the instructions on this page

2FA Instructions

After entering your username and password off campus you will be presented with a new window where you need to enter your 2FA passcode from the application you installed.

This number changes every 30 secs. So to give yourself the maximum time make sure you wait until the new number has just displayed

You need to make sure your mobile device has the correct time and it is recommended that it is set to "network" time to make sure it is accurate.

How can I access Microsoft Office applications to do my work?

To access Microsoft Office applications such as Word, Excel and PowerPoint while away from your CDU computer you can login to the Portal (you will need to use 2FA) on any computer and click Office 365 tile which will take you to the Web versions of those applications. Some of the more common applications such as Outlook, OneDrive, Teams and Yammer have their own dedicated tile in the portal for easier and quicker access.

You can also download and install Office 365 on upto 5 personal computers.

How do I connect to the CDU Network?

Note: You only need to install VPN on your personal computer if you needed to connect to VPN when you are on campus.

Once you are connected to the Internet you need to use VPN to connect your computer to the CDU network to access systems such as Callista and Ascender pay.

If you are using a CDU device you may already have a VPN which you will be able to use. If you are on a personal device, instructions to set up VPN are below.

VPN stands for Virtual Private Network and it creates an encrypted link between your computer and the CDU network. Just as if it was plugged into a network port on campus.

Watch this Video on how to install and connect with AnyConnect VPN

(click the play triangle to start video and expand if necessary)

Note: Use Chrome or Firefox browsers to download the client, as ITMS have had issues reported with people trying to use Microsoft Edge

https://corporatevpn.cdu.edu.au/cdu

  • (for both internal and external access to corporate applications)

2FA and VPN

Recently ITMS has added 2FA to the VPN connection process. This means that once you have entered your username and password. You will get a new window that pops up and asks for your 2FA passcode.

This is the same one you use to access the Portal when off campus.

Once you have entered the passcode and clicked Continue you will be connected as normal.
(See above for how to Set up your 2FA)

If you need to connect to your network drives from off campus please contact the ITMS Service Desk on 6600.

How can I make and receive phone calls from my CDU phone number?

You can use Jabber to make and receive phone calls from your CDU phone number, this is sometimes referred to as a Softphone. (Software Phone)

Once you have installed Jabber (See above)

In the bottom left corner of Jabber is a drop down box (1)

Choose "Use my computer for calls" (2) then (3)

Make sure you have your "Audio Options" set (4) (EG Volume of sound and microphone)
Be careful of adjusting the volume when wearing a headset.

The Symbol in the bottom left will change from a "Phone" to a "Computer"

To make a call just type the number in the "Search or Call"

Note The use of a headset is recommended to improve clarity for all participants.

How can I read and send my emails from off campus?

You can access your email via the Portal and clicking on the Outlook Tile

or

see Connect your personal device to your CDU email account

How can I access a shared mailbox from off campus?

Go to Portal and click the "Outlook" tile.

Click your Name in the top right corner of Outlook.

Under My account click "Open another mailbox"

Type the name of the mailbox in the "Open another mailbox" window and click "Open"

The other mailbox will open in a new Tab if you have permission to access it.

How can I retrieve my voicemails from off campus?

You can access your voicemails by going to voicemail.cdu.edu.au.

You need to login with your CDU username (not email address) and password
EG James Bond would be "jbond"

Alternatively you can also access your voicemails from Jabber. (See above on how to install Jabber)

Note Both of these work on campus as well

How can I get help?

While away from campus IT help is still available.

You can help by logging a job in the ITMS job logging system. This can be reached from the Portal and clicking the portal LogIT tile or by going directly to logit.cdu.edu.au.

During NT business hours (7:30am to 6:00pm Mon-Thurs and 5:30pm Fri) you can call the ITMS Service Desk on 8946 6600 and speak to a technician or request a call back.

Collaboration tools available for use at home


How to use Jabber off campus?

How to use Jabber off campus has been included in the Jabber page

Specifically "Jabber on your Mac or Home Computer"

and "Jabber on your personal Mobile Devices"

Jabber Software downloads

Current features of Jabber available at CDU:

  • Instant Messaging (IM) - Allows you to communicate instantly with people on their computers, mobile devices (notebooks and tablets) or smart phones.
  • Rich presence - This allows you to see if a contact is available via Jabber, on the phone or in a meeting.
  • Desk phone integration - Dial phone numbers via jabber client or dial phone numbers from within outlook
  • Integrated directory
  • Soft-phone - Allows you to use your computer as a phone. Your computer would act as if it were an extra phone connected to your extension. This might be useful for people working at home or away from CDU. The usability of this feature would be affected by the quality of the connection.
  • Visual voicemail - Bring up your voicemail messages, see who called you, when they called and listen to the messages.
  • Video Conferencing - Video phone integrated with CDU video conferencing systems (compatible to all standards based video conferencing systems anywhere on the internet)
  • Desktop sharing - Allow your colleagues to see what you are seeing on your computer and allow them to interact with what they are seeing.
  • Collaborate with other organisations - Most features extend to other institutions who are a part of AARNet's UC exchange. (e.g. video call to colleagues at other participating universities)
  • Features available off campus (currently via AnyConnect VPN client, but in a future release this will be possible without launching the VPN client).  For example, use the soft phone to bring your work extension number with you off site, and participate in video conferences from everywhere.
  • Multiple Clients Available - Clients for PC, Mac, iOS, Android.  (Note: not all features are available on all clients)

How to use Microsoft Teams

Microsoft Teams is available in Office 365 to allow small to medium groups to collaborate.

Find out how to use Microsoft Team here End User Training

Teams is available from the CDU Portal and can also be downloaded as a standalone app.

Communicate Effectively with Microsoft Teams
LinkedIn Learning

How to use Microsoft Yammer

Microsoft Yammer is for medium to large groups to share information.

It's a great way to stay connected to your colleagues and the university as a whole in a semi-formal manner.

Yammer is available from the CDU Portal

Yammer Essential Training (1hr 52 m)
LinkedIn Learning

How to use Cisco WebEx Cloud

WebEx is a tool offered by ITMS that provides web conferencing, video conferencing, and online meetings services.

Further Information

How to use OneDrive for Business

OneDrive for Business offers you 5 TB of data storage which allows you to store and share files with your colleagues securely in the cloud.

Further information on OneDrive for Business at CDU can be found here. OneDrive for Business at CDU

How to use Zoom

Zoom allows staff to have video conferences with others or join Zoom webinars.

Zoom is bested accessed by using the Zoom tile in the CDU Portal.

The CDU Zoom corporate license allows up to 300 participants per meeting. A few licenses, that allow up to 500 participants to connect, are available. If you have this requirement, please contact ITMS to discuss your needs.

Further Infomation

More information on Zoom can be found at How to use Zoom

Security

Computer Security

Staff working from home should use the most current version of your operating system. It should have all the latest patches and have an anti-virus enabled. If you have a computer running Windows 7 you should upgrade to Window 10 as Windows 7 is no longer supported by Microsoft and updates are no longer being released.

Physical Security

While working from home you should always pay attention to your physical security, especially if you are home alone. It is easy to become engrossed it what you are doing and lose track of what is happening around you. Gates and screen doors should be locked where possible to reduce the possibility of your security being compromised.

How to be Cyber Secure

Check out the Cyber Security at CDU page

Other Considerations

Internet Access

Working from home requires a reliable quick internet connection that preferably does not have a data cap. Check with your Internet Service Provider (ISP) to make sure that your internet plan supports your ability to work from home. Also be conscious and take in to consideration other members of your household that might be using the internet concurrently.

Setting up Multiple Displays

While working from home it would be nice to be able to use multiple displays, if you have a second monitor.

Set up Monitor

  1. Place the second monitor, to either the left or right of your laptop monitor, on a flat and stable surface.
  2. Plug in the monitor power.
  3. Plugin the monitor cable to the monitor. (Never force a cable into a connector, this is not a test of strength. If it does not go in fairly easily, examine the cable and connector to make sure you are plugging it into the right connector.)
  4. Plug the monitor into the laptop, again don't force anything (see above)
  5. If the monitor does not turn on automatically. Use the monitor power switch which if usually on the bottom right corner of the monitor.
  6. Windows should automatically detect the monitor and display the laptops screen.

Extend the Display (allows the second monitor to work as an extension of the first monitor)

  1. Right click a blank area on the Desktop.
  2. Select Display settings

  3. Scroll down to Multiple displays (1)
  4. Change Duplicate these displays to Extend these displays (2)

Orientate Monitors
If the monitors are acting the wrong way round (Left monitor is on the right and right monitor is on the left) 
  1. Scroll up to Rearrange your displays and drag the blue box (which represents the monitor) to the other side of the grey box.
  2. Then click Apply

Tax Concessions

Working from home might entitle you to claim on your tax. Make sure you keep a record of any expenses and a log of the time spent at home. Come tax time, make yourself aware of what you can and can't claim for working from home.  To simplify the process, as of the time of writing this, ATO have a flat 80c per hour claim you can make. But make sure you know what you are doing or get professional tax advice.

ITMS

Contact information

W: logit.cdu.edu.au

Location
IT Kiosk, Red 8, Casuarina campus
Office hours: 8am - 4pm, Mon- Fri (CST)

Telephone
08 8946 6600 (ext 6600)
Phone hours: 7:30am - 6pm (Mon - Thu)
7.30am - 5.30pm (Fri)

News

ADAPT Technologies


The ADAPT technologies make it easier to access your work across a variety of devices.

Find out more about how ITMS are making the transition to ADAPT.

Related links