Visit the UA coronavirus information website to learn how the University of Alaska is responding to the novel coronavirus/COVID-19 situation and find links to communications, policy guidance and resources.
Technology tools that make it possible to work, study and teach when you can’t get to campus.
Optimize your online experience
Best practices for working remotely to ensure continued work productivity and the most efficient use of your network bandwidth.
Best Practices for Remote Meetings
- To prevent Zoom and Internet Service Providers infrastructure overload, please follow this guidelines:
- Connect using the " Join without Video " option.
- Connect audio using the "Call using Internet Audio ", rather than the "Dial in" option.
- If Zoom is unavailable, use Two Rivers audio conference (charges apply).
- Connect using this number first (866) 832-7806. If it fails try the backup number at (330) 595-1371.
- If screen sharing is necessary:
- call in using computer/internet audio, rather than dialing in a phone number.
- share an application window, rather than your entire desktop view.
- stop/mute video when not presenting. This reduces overall bandwidth consumption.
- When using conferencing applications, make sure to close any other applications that are not in use.
- Ensure any other nearby devices that might be using network resources are disabled or turned off.
- Download your web conferencing app on your phone and join audio-only. If this is not
an option, use the phone number dial-in option as a last resort.
Here are examples of joining Zoom via desktop and mobile app.
Always use a password-protected wireless network, rather than a wide-open wireless network, ie: in a coffee shop or airport.
If your software requires use of VDI orVPN to access, when you are no longer using the software, disconnect from the VDI or VPN connection. This opens up portals for others in our community.
VDI (Virtual Desktop Instance) provides a higher level of security than the Virtual Private Network (VPN) when connecting from an unprotected device.
- VDI has the benefit of providing a Windows Desktop from anywhere on almost any device. With a VDI you can easily access network shared drives, as well as many other widely used resources on the University network. The VDI environment provides commonly used software that you may access on your home computing device without needing to install anything. Explore VDI.
- VPN allows you to securely connect your device to the University network. To protect the network only connect from secure devices that have antivirus software. Explore VPN .
Checklist for Working Remotely
Laptops, Desktops, and Tablets
Webcam (internal or external)
- Forward your office phone to cell phone - see specific instructions in Communication Tools
- Set up your Zoom, Google Remote Desktop. Google Hangouts, Google Hangout Meet. Send invites to those with whom you'll need to connect.
- Set up your VPN connection.
View programs that typically require VPN access
- Test webcam, headphones and audio connections from your remote office location.
- Test your connection speed from your remote office location (you will need minimum 60-80 kbps for audio only,
1.5 Mbps for video). Remember to call in using audio only, unless screen sharing
is absolutely necessary.
No internet? View connection options.
- Upload any files from your desktop to Google Drive that you'll need while you're away.
- If you regularly connect to a network drive at work, here's how to map to that same drive from a remote office location.
- Create a space to hold video meetings.
Accessing Your Work Remotely
UA Learn- Login to Blackboard to access your class(es)
Google Mail - Access your Google Apps @UA email account
UAOnline - UA Online Services
ELMO - Manage your UA username and password
The VDI (Virtual Desktop Instance) gives access to a Windows Desktop from anywhere on almost any device. With a Virtual Desktop you can also easily access network shared drives as well as many other widely used resources on the University network.
OIT Virtual Desktops are available for all Staff, Faculty, and Students and come preconfigured with centrally managed software such as Matlab, JMP, and Microsoft Office. With Virtual Desktop, you can also easily access network shared drives as well as many other widely used resources on the University network.
Virtual machines (VM) are UAS' chosen solution to allow staff and faculty to access their computer, software, and documents in a wider range of locations. The virtual environment allows customization and control, as well as being hardware agnostic (meaning you can use just about any device). Through the use of VMware Horizon View Client you can access your designated virtual machine from any configured computer. These VMs are supported by ITS to provide the most complete and reliable ongoing service.
Virtual Desktop service is not available at UAA
Remote Desktop applications allow remote access to your computer from off campus using another device.
Use this method only as a last resort, if there is an application or data on your work computer that you have no other way to access. In all other cases, work from your device directly or by using the virtual lab.
When you are not connected directly to the campus network, VPN (Virtual Private Network) client creates a “tunnel” between your computer and the campus network that identifies you as a member of the UA community, allowing you virtual access to restricted networked resources.
Blackboard, UAOnline and Google Apps don’t require connecting to the VPN. However, if you need to access software that requires connecting to the VPN, make sure that the VPN client is installed, configured, and tested on your computer.
Below are some of the most commonly used software applications that require a VPN login prior to accessing off-campus. Visit Software Downloads for details on university software not listed here.
- Acrobat Pro
- Adobe Creative Suite
- Banner 8
- Phone/Voicemail online self-portal
*There are multiple licenses available. If you are using a Staff or Student license from your Mathworks account and OIT’s license code, then you don’t need the VPN.
Forward calls & access voicemail
How do I forward my desk phone to a cell phone?
From your office telephone to an off-campus number:
- Press the “CFwdAll” soft key
- Enter 9 + the telephone number (as you would dial it from the phone)
- For local forwarding: 9 + 7 digit number (e.g. 95551212)
- For long-distance forwarding: 9 + 1 + area code + 7 digit number (e.g. 919075551212)
- Ensure phone says “Forwarded to 9XXXXXXX” or “91XXXXXXXXXX” (where X=phone number)
From a remote location to an off-campus number:
- Login to the VPN. For information on how to setup a VPN, visit VPN client installation.
- Then visit the Cisco Unified Communications Self Care Portal and login using UA Username and Password.
- Select Call Forwarding from left side menu, select the phone you would like forwarded and add 9 + the forwarding phone number. (e.g. 919075551212) Save your work and submit.
- Verify the that the forward is working by calling your office phone number
- If no phone number is listed, submit a Work Order Request Form. Note that you are working remotely that you need your phone number added in the CISCO Self Care Portal, so that you can forward your office phone from a remote location.
How do I access voicemail?
From a campus telephone:
- Press the Messages softkey
- Enter your mailbox PIN number
- Dial 474-1800
- Press *
- Enter your 7-digit extension number
- Enter your PIN
If you do not currently know your PIN, you will need to submit a Work Request Form.
Your PIN will require a reset as the system will not permit the recovery of an existing
PIN. This can be done without impacting existing messages in the mailbox.
Learn more about Telephone options
How do I forward my desk phone to a cell phone?
Press the “Forward All” soft key and enter 8 plus the telephone number (ensure that you follow the dialing rules for external numbers).
Ensure phone says “Forwarded to 9XXXXXXX” or “91XXXXXXXXXX” (where X=phone number)
How do I access voicemail?
To access your voicemail from a campus telephone:
Press the Messages softkey
Enter your mailbox PIN number
To access your voicemail from off-campus:
Enter your 7-digit extension number of your phone.
Enter your PIN
The audio conferencing service is provided through Two Rivers Conferencing for the University of Alaska system.
|ZoomVideo, voice or text-chat conversation in real time. Share screens and host real-time
video conversations. A local phone conference line is included with your Zoom meetings.
Google Hangout ChatA messaging platform built for teams. Meet face-to-face with Students, Faculty and Staff. Hangouts Chat makes it easy for virtual teams to get their work done in one place.
Note: Always try to connect to your meeting using Zoom or Google HangoutMeet first. It's
free! Use audio only option unless you need to screenshare.
Use Two Rivers audio conference (charges apply) if you are unable to connect with your chosen web conferencing tool.
Google Apps @UA for Education
System-wide collaboration toolbox. All content available globally. Includes Gmail,
Drive, Meet, Docs, Sheets, Slides, Forms. Consider enabling “offline mode” if online
access will be intermittent/limited.
Learn Google Apps
Work, teach, and learn from anywhere - Google collection of tools and resources to stay connected and productive
- Google Calendar training and help
- Google Docs training and help
- Google Drive training and help
- Google Forms training and help
- Google Groups training and help
- Hangouts Chat training and help
- Hangouts Meet training and help
- Google Sheets training and help
- Google Sites training and help
- Google Slides training and help
Wi-Fi added to parking lots
OIT has extended Wi-Fi outside in the following parking lots on the Fairbanks campus to provide UAF students, faculty and staff access to secure wireless from the comfort of their car.
- 4A, in front of Lathrop Hall
- 4B, in front of the Patty Center
- 4D, Nenana lot, across from the Patty Center
IT Policies & Guidelines
- Acceptable Use of Online Resources policy (.pdf)
- Administrative Guidelines: Use of Email
- Mobile Device Security
UAA Technical Support Center
Current System Status
Have a Question for HR?
Use our new information system - UA Spoke.
University of Alaska is closely monitoring the ongoing Coronavirus Disease 2019 (COVID-19) outbreak
Visit alaska.edu/coronavirus for more updates