Update to staff - 12 March at 9am
I wanted to let you know that the Vice-Chancellor will write to you this afternoon announcing some changes in the way we are responding to Coronavirus (Covid-19). The University has developed a plan that escalates as the national position changes, and the Vice-Chancellor’s message will outline these. Please can you look out for this email and read it carefully. For clarity and to prevent rumour – it will not announce a closure of the University, but will detail important escalating actions, including some changes to teaching activity. The University’s FAQs on the coronavirus website will be updated to reflect this – https://www.lboro.ac.uk/internal/coronavirus/
The Vice-Chancellor will also write to students this afternoon so you may receive questions.
Please note these changes are in response to changes in the national position, and do not relate specifically to matters at Loughborough where the position remains of a single confirmed case associated with the University.
In the meantime you must take action now in relation to preparing for remote working, if you have not done so already. I have included the message I sent on this topic on Monday at the foot of this message. If you are in any job family other than the Operational Services family, you will not be able to remote work if you have not activated Multi-Factor Authentication https://www.lboro.ac.uk/internal/multi-factor-auth/
Please continue to take precautions including washing your hands more often and for 20 seconds.
Best wishes and thank you for your support and co-operation at this time.
Chief Operating Officer
Make Sure you Have the Right IT Software Now
Please make sure you have the correct IT packages installed to be able to work remotely if needs arise, and that you have checked that you can access the key systems you need on a day-to-day basis.
If you have a University laptop you should consider taking it home each evening, in order to be ready if you suddenly have to remote work. Normally we do not advise this at it brings about a heightened data protection risk.
It is strongly recommended that you familiarise yourself with three important packages that are key to remote working:
1) Office 365 - This provides access to your email (Outlook), personal files (OneDrive), Office applications (Word, Excel, etc). You will be able to access these features from off campus either with the individual applications installed on a computer (Outlook, OneDrive, etc) or via a web browser (Chrome, Safari, etc) at http://office365.lboro.ac.uk/
2) Cisco AnyConnect Virtual Private Network (VPN) - This software makes your computer think it is on-campus. Everything you do on campus, you can do when this package is running. Depending on the speed of your home broadband, some activities may be slower than when you are physically on campus. You will need to use this software to access Group Workspaces, Agresso, iTrent, and other key corporate systems.
IT Services has a dedicated page for Working Remotely on the University websitehttps://www.lboro.ac.uk/services/it/staff/remote/
Important Note: You do not need to use the Cisco AnyConnect VPN software to access email, and student facing services like the Learn VLE. Indeed it is helpful if you do not use the VPN to access these services as this will maintain speed and access for those who need it.
3) Cisco Jabber - This software provides instant messaging (chat) functionality and the ability to make and receive calls using your University telephone extension, remotely from your device. You can also redirect your desk phone to a mobile phone using the “Fwd All” button on your University Cisco telephone. Instructions are available on the University website in the first two items of the Telephony FAQ:
The Cisco Jabber software package is already installed on University Windows 10 computers and is ready for you to try and use. It can be downloaded for personal computers and from app stores for tablets and mobile phones. It is important to try using this software in advance, as not all members of staff will be setup for the telephone aspect. If you are able to use the chat feature, but are unable to use the telephone feature and require it, please contact the IT Service Desk to get the telephone feature enabled for you. If you have any other problems using software when testing, please contact the IT Service Desk for advice at firstname.lastname@example.org
Quick Guides for Cisco Jabber for both Windows and Mac Operating Systems are available on the University website https://www.lboro.ac.uk/services/it/staff/hardware/telephone/jabber/
Note: If you are using Cisco Jabber remotely or from a different geographic area (including the London campus), key emergency numbers including 999, 111, 101, etc will be routed to Leicestershire based response teams and not where you are physically located. If available, a landline or mobile phone should be used in preference for this purpose.
If you would like any further advice, support, or to verify any of the web links contained within this email, please visit the IT Services website, or contact the IT Service Desk by email at email@example.com
If you have not worked from home before, Health and Safety provide some helpful advice as part of the short online training available from:
Make sure you can contact colleagues
Whilst we intend Cisco Jabber to be at the heart of remote working arrangements, it is important as a contingency to make sure now, that you hold contact details for colleagues – especially mobile numbers – so that activity can be maintained. Please share numbers with those you work closely with. If you have colleagues who report to you, make sure you know how to contact them.