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Oklahoma State University

Working remote?

OSU Center for Health Sciences I.T. has tools to offer eligible staff and faculty for working remotely and staying productive, but it is important to keep the following in mind to ensure any work done outside the CHS network remains secure.

Even when working remotely, consider OSU's Appropriate Use policy as well as state and federal laws like FERPA and HIPAA.

Security best practices

When working outside the network it is critical to ensure whether you are using an OSU device or a personal device that any data you are handling is saved on to our secure network group shared drive or via OneDrive/SharePoint through Office 365.

OSU devices are deployed with malware and Antivirus software however, if you are using a personal device to connect to the OSU CHS network , we highly recommend you use an antivirus software.

Links to Antivirus recommended software:
For Windows operating systems

For Mac OS

Before you start working remotely

To ensure you are able to get to all resources needed please contact our I.T. Helpdesk before you start working remotely. Some processes require proper setup and assistance from I.T.

Please contact I.T at 918-561-1800 Option 2 or email at chs.helpdesk@okstate.edu

Services provided:

HOW TO ACCESS OTHER APPLICATIONS AND RESOURCES

Voice communication

You will need to be at your office or desk phone to forward calls. 
Remember that voice mails will NOT be forwarded to the destination phone.

Setting up Call Forwarding (Cisco VoIP)**VOIP ONLY-Calls cannot be forwarded to long distance numbers to include mobile devices**

  1. Select the line that you wish to forward (if the phone has multiple lines)
  2. Select the "Forward All" option from the phone's menu.
  3. Enter the full phone number starting with 9, just like you would for a phone call. (9 + Area Code + Prefix  + Line number)
  4. To receive calls again, select the "Forward Off" option from the phone.

 

VOIP forward button

VOIP forward off

Setting up Call Forwarding (Non-VoIP)

To Enable Call Forward:

  1. Press Call Forward.  The indicator beside the Call Forward key flashes.
  2. Enter the number to which you want to redirect your calls.  Be sure to enter “9” before entering 10 digits for forwarding phone number.
  3. Press Call Forward again.  The indicator beside the Call Forward key goes ON.

To cancel Call Forward:

  1. Press Call Forward.  The indicator beside the Call Forward Key goes OFF.

Analog forward button

Voicemail access
**To have your voicemail PIN reset please contact the CHS Helpdesk 918-561-1800**

VOIP-HOW TO ACCESS YOUR MAILBOX REMOTELY

  1. Dial the External Voicemail Access Number: 918-561-1550
  2. Press (*) Then enter 1+10-digit phone number Press (#)  
    ID = Phone Number
  3.  Enter your 4-5 digit PIN and Press (#)
  4. Follow prompts to retrieve new voicemail or listen to saved voicemail

 NON-VOIP-How To check your MAILBOX REMOTELY

  •  Call the access number 918-594-8990
  • Press the * key.
  • Dial your 10 digit mailbox number (Your telephone number xxx-xxx-xxxx).
  • Enter your passcode.
  • Press 1 to listen to your messages.

Virtual Private Network - VPN

VPN is needed if you must access the CHS group drives or if you need to connect to your office computer via RDP (Please note that RDP is only allowed to certain computers on campus and for security reasons, it is restricted on most CHS computers). 

NOTE: if you are clinical faculty/staff and must be able to connect to EPIC remotely, you will need to connect to the TULSAVPN instead. See videos below:

GroupDrive

How to map to G:\ OR H:\ drives (Most OSU laptops are already deployed with G and H drives mapped, when you connect to the VPN, you will be able to connect to your mapped G: and/or H: but below are videos explaining how to manually map your drives.

 

MyOkstate

To log on to banner, which allows you to submit your leave report, time sheets, and access other employee resources click here  (MyOkstate authentication requires DUO two factor authentication)

OkCorral

If you need to submit purchase requisitions, follow up on invoices, etc.  click here (OkCorral authentication requires DUO two factor authentication).

Okstate email

(You must log on using your okstate email and password)

  1. Outlook.com: You can go to https://cowboymail.okstate.edu and access your okey email by logging in with your normal OSU login. The interface may look a little strange at first, but it is an excellent tool that will allow you to check your email while off campus
  2. Outlook mobile app: You can also download the outlook app on your phone and access your email that way. Use your @okstate.edu email when prompted for login information. Remember, to do it on mobile it HAS to be on the outlook app, it will not work otherwise.
  3. Outlook 2016/Outlook 365: If you have Outlook downloaded on your computer or laptop you can log in using your email address just like normal

Duo Multi-Factor Authentication

OSU CHS has implemented multifactor authentication service via DUO Security. DUO is enabled on a variety of Okstate applications such as banner, okcorral, myOkstate, TulsaVPN, etc.

All CHS staff must use DUO to access these resources. To change settings on DUO or add a device (if you have replaced your phone or wanted to add an authentication method)

Log on to DUO Portal

Messaging

Keep in touch with your coworkers while working remotely by using Skype for business or Microsoft Teams

Skypehttps://it.okstate.edu/services/microsoft-skype/index.html

Teamshttps://it.okstate.edu/services/microsoft-teams/index.html#gs

OneDrive/Sharepoint and other Office 365 Apps

Log on to Cowboymail and on the top left corner click on the app icon (9 dot square)

Office 365 App Launcher

One Drive

You may use Word, Excel, Power point and other office products via Office 365, Office 365 is cloud based so there is no need to install office on your local computer (most OSU Computers have Office installed) . Any documents created via office 365 can be saved on to your OneDrive and retrieved at any time. OneDrive is also part of O365 and it is secured.

OneDrive is an alternative for saving documents and serves the same purposes as your H: Drive. With OneDrive you can also share documents or folders with others within okstate, and you can allow them to read/write shared documents/folders.

More about OneDrive :
https://support.microsoft.com/en-us/help/17184/windows-10-onedrive 

How to fetch files using OneDrive per Microsoft:
https://support.office.com/en-us/article/use-onedrive-to-fetch-files-on-a-pc-70761550-519c-4d45-b780-5a613b2f8822

OneDrive Overview:
https://support.microsoft.com/en-us/help/17184/windows-10-onedrive

Video Conference

Zoom:  If you have been granted a zoom license to be able to conduct lectures via video conference, you may be able to log on and start your zoom conference as long as you have internet connectivity.
https://osuchs.zoom.us/ 

 Student LMS

For Student resources including links to LMS

https://health.okstate.edu/oed/student-resources.html

 

Clinical applications

NOTE: If you are clinical faculty/staff and must be able to connect to EPIC remotely, you will need to connect to the TULSAVPN instead of the OSUVPN. It is highly recommended you contact OSU H.I.T. department at 918-561-1800 Option 1 as you will need another multi factor authentication service to be set up to be able to get to Epic. For VPN , see videos below:

 

TULSAVPN Install 

Multi-Factor Authentication


Citrix 
 

We will post additional information as necessary.