EWork

Work away from campus

This page centralizes resources and information to help you perform office work away from campus.

Needing resources to help you teach away from campus? Visit elearn.uu.edu

This page was originally created in response to President Oliver's 3/22/20 employee email and Governor Lee's executive orders about the coronavirus pandemic.

Stay informed at uu.edu/covid-19

Initial preparation

From an off-campus location where you would most likely work, check your internet connectivity and computer hardware capabilities to support business operations. You will need to use the internet to access your work files, email, major business systems, etc. Also, verify in advance that your device's microphone, speakers, and camera are working properly, in case you participate in a web-based call or meeting.

Critical need when working remotely: Bandwidth
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Bandwidth
Critical requirement for off-campus access to resources - adequate internet bandwidth:
• In addition to an up-to-date computer, you must have adequate internet access to use the University's resources remotely.
• Your internet service rate (bandwidth) should be at least six megabits per second (6Mbps). You'll have a more responsive (faster) experience if you have a higher-bandwidth connection.
• www.speedtest.net will report the speed of your internet connection.
• Broadband or fiber internet access (e.g., through your wired-cable TV provider) is preferable, for higher bandwidth and service reliability.
• DSL internet access may be available through a wired-telephone service provider, but it is not capable of providing higher bandwidth capacities.
• Rural areas may not have broadband or DSL service.
• Cellular internet access can be adequate if you have sufficient 4G LTE (or higher) reception in your area. However, viewing video may cause you to exceed your monthly data limit and require you to pay additional costs. Check your data usage frequently. Sign in to learn about discounts on cellular service for students and employees.
• Dialup (non-DSL) internet access through a phone line is generally very slow and inadequate.
• Satellite-based internet access is typically very costly, especially when including installation costs. Weather interference and slow access rates are disadvantages.
If you do not have adequate off-campus internet bandwidth:
• Your local public library may have faster internet access. However, you are restricted to its open hours and possibly to its policies regarding the amount of time your are allowed to use a computer for each session.
• Local businesses (e.g., fast-food chain restaurants) may provide free wireless internet access, for use with your own laptop or mobile devices.
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General tips

If you are new to working at home, you may want to review these guidelines about your workspace, your daily routine, etc.
• Working from Home Temporarily (free ebook - 62 pages)
• Transitioning to Remote Work (Educause article)
  
  

Submit a Help Central request for any University technology need - questions, something not working, additional employee software, etc. There are three ways to contact us. Choose the one that's most convenient for you.

Services available to all employees

All employees have access to these services that can be accessed anywhere with internet access.

• UU Mobile - centralized access to many services below - mobile.uu.edu
  Get the UU Mobile app by searching your app stores for 'Union University'
• Ellucian SelfService - selfservice.uu.edu
• Microsoft 365 (Outlook email, OneDrive, web apps, more) - office.uu.edu
• ERezLife - uu.erezlife.com
  
  

Services requiring an employee-specific account

Selected employees have access to these services that can be accessed anywhere with internet access.

• Ellucian Colleague - ui5.uu.edu (temporarily available off campus to all Colleague users)
• Slate - apply.uu.edu/manage
• Pharos360 - uu.pharos360.com
• ERezLife - uu.erezlife.com
• Event Manager - events.dudesolutions.com/UU
  
  

Services requiring an employee-specific account AND approval/setup for off-campus access

Selected employees have access to these services that cannot be accessed off campus without special accommodations.

• Please submit a Help ticket to request remote access to any of these system(s) or others that you must have for your work. Once your account is configured, you will receive instructions via University email to connect to these services remotely.
• Hyland Perceptive Content (ImageNow)
• Hyland Experience (WebNow)
• ODBC BusinessObjects / CrystalReports
• Contract Budget System (CBS)
  
  

All other services

Need a laptop, webcam, extra monitor, etc.? Submit a Help ticket to request equipment that you need for work at home.

See the Accounts section of uu.edu/it/faculty and uu.edu/it/staff . This includes all Microsoft 365 tools at office.uu.edu such as Word, Powerpoint, OneDrive cloud storage (formerly your G/personal drive), Outlook email, Teams, and more.

Phone and voicemail - Star2Star

This information is for the Star2Star phone system installed at the Jackson, Germantown, Hendersonville, and MCUTS campuses.

See www.uu.edu/employee for a complete directory of all employee phone numbers.

Learn about the features of your Yealink phone, using its 15-minute video or two-page PDF. The phone model you have is based on your work requirements.

T42S	Normal screen	video	PDF
T46S	Larger screen	video	PDF

Initial setup steps

• You will receive a personalized external email from Star2Star Communications (noreply@star2star.com) that contains your username and temporary password for the Star2Star system. See below for a picture of the email.
  
  
  This is not a phishing attempt.
  
  Using the link in the Star2Star email message, sign in with your UU email address and the temporary password. You'll have to change your temporary password.
  
  
• Once you're signed in, on the Star2Star site's Configuration page, select Voicemail. (See this training video (4:25-8:35) for an overview.) Be sure to change your voicemail PIN, which is initially set as your four-digit UU phone extension. There are several other options here that you can change at any time including voicemail, Voicemail2Email, and FindMe/FollowMe explained below.
  

Basic use and features

• Place a call: Enter the number and press the Send softkey below the phone screen
  
  
• Answer a call: Pick up the receiver or press the Speakerphone button (bottom right of the keypad)
  
  
• You can use four-digit dialing between campuses.
  
  
• The Star2Star voicemail guide uses specific terms. Your mailbox number is your four-digit Union phone extension. Your password for voicemail is the numeric password that you type when accessing your voicemail, also known above as your voicemail PIN.
  
  The phone number for Star2Star voicemail is 731-661-5555.
  
  
• Your Star2Star voicemail recordings will also appear in your email inbox.
  
  
• You won't have to dial 8 or 9 when calling outside the University.
  
  
• The Star2Star Configuration page includes FindMe/FollowMe, allowing you to set up other phone numbers where you can be reached and how Star2Star will ring those numbers.
  
  
• If you want to set up speed-dial numbers for your office phone, use the Star2Star Configuration page. If you set them up using the phone's menu, they will eventually be lost.
  

Example email you will receive from Star2Star Communications (noreply@star2star.com)

Advanced use - Union Station, selected administrative assistants

Overview of Activity Starlet - In-call options - Presence management - Adding groups - Call stealing

Overview and backup

Each employee is provided space to store private files or to share files within or between departments. If you save files on your computer's hard drive, you are responsible for their backup.

Purpose of each employee storage location

• Personal storage: This is provided through Microsoft OneDrive for Business, identified on computers as "OneDrive - Union University". No other person has access to any file stored there, unless you share it. (Each student has OneDrive space for personal files but students generally do not have access to the departmental or all-employee storage locations explained below.)
• Departmental files: Departmental file storage is provided through Microsoft Teams sites. Typically, no person outside the department has access to files stored there unless granted access by the Team owner. If you are associated with more than one department, you may have access to multiple Teams sites. In specific cases, student workers may have access to the department's space. A private Teams site can be self-created and self-managed by anyone in the University, for any legitimate purpose, with any appropriate members. Note: Each employee in the department/team can use (change, print, delete) any file/folder on the department storage space even if another departmental/team employee created it.
• All-employee files: All employees at all campuses can access the University Public Folder, to facilitate file sharing between departments/teams. The resources are securely stored on the Employee Homesite, with University Documents and University Forms. This is provided through Microsoft SharePoint. Note: Each employee of the University, regardless of department or campus, can use (change, print, delete) any file/folder in the University Public Folder even if another University employee created it, regardless of department.

Access to your personal OneDrive files

Learn more here about accessing your OneDrive storage when on campus or off campus.

Access to departmental files in Microsoft Teams

Microsoft Teams provides tools for communication and collaboration, including file storage/sharing. It is available as a webapp when signing into office.uu.edu and as a downloadable native app for each of your computers and devices.

Learn about Teams on IT's eWork page.

Learn about Teams file management.

Access to the University Public Folder on the Employee Homesite

The University Public Folder is conveniently available through UU Mobile, either at mobile.uu.edu or using the UU Mobile app. (Search your app store for 'union university'.) Use the green Employee Forms & Docs tile to access these shared resources, University Documents, University Forms, and the president's Town Hall videos.

Microsoft SharePoint

Your Microsoft Teams site(s) and the Employee Homesite are based on Microsoft SharePoint. You may want to get the SharePoint app for your mobile devices.

Using Zoom

	Set Up Your Zoom Account (PDF only)
	Schedule A Zoom Meeting (1:07)
	>>> Zoobombing Safeguards - keep uninvited people out (PDF only)
	>>> Zoombombing - company tips to keep uninvited people out
	Understand Meeting Controls (10:16)
	Join and Configure Audio And Video (1:42)
	Share Your Screen (1:11)
	Canvas Integration (for faculty - PDF and video link)
	Get the Zoom app for Android or Apple iOS

Microsoft Teams provides group collaboration and communication through office.uu.edu or the free Teams app.

Capabilities include chat, collaborative file editing, audio/video calls with no time limit, integration with other Microsoft tools like OneNote and Planner, live events that can host thousands, and more.

Microsoft Teams is available for all University students and employees.

Use these resources to learn more about Microsoft Teams.

• Quick Start PDF
• Microsoft videos below (each under three minutes) - also available at the Teams video training page
• Microsoft instructor-led training
• Microsoft's Coffee in the Cloud YouTube channel

Introduction to Microsoft Teams

• Welcome

Set up and customize your team

• Get your team up and running
• Go-to guide for team owners
• Organize your teams list

Collaborate in teams and channels

• Overview of teams and channels
• Create and use private channels
• Show and hide channels
• Work in channels
• Work on a file together
• Tip: Send email to a channel
• Create a plan with Planner

Work with posts and messages

• Create and format a post
• Post a message to multiple channels
• Get attention with @mentions
• Save a post or a message

Upload and find files

• Upload and share files
• Find and filter files

Start chats and calls

• Start and pin chats
• Make calls
• Hide chats, delete messages
• Set up a delegate to take your calls

Manage meetings

• Join a Teams meeting
• Create instant meetings with Meetings
• Tip: Meet in a channel
• Manage meetings
• Show your screen during a meeting
• Tip: Show PowerPoint slides (allows viewers to go forward/back through your slides, on their own)
• Move around during a Teams meeting

Set up and attend live events

• Plan and schedule a live event
• Produce a live event
• Show
• Attend a live event
• Moderating a Q & A

Explore apps [OneNote, Planner, etc.] and tools

• Use apps
• Tip: Turn a file into a tab
• Use the command box

Manage team schedules with Shifts

• What is Shifts?
• Create a Shifts schedule
• Manage a Shifts schedule

Manage your activity feed

• Filter your activity feed
• Manage notification settings

Teams on the go [with the Teams mobile app]

• Activity feed on the go
• Join a meeting on the go