Off Campus Tools

Below are some of the tools available and actions to take when working off campus.

It is very important to remember that you must maintain the security of any Suffolk data you access. If you are using any Suffolk resource that contains confidential Suffolk data such as FERPA, the data must stay within the Suffolk network to maintain confidentiality.

Plan ahead

Save all work documents to your network drives

  • Network Drives: Storage space on the University server for users to save documents. This stored information is backed up on a regular basis to protect against data loss.
  • U: or H: drive: This is your home network folder. All work files should be saved to this drive.
  • Department folder/share (drive letter may vary): Save or access files used by the department.

How to access your network drives from off campus

In order to access your network drives, you will have to use a VPN (Virtual Private Network). A virtual private network allows employees to securely access internal Suffolk resources while working away from the office. Connecting via VPN on your phone or tablet, and connecting to an on-campus Mac is not currently supported.

Requirements for working off campus

Computer equipment & connectivity

You will need a laptop or desktop computer with internet access and an updated antivirus. Depending on job function, you may also need computing peripherals such as a headset, webcam, printer, etc.

Security

Take proper security measures on your home computer before connecting to Suffolk resources. Be sure to install all the updates for your operating system, and have an updated antivirus application installed and a firewall enabled. If you don't, your computer is at risk for being infected with a virus, worm, or other malware, which might prevent you from finishing your tasks. Avoid downloading Suffolk data to your personal machine. Use and leave Suffolk Data on the Suffolk Resource. For more detailed information on Suffolk data policies and best practices, please visit Data Classification and Handling.

Access

You will need your Suffolk username and password to access Suffolk resources. Some resources like Workday require Two Factor Login (Duo). Do not use your office phone as a second device. Be sure you have what you need to login when not on campus.

Tech Tools

Email and Microsoft applications

Suffolk uses Microsoft Office 365 to provide users online access to Email, Word, Excel, Powerpoint and OneDrive storage. To access these applications, login to Office 365 using your Suffolk Credentials.

Video conferencing and online meetings

Zoom provides remote conferencing services using cloud computing. Zoom offers communications software that combines video conferencing, online meetings, chat, and mobile collaboration. For more info go to Suffolk Zoom.

CTSE Zoom Tutorials (for faculty and students)
Suffolk University's Using Zoom webinar
Zoom's Tutorials

Adobe products

Suffolk University Full-time Employees have access to Adobe Creative Cloud named User licensing, which is accessible with your @suffolk.edu email address and password.

Workday and voicemail

Workday

Suffolk requires a second method of validation to confirm your identity when you log into Workday. Be sure your second device is a cell phone rather than your office phone. More information is available here [PDF].

Office phone

Suffolk office phones do send a copy of your voice messages to your Suffolk email. However, you will need to make sure you know how to access your voicemail and to set up call forwarding.

  • To forward your office phone to a mobile/home number, dial *2 91 <10-digit mobile/home number>.
  • To undo forward, dial #2.

Both these operations need to be done directly from your office phone. For assistance with any of these features, please submit a ticket to the Service Desk.

Other links

Continuity of learning

For faculty information on continuity of learning, information can be found at the CTSE Continuity of Learning site.

Business continuity

Make sure you know your department's business continuity plan or if you have not established one you should work with your department heads and begin now and understand how to use the off campus tools available to you. For more information on business continuity, contact the Business Continuity Manager.

Coronavirus updates

For the latest Coronavirus updates, visit the Suffolk Coronavirus update page.