Different circumstances might require us to perform some or all of our jobs remotely.
Utah State University has developed procedures and controls to protect USU’s information while their employees work remotely.
Computers and other devices
We use computers, phones, tablets, and other devices to access USU data and perform our jobs. These devices are classified into university-owned and personal.
University-owned
University-owned devices should be used to access University data whenever possible. These systems should already meet minimum-security requirements and should include all the tools to perform our job.
If you work remotely or need to take your computer home (will not be using on the USU campus), please inform your desktop support technicians and use the Equipment Off Premises Authorization form to document the equipment to have your Supervisor approve.
If you take home a desktop computer, you may need additional cables or adapters. Check with your IT Support representative before taking home a desktop.
Personal
If you have not been provided with a university-owned device, you can use a personal device to perform your job, with your supervisor's approval. Personal devices must always run up-to-date software and be securely configured, as shown in Best Practices for Personal Computers to Access USU data. For any questions, please reach out to your desktop support technicians.
University data cannot be downloaded to a personal device. All data must be stored in Box and accessed through box.usu.edu. If you need to use Box drive or if University data needs to be downloaded/stored on your computer, please talk to your department about getting a university-owned device to use at home. Please refer to Data Storage Quick Reference and Data Storage Options for more information.
Software
If using personal devices, it is recommended to use web-based applications such as Outlook Web Access for email access, Slack for messaging. Download and install Mitel Connect for University phone usage.
If you need to install software on your personal device, contact your IT support.
Data management
Whether working remotely or not, USU data must be stored according to data classification policies. University-owned and personal devices are authorized to interact with USU data on approved designated networks, but they are not considered long-term storage devices.
Please refer to Data Storage Quick Reference and Data Handling Requirements for additional details.
If you work with data classified as restricted (PII, HIPPA, FERPA, PCI, etc.), ask your department about requirements to work remotely with this data.
Network and remote-system access
Use the USU VPN any time you access regulatory data, sensitive data, or while connecting from public networks such as restaurants, airports, hotels, etc. For additional information, contact your IT Desktop Support.
Remotely accessing desktop systems at USU is strongly discouraged. If you believe you need access, please consult with USU IT Security for options and information.
Further information on accessing USU services can be found at Connection requirements for USU Services.
Actionable items for remote working
| If you want to: | Do the following: |
| Work remotely with a university-owned device | Get approval from your supervisor and document using Equipment Off Premises Authorization form. |
| Work remotely with a personal device | Get approval from your supervisor and make sure your device follows Best Practices for Personal Computers to Access USU data. |
| Access applications using personal devices | If available, use web-based applications. |
| Install software on your personal device | Contact your IT Support. MyTech lists your designated IT Support representative. |
| Store USU data on university-owned or personal devices. | Only store on University cloud-based systems. If working with restricted data, ask your department. Follow Data Storage Quick Reference and Data Handling Requirements. |
| Use a wireless network | If accessing regulatory data, sensitive data, or while connecting from public networks, connect to USU VPN. |
| Remotely access a particular computer or server | Ask your IT Support before enabling such access. |
For questions or assistance please contact your Desktop support, MyTech.usu.edu or the IT Service Desk at 435-797-HELP (4357).