How do I …
- Prepare to Work Remote
- Access My Email
- Get My Files and Access My Work Desktop
- Keep in Touch by Phone
- Meet with My Team
- Get Answers to Other Common Questions
- Contact the IR Help Desk
Note: Links to detailed how-tos on this page will require your UT Southwestern ID and password.
- Download the Telecommuting Checklist for Employees
- Download the Telecommuting Checklist for Managers
- Learn about Remote Work Q&A Sessions
Move Your Critical Files to OneDrive While on Campus (if possible)
You may move important files from your work computer or department drive (for example, the P: or O: drives) to OneDrive in order to:
- Easily access your files without VPN
- Share and collaborate on files with colleagues since the UT Southwestern email address book is interwoven with OneDrive
- Save email space by not having to send sizable attachments
Watch this OneDrive video tutorial (duration 6:56) that covers:
- What is OneDrive? (starts at 0:10)
- What are the advantages of OneDrive? (starts at 0:20)
- How can you use OneDrive to upload and share files? (starts at 1:40)
Simply login with your UT Southwestern ID and password at portal.office.com, then click the OneDrive icon to access tool.
Want to Take Your Web Browser Favorites with You?
We recommend you:
- Export your web browser favorites (from Chrome, Edge, Firefox, Internet Explorer, or Safari) on your work computer
- Save the exported file to your OneDrive
- Import your web browser favorites (from Chrome, Firefox, Edge and Internet Explorer, or Safari) to the computer you will be using to work remotely.
Set Up Two-Factor Authentication on Your Phone or Tablet
Each time you access email, campus systems through VPN, and clinical systems using Citrix when you are off campus, you will need to verify your identity. To do so, you must set up two-factor authentication for the first time which can be done on campus or off campus.
Update and Secure Your Personal Computer
The ideal option for UT Southwestern employees, faculty, and students who need to work off campus is with a UTSW-issued laptop. If you do not have a UTSW laptop, you may either request equipment or choose to use your own computer. To use your personal computer, just complete this form and follow the steps below to update and secure your personal computer:
For PC Users
- We highly recommend using Windows 10 because earlier versions may limit your internet access.
- Set up automatic Windows security updates.
- Set up antivirus software for Windows to protect the data files on your personal computer.
For Mac Users
- We highly recommend OSX 10.13 (High Sierra) or 10.14 (Mojave) because earlier versions may limit your internet access.
- Set up automatic Mac security updates.
- Set up antivirus software for the Mac to protect the data files on your personal computer.
For All Users
- Set up a password protected screensaver to secure and protect all UTSW data.
- Save all data to a campus system such as Office 365 rather than the local hard drive of the remote computer.
- To the extent possible, obtain technical support through the IR Service Desk ServiceDesk@utsouthwestern.edu or a designated departmental technician for all computers used for UTSW business.
To get into campus systems that are only available on the internal network (such as MyUTSW), you will need VPN.
On Campus – View the install and configure VPN PDF or watch the how to install VPN on campus video tutorial (duration 4:41)
Logging in to VPN requires your UT Southwestern ID and password, two-factor authentication, and a secondary password.
Watch the how to use VPN off campus video tutorial (duration 2:44).
To improve network performance, please use VPN sparingly for essential tasks only.
Health System users who have set up two-factor authentication may remote into their desktop and access clinical systems like Epic using Citrix Workspace.
Initial set up requires:
Once set up, you may open a remote connection to the Health System from a home computer.
Note: Do not shut down your work computer if you plan to connect to it remotely.
Need to Access Your Email Archives?
Connect with VPN and use the Outlook client to get to the archives stored on your work computer or network drive.
Login with your UT Southwestern ID and password at portal.office.com, then click the OneDrive icon to access any critical documents you moved there while on campus. If you did not have the chance to move files while on campus, simply use VPN to access the internal network, then follow the instructions from Step 1 above.
Watch this video tutorial on how to access the O, P, G and W drives (duration 6:00) for details about:
- What are the drives used for? (starts at 0:16)
- What are the advantages of using network drives? (starts at 0:30)
- How can you use network drives? (starts at 0:52)
- Drive paths for Non-Hospital Employees and Students (starts at 4:40)
- Drive paths for Hospital Employees (starts at 5:15)
Tools for accessing your work desktop remotely vary based on whether your desktop is on a nonclinical network.
Clinical Networks – Use the Health System Remote Desktop Connection
Use Citrix Workplace to connect remotely to your desktop and access your files.
Nonclinical Networks – Use VPN into Campus Systems
Connect with VPN to access info from MyUTSW, back office usage of PeopleSoft, or other internal network drives and applications. If you are accessing the internal network from your home computer, you may need to map network drives on your Mac or Windows machine.
Watch the how to use VPN off campus video tutorial (duration 2:44).
To improve network performance:
- Please use VPN sparingly for essential tasks only.
- Log out once your tasks are complete.
- If you are inactive for 20 minutes on VPN, you will automatically be logged out.
You may check your work voicemail and update your greetings remotely in order to let people know the best number to reach you. If you are still on campus, we have the capacity to support call forwarding from your work number.
For physicians, nurse practitioners, physician assistants, pharmacists, medical students, and other clinical staff, if you want to mask outbound calls (hide your personal number), you can submit a Procurement Portal request for the UC Client.
For clinical staff in need of a new inbound/office UT Southwestern phone number so that vendors and other contacts may reach you directly without knowing your personal number, ServiceDesk@utsouthwestern.edu the ServiceDesk.
Academic, business, and clinical users can view an overview of social distancing tools for meeting and conferencing such as phone conference lines, Skype for Business (see how to install for Mac or Windows), and Microsoft Teams (see how to access Teams).
Ensure your online meetings stay secure from unauthorized access by following these best practices when setting up a virtual meeting or course.
Please note our policy on recording meetings.
Can I take my desktop computer home?
Desktop computers may be taken home with manager’s permission and completion of this attestation form. Peripherals (keyboard, mice, monitors, headsets, power strips) may also be taken home at the manager’s discretion.
Yes, complete the Remote Equipment Request Form to get the process started.
Check with your manager or department administrator to determine if there is a member of your department on campus who can turn your PC or Mac on. If no one in your department is available, open a ServiceNow ticket (here’s how) and request a “Campus Computer Power Cycle.” A ServiceDesk representative will coordinate to have your computer turned back on within two business days, and will be available Monday to Friday from 8 a.m. to 5 p.m.
- Conserve Bandwidth – Is your family streaming Netflix while you work? Use standard instead of high-definition video wherever possible and limit streaming services.
- Get the Apps – Skype, Teams, Zoom, and GoToMeeting have meeting apps you can use on your phone to tap into your wireless service and give your home internet a rest.
- Get a Backup – If your home internet is unreliable, consider setting up a backup internet service provider. Satellite internet providers have been hit with less congestion than local providers.
May I supervise my children if I am working remotely?
Yes, we are relaxing the requirements to allow employees to supervise their children while working remotely.
Can I still go on my preapproved vacation or sick leave?
Yes, you may take your preapproved and scheduled vacation or sick leave as planned. Pay for these hours will still come out of vacation or sick leave accruals.
If you have reviewed all of the information and documents on this page, but have additional questions regarding technical and system needs for working from home, please consider joining one of our remote work Q&A sessions.
To ensure that IR can address as many questions as possible, you must register below and all questions must be submitted through this form. If you have a specific issue with your equipment, please open a ServiceNow ticket.
Recorded topics include:
For patient care and urgent issues, call 214-648-7600.
For non-urgent concerns and to avoid long wait times, please email the Service Desk. firstname.lastname@example.org.