Remote Access Guidelines

  • Updated

What this article covers

This article covers FGCU’s approach to remote access (including work from home) that promotes effective access to online resources for FGCU employees while also ensuring necessary information security. This guideline describes the supported approaches to connectivity, data storage, collaboration, and more. In this article, the following fundamentals will be covered:

Note: The guidelines specified in this article apply to all University employees (faculty, staff, and persons of interest) that require access to network resources and/or data while on FGCU premises (including employees working remotely).

Connectivity (connecting to FGCU resources remotely)

There are several supported ways to connect and access FGCU resources and data from off-campus locations. The method used to connect depends on which FGCU resources and data you are accessing.  For more information please check here:

  1. Publicly Accessible Sites/Resources via a web browser can be accessed from a personally owned device (POD) connected to the internet through a web browser. This includes but is not limited to Canvas, Gulfline, and Email.
  2. Internal Resources can be accessed in one of two ways:
    1. A laptop computer provided to the user by his/her department meets the minimum hardware requirements stated.
      • Virtual Private Network (VPN) is required to access any internal or non-publicly accessible FGCU resources and sites from off-campus locations. Access ITS KB > MyVPN for Remote Terminal Session to learn more.

Note: Limited access to FGCU resources may result if accessing the VPN via a personal device. A compliancy check is performed when logging into the VPN that determines whether a FGCU or personal device is being used and safeguards FGCU resources accordingly. Access ITS KB > MyVPN for Remote Terminal Session to learn more.

  1. Utilize a personally owned device (POD) for remote access through any web browser on any device such as personally owned laptops, computers, and tablets.
        • Virtual Private Network (VPN) is required to access any internal or non-publicly accessible FGCU resources and sites from off-campus locations. Access ITS KB > MyVPN for Remote Terminal Session to learn more. 
  1.  

Data Storage (files and documents)

All FGCU-related files and documents must be stored in accordance to the restricted data policy.  Examples of storage include your departmental file shares or private share folders.  This not only provides data security for those files and documents but also allows you to access those files from FGCU and when working remotely. ITS recommends you use your departmental share folder or OneDrive for Business for non-restricted data. Access ITS > Restricted Data to learn more.

Collaboration Tools

Office 365 offers several collaboration tools to help you collaborate on documents, spreadsheets, and presentations with other people. Use the Office365 collaboration tools such as Teams and OneDrive to collaborate with others.

  1. Microsoft Teams is a unified communication and collaboration platform that combines persistent workplace chat, video meetings, and file storage (including collaboration on files). Teams is a great way to collaborate with coworkers, committee members, and employees in other departments. Access ITS > Introducing Microsoft Teams to learn more.
  2. OneDrive is a place to store files and share files. You can collaborate on files shared in OneDrive with those you shared the files with. Access ITS KB > Sync Files with OneDrive in Windows to learn more.

Video/Audio Conferencing

Host and participate in meetings while working remotely with Microsoft Teams, the supported video conferencing tools.

  1. Microsoft Teams can be used for video and audio conferences. It can be used on mobile devices, desktops, and laptops. Access ITS > Introducing Microsoft Teams to get started and ITS KB > Hosting a Teams Session to learn how to incorporate it into a course.
  2. Audio Conferencing allows users to initiate a conference call. To set up an audio conference, access ITS KB > Conference Calling to learn more.
  3. Canvas Conferences are available for synchronous and asynchronous instruction. To use this, simply log into Canvas, and click the Conferences link. Access Digital Learning > Canvas to learn more.

Telephony (your FGCU office phone number)

When working remotely you can remain current with calls being placed to your FGCU office phone number:

  1. Call Forwarding can be set up with FGCU office phone numbers to a personal mobile phone or landline. Access ITS KB > Forwarding Your Office Phone to learn more.
  2. Voicemail messages can be delivered to your FGCU email if your phone number has voicemail capabilities. Access ITS KB > Voicemail Guide to learn more.

Support

All the services listed above are supported by Information Technology Services via the University Help Desk. For assistance with any of the above-mentioned items, refer to the Knowledge Base articles, call the University Help Desk at 239-590-1188, or email helpdesk@fgcu.edu

Glossary

Virtual Private Network (VPN): FGCU’s Virtual Private Network (VPN) provides safe and private access to the University’s network and resources while off campus. 

Personally Owned Device (POD): A computer or mobile device not procured or issued to an employee through FGCU. 

Two-Factor Authentication (2FA): 2FA increases the safety of your account by requiring an additional layer of security that helps minimize the risk of comprised credentials caused by phishing, social engineering, and password attacks. Increased security measures on your account by requiring two steps to log in to your FGCU services: something you know (your password) and something you have (a physical device, like your smartphone).  To enroll or manage your 2FA settings access ITS > 2FA Device Management.

Sensitive Data: Information that in isolation may not present any specific risk to the confidentiality, integrity or availability of university operations, resources, or constituents but if combined with other data could represent inappropriate risk.

Restricted Data: Information that if lost, disclosed, or inappropriately modified could cause significant impact to the confidentiality, integrity, and availability of university operations, resources or constituent.

Web Based: These are resources that are accessible via a web browser through an internet connection from anywhere.

Internal Resources: These are resources that are only available when on campus or connected to the FGCU network or via VPN. These are not publicly accessible resources.

Collaboration Tools: Tools that help a group of people collaborate on documents, projects, tasks, etc.

OneDrive: Personal storage to allow storing of non-restricted data in FGCU's O365 cloud environment. This is available to all FGCU staff/faculty and students. It is accessible via a web browser at https://www.fgcu.edu/email and via the OneDrive client app. OneDrive offers users a simple way to store, sync and share various types of files, with other people and devices on the internet.

Microsoft Teams: Available to all FGCU personnel via the University's O365 environment and is accessible via web browser and via the Teams client app. Microsoft Teams supports IM conversation, sharing of documents with colleagues, and group collaboration tools including online meetings and video chats for up to 250 simultaneous participants.

Audio Conferencing: Audio conferencing, allows users to initiate a conference call.

Call Forwarding: A telephony feature to redirect a telephone call to another destination, such as your mobile phone.

Remote Access Self-Assessment Checklist

Please review the Remote Access checklist below to assess if you have the technology requirements needed to work remotely. Depending on the FGCU resource you need access to, Two-Factor Authentication (2FA) may be required. To enroll or manage your 2FA settings access ITS > 2FA Device Management.

Data Classification

FGCU Resource

Access Requirements

Level 1 – Public
  • Public websites
  • Workday w/o restricted data
  • Gulfline
  • Canvas
  • FGCU Email
  • OneDrive
  • Microsoft Teams

Personal Device
or
FGCU managed system

Level 2 - Internal
  • File shares

Personal Device with VPN
or
FGCU managed system with VPN

Level 3 - Restricted
  • Banner
  • Workday w/ restricted data
  • Student Data
  • Financial Data
  • Research Data
  • Health Data
  • Personal Identifiable Data
  • Other Sensitive or Confidential Data
  • Administer Servers
  • Administer Applications
  • Administer Databases
  • Call Centers

FGCU managed Desktop accessible via the VPN

 

Minimum Hardware Requirements for Workstations

To purchase a computer that meets these requirements, please visit ITS > ITS Supported Models 

Supported Remote Access Matrix

Use the below matrix to identify how to access needed FGCU resources when using a certain type of device remotely.

 

FGCU Managed Desktop via VPN

FGCU Managed Laptop via VPN

Personally Owned Device

Publicly Accessible Sites / Web Based Resources

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Collaboration and Productivity Tools

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Internal Resources

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Access to Restricted Data

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Key:

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  • Fully meets security requirements
  • Fully supported
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  • Partially meets security requirements
  • Partially supported
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  • Does not meet security requirements
  • Not supported

 

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