In response to the Coronavirus (COVID-19) threat, Health IT is extending efforts to assist our user community with providing remote access capabilities, as necessary. At this time, please understand we are actively engaging clients to deliver these services as soon as possible and that we have limited remote device inventory available. For additional information regarding our efforts, please see the FAQs below.

What if my NID expires while I am working remotely?

Your NID and NID password is very important to the continuity of your connectivity to university resources while working remotely.  In effort to minimize user challenges, the university and the Information Security Office have extended the standard password expiration, noted in the provided statement below: “Due to the remote instruction/work requirement UCF enacted in response to covid-19, InfoSec submitted a request to extend the NID password expiration policy 60 days.  That means a user will have up to 120 days total before their password will expire.  The change should generate fewer support center calls, less lock outs, and happier more productive users all while not greatly reducing account security.  Please let me know if you have any questions.” If you have experienced expiration of your NID password, please visit https://mynid.ucf.edu/ to reset your password from any browser.

Reset My NID Password
How do I access my resources remotely?

HealthIT is currently provisioning two options for individuals to access their university resources off-site, from a location with a reliable internet connection.  These two options will allow individuals to remote into their office computers using their university-issued or personal devices, while outside of the office.

Remote access to office computer through UCF VPN – (Primary access option)

  • The UCF VPN allows using to securely connect to university resources.  For more information, Please See FAQ: How do I install and connect through the UCF VPN?
  • Following connection through the VPN, users can connect to their on-campus computer through Remote Desktop (RDP).  For more information, Please See FAQ: What is Remote Desktop (RDP) and how do I use it?

Remote access to office computer through COM Citrix  – (Secondary access option in the event the primary option becomes saturated and unavailable)

  • Health IT provides direct access to college resources and applications through the Citrix Portal at http://portal.med.ucf.edu. For more information, Please See FAQ: How do I connect through the COM Citrix Application Portal
  • Following connection through the Citrix Portal, users can connect to their on-campus computer through Remote Desktop (RDP). For more information, Please See FAQ: What is Remote Desktop (RDP) and how do I use it?

To Request Assistance, please click here:
How do I install and connect through the UCF VPN?

A Virtual Private Network (VPN) provides a secure connection between your local network and a remote network. UCF offers a VPN for employees and students who need to be able to access resources from a remote location through software known as Cisco Anyconnect. When running the Cisco Anyconnect client, you will be able to access resources within the UCF Campus as if you were onsite.

The UCF VPN server provides:

  • Access to many systems located behind UCF’s network firewall
  • Remote access to a system running Windows Remote Desktop, Apple Remote Desktop, or VNC
  • Network file sharing to properly registered servers on campus
  • Student access internal systems for class projects and testing
  • Supports up to 256-bit AES encryption

To Install and Set Up:

Download and install the Cisco AnyConnect client from the UCF VPN site.

  • Visit https://secure.vpn.ucf.edu
  • Sign on requires:
    • Username: Your NID
    • Password: Your NID Password
    • Group: Employees use “UCF Employees” and students use “UCF Student”
  • If you’re attempting to install Cisco Anyconnect from UCF domain controlled computer, use Software Center from the start menu to install the latest version of the client.
  • Note: You will need to have JavaScript enabled to detect what operating system you’re using automatically. Please ensure that that you visit the site using a modern browser that supports JavaScript.

To Use:

  • Open VPN client on your computer/device and sign on to https://secure.vpn.ucf.edu
    • Username: Your NID
    • Password: Your NID Password
  • If you can’t access a resource (server, remote desktop connection), then please contact the administrator for that resource.

Automatic Upgrade Troubleshooting:

OSX

When the Cisco Anyconnect client attempts to upgrade, it will sometimes fail. If you are running OSX 10.13 (High Sierra), then you will need to download and install the client according to the above instructions.

Users logging into the updated Cisco AnyConnect VPN may be prompted to install a new version of the software. A “System Extension Blocked” alert will direct you to the System Preferences > Security & Privacy option to enable the AnyConnect software extension.

Windows

Users who experience issues with the Anyconnect Automatic Update process should uninstall Anyconnect from their system, and then install using the latest version according to the instructions at the top of this document. If you are using a UCF Domain computer and do not have administrator access, please contact Desktop Support for assistance.

Direct Link to UCF VPN
How do I connect through the COM Citrix Application Portal?

The College of Medicine has published a virtual application environment through Health IT that provides users with access to commonly used software applications.  These applications can be accessed both on and off campus, through a secure login with a user’s NID credentials to the COM Citrix Application Portal.

 

To use the Citrix Portal, please visit: http://portal.med.ucf.edu

To provide assistance with using the portal, please review the [Health IT Citrix Users Guide]

 

To Request Assistance, please click here:
What is Remote Desktop (RDP) and how do I use it?

Remote Desktop (RDP) is an application on your local machine that will allow you to connect to your on-campus machine and resources virtually.  Essentially, you will be able to use your personal device or university-issued laptop to act as if you were on-site in your office.

Important Tips for Remote Desktop Use:

  • Remember your on-site computer name.
  • Be sure not to “Shutdown” or put your computer to “Sleep“.
  • You will use your NID and NID Password to login.

Once you have connected to the UCF VPN or through the COM Citrix Portal, you can remote into to on-campus computer by following these Remote Desktop Instructions.

If you are experiencing issues with connecting to your on-campus computer or remembering your Computer Name, please contact Health IT at the link below.

Remote Desktop Assistance
How can I continue to teach my courses remotely?

Health IT has worked in cooperation with Educational Technologies and Main Campus CDL to deliver solutions for our faculty to continue providing institution to our students.  The groups are recommending to leverage Canvas and Zoom Video-Teleconferencing as much as possible, during remote engagement

If you are unfamiliar with Zoom or need an account, please see FAQ:What is Zoom and how do I get an account?


Below are some recommended settings for your online classes:

  • Registration – Your students should be required to register one time with their name and email to gain access to meeting link.  This way you know who is and has attended your meeting/class.
  • Video on for the host – This is your video.  You can turn this off if you do not want your webcam on.  Your screen can still be shared if you are presenting PowerPoint or other documents.
  • Video off for the students  – If you prefer this on for your meeting this can be changed or you can ask all the participants to enable their video.
  • Join before host enabled – This allows your students to join the meeting waiting room until you enter the meeting.
  • Mute participants upon entry enabled – This mutes all your participants/students microphones.  If this is a collaborative class you can ask them to unmute their microphones.  Best practice is to stay muted until someone is/needs to speak.
  • Waiting Room enabled – This allows the participants/students to be in a virtual waiting room until you enter the meeting/class to begin the session.  This avoids unwanted noise before the session begins.  As you are the host of the meeting, the session begins when you enter the meeting.
  • Record the meeting automatically in the cloud – recordings go automatically into your Zoom cloud account. We can show you how to share the links or move the videos into Panopto if needed.

To Request Assistance, please click here:
What is Zoom and how do I get an account?

Zoom is a platform-agnostic Video-Teleconferencing (VTC) solution which allows remote users to connect and engage.  It is is beneficial for collaborative teams and will be utilized to support distance learning. Faculty and Staff that will host Zoom meetings will need a Zoom account from Health IT, where attendees will only require the link to the virtual meeting.

To assist our users with using Zoom for their collaborative and teaching needs, we have created this Zoom User Guide.

Requesting a Zoom Account:

You can request a Zoom Account by submitting a Service Now Ticket using the Health IT Portal


Below are links to assist with your Zoom experience. 

If there are further questions or you are experiencing issues with Zoom, please click the link below.

 

 

To Request Assistance or an Account, please click here:
How do I check my Cisco Unity Voicemail remotely?

In order to access your UCF Voicemail form off-campus, please follow the instructions below:

  • From an outside line, dial (407) 823-1111
  • Press * when Cisco Unity answers, then enter your phone extension, then press #.
  • Press 1 to hear new messages, then use the prompted navigation.

For full details on accessing and managing your voicemail, please review the Cisco Unity Voicemail Instructions.

Cisco Unity Voicemail Instructions
What do I do if I am having issues with my home network or personal device?

Health IT technicians are available to provide assistance with university-issued devices, solutions, and technologies.  We will also provide high-level guidance to help with issues that may arise from working remotely, however we are unable to remedy issues that are occurring with your personal devices or your Internet Service Provider (ISP).

If you are experiencing connectivity issues, we first recommend to unplug and reboot your networking equipment, followed by a reboot of your local device.  If the issues persist, please contact your Internet Service Provider (ISP).

Does Health IT have laptops they can check-out?

Unfortunately, our inventory of loaner mobile devices is limited and we will not be able to accommodate all requests.  With guidance of college leadership, we will evaluate issuance of loaner devices based on need and context of the request.  With this in mind, the solutions described above are designed to provide you with secure connectivity to your university resources remotely from your personal devices.

Due to our capacity and liability limitations, our Client Services Team provides guidance to our users regarding VPN, Remote Desktop, and Citrix installation on personal devices, however do not perform physical work on individual’s personal devices.

If there are extenuating circumstances where a loaner device is necessary, please consult with your supervisor to inquire with Health IT.

 

 

To Request Assistance, please click here:
How do I use Skype for Business on my smartphone?

For continuity of phone communications while remote, we are recommending the use of Skype for Business for all of our soft-phone clients.

By downloading the Skype for Business application to your cell phone, it will enable your desk phone number to ring on your mobile device.  Fo instructions on how to easily install and configure the application to your device, please select the appropriate instructions below from out UCF IT partners.

Skype for Business – iOS

Skype for Business – Android

If you are interested in converting your in-office Cisco phone to a Skype for Business mobile line, please reach out to our Health IT Service Desk here, for more information or to initiate the service change.

For More Information About Skype at UCF
Is Zoom Safe?

In regards to the claims around Zoom’s practices and vulnerabilities, the CEO, Eric Yuan has provided a response that can be accessed at the following URL:

https://blog.zoom.us/wordpress/2020/04/01/a-message-to-our-users/

Regarding Zoom’s end-to-end encryption, the company’s clarification around the use of the Zoom client to conduct and participate in meetings are acceptable for most of our Zoom meetings.  It seems participants who join by telephone/phone call may not be encrypted.  Zoom indicates there are other ways for individuals to join meetings instead of via telephone.

If end-to-end encryption is required for meetings, hosts can remove the option for participants to dial in to the meeting via phone.

On the topic of “Zoombombing” where individuals who are not invited are able to join and disrupt the meetings, the following recommendations can help:

  • Require a password to enter meetings
  • Enable the waiting room for all meetings especially your PMI
  • Always use a Random Meeting ID
  • Do not share Zoom Meeting IDs in public forums such as Facebook, Youtube or Instagram
  • Restrict screen sharing to Hosts Only
  • Have students or patients only enter either their first or last name into the meeting when joining
  • Lock the meeting after all participants have joined
  • https://blog.zoom.us/wordpress/2020/03/27/best-practices-for-securing-your-virtual-classroom/

Zoom Response