Guide for Remote work
We are responding to our quickly changing work environment due to COVID-19 and are dedicated to supporting your remote work needs. Use this page as a guide to help you get connected and stay secure.
For My Desktop or requests for desktops to be taken offsite, please submit a departmental request.
Last updated: 06-02-2020
Logging in while off-site
At a minimum, all users will need their Mednet username and password as well as DUO for multi-factor authentication in order to access any remote work options and tools.
What are my options for remote work?
- Option 1: UCLA Health IT laptops/desktops
If you have been issued a laptop from UCLA Health IT, it is secure and ready for remote work. Be sure you have logged into it at least once on the UCLA Health network before taking it off-site.
For requests for desktops to be taken offsite, please submit a departmental request. If you are taking a workstation home, UCLA Health IT will remotely install the required software.
A desktop that is ready to go home will have been validated that the following are installed and working properly:
- Checkpoint or Bitlocker Encryption
- Sophos anti-virus
- ClearPass OnGuard
- Global Protect VPN
For assistance from home, join us on Zoom at https://uclahs.fyi/itconnect during regular business hours or call Customer Care at 310-267-CARE(2273) where specialists are available 24/7 to provide support.
- Option 2: Personal laptops/desktops
When using your personal laptop/desktop, please ensure that the following requirements have been met:
- Laptop/Desktop meets the minimum device requirements for encryption
- Install GlobalProtect Virtual Private Network (VPN) and OnGuard
For encryption, BitLocker (Windows) and FileVault (MacOS) are recommended encryption methods for personal computers and are built-in to the Windows/Mac operating systems specified below.
Please ensure that your device meets the minimum device requirements listed below. For detailed information about encryption, visit the Device Security Toolkit.
Preferred OS Acceptable OS Windows 10 Education or Pro MacOS High Sierra 10.13 MacOS Mojave 10.14 MacOS Catalina 10.15
How do I locate my Windows version?
How do I upgrade my Windows version?
Please note: BitLocker is not available for all Windows versions.
Windows 10 Education downloads are available to students (free).
Visit UCLA on the Hub to upgrade to Windows 10 Education. You will need to register using your "@mednet.ucla.edu" email address.
If you have a personal laptop/desktop and use an application that requires direct connection to the Mednet network, you will need to access these resources through our Virtual Private Network (VPN).
In order to get set up you will need to:
- Request authorization for VPN access
- Install GlobalProtect VPN
- Install OnGuard
Visit GlobalProtect VPN - Remote Access web page for detailed instructions about installing GlobalProtect VPN and OnGuard.
- Option 3: My Desktop
Remote access to your UCLA Health IT desktop will be provided through My Desktop. Below are the requirements for accessing your desktop.
Please note: Access and departmental approval has to be granted before accessing My Desktop. Department Request Form →
- The computer name of the device you wish to access
Tools to facilitate remote work
- Applications via the web
If you are using a personal computer, you can quickly connect to many applications on the web using just your Mednet login and DUO for multi-factor authentication.
- CareConnect Remote
- Mednet email and Office 365 Portal
- Box for UCLA Health
- Zoom web and video conferencing
- Applications via the VPN
Active Mednet account holders who have been authorized to use VPN can access resources that are restricted to our internal network. Generally this means you may authenticate once for the VPN instead of authenticating for each resource.
VPN also allows you to use full versions of the installed applications instead of web-based versions. Examples of resources that require VPN include:
- CareConnect Tip Sheets and eLearnings
- Box for UCLA Health
Box storage for UCLA Health is a HIPAA-Compliant version of Box available to everyone with a Mednet account. Box is an easy-to-use, cloud-based storage solution that will allow you to access your files in multiple locations and on multiple devices, as well as share your files for external collaboration.
- Mobile devices
Encryption is required for any mobile device used for any University business.
- Microsoft Teams
Microsoft Teams is available to the entire UCLA Health Sciences. Teams is available on desktops, web, and mobile to provide a seamless chat and collaboration experience.
- Zoom for video/web conferencing
All active Mednet users can utilize web and video conferencing using Zoom. Zoom allows you to invite UCLA Health colleagues and external partners to collaborate and meet online.
Review our Guide for Zoom Attendees and Hosts →
- Information Security
Participating employees are expected to take all precautions necessary to secure confidential and proprietary UCLA Health and patient information and prevent unauthorized access to any UCLA Health systems from their offsite location in accordance with UCLA Compliance Policies.
Work done at the remote worksite is considered official business, release or destruction of any records should be handled according to Privacy and Information Security standards. Computerized files are considered official records and shall be similarly protected.
- Prevent Zoombombing
As many of our meetings and learning environments have transitioned to online, it is important to quickly learn best practices for using meeting platforms such as Zoom. Be an informed and empowered meeting host and take precautions to reduce your vulnerability to uninvited attendees. This will ensure the content of your meetings remains secure and safeguarded against disruptions.
- Stay Safe Online
Exercise caution in handling any email with a COVID-19-related subject line, attachment, or hyperlink, and be wary of social media pleas, texts, or telephone calls related to COVID-19. While we do have in place very robust tools to protect our IT systems, our defense against these types of attacks is stronger when each of us does our part.
- Use of Electronic Email
- Workforce members must use Health Sciences Email Accounts for any University Business conducted by email. Only email accounts listed in the Health Sciences Email Standard may be used for University Business. Use of Electronic Mail (Email), HS 9453-A.