Guide for Remote work

When connected to your work desktop remotely, remember to select "Disconnect" to sign off for the day. "Shutting down" will turn off your physical device without being able to reconnect remotely. 
UCLA Health IT work from home

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.

Get Duo 

What are my options for remote work?  

Option 1: UCLA Health IT laptops/desktops

Laptop

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.

Desktop

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:

  1. Checkpoint or Bitlocker Encryption
  2. Sophos anti-virus
  3. ClearPass OnGuard
  4. Global Protect VPN
  5. FireEye Endpoint Security (HX)

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:

Minimum device requirements

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
Windows 10 Education or Pro
MacOS Mojave 10.14
MacOS Catalina 10.15
MacOS Big Sur 11.3

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. 

View UCLA on the Hub instructions

Virtual Private Network (VPN)

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:

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
  • Citrix

Instructions for My Desktop

 

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.

 

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: 

  • Microsoft Teams and Outlook Desktop Applications

Request access for VPN  VPN Installation Instructions 

 

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.

Use Box →

 

Mobile devices

Encryption is required for any mobile device used for any University business.

Learn more about mobile device management →

 

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.

Learn more about Microsoft Teams →

 

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.

Use Zoom →

Review our Guide for Zoom Attendees and Guide for Zoom Meeting Hosts →

 

Reminders

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.

Review quick tips on how to prevent zoombombing →

 

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.

Review tips and reminders on how to stay safe online →

 

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.