Information Technology Services

If you have a Brandeis-issued laptop, a suite of security tools is already available to you, but it's important to keep your computer up to date and secure.

• Apply updates: If prompted, apply update(s) to keep your system secure and up-to-date. Here's a quick checklist:
  • Operating system patches or security updates; this includes Microsoft Office (ensures your license is activated and up-to-date).
  • PC users: Be sure to connect to Pulse Secure VPN before applying updates.

• Restart: To ensure updates are applied and maintain the overall health of your machine, it is strongly recommended that you restart your machine at least once a week.
• Maintain a secure online backup of your files: Use GoogleDrive or Box to safely store your files in the cloud rather than on your local hard drive of your personal computer.
• Use strong passwords: Make sure your computer, laptop or tablet requires a strong, secure password to access it.
• Lock your computer: When your computer is not in use, make sure you lock your computer to prevent unauthorized access.

If you don’t have a Brandeis-issued laptop, you'll need to take extra steps to ensure your work stays secure.

• Apply updates: Enable automatic updates on your computer to keep your system secure and up-to-date.
  Mac  | Windows
• Restart: To ensure updates are applied and to maintain the overall health of your machine, it is strongly recommended that you restart your machine at least once a week.
• Install and run anti-virus software: If your personal machine does not have anti-virus software, you must download the software. Anti-virus tools help protect your computer from viruses, malware and unauthorized access.
• Maintain a secure, online backup of your files: Use GoogleDrive or Box to safely store your files in the cloud rather than on your local hard drive of your personal computer.
• Use strong passwords: Ensure your computer, laptop or tablet requires a strong, secure password to access it.
• Lock your computer: When your computer is not in use, make sure you lock your computer to prevent unauthorized access.

Mac

Go to the Apple menu and choose Lock Screen or press Command+Control+Q. To automatically lock the screen when the screen saver turns on, click Apple menu > System Preferences > Security & Privacy. Click the General tab and select the option to require password after sleep or screen saver begins.

Windows

You can lock your computer screen by pressing Windows Key + L or by pressing Ctrl+Alt+Delete and choosing Lock. To set your PC to lock automatically when the screen saver pops up go to Control Panel > Appearance & Personalization > Change screen saver and then check the box for On resume, display logon screen.

It is highly recommended that you have at least two devices configured for Duo two-step authentication. That way, if you can't access one device — like your office phone — you have another option in order to access university systems. Learn how to add additional devices for two step-authentication.

With collaboration and communication tools, you can continue to work with your colleagues from different locations. Since your work is web-based you can access it from anywhere with an internet connection.

• Zoom is a web-conferencing tool that enables you to hold conference calls (audio only) or virtual meetings (audio and/or video), display documents with meeting attendees. Become familiar with Zoom's accessibility features and keyboard shortcuts.
• Google Suite is web-based and helps you to manage your day-to-day work with Mail or Calendar.  With Google Drive (Docs, Sheets, Slides), you can create content in formats equivalent to Word, Excel and Powerpoint, respectively. You can either share the files with colleagues to view only or for collaboration.
• Box is a web-based document management tool that supports common file formats (e.g., Microsoft Word, Excel). You can share and collaborate with users both within and external to Brandeis.

Store important documents in the cloud rather than locally on your personal computer. Shared and personal files can be accessed easily through Google Drive or Box.

• With Google Drive (Docs, Sheets, Slides), you can create content in formats equivalent to Word, Excel and Powerpoint, respectively. You can either share the files with colleagues to view only or for collaboration.

• Box is a web-based document management tool that supports common file formats (e.g., Microsoft Word, Excel). You can upload, share and collaborate on documents with users both within and external to Brandeis.

If you access secure resources on the Brandeis network, such as departmental file shares or a network drive, you will need to use a virtual private network (VPN) connection. Pulse Secure is the Brandeis-approved VPN application on your computing device to establish a secure connection to the Brandeis network. Learn more about installing, configuring or using Pulse Secure.

You do not need to use VPN (Pulse Secure) to access web-based Brandeis resources and services such as GSuite (Mail, Calendar, Drive), Box, Workday or brandeis.edu web pages. To learn more about systems and services available from off campus, see Technology Resources.

Many of our collaboration services work best with broadband which is defined as a download speed of 25 Mbps or greater. You can check your speed here, but don’t worry if it’s less. Many essential tools, like Zoom, will adapt to a slower connection.

If you experience a slower connection than you have in the past, here are some tips you can try:

• Collaborate with those around you. Remember, the network capacity where you are working is shared with everyone using the same connection.

• Limit streaming and large downloads while you work. The more things you are trying to do at the same time, the slower your connection will become.

• Try disconnecting or limiting use of non-essential devices. Tablets, phones, smart speakers, smart TVs and gaming consoles all use data, sometimes even when you aren't actively using them.

• Move closer to your Wi-Fi router. Ideally, your device is in the same room as your home router, or you have Wi-Fi extenders to boost the signal in other rooms.

• Restart your router or modem. Most routers have a reset button, or you can reset from your service provider or router's app. If all else fails, disconnect from the power and plug it back in.

• Consider using an ethernet cable. Wi-Fi is prone to interference, signal drops and dead zones. Plugging an ethernet cable directly into your computer from your modem / router gives you a faster, more reliable connection.

• Call your service provider or check its status website to determine if there are any known issues. This will help you learn if the problem is widespread in your area or specific to your home.

• Use a mobile hotspot if all else fails. A hotspot lets you share your phone's data with other devices, such as your laptop, so they can access the internet. Some providers allow you to use your phone as a hot spot. Search the web for “[your data provider] + hotspot” to see the options available to you.

In response to the COVID-19 pandemic, the FCC's "Keep America Connected" initiative pledges to suspend common penalties and expand U.S. internet access. Several internet and telecom service providers have pledged to offer free access to the internet or increased data allowances to ensure people can get online during this unprecedented time.

To view highlights of service offerings, download Discounted Home Internet Service Offerings.

You can visit each of the service providers to read details:

• Xfinity [US]

• Spectrum / Charter [US]

• AT&T [US]

• Verizon [US]

• T-Mobile [US]

Brandeis systems and services such as Google Apps (Mail, Calendar, Drive), LATTE, Workday, Zoom and Box are accessible without the use of special software. These can be accessed using a web browser from anywhere.

If you need to access a department network drive, file shares or connect remotely to your desktop, you will need to download and install VPN software (Pulse Secure).

Brandeis provides VPN service (Pulse Secure) to all members of the community regardless of location (domestic or international).

In some countries, including China, governments have put restrictions on websites people can access. A commonly blocked website is Google (Gmail). To attempt to circumvent these restrictions, ITS can enable VPN service with full-tunnel mode for those users experiencing issues with their provider or governmental restrictions. Full-tunnel is enabled by the Technology Help Desk by request. By using full-tunnel mode, all internet communications are encrypted between the user's computer and Brandeis.

If you're traveling abroad or for students living in a country with government restrictions, please contact the Technology Help Desk (help@brandeis.edu) to request access to full-tunnel mode.

When accessing Brandeis systems, such as Google Mail, Sage or Latte, from on campus, you are using the Brandeis network which has the necessary bandwidth to support simultaneous network traffic. However, when accessing Brandeis systems through a home internet provider (e.g., Verizon FiOS), your connectivity is limited to the bandwidth of your service provider.

If you received a laptop through the computer refresh program or if you purchased a Dell or Apple through the Brandeis online market place and it was imaged by the ITS Help Desk, the machine has the appropriate software to meet Brandeis security requirements. We highly recommend you restart your laptop while connected to the Brandeis network to apply any and all updates your computer requires.

Using a Brandeis-owned machine that has been configured to meet Brandeis security requirements is always the best alternative for conducting Brandeis work whether from on campus or other locations. If you do not have a Brandeis-issued machine, please follow the checklist above to ensure you're working under safe computing practices.

To ensure you maintain a secure computing device when working with university-related data, you are required to have anti-virus software on your personal computer. If you currently don't have an anti-virus application on your personal computer, you can download McAfee for free (Windows, Mac).

Please review the Be Smart About Security and Guidance for Security Workstations for tips on protecting your information.

At this time, ITS is not providing loaner laptops. All requests for a loaner laptop will be handled on a case-by-case basis and in coordination with an employee's manager. ITS does not loan other equipment such as monitors or printers.

Procurement Services and ITS would like to remind the Brandeis University community of our technology purchasing process and policies. Currently it is against the Computer Purchase Policy and the Brandeis University P-Card Policy to purchase computer hardware with a University P-Card. All computer-related purchases should be placed through MarketPlace+ using the Dell punchout for all Dell products or the SHI punchout for all Apple products. The current turnaround time for fulfillment for most Apple and Dell products is extended due to high-demand.

ITS has partnered with Dell to add the Latitude 5400 (2 configurations available) to the Dell punchout which has a turnaround time of approximately 7 days. These are listed under the Standard Configurations as “Fast Shipping Latitude 5400 i7/9/246” and “Fast Shipping Latitude 5400 i7/16/512”.

If you have any urgent need for a computer or computer hardware of any kind before placing an order through MarketPlace+, please email both and with the specific computer need. We will do our best to help coordinate the best method for order placement.

To access your Brandeis voicemail from off campus:

1. Dial 781-736-2222 and press *.
2. Enter your 5-digit extension number when prompted for “ID”, and press #.
3. Enter your pin (or password), followed by #.
4. Follow the voice prompts to retrieve new or saved voice messages.

You can forward your Brandeis office phone to another number. It simply forwards all calls to your chosen number, whether that be a cell or landline. Calls will appear to be coming from "Brandeis University" or however you have our main number is entered into your cell phone.

To enable forwarding from your office phone, refer to the following instructions:

• To forward all incoming calls to another number:

1. Press the button under "Forward all." You will hear a confirmation beep. (Note: Depending on your phone, you may see "CFwdALL.")
2. Enter the number you would like to forward all your calls. Include 8 + 1 + 10-digit phone number (example: 8 1 781 1234).
3. You will hear a confirmation beep and the icon next to your line will change to indicate calls are forwarded.

• To forward all incoming calls to voicemail

1. Press the "Forward all"softkey. You will hear a confirmation beep. (Note: Some phones will have "CFwdAL" softkey.)
2. Enter 6-2222.
3. You will hear a confirmation beep and the phone display is updated to show that calls will be forwarded.

• To enable call forwarding from off campus, send an email to help@brandeis.edu with the following information:

1. Your Brandeis username and office phone number (full 10 digits).
2. The 10-digit number to which you would like to forward all your Brandeis calls.

• To disable forwarding from off campus, send an email to help@brandeis.edu with your Brandeis username and office phone number.

Zoom is a web-based video conferencing tool that is available to all members of the Brandeis community - all you need is a Brandeis username and password. You can connect to Zoom via web browser, telephone or mobile device. You have the option of connecting to the virtual meeting room with audio and/or video, virtually "present" or share documents, record the meeting and more.

Learn more about Zoom, including hosting a meeting, joining a meeting and sharing your screen.

Information Technology Services (ITS) has the technical infrastructure needed to accommodate students accessing all operational systems such as LATTE, Sage, Zoom or Workday from off-campus. ITS staff are available to ensure continuity and stability of services during this period of high demand from the Brandeis community. ITS will closely monitor network infrastructure and is prepared to quickly respond to any unforeseen technical support needs.

If you experience issues with your Brandeis-issued computer and/or accessing Brandeis systems (e.g., LATTE, Sage, Workday, VPN), please submit a request to the ITS Help Desk (help@brandeis.edu or 781-736-HELP).