Dear FAS Chairs and Directors, Chair’s Assistants, Lead Administrators, and Operations Managers,
We know all of you are very concerned about the COVID-19 virus, and we share that concern. We write to share information with you about coverage in your respective offices and units in light of this rapidly changing situation.
Effective Monday, March 16th, each department may reduce its on-site coverage if staff elect to perform their work at home instead of in the office. Staff and faculty coming into the office are reminded to bring their badges, since buildings may be red-lighted. Staff who choose to work from home will need to ensure that they have a computer (laptop or desktop) and appropriate internet access. Some of our work can be accomplished on home computers, tablets and so forth. For staff who choose not to bring their computer home to allow remote work, HR policy requires that they make use of PTO; details can be found in Janet Lindner’s message.
We expect that many staff will choose to work from home. To ensure that this does not impact the well-being of our departments and units, each lead administrator (science departments) or operations manager (humanities and social sciences) will work with the department chair (or unit director) and relevant staff to determine how the needs of the unit will be met during this time of disruption.
Given the rapidly changing nature of the situation, lead administrators/operations managers will be in contact with staff daily to relay any new and important information. These conversations will also provide a venue for staff to ask questions of the lead administrator/operations manager, who will funnel these concerns to leadership for decisions. Most importantly, it will be an opportunity for us to check in with one another to see how everyone is faring.
Just as a reminder, if you become infected with COVID-19 or have been advised to self-isolate, you will be paid for the mandated self-isolation up to 10 business days.
We thank everyone for their patience, dedication and sense of humor at this difficult time.
All best,
Cathy Vellucci, Senior Director of Business Operations
Tamar Szabó Gendler, Dean of the Faculty of Arts and Sciences
Resources for Remote Work
- ITS Web page preparing for working remotely: https://its.yale.edu/preparing-remote-work-staff-including-contractors
- Desk Phones: dialing Instructions (including instructions on forwarding calls): https://yale.service-now.com/it?id=support_article&sys_id=5cc177f82bc76c00fde6a4bc59da150c
- Multi-factor authentication: https://cybersecurity.yale.edu/mfa
- And see, enroll in Multifactor Authentication (MFA): DUO enrollment guide
- VPN: you do NOT need to VPN to use Yale email or Workday over the internet. Yale does not have enough licenses for all of us to VPN simultaneously. You need VPN to access your desktop computer or to enter MyTime. If you have documents on your desktop or shared drive that you will need access to, please consider opening a Box account or emailing the documents to yourself. To get access to VPN, follow the instructions here and call the help desk if needed (note that they may take a while to respond).
- Access VPN for the first time: Download and installation instructions
- Step by step log-in instructions: Logging into MFA and VPN
- Watch a video: Logging into VPN using MFA
- Yale email: https://outlook.com/yale.edu
- Workday and other Yale links: https://your.yale.edu/
- Remote desktop access: https://yale.service-now.com/it?id=support_article&sys_id=65d678afb0b9e800fcb076ac9966961e
- Zoom: use Zoom to set up conference calls. Information here.
- Box @ Yale: you can create a box account to store documents accessible over the internet. Instructions here. It may make sense for each academic department to set up a joint Box account if you have a regular need to share documents.
MyTime: you need VPN to access MyTime online. C&Ts: if you cannot access MyTime, please send your hours to your supervisor no later than Friday morning of each week