Telecommuting guidelines and considerations

ASU Telecommuting Resource Guide

ASU employees have questions about telecommuting related to the rapidly changing Novel Coronavirus situation. Below are guidelines to help set up temporary remote work arrangements.

The temporary use of personal equipment for university business is allowed. Consider these factors when determining if telework is possible:

  • Accuracy of records reflecting time worked by non-exempt employees.

  • Operational requirements.

  • Productivity.

  • Security of work data.

  • Technological capabilities and equipment necessary to perform job duties.

Determine what routine responsibilities or tasks cannot be fulfilled while working remotely and how they will affect operations or other people.

Determine whether routine responsibilities or tasks require regular communication and collaboration with others. Identify technology tools staff use in their daily work and determine whether the resources will be accessible or available when working remotely.

Ensure employees know how to access the appropriate technical support if they need assistance:

  • Confirm that employees know how to set up call forwarding and how to access their voicemail remotely.

  • Determine which platforms you will use to communicate as a team. For example, Slack, Zoom, etc. Confirm everyone has access.

  • While working remotely, the employee should be reachable via telephone or email within reason during agreed work hours.

  • Employees working remotely must notify the office and supervisor if they leave their telecommuting location.

University employment conditions when working remotely are the same as employees working on campus.

Clearly outlined and executed teleworking arrangements are beneficial to employees and managers. Managers should articulate clear procedures regarding check-in times and availability.

Supervisors must manage the work, not the worker. Methods for staying in touch and dealing with the worker’s absence from the workplace should be worked out before placing the arrangement into action.

Employee salary, benefits, and employer-sponsored insurance coverage will not change for a telecommuter. Pre-tax deductions for ASU Parking permits continue during COVID-19 teleworking.

Resources

Update your contact information

Please ensure your information is up-to-date. Log in to My ASU, click on the Profile tab in the black bar, scroll down to Contact Details, and select the information to review and update.

Office phone lines

There are a couple of options:

  1. You may choose to forward your office line to a number of your choice.

  2. The university has prepared ASU One Number using Cisco Jabber. More information is available by contacting your local IT representative or visit:

    1. iPhone.

    2. Android.

    3. Mac PC.

    4. Windows PC

Refer to the Cisco Jabber Basics Quick Reference Guide.

Payroll and time reporting

Continue to report your time as you usually would from My ASU. Review SPP 701-01 and SPP 702-01 for information about when to report sick and vacation leave. Review the COVID-19 FAQ page for additional information on-time reporting for those who are ill.

For staff enrolled in direct deposit, paychecks will continue to be distributed to the registered account. For employees that receive physical paychecks, they will be mailed to your address on file. Verify your address is accurate using the instructions noted under the “Update your contact information” section above. Log into the payroll and compensation webpage if you would like to enroll in direct deposit.

Voicemail access

ASU employees using ASU voicemail can now receive voicemail messages via their asu.edu email address. By opting into this new service, voicemail messages are delivered as a .wav audio file and can be played and stored anywhere email is accessible, such as from a computer or smartphone.

Those who elect to participate in this new service will no longer receive message waiting lights or be able to dial into their voicemail system to receive messages. Users may opt-out of the service at any time. Visit this ServiceNow webpage for more information.

Campus directory

Use the ASU campus directory to look up faculty and staff information. This information also is available as a Directory link on every ASU website.

Computer protection

ASU’s Information Security Office is committed to preserving the availability, confidentiality, and integrity of its information resources while preserving and nurturing the open information-sharing requirements of its academic culture. Visit the Get Protected webpage for more details.  

  • VPN and two-factor authentication (DUO)

    • ASU uses DUO's two-factor authentication services for faculty and staff ASURITE logins as an additional measure for managing cybersecurity threats. 

    • Enroll a device other than your desk phone to ensure you can authenticate remotely. See Step Three: Enroll an Additional Device on this knowledge base article.

    • If you use VPN technology while in the office, continue to log in through the VPN while telecommuting. 

University software

ASU has several campus agreements to provide software to the university community, including Microsoft Office 365 and Adobe Creative Cloud Suite; please visit the My Apps webpage.

Communication tools

  • Email

  • Dropbox

    • Dropbox is a file storage drive that lets you save documents, photos, videos, and other files all in one place in the cloud. It automatically backs up your documents and syncs to your computer. If you are an ASU faculty or staff member and haven’t signed up for your Dropbox for Education account yet, please visit this ServiceNow webpage to request access. Users must have a Dropbox account provisioned for them before accessing your account. Once you have your Dropbox account setup, you can review the Dropbox FAQ page, and the Dropbox Overview page should you have any questions. 

  • Google drive

    • Google Drive is a file storage service that can be accessed using the shortcuts provided at the top of My ASU. Google Drive allows for file storage, document creation, and real-time collaboration with coworkers.

  • Slack

    • Slack is the collaboration hub that enables real-time communications and connections in a searchable platform for real-time messaging, content sharing, learning, and more. Visit the ASU Slack webpage for more information.

    • Follow these instructions to set up Slack on your mobile devices. 

  • Zoom

    • Zoom is a collaborative video conferencing tool and is available university-wide. Zoom provides one consistent enterprise experience for digital immersion courses, online meetings, webinars, and the next generation of voice and phone systems. Visit the ASU Zoom webpage for more information.

Enterprise systems

  • Financial Management System

    • The Financial Management System can be accessed from any device with internet access by clicking on the My ASU Resources tab. On the right-hand side of the page, select My Inbox from the Financial Management System drop-down menu under Financial Tools.

  • My ASU Trip

    • Access My ASU Trip from the Travel website.

  • PeopleSoft

    • HR personnel can access PeopleSoft using the shortcuts provided at the top of My ASU. PeopleSoft services that need DUO authentication from the office will require the same authentication when working from home.

Ergonomics for telecommuters

ASU provides several resources that employees can use to help maintain ergonomic health while working. 

IT Policies

These policies fall within the overarching ACD125: Information Security Policy, which defines the boundaries of acceptable use of ASU computing and communication resources. The full policy can be found in the Academic Affairs Policies and Procedures Manual (ACD 125).

Access the IT policies.

IT Help Resources

Contact your department desktop support team or submit a ticket for technology-related assistance via ServiceNow.

We offer 24/7 support via the ASU Experience Center. Call 1-855-278-5080 or start a live chat.