Loyola University Chicago

Information Technology Services

How to Keep Working - Technology Continuity

Be Prepared and Be Ready

Below are resources for remote work, collaboration, and class attendance when department functions may be disrupted. Please spend some time to review this page thoroughly to ensure a smooth and productive working off-campus experience.

Academic Continuity

Academic Continuity - resources and recommendations to transition course content online.
ITS Academic Continuity Resources - support for instructional technology and training resources.

Stay Informed with Communications

Regardless of the nature of the emergency, email will be an essential communication mechanism. Be sure that you have access to your Loyola Email account, ideally from your mobile phone or tablet and from a laptop or desktop computer. Be on the lookout for the following communication as well.

Loyola's Coronavirus site, visit regularly for updates.
University Leadership and University Marketing & Communication (UMC) will send regular communications and updates.
Your college Dean and/or department may provide additional details and guidelines regarding expectations for ongoing instruction and support resources.
Register/Update your Loyola Alert. For more information, visit Campus Safety's Loyola Alert page.

What Do I Need To Keep Working?

  • Closely monitor your email.
    • Regardless of the nature of the emergency, email will be an essential communication mechanism. Be sure that you have access to your Loyola email account, not only from your personal laptop or desktop, but also consider configuring your mobile phone and/or tablet to receive Loyola email.
    • Consider enabling Automatic Replies in Outlook in the event you have limited access to email for a period of time or delayed in responses. Login to outlook.luc.edu, click the gear icon (Settings), type "automatic" in the Search box and select Automatic Replies. Click the slider to turn on automatic replies. Compose your message, set a time period, then click Save
  • Access to Files and Software
    • Is there software on your computer that you need access to?  Use Remote Desktop to access your office workstation.
    • Are there files local to your desktop that you need access to?  It is recommended to save your work documents to OneDrive.
      • Avoid saving and storing University documents to your local computer.
      • Avoid using a public or shared computers. If you have to download files to a shared computer, make sure to delete the files and empty Trash Can when you are done.
  • Using your personal laptop or desktop
    • Keep your Antivirus up to date.  Instructions will vary, depending on what software you have. 
  • Confirm your Multi-Factor Authentication (MFA) is configured and working.
  • If you need to access your work computer remotely, follow the instructions to configure Loyola Secure Access (LSA) and use Remote Desktop.
  • Resetting Your Password From Off Campus

Essential Tools for Collaboration and Productivity

Email - Outlook can be accessed in many ways. Check out these options so that you do not need to install the Outlook on your home computer. To access E-Mail from any University page, at the top-right click the Links drop-down then select E-Mail.

  • Online Go to outlook.luc.edu, If you are enrolled in MFA for O365, you will be prompted for your Multi-factor Authentication method. Using MFA will decrease the probability that a hacker can impersonate you and gain access to computers, accounts, and other online resources.

  • Mobile App - Add LUC email account to your mobile device.
    1. Use the built-in mail app and add it as an Exchange account.
    2. Download the Microsoft Outlook app from the Apple App Store or the Google Play Store.

  • Desktop App – Install Office 365 free to all active faculty, staff and students. Outlook is one of the applications available with the installation.
    • Installation on Windows & macOS
      Log in to the Office 365 portal at: portal.office.com using your Loyola username and password
      Click button labeled "Install Office 2016" in the top right of the page
      Once the download finishes, open the installer and follow the on-screen prompts to install Office 2016
      Once the software is installed, open one of the apps and sign in using your Loyola email and password

    • Installation on Mobile Devices
      Launch the App Store (iOS) or the Google Play Store (Android)
      Search for Microsoft Office – each mobile app must be downloaded separately
      Once downloaded, launch app(s) 
      Sign in using your Loyola email and password

Accessing Shared Mailboxes
If you need to access other email accounts (e.g., departmental email), there are two methods to gain access.

  • Method 1: Add it permanently to your list of folders
    In a web browser, open outlook.luc.edu
    Login with your UVID (as yourself)
    In the folder pane at left, right-click Folders
    Click Add shared folder
    Enter the email address and click OK
    The mailbox appears in your folder list

  • Method 2: Open it temporarily in a new tab
    In a web browser, open outlook.luc.edu
    Login with your UVID (as yourself)
    In the top right, click your initials or profile picture, then click Open another mailbox
    Enter the shared mailbox address, then click Open
    The mailbox opens in a new tab.

Loyola Web Directory

Need to reach a colleague via telephone or leave them a voicemail? Find their phone number on Loyola Web Directory (LWD). Note-only full-time faculty and staff are listed in this directory. Visit the Loyola Web Directory (LWD) here.

Call Forwarding, Update Phone Greeting

Most University office phones send voicemail to email. Faculty and staff can forward their office phone to a personal phone. Faculty and staff can also update their greeting from on- or off-campus. Please update and use your personal greeting and not the 'Away' option. Reminder: all greetings should be professional and clear.

  • Computers: Faculty and staff with a university owned laptop may choose to take their device home to work.  New PC laptop computers and related equipment can be purchased via the Departmental Hardware Purchases page. Please note that delivery times are typically several weeks for PCs; Apple has similarly announced supply disruptions and we anticipate further delays if the coronavirus continues to spread.

  • Webcams: Recent laptops come with webcams, but older models and desktops do not. A webcam will allow you to join Zoom or other video conferencing software. Look for one with built-in microphones unless you already have a headset with a microphone. You can order webcams through CDWG in coordination with your budget administrator. We recommend the Logitech C920 HD Webcam.

  • Headsets: If you are connecting to online meetings, you may need a headset. Desktops do not have microphones, and sound quality on laptops may not be good. You can order a headset through CDWG, we recommend the Logitech H540 wired headset. 

  • Equipment Loan Program Resources: The Equipment Loan Program managed by Digital Media Services offers a limited supply of laptops, webcams, headsets and USB microphones. Extended loans will be permitted for the duration of the semester for such equipment, with teaching and learning needs as a priority and available on a first-come, first-serve basis based. To learn more, visit the Equipment for Extended Loan page.

Video ConferencingZoom is a great option for web conferencing with audio, video, and screen sharing capability. Zoom can allow for synchronous, real-time meetings  to occur virtually. Share screens, record sessions, or consider using it for chat functionality as well.

Zoom can be access via laptop and desktop applications, and apps in the Apple and Google Play stores. Zoom can be used for text chat functionality, with audio for web conferencing and meeting, and webcams with audio for the most robust audio/video experience. Refer to the Computer and Peripherals section for a list of suggested technology recommendations such as webcams, headsets, laptops and microphones.

Visit luc.zoom.us for download instructions, login access, best practices, video tutorials, and more.

Access Zoom from your mobile device, laptop or desktop or use Zoom with "Audio" only on these devices. 

 

Chat:

  • Microsoft Teams can be used for text-based chat with LUC faculty and staff. Teams is available to everyone through the Office 365 portal at portal.office.com or install the client directly from the Microsoft. Microsoft Teams is a collaboration tool for Faculty, Staff, and Students where all conversations, meetings, files, and notes can be accessed by everyone, all in one place. With an interface reminiscent of social media chat clients, like Facebook or Google Hangouts, Microsoft Teams is a place for collaboration and work to happen freely, easily, and in the open.
  • Zoom allows for robust audio, video, file and screen sharing, collaborative editing, breakout rooms, and meeting recordings. Zoom also includes "Chat" functionality within meeting rooms.
  • Skype for Business may be used if previously installed.

Office 365 - Office 365 web applications are free for all active faculty, staff and students. Outlook is one of the applications available with the installation.

Installation on Windows & macOS
Log in to the Office 365 at portal.office.com using your Loyola username and password
Click button labeled Install Office in the top right of the page
Once the download finishes, open the installer and follow the on-screen prompts to install Office 2016
Once the software is installed, open one of the apps and sign in using your Loyola email and password

Installation on Mobile Devices
Launch the App Store (iOS) or the Google Play Store (Android)
Search for Microsoft Office – each mobile app must be downloaded separately
Once downloaded, launch app(s)
Sign in using your Loyola email and password

OneDrive for Business is an integral part of Office 365 and provides place in the cloud where you can store, share, and sync your work files. You can update and share your files from any device with OneDrive for Business. You can even work on Office documents with others at the same time.

  • Create and host personal and team web sites.
  • 5TB of storage space with OneDrive (above and beyond your 50 GB email storage).
  • Real-time co-authoring and collaboration with Office Online
  • Adobe has provided temporary at-home access for impacted students and faculty, so they can continue their work remotely. Visit the Adobe Creative Cloud At-Home Access page for full instructions.

Visit TechConnect for personal technology and software discounts and recommendations. This includes discounts for personal purchases of hardware from Lenovo and Apple, as well as software applications, such as statistical applications like MiniTab, SPSS, and NVivo from our VarsityBuys Store.

  • Microsoft Office software applications are for free via your Office 365 account and can be installed on up to 5 personal devices. Login to portal.office.com and enter your @luc.edu email, when prompted login with your UVID and Password. At the top-right of the page, from the Install Office drop-down, select Office365 apps, and you will be prompted to download a setup installer. Once downloaded, you may choose to install full applications such as Word, PowerPoint, Excel, and so on.  You can also visit the Apps & devices page from My Account to download specific apps. Learn more about Micorosft Office 365 web applications here.

  • Statistical, Qualitative Data Analysis (QDA), and Online Survey Applications - learn more about Home Use of Quantitative and Qualitative Research Applicationsfor statistical related applications.

Multi-Factor Authentication (MFA) protects you even if your Loyola password becomes compromised. Using MFA means that users can download the Microsoft Authenticator application to your phone, receive a phone call, or a text message to securely sign-in to online resources.  Your Loyola UVID and password plus one of the authentication methods is used to verify your identity and protect the community from data breaches. Configuring MFA is encouraged to enable stronger security and enable access to other resources such as Loyola Secure Access (LSA) or using Remote Desktop to connect to your office workstation.

Some web applications have limited access only on Loyola’s campus, behind our firewall. In order to access the resources listed below, you will need to configure Loyola Secure Access (LSA) as a virtual priva network (VPN). These web resources include:

  • Lawson
  • BI Reports 
  • Network Drives
  • Remote Desktop
  • Finance and PCI Application

All faculty and staff are automatically provided with LSA Access. Before configuring LSA, you will need to setup your Multi-Factor Authentication (MFA). 

To connect remotely to your office computer, follow the Remote Desktop Connection instructions, this will enable you to access software limited to your office computer, including Adobe Creative Suite, Loyola Software Center applications, and any other individually licensed software you may have installed to your workstation. In order to connect via Remote Desktop, you will need to 1) identify your Loyola Desktop Barcode and 2) have an active LSA connection established via GlobalProtect first.

Review the above sections for further information and resources related to each section.

Your first point of Contact - ITS Service Desk

Self-Service: Self-Service Portal
Email: ITSServiceDesk@luc.edu
Phone: 773-508-4ITS (773-508-4487)

Last Modified:   Fri, May 1, 2020 11:18 AM CDT