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.

Receiving Calls Remotely

Would you like to receive calls from your office or department remotely from your computer? With a few configurations and the install of a client application, you can allow your remote computer to receive calls from your LUC office phone directly and with ease. In order to use, you must have Global Protect (VPN) enabled. Submit a Phone/extension, add, move or change Service Request and include your office phone number and whether you are using a Mac or PC from your at-home workstation. While earbuds or headsets with built-in microphones are recommended for audio quality, use of laptop or desktop speakers and built-in workstation mics are also sufficient.

SoftPhone: Extend Your Desk Phone To Your Work Remote Location (Lakeside Campuses Only)

Loyola has access to two softphone applications; Avaya One-X Communicator for Windows and Avaya Equinox for MACs. There are no cost to the departments.  The software is downloaded from an LUC SharePoint location, instructions are sent, and installed by the end user. 

  • Global Protect is required.
  • Uses your LUC extension number for incoming and outgoing calls.
  • Headset and mic are recommended for audio quality, speakers and built-in mic will work.
  • Supports 5 digit dialing to LUC and LUHS extension numbers as if you were on campus.
  • Feature buttons (speed dial, other extension numbers, etc.)  on your LUC phone are replicated in the application.
  • Unanswered calls will cntinue to go to your voice mailbox.

If interested, please complete the Service Request form here.

 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.

Individual 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.

Faculty & Staff: The University has established the COVID-19 Technology Continuity Loan Program to circulate technology in support of remote work and instruction requirements for eligible faculty and staff during the COVID-19 crisis.

If you have a significant gap in your remote technology functionality which prevents you from adequately performing your teaching or remote work, the University has a modest inventory of certain loaner equipment. Supply chains are challenged during COVID-19 and to serve the most pressing needs of our students, faculty, and staff, please refrain from requesting loaner equipment if your remote technology equipment is sufficient.

Students: Students with significant gaps in remote technology impacting your ability for course attendance and work should complete the Continuity Request Form as well, to be reviewed and evaluated by Digital Media Services. Items from the Equipment Loan Program that support remote learning and attendance are prioritized for student continuity needs.

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 accessed 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
  • The free “At-Home” access provided by Adobe ended on July 6th, 2020.  Loyola faculty and staff can still access the Adobe products on Loyola imaged machines.  Faculty and staff that do not have access to a Loyola imaged machine are eligible for “At-Home” access as part of the University license agreement.  Current faculty and staff who need “At-Home” access should contact the ITS Service Desk.
  • Loyola students enrolled in Fall 2020 courses that require Adobe Creative Cloud access can receive an Adobe "At-Home" license for the semester.  Instructors must contact Information Technology Services (ITS) and request access for each specific class that requires an Adobe Creative Cloud license.  ITS will grant an Adobe Creative Cloud "At-Home" license to all students currently enrolled in the courses indicated by the instructors.

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 other software applications.

  • 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 Applications for 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:   Thu, September 17, 2020 12:03 PM CDT