After today’s announcement of classes moving online while the campus remains open, you may be wondering what that means for staffing administrative offices and whether working remotely is an option. The university has stated its commitment to continuing administrative and support services, but we understand that our college-level employees who are community-facing may feel especially vulnerable.
The Dean’s Office is putting together this guide on how A&S departments and programs might choose to limit operations and office staffing while still providing essential services to students and programs. This guide is just for the College of Arts and Sciences departments/programs – other parts of the University may operate differently. Please note that these guidelines could be superseded by university guidelines as circumstances change.
For Departments & Programs Choosing to Limit Operations / Operate Remotely:
1) Any A&S Office that physically closes must use the attached sign template customized with BOTH a PHONE NUMBER AND EMAIL ADDRESS along with operating hours when someone WILL be available and responding to phone messages / emails.
2) Staff who prefer to work in their office space, but do not want to come into direct contact with visitors, may choose to work with the campus office and/or suite doors closed and locked. The sign mentioned in bullet #1 must still be used in this case.
3) Any limited/remote office operations must be arranged in consultation with your supervisor(s) and communicatedGood morning everyone. The major official announcement is that as of this coming Monday, March 9, all in-person classes and events are cancelled for the remainder of the quarter. to faculty/staff/student employees in your department or program and the Dean’s Office via firstname.lastname@example.org. More specific guidance regarding student employees may be forthcoming from the university.
4) We continue to encourage moving meetings of more than 10 people to phone or online.
Tips, Reminders & Tools for Working Remotely:
Review your calendar
- Communicate with folks in your upcoming meetings/committees the best ways to engage/communicate together – phone or zoom recommended.
- If you cancel or postpone an event, please list it as cancelled or postponed, rather than simply deleting it from your website, the master calendar and/or social media. We want to make sure prospective attendees have accurate information. Remember to let Karen Bystrom know, so that she can update the A&S calendar as needed.
- All SU Employees now have access to Zoom Pro Accounts.
- For more Zoom instructions, you can use the Zoom Usage Guidelines document attached or check out the CDLI website for more info: https://www.seattleu.edu/cdlihelp/faculty/more-apps/zoom/#d.en.166679
Sharepoint/online Office 365 is an easier way for collaboration on documents instead of the T:Drive. They can be accessed without logging into the remote desktop.
- To access or create documents, login to your SU email through the browser, click on the 9 box tiles in the top left corner, and click on the Office 365 app you would like to use (Excel, Word, PPT, etc.)
- Consider using these for collaboration, then sharing them to the T:Drive later
- Record a voicemail that indicates how to best ask questions or seek assistance (phone or email) and the service hours that they can expect to receive a response.
- Make sure that you are able to check you phone messages remotely – either by receiving them in email or calling in to check them remotely – review the Voice mail user guide here: https://www.seattleu.edu/its/network/voicemail/
- To forward your phone extension to a personal phone:
o Contact HelpDesk to ask for your number to be allowed for calls to be forwarded. The contact to ask is Robert Williams - Senior Telecom Engineer.
- Once TelComm approves, you should see on your display a call forward button. You just need to press the corresponding button under the display. You will be asked to enter in the number. You need to enter 9206XXXXXXX, once entering in the full number you will get a confirmation tone.
- Here are instructions on how to turn it on and off. https://www.seattleu.edu/media/information-technology-services/files/network-amp-phones/forward-.pdf
- Blocking Caller ID for a specific calls
You have the option to block Caller ID either temporarily or permanently.
o To block your number from being displayed temporarily for a specific call:
- Enter *67.
- Enter the number you wish to call (including area code).
- Tap Call. The words "Private," "Anonymous," or some other indicator will appear on the recipient's phone instead of your mobile number.
- You've successfully blocked Caller ID for a specific call.
- Wifi Calling:
- How to turn on Wi-Fi calling for your iPhone
- Open the Settings app.
- Tap Phone > Wi-Fi Calling.
- Switch the Wi-Fi Callingon This iPhone slider to On.
- You'll see a warning about location data and what your carrier collects. Tap Enable to turn on Wi-Fi Calling.
- How do I switch WiFi Calling on an Android?
- connect your phone to WiFi.
- from the home screen, tap Phone.
- tap the Menu icon.
- tap Settings.
- scroll down to the Wi-Fi calling switch and toggle it On.
Have a restful and healthy weekend one and all,
David V. Powers, Ph.D. | Dean
COLLEGE OF ARTS AND SCIENCES | SEATTLE UNIVERSITY
901 12th Avenue, Seattle, WA 98122-1090
Office: (206) 296-5300