Tools for working remotely
The following resources are available for working away from the office.
The resources you need to work remotely
Select a resource below to learn more about it.
Virtual Private Network (VPN)
If you are installing VPN on a home computer, use the instructions below.
If you are installing VPN on a university-issued device, contact your local IT support person or the Service Desk for assistance.
A virtual private network is used to allow offsite users to access secured/restricted resources. The VPN utilizes public resources such as the Internet to provide remote users with secure access to the U of M's network. It allows the authentication and encryption of data between the remote user's computer and the campus network.
Who is eligible?
The VPN service is available on request to faculty, staff and students. VPN use currently requires one-over approval. Please submit your request to firstname.lastname@example.org . Once approved, simply download and install the client software.
When to use?
Access to network resources, secure web pages, etc. that require you to be connected to the University network.
Protect sensitive information like passwords, research data and other personal information when they are transmitted between your remote computer and the University network. Access to network resources that are inaccessible from off-campus because of firewall and other access control restrictions.
VPN access is required for the following systems:
- Shared drive access
- Home (H:) drive access
- Cisco Jabber Softphone
- VIP access to full tool
- Libraries – Alma Administrator access
How to install and set up VPN
VPN Client Software and Configuration Steps
What is the VPN Gateway?
Use the VPN Gateway when you are unable to install the VPN client software on a computer or if you wish to access secured U of M resourcesvia a web browser. The VPN Gateway gives you more flexibility in terms of access to your University resources from any computer with a web browser.
How to set up Duo multi-factor authentication (MFA)
Multi-factor authentication adds a second layer of security to your online accounts. Verifying your identity using a second factor (like your phone or another mobile device) prevents anyone but you from logging in, even if they know your password.
Using Server Message Block (SMB) to map drives for Mac OS
What is SMB drive mapping?
SMB allows you to mount a remote volume on to the Mac OS desktop. This enables you to drag and drop files, as you normally would, to and from your computer to and from Active Directory.
How to map to drives after installing the VPN Client (Windows)
What is drive mapping?
After you install and login to your VPN client on Windows, you may map to your Home and Shared drives via the instructions below:
Information to help you choose the best solution for your team.
Teaching and learning
Webex or UM Zoom is recommended for teaching and learning. For more information visit:
If you would like to host a large meeting, supported platforms include:
Teams is recommended for anyone who has O365 enabled.
- Team Meetings – have a limit of 250 people in a meeting. A meeting is where people can collaborate, chat together and work on files together, etc.
- All members in a meeting must have a license to be in Teams.
- Teams Live Event – can broadcast to up to 10,000 people. The institution can have up to 15 Live events at a time.
- Public events
- If an event is public, anyone who has the link can attend without logging in.
- Private events
- If attendance is restricted to your org or to specific people and groups, attendees will need to log in to join.
- If the event is produced in Teams, they’ll need a license that includes Teams. If it’s produced externally, they’ll need one that includes Microsoft Stream.
- Public events
For meetings up to 150 people, BlueJeans is available but the university has a limited number of licenses.
Zoom webinars support 500-1000 attendees. Please see UM Zoom Webinars and large events for more information.
All products listed will adjust for varying internet connections by adjusting the quality of the video. Dial-in options are available for some applications for those who have low connection quality or do not have internet:
- Microsoft Teams does not currently support a dial-in option with our current license.
- Webex – The Centre, IST, and Cisco are working towards an alternate Webex option for attending classes and meetings.
- BlueJeans includes multiple toll-free dialing options that may be of benefit.
- Zoom includes dial-in options.
- For help with using Webex for teaching and learning, please contact The Centre for the Advancement of Teaching and Learning https://centre.cc.umanitoba.ca/contact/
- For Webex, BlueJeans, UM Zoom or Teams, please contact the IST Service Desk at email@example.com or (204) 474-8600.
Access to Cisco Webex requires an account. To request one, please contact the IST Service Desk.
How to improve your security when video conferencing
- UM Learn - use Webex or UM Zoom: Prevents anyone other than instructors and registered students from attending.
- Don’t share your Audio Pin: This will stop participants from uploading unwanted content through the in-meeting text-chat function.
- Stop other participants from screen sharing: When hosting meetings, ensure screen sharing is disabled for others unless they are the presenter.
- Don’t share your links and meeting IDs publicly: When you share your meeting link on social media or other public forums, that makes your event extremely public. ANYONE with the link can join your meeting.
- Use unique meeting IDs and not your personal meeting room ID: A unique ID for each meeting ensures no one can enter a new meeting using a code that may have been shared publicly previously.
- Don’t share your links and meeting IDs publicly: When you share your meeting link or ID on social media or other public forums, that makes your event extremely public. ANYONE with the link can join your meeting.
- Control who enters a meeting with the Waiting Room/Lobby type feature: This puts participants in a waiting area before the meeting starts, and you can admit them one by one, or all at once.
- Lock the meeting after it starts: This is harsh to latecomers, but it keeps out some gate-crashers.
- Turn off File Transfer: This will stop participants from uploading unwanted content through the in-meeting text-chat function.
- Account type: Paid accounts have other features such as making the meeting invitation-only and requiring attendees to log in with a password.
To set up a Bell Conference Account for ad-hoc conference calls, please email firstname.lastname@example.org with the University of Manitoba’s account number. Contact your unit or faculty Business Manager for the account number.
Bell Conferencing Reservations will walk you through the process of setting up the account.
There is no charge to set it up and no charge if it is not used. The charge for each call is .085 cents per minute per user.
Practise safe computing
When working remotely, it is especially important to remain vigilant about data security.
Protect university data
Make sure you are on the appropriate connection for each task; for example, use the University of Manitoba virtual private network (VPN) to securely access university systems.
Store sensitive documents on the available network storage, not on your local device. Sensitive documents temporarily stored on a local device must be copied to an approved location (local area network storage) and deleted after use.
What things should I do when working remotely?
Use your university-issued device
Your university-issued device is the best tool to use when working remotely. If you have a university-issued laptop or device, check with your IT Support staff to ensure that the operating system and applications are up to date.
Secure personal devices
For your personal devices, take the time to update your operating systems and apps before accessing university systems or data. Do not disable any security protections such as anti-virus or firewalls. Ensure your personal systems is up to date with the latest operating systems and patches.
Protect your Mobile Device
You can access university email and accounts from your personally owned or university-issued mobile devices. The loss of mobile devices and the data they possess is of particular concern to the university. You should ensure that adequate protection is in place on your devices, including the use of strong passwords, lock screens, and encryption.
What else should I do?
Beware of scams!
Scammers may contact you via email, text, phone or social media, and may pretend to be a trusted colleague or someone on the executive level. They may seek sensitive information, payments, gift cards, etc. Even if you recognize a phone number or email address, be sure to confirm every request for sensitive information via a trusted means of communication such as an UM directory phone number.
Remember that UM IT will never ask you for your login credentials. See our current article on phishing, Protect yourself against fraud this tax season for more information about the types of phishing attacks to expect as well as be aware of any new scams that may attempt to exploit the pandemic.
Information Security & Compliance Policies, Procedures and Standards
Call or chat
Monday to Friday, 8 a.m. to 8 p.m.
Call 204-474-8600 or Chat now
To report a critical system outage after hours or on weekends and holidays, call 204-474-8600 and press 2.
IST Service Desk walk-in service
123 Fletcher Argue
University of Manitoba, Fort Garry
Hours: Monday to Friday, 8 a.m. to 6 p.m.
Join the queue: Fort Garry WaitWell or text your name to 431-631-0844
230 Neil John Maclean Library
University of Manitoba, Bannatyne
Hours: Monday to Friday, 8 a.m. to 4:30 p.m.
Join the queue: Bannatyne WaitWell or text your name to 431-631-6555