Transitioning to remote work may be challenging but these resources are here to help.
Key Guidelines for Employees and Managers
As we continue to plan our business operations remotely, we want to continue to provide resources and guidelines to fine tune your work delivery. These guidelines provide some key considerations relative to a remote work arrangement during the current COVID-19 pandemic. These guidelines are subject to update and revision.
Employee Consideration Checklist
- Evaluate the core responsibilities and priorities of your position.
- What are the feasible timelines for completing some or all of your work remotely.
- At a minimum, employees need a computer, internet and phone access (as determined by the position responsibilities). You may use a personally owned computer/laptop/iPad, however, you are responsible for following all College policies. and practices to maintain security on your device.
- Set expectations with others in your home regarding interactions and availability.
- Identify what areas of your home environment is conducive to remote work.
- Provide multiple forms of contact information to your supervisor.
- Participate in all meetings as scheduled by your supervisor utilizing the tools identified for such virtual meetings. You are expected to be available for all communications as if you were working on-site.
- Discuss with your supervisor how your time and performance will be documented and tracked. Communicate regularly with your supervisor regarding your priorities, deliverables, timelines, etc.
Manager Considerations Checklist
- Evaluate departmental priorities and feasibility of completing some of it remotely.
- Managers, in partnership with divisional leadership are responsible for the remote work plan for each department. Human Resources is available to provide assistance in working through your plans.
- Determine if some position’s core responsibilities and the particular employee’s performance can be modified on a short-term basis to ensure efficiency.
- Ensure there is an assessment of necessary level of remote access and associated technology needs.
- Compile cell phone and home numbers for all employees you supervise.
- Determine how schedules and availability will be known and communicated.
- Determine what tools you will use when you hold meetings virtually.
- Discuss how time and performance will be managed. In general, focus on the output and the completion of deliverables when evaluating performance.
The mission of the Instructional Design Center is to guide and support faculty and staff to integrate relevant technology directed toward improving teaching and learning, or enhancing professional development. The IDC has been incredibly busy in promoting its resources and fostering a sharing of expertise during this time. Visit their website to learn more!
Call forwarding is primarily performed at the user’s workstation. However, if you have an urgent need to have your calls forwarded while you are working off campus, please open a ticket at http://helpdesk.ramapo.edu, assigning ‘request type’ to telecomm and provide your extension and the number you want it forwarded to. If you can’t access the site to enter a ticket, you may send a request to BOTH firstname.lastname@example.org and email@example.com with the required information.
For Cisco users: If you haven’t set up your mailboxes yet, feel free to do so. You can do this remotely by dialing 201-684-7500, press * when the greeting starts, enter your extension as the ID followed by # and then 0000 as the pin followed by #. The system will prompt you through the set up process. Please take your time and follow the prompts carefully.
For Avaya users: Remote voicemail access is now a little different. To access your messages from off-campus, you MUST dial your extension (201-684-xxxx) instead of 201-684-7500. Once you begin to hear your personal greeting, press * #. When prompted, enter your extension as the mailbox number and then your security code. When on campus, you will access your messages as you did before; that process hasn’t changed.
Jabber (Cisco users only)
Jabber is a downloadable program that we can now use to make and receive calls from our primary extensions without the need for desk phones. You can install this on your PC, laptop, smartphone or tablet. If you want to install it on your smartphone or tablet, simply go to your app store, locate Cisco Jabber and install it. Once it opens, you will need to login using your Ramapo email address and password. Once you’ve successfully logged in, you will see a few options on the bottom of the screen; Contacts, Chats, Calls, Meetings, Voicemail.
Contacts is where you can find and add people, Chats is a messaging app, Calls is where you can make outbound calls, Meetings will show whatever meetings you are involved with and Voicemail allows you to receive new voicemail messages as well as view any saved messages. It’s a very handy program especially when you are working remotely (it is also a good way to receive calls without using call forwarding).
In order to receive calls, the app MUST be open. This program is connected to your extension and NOT your cellphone number. Please note that Jabber only works with your primary extension. If you have other lines that appear on your work phone, they will not appear in the app. Also note that when making an outbound call, you must dial 9-1 and the full number or it won’t go through. It works the same as if you were making the call from your desk phone. If you want Jabber on your PC or laptop, it will have to wait until we resume substantive activity on campus.
If you have any questions or concerns, feel free to reach out to firstname.lastname@example.org or email@example.com and we will help you the best way we can.
How to Effectively Work Remotely by the NJ Tech Council
A helpful 40 minute video developed by the NJ Tech Council is available at
. The physicality of remote work, the prep and management of meetings, and tips on how to engage remotely are provided. Pace, pitch, power, pause, and placement–do you know what these terms mean with respect to working remotely? Watch the video.
As you may already know, we have recently starting using Webex as our official teleconferencing solution here at Ramapo. IT is still working on single sign on, but until then they will need to manually add users to our account. IT will create an account for those requesting one. Soon after, you will receive an email from Webex indicating the account has been created, with a link to verify.
IT has created online instructions and training materials located at https://www.ramapo.edu/idc/instructional-technologies/#webex, and of course you can always reach out to me if you have any questions.
Also consider if VPN is available using the P drives to share information, or if employees are not able to access our network to please use Google Drives to share information during this time.