COVID-19 Update: Information and resources can be found here.

Working Remotely

How do I …

Learn How to Open a Ticket

Note: Links to detailed how-tos on this page will require your UT Southwestern ID and password.

To help you get started:

Prepare to Work Remote

Step 1

Move Your Critical Files to OneDrive While on Campus (if possible)
You may move important files from your work computer or department drive (for example, the P: or O: drives) to OneDrive in order to:

  • ​​Easily access your files without VPN
  • Share and collaborate on files with colleagues since the UT Southwestern email address book is interwoven with OneDrive
  • Save email space by not having to send sizable attachments

Watch this OneDrive video tutorial (duration 6:56) that covers:

  • ​​What is OneDrive? (starts at 0:10)
  • What are the advantages of One​Drive? (starts at 0:20)
  • How you can use OneDrive to upload and share files? (starts at 1:40)

Simply login with your UT Southwestern ID and password at portal.office.com, then click the OneDrive icon to access tool.

Want to Take Your Web Browser Favorites with You?

We recommend you:

Go to OneDrive

Step 2

Set Up Two-Factor Authentication on Your Phone or Tablet
Each time you access email, campus systems through VPN, and clinical systems using Citrix when you are off campus, you will need to verify your identity. To do so, you must set up two-factor authentication for the first time which can be done on campus or off campus.

Watch this Video Tutorial on Registering Your Phone or Tablet with Two-Factor Authentication (duration 2:21).

Step 3

Update and Secure Your Personal Computer
The ideal option for UT Southwestern employees, faculty, and students who need to work off campus is with a UTSW issued laptop. If you do not have a UTSW laptop, you may either request equipment or choose to use your own computer. To use your personal computer, just complete this form and follow the steps below to update and secure your personal computer:

For PC Users

For Mac Users

For All Users

  • ​Set up a password protected screensaver to secure and protect all UTSW data.
  • Save all data to a campus system such as Office 365 rather than the local hard drive of the remote computer.
  • To the extent possible, obtain technical support through the IR Service Desk ServiceDesk@utsouthwestern.edu or a designated departmental technician for all computers used for UTSW business.

Step 4

Set Up Virtual Private Network (VPN) Access
To get into campus systems that are only available on the internal network (such as MyUTSW), you will need VPN.

On Campus – View the Install and configure VPN PDF or watch the how to install VPN on campus video tutorial (duration 4:41)

Off Campus – View the PDF for Mac or Windows or watch the how to install VPN off campus tutorial​ (duration 3:59)

Logging in to VPN requires your UT Southwestern ID and password, two-factor authentication, and a secondary password.

Watch the how to use VPN off campus video tutorial (duration 2:44).

Please use VPN sparingly for essential tasks only to improve network performance.

Step 5

Clinical Users Set Up Citrix Workspace
Health System users who have set up two-factor authentication may remote into their desktop and access clinical systems like Epic using Citrix Workspace.

Initial set up requires:

Once set up, you may open a remote connection to the Health System from a home computer.

Note: Do not shut down your work computer if you plan to connect to it remotely.

Upcoming Virtual Events

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Access My Email

After you have set up two-factor authentication (on campus or off campus), you may access your UT Southwestern email from any computer by going to mail.swmed.edu.

Go to Webmail

Need to Access Your Email Archives?

Connect with VPN and use the Outlook client to get to the archives stored on your work computer or network drive.

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Get My Files and Access My Work Desktop

OneDrive

Login with your UT Southwestern ID and password at portal.office.com, then click the OneDrive icon to access any critical documents you moved there while on campus. If you did not have the chance to move files while on campus, simply use VPN to access the internal network and then follow the instructions from Step 1 above.

Connect Remotely to Network Drives (O, P, G, W)

Watch this video tutorial on how to access the O, P, G and W drives (duration 6:00) for details about:

Access My Work Desktop

Tools for accessing your work desktop remotely vary based on whether your desktop is on a clinical or a non-clinical network.

Clinical Networks – Use the Health System Remote Desktop Connection
Use Citrix Workplace to connect remotely to your desktop and access your files.

Non-clinical Networks – Use VPN into Campus Systems
Connect with VPN to access info from MyUTSW, back office usage of PeopleSoft, or other internal network drives and applications. If you are accessing the internal network from your home computer, you may need to map network drives on your Mac or Windows machine.

Watch the how to use VPN off campus video tutorial (duration 2:44). To Improve Network Performance:

  • Please use VPN sparingly for essential tasks only.
  • Log out once your tasks are complete.
  • If you are inactive for 20 minutes on VPN, you will automatically be logged out.

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Keep in Touch by Phone

You may check your work voicemail and update your greetings remotely​ in order to let people know the best number to reach you. If you are still on campus, we have the capacity to support call forwarding from your work number.

For physicians, nurse practitioners, physician assistants, pharmacists, medical students, and other clinical staff,  you may either block your caller ID or place a call that shows a UT Southwestern number instead of your personal number.

For clinical staff in need of a new inbound/office UT Southwestern phone number so that vendors and other contacts may reach you directly without knowing your personal number, ServiceDesk@utsouthwestern.edu the ServiceDesk.

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Meet with My Team

Academic, business, and clinical users can view an overview of social distancing tools for meeting and conferencing such as phone conference lines, Skype for Business (see how to install for Mac or Windows), and Microsoft Teams (see how to access Teams).

Protect and Secure Your Online Meetings

Ensure your online meetings stay secure from unauthorized access by following these best practices when setting up a virtual meeting or course. 

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Get Answers to Other Common Questions​

Can I take my desktop computer home?

Desktop computers may be taken home with manager’s permission and completion of this attestation form. Peripherals (keyboard, mice, monitors, headsets, power strips) may also be taken home at the manager’s discretion.

Can I check out equipment (such as a laptop or desktop) to use at home?

Yes, complete the Remote Equipment Request Form to get the process started.

What if my PC or Mac on campus is turned off and I cannot access it through remote desktop?

Check with your manager or department administrator to determine if there is a member of your department on campus who can turn your PC or Mac on. If no one in your department is available, open a ServiceNow Ticket (here’s how) and request a “Campus Computer Power Cycle.” A ServiceDesk representative will coordinate to have your computer turned back on within two business days, and will be available Monday to Friday from 8 a.m. to 5 p.m.

What if I don’t have internet at home?

If you need to establish internet service, UTSW will reimburse (with approval, based on need) with proof of new established service during the period of remote work, up to $50/month. This reimbursement does not apply to those with existing service.​

Do you have any tips for improving my home internet connection?
  • Conserve Bandwidth – Is your family streaming Netflix while you work? Use standard instead of high definition video wherever possible and limit streaming services.
  • Get the Apps – Skype, Teams, Zoom, and GoToMeeting have meeting apps you can use on your phone to tap into your wireless service and give your home internet a rest.
  • Get a Backup – If your home internet is unreliable, consider setting up a backup internet service provider. Satellite internet providers have been hit with less congestion than local providers.​
May I supervise my children if I am working remotely?

Yes, we are relaxing the requirements to allow employees to supervise their children while working remotely.

What about other child care arrangements?

We have these options:

View Child Care Toolkit

  • We CARE Matching Program
    For UT Southwestern faculty, staff, residents, and fellows who are required to report to work onsite and are seeking child care, please use this form to request child care help. Once registered, you will receive a list of willing providers that you can contact directly.
  • Nanny Agency
    UT Southwestern has secured a three-month Corporate Flex Membership with Trusting Connections, a full-service nanny agency that offers a wide variety of services. This membership waives the usual $120 enrollment fee and offers hourly rates starting at $24 per household, which covers caregiver salary, taxes, insurance, and agency fees. To access this option, please go to our We CARE platform and request child care help.
  • Emergency Child Care
    César Chávez Learning Center is offering free child care services from 6 a.m.-7:30 p.m. for children of:
    • First responders
    • Health care workers
    • Other essential personnel

    We emphasize the need for families to first do their best to find alternate child care arrangements before using emergency child care.

Can I still go on my pre-approved vacation or sick leave?

Yes, you may take your pre-approved and scheduled vacation or sick leave as planned. Pay for these hours will still come out of vacation or sick leave accruals.

What types of leave are available to me?

The Families First Coronavirus Response Act was signed into law March 18, is effective April 1, and offers two new paid leave options for those affected by coronavirus. The University has incorporated this new law into policy EMP-262, which includes instructions for how to apply for these types of leave.You may also view a video Overview of New Leave Provisions and Process (duration 33:51).

Do you have additional questions for one of our remote work Q&A sessions?

If you have reviewed all of the information and documents on this page, but have additional questions regarding technical and system needs for working from home, please consider joining one of our Remote Work Q&A Sessions.

To ensure that IR can address as many questions as possible, you must register below and all questions must be submitted through this form. If you have a specific issue with your equipment, please open a ServiceNow Ticket.

Recorded topics include:

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Contact the Information Resources (IR) Help Desk

Need Help?

Learn How to Open a Ticket

For patient care and urgent issues, call 214-648-7600.

For non-urgent concerns and to avoid long wait times, please email the Service Desk. servicedesk@utsouthwestern.edu.

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