Information Technology Services

If you have a Brandeis-issued laptop, a suite of security tools is already available to you, but it's important to keep your computer up to date and secure.

• Apply updates: If prompted, apply update(s) to keep your system secure and up-to-date. Here's a quick checklist:
  • Operating system patches or security updates; this includes Microsoft Office (ensures your license is activated and up-to-date).
  • PC users: Be sure to connect to Pulse Secure VPN before applying updates.

• Restart: To ensure updates are applied and maintain the overall health of your machine, it is strongly recommended that you restart your machine at least once a week.
• Maintain a secure online backup of your files: Use Google Drive or Box to safely store your files in the cloud rather than on your local hard drive of your personal computer.
• Use strong passwords: Make sure your computer, laptop or tablet requires a strong, secure password to access it.
• Lock your computer: When your computer is not in use, make sure you lock your computer to prevent unauthorized access.

If you don’t have a Brandeis-issued laptop, you'll need to take extra steps to ensure your work stays secure.

• Apply updates: Enable automatic updates on your computer to keep your system secure and up-to-date.
  • Mac
  • Windows
• Restart: To ensure updates are applied and to maintain the overall health of your machine, it is strongly recommended that you restart your machine at least once a week.
• Install and run anti-virus software: If your personal machine does not have anti-virus software, you must download the software. Anti-virus tools help protect your computer from viruses, malware and unauthorized access.
• Maintain a secure, online backup of your files: Use Google Drive or Box to safely store your files in the cloud rather than on your local hard drive of your personal computer.
• Use strong passwords: Ensure your computer, laptop or tablet requires a strong, secure password to access it.
• Lock your computer: When your computer is not in use, make sure you lock your computer to prevent unauthorized access.

Mac

Go to the Apple menu and choose Lock Screen or press Command+Control+Q. To automatically lock the screen when the screen saver turns on, click Apple menu > System Preferences > Security & Privacy. Click the General tab and select the option to require password after sleep or screen saver begins.

Windows

You can lock your computer screen by pressing Windows Key + L or by pressing Ctrl+Alt+Delete and choosing Lock. To set your PC to lock automatically when the screen saver pops up go to Control Panel > Appearance & Personalization > Change screen saver and then check the box for On resume, display logon screen.

It is highly recommended that you have at least two devices configured for Duo two-step authentication. That way, if you can't access one device, you have another option in order to access university systems. Learn how to add additional devices for two step-authentication.

With collaboration and communication tools, you can continue to work with your colleagues from different locations. Since your work is web-based you can access it from anywhere with an internet connection.

• Zoom is Brandeis' unified communications tool that enables you to hold conference calls or virtual meetings, display documents with meeting attendees, and take calls from your Brandeis extension. Become familiar with Zoom's accessibility features and keyboard shortcuts.
• Google Workplace is web-based and helps you to manage your day-to-day work with Mail or Calendar.  With Google Drive (Docs, Sheets, Slides), you can create content in formats equivalent to Word, Excel and Powerpoint, respectively. You can either share the files with colleagues to view only or for collaboration.
• Box is a web-based document management tool that supports common file formats (e.g., Microsoft Word, Excel). You can share and collaborate with users both within and external to Brandeis.

Store important documents in the cloud rather than locally on your personal computer. Shared and personal files can be accessed easily through Google Drive or Box.

• With Google Drive (Docs, Sheets, Slides), you can create content in formats equivalent to Word, Excel and Powerpoint, respectively. You can either share the files with colleagues to view only or for collaboration.
• Box is a web-based document management tool that supports common file formats (e.g., Microsoft Word, Excel). You can upload, share and collaborate on documents with users both within and external to Brandeis.

If you access secure resources on the Brandeis network, such as departmental file shares or a network drive, you will need to use a virtual private network (VPN) connection. Pulse Secure is the Brandeis-approved VPN application on your computing device to establish a secure connection to the Brandeis network. Learn more about installing, configuring or using Pulse Secure.

You do not need to use VPN (Pulse Secure) to access web-based Brandeis resources and services such as Google Workspace (Mail, Calendar, Drive), Box, Workday or brandeis.edu web pages. If you are a web editor, you will need VPN to access the webtest environment.

Many of our collaboration services work best with broadband which is defined as a download speed of 25 Mbps or greater. You can check your speed, but don’t worry if it’s less. Many essential tools, like Zoom, will adapt to a slower connection.

If you experience a slower connection than you have in the past, here are some tips you can try:

• Collaborate with those around you. Remember, the network capacity where you are working is shared with everyone using the same connection.

• Limit streaming and large downloads while you work. The more things you are trying to do at the same time, the slower your connection will become.

• Try disconnecting or limiting use of non-essential devices. Tablets, phones, smart speakers, smart TVs and gaming consoles all use data, sometimes even when you aren't actively using them.

• Move closer to your Wi-Fi router. Ideally, your device is in the same room as your home router, or you have Wi-Fi extenders to boost the signal in other rooms.

• Restart your router or modem. Most routers have a reset button, or you can reset from your service provider or router's app. If all else fails, disconnect from the power and plug it back in.

• Consider using an ethernet cable. Wi-Fi is prone to interference, signal drops and dead zones. Plugging an ethernet cable directly into your computer from your modem / router gives you a faster, more reliable connection.

• Call your service provider or check its status website to determine if there are any known issues. This will help you learn if the problem is widespread in your area or specific to your home.

• Use a mobile hotspot if all else fails. A hotspot lets you share your phone's data with other devices, such as your laptop, so they can access the internet. Some providers allow you to use your phone as a hot spot. Search the web for “[your data provider] + hotspot” to see the options available to you.

Brandeis systems and services such as Google Apps (Mail, Calendar, Drive), Moodle, Workday, Zoom and Box are accessible without the use of special software. These can be accessed using a web browser from anywhere.

If you need to access a department network drive, file shares or connect remotely to your desktop, you will need to download and install VPN software (Pulse Secure).

Brandeis provides VPN service (Pulse Secure) to all members of the community regardless of location (domestic or international).

In some countries, including China, governments have put restrictions on websites people can access. A commonly blocked website is Google (Gmail). To attempt to circumvent these restrictions, ITS can enable VPN service with full-tunnel mode for those users experiencing issues with their provider or governmental restrictions. Full-tunnel is enabled by the Technology Help Desk by request. By using full-tunnel mode, all internet communications are encrypted between the user's computer and Brandeis.

If you're traveling abroad or for students living in a country with government restrictions, please contact the Technology Help Desk (help@brandeis.edu) to request access to full-tunnel mode.

When accessing Brandeis systems, such as Google Mail, Workday, or Moodle, from on campus, you are using the Brandeis network which has the necessary bandwidth to support simultaneous network traffic. However, when accessing Brandeis systems through a home internet provider (e.g., Verizon FiOS), your connectivity is limited to the bandwidth of your service provider.

If you received a laptop through the computer refresh program or if you purchased a Dell or Apple through the Brandeis online market place and it was imaged by the ITS Help Desk, the machine has the appropriate software to meet Brandeis security requirements. We highly recommend you restart your laptop while connected to the Brandeis network to apply any and all updates your computer requires.

Using a Brandeis-owned machine that has been configured to meet Brandeis security requirements is always the best alternative for conducting Brandeis work whether from on campus or other locations. If you do not have a Brandeis-issued machine, please follow the checklist above to ensure you're working under safe computing practices.

To ensure you maintain a secure computing device when working with university-related data, you are required to have anti-virus software on your personal computer. If you currently don't have an anti-virus application on your personal computer, you can download McAfee for free (Windows, Mac).

Please review the Be Smart About Security and Guidance for Security Workstations for tips on protecting your information.

At this time, ITS is not providing loaner laptops. Loaner laptops are only available if your device is active with the Help Desk for software or hardware repair. Please speak to your department's budget manager to find out if you are eligible for a laptop from the refresh program.

Procurement Services and ITS would like to remind the Brandeis University community of our technology purchasing process and policies. Currently it is against the Computer Purchase Policy and the Brandeis University P-Card Policy to purchase computer hardware with a University P-Card. All computer-related purchases should be placed through MarketPlace+ using the Dell punchout for all Dell products or the SHI punchout for all Apple products.

If you have any urgent need for a computer or computer hardware of any kind before placing an order through MarketPlace+, please email both ITS and Procurement Services and with the specific computer need. We will do our best to help coordinate the best method for order placement.

Brandeis uses Zoom Phone for our phone system. Zoom Phone is part of the Zoom Workspace installation. There is a tab on your Zoom window that allows you to check your voicemail from the Zoom app. Zoom also sends you an email transcript of phone messages.

You do not need to enable call forwarding for Zoom Phone. If you will be away from your desktop or laptop, you can download the Zoom app and enable accepting calls on the Zoom app.

If you experience issues with your Brandeis-issued computer and/or accessing Brandeis systems (e.g., Moodle, Workday, VPN), please submit a request to the ITS Help Desk (help@brandeis.edu or 781-736-HELP).