ITS has partnered with the University Libraries and the Division of Finance & Business to ensure that the campus has access to IT services for the duration of the energy savings initiative--no matter where you're working. This document is designed to provide an overview about the availability of IT services during the limited operations period, and how to access them if you’re working from an alternate work site. Detailed information is available on ITS FAQs.

The ITS HelpDesk and the Telecommunications Service Center will follow regular hours of operation with the exception of the Christmas and New Year's holidays.  All ITS offices will close at 12:00 noon on Wednesday, December 24 and remain closed on December 25 & 26. Offices will also be closed on January 1 & 2.

Working from your usual location:
Even though the heat is turned down, IT services will be up and running. Should you remain in your usual work location, you'll be able to access all IT services throughout the energy savings initiative. If your office will be closed or operating on a limited schedule, you may wish to change your out-going voicemail message accordingly. 

Working from the University Library:
LI-137A will be reserved for University employees from December 20-January 4. All PCs in this area will be set up to provide employees with access to the majority of IT services available on their desktop. This includes Windows network shares, the ability to check email via WebMail and Outlook Web Access, and use of most web-based services. Additional network computers are located in the Information Commons (LI-103, LI-106). Wireless access is available throughout the Library, so employees may elect to bring a laptop. Arrangements will be made for limited printing services. 

The Library will provide at least one semi-private area for employees to check voicemail and return phone calls. The telephone in LI-137A can be used to call 911, other campus locations, or to make local and long-distance calls with a phone security code (PAC). Offices will not be able to forward calls to the Library. Those intending to relocate there should be prepared to work with limited access to telephone services. This may include changing your voicemail message to reflect office operations.

Employees planning to work in the Library should be prepared with their NetID and password, the path(s) for mapping a network drive(s) and their PAC code for local and long-distance calls. For instructions on how to access voicemail from another telephone on campus, visit http://www.albany.edu/its/instructions_voicemail.htm.

Working from off-campus locations:
Even staff working from off-campus locations can access the majority of IT services available on their desktop. All employees can download Virtual Private Network (VPN), a program that provides secure off-campus access to Windows network shares and Outlook, free of charge. All you need to use this service is access to the Internet. To download VPN, visit http://www.albany.edu/its/vpnfromhome.htm.

Depending on how your office plans to handle telephone calls, you may need to change your voicemail to reflect office operations during the Energy Savings Initiative. Telephones may be forwarded to off-campus locations. Instructions are available at http://www.albany.edu/its/3869.htm. For instructions on how to access voicemail from an off-campus location, visit http://www.albany.edu/its/instructions_voicemail.htm.

Employees planning to work from off-campus locations should be prepared with their NetID and password and the path(s) for mapping a network drive(s).

A few other tips:
There are a limited number of specialized services which cannot be accessed from the Library or an off-campus location. Notable exceptions include the access of applications managed by the SUNY System Administration and Office of the State Controller (these applications are accessed via the CENT gateway using Host Explorer). Please plan your work accordingly.

Where are you storing the documents you'll need during the energy savings initiative? If you're relocating to the Library or an off-campus location, be sure to move items on your hard drive to a Windows network share. Please note the paths you'll need to map to all network drives you want to access, as ITS will not be able to assist you with the location of specific files.

If your office receives email in a general mailbox (such as cio@albany.edu), make sure you know its alias so you can check messages via Outlook Web Access. If you aren't sure of the alias, the ITS HelpDesk can assist you. If this mailbox will be checked with less frequency during the energy savings initiative, you may need to set your Out-of-Office assistant or create a rule that reflects office operations accordingly.

Some of the IT features you use in your daily work are unique to your desktop; Internet bookmarks are a good example. If you have bookmarks you use regularly, you may want to copy a list of the URLs you visit often and save them on your network drive.

The best way to make the energy savings initiative a success is good planning. ITS recommends identifying the work that needs to be done and testing access in advance. This will give you plenty of time to contact the ITS HelpDesk or Telecommunications Service Center (518-442-4000) if you need any assistance. Don't forget to do your part by turning off your computer, monitor and printer when not in use!