The University of Colorado system office is taking preventive measures against the coronavirus (COVID-19) to ensure the health and safety of our community.

See President Mark Kennedy's statement on steps to ensure the health and safety of our CU community.

Letter to Colorado’s Congressional delegation from President Mark Kennedy and other Colorado higher education presidents and chancellors

Remote Work

CU system administration (1800 Grant St, Broomfield, and other locations) employees are required to remotely, until at least April 16. We continue to monitor local, national and global public health recommendations to mitigate the transmission of COVID-19.

Supervisors have notified all employees who will work remotely. Employees for whom it is not feasible to immediately work from home should work with supervisors to determine steps needed to do so and the manner in which they will perform their responsibilities. While some mission critical staff will remain on premises, on-site activity should be limited to conducting critical tasks.

The UIS Service desk is ready to support technical needs to work remotely.  Please send an email to help@cu.edu with any questions and/or requests.

Remote Work Technology Resources and FAQ

With many CU System Administration staff working remotely, the following resources will keep you connected and aid in making your work more productive. 

Technology purchases

I need to purchase equipment. What are the steps I need to take?

CU System employees have realized they need additional equipment or software to effectively work remotely. 

Here are a few reminders on our purchasing processes and policies:

  • Getting started: The UIS Service Desk is available to assist with purchasing IT-related equipment, but departments are responsible for funding these purchases. To initiate the process, please email the UIS Service Desk, making sure to include manager approval and Speedtype on all purchasing requests.
     
  • Purchase and delivery: Technology purchases using CU funds, including those made with a department’s Procurement Card, must be properly imaged, installed and asset tagged. This ensures the item is secure, inventoried and that you can access the CU-specific applications you need. Therefore, all IT purchases must be shipped to the System Office:
    Your Name
    Attn: UIS Service Desk
    1800 Grant Street STE 200
    Denver, CO  80203
     
  • Set an appointment: The Service Desk is also practicing social distancing as much as possible but will be available in-person on select days from 10 a.m. - 2 p.m., by appointment only. The Service Desk will contact you when your order is delivered. For software purchases, they can install remotely. For physical equipment, they can either schedule an appointment time when you can come and pick it up or leave your equipment at your desk (or other secure location) once it has been properly imaged and asset tagged.
     
  • Special requests: In special situations (higher risk individuals, those with immunocompromised persons in their home, anyone out of the state, etc.), the Service Desk may be able to ship your equipment to you after it has been properly imaged and asset tagged. Please contact them before completing the purchase to understand the options available. 

I've already ordered an item. Is there anything else I need to do?

If you have already made an IT equipment purchase and had it delivered to your home address, reach out to the UIS Service Desk immediately to determine what additional steps must be taken.

Connecting to work files

What do I do if my machine is sluggish in connecting to CU applications?

Before contacting the Service Desk, check your internet plan and run a remote internet connection using a broadband speed test like Speedtest or Fast. If the results are not around what you are paying for or you are unsure of your internet plan, contact your internet provider.

If your results are fine, but your connection still is not, check the UIS website for known Service Alerts. Report any outages or issues not listed to the UIS Service Desk by calling 303-860-HELP (4357) or emailing help@cu.edu.

If you would like to receive communications regarding service interruptions, sign up to receive RAVE alerts.

Why can’t I connect to a CU-specific application?

If you are having issues connecting to a CU-specific application, first make sure you are connected to the VPN, then log in using your normal process and credentials.

If you still cannot connect, contact the UIS Service Desk by calling 303-860-HELP (4357) or emailing help@cu.edu.

What is VPN and why do I need it?

VPN is a Virtual Private Network that allows you to send and receive data on your own network as though you were directly connected to 1800 Grant’s private network.

You must be connected to the VPN in order to connect to CU applications, access your personal P: drive and any shared drives, and to ensure you receive the regular (and often critical) updates pushed out to your machine by the UIS Service Desk.

For detailed instructions, please review the Service Desk’s How-To Guides on VPN:

Still having issues? Contact the UIS Service desk by calling 303-860-HELP (4357) or emailing help@cu.edu.

What is Remote Desktop and do I need it?

A Remote Desktop allows you to access and use your work computer from another device. This is beneficial to those who will be working remotely and have a desktop computer, as opposed to a laptop or were unable to take their laptop out of the office.

To connect to your work computer using Remote Desktop, you do need to know the computer name you are trying to remotely connect to. Those instructions are detailed in the How-To Guides below, but can also be obtained by a Service Desk technician during regular business hours.

Please review the Service Desk’s How-To Guides on connecting to a remote computer:

How do I get to my network drive / P: drive?

To access your network drive / P: drive, you must first connect to the VPN. You can then open your File Explorer and access drives as usual.

Still having issues? Contact the UIS Service desk by calling 303-860-HELP (4357) or emailing help@cu.edu.

Collaboration tools

What is Teams and why do I need it?

Microsoft Teams is a communication and collaboration platform that provides you ways to send instant messages, meet with others via phone or video, share screens, and collaborate on documents. Microsoft Teams will be essential in ensuring that you are able to effectively collaborate and stay connected to others, even while working remotely. It should already be installed on your computer.

You can use Teams for audio and video calls, so it is a great alternative for those without a Zoom license or if Zoom runs into connectivity issues. 

Please review the Service Desk’s How-To Guides on Microsoft Teams for more details:

Still having issues? Contact the UIS Service desk by calling 303-860-HELP (4357) or emailing help@cu.edu.

What is Zoom and how does it work?

Zoom is used for video conference, webinars and large meetings. You don’t need a license to join a Zoom meeting, but you do need a license to setup and host meetings. CU System has ensured that it has enough licenses for all its employees.

Like with Microsoft Teams, Zoom will be an essential tool used to communicate and collaborate while many of us are working remote, so please send your request for a Zoom license to help@cu.edu.

Need help getting started?

I have Zoom installed, but I’m having issues connecting when I try calling into a meeting. What do I do?

Due to increased volume, many people are reporting issues with call-in numbers being overloaded, resulting in problems connecting or being dropped from calls.

To circumvent this issue:

  • Please try joining the meeting using the Zoom meeting link and using Computer Audio, instead of via a phone call.
  • If that doesn’t work, you can also use Teams for audio and video calls and to share your screen, so it is a great alternative to Zoom when connecting to others.

Still having issues? Contact the UIS Service desk by calling 303-860-HELP (4357) or emailing help@cu.edu.

Phones

How do I forward my phone calls?

Each CISCO phone has a way to forward your office phone calls to another number. Looking at your phone screen, select either the “CFwdALL” option, or a “Forward All” option. After you hear 2 short beeps, enter the phone number calls should be forwarded to (including +8 1). The phone will beep once and a message saying “Forwarded to 81##########” will appear on the phone screen. If you do not see this message on your screen, please hang up and try again.

At this time, there is no way for remote users to forward phone calls themselves, but the Service Desk Technicians can help you with this. Please submit a request to the UIS Service Desk by calling 303-860-4357 (HELP) or emailing help@cu.edu.

Support

What do I do if my CU machine crashes while I’m working remotely?

The UIS Service Desk will still be available for any equipment issues you run into, with technicians available onsite select days from 10 a.m. - 2 p.m. by appointment only. You’ll follow the same process as if you were in the office.

  • First, contact the UIS Service Desk by calling 303-860-4357 (HELP) or emailing help@cu.edu for troubleshooting solutions.
  • If those prove unsuccessful, it may be necessary for you to come into the office for service.

Will UIS come to my house and support my technology?

No, the UIS Service Desk will not be available to physically come to offsite locations to support technology, but will be available at 1800 Grant on select days from 10 a.m. - 2 p.m. by appointment only and provide remote assistance to supported devices.

Please note: The Service Desk is able to offer best effort support and basic troubleshooting techniques for personal/non-standard equipment (ex: modems, personal printers, cell phones, etc.), but recommend reaching out directly to your provider for their expertise.

 

Leave Guidelines

General rule

Work from home, unless your duties are deemed mission-critical.

Mandatory quarantine

Under the following circumstances, employees will record the time as Sick Leave:

  • individuals with confirmed COVID-19, 
  • individuals showing symptoms and under investigation of COVID-19 

Mandatory isolation due to other factors

Mandatory isolation guidelines apply to the following:

  • Individuals in close contact with a person who has tested positive for COVID-19, or 
  • Individuals returning from certain countries. Per the CDC, stay home for 14 days from the time you left an area with widespread, ongoing community spread (Level 3 Travel Health Notice countries). View the list of the Level 3 Travel Health Notice countries.

In this scenario, the following leave criteria apply:

  • If the individual continues to work remotely, nothing needs to be altered in CU’s time tracking systems. 
  • If the individual cannot work remotely, and the individual is not sick, the mandatory isolation time should be coded as Administrative Leave, with supervisor approval.
  • If an individual begins to show flu-like symptoms, their leave should be changed to Sick Leave. 

The privacy of sick employees will continue to be important. Do not communicate an employee’s health status to individuals who do not have a legitimate need to know.  

For questions about leave, please contact System Human Resources, at 303-860-4200 or SystemHR@cu.edu.

Paid Leave

  • CU System will provide paid administrative leave, at supervisors’ discretion, to those healthy employees who are quarantined and not able to work from home. The leave will extend for the period of the quarantine.
  • If deemed necessary, an employee may use administrative leave to stay at home with affected children or dependents through April 6. Employees who need administrative leave should consult with Human Resources before use. 
  • Reasons that an individual may not be able to work from home: 
    • Job duties not conducive for remote working 
    • No access to laptops, home internet, etc.

Sick leave

  • If the employee begins to show symptoms or is caring for sick individuals, the employee should record the time as sick leave and is not required to work remotely.
  • Privacy will continue to be important as to not release information on individuals who have been diagnosed.
     

Canceling vacation time

  • If an employee cancels an approved vacation request, for whatever reason, the vacation time will not be spent and will be added back to the employee’s vacation balance.

For questions about leave, please contact System Human Resources, at 303-860-4200 or SystemHR@cu.edu.

CU Health Plan, Benefits and Payroll

Large Gatherings

To minimize the potential spread of coronavirus, events or face-to-face meetings (on-site and off-site events sponsored by the university) should be avoided. Meetings should be virtual, when feasible.

Business Travel

See Travel & Procurement updates related to the Coronavirus.

  • All non-essential business travel has been suspended through May 31.
  • All CU system employee international and domestic travel will require approval from the president’s delegate, Leonard Dinegar.
  • To facilitate this level of approval, pre-approval for all travel, domestic and international, is required through Concur Request before booking airfare for business travel.
  • Book your travel through the university’s managed travel program, using Concur or Christopherson Business Travel. This allows CU to monitor your travel location and provide assistance should you encounter a health, emergency, or security issue. This is especially important during the COVID-19 outbreak. 
  • Internet airfare purchases (i.e. booking outside of the travel program) are prohibited during this critical health crisis. If you book your university business travel through the internet before travel restrictions are lifted, you will not be reimbursed for your out-of-pocket airfare bookings. (Note: If you are in travel status and need to get home, exceptions are made for out-of-pocket airfare in these cases.)

If you have questions, please contact Shannon.Miller@cu.edu or call 303-764-3457.

Office cleaning at 1800 Grant

Commercial Cleaning Services is taking the following precautions in response to COVID-19:

  • Janitorial services will be performed once a week, on Fridays.
  • Instead of using all-purpose cleaner, crews are now using a medical-grade disinfectant cleaner for all areas.
  • Day and night staff will clean all the touch points as often as possible. This includes elevator bottoms, door handles, push doors, light switches, hand rails, restrooms, etc.
  • A hand sanitizer station will be placed in the main lobby.