Guidance for Leaders

IT SECURITY & BEST PRACTICES

Requirements

• Follow all USC IT security policies

• In consultation with IT support staff, ensure you keep up with software updates; don’t delay them

• Use two-factor authentication in accordance with USC standards

Recommendations

• Use the VPN for access to campus applications

• Avoid public wi-fi unless connected to VPN

• Refrain from storing files locally on your computer

• Secure your home wi-fi router with a strong password

Resources

• Office of the Chief Information Security Office - Quick Reference Guides

• Ways to Strengthen Home Wi-Fi Network Security

• Keeping USC’s Data Safe by following Best Practices • Avoid clicking on unknown or suspicious links

• Be aware of surroundings and use a virtual background on Zoom to avoid oversharing

• Have a backup plan (e.g., commute to campus, mitigate single points of failure) in case of power or internet outage

Working from home provides employees with flexibility, but it is important that we have the tools and best practices to make our home environment as safe and secure as the office environment. When in doubt, or if you encounter any difficulty be sure to get help from your local IT support and/or HR Partner. 24

EQUIPMENT & RESOURCES

Resources are provided according to business need and state requirements.

On-site Hybrid Fixed Flexible / Remote

Workspace / duty station

Provided

Provided on-site, but individually assigned space not guaranteed depending on departmental space needs; Employee responsible for providing an appropriate off-site workspace Employee responsible for providing an appropriate off-site workspace, no individually assigned space on-site

Technology

Office Supplies

Provided According to business need, provided laptop, 1 monitor and docking station on-site, 1 monitor and docking station at remote workspace According to business need, provided laptop, 2 monitors at remote workspace

Provided Provided on-site Pick up on-site or option to ship to employee

Office Furniture

Provided Provided on-site; employee responsible at remote location Employee responsible

Work Phone

Travel, Transportation, and Parking

Provided Provided on-site; soft phone may be used at remote location Soft phone provided as part of campus transition to Zoom phone

Provided

Provided on-site; See technology stipend procedure to determine employee eligibility See technology stipend procedure to determine employee eligibility

Employee responsible, see transportation and parking for options

GUIDANCE FOR LEADERS (1/2)

To be successful in this new way of working, long-term, we should be open to developing new habits and thinking differently. As leaders, you will play a key role in this transition.

1. Consider the Work Arrangement:

• On Site, Hybrid Fixed, Hybrid, Remote • Work Arrangements are based on the role, not the person in the role • Success in this new way of working requires mutual trust and accountability

2. Think Differently / Get into the right mindset

• Consider Trojan Thinking – see appendix • As leaders, you are key to fostering an inclusive and engaging environment for all employees, regardless of work arrangement or work location

Think differently about Focus more on

Attendance in the office, work hours, work location, physical proximity Flexibility, high performance, service to constituents, culture, how work gets done

3. Engage your Team

• This will be different for your team, so you will need to spend time talking through what it means for how your team will work together • Make sure to discuss the days you expect each team member to be in the office, their hours, performance expectations, and flexibility related to critical meetings/business needs