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Definitions:

• 'Protected health information' or 'PHI' is any individually identifiable health information, in any form or media, whether electronic, paper or oral (includes identifiable information that pertains to any patient or study participant).
• 'VPN' is virtual private network.

UCLA Logon ID; Virtual Private Network (VPN) Clients; Proxy Server; Wireless Network Access; Services Overview; Software Downloads. Windows Software; Mac OS Software; Sophos Antivirus; Software Downloads Overview; Knowledge Bases; Contact BOL. Software Central serves the UCLA community by negotiating, acquiring, implementing, distributing, managing and supporting campus-wide agreements for the software products and services commonly used in support of UCLA's teaching, research and public service missions. If Sophos Antivirus clients have mysteriously stopped updating on Jan 16th 2009, it may be using an outdated security certificate. A new security certificate was put in place for all clients starting Dec 11th. The Luskin School of Public Affairs participates in the Sophos campus-wide implementation. If you work from home we highly encourage you to install Sophos on your home computer or laptop. To download free antivirus software for home or office use, visit the Software Download page (installation instructions are provided). Other software is available as well with. This includes support for both Sophos Central and Sophos Enterprise Console (SEC) managed devices. Brand new customers will have support from mid-February 2021. We will be upgrading all existing customers in stages, between mid-February and early March as per our normal release process.

Volunteers and/or UCLA SRP students who will be using their Personal Device (i.e. laptop, mobile device/phone, etc.) for their assignment as approved by their supervisors and the Volunteer Office, must ensure that usage are within the following parameters:

COVID-19 UPDATE: In accordance and support with the campus and health sciences guidelines, all in-person and onsite volunteering are temporarily PAUSED.

• Remote Volunteering with the use of a personal device (restrictions and other approvals apply, see below) are optional for those eligible and have completed the clearance process. (VPN access is NOT permitted)

NOTE: VPN is NOT permitted to be granted to Volunteers or UCLA SRP students. You do NOT need VPN to perform any of the outlined appropriate remote volunteer duties as listed on this webpage.

Usage, Proof of Encryption, and Anti-Virus/Anti-Malware Software (must be up-to-date) Installation of a personal Laptop must be indicated on your Volunteer Personal Device Form and sent to the designated program coordinator. Proof can be sent in the form of one of the following:

• Email Confirmation from UCLA Health IT
• Screenshot/Photos of Encryption and Anti-Virus/Anti-Malware Software installed and active
• Physical Confirmation from UCLA Health IT

To Encrypt Your Personal Device (VPN is NOT PERMITTED):https://mednet.uclahealth.org/device-security-toolkit/

For UCLA Students (ONLY), you may Install Anti-Virus Software (Sophos):https://www.it.ucla.edu/bol/software-downloads/sophos-antivirus

HS 9453-C Device and Removable Media Encryption:https://www.uclahealth.org/compliance/guidance-policies

Airwatch (Intelligent Hub) installation is required for use of a personal Mobile Device to access Mednet Outlook:

• Departments must ensure Airwatch is properly installed before volunteer/student uses the device for Mednet access.
• NOTE: Having Airwatch does NOT mean the volunteer/students are permitted to access identifiable information of patients or study participants.
• The UCLA Health Sciences Volunteer Office can provide Airwatch licenses for approved volunteers/students.

What are NOT permitted even if personal device is properly UCLA Health encrypted and anti-virus software (i. .Sophos, etc.) installed?

1. Volunteers/SRP Students are NOT permitted to access or store any clinical data or 'identifiable information' regarding a patient/study participant on personal devices OR remotely.
   • 'Identifiable information' includes PHI, Care Connect/EPIC, UCLA Health BOX with PHI, full-face images or video calls, communications and correspondents by phone or email, information which can identify or trace back to the individual, etc.
   • Zoom meetings with study participants/patients are considered identifiable information.
   • For more details on 'identifiable' information or data, please see:https://ohrpp.research.ucla.edu/hipaa/
2. Volunteers/SRP Students are NOT permitted to be granted VPN or remote access to Health Sciences (Mednet) server.
3. Volunteer/SRP Students are NOT permitted to share login information, passwords, or any restricted or UCLA-owned data/information to outsiders or each other.
   • Sharing de-identified UCLA-owned research data requires PI's consent.

UCLA Health IT encrypted and anti-virus software (i.e. Sophos, etc.) installed personal devices (Airwatch for mobile devices) can be used for the following purposes:

1. Non-Clinical and de-identified (non-PHI) data access and storage.
   1. Data and information must be removed from device once your assignment officially ends.
2. Access to non-Clinical and de-identified (non-PHI) databases and systems which requires Mednet ADlogin such as Redcap, UCLA Health BOX, etc.
3. Non-Clinical and de-identified (non-PHI) university related business such as accessing Mednet through the web browser (https://mednet.uclahealth.org/), UCLA Health BOX documents and forms, etc.

UCLA Health IT Encryption is not required if the volunteer/student is using their personal device for non-UCLA Health Sciences related purposes such as:

1. Browsing the internet
2. Searching through public libraries
3. Conducting publically accessible literature review
4. Creating presentations, writings, or reports using publically accessible data or information.

We are responding to our quickly changing work environment due to COVID-19 and are dedicated to supporting your remote work needs. Use this page as a guide to help you get connected and stay secure.

For My Desktop or requests for desktops to be taken offsite, please submit a departmental request.

Last updated: 06-02-2020

Logging in while off-site

At a minimum, all users will need their Mednet username and password as well as DUO for multi-factor authentication in order to access any remote work options and tools.

What are my options for remote work?

Laptop

If you have been issued a laptop from UCLA Health IT, it is secure and ready for remote work. Be sure you have logged into it at least once on the UCLA Health network before taking it off-site.

Desktop

For requests for desktops to be taken offsite, please submit a departmental request. If you are taking a workstation home, UCLA Health IT will remotely install the required software.

A desktop that is ready to go home will have been validated that the following are installed and working properly:

1. Checkpoint or Bitlocker Encryption
2. Sophos anti-virus
3. ClearPass OnGuard
4. Global Protect VPN

For assistance from home, join us on Zoom at https://uclahs.fyi/itconnect during regular business hours or call Customer Care at 310-267-CARE(2273) where specialists are available 24/7 to provide support.

When using your personal laptop/desktop, please ensure that the following requirements have been met:

Minimum device requirements

For encryption, BitLocker (Windows) and FileVault (MacOS) are recommended encryption methods for personal computers and are built-in to the Windows/Mac operating systems specified below.

Please ensure that your device meets the minimum device requirements listed below. For detailed information about encryption, visit the Device Security Toolkit.

How do I locate my Windows version?

How do I upgrade my Windows version?

Please note: BitLocker is not available for all Windows versions.

Windows 10 Education downloads are available to students (free).

VisitUCLA on the Hub to upgrade to Windows 10 Education. You will need to register using your '@mednet.ucla.edu' email address.

Virtual Private Network (VPN)

If you have a personal laptop/desktop and use an application that requires direct connection to the Mednet network, you will need to access these resources through our Virtual Private Network (VPN).

In order to get set up you will need to:

• Install OnGuard

Visit GlobalProtect VPN - Remote Access web page for detailed instructions about installing GlobalProtect VPN and OnGuard.

Remote access to your UCLA Health IT desktop will be provided through My Desktop. Below are the requirements for accessing your desktop.

Please note: Access and departmental approval has to be granted before accessing My Desktop. Department Request Form →

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• The computer name of the device you wish to access
• Citrix

Tools to facilitate remote work

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If you are using a personal computer, you can quickly connect to many applications on the web using just your Mednet login and DUO for multi-factor authentication.

• Mednet email and Office 365 Portal

Active Mednet account holders who have been authorized to use VPN can access resources that are restricted to our internal network. Generally this means you may authenticate once for the VPN instead of authenticating for each resource.

VPN also allows you to use full versions of the installed applications instead of web-based versions. Examples of resources that require VPN include:

• CareConnect Tip Sheets and eLearnings

Box storage for UCLA Health is a HIPAA-Compliant version of Box available to everyone with a Mednet account. Box is an easy-to-use, cloud-based storage solution that will allow you to access your files in multiple locations and on multiple devices, as well as share your files for external collaboration.

Encryption is required for any mobile device used for any University business.

Microsoft Teams is available to the entire UCLA Health Sciences. Teams is available on desktops, web, and mobile to provide a seamless chat and collaboration experience.

All active Mednet users can utilize web and video conferencing using Zoom. Zoom allows you to invite UCLA Health colleagues and external partners to collaborate and meet online.

Review our Guide for Zoom Attendees and Hosts →

Reminders

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Participating employees are expected to take all precautions necessary to secure confidential and proprietary UCLA Health and patient information and prevent unauthorized access to any UCLA Health systems from their offsite location in accordance with UCLA Compliance Policies.

Work done at the remote worksite is considered official business, release or destruction of any records should be handled according to Privacy and Information Security standards. Computerized files are considered official records and shall be similarly protected.

As many of our meetings and learning environments have transitioned to online, it is important to quickly learn best practices for using meeting platforms such as Zoom. Be an informed and empowered meeting host and take precautions to reduce your vulnerability to uninvited attendees. This will ensure the content of your meetings remains secure and safeguarded against disruptions.

Exercise caution in handling any email with a COVID-19-related subject line, attachment, or hyperlink, and be wary of social media pleas, texts, or telephone calls related to COVID-19. While we do have in place very robust tools to protect our IT systems, our defense against these types of attacks is stronger when each of us does our part.