Before You Leave Campus

Here is a list of recommendations for protecting your computer and data before you leave, and when you return to campus. Then while you are away, is a list of suggestions for accessing your information off campus and staying in touch with Baylor events while at your destination.

Before You Leave
When You Return
While You Are Away
What if I'm a student?

Before You Leave . . .

Computer and Data	Phone/Smartphone	Email
Software and System Updates Encryption VPN Update Password Baylor ID Card Physical Security Loaner Laptop Backup Filesharing	Voicemail	Outlook "Out of Office" Outlook Web Access

Software and System Updates
The latest updates and fixes available from Microsoft protect your computer and keep it running smoothly.To make sure your computer has the most current updates, University computers should be left on weekday evenings. This is to ensure timely backups and patching. Please log off your computer, but do not shut down. If a device is powered off or unavailable, the device will get the update the next time that it is on the network. Most software upgrades/patches will require a reboot of your computer. When this occurs, the next time you log into your computer, the device will require a restart. For more information, see the Software and System Updates webpage.

Encryption
All Baylor laptops must have encryption software installed on the computer. All desktops which store sensitive information (defined as protected or higher on https://www.baylor.edu/its/index.php?id=83590, ex: social security or driver's license) must have encryption software installed. Call the Help Desk prior to your departure to schedule a time for the installation of encryption software if you do not have any and feel that you need it.
Self-Service keyword(s): encryption

VPN
Configure your computer for VPN for access to secure Baylor systems such as Banner, Trax, or BearQuest. To configure your computer for VPN, please see the VPN webpage.
Self-Service keyword(s): VPN

Update Password
Change your password before leaving campus for an extended period of time. If your password were to expire while off campus or if you decide to change your password while away from campus, it requires more steps to make sure that all passwords are synchronized. If you change your password while away from campus and you use a laptop, you will need to use your old password to log into the laptop and your new password to access your email, Canvas, etc. It is preferred to change it while connected to the Baylor network. See the my BearID page for more information.
Self-Service keyword(s): update password

Baylor ID Card
If you should lose your Baylor ID card while traveling, call the Baylor ID office immediately at 254-710-1965 or you can deactivate it real-time from the Parking and Transportation Services website.
Self-Service keyword(s): lost Baylor id

Top of Page

Physical Security

• Using a laptop:
  Take extra measures to protect the computer and all the data stored on it. Treat it like cash, keep it locked, and don't leave it on the floor or in your car. Pay attention in airports and turn on the "lock" feature on your screen saver. Report any stolen laptop immediately to the local authorities and if it is a Baylor computer, contact the Help Desk at 254-710-4357. If after hours, record a message. For more information, see the Physical Security webpage.

• Leaving desktop in your office:
  Make sure to turn on the "lock" feature on your screen saver, then turn the monitor off. To "lock" a PC, hold down the Windows Key and press the letter "L". To "lock" a Mac, click the Lock icon on the top menu bar. Take extra measures to protect the computer by leaving it in a locked office.
  Self-Service keyword(s): physical security

Loaner Laptop
If you have only a desktop computer and want to take a laptop computer with you, you may want to consider using a loaner laptop. ITS has Dell and Macintosh laptops, LCD projectors, digital cameras, and a limited number of iPads available to faculty and staff for checkout when needed for travel, a special presentation or project, etc. The equipment is available on a first-come, first-served basis. The normal checkout period is two weeks. To reserve one of these units, contact Hardware Services at ext. 6520. Hardware Services is located in the 5th Street Parking Garage.
Self-Service keyword(s): Laptop Loaner

Backup
The CrashPlan Pro backups are continuous. To check the date/time of your last backup, log into the CrashPlan Pro application. For more information about CrashPlan Pro, click here.
Self-Service keyword(s): backup files

Filesharing
If you will need access to large files, before leaving, transfer files to Box where they can be accessed via the internet. For more information, see the Box page.
Self-Service keyword(s): Box

Top of Page

Phone

Voicemail
Change your voicemail message to notify callers you are gone. You can leave a different voice message for outside calls versus inside calls. You may want to use a temporary greeting. For instructions on setting a temporary greeting, see the Voicemail information page.

Know your voicemail password. Contact the Help Desk if you need help changing it. If you plan to check your voicemail messages while you are away, you will need to know your password.

You can also set up a revert feature so callers can press "0" to access another number in the department. For more options, see the Voicemail information page.
Self-Service keyword(s): voicemail

Top of Page

Email
Turn on your Outlook "Out of Office" assistant.
You may enter two separate "Out of Office" notes or simply make them the same, but it's your choice. For more information, see the Email Documentation page.
Self-Service keyword(s): out of office notification

If you do not plan to use OWA (Outlook Web Access) when off campus, you will need to set up the full version of Outlook. For more information see the Email Documentation page.
Self-Service keyword(s): Outlook setup

Top of Page