Alternate Work Locations

Texas A&M University supports flexible work arrangements, including working from an Alternate Work Location (AWL) such as home, when it benefits both the employee and the university's operational needs. Whether you work remotely occasionally or on a regular basis (partially or fully remote), it's crucial to maintain the same level of security and data protection as you would on campus. An AWL arrangement is a privilege, not a right, and requires formal approval through university processes.

This guide outlines key security responsibilities and best practices for working effectively and securely from an alternate location.

Your remote workspace should be treated with the same security mindset as your campus office:

Physical Security

Designate a specific work area where university equipment and sensitive information can be reasonably secured from unauthorized access by family members, visitors, or potential theft. Lock your computer screen when stepping away. Secure any physical documents containing confidential university data.

Network Security

Ensure your home Wi-Fi network is secured with a strong password and uses robust encryption (WPA2 or WPA3). Avoid using public or unsecured Wi-Fi networks (like those at coffee shops or airports) for accessing or transmitting sensitive university information.

University data must be protected regardless of where you are working:

Data Classification

Always handle university data according to its classification level (Public, University-Internal, Confidential, Critical). Refer to the Data Classification guide for details.

Device Usage

A requirement for alternate work locations is to use a university-owned & managed device to perform work, and never a personally-owned device (SAP 33.06.01.M0.01 § 1.4.1).

Secure Storage and Transmission

Save work files to university-approved storage solutions (like OneDrive, Google Drive, or designated network drives accessed via VPN) rather than local drives on personal devices. Use university-approved methods like encrypted email or secure file transfer tools (like Filex) when transmitting sensitive data.

Data Disposal

Securely dispose of any printed materials containing sensitive university information according to university record retention and data disposal guidelines.

Use Secure Networks

Avoid public Wi-Fi for sensitive activities. Always verify secure connections by checking for the lock icon and https:// in your browser's address bar when accessing university applications. If you have to access computer systems located behind the campus firewall, use a university-approved VPN service.

Authentication

Always protect your NetID credentials and use Duo multi-factor authentication as required.

While working remotely, it's important to remain accessible and connected:

• Maintain reliable internet connectivity.
• Be available via university email, phone (consider call forwarding or softphone options like Jabber), and collaboration platforms (like Microsoft Teams or Zoom) during your agreed-upon work hours.
• Keep your supervisor and colleagues informed of your availability and work progress.

Report any suspected security incidents, data breaches, or lost/stolen university equipment immediately to Help Desk Central or the Security Operations Center (SOC), just as you would if working on campus.

Resources

Texas A&M provides resources to support secure and effective remote work:

• Technology Support: Contact Help Desk Central (979-845-8300 or helpdesk@tamu.edu) for technical assistance.
• HR Guidelines: Refer to guidelines from the Division of Human Resources and Organizational Effectiveness regarding flexible work arrangement policies and approvals.
• IT Resources: Utilize IT-provided tools like VPN, Microsoft 365 (including Teams and OneDrive), Zoom, and secure file sharing options.

By adhering to these security practices, you help protect university data and systems while enjoying the flexibility of working from an alternate location.