Virtual Leuphana: Remote working

The challenges of research, studying or working from home require teachers, students and employees of Leuphana to take a high degree of personal responsibility, prudence, flexibility and also creativity in reorganising their respective processes.

Our cooperation in research, studies and administration should continue to be characterized by trust and appreciation. Even if we no longer meet every day in person in the office, in a meeting or in a seminar room – and personal conversation at the doorstep is no longer the norm – we will need new forms to express our community.

What can you as a supervisor, employee, professor, lecturer or student do to maintain a good exchange with your colleagues and fellow students? What technical possibilities can you use with your colleagues to maintain a good level of communication and information even at a distance?

Screen sharing

Users who work with an Apple desktop computer can access their work equipment in their home office with private hardware via screen sharing. Since this procedure has special security requirements, please contact the IT Service department, which will advise you on how to implement it.

Chat Conferences

RocketChat is an Instant Messenger comparable to WhatsApp or Slack, but is run locally at Leuphana University. You can share synchronous or asynchronous written conversations and files. Connected to RocketChat is Jitsi Meet, a tool for video chats and small video conferences.

Cultural tips for virtual collaboration

We would like to give you a few suggestions for cooperation on a cultural level in geographically separated teams:

  • Have confidence in the motivation and self-management skills of your colleagues.
  • Have patience and forbearance in dealing with possibly unfamiliar technology.
  • Create a good measure of commitment and flexibility.

This can mean in concrete terms:

  • Arrange "virtual presence times" together, but also absences and unavailabilities and clarify how these are to be communicated within the team.
  • Especially for managers: Be "present" - in the form of telephone calls, e-mails, video conferences.
  • Take advantage of the opportunity to keep a shared calendar - so that everyone can see at a glance who is available for work.
  • Even if the mail is written quickly: Talk more on the phone or on the screen and write less - not only can details be clarified more quickly, but you also stay in more personal contact.
  • Look for regular appointments with all your colleagues to meet in a telephone or video conference: A video conference once a week, for example, ensures that you meet at least virtually at regular intervals.
  • In addition, set core hours for communication with each other.
  • A short greeting through the open door, a question asked to a colleague over the desk - these informal interactions are very valuable in everyday life. RocketChat is ideal for transferring them to mobile working at a distance. Various channels can be used to organize topics. For example, planned absences can be communicated directly within the team.
  • Make binding rules on responsibilities for new tasks during this time: Who sets up collaboration tools such as calendars or video conferences, if necessary?
  • Discuss with each other which activities are suitable for the home office and stay in touch - especially for managers: Don't leave your employees alone.
  • Communicate transparently, both internally and externally, how your team is currently organized and when employees are available.
  • If necessary, regulate the offer of telephone consultation hours in the team and ensure availability for internal and external inquiries.
  • Also use the time to experiment with the technical possibilities, allow yourself to make mistakes and learn together.
  • Take good care of yourself and each other in social isolation. Therefore, use a small time block in the video conferences to do a short "check-in" with the employees, a sentence about what the mood is like right now or what the employees are currently occupied with.

    And last but not least: Feel free to make use of our internal consulting services for technical as well as organizational matters:

 

Sync & Share

The Sync&Share service in the Academic Cloud is ideal for collaborative work on documents. You can even edit documents synchronously in your browser (similar to Google Docs) and integrate their directories in the Academic Cloud into your file system.

Terminal server

Persons who have previously worked with domain registration under Windows can use any hardware in their home office to access a largely familiar work environment via a terminal server. The terminal server provides a desktop that contains essential user-specific resources such as the personal mailbox in Thunderbird, the personal home drive, and bookmarks/favorites. You have access to standard applications such as Microsoft Office or Internet browsers. Special terminal servers have been set up for some areas or departments, which also allow access to department-specific applications such as HIS SOS / HIS POS etc. The use of a terminal server requires the local installation of the Microsoft Remote Desktop, a Leuphana account and a VPN connection.

Please note that the terminal server can't be used for video conferences.

Setup of the terminal server access

The remote desktop client and the required RDP configuration are delivered to the respective departments. The coordination takes place via the respective department heads, deans or institute management and the MIZ.

If you have any questions regarding the terminal server, please contact the IT-Service (it-service@leuphana.de)

Please note

The IT service is currently only available to users from the home office by e-mail from your Leuphana e-mail address. The necessary measures are currently being examined to ensure that the service can be reached by telephone. Further information is available here.

Video and telephone conferences

With GoToMeeting you can start video and telephone conferences with up to 250 participants. In the next few days the service will be rolled out for Leuphana across the board. Currently you can set up a fully functional test account on the GoToMeeting website and test the tool for 14 days to familiarise yourself with the technology.

https://www.gotomeeting.com/

Set up a conference room

After setting up a test account, you can independently set up various persistent or time-controlled conference rooms.

Conference call

For a meeting / conference a telephone dial-in is always possible via a German dial-in number and an access code, in order for you to use a conference room for telephone conferences. Please note that you must first start the meeting online before the participants can join by telephone.

Please note

In addition to the GoToMeeting service, we also aim to provide ZOOM, but are still in coordination with the provider.

VPN

A VPN connection allows your computer encrypted access to the Leuphana university network. Your computer only needs to have access to the Internet at home. With the help of a VPN tunnel, university members can access resources (e.g. terminal server, file server, e-books, e-journals etc.) from anywhere – which would otherwise only be available within the campus network.

You can also contact the IT Service by e-mail (it-service@leuphana.de).