July 1998

Delphi Question: Computing-network access at home

Question #439 (received 11 May):

In its 21 April e-mail to all employees, the Employee Activities Committee (EAC) announced an arrangement with a private firm for Internet access at a very reasonable cost to interested staff. In a conversation recently overheard in the cafeteria, I learned of another Internet service provider with a far more reasonable monthly rate. The individual who was speaking, apparently a programmer, was commenting to others that he has unlimited free access to the Internet from his home computer through a modem connection to the NCAR computing network. He mentioned that he has had this access for quite some time and noted that his situation is far from unique. Apparently, he and many of his fellow programmers know whom to contact in the hierarchy of NCAR computing about setting up a full-access remote connection (not just e-mail) and have done exactly that.

No doubt the permission for this access was granted under the auspices of his work-related activities, but that principle could apply to dozens, if not hundreds, of employees. I think most would agree that it's a stretch to call this type of after-hours use "telecommuting," but gthat's probably how the original plea was made. Unfortunately, this unadvertised UCAR benefit reeks of the "good ol' boy" system, where knowing the right people in the organization grants access to special privileges. Many of our staff, across all work disciplines, can easily justify full remote access to the NCAR network of computers for occasional work-related tasks when not at the office. It seems only fair that the advantage enjoyed by this employee and others like him should be equally applied across the whole of the staff. Much hyperbole has been broadcast lately about the importance of equity within the organization. I believe this issue falls squarely into that arena.

I have several questions regarding this matter:

1. What rules determine eligibility for those requesting full remote access to the NCAR computing network?

2. How many employees in the entire organization are currently granted full remote network access under the auspices of work-related need?

3. Whom can interested staff and I contact so that we too can obtain this type of network access?

Answer (27 May):

This question raises some important issues regarding the use of UCAR-supplied equipment for business and personal use. The UCAR/NCAR Management Committee has recently discussed the appropriateness of employees' personal use of UCAR computers, particularly as it relates to the Internet and Web pages. Generally, the computers at UCAR are supplied by the U.S. government and remain U.S. government property. As such, the equipment is to be used for UCAR business only. Employees may use the equipment for minor incidental personal use on a very limited basis only.

At a recent UMC meeting, it was suggested that the EAC look into discounted packages of Internet service providers (ISPs) so that employees would have a way to have personal access to the Internet. The EAC did so, and in April an ISP with reasonable monthly rates was announced to all staff.

UCAR has provided employees with remote access to its network for quite a while. Over 500 employees have dial-in capabilities for various services, including e-mail, remote access to files, and access to UCAR applications such as Bi-Tech. Depending on the type of access, employees may be able to use the Internet from a remote location. The dial-in capabilities may be supplied by the employee's program or through SCD. Programs and divisions control access to their own systems, if any; SCD sets up general dial-in and PPP (Point-to-Point Protocol) accounts on a request basis with program or division approval. Employees who need remote access for UCAR business reasons should contact their local system administrator for help in setting things up.

The accounts supplied by SCD merely provide access to UCAR's network, and SCD does not provide other technical support for setting up remote access. Setting up a connection via an SCD account requires advanced technical knowledge. Dial-in capabilities through a program vary, and your local system administrator can answer questions concerning approval and set-up. The resources provided for remote access are limited and busy signals are fairly common.

Once an employee has remote access to UCAR's network, the employee is bound by the same restrictions as for on-site access. The system is to be used only for UCAR business and not for personal use. Because of the nature of many employees' work, it is common for them to check and respond to e-mail from home or while traveling. Employees may transfer files from work sites to home, check calendars, use other UCAR applications, or even use the Internet, but only as they would while at work. Personal use is not authorized.

Employees who have justifiable reasons for remote access to UCAR's network are generally provided with such access. The set-up of the account is fairly complicated and requires a fair amount of time, so the reason for access needs to be balanced with the resources required to set it up. An employee who may want to check e-mail occasionally may not have a justifiable reason for a remote-access account. Your division or program administrator can provide additional information.

Employees who are looking for access to the Internet for personal use should look into an account with an ISP. There are various national providers and the EAC has a Web page with information about the ISP that is offering discounts to UCAR employees. ISPs can provide software and support so that set-up and use are fairly user-friendly. Some ISPs have upgraded to 56K modems and can provide faster service than SCD does through its PPP accounts.

--Bob Roesch, Human Resources manager

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Edited by Bob Henson, bhenson@ucar.edu