Remote Desktop

Remote Desktop (MyDesktop) access is limited, temporary, and subject to case-by-case approval by the UCLA Health Sciences Volunteer Office. Remote Desktop access is a privilege and must be used strictly within approved Volunteer and Health Sciences policy guidelines.

All requests must be submitted to [email protected] for review before access is granted.

This process must comply with previously stated Volunteer Guidelines and Health Sciences policies (including HS 9457 Minimum Security Standards and related device security policies).

Eligibility Requirements

All of the following must be met:

• The individual must be an active, registered UCLA Volunteer or SRP student in good standing with all required training and documentation.
• The volunteer’s approved scope of duties must align with the requested Remote Desktop activities.
• The supervisor must update the Volunteer Office if remote duties change.
• If not already approved, the supervisor must revise the volunteer’s scope of duties to include:
  • The need for a Mednet account
  • The specific Remote Desktop responsibilities
• The supervisor is responsible for:
  • Oversight and supervision of all remote activities
  • Ensuring proper cybersecurity practices
  • Ensuring compliance with device security requirements
• This request is within Volunteer Guidelines: https://www.uclahealth.org/volunteer/volunteer-guidelines

Permitted Use of Remote Desktop

• To support duties formally approved by the Volunteer Office
• To access non-clinical, non-restricted, and de-identified data only
• On a policy-compliant device (encrypted, up-to-date, active anti-virus/anti-malware installed)
• Only when necessary for assigned tasks (must disconnect when not in use)
• Only one individual may remote into a workstation at a time.
  • Employees have priority for workstation use. Supervisors are responsible for scheduling and resolving conflicts.

Strict Prohibitions

• Access clinical data
• Access identifiable information (including PHI)
• Access restricted systems or data

This includes, but is not limited to:

• Care Connect / EPIC
• UCLA Health Box containing PHI
• Shared drives with restricted data
• Mednet email communications involving identifiable information
• Zoom or other communications with patients or study participants

Volunteers may not download, extract, transfer, or remove data from the remote desktop environment.

Enforcement

Access will be immediately disabled if inappropriate use is suspected. Violations may result in:

• Investigation
• Loss of Remote Desktop access
• Termination of volunteer status
• Additional consequences for the volunteer and/or supervisor

Requesting Remote Desktop Access

Only Supervisors or Department IT Authorizers may submit a request.

• Each volunteer/SRP student must have their own request
• Requests are reviewed and approved on a case-by-case basis
• Access is temporary and assignment-specific

Step 1: Volunteer Office Approval

Complete and submit the Remote Desktop Request Form:: https://uclahs.box.com/s/pzmymvrdqg8uoagfn6pr1qc7clbhaeub 

The form must be reviewed and approved by the Volunteer Office before proceeding.

Step 2: ServiceNow Submission

After Volunteer Office approval:

1. Log into ServiceNow
2. Go to Service Catalog
3. Select Identity Management
4. Click View All Items
5. Select MyDesktop
6. Submit the access request

Final authorization will be processed before access is granted. Once approved, the volunteer should receive a confirmation email with access instructions.

Accessing Remote Desktop (After Approval)

Volunteers must:

• Use a compliant personal device (encrypted, up-to-date anti-virus/anti-malware installed)
• Follow instructions provided in the approval email
• Visit: https://it.uclahealth.org/article/my-desktop
• Enter the assigned computer name (provided in approval email/form)

For technical assistance, contact IT Help: 310-267-2273