Below you will also find guides on some of the actions you need to take before working remotely. These are important steps to ensure you can complete your work while off campus. 

Data protection and digital security are important to consider, please click below to find out more about how you can stay safe while working from home.

 

Digital Safety

 

If you need to work from home, here is a list of things to check before you get started. To work remotely the bare minimum required is an internet connection and a device that can access a web browser. Other secure connections are possible but this list will get you started with the basics. 
 

  • Set up your security profile on the password reset portal. Select “My account” and follow the instructions. 

If you get locked out of your account for any reason the password reset portal will enable you to gain access again BUT you must register and set up your profile first.  

 

  • Make sure you have access to the internet and a web browser at home.  

Most of the services you need to communicate with colleagues and complete basic tasks can be accessed with an internet connection and a web browser, we recommend using a PC or Laptop. 

 

  • Sign into Office.com to access the online version of Outlook, Word, Excel, Teams and get comfortable with the layout. 

Guidance and training can be found here.

 

  • Inside Office.com access your OneDrive and save any files you will need to access by using the upload option. 

OneDrive works like a “My Documents” folder in the cloud. You can save work in progress and store files that you will need access to while you are off campus. No one else can access these files unless you grant them permission. Please note: The N Drive is not available off campus. 

 

Microsoft Teams allows you to work and collaborate with your colleagues from anywhere with only an internet connection and a web browser. Further guidance on setting up a Team site can be found here. 

 

  • Finally sign into MySuffolk and make sure you can access any other online systems you might need, you will need to test this off campus. 

Please note: As a security precaution and in the interest of Data Protection not all online systems can be accessed while off campus. If you have concerns about not being able to complete required tasks as a result, please contact your line manager in the first instance. 

 

If you ever forget your password, or need to unlock your account, you can do this yourself 24 hours a day from anywhere in the world with an internet connection and a web browser by using the Password Reset Portal.  

To use the Password Reset Portal, you must first be registered. It’s important to set this up before you need to reset your password. Please do so now.   

Once you have registered for the service you can reset your password, or unlock your account, via any web browser or Smartphone web browser. There is also an App available on Android and iOS that can be used on your smartphone. 

 

 

Information about accessing the Password Reset Portal and registering for self-service is available by clicking here. 

 

Password Reset
Portal

 

To access Outlook you need to use Office online. Please visit www.office.com and sign in using your E Number@uos.ac.uk For example: E1234567@uos.ac.uk. When working off campus you will be prompted to enter your password as well. 

 

PLEASE NOTE, If you try to log in using your name format, for example J.Smith@uos.ac.uk, you will NOT be able to log in, you must use your E Number@uos.ac.uk. 

 

When using Outlook online (office.com) You can open shared mailboxes that you have permission to access. Below is a quick guide to opening shared mailboxes. 
 

Open outlook online via office.com. Click on your initials in the top right hand corner: 

 

And then click "Open another mailbox". A window will pop up in the middle of your screen, enter the name of the mailbox you wish to open: 

 

If you have permissions this will open the mailbox in a new window.

If the mailbox does not open as expected you may not have the correct permissions. In this case you can request access by emailing the IT Service Desk. Please provide Email or written approval from your line manager before making the request. 

 

Please be aware that the N drive shared space is not available off campus. Any work in progress or files that you need access to while working remotely will need to be uploaded to your OneDrive or Team spaces while you are on campus.  

If you have many files to transfer, only upload these in small batches. Between 5 and 10 files at a time is a good measure. This will allow you to check all files have uploaded correctly before moving on to the next batch.   

For a guide to uploading files to One Drive please click below. 

 

Uploading files

 

If you are already using a secure connection you may have access to the N:Drive. to find out more about secure connections click the link below.

 

Secure connections

 

Please bear in mind that secure connections are a limited resource and you should prioritise using Microsoft Teams, Sharepoint and Onedrive for saving and accessing files. 

 

Microsoft Teams

 

If you need to access the N:Drive remotely, a colleague may already have access and can assist you by placing shared documents in the appropriate place in Sharepoint, or Teams. If you are unsure speak to your line manager in the first instance. 

 

Please use this guidance to help you manage your extension number while working from home.

 

  • When working from home we recommend that all staff check their voicemail messages frequently enough to meet their service level agreements. 

This could be twice a day or more frequently. This should be agreed with your team/line manager.

 

Check Voicemail

 

  • Remember to delete your voicemail messages after you have listened to them. 

If you do not delete your messages as you go, your voicemail box can fill up and then callers will not be able to leave new messages. 

 

  • Before you leave the office it is a good idea to set your handset to Do Not Disturb, this will stop your phone from ringing in the office and disturbing those working on campus. 

 

  • Change your voicemail greeting every day so that callers are aware of your availability and how frequently you will be checking your voicemail.

It may also be worth mentioning alternative methods of communication, for example give your Email address. This will help manage callers’ expectations.

 

Voicemail Greeting

 

  • If you have never accessed your voicemail before, please click below for guidance on setting up your voicemail and setting a passcode.

 

Voicemail setup

 

Requests for phone line redirects to external numbers

 

This is a limited service, please speak to your line manager in the first instance to discuss the requirement for your number to be redirected to an external number.

In exceptional circumstances with sufficient requirement for business continuity, please arrange for your department director or faculty dean to make this request to IT.

Please bear in mind that the staff member that has a redirected number is responsible for recording an appropriate and professional greeting on their personal/mobile device should the staff member be unable to take the call.

Subject to management approval we will action these by 11am the following day.

The university provides access to Brightspace, Teams and Skype for Business (Skype for Business will be integrated into Teams by mid-2021) to help you work collaboratively online.

These systems are supported by the IT Service desk and the Learning Services team. It is our advice that staff use these supported tools, to collaborate with students and colleagues. To find out more about Brightspace and Teams click the link below. 

 

University resources



Other popular video conferencing and social media tools are available for collaborative working but these are unsupported and therefore the IT Service desk cannot assist if something goes wrong. 

There are cases where external collaborators are unable to use the supported tools mentioned above. In those cases, use of unsupported conferencing applications or social media may be reasonable but consider the data protection policy and acceptable use policy before you begin. 

Sensitive or confidential information should not be shared when using unsupported platforms or social media. If you are unsure, please consult your line manager in the first instance.

IT Services have based this advice on recommendations from across UK Higher Education regarding the use of online collaboration tools. The advice from the sector is that students and staff should use those tools officially deployed and supported by their own university. This is not to say other platforms cannot be used. Use of unsupported platforms may be unavoidable when collaborating with external partners.