IT advice and guidance for remote working and accessing university resources while off campus.

To help you prepare for working from home, please use this checklist. 

 

Checklist

 

Learning Services also provide information about delivering teaching whilst working remotely. 
 

Virtual
Classroom

 

Please be aware that access to the N Drive is not available off campus, below you will find guidance on uploading files to your OneDrive or Teams site. If you are currently working from home and this is preventing you from completing required tasks please contact your line manager in the first instance. If you are using a Direct Access enabled device you can access the N Drive, if you are using a Direct Access enabled device and you are unable to access the N Drive please contact itservicedesk@uos.ac.uk.

 

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 Android and iOS App that you can download from the portal.

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

 

Password Reset
Portal

 

To access 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. 

 

Office online (also known as 365) contains some of your most well-known and well used applications such as, Outlook, Word, Excel, PowerPoint and Teams. Office 365 is used as an online (requires internet connectivity) service. If you download the Office suite (Via Office.com) MS Office can be used regardless of your PC’s internet connectivity status.  

That being stated, the “online side” to Office 365 is advantageous as you can access apps, tools, and files from almost any device with an internet connection. You can also use Office 365 to collaborate with your team on live files using OneDrive and SharePoint as well as having access to Microsoft Teams. 

Follow the link below for some quick start guides on how to use the applications available with Office 365:

Quick start 

Follow the link below for more in depth guides as to how to use the various applications: 

Full guides

 

 

You can access Brightspace by clicking here and entering your staff number and password when prompted.  

The Centre for Excellence in Learning & Teaching have provided information to support you in providing online delivery. This can be found by clicking below.

 

Online Delivery

Microsoft Teams allows you to work and collaborate with your colleagues from anywhere with only an internet connection and a web browser.

To access Microsoft Teams 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. Once signed in you can select Teams from your available apps.

 

How to create
a Team site

 

Welcome
to teams

 

meeting
in teams

OASIS allows staff to complete many tasks while off campus. OASIS can be accessed using an internet connection and a web browser. 

First, log in to MySuffolk by clicking here and enter your staff number and password when prompted. Once you’ve logged in to MySuffolk, click the OASIS button on the homepage.

Academic staff using a web browser can respond to applicant and student decisions and change requests through their intray for their associated courses.

Administrative staff using a web browser can preform the same functions in OASIS.

 

SSRS reports and SITS access

For data protection reasons SSRS reports and SITS cannot be accessed with only a web browser, a remote service or connection is also required. If you are unable to complete required tasks and have concerns please talk to your line manager in the first instance who can make a request for the provision of additional support if required.  

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 can request access with IT. We will ask for approval from your line manager.  

 

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

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 following is only applicable if you are using a UOS managed laptop or desktop computer that has been provided to you by IT. Provision of these laptop is managed by the senior leadership team and the director of IT

Direct Access will enable you to log into your UOS laptop or desktop computer, off campus, with your E number.

 

When off campus please follow these steps.

  • Go to the Wi-Fi connections and connect to your home Wi-Fi (this should then automatically connect the “UOS Direct Access Connection”.

 

  • Once Direct Access says "Connected" you should be able to log in with your E number and password

 

This can be tested on campus by connecting to eduroam with Direct Access. Be aware that when signing in via Direct Access for the first time, it can take a while for your profile to sync. 

 

**Please note: If you are using your UOS managed laptop on campus please leave it connected to "UCS" under the Wi-Fi connections.

 

If you experience any issues while using your device please contact the Service Desk Team by Email: itservicedesk@uos.ac.uk

 

As a result of campus closure, student access to Adobe Creative Cloud in labs and classrooms is not available. Adobe has provided temporary at-home access for impacted students and faculty, so that they can continue their work remotely. Please follow the instructions below to enable access to Creative Cloud Desktop Apps on your personal device.

If you are using a UOS provisioned Laptop or Computer with Direct Access you cannot download the Adobe Creative Cloud via this method. If you are using Direct Access and require Adobe please contact itservicedesk@uos.ac.uk

 

Adobe at home

 

I see a trial prompt when I sign in?

Some Windows users have reported receiving a message after installing and launching Adobe Acrobat DC, indicating a 7-day trial or buy option. Adobe has released a fix for this issue. If you are accessing Adobe through the temporary at-home option, please visit the below support page to download and install the fix:

 

Adobe Fix

 

Everybody's broadband connection and home Wi-Fi is different. For some information and guidance on understanding your Broadband and Wi-Fi click below. 

 

Broadband

 

The university has access to some useful training material that can help you get the most out of the digital tools you use on a daily basis. Please click below to find out more about what external resources we have available. 

 

Online Training

 

The University of Suffolk has a subscription to LinkedIn Learning (Lynda.com), a massive library of video tutorials and courses covering a wide range of technology, business and creative topics. You can access LinkedIn Learning for free using your University of Suffolk username and password. Please click on the button below to log in:

 

LinkedIn Learning