My IT at Durham University

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HPM/08/13/130

Shaped by the past, creating the future

MY IT AT DURHAM UNIVERSITY | 2013/14

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> > Welcome to Durham University MY IT | 2013/14

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MY RESPONSIBILITIES P11

MY UNIVERSITY ACCOUNT P04

CONTENTS MY SUPPORT P12

MY COMPUTER P06 (laptop/pc or tablet)

Service Desk Online materials

Account/username Campus card File store Email

MY WORK P08 Getting on the network ESOL Mobile access Wireless

MY SECURITY P10

duo Using our machines (NPCS) Printing DUSSD

02/03

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MY UNIVERSITY ACCOUNT My Campus Card Your University account gives you access to University IT services including your file store and University email account and you access it with your username and password.

This is your University ID and you need it to get into the Library and to borrow books, and also to access some buildings out of normal opening hours.

Have it with you at all times.

My username and password

Lost cards can be replaced by the IT Service Desk for £5.

Cards damaged due to normal wear and tear will be replaced free of charge.

These will have been sent to you when you accepted your place here and they’ll look something like this:

www.durham.ac.uk/cis/campuscards

abcd12 and PASSWORD You need these to access your University IT services, including the Library, duo and your University email account, so if you don’t have, or can’t find them, contact the IT Service Desk (see p12) and they’ll help you.

No one at Durham University (or any other reputable organisation) will ever ask for your password.

Requests to supply it, particularly in emails, should be ignored no matter who they are from. If you let other people use your account details to access University IT, your account may be suspended. www.durham.ac.uk/cis/passwords

MY IT | 2013/14

My personal file space - J: drive Your J: drive is your personal file storage space on the University’s network (in addition to your email storage allowance) and the standard allocation is 400Mb. It’s backed-up regularly, so save any important coursework on here - if anything happens to your own back-ups, you’ll still be able to recover your work from your J: drive. www.durham.ac.uk/cis/lan/connect_jdrive

“Your campus card is your University ID and you need it to get into the Library and to borrow books.”

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My University email account Check your Durham University email account regularly as colleges, departments and service providers (e.g. the Library and CIS) get in touch with you here and you don’t want to miss anything important.

Need to know:

Your email address will look like one of the following:

• Your campus card is your University ID, carry it with you to get into the Library and borrow books

• Keep your username and password safe as they give you access to your IT services

j.a.bloggs@durham.ac.uk • Save important work to your J: drive joe.bloggs@durham.ac.uk To check what your email address is, just visit: www.durham.ac.uk/cis/password/accounts Enter your username and password and your email address will be displayed there.

Accessing your Durham email account You can access your University email account • via this web page: http://www.dur.ac.uk/cis/email/ • via the internet at office365.dur.ac.uk • via the ‘Email’ tab in duo • via the email shortcut on NPCS desktop machines (in open access areas)

• Check your University email account regularly so you don’t miss anything important

“Check your Durham University email account regularly as colleges, departments and service providers (e.g. the Library and CIS) get in touch with you here and you don’t want to miss anything important.”

04/05

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MY COMPUTER

This could be your own laptop, PC, tablet or mobile phone.

If you don’t have your own computer, we provide over 2,000 PCs for you to use in open access locations across the University. You can find out more in the ‘My Work’ pages.

If you have your own computer you can get onto the University network using the wired connection either in your study bedroom or via points in key locations such as the Library, open access rooms and computer classrooms. You can also connect wirelessly via hot spots located around the University.

My room If you’re in one of our college study bedrooms you’ll find a network point in your room which will connect you to the University’s network via EnSuite Online (ESOL). You should find a cable to plug into the network and instructions as to how to connect your machine. If you can’t find a cable, ask at your college reception. If you have a wireless device without the facility for wired connections you will need to purchase an adaptor so you can connect it to a physical network point.

Without this, you will only be able to access the network from wireless hotspots located in your college (which may not include your room). www.durham.ac.uk/cis/esol The first time you connect your PC or laptop to the network it will be checked for up-to-date anti-virus and anti-spyware protection. We do this every term to make sure machines connecting to our networks aren’t putting anyone at risk.

MY IT | 2013/14

If your machine isn’t up-to-date, you will be placed in ‘Quarantine’: from here you’ll only be able to access the updates and patches you need. Download them as advised, then re-submit your computer or device for checking.

Once you’ve passed the Quarantine process you’ll get full access to the University network and the Internet.

If you have problems accessing the ESOL network, we’ll be running a series of ESOL surgeries during the first week of term. We will publish details on our CIS web page: www.dur.ac.uk/cis Prior to the start of every term, you need to check your PC or laptop before you arrive at Durham, using our remote scan facility and we will email you nearer the time to remind you.

If your machine passes the remote scan it should pass the Quarantine process, but if there are issues with your computer, you’ll have time to sort them out before you arrive.

Once you’ve registered your laptop on the University’s network, you can also connect via open access network points located around the University, although you will need a network cable to do this.

My mobile devices (phone/tablet/laptop) You can get your University emails sent to your mobile device and instructions can be found in our Student email web pages: www.durham.ac.uk/cis/email/studentemail

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My wireless You can connect your laptop or wireless enabled device via one of our wireless hot-spots around both Durham City and Queen’s Campus. Make sure you’ve configured your device for the wireless network following the right instructions for the operating system (e.g. Windows XP, Vista, 7 or 8, Mac OS X or Android).

Use the ‘DU Wireless’ option: Instructions as to how to connect are in our web pages and you’ll need to supply your username and password as part of the authentication process: www.durham.ac.uk/cis/wireless

Need to know: • You can connect to our network via a wired network point in your study bedroom or wirelessly elsewhere • To access the Internet in your bedroom, your machine needs to go through our network security scan (Quarantine) before the start of every term • You can access our wireless network via hotspots located around the University; the ‘DU Wireless’ connection is the most secure

Internet access at other Universities: eduroam The educational roaming access service is available at Durham and it gives you Internet access at member universities and institutions (in 40 countries) with your login details. It’s free and totally secure.

Before you travel to other eduroam member institutions, you’ll need to set up your laptop or mobile device according to the relevant operating system it uses (e.g. Windows, Mac or Linux). Check the published settings for the institution you’re going to be visiting.

“Before you travel to other eduroam member institutions, you’ll need to set up your laptop or mobile device according to the relevant operating system it uses.”

Details about using eduroam here at Durham (for visitors) can be found here: www.durham.ac.uk/cis/network/eduroam

06/07

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MY WORK On NPCS machines you have: • Internet and email access These are the core IT services provided to help you with your academic work. You may use other services specific to your studies - your department will supply you with details of these.

• A standard desktop based on Microsoft Windows • 400Mb of managed and backed-up file space (your J: drive) • Microsoft Office (Word, Excel, PowerPoint, etc.)

My virtual learning environment (duo)

• Data analysis applications

Durham University has a virtual learning environment (VLE) where your course materials and assessments are kept according to subject and module. It provides tools to help you find further resources, collaborate with others and manage your learning materials. Our VLE is called duo (Durham University Online) and can be accessed from anywhere via the Internet, with your username and password: https://duo.dur.ac.uk

• Programming languages

My NPCS (using our machines) If you don’t have your own machine you can use one of our public access PCs located in open access areas and computer classrooms at both Durham City and Queen’s Campus. You may also have access to a machine in the computer room in your college as well as those located in departmental computer rooms.

These machines are our Networked PC Service (NPCS) and to get started, simply enter your CIS username and password when prompted.

MY IT | 2013/14

• Specialist subject based applications to support teaching and learning • Access to printers www.durham.ac.uk/cis/software/installed/npcs7 Those of you with more specialist computing needs can access our Linux and High Performance Computing (HPC) facilities. You can find out more at: www.durham.ac.uk/cis/linux www.durham.ac.uk/cis/local/hpc The locations and specifications of our computer classrooms and open access areas (including a link to opening times) can be found at: www.durham.ac.uk/cis/classrooms

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My printing You have access to both black and white and colour selfservice printers, located in CIS classrooms and open access areas at both Durham City and Queen’s Campus. You also have access to a large format printer (great for posters!). You can send print-jobs from our Networked PC Service (NPCS) machines (see the previous section) and from your own machine.

There is a small charge for printing and you can purchase credit in advance via our website. Details about costs and purchasing print credit can be found here: www.durham.ac.uk/cis/printing/payment You can find details about the printing facilities and locations here: www.durham.ac.uk/cis/printing

DUSSD Students with disabilities have access to our study rooms equipped with a selection of specialist IT facilities. You just need to register with DUSSD (Durham University’s Service for Students with Disabilities) and book them.

Their locations, booking procedures and a list of equipment can be found at: www.durham.ac.uk/library/disabled/services/studyrooms

Need to know • duo is your online learning environment which you can access from anywhere via the Internet: duo.dur.ac.uk • Self-service printers (colour and monochrome) are available across the University • If you don’t have your own computer we have over 2,000 public access machines (NPCS) you can use • Students with disabilities can use our specialist study rooms: register with DUSSD to access them

“There is a small charge for printing and you can purchase credit in advance via our website.”

For more details about the support and advice available from DUSSD, take a look at: www.durham.ac.uk/dussd

08/09

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Keeping yourself secure whilst using IT protects the work you do and any information you create, store and share digitally: make the following ‘good practice’ part of your own routine to protect yourself:

MY SECURITY

My password • Is a strong one and I use pin numbers too where I can • I don’t share it with anyone, no matter who they are or claim to be (my friends, my bank, my department) • I don’t leave it written down or lying around • I don’t use my University username and password for other sites or accounts

• I understand that anything I publish online is up there for good, so I don’t post anything that I wouldn’t want known publicly or that I might regret in years to come • I know that libel laws apply to social networking sites so I’m careful what I post about others

• I change my password immediately if I think someone else might have got hold of it

My back-up plan

My computer

• I keep my system restore disks safe and know where they are

• When I’m working on a machine and I need to step away from it, I log off or lock it (CTRL/ALT/Delete, select ‘Lock this computer’)

• I save my work to my J: drive where I know it is safely backed up

My web use • I only carry out transactions on secure websites (https://) and I’m cautious when it comes to giving out my personal details • When I receive emails asking me to click onto online services, even if it looks genuine, I manually type the address into my web browser • If I suspect I’m on an unsecured wireless network (e.g. in a pub or coffee shop) I stick to casual browsing and I don’t log into secure sites as my data may be visible to ‘snoopers’ • I make sure the details I publish on social networking sites aren’t useful to people looking to steal my identity

• I back my own machine up regularly to an external hard drive to save my work, music, photos and films • I keep multiple copies of important work so that if anything happens to my machine I can recover it www.durham.ac.uk/cis/security

Need to know • Make your password strong and keep it safe • Don’t walk away from your machine if you’re still logged on without locking it or logging off • Think when using the Internet: about the security of the connection and the information you’re publishing or giving away • Have a back-up plan in the event your machines crashes or is damaged

MY IT | 2013/14

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MY RESPONSIBILITIES

To protect the integrity and availability of your University IT, we have a few rules and regulations. Every time you use our services, you’re agreeing to abide by them. If you breach them you may be denied access to our service and subject to disciplinary action.

The important points are summarised below in a quick ‘Do’s’ and Don’ts’ list: take a few minutes to read them:

Do...

Don’t...

• …deliberately misuse, corrupt or break any of our IT facilities • …use anyone else’s username and password and don’t let anyone use yours • …use University IT facilities to create, access, download, store, process or distribute anything which is likely to cause offence or break the law

• …feel free to use University IT facilities to carry out your academic work and normal University activity

•

• …comply with all the relevant legislation, codes of practice and regulations that are in force

• …infringe copyright or the intellectual property of others

• …stick to the terms and conditions of any licence agreements for any software or services you use • …take measures to protect the security of any computer that you use and be aware that it’s your responsibility to back up your work • …exercise care and consideration when using University IT facilities: others need to use them so leave them as you’d want to find them • …make sure you log-off or lock any machine you’re using before leaving it unattended

…circulate anything which might be considered defamatory or cause distress or annoyance

• …use the University IT facilities to circulate commercial material • …allow unauthorised users (those who aren’t members of the University) to access our network • …give out your password A full list of the rules and regulations, including all the definitions and details of the relevant legislation can be found at: www.durham.ac.uk/cis/policy/regulations/university There are also regulations specific to the ESOL network which you can find at: www.durham.ac.uk/cis/esol/regulations For your own sake, make some time to read through them.

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MY SUPPORT

Need some help?

You have a couple of options available to you.

Information sheets and guides You have access to a selection of info sheets and guides on our website and it’s worth looking at these first to see if the information you need is there. You can find a list of guides at: www.durham.ac.uk/cis/docs

IT Service Desk The main IT Service Desk is located in the Palatine Centre, Lower Mountjoy at Durham City and during term time we also offer a counter service in Queens’ Campus Library. They can give you help and advice about University provided IT services …

You can get in touch with us by: • Emailing us via itservicedesk@durham.ac.uk

Between 18:00 and 08:00, Monday to Friday and 24 hours over the weekend, help is provided by our Out of Hours service and you contact them using the usual IT Service Desk phone number. They can give you general IT advice but may not be able to help with the specifics of the Durham network. It is important to contact them; even if they can’t help you immediately they can log your call in readiness for when the IT Service Desk re-opens. www.durham.ac.uk/cis/servicedesk

Need to know • If you have a query, check our info sheets and guides first • IT Service Desk facilities are available at both Durham City and Queen’s Campus • Got an urgent query? Phone or make a personal visit, but check the opening times first!

• Outside our normal opening hours your phone calls will be diverted to our Out of Hours service who can help with general IT queries

• Phoning us on 0191 334 1515 • Visiting us: we offer a counter service between 09:00 - 17:00, Monday to Friday We answer your calls and emails between 08:00 - 18:00, Monday to Friday. If your query is urgent we’d recommend either making a personal visit or contacting us by phone. www.durham.ac.uk/cis/students

“We answer your calls and emails between 08:00 – 18:00, Monday to Friday.”

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• Filling in one of the contact forms on our web page