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How to find the contacts of a University staff

Room Service: granting access for a staff member

Guidance for students leaving the university or becoming staff

MyEngagement – Getting started guide for academics and administrative staff

This article contains a list of useful links you can find as well on the University’s website and on the following pages:

The links will redirect you to website pages, Knowledge Base articles, or forms.

Line managers can find to-do lists and useful resources under the section Line Managers.

Table of Contents

Setting up your account for the first time: step-by-step instructions

  1. Create your IT account and email address using Subscribe Self-service (also known as "Subscribe"). 
    Select the button “Creating your university computing account” and follow the instructions to create your account.

    Please note: after creating your account, you will have to wait up to 24 hours for all systems and services to become available to you".

  2. Setting up Multi-Factor Authentication (MFA): follow the instructions present in the Knowledge Base article “How to set up and manage Microsoft Multi-Factor Authentication (MFA)”

  3. Getting started with your new Window computer: follow the guidance within the SharePoint page “Welcome to your University of Southampton device”-  section “Getting started”. 

    Before getting started with a computer or requesting one, be sure you have created your account.

    Please note: after you have signed into Windows, please restart the laptop. This will allow the machine to configure updates and important settings needed for the next step. Not all services or software will be available until the machine has run windows updates and restarted.

  4. Outlook signature: set up your signature following the instructions within the SharePoint page “Welcome to your University of Southampton device” - section Outlook Signatures.

  5. OneDrive: OneDrive is the Microsoft cloud service that connects you to all your files, replacing your old “my documents” folder. It lets you store and protect your files, share them with others, and access them from anywhere on all your devices.  
    Find more information about OneDrive on the SharePoint page “Welcome to your University of Southampton device” - section “OneDrive and Legacy Filestore”.

  6. Connecting to the University Wi-Fi network and working away from campus: find guidance on how to stay connected on campus and at home.

  7. Remember to keep your Windows computer up-to-date. You can find guidance on this topic within the SharePoint page “Welcome to your University of Southampton device”-  section “Windows updates”.

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University email and username

Once you have created your IT account, iSolutions will create your email using two forms:

  1. Using your username – the username appears in the form of ab1cd22. 
    Your email will follow this structure: username@soton.ac.uk (for example: ab1cd22@soton.ac.uk)
  2. Using your mailname – the mailname appears in the form of A.N.Other. 
    Your email will follow this structure: mailname@soton.ac.uk (for example, A.N.Other@soton.ac.uk)
    Both addresses will deliver emails to your mailbox. Only Postgraduate Research Students (PGRs) will receive a mailname.

Please note:

  • You can change your mailname from Subscribe – Change mailname. We strongly advise you not to change it once your account is in use – the email sent to the old mailname will fail.
  • When you try to log in to a few University websites or applications (for example, the website myprint.soton.ac.uk), you might be asked to enter your username (for example: ab1cd22) and not the whole email.

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Setting up and managing your university account

Section 1: Setting up a university email

Subscribe Self-service (also known as "Subscribe")

Use Subscribe to:

  • create your University email and computing account
  • set up your password
  • set up your security questions and answers.

How to add or remove your university email account using Outlook

User IT Account Transfer: use this form to request the movement of contents of your old university IT account to your new account

Change your password: use this page within Subscribe to change your password

Section 2: Manage your account

How to add or remove your university email account using Outlook

How do I open a shared calendar in Outlook?

How to create a private appointment and change the visibility of my calendar on Microsoft Outlook

How to share a calendar in Outlook

Email - Generic Account Access: use this form to request access to a shared email account

How to add or remove shared email accounts in Outlook

Shared email accounts: how to request a new account, a renewal, or a change of owners

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Multi-Factor Authentication (MFA)

Multi-Factor Authentication (MFA) is an additional security measure which protects your university login account from phishing and other types of attacks.

More information about Multi-Factor Authentication

How to set up and manage Microsoft Multi-Factor Authentication (MFA)

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Cyber Security

Cyber security is the practice of protecting systems, networks, data and programs from digital (cyber) attacks. Know more about this topic:

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Data storage

iSolutions advises using Office 365 (SharePoint, OneDrive, Teams etc) over other storage locations.

Storing data

Depending on the type of your data, there are 3 ways of storing files:

1. Shared storage

This is the most common requirement for storing files and data:

  1. If you're working with a small group of people, then you should use a SharePoint Team Site or a team in Teams.
  2. If the group is larger (for example a whole department), then you should use a SharePoint Communication Site.

2. Personal file storage

This is for files that either belong to you personally or are confidential to yourself. For this you should use OneDrive.

OneDrive is your personal storage space in Office 365. You can share individual files or folders with others temporarily from OneDrive.

3. Research data

While it is not a requirement that all research data must be held within the University, it is recommended that you keep copies of your data on the University's networked storage.

If your research data contains personal information from living individuals, you must store your data securely within the University's systems.

Microsoft 365 Apps - File Storage and Collaboration

Be data safe. Be data smart

Accessing your SharePoint and OneDrive content offline

Space available

How to check how much space you have left in your OneDrive storage

OneDrive

Your new Windows 10 device has been built and configured to take full advantage of all Microsoft 365 apps, including OneDrive for Business (commonly “OneDrive”).

OneDrive is the Microsoft cloud service that connects you to all your files, replacing your old “my documents” folder. It lets you store and protect your files, share them with others, and access them from anywhere on all your devices.  

You can find more information about OneDrive:

Personal filestore

The University is rethinking the way we store, share, and collaborate on documents traditionally held in:

  • the personal Filestore, known your '(my) documents' & '(my) desktop' folders
  • the resource Filestore, often referred to as the J:Drive (see the section below for more information)

To know more about the migration from personal filestores to OneDrive, have a look at the SharePoint page “Office 365 Filestore migration project”.

Please note: if you have received a new machine, but none of your files is showing on your desktop or documents folder, this is because we are moving away from the legacy filestore, over to OneDrive. 

J:\Drive

The Shared Resource Filestore (also known as J:\ Drive) is a shared resource for work-related data and files that do not need to be held as private and confidential to the individual. Only Staff and Post-Graduate Researchers (PGRs) can use it.

How to access the Shared Resource Filestore (J:Drive)

Filestore Access – request form

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SUSSED

SUSSED is the University’s internal portal where you can access University services as, for example:

  • MyHR, where you can view University policies and procedures
  • Blackboard
  • University news & services
  • Benefits including salary and pensions information.
  • Applying for a staff car parking permit (if applicable to your campus)

Please note you will only be able to access SUSSED with an active IT account.

Log in to SUSSED using your University username and password.

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Microsoft Office

Licences

The vast majority of staff and students will be automatically allocated a Microsoft 365 A5 licence.

Staff can use both the web version and the Office Desktop apps (including Outlook, Powerpoint, Word, Excel, Project and Visio) on any University device and personal devices (up to 5 activations).

Visitors, casual and temporary staff will be allocated a Microsoft 365 A1 licence. Accounts using an A1 licence:

  • Will not be able to use the Office Desktop apps (on personal devices and University staff computers)
  • Will not be able to use advanced Microsoft 365 features (Power BI, MS Bookings, Teams Phone System and Voice Conferencing)

Find more about licenses allocated to staff, visitors, temporary and casual staff: Microsoft 365 License Comparisons (A5 & A1).

Information about Microsoft apps and software

Here you can find all the information you need about Microsoft Office:

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Softphones and Telephony Liaison Officers

Softphones

The Teams Softphone feature allows you to make and take external phone calls using Teams on your laptop, desktop, and personal mobile devices.

Introducing Teams Softphones

Microsoft Teams Softphone – Support and FAQs

How to use Microsoft Teams Softphone

Telephony request form

Telephony Liaison Officers

The Telephony Liaison Officer (TLO) is a non-official role, embedded within Faculties and Professional Services departments, acting as a point of contact for iSolutions regarding telephony matters.

Telephony Liaison Officer (TLO) guide

How do I find out who my Telephone Liaison Officer (TLO) is?

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Downloading software

Guidance on downloading software using Windows, Apple macOS and Linux: How to download software

Please note that not all software may be available until you have restarted the machine.

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Printing

Multi-Functional Devices (MFD) allow you to:

  • print
  • copy
  • scan documents by sending them directly to your university email address

Guidance on how to use MDFs:

How to print using the university printers from a university device

How to print using the university printers from your own device (BYOD - bring your own device)

How to request toners, consumables, and paper for university-managed printers

Disposing of empty toners and print cartridges

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Connecting to the University Wi-Fi network 

If you are on campus or in the Student Halls connect to eduroam, the University's free Wi-Fi service.

All staffcan connect to eduroam and if you are on the go across campus, your Wi-Fi connection will move with you. If you lose the connection between sites, you will automatically be reconnected as soon as you get back in range.

eduroam is available across all of our campuses and in the Halls of Residence.

Find more information about eduroam

Connecting your laptop to eduroam from Windows or macOS

How to connect your mobile device to eduroam

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Working away from campus

When working or studying remotely you will be able to access the same systems, services and files as if you were working in a university location.

For some services you will need to connect to the university’s secure network  either via:

Find more information about connecting to the network remotely

Away from campus

How do I set up VPN on my device?

Services that require a VPN connection

Services that don't require a Virtual Private Network (VPN)

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Booking standard meeting rooms, shared desks and Common Learning Space rooms

How to book standard meeting rooms or shared desks using Room Finder

How to book a Common Learning Space (CLS) room

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Forms

Browse forms for services and items you need: All request forms

Ordering computer or peripherals

Staff are entitled to the mainstream desktop PC or Laptop from our standard range.

Desktops comes with a monitor (if requested), keyboard, and mouse. You can also request a webcam and headset.

There is no extra cost to your faculty for mainstream devices.

Find information about the computers’ specifications and the price list: Computer purchasing (staff)

Equipment and purchasing

Computer purchase (form)

Bespoke computers (form)

Apple computers (form)

Computer peripherals purchasing (form)

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Policies and regulations

Find more information about the use of devices and services provided by iSolutions: Regulations and policies

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Staff ID card

You will need to have a University IT account before you can get your staff ID card.

To order your staff ID card and to find photo guidelines, please visit the ID Service website.

If you need to change your ID card access, visit the Planon Self-Service website.

For any queries, damaged or faulty card, please use the ID Service.

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eLearning and teaching

Blackboard for staff

Blackboard is an e-Learning software platform that delivers a Virtual Learning Environment. This enables instructors to place their courses online, accessible through the World Wide Web.

Blackboard for staff

Blackboard Ultra Migration Project

eLearning

eLearning support and resources - Staff guides

Common Learning Space Guide

Video conferencing

Find guidance on Video Conferencing

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Business World (previously known as Agresso)

Business World (previously known as Agresso) is used to record all financial transactions undertaken by the University of Southampton. The system is accessed via two formats:

  1. Business World Web is accessible through any web browser
  2. Unit4 Business World Desktop is used by Finance Department staff

Business World

Business World Support Guide

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MyHR

MyHR Dashboard is the secure online service the University uses for staff to view and amend the personal data held about them by Human Resources and Payroll.

As an employee, you can:

  • view and print your pay documents, book leaves, record absences and manage your appraisals
  • view and amend items such as bank account details, emergency contact details and equal opportunities information.

As a manager, you can:

  • view and manage absence and appraisals for your team
  • delegate some of your responsibilities to other member of staff

Read more about MyHR

Login to MyView dashboard

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Induction

The induction process is designed to provide:

  • a clear and well-rounded overview of the organisation as a whole
  • introduce you to your role
  • support your future development as a member of staff at the University.

A successful induction is made up of activities at the University and local levels, as well as online resources.

InductionPortal

Online booking system

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Line Managers

Before a new starter arrives

If you are awaiting a new staff to start working with you, please follow the path below to assure a smooth start:

1. Send new starter a welcome email including:

  • iSolutions induction checklist
  • Arrangements for the first day (transport, parking, reception)
  • Ask the new starter to set up their IT account so you can start setting up access
  • Ask them to order their staff ID card 

2. Request permissions

  • Get security pass for access to relevant buildings
  • Get any extra software licenses
  • Get any service or platform access permissions
  • Add new and remove old team members in Teams, SharePoint page and iSolutions Team
  • Add new starter to:
    • The main email distribution list
    • The monthly SLT new starter meeting
    • Departmental monthly meetings
    • Line manager email list if required 

3. Request relevant equipment

Set the new starter up on ServiceNow so tickets can be allocated. See guidance on making changes to group membership in ServiceNow. To do list:

4. Inform directors and team of new starter

Send email with a brief summary of the new starter's experience and which role they will be doing. 

5. Choose a buddy

This should be a colleague who can provide peer support and be a friendly point of contact through the induction process. Brief the buddy on what you would like them to do. 

6. Team specific induction plan

Create an induction plan, with a timeline, that includes training and activities specific to your team. To find full guidance, access the Induction portal. 

 

Training for new starters

New starters must complete training courses as soon as they start working. If you need more information about these courses, please visit Blackboard.

List of individual courses:

Changing from a non-line manager University role to a line manager

If you are becoming a line manager, please:

Make sure you are in the correct ServiceNow teams for your new role

Add and delete members of your teams/groups in Servicenow

  • Check rebook A/L. If the line manager's post has changed, it may also be necessary for them to rebook A/L.
  • Update or review your own objectives in MyHR with your new line manager role
  • If you are no longer in the same team, review the ServiceNow items listed against you
  • Check if you have done a hand over for your old role
  • Book your appraisal training: All new managers of staff at levels 4-6 are expected to attend our appraising with confidence workshop, you can book your place via Staffbook.

Staff leaving the University

If one of your staff is leaving, assure a grateful exit following the Outduction checlist.

Useful resources for line managers

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My Southampton App

You can find all your key dates and events in our app, MySouthampton. 

Installing the app is not mandatory.

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On Campus

Campus Maps

Library services

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Learn new skills

LinkedIn Learning

eLearning Support

Digital Learning

Microsoft 365 Support Centre

Jisc Discovery Tool: Help guide for Staff

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Getting IT help

iSolutions is ready to help you if you need IT support. You can :

Find all information on the web page “Getting help | iSolutions | University of Southampton”.

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Emergency contacts

If you are using a mobile phone you can press the buttons below to automatically call the numbers.

Fire / Police / Ambulance

  • Dial 999
  • On Campus phone dial: 91 999

If you call the emergency services from a University campus, please also call the 24 hour university security number below. They will then help direct the emergency services to the correct location.

24-hours University Security

  • In an emergency: 023 8059 3311
  • In an emergency - on Campus phone dial: 3311
  • Non-emergency: 023 8059 2811

For non-emergency Police matters

Dial 101

For non-emergency medical issues

Dial 111

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