How to find the contacts of a University staff
KxWelcome: granting access for a staff member
University Staff / Student Desktop ICT Support Policy
Guidance for students leaving the university or becoming 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.
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Once you have created your IT account, iSolutions will create your email using two forms:
Please note:
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Subscribe Self-service (also known as "Subscribe")
Use Subscribe to:
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
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) 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 is the practice of protecting systems, networks, data and programs from digital (cyber) attacks. Know more about this topic:
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iSolutions advises using Office 365 (SharePoint, OneDrive, Teams etc) over other storage locations.
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:
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
Accessing your SharePoint and OneDrive content offline
How to check how much space you have left in your OneDrive storage
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:
The University is rethinking the way we store, share, and collaborate on documents traditionally held in:
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.
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 is the University’s internal portal where you can access University services as, for example:
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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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:
Find more about licenses allocated to staff, visitors, temporary and casual staff: Microsoft 365 License Comparisons (A5 & A1).
Here you can find all the information you need about Microsoft Office:
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The Teams Softphone feature allows you to make and take external phone calls using Teams on your laptop, desktop, and personal mobile devices.
Microsoft Teams Softphone – Support and FAQs
How to use Microsoft Teams Softphone
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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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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Multi-Functional Devices (MFD) allow you to:
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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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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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
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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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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Browse forms for services and items you need: All request forms
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)
Computer purchase (form)
Bespoke computers (form)
Apple computers (form)
Computer peripherals purchasing (form)
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Find more information about the use of devices and services provided by iSolutions: Regulations and policies
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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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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 Ultra Migration Project
eLearning support and resources - Staff guides
Find guidance on Video Conferencing
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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:
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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:
As a manager, you can:
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The induction process is designed to provide:
A successful induction is made up of activities at the University and local levels, as well as online resources.
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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:
2. Request permissions
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.
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:
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
If one of your staff is leaving, assure a grateful exit following the Outduction checlist.
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You can find all your key dates and events in our app, MySouthampton.
Installing the app is not mandatory.
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Jisc Discovery Tool: Help guide for Staff
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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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If you are using a mobile phone you can press the buttons below to automatically call the numbers.
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.
Dial 101
Dial 111
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