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Welcome to the College Network

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Welcome to the College Network

 

Contents

 

 

 

Introduction

 

Getting Help

 

Password Policy

 

Changing your Password

 

Locking your Computer

 

Documents Folder

 

Shared Drives

 

Backups

 

Installing Software

 

Wireless

 

Accessing emails from home

 

Accessing SharePoint from Home

 

Office 365

 

Logging into a College computer from home

 

Memory Sticks (Flash Drives)

 

Encrypting a Memory Stick

 

For College Laptop Users

 

College I.T. Policies

 

Telephones

 

 

 

Introduction

 

Welcome to the College network.  This email will provide information you need to know about the IT systems including how to get more help should you need it.  This email contains a lot of information and you may wish to retain it for future reference.

 

 

 

If you have been allocated a College Laptop, you should take particular notice of the section For College laptop Users.

 

 

 

Getting Help

 

There are 3 ways to get help from the I.T. Department:

 

·         Email: ithelpdesk@lowestoft.ac.uk

 

·         Telephone 5053 (01502 525053 externally)

 

·         Visit the IT office in room 202b (Tower Block, 2nd  Floor)

 

 

 

Password Policy

 

The system requires you to change your password every 180 days (6 months).  You are not permitted to use a password that you have used before.

 

The password MUST be a minimum of8 characterslong and MUST contain 3 out of the following 4 types of characters:

 

·         Numbers    (numbers  0 - 9)

 

·         Lower case letters   (letters  a – z)

 

·         Upper case letters   (letters  A – Z)

 

·         Symbols   (such as  !, $, £, #, %, &)

 

 

 

Changing your Password

 

You will be prompted when the system wants you to change your password.  You may change your password at any time by pressing the Ctrl, Alt and Delete keys at the same time and select Change a password from the menu.

 

 

 

Locking your Computer

 

If you leave your computer unattended then you should either log out or lock the screen.

 

You can lock your screen by holding down the Windows Start Key and pressing L or by pressing the Ctrl, Alt and Delete keys at the same time and select Lock this Computer from the menu.

 

 

 

Documents Folder

 

When you log in, you will see a folder named Documents.  This is also displayed as your N: drive.  These are both the same place and it is where you should save all your work and files.  Do not save your work on to any other drive on your computer unless specifically advised to by I.T.

 

 

 

Shared Drives

 

There are 3 shared drives that you can see on your computer.  These are:-

 

 

 

W:  The W: drive can be read by all staff and all students.  Please ensure that you do not place sensitive or personal information/documents on this drive.

 

T:    The T: drive is for staff only and is where staff can publish to other staff or share files with other staff.  If you need to control who has access to a folder, please ask IT.

 

V:   The V: drive is the student Evidence drive and is private to staff.  This is where you can store student evidence such as video or photo evidence.

 

Backups

 

Your Documents folder is scheduled to be backed up by the College Backup system at least twice a day.   If you need to recover a file, please contact the I.T. team.

 

 

 

Installing Software

 

You are not permitted to install any software on college computers or allocated laptops unless authorised to do so by the I.T. Department.  This is to ensure network security and the health of the computer.  If you wish to install additional software, please speak to the I.T. Department first. In most cases we will install the additional software for you.

 

 

 

Wireless

 

There are 2 main wireless systems in College.

 

 

 

CollegeWifi – This is for all college laptops to connect to.  This includes college laptops used by staff and students.  Your College laptop will already know how to connect to this wireless service and will connect automatically when it is in range.

 

 

 

StudentWifi – This is for students to connect their personal mobile equipment to the internet.  They may connect their phones and laptops.  The security code to connect to this service is published on SharePoint and will change annually.

 

Staff may also connect their phones to this signal but should NOT attempt to connect College laptops to it – this would be an I.T. security breach.

 

 

 

Accessing emails from home

 

To access your emails from home, go to this web address and log in with your username and password.

 

http://mail.lowestoft.ac.uk

 

 

 

Accessing SharePoint from Home

 

To connect to the Staff SharePoint site from home, go to this web address and log in with your usual username and password.

 

www.lowestoft.ac.uk/login

 

 

 

Office 365

 

Please Note: Some features of Office 365 will only work with Internet Explorer.  If you are having any problems, please try it with Internet Explorer before reporting the problem.

 

 

 

Staff and Students use Microsoft Office 365 for emails and other services such as OneDrive and Microsoft Office On-Line.

 

In addition, all staff and students may install Microsoft Office on up to 5 personal computers or tablets free of charge through the Office 365 Portal.

 

Signing in to your emails gives you access to all other features of Office 365

 

 

 

http://mail.lowestoft.ac.uk

 

 

 

You will be presented with a login screen where you sign in with your normal network username and password.

 

 

 

Once you have signed into your email account you can view your calendar by clicking the ‘My Apps’ icon.

 

 

 

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Then select Calendar from the ‘My apps’ menu

 

 

 

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Select the OneDrive App from the menu.

 

 

 

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In the same way, access the other menu options including Tasks, People (directory) and the Online Office applications.

 

 

 

To install Microsoft Office on a home computer click on the Office 365 icon

 

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Then click on the Install Now button and follow the instructions.

 

 

 

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If you are interested in installing Office on your Android tablet or iPad for example, click on the link “Get Office on your devices”

 

 

 

Logging into a College computer from home

 

You can log into a College computer over the internet from home.  If you have a College laptop, you should use the VPN – Please see the section below For College Laptop Users.

 

 

 

If you want to connect from a personal home PC or laptop, then you should connect using the Virtual Desktop Infrastructure (VDI).  This system allows you to connect to a remote desktop just like you would see in College and will give you the same facilities.

 

Requirements

 

For this to work, your computer must be one of these operating systems:

 

 

 

·         Windows 8/8.1

 

·         Windows 7

 

·         Windows Vista with Service Pack 1 (or better)

 

·         Windows XP with Service Pack 3

 

 

 

So it’s worth ensuring that your system is up to date (and your Anti-virus is up to date).

 

You will also need to use Internet Explorer.

 

 

 

Certificates

 

VDI uses a number of certificates for computer authentication and encryption.  You need to install a College certificate on your computer.  All this does is instruct your computer to “trust” other certificates issued by the College.  If you don’t do this, you will see a number of certificate warnings – however, the system will still work.

 

To install the certificate open the attached file “College_cert.zip” and save “College_cert.exe” somewhere on your computer.

 

Run the program.  On windows 7, right-click and select “Run as administrator”

 

 

 

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That’s it – now to connect for the first time.

 

 

 

To Connect

 

Open Internet Explorer and go to  https://vdi.lowestoft.ac.uk

 

 

 

Sign into the web page with the domain name (which is ‘college’) in front of your username   COLLEGE\USERNAME and your password.  Select “This is a private computer”.

 

 

 

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Then select the Remote Desktop Icon in the web page.

 

 

 

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You may get a publisher warning the first time you connect. You should check the box “Don’t ask me again for remote connections from this publisher” and click Connect.

 

 

 

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It can take between 10 and 60 seconds to connect to the remote desktop. This is entirely dependent on the speed of your internet connection. 

 

Once connected you can see

 

·         Your documents

 

·         Your desktop

 

·         Your favourites

 

·         W, T and V drives

 

·         Outlook and emails

 

·         Any centrally available web based college systems (LiveLinks, ProMonitor, SharePoint, Finance, Cipher, etc).

 

 

 

When you have finished, just log off.

 

 

 

Note:

 

Only 10 people can connect at any one time.  If all the computers are in use then you will get a message to that effect (if this happens, please let IT know so we can increase the capacity).

 

Memory Sticks (Flash Drives)

 

You may use memory sticks with College computers.  Please note that data stored on a memory stick is your own responsibility.  Do not save personal or sensitive data about students, staff or about the College on a memory stick that is not encrypted.  (The next section describes how to encrypt a memory stick).

 

 

 

Memory sticks break from time to time and they are not backed up by the College backup system.  If you store data on a memory stick only, then you can expect to lose it at some point in time.  Always ensure a second copy is held elsewhere, preferably in your Documents folder where the College Backup systems will be able to access them.

 

 

 

Encrypting a Memory Stick

 

Staff have the facility to encrypt memory sticks.  The process can take an hour or more depending on the size of the memory stick and results in a stick that is very secure and can only be opened by entering a password that you choose.

 

IMPORTANT Please note:

 

·         You can only encrypt a memory stick on a computer that is connected to the College Network.  So you cannot encrypt a memory stick on a College laptop while at home.  The reason for this is so a recovery passcode can be stored on a secure network server and will allow us to unlock your memory stick, should you forget your password.

 

·         You can use the encrypted memory stick on any Windows 7 or Windows 8 computer.  If you use an encrypted memory stick on a Windows XP or Vista computer, you will be able to read the memory stick but you cannot write to it.

 

·         You can choose to decrypt your memory stick and this too will take an hour or more.

 

·         Students may not encrypt memory sticks and you should not encrypt memory sticks for them.

 

To encrypt a memory stick:

 

1.       Insert your memory stick into a USB port on the computer.

 

2.       Goto Computer and right click on the Memory Stick.

 

3.       Click Turn On BitLocker.

 

4.       Wait while the drive is initialised

 

5.       Enter a password when prompted and repeat the password to confirm. The password must be at least 8 characters long.

 

6.       Do not print or save the recovery file – this file is automatically saved to a secure network server – click Next.

 

7.       Click Start Encrypting and allow it to complete.  This can take some time and although you can pause the operation and remove the memory stick, we recommend that you allow it to complete.

 

 

 

For College Laptop Users

 

If you have been allocated a College laptop then there is some additional information you need to know.

 

Connecting to your home Broadband/Wireless

 

You may connect to your home Broadband/Wireless router if you have one.  If you need help, please call the I.T. Helpdesk

 

Full Disk Encryption

 

If your laptop supports full disk encryption then we will have encrypted the laptop.  We do this using a program called Microsoft BitLocker to ensure the security of any files on the laptop should it be lost or stolen.

 

The system requires you to enter a code every time the laptop is switched on.  If you get the code wrong 3 times or the equipment is tampered with, the laptop and hard drive become completely locked and cannot be accessed by anyone except the I.T. Department.

 

After entering the code, you will see no difference in the way the laptop works.

 

Do NOT attempt to decrypt the laptop.

 

              Backups and Offline Files

 

College laptops can only be backed up while connected to the College network.  This is done in the background while you are working. Your Documents folder is setup to be available Offline.  This means you still have access to your Documents when you are away from College.  When you reconnect to the College network, the files are synchronised automatically in the background while you work.

 

Connecting to the College Network from home

 

If you have a College laptop then you should use the VPN (Virtual Private Network).

 

It’s very easy and once connected, it is as if you are sitting at your desk.  All systems and resources available to you on your laptop while in College will be available on the VPN.  

 

First, ensure you are connected to your home wireless.

 

 

 

To connect, click on the wireless icon in your system tray (bottom right hand side).

 

 A list of available wireless access points is displayed.  Click the College VPN at the top of the list.  Click on the Connect button.

 

 

 

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After a few seconds, you will see that the VPN is Connected.

 

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 College I.T. Policies

 

Please read the following I.T. Policy documents.  It is essential that you read the Computer, Email and Internet Usage Policy for Employees and you should also familiarise yourself with the Learner version so you can answer questions and understand what is expected of Learners when using College computers.

 

I.T. Security Policy

 

Computer, Email and Internet Usage Policy for Employees

 

Computer, Email and Internet Usage Policy for Learners

 

 

 

Telephones

 

We have recorded a number of short training videos on how to use the phones.  Please watch them.

 

Make a Call on the Avaya Phones

 

Receive and Transfer a Call on the Avaya Phones    

 

Setup Voicemail on the Avaya Phones

 

Manage Voicemail on the Avaya Phones

 

 

 

 

 

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