All Staff How To Guide to Cross Campus IT Access

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Ralf Walton
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1 All Staff How To Guide to Cross Campus IT Access The following guide is aimed at staff working from both Sussex Downs (Eastbourne, Lewes & Newhaven) and Sussex Coast (Hastings, Ore Valley and Automotive Training Centre) campus sites. The recent merger of both college campus networks means our combined network infrastructure will continue to provide you with all the usual IT services ( , printing, WiFi, network access etc.) however, there will be subtle differences between how you access these services depending which campus site you are working from. There are also different contact arrangements for IT support at each site which you also need to know. As such. this How To guide sets out 7 sections, each covering what you need to know when accessing the combined colleges IT systems and services across the 6 sites that comprise the newly merged college group. NB: Please also note, the following How To guide only covers Phase 1 of the college merger (the initial merger period from end of March 2018). As phase 2 of merger progresses, regular updates to this document will take place as we harmonise and standardise across each of our core systems and services. 1. IT Support Who to call from Where? IT support, particularly for our students, has to come first and so for ease of reference, Sussex Coast College will be referred to as SCC and Sussex Downs College as SDC in this guide, with their respective sites referenced as SCC Station Plaza, SCC Ore Valley & SCC Automotive Training Centre and SDC sites as SDC Eastbourne, SDC Lewes and SDC Newhaven. To obtain IT Support from Sussex Coast College sites (Station Plaza, Ore Valley & Automotive Training Centre), issues MUST be logged with the SCC IT Helpdesk using the WebHelpDesk option via the Staff Intranet (see link). There are a series of short cuts to most support services and core systems listed at the base of the Staff Intranet front page (see screen sample below). At the time of writing, these were: In the case of emergencies, or in the case of priority Student First issues, please contact the Helpdesk directly on Ext 8382 to speak with a member of the IT Support team or the helpdesk directly at helpdesk@sussexcoast.ac.uk. To log a job, simply click on the aforementioned WebHelpDesk link, enter your login in details and follow the prompts and options to log details of your IT support requirement, the nature of the problem, site location, room number etc. 1

All calls are followed up against IT service level agreements along with email updates notifying you on the progress and status of your support call or request.

2 All calls are followed up against IT service level agreements along with updates notifying you on the progress and status of your support call or request. Similarly, if you require IT support from any of the Sussex Downs College sites (Eastbourne, Lewes or Newhaven) please contact the SDC helpdesk by: Calling or selecting helpdesk from your Skype phone. ing the SDC IT Helpdesk using This will automatically create a helpdesk request. Or visit to log your request or click on the yellow Helpdesks tile on the MyDay front page (see example MyDay screen below). 2

2. Network Login and access to your Data All college staff have network login accounts, which typically use a derivative of their name for login purposes.

3 2. Network Login and access to your Data All college staff have network login accounts, which typically use a derivative of their name for login purposes. If you are a Sussex Downs user working from a Sussex Coast site, or vice versa, you will need to prefix your usual login name with your originating college domain name. For example, Sussex Coast staff wanting to log into from a Sussex Downs site (Eastbourne, Lewes & Newhaven) would prefix their login as: hastings\user_name Conversely, Sussex Downs users logging into the Sussex Coast network (Station Plaza, Ore Valley & Automotive Training Centre) should prefix their user name as: sussexdowns\user_name In both instances, once you have entered your domain name and user name as per the above format, just enter your regular network password to complete your login authentication. Once logged in, you will see your usual home drive mapped (Sussex Downs College = F:, Sussex Coast College users will see their H: drive) and a (new for SCC users) shared W: drive area for your specific department and/or user group shared data areas. NB: Sussex Downs users logging into the Sussex Coast network may notice some SDC drives do NOT automatically map (namely the G: and U: drives). If this occurs, you may need to manually map any missing drives associated with other core systems you may work with, such as Finance, MIS, HR, Student Services or drives associated with specialist software or shared data areas specific to your role or department. For further assistance with mapping drives, please contact your home helpdesk (see earlier Section 1 for specific IT Helpdesk site contact details for Sussex Downs and/or Sussex Coast sites). NB: If you are an SDC user logging into the network from an SCC site, your default homepage will not automatically be set to MyDay. You can still access it but you have to go to: 3

4 via your internet browser. 3. and Outlook Calendars All college staff have access to a merged staff address book within Outlook which now lists all staff across all college campuses. Contacts will be added and removed in line with changes detected in the network accounts (e.g. Starters and leavers) but changes to job titles, phone numbers, etc. do not automatically update. If your address book entry needs changing or updating, please contact the HR department to discuss the required changes which they will authorise and forward to the appropriate campus IT support staff for updating. Typically, these are changes to: Name or Title Job Title Campus Faculty/Department Room Number Telephone Number When using Outlook s Calendar sharing, Free/Busy information for all colleagues across all college campuses will be visible for organising and sharing appointments with all your colleagues, regardless of campus or location. To share additional calendar entry details (i.e. visibility of subject, room etc.), apply additional shared view rights using the standard Outlook Share My Calendar options to invite colleagues and contacts to view your calendar. 4. WiFi Access per Campus Each college currently has slightly different WiFi access arrangements. For example, Sussex Coast College has 3 different WiFi services which have broadcast ID s of SCC-Staff, SCC-Student and SCC-Guest, so as a member of Staff you should select the SCC-Staff network and follow the prompts to login in the usual manner, which will be either via the normal network login prompt or from a login page displayed when you access your web browser. Conversely, when connecting to WiFi from Sussex Downs sites (Eastbourne, Lewes or Newhaven sites) you are also presented with 3 different WiFi service ID s, namely SDC, SDC-Guest and Eduroam when you should select SDC for staff access. Windows laptops already configured for your home college network domain should connect automatically to WiFi allowing you to login using your normal credentials. However, if you are working at a different campus site, or using a different laptop, select SDC at Sussex Downs sites or SCC-Staff when at Sussex Coast and supply your home college credentials as per the directions in section 2 of this guide. For example, login using: hastings\user_name when logging into a SCC staff account from an SDC location, use: sussexdowns\user_name 4

5 when logging into an SDC account from an SCC location. NB: You may find some of your drive mappings don t appear when working across some sites. For further assistance with mapping drives, please contact your home helpdesk (see earlier Section 1 for specific IT Helpdesk site contact details for Sussex Downs and/or Sussex Coast sites). 5. Printing per Campus All campus sites provide a Follow Me or Pull Printing service whereby staff can swipe their staff ID card on any networked printer/copier (MFD) to login and release their queued print jobs. However, SDC and SCC do have different print management solutions, but they both work in a similar fashion and both recognise SDC and SCC staff ID cards across all sites. However, when you first attempt to print at a partner site, you will be prompted to perform a One Time registration to enable access to the print and copier services from a site you have not worked from. In other words SDC staff when first trying to print at SCC sites will need to register and vice versa with SCC staff working from SDC sites. Once you have registered your ID with the print management systems, continue to use your card in the usual way to authenticate from any site to release your pending print jobs. Please Note, the One Time registration also allows access to normal photocopying and scan-to services across all SCC and SDC sites. NB: Under certain circumstances, you may have to manually select the default print queue for the Sussex Coast sites. Please note, this is a separate exercise from registering your staff ID card on the local MFD copiers. To connect to the default Sussex Coast College print queue (SCC Station Plaza, SCC Ore Valley & SCC Automotive Training Centre), take the following steps. 1. Right click the Windows start menu, then click run 2. In the text box type \\Print-A1.hastings.ac.uk\Follow-You then click ok. 3. Drivers should then be installed automatically. 4. When you need to print, from the software you are using, select the destination printer to Follow-You on Print-A1.hastings.ac.uk. 6. Access to core college Systems & Services (HR, MIS, Finance, VLE etc.) If you are an SDC user logging in on an SCC computer, or vice versa, you can still access your current core systems and services from any of the SDC and SCC sites. For SDC users, the easiest way is to go to the MyDay home page and follow the links from there. If MyDay doesn t appear, use your browser to access MyDay via the link: 5

6 If you are an SCC user, you will need to use the staff intranet or your existing desktop icons to access current SCC core college applications. This is likely to change during phase 2 of the merger as we harmonise and standardise our IT systems and services across all campus sites. Typically, SDC and SCC staff will need access to: and Calendars (see Section 3 of this How To guide) HR Self Service (MyView) SCC Use Staff Intranet. SDC use MyDay page. Failing that, cut and paste into your browser. NB: Access to all web based services, such as VLEs, ProMonitor and EBS dashboard, will remain as before. If in doubt follow links from either the Intranet (SCC) or MyDay (SDC). 7. Telephony Services per Campus Staff at SDC use Skype for Business whereas staff at SCC currently use Cisco desktop IP phones. The intention is to standardise on Skype for Business across all campus sites during Phase 2 of merger. During the interim, each college will retain its existing telephony arrangements. As such, during phase 1 of the merger, any relocated staff needing to retain their legacy phone arrangements, will need to contact their respective IT helpdesks to make the necessary arrangements to have any specific telephony needs set up at different sites. These arrangements will obviously be user and site specific and will need to be requested and agreed in advance of any staff moves or changes. Please contact your local helpdesk, giving as much notice as possible, to discuss your specific telephony requirements. You must also contact your HR department to advise them of any staff location changes, room number changes etc. (see earlier Section 3 regarding staff moves and changes) as these will need to be reflected in the merged Outlook staff address lists. Site Specific IT Helpdesk Contact Details Sussex Coast Sites Sussex Downs Sites Helpdesk Tel Ext 8382 or MyDay Not Applicable helpdesk@sussexcoast.ac.uk helpdesk@sussexdowns.ac.uk Intranet Not Applicable ENDS: 6

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