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At home or on the move

Working remotely

There are different ways to connect to central IT services.

These pages will help you to find out how to access the services/systems you use at work, from home.

IMPORTANT: Before leaving to work remotely:

  • Whichever service(s) you choose to use, please make sure you try them out at home at least 4 weeks before you intend to work remotely, one week before as a minimum. This will allow time for any issues to be resolved. If you have any problems connecting, please contact the ISD Service Desk.

  • You should ensure that you have an up-to-date and working anti-virus product installed on any computer [PC and Mac] that you will be working on away from the office. Free anti-virus software - Sophos or Fsecure - can be downloaded and installed onto home machines.

Which service(s) do you need to access from home?

Live@UCL email and calendar

If your department has been migrated to the live@UCL service then you have the following options to connect to your email and calendar account:

1. Use Outlook Web App (recommended)

This is the easiest option.

Log in to Outlook Web App via a browser (e.g. Internet Explorer)

Enter your userid, e.g. ucaaxxx@live.ucl.ac.uk & your password.

Remember to type @live.ucl.ac.uk after your userid when you log in.


2. Use Staff WTS 2010 to access Outlook 2010

Log in to Staff WTS 2010 with your UCL userid and password and click on the Outlook 2010 shortcut icon on your desktop.


3. If you have Outlook installed on your machine.

You can follow the instructions to:

Central IMAP email

Use SquirrelMail

SquirrelMail is a basic web based email application and is the easiest option for accessing your email remotely.

Note: If your department has not yet been migrated to live@UCL, then you are likely using Central IMAP email. 

UCL internally restricted services (e-journals, FIS, MyView etc)

Use Virtual Private Network (VPN)

The UCL Remote Access VPN Service provides a resilient, secure means of accessing certain restricted UCL corporate central services (listed below) from off-site locations, typically from home. 

Notes:

  • If you are a WTS user and need to use any of the services listed below, you should access them using Staff WTS.

1. Collaboration and Storage:

  • EDRM (Electronic Document & Records Management)

2. Services System

3. UPI Tools

4. Alumni Systems:

5. Estates Systems:

6. Finance Systems:

7. HR Systems:

The following services are accessible via Staff WTS only

8. Student Administration:

  • DeMIST Departmental Admissions
  • SITS- Application

9. Timetabling

  • CMIS for Academic Timetabling (Facility CMIS)

Staff WTS

Staff WTS gives you access to:

  • Home drives (N: and S: drive)
  • Licensed software (including office applications)

You can connect to WTS by either using the web application or by installing and configuring software (called the Citrix Client) on your machine, enabling you to connect to WTS.

Administrative Desktop Service (ADS)

If you need to connect to ADS services, you should register and connect using the ADS Remote Access Service

If you need assistance with this service or have question, please contact the ADS Service Desk.

SLMS IT services (e.g. Sync & Share)

See the IT for SLMS pages for details on remotely accessing School of Life & Medical Sciences services.

If you need assistance or have a question, please contact IT for SLMS Support.

Access to software

  • Log in to the Software Database which enables you to obtain, free of charge, any site-licensed software to which you are already entitled. Other chargeable software is also available for departments.
  • You should ensure that you have an up-to-date and working anti-virus product installed on any computer [PC and Mac] that you will be working on away from the office. You can download, free of charge, the latest version of F-Secure or Sophos Anti-Virus software for your home machine (you will be prompted for your UCL username and password).

Taking data home via a USB key

Only store sensitive data on portable devices or media when absolutely necessary. If there is a need to work with sensitive data away from UCL premises, the preferred method is to use a secure remote connection [UCL VPN] to UCL.

In exceptional circumstances in which it is necessary to store sensitive data on portable devices or media, staff should only store such data as they have an immediate need for and should remove this data when this immediate need no longer exists.

All UCL data stored on portable devices or media must be strongly encrypted. We recommend Integral USB hardware encrypted flash drives [for Mac and for PC] or USB flash drives from Istorage-uk [their 'datashur' works on any operating system] or any other hardware encrypted USB device that is at least FIPS 140-2 level 2 or level 3.

Please contact isd-itpurchasing@ucl.ac.uk to purchase a Datashur device at a reduced rate.

It is unacceptable to physically move sensitive digital data in an unencrypted form. We also recommend the use of hardware encrypted USB devices for any data needing to be accessed offline, not just sensitive.

Useful links:

My departmental work computer (not WTS/ADS)

Use Remote Desktop Protocol (RDP) over Virtual Private Network (VPN)

What is VPN and RDP?

  • VPN: Creates a secure connection between your computer and the server, allowing you to access certain restricted UCL central services from home.
  • RDP: Software that allows you to connect to your work computer from your home computer and have access to all of your programs, files, and network resources—just as though you were in front of your computer at work.

    Please note
    : Support for this service is provided via your local IT support rather than the ISD Service Desk.

How do I set this up?

  • You must have administrative rights on your work PC in order to set up a Remote Desktop Connection (RDP). Please check with your local IT support before proceeding.

Which operating system are you using?

Mobile services

You can set up your email and calendar on your mobile device.

Have a question or need help?

Please contact the Service Desk.

The Service Desk web pages will also give you information on opening hours.

Other tools to help you collaborate with colleagues