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IT essentials for new staff
The essentials
Work through our essentials list first. This will get you up and running and save time later.
- Your UCL ID and password
Your user ID is your key to accessing your computer account (such as your email) and other UCL systems and resources.
Your user ID is made up of seven characters. For example: ucaaxxx.
Can I change my user ID?
Your user ID is unique to you and cannot be changed.
Find out more about managing and changing your UCL ID and password here.
- Printing, scanning and copying services
The Print @ UCL service allows you to send your print job from our desktop service or your own computer or laptop. Then use any device around campus to print your document. You can also use any device to copy, scan and fax quickly and easily.
- Remote access via Desktop@UCL or VPN
We have a host of ready-made tools to facilitate working away from campus.
- Staff computers
The Desktop @ UCL service gives you access to your desktop, files and apps at work or from home.
Find out more about staff computers here
- Purchase hardware and software for work and home
Hardware purchasing
If you need new hardware, don’t run off to PC World to buy your new equipment. On our website, we offer recommendations for corporate IT equipment. We also provide a managed desktop service (Desktop@UCL) where we will order, install and support the equipment for you.
Discounted software for home
Through UCL software agreements, you can get discounted or free software for use on personal machines.
For discounted Microsoft Windows and Office software see ucl.onthehub.com
For other software go to the UCL software database and look under the licences for each product.
UCL licensed software
Download free anti-virus software plus any site-licensed software to which you are entitled from the software database
- Stay secure online
Our top tips to stay secure online
- Keep your password secure
Look after your login details. If someone else uses them, they may cause you and others a great deal of trouble. We will never ask for your password. Please ignore all emails asking for your password and report them to the IT Services Desk.
- Use strong passwords
To create a strong password, make sure you include a mix of numbers, upper- and lower-case letters and symbols.
- Make sure that your machine(s) are up to date
This includes your operating system, applications, your browser, and any plugins.
- Keep your anti-virus updated and your firewall enabled
- Back up your data regularly
Make sure your backup is not located in the same place as your working files. Put a pin code on your mobile device e.g. phone or tablet.
- Learn the basics
Our Information Security Awareness course on Moodle has information on email scams, protecting data, passwords and policies. Log into Moodle, search for “Information Security Awareness,” and self-enroll.
- Handling sensitive information
If you are handling confidential or sensitive information, check out our guide on encryption. For further advice, please contact us at: isg@ucl.ac.uk
Your responsibilities
As a member of staff, you are bound by the UCL Information Security Policy.
Other services
- Email and Calendar
- Connect to Wi-Fi
- Telephony services
Telephony Services has a one-stop shop solution for your mobile telephony needs, conference calls and your desk phone. Find out more about Telephony services here.
- Help with your website
Will you be maintaining a website as part of your role?
We provide advice and help on all aspects of websites, from content management and user experience, through design and development, to training and on-going support. And remember, your website is particularly important so make sure you spend time managing it! We can help you make your website as successful as possible.
Find out more about assistance with your website- Tools to help you with your administrative functions
Systems to help
Will you be performing admin functions as part of your role? You will likely need access to some of the systems we run to help you do your job.
Examples of some of the systems available to you are:
- Financial management
- HR processes
- Archiving and records management
- Alumni and fundraising information
- Recording visitors
- Booking rooms
- Portico – the student information System
- Creating an academic timetable
- Get creative! Services from UCL Educational Media
Our Educational Media services is part of ISD Digital Education and offers a range of creative services. Find out more about how to access these services here.
Design and photography
Comprehensive design and photographic service which supports UCL-wide learning & teaching, promotional and PR activities.
Poster production
Academic poster printing service – now expanded to include promotional and “exhibition quality” printing.
Media Production and Media Delivery
A broadcast quality service, offering location and studio production, in-house facilities, live streaming of events and media delivery through UCL MediaCentral and Apple Podcasts
Digitisation and scanning service
State-of-the-art digitisation service by expert technicians and incorporating film, document and book scanning equipment which provide high quality digital imagery for research and archival purposes.
Digital Media
Imagestore is our online image library where you can download high quality images, and brand templates like powerpoint presentations.
You can access Imagestore here
MediaCentral is our online service which hosts video and audio content and can be embedded into webpages.
IT support for Teaching, Learning and Research
- IT services to enhance your research
We develop, deliver and operate services to assist researchers in meeting their objectives at each stage of the research lifecycle, from funding through to publication and dissemination.
Your UCL profile
UCL Profiles is our public search and discovery tool showcasing the UCL community. Use it to find UCL academics, their activities, collaborations, industry partnerships, publications and more. Learn more about UCL Profiles here.
Your publications list
The Research Publications System (RPS) is designed to provide researchers with a single point of entry for keeping their publications up to date. It integrates with Discovery, our open access full-text repository.
Training
We run various courses ranging from an Introduction to High Performance & High Throughput Computing, and Software Carpentry Workshops.
Assistance with other Research IT Services
Find out how else we can help you. Our range of services include Research Computing, Research Software Development and Research Data Services. Find out more about Research IT services
- Enhance your teaching and learning
Engage your students
We want to help you use technology to enhance the learning of your students inside and outside the classroom. E-Learning is now widely used across UCL, through Moodle, our ‘virtual learning environment,’ lecture recording, online assessment and feedback, voting handsets and distance learning.
UCL eXtend, our public facing learning portal can even help you engage with learners outside of UCL for Life Learning, CPD or Executive Education. We are keen to work with individuals, departments and communities such as the E-Learning Champions network to develop your ideas and enhance student learning.
Top 5 ideas popular with students:
- Record your lectures and put them online (automatically if you wish) via the Lecturecast service available in our larger lecture rooms.
- Voting handsets encourage better student engagement in large classes.
- Use Moodle to develop simple online quizzes to help students check their progress.
- The Turnitin service, also via Moodle, enables you to provide online feedback and helps check for potential plagiarism.
- Moodle forums can simplify your communications with students and provide a space for group discussion and feedback.