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IT essentials for UCL staff

IT essentials for new members of staff

The information on this page can also be found in the IT essentials pack for staff which you should've received from UCL security when you started. If you did not get one then you can pick one up from UCL security or download a PDF version.

Core IT services

User IDs and Passwords

User IDs & passwords

Email and calendar

Email & calendar

Print, copy & scan services at UCL…

Printing, copying & scanning

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.

Get Connected

Connect on or off campus

Staff computers

Staff computers

The Desktop @ UCL service gives you access to your desktop, files and apps at work or from home.

Telephony

Telephony services

Telephony Services has a one-stop shop solution for your mobile telephony needs, conference calls and your desk phone.

Other services

Purchase hardware and software for work and at 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

Find out more on our Software & Hardware pages

Stay secure
Stay Safe…

Our top tips to staying 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. UCL will never ask you to reveal your password. Ignore all emails asking for your passwords.

  • Use strong passwords

To create a strong password, make sure you include a mixture of numbers, upper and lower case letters and symbols. Keep your password secure!

  • Ensure 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

  • Be wary when reading your email

Do not click on any links or attachments in unsolicited email.

  • 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-enrol.

  • Handling sensitive information

If you are handling confidential or sensitive information, check our guide on encryption. For further advice, please contact us: isg@ucl.ac.uk

  • Your responsibilities

As a member of staff you are bound by the UCL Information Security Policy.

Find out more about staying secure online

Brush up on your IT skills - Digital skills development (IT Training)

Course Programme

We have an extensive course programme including Office and Adobe products, website content management, data analysis software, bibliographical tools and more.

Online resources

Prefer to learn at your own pace? Peruse our selection of course materials, videos and other online learning materials to help you develop your skills. Find out more overleaf.

European Computer Driving Licence (ECDL)

ECDL is an internationally recognised qualification. Gain certification of your IT skills through this accredited programme.

Find out more on out Digital skills development pages


Lynda.com logo…

Learn at your own pace with Lynda

You have free and unlimited access to thousands of video tutorials and training courses.

Log in to lynda.com

Get IT support if you have a disability
Wheelchair user on a laptop…

Assistive technology

Do you have a disability and need advice on assistive technology? Contact the Disability IT Support Analyst who can advise you on software and hardware to meet your needs.

Ergonomics

Do you have questions about workstation health or ergonomics? Learn about the simple adjustments that can make your workstation more comfortable.

Disability IT Support Analyst

The Disability IT Support Analyst is here to help you. Whether you have a temporary challenge which is affecting your work or an long term issue, the Disability IT Support Analyst can provide support.

SENIT Suite:

The SENIT Suite is for students with disabilities, we have a dedicated computer workroom equipped with an up-to-date range of software and technology. For access and to book inductions please contact the Disability Service on either disability@ucl.ac.uk or contact 0207 679 0100.

Enhance your learning & teaching

Engage your students

We are here to help you use technology to enhance the learning of your students within and beyond the classroom. E-Learning is now widely used across UCL, through for example 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:

  1. Record your lectures and put them online (automatically if you wish) via the Lecturecast service available in UCL’s larger lecture rooms.
  2. Voting handsets encourage better student engagement in large classes.
  3. Use Moodle to develop simple online quizzes to help students check their progress.
  4. The Turnitin service, also via Moodle, enables you to provide online feedback and helps check for potential plagiarism.
  5. Moodle forums can simplify your communications with students, and provide a space for group discussion and feedback.

Find out more on our Larning & Teaching pages

IT services to enhance your research

We develop, deliver and operate services to assist UCL researchers in meeting their objectives at each stage of the research lifecycle, from funding through to publication and dissemination.

Your UCL profile

IRIS (Institutional Research Information Service) is the internal and public research portal for UCL. Use IRIS to maintain your own researcher profile and to identify the research activities of others.

Your publications list

The Research Publications System (RPS) is designed to provide UCL researchers with a single point of entry for keeping their publications up to date. It integrates with both IRIS and Discovery, UCL’s open access full-text repository.

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.

Training

We run various courses ranging from an Introduction to High Performance & High Throughput Computing, and Software Carpentry Workshops.

Find out more about Research IT services

Local IT services for School of Life & Medical Sciences staff

Being part of SLMS gives you access to a broad range of speciality IT services in addition to the central IT offerings.

Local IT Staff

IT for SLMS staff provide support to the faculties of:

  • Life Sciences
  • Medical Sciences
  • Brain Sciences
  • Population Health Sciences

Find your local IT for SLMS IT support contact

IT Solutions

IT for SLMS can provide or facilitate a range of services across SLMS:

  • Research – including secure data handling & information governance
  • Learning and Teaching – including e-learning and audio visual support
  • Health Creatives – providing clinical and general photography, design,web & app development, print and video services
  • Infrastructure – including hardware, datacentres and related services.

Find out more about IT for SLMS

Help with your website

Websites

Will you be maintaining a website as part of your role?

We provide advice and assistance 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 very important so make sure you spend time managing it! So let us help you make your website as successful as possible.

Find out more

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

Find out more on services@UCL

Get creative! Digital Media services

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.

Imagestore and MediaCentral - UCL's Online image library and video portal

Content is mainly of UCL activities for use in print, web, presentations, teaching materials and promotional activities.

www.imagestore.ucl.ac.uk

www.ucl.ac.uk/mediacentral