Staff IT Induction
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Computers and devices
We recommend that staff should use a managed computer.
A managed computer is one provided by IDG, or your department, that is pre-installed with either:
- Microsoft Windows (the managed Windows Desktop)
- Apple MacOS (an
Apple@Warwick managed device)
- CentOS Linux (the Managed Linux Desktop, used mainly in the School of Mathematics)
Our computers are managed centrally and configured with the optimum settings. This means that you do not need to manage or maintain the computer or its software. IDG will provide you with a secure, stable working environment to access your files, software and other services.
You may find our guides helpful:
For security reasons, members of staff should not be using a personal device unless they are using the Workspace virtual desktop service.
The Workspace service has been designed specifically for colleagues who are working remotely using privately-owned devices for their University work. It provides a secure, digital environment, separating and protecting both private content and University data on one device.
IT accounts
You need to register for an IT Account in order to use the University's computing facilities.
As a new member of staff, you will have been given a unique University of Warwick user code. This starts with a 'u' followed by a string of 7 digits. Your user code needs to be paired with the password you created on registration.
Get online
Use your IT Account to connect to the eduroam network while on campus.
How to connect to WiFi (eduroam)
Use these instructions to configure eduroam on your device:
The virtual private network (VPN) service at the University of Warwick is designed to provide users with a secure and easy way to access university network services and resources not normally available when working off-campus. It works by creating a private, encrypted route through which a user's device can connect to the internet whilst keeping their personal information, location, and other data private.
Email and collaboration
When you register for your IT account, we’ll give you a Microsoft 365 account that includes:
- An email address.
- 1TB of storage in OneDrive - personal storage that can be accessed from anywhere and allows you to share files.
- Microsoft 365 - including Teams, Planner, Calendars, Contacts and Tasks.
Your email address will take the form of Firstname.Surname@warwick.ac.uk - e.g. john.doe@warwick.ac.uk or john.doe.23@warwick.ac.uk. The format will depend on availability when you register.
About 30 minutes after registering for your IT account, you can access your Warwick email using Outlook.
How to access your email using Outlook on the web
How to sign into Outlook on a managed Windows computer for the first time
How to set up the Microsoft Outlook email app on an iOS device
How to set up the Microsoft Outlook email app on an Android device
Microsoft 365 includes Microsoft Teams, which you can use to:
- Chat online, in groups or one-to-one
- Share documents
The Microsoft Teams application is excellent for online collaboration, audio/video calls, group discussions and tutor or supervisor meetings.
Staff get 1TB of storage in OneDrive - personal storage that can be accessed from anywhere, allows you to share files, collaborate with others and use Office for the web.
At the University of Warwick, Microsoft 365 is the approved communication channel, providing a suite of tools, such as Outlook, Teams and Sharepoint, for effective and secure collaboration and communication among staff and students.
Services such as Zoom and WhatsApp are not approved for official University communications.
For security reasons, you should only use Microsoft 365.
Software for staff
These come with a lot of useful software already installed (e.g. Microsoft 365, antivirus software).
Further software is available to install yourself via the Software Centre for Windows devices, and Self Service for Macs.
If you’re using a managed computer, we strongly encourage you to either move over to a managed computer or use Workspace.
However, there is some software that the University provides to staff on the Software webpage.
Microsoft 365 cannot be installed on your personal computer for data security reasons.
If the piece of software you require isn't offered by the University, please submit a request for it from IDG using the below form. The request will need to be approved by several stakeholders.
Get access to a range of assistive software available for use in the University. Some of the software we provide:
- Cicero
- Dragon Naturally Speaking
- Jaws for windows
- Read&Write Gold
See a list of all assistive software available on the library's website.
Printing and scanning
Your department will have a Kyocera mult-function device (MFD), which can print double-sided, scan to email, copy and staple.
These print queues are pre-installed on managed computers.
A guide to printing at the University of Warwick
How to print from a managed Windows computer
How to print from a managed Mac
You can scan your documents for free using Mail2Me, scans will be emailed to you.
Security
If you are using computers, laptops or other devices on the University network, and handling University data, you need to make sure they are secured against malware, hackers and accidental loss or theft.
We ask for your continued awareness, attention, and support to keep the devices and data you use, secure.
It is University policy to ensure that all devices on the University network meet a basic, minimum-security specification.
Multi-factor authentication makes your account more secure by requiring something you have (a numeric code on your phone) and something you know (your username and password) to sign in.
As a member of staff, information security is your responsibility. The University Information Management Policy Framework webpage has information and policies to help you keep personal, research and University data safe.
You should also familiarise yourself with Legal and Compliance Services policies.
Things to remember:
- IDG will never ask you for your password.
- You should never leave your machine unlocked and unattended.
- You must password-protect all the devices you use to store University emails and files.
- Ensure that your machine is kept up-to-date and secure.
You must also complete this mandatory Information Security training course on Moodle.
The University has strict regulations about the use of computing facilities, which all users are required to accept before they are assigned an IT Account. They cover authorisation, copyright and defamation. Disciplinary procedures are in place to deal with breaches of these regulations. The regulations incorporate conditions for acceptable use of the national academic IT network, JANET.
A code of conduct covers the use of the public work areas and connection to the campus data network.
Please take the time to read over the policies and procedures on this page.
You will likely be assigned a managed Windows device or a managed Apple Mac. They come with antivirus software installed by default. We’ll make sure it stays up to date.
For non-managed, or personal devices, we recommend using the following software pieces, depending on your operating system.
Microsoft Windows
Windows 10 & 11 have Microsoft Defender AntivirusLink opens in a new window built in.
Apple macOS
macOS includes built-in antivirus technology called XProtect.
Linux
Linux users are advised to download and install ClamAV.
Please see this guide for tips on identifying, preventing and dealing with phishing or spam emails.
For security reasons, the use of USB storage drives on campus computers is blocked.
A USB storage device is any device that is used to store information so this could potentially include external hard drives, digital cameras, recorders, USB sticks, etc. – anything that your computer may recognise as a USB drive.
We recommend saving any work to OneDrive.
Training
All University of Warwick staff and students have free access to the LinkedIn Learning digital training platform.
Find out more information on our dedicated LinkedIn Learning information page or access LinkedIn Learning now using the button below.
Other information
Many more help articles are available on the IDG Knowledge Base.
All staff should complete the Health and Safety online training and annual refresher training.
If you use a computer at work, it’s vital to set up your workstation properly to avoid pain or injury. All new staff must complete a computer workstation assessment as soon as possible. You should also review your workstation setup each time you purchase new equipment or make any substantial changes to the layout.
Find out more about Moodle, Echo 360 (lecture capture), Mahara, Vevox and other tools you might use in your modules in our help guides for digital learning tools.
Please see the Audio Visual Services homepage for information on how to get help and support with your AV needs.
Tabula is a tool to support the administration of teaching and learning in academic departments. It helps academic and administrative staff manage student information such as personal profiles, seminar allocation, personal tutor/supervisor allocations and meetings, attendance recording and marks management.
You can find more information on Tabula on the Tabula manual.
Our People Search tool is there whenever you need to find out how to contact another member of staff or a student. You can search by first name, surname, department and job title. If you notice that your number is not listed, or is incorrect, in the PeopleSearch directory, contact the IDG Service Desk and request your details are updated.
Please see the Community Safety page for information on what to do in an emergency.
For info on staff parking, visit the Car Parking site.
Access our HR system, SuccessFactors.