IT ServicesStaff

IT Support

Dynamic Working - IT essentials

This is the place for all your IT related needs with useful links on how to work from home.

Secure computer icon

Staying safe online

Since the beginning of the Coronavirus pandemic, the level of online criminal activity has increased significantly. IT Services have been working hard to reduce the risk of this happening here at Loughborough through tightening our IT security measures and closely monitoring our systems. 

However, given the extremely high level of criminal activity and the risks inherent to remote working, it is more important than ever that we all exercise caution in order to protect our own personal information and prevent University systems from being compromised.

This means remembering a few key points:

Secure yourself 

  • Always be alert for phishing or scam emails that ask for passwords or other personal information
  • Never open email attachments unless you know and trust the source
  • Don't use your personal email for University business, as we cannot guarantee its security and confidentiality

Secure your data

  • Protect your personal information by creating strong passwords for your University and personal accounts to keep them secure
  • If you have downloaded University data onto a personal device or your own cloud storage, please delete that data when you no longer need it
  • Share files securely with your O365 account - see below for sharing files securely with Office 365 

Secure your devices 

  • If you are uisng a University owned device on the staff desktop managed service, it is important to run regular updates. Please refer to guidance below for applying updates off campus
  • If you are using personal devices to work remotely or access University systems, always ensure that the software you are using is up to date - this applies to phones and tablets, as well as PCs and Macs. Please refer to guidance below for applying updates
  • If you are using your own computer, ensure you have anti-virus software installed on it; advice on how you can do this for free is available here
  • Lock it away where possible. To avoid loss or theft of personal data, put print outs and devices away at the end of the working day if possible 

For more information, please see the Security top tips videos tab.

Personal devices - applying updates

Update your devices

If you’re using your own equipment, don’t be an easy target for hackers. Out-of-date software, apps, and operating systems contain weaknesses. This makes them easier to hack.

Keep your security software up to date to make it more difficult for them to get in.

Turn on automatic updates for your devices and software that offer it. This will mean you do not have to remember each time.

Some devices and software need to be updated manually. You may get reminders on your phone or computer. Do not ignore these reminders. Updating will help to keep you safe online.

If you are using a University owned device to work from home, this will be already done through the desktop managed service.

How to turn on automatic updates

Staff managed desktop – applying updates off campus

Many of us have been working off campus with our devices for some time now, and to keep them up to date and secure they require regular restarts and connection to the University Network via the VPN service (Virtual Private Network).

RECOMMENDED ACTION

Connect to the University Network

We recommend that this is done at least once a week to complete any updates that are required.

  1. Connect your device to the VPN and continue to work while connected for at least an hour or so.
  1. If presented with restart prompts as part of any updates – pick a convenient time and follow the instructions.

For major updates we will notify you about this beforehand, but these can take longer to complete and it’s important that you leave them to finish without powering-off or closing the lid of your laptop.

Regular restarts

It is important to restart your laptop on a regular basis to install and complete updates including ones fixing security issues, whether on campus or at home.

Completing these tasks will also help to reduce issues when you do return to campus, as your device will still be registered on the network and will require fewer updates ensuring a smoother transition to on campus working.

We advise that this is done at the earliest convenience, especially if you have not completed either of these actions within the last two weeks.

For more information on the Staff Desktop Windows 10 Service, please visit the Windows Service page.

Sharing files securely with Office 365

Microsoft Office 365 should be used as the default solution for any of your file storage and collaboration needs.

  • OneDrive is your personal secure cloud storage space available through your Loughborough University Office 365 account. You can save and share large files and work collaboratively with colleagues and externals. OneDrive files are private unless they are explicitly shared with others
  • Microsoft (MS) Teams, a hub that provides teams with features like one-to-one chats and video conferencing, but also shared resources, including a SharePoint Online site and document library. Everyone in a team can access, edit and co-author the files. You can also add members external to the University to join and collaborate.

Communication tools – Which applications should I use?

In these exceptional circumstances, lots of different communication tools are now available to staff depending on your preference.

Microsoft Teams

Microsoft Teams is the recommended tool for calls (internal), video conference calls and online meetings.

Cisco Jabber

This is the recommended tool for calls/conference calls (external). Cisco Jabber supports everything you need for standard telephone and video conference calls.

Please note: IT Services does not support the use of Zoom, Google Meets, or any other video conferencing system not featured in the list above. Use of these tools is not recommended for conducting University business, for support, data protection, and security reasons.

For information on tools and software for teaching, please consult the Flexible Module Delivery pages.

Connecting to services

1

Make sure your are registered for Multi-Factor Authentication

This is an additional layer of security for staff working away from the University, much like you get with internet banking we use an app on your phone to authenticate you and keep you secure.

Find out more here.

2

Set up the VPN

The VPN service allows secure access to University online services from off campus, once connected it will be like you are plugged into the campus network.

Find out more here.

3

Redirect your desk phone to your mobile or home landline

Ensure that you do not miss phone calls directed to your University number by redirecting to your mobile or landline, alternatively you can set up Jabber to use your computer.

Find out more here.

4

Set up Cisco Jabber

Cisco Jabber is an instant messaging service and phone intergration application.

Find out more here.

5

Check your Office365 access

Office365 allows access to your documents online, but you can also download them to work offline if needed

Find out more here.

6

Accessing Group Workspaces

Group Workspaces is there where groups of students and groups of staff can share work files. You will need to be connected to the VPN to access Groupspaces when working from home. 

Find out more here.

7

Add a Local user account

Create another user account on your personal machine.

Find out more here.

8

Display Screen Equipment (DSE) safety advice

Safely set up your home working environment. 

Find out more here.

First time setup

A suite of short instructional videos to help you set up your devices for working away from campus, allowing you access to University internet based resources which could otherwise be restricted to on-campus use only.

Step 1

Multi-Factor Authentication (MFA)

Register your device for the Multi-Factor Authentication service by installing the Duo mobile app.

Step 2

Connecting to the VPN

Once your device is registered for the Multi-Factor Authentication, you are now set to access the VPN.

 

How to use the VPN on a University managed Windows laptop

When connected to the VPN you are bound by the University's IT Acceptable Use Policy. Please remember to disconnect when you are finished.

How to install the VPN on a personal Mac OS

When connected to the VPN you are bound by the University's IT Acceptable Use Policy. Please remember to disconnect when you are finished.

How to install the VPN on a personal Windows device

When connected to the VPN you are bound by the University's IT Acceptable Use Policy. Please remember to disconnect when you are finished.

Step 3

Redirect your desk phone

Step 4

Setting up for Chat and Call with Cisco Jabber

Health and Safety guidance

Health and Safety have issued three new guidance notes on the Health and Safety website relating to advice for homeworkers.

PDF document: Desk Setup when working from home 

PDF document: Stretches for Computer Users

PDF document: Working safely at home