IT ServicesStaff


Windows Service

The Windows Service for laptops and desktops has been developed for use by all members of the University.

Important notice

Internet Explorer going end of life

Internet Explorer 11 (IE11) is coming to the end of its life.

If you would like to make the change to either Edge Chromium or Chrome, please look in Software Centre on your laptop or desktop for the latest version.

Download take a couple of minutes

The Staff Desktop Windows 10 Service includes:

  • Remote Working Client - VPN service (pre-installed on laptops IT Services website)
  • Edge Chromium, Chrome and Internet Explorer for browsing internet, intranet and Learn Server
  • Email via Outlook and Outlook Web Access
  • Microsoft Office 365
  • Access to Corporate Information Services Portal
  • Automatically updated antivirus software
  • Encryption on all laptops
  • OneDrive for Business
  • Jabber Client (see Telephone section)
  • Microsoft Team (see Teams section)
  • Additional applications via Software Centre

Best Practice Guide

PC: At your desk

All computers

  1. When your computer is not in use for a long period of time, such as weekends and overnight, power down. We understand that sometimes long computer simulations are run, so not all users will be able to switch off every weekend.
  2. When your computer is not in use for a short period of time, "lock" the computer. Standby/Sleep mode is preferred, if available, as it saves power.
  • To enter "Stand by" mode, select Start then click the arrow button next toShut Down, select Sleep. Windows XP - select Start then Shut Down, and then select Stand by from the drop-down list and click OK. When you return, press the power button, then Ctrl+Alt+Del, then enter your password and the computer screen will return as you left it.
  • To "lock" the computer, press the Windows key and L at the same time. When you return, press Ctrl+Alt+Del, then enter your password and the computer screen will return as you left it.

This will stop anyone seeing anything they shouldn't or using your computer to do something they shouldn't. A screen saver with a password is not a secure alternative. Remember, according to the Acceptable Use Policy:

The user is personally responsible and accountable for all activities carried out under their username.

  1. When editing documents, spreadsheets etc. save your changes regularly (automatic recovery settings save your work every 10 minutes by default).
  2. Documents and Favourites are saved on networked storage so are centrally backed up.
  3. Your passwords must be kept secure:
    1. Do not write passwords on a piece of paper.
    2. Do not divulge your password to anyone other than trusted IT support staff.
    3. You must adhere to current password policy and advice. Advice on what constitutes a good password may be obtained from the IT User Account section.

Remember, according to the Acceptable Use Policy:

The user is personally responsible and accountable for all activities carried out under their username. The password associated with a particular personal username must not be divulged to any other person, other than to designated membersof IT staff for the purposes of system support...

In particular, passwords used must adhere to current password policy and practice.This advice must be followed: failure to do so may be regarded as a breach of this policy.

PC: Working off campus

There are particular areas where you can lose security which apply particularly to laptops and working off-campus:

Security of Equipment off-campus

  1. Equipment and media taken off the premises should not be left unattended in public places. Portable computers should be carried as hand luggage and disguised when traveling.

  2. Mobile computing facilities should also be physically protected against theft especially when left, for example, in cars and other forms of transport, hotel rooms, conference centres and meeting places. Equipment carrying important, sensitive and / or critical business information should not be left unattended and, where possible, special locks should be used to secure the equipment.

  3. Manufacturers' instructions for protecting equipment should be observed at all times, e.g. protection against exposure to strong electromagnetic fields.

  4. Adequate insurance cover should be in place to protect equipment off site.

Security from Viruses etc. and ensuring Patches are applied

  1. Laptops and Portable computers must be brought in to the University and connected to the University network, or be connected to the Internet regularly. Connecting to either the University network or the Internet will ensure that your antivirus updates are kept up-to-date.

  2. Laptops and Portable computers must be brought in to the University and connected to the University network reasonably regularly. They must also be re-booted while connected to the University regularly, as patches are only applied on startup. Rebooting or starting up while connected to the University network will ensure that your patches are kept up-to-date.

  3. If for any reason you are unable to connect to the University network for longer than four weeks, please contact your local IT support person or or telephone 01509 222333 on your return (so that the antivirus updates and patches can be manually installed) before you connect to the network.

Security of data off-campus

You should look at the data you are using and determine its security requirements, e.g. is it confidential? Suitable controls should be applied as appropriate, e.g. lockable filing cabinets, and a clear desk policy. You also have obligations under the Data Protection Act, in particular:

Data subjects (that is persons about whom [information relating to an identifiable living individual] is held) may also sue for compensation for damage and any associated distress suffered as a result of ... unauthorised disclosure of, or access obtained to, data..

Silent Updates and Patching

Updates and patches are required to keep the operating system up-to-date and secure. You will be notified about longer updates that require more processor usage or require a reboot, allowing you the option of when to run them. Smaller updates and patches will execute behind the scenes and will not force a reboot enabling you to use your machine with unexpected interruptions.

Wifi using eduroam

Windows 10 will be preconfigured to use the Eduroam wireless network. This is an international education wireless network, allowing you to connect at any participating institution.

Extra accounts - privileged rights.

Some staff occasionally need to perform tasks which require administrator rights on their PC, for example installing custom software or connecting to a home printer. In such circumstances your line manager or Local IT Staff can request an "-extra" account on your behalf. This will provide you with a separate username and password which can be used when Windows prompts you to allow administrative changes. These accounts will have limited functionality and should not be used to log directly in to your computer. If you forget, or need to reset, your -extra password this can be done via or telephone 01509 222333.

Antivirus Software

It is important that your antivirus software is kept up to date. This should happen automatically every 4 hours. If your computer has not been connected to the network and has missed an update, it will automatically perform the update next time you switch it on when connected to the University network.

Portable computers must be regularly and reasonably frequently connected to the University network. This still does not guarantee that an e-mail does not contain a virus - the virus may have spread to us before the DAT file entry has been designed to exclude it.

To protect against viruses, we have installed antivirus software with each Windows computer. It, too, must update its DAT files to keep itself up-to-date with the latest list of viruses.

Users of laptops in particular may wish to manually force an update of their DAT files (particularly when they return to work after an absence or holiday). 

Check your software version

To do this:

  • Open the Windows Defender Security Center by clicking the shield icon in the taskbar or searching the start menu for Windows Security.
  • Click the Virus & threat protection tile.
  • Locate the Virus and Threat protection update section.
  • Click ‘Check for Updates’ to download new protection updates (if there are any).

If your computer is not updating the virus update automatically please contact

How to manually scan disk drives

You may wish to manually scan for a virus, perhaps because you suspect that your computer is infected, or perhaps because IT Services or your Department IT representative may ask you to.

1. Find the V Shield icon in the system tray.
2. Right-click it.
3. From the pop-up menu select On-Demand Scan....
4. Select the Item you wish to scan in the Scan Locations tab.
5. Click the Start button.
6. The On Demand Scan Progress window will appear and show the status of the scan.

Screen grab: Image of On Demand Scan properties - tasks.

7. Hopefully, when the scan is complete, no viruses will have been detected.

If this is the case, close the program. Otherwise, follow the on-screen instructions.


Frequently Asked Questions

Can I be an Administrator on my computer?

Yes, where it is required for work purposes. Increased access rights (known as Extra accounts) may be granted where there is a genuine requirement, at the discretion of your Local IT Staff, Line Manager and IT Services. The extra account will look like username-extra.

How can I install a network printer?

  1. Click on the Start button
  2. In the Search box type \\printers
  3. A window is displayed with a list of the networked printers available
  4. Double click on the printer you would like to install

Accessibility - How do I set up display preferences?

The Windows Service allows staff and students to set up display preferences on their computers.

This will be of particular use to those with visual impairments who require high contrast colour schemes or different font sizes. Changing the colours may also be of use to those with dyslexia.

Windows 10 Feature Updates

Unlike previous Operating Systems such as Windows 7, Windows 10 is not static.  Microsoft is continually working on improving upgrading by fixing bugs, releasing security Improvements, and adding enhanced features.

The version which is now going out of support is Windows 10 1709 and it goes out of support on 14th April 2020 and as such Windows 10 machines on 1709 needs to be upgraded in order to be secure.

The upgrade needs to be completed by 08/11/2020.  A relaxed period is now in force for this upgrade but to ensure this happens a mandatory upgrade will be sent to machines needing the upgrade on 09/11/2020.

A helpful user guide is below