Information for staff
Here’s a quick guide of everything you need to know to get you started.
Your IT account
Change your password to something easier to remember or reset it if you've forgotten.
Connect to the internet
How to use the campus Wi-Fi (eduroam) or wired connections.
Printing
How to use the MFD printers around campus.
Your Sussex email
How to get access to your official University email.
Computers
There are over 900 PCs and Macs on the campus, many available 24/7.
IT Service desk
Report a fault and request hardware or software access.
LinkedIn Learning
Activate your free LinkedIn Learning account, watch courses to develop new skills.
Business applications
The central database and other business software.
Audiovisual support
AV support in general teaching spaces.
Multi-factor Authentication
Set up your MFA app now to access key applications.
Research
Specialist infrastructure, advice and support.
Mobile Phones
Sussex owned mobile phone guidance.
Set up your Multi-factor Authenticator
Set up your MFA app now to access key applications, including Sussex Direct and Outlook.
Accounts
Username
In order to collect your IT username and password please call 01273 67 8090 and quote the service request number that your manager has provided you with.
Your short-form username (e.g. ano123) can be used to log into Sussex Direct and campus desktop computers. Once logged in, please change your password as soon as possible to something memorable. Need help creating a strong password? Also add a personal email address to your Contact Information as this will help with password recovery should you ever forget it.
Please see this Microsoft Outlook guide on viewing your emails on your computer, tablet or phone.
Brighton Sussex Medical School (BSMS) staff can set up email forwarding using this email forwarding FAQ.
Alias'
If required, you may be given an email alias, people can send emails to this alias and emails appear to be from this but please do not attempt to log in with the alias. This is like another label for your email mailbox: information about email aliases.
Shared Mailbox
You may also need to access a shared email inbox, sometimes called a 'role-based account'. Make sure you've been given the account details (username and password) before attempting to add this to Outlook. For more details please read the Shared Mailbox guidance.
Wi-Fi
Eduroam is the university internet wired and wireless network. You can connect your own devices to this network by following the Eduroam setup instructions.
Software
Install Software
If you were provided with a Sussex desktop computer or laptop, it should have all the software you require already installed. If this isn't the case, then please read the FAQ on downloading software to a Sussex computer.
Software List
You can also download software on your personal devices, please have a look at our software list to see which software applications we provide access to.
CMS/ Oracle/ Cognos/ VPN
Staff that need to access Oracle/ Cognos/ VPN should receive an email explaining how to log into these systems. (If requested by their manager). Information on how to access CMS can be read in the How to access CMS FAQ.
File Storage
OneDrive and Box are online storage solutions provided by the University.
Personal Files
OneDrive is recommended for your own work files. This is available to both staff and students. Here is some information about OneDrive.
Shared Files
Box is recommended for collaborative working because staff can add co-owners to files and folders. This means files won't be lost when that member of staff leaves the University. Further information about Box can be read on the Guidance for staff using Box page.
You can set up a Box drive to make it easier to find your files from your computer home-screen.
N and G Drives
Staff are being advised to move their files into OneDrive and Box, rather than using these folders.
N Drive (Home Share) is an older file system maintained by IT Services for your work files.
G Drive (Group Share) is for your team's files.
You can connect to these drives on a laptop using File Explorer, on a desktop onsite or on a Mac. (Remember to make sure you're connected to the VPN if you're off site!)
Staff Services
Printing
Your PC should already be connected to the printers, also called Multi-Functional Devices (MFDs). When you go to print a document, the print queue you should choose is 'UoS_Secure_Print'.
Check your emails for your printing pin which you will need to release your print jobs. If you don't have this pin, please contact IT. For more information for printing at Sussex, see the MFD printing page.
Hybrid Meeting Rooms
There are a number of dedicated Teams Rooms across the campus, with large screens, high-definition cameras and microphones. These rooms have been designed to facilitate hybrid meetings, where some staff are on campus and others are working from home or another location.
We have guidance documents and training videos to help you use these rooms effectively.
Working from Home
Please see our dedicated Working From Home pages.
Security and Data Protection
Working for a University means that cyber-criminals see you as a valuable target. Attacks and campaigns can be clever and persuasive, often pretending to be government agencies, senior colleagues or IT Services.
Read our top security tips here.
Okta and Multi-factor Authentication
Students and staff are required to provide a second verification factor to access key systems and software, including Outlook, Teams and Sussex Direct.
Multi-factor Authentication (MFA) is an extra secure sign in process that requires the user to provide an additional verification factor to gain access.
To find out how to set up a multi-factor authentication app, visit the MFA homepage.
Mimecast
We have introduced a spam filtering system called Mimecast to all students and staff at Sussex. Make sure you are familiar with this system and how to get the most from it by reading the email security at Sussex page.
Support
Asking for IT Support
There are lots of How To and FAQ guides on the ITS website that might provide an answer you’re looking for.
If you still require assistance, IT Services can help. You can raise a ticket through the online support portal, called Ivanti Service Manager, and a member of IT will get back to you. Alternatively, you can phone or visit the Service Desk in Shawcross in person. They are open 9am – 5pm Mon – Fri. Contact the Service Desk.
Training
All students and staff at Sussex have access to Linkedin Learning, an online learning platform which hosts thousands of courses on subjects from Microsoft Excel to how to manage stress.
EE provides training and information for academic staff.
Student Enquiries
Does a student need help? The Student Hub is a great online resource for general advice and has guides on how to submit via Canvas and Turnitin.
Info for Managers
If you have a new member of staff joining your team -
Updated on 22 January 2025