Information for new members of staff

Welcome to Sussex! Here’s a quick guide of everything you need to know to get you started.

On this page

• Your accounts
• Username
• Email
• Alias'
• Shared Mailbox
• Wi-Fi
• Software
• Install Software
• Software List
• CMS/ Oracle/ Cognos/ VPN
• File Storage
• Personal Files
• Shared Files
• N and G Drives
• Research Storage
• Staff Services
• Pay and Holiday
• Staff Development
• Canvas and Panopto
• Website and Staff Profiles
• The Finance System
• Printing
• Hybrid Meeting Rooms
• Working from Home
• Security and Data Protection
• Okta and Multi-factor Authentication
• Mimecast
• Support
• Asking for IT Support
• Training
• Student Enquiries

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.

To log into Microsoft Office (Outlook, Teams, Word) and university windows laptops, you must log in with your Sussex email address and the same password (e.g. ano123@sussex.ac.uk)

Email

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

OnceDrive and Box are online cloud 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!)

Research Storage

Research teams have access to dedicated research storage. For more information please see the research storage page.

Staff Services

Pay and Holiday

MyView is a secure online space for permanent staff to view their payslips. You log into this with your short form Sussex username (e.g. ab123 and password). Staff are added to MyView once their first payslip has been generated by payroll, so depending on when you join you may have to wait a month to log in. Please contact HR for questions.

Staff Development

Learn Upon is an online training space for permanent staff that is maintained by Organisational Development. Please get in touch with them if you require help.

Canvas and Panopto

EE (Educational Enhancement) provide help and training for academic staff learning to use Canvas and Panopto.

Website and Staff Profiles

The Digital and Creative Media Team can help with website enquiries as well as assisting with your online staff profile questions.

The Finance System

The Finance Division look after Unit 4 and all things finance related. Please contact the Finance Service Desk directly for support.

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

From summer 2023 onwards, students and staff will be required to use Okta and MFA to gain access to a number of services and software, including Microsoft 365 (including Word, Outlook and Teams) and VPN.
Okta is an identity and access management solution which allows users to log in to systems and software securely, safely, and quickly.
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 use Okta and to set up MFA, visit the Okta SSO 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 – 1pm and 2pm – 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.