Policies
Registration for University IT Services Policy
Contents
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Are user names and e-mail addresses linked to individual people?
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How are users added to department e-mail lists and archives?
What services does registration give you?
Registration for IT services provides the facilities listed below to staff and students of the University for use in conjunction with your University work or study.
People who are not University staff or students can, in some circumstances, be registered. See below for details. In this case the range of services provided will be restricted for reasons of licence restrictions, confidentiality, or practicalities, i.e. not all the services listed above will be available to you. In some cases, registration is required by organisations based on campus in order to use the campus network and connection to JANET.
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Access to the University campus network, with Internet access provided via the U.K. academic network, JANET.
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An e-mail address. E-mail storage within published guidelines. The ability to change various of your e-mail settings via a Web interface. Membership of relevant mailing lists, and weekly staff noticeboard or student noticeboard messages.
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Individual disk space on a network drive, within current quota guidelines.
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Access to relevant shared disk space areas on a network drive.
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Read access to relevant areas of the University Intranet.
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Write access to relevant areas of the University Intranet for staff only, in certain cases, and available on request.
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Read access to the Learn server (the University virtual learning environment).
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Write access to the Learn server for staff only, in relevant cases.
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Individual Web space, within quota guidelines.
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[N.B. This facility is ONLY available to University staff and students, due to licence restrictions.] Access to various electronic information services operated by the University Library, subject to licence restrictions. These are often accessed by means of an Athens password.
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Ability to log in to P.C.s in IT labs and the University Library.
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Ability to use the University charged printing service.
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Ability to log in to P.C.s within your department, where available.
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Log in to other more specialised IT services and information systems. Please note that in order to obtain access to these systems, you may also need to contact the owners of the system, e.g. Personnel Services for access to the HR system, and the Finance Office for access to the Finance System.
Access to these facilities is via username and password. Your usage is governed by the acceptable Use Policy, to which you agree when you sign your employment contract or registration as a student of the University.
Who is eligible for registration, and how is this achieved? What charges are payable?
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Employees of the University, paid on the monthly payroll or four-weekly payrolls, are registered automatically when their personnel records are set up. Your username and password will be available from the IT Services' Service Desk, telephone 222333, or your department IT staff within 2 days of the record being set up by Personnel, normally available to you from the day you start or shortly before.
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Students of the University are registered automatically for IT services upon registration as a student. For courses starting at the start of the academic year, usernames and passwords are distributed from IT Services to named password contacts in department. For courses starting at other times, it is the responsibility of the departmental or course administrator to contact IT Services for these. Your username and password will therefore be available from your department when you start at the University. Apart from the first few weeks of the academic year, these can also be obtained from the IT Services' Service Desk, telephone 222333. The University Library also deals with username and password queries.
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Staff who are paid for their work at the University via the claims payroll, for example bought in teachers, or contract staff. You will need to complete a registration form (University staff role), where you sign that you will abide by the acceptable use policy. The form will need to be countersigned by the Head of Department of the department or section you are working for to say that you do need University IT facilities in conjunction with your role at the University, and that you are not an employee of a company or organisation associated with the University and based on campus (i.e. categories 6 and 7 below).
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People working in the capacity of staff of the University, who are not paid by the University. For example visiting lecturers (including those paid by another educational institution), honorary staff, retired staff who are still research active. Lay members of council are included in this category. In most cases you will be known to Personnel Services and have a staff number, and be registered automatically. In accepting an honorary or visiting position with the University you agree that you will abide by the acceptable use policy and that you will only use the facilities in conjunction with your role for the University. If you are not known to Personnel Services we will refer you to them or ask you to complete a registration form (University staff role) to be countersigned by a Head of Department to confirm that you do need University IT facilities in conjunction with your role at the University and that you are not an employee of a company or organisation associated with the University and based on campus (i.e. categories 6 and 7 below).
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People working for the following wholly owned companies of the University where the staff are paid via the University payroll: Imago Ltd; Cascaid Ltd; Loughborough University (Short Course Centre) Ltd (Burleigh Court); OCNSEM Ltd; Loughborough University Enterprises Ltd; Loughborough Innovation Centre Ltd. A £275 charge per person per annum is payable. In some cases the registration process is automated as for 1 above, this could also be done for others if required. The charge covers the services listed above including use of the University network. An invoice will be raised by IT Services at the start of August each year for the number of staff registered for IT services at the time.
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Employees of organisations whose work is associated with the University, for instance spin-out companies and sports bodies located on campus. A £275 charge per person per annum is payable. For charging purposes, the year runs from 1 August to 31 July. Pro rata charges apply in the first year. Organisations will be invoiced at the start of August for the coming year in respect of any employees registered on that date. Some of the services listed above, including access to the library electronic information services, will be unavailable to you, as they are restricted for reasons of licensing, confidentiality and practicality. The charge includes use of the University network where applicable. There is no reduction to the charge if you require registration, but the University network is not used. Registration will provide e-mail addresses of the form a.person@domain (if there is a domain registered) or a.person@lboro.ac.uk otherwise. Activities that may be carried out from e-mail addresses of the form a.person@lboro.ac.uk should be limited to direct University business. For this reason, we will normally require organisations to register a domain, so that we can provide e-mail addresses of the form a.person@mycompany.org.uk. You will be asked to complete a registration form (associated organisation) to sign that you will abide by the acceptable use policy and will respect confidentiality of any University materials you have access to. This form should be countersigned by the person authorised to do so for that organisation.
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Those attending conferences or short courses of an educational or research nature at the University up to 14 days duration. A charge of £12.50 is payable via the conference organisers. Registration allows login to P.C.s in open access Computing areas including use of the Internet. No other services are specifically provided, although some may be available on request. You need to sign a registration form (conference or short course) to agree to abide by the acceptable use policy.
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Students of other educational establishments and sporting organisations will occasionally be registered. Restrictions to the services listed above may apply. A signature is required via a registration form (student from another educational establishment) to say that you will abide by the acceptable use policy. Arrangements for classes or cohorts of students (where a course is being jointly provided) should be made via lecturing staff of the home institution and in agreement with the Academic Registry. Individual students requesting access may make a case for registration for a single vacation period or semester. A letter from your home organisation will normally be required in support of the arrangement, unless the request is covered by a regional or national agreed reciprocal arrangement.
When does the registration cease?
Approximately one month after staff and students cease to be members of the University as recorded by the human resources (HR) and student systems, their automatically-generated registrations are deactivated on most University systems.
Registration on certain systems with a high level of confidentiality may be deactivated on the day of leaving.
When staff leave for disciplinary reasons etc., IT Services may deactivate registration sooner than normal on request from the relevant Head of Department or Section.
In the case of registrations that have been generated manually (e.g. cases 3, 4, 6, and 8 above) it is the responsibility of the individual or organisation originally requesting registration to let us know when the University involvement ceases for the individual or an organisation. We will make contact periodically to check that the reason for registration still applies.
When you leave the University or cease to be a salaried employee your IT registration, including your e-mail address, is no longer automatically validated by the data feed from the HR system. In the normal course of events, your access to some University systems (for example the Finance System) will be removed from the date that your contract terminates.
When students are removed from our systems, they will still have access to their e-mail, contacts and documents on the Google system. Their e-mail address will change, but their e-mail data will be transferred over. They will have a new Alumni e-mail address, for example If their student e-mail address is F.J.Bloggs-07@student.lboro.ac.uk, their alumni address will be F.J.Bloggs-07@alumni.lboro.ac.uk. For more information on this exciting new service please see the alumni page at www.lboro.ac.uk/it/google/alumni.html.
When staff or students are removed from our system, the contents of their U: drive are normally deleted after four months, but we reserve the right to delete files immediately after staff or students leave, for operational reasons. Staff, who are leaving, who have information which should be retained by the University, should please contact their department IT staff in the first instance for assistance. Students needing help copying their files off our systems should contact IT Services Service Desk. Students who expect to return within less than six months to undertake another course (typically an undergraduate anticipating returning as a postgraduate) who need to retain existing files should please contact IT Services' Service Desk to make arrangements.
Under what circumstances can registration be extended?
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We will normally extend staff or student accounts on request for a further month to allow you to transfer work to your new employer. Some restrictions to services may apply in this period. We may turn down such requests on the advice of your department.
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If your registration expires while you are between contracts, we will extend your registration for a further month to allow Personnel records to catch up.
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If your registration would expire while you are between two courses at the University (e.g. undergraduate and postgraduate), we will normally extend your account for the intervening period. For operational reasons we may have to give you a new account and / or e-mail address when your new course starts.
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If you retire from employment at the University, but still have a role within the University, we will extend your account temporarily, but refer you to Personnel or seek confirmation from your Head of Department as in case 4 above. Please note that the facilities are provided in this case for your role in the University only. You should make alternative arrangements for IT facilities for any paid employment outside the University, and for personal use.
Are user names and e-mail addresses always linked to individual people?
Options are available for setting up non-standard user accounts - i.e. IT user registration and associated e-mail addresses that are not directly linked to individual people, and is a form available for this. But such registrations are the exception rather than the norm as they demand additional resources and generate extra risks. Clear justification is needed to set them up, and those requesting them are required to ensure they are used securely and in accordance with University policies.
How are users added to department e-mail lists and archives?
Staff are normally added automatically to their department's e-mail list and e-mail archive from the University H.R. system, but there are cases when this does not happen automatically. For example:
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If staff are registered using the Registration Form for staff with a University Role.
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If staff are employed by more than one department. A limitation of the registration system at present means that for IT registration purposes they are processed as belonging to one department only.
On request, such staff can be added to department mailing lists and / or given access to thedepartmental e-mail archive of a department. Requests should be made to IT.Services@lboro.ac.uk. IT Services staff will check the H.R. system to see if the staff member is registered as an employee of the department for which access is requested. If this is not the case, the request will be referred for authorisation to the Head of Department, who will also be asked to notify IT Services if in future the access needs to be withdrawn. IT Services reserves the right to periodically contact departments to confirm that such manually added access rights are still applicable.