Policies and regulations... 1 Acceptable Use... 1 The IT Services Helpdesk... 2 Orientation week... 3 Computing facilities for students...

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3 Policies and regulations... 1 Acceptable Use... 1 The IT Services Helpdesk... 2 Orientation week... 3 Computing facilities for students... 4 Using the computer rooms... 5 Logging on... 6 Your username... 6 Your password... 7 Software on the network... 9 Saving to your home space on the network...10 Your account...11 To log in to your on mobile devices...11 Moodle Virtual Learning Environment...12 Information on the School website...14 Logging out...14 Reporting technical faults and printer problems...15 Getting help with software...15 Help for students with disabilities...15 Wireless network...16 Basic security for devices using LSHTM services...16 Remote Desktop...17 Remote file access to your H: drive using Novell Filr...17 LSHTM Mobile...18 Printing and scanning...18 Personal copies of software...20 Computing workshops for MSc Students...21 Training and support videos and downloading learning materials...21 The IT Services Customer Support Team...22

4 Policies and regulations All students need to be aware of and abide by the policies and regulations which are in place at the School relating to the use of networked computing services. These policies can be found at Please note that communications, including personal communications, made on or through the School s computing and telecommunications systems may be monitored or recorded to secure effective system operation and for other lawful purposes. Acceptable Use The LSHTM Acceptable Use Policy applies to all users of IT services provided by, or where access is facilitated by LSHTM. This includes, but is not limited exclusively to all employees, students, persons with honorary appointments and approved third parties who agree to abide by School policies, rules and regulations. It is the responsibility of each individual to ensure his/her understanding of and compliance with this policy and any associated procedures or codes of practice. The policy applies to any IT equipment owned by LSHTM, or equipment for which access has been facilitated by LSHTM, non- LSHTM owned equipment e.g. private systems such as laptops and PCs (whether owned, leased, rented or on loan) when connected to LSHTM s network, directly and/or remotely, for the duration that the equipment is using the LSHTM network. The full Information Management and Security Policy, which includes the LSHTM Acceptable Use Policy, can be found on the following web page: 1

5 The IT Services Helpdesk The IT Services Helpdesk is your first point of contact for IT related and network enquires. The staff can assist with queries about day-to-day use of the PCs in the computer classrooms, password change or expiry, disk space limits, as well as offer advice and assistance with the use of the School s wireless network, printing from laptops, remote access and laptop purchasing. Faults with the computer equipment in the classrooms should also be reported to the Helpdesk. The IT Services Helpdesk is located in room LG1 at Keppel Street. Opening hours are 08:30-20:45 from Monday to Friday. You can contact the Helpdesk by at [email protected] or by telephone on On an internal telephone you can call them on extension We also have an online portal so that you can help yourself to solutions to IT issues. Helpdesk Online (helpdesk.lshtm.ac.uk) opens up the extensive IT Services knowledge base to the School enabling users to search for thousands of help articles. Helpdesk Online also enables you to raise and manage your Helpdesk tickets online. Further information about Helpdesk Online including instructions for use are available here: 2

6 Orientation week Access to the computer network will be available from Wednesday 30 th September You may log in to the computer network in your own time following instructions on pages 6-8 of this booklet. You will need to complete the logging on process, including setting up your new network password in order to access other facilities such as your School account, wireless, and Moodle. If you have any problems logging on or any questions, you can contact the members of staff on duty in the computer classrooms on Wednesday 30 th September 2015 as follows: Date Rooms (Keppel St) Help available Wednesday 30 th September LG30 and LG From Thursday 1 st October 2015 onwards please contact the IT Services Helpdesk if you need any help. 3

7 Computing facilities for students 1 Keppel Street: LG2*, LG3*, LG30, LG31, 365, Library and elibrary * LG2 and LG3 are for silent study only Tavistock Place: LG15 With the exception of the Library all computing facilities are 24 hour access with student ID. 4

8 Using the computer rooms The School offers computer facilities at both Keppel Street and Tavistock Place. With the exception of the Library, these facilities are open 24 hours. See page 4 for a full list of rooms. At Keppel Street LG2 and LG3 are designated as silent study rooms. Please be aware that the computer rooms are also used for formal teaching and will not always be available for open access. Room availability can be checked on a dedicated computer in the student common room at Keppel Street and can be found at Weekly timetables are also displayed on the doors of each room. Please note these may be subject to change. Bearing in mind that the rooms are used by a great many people for a variety of purposes, we would appreciate your cooperation in following some basic guidelines: No food or drink (other than bottled water) Do not disturb others with your mobile phone No music Be courteous and considerate to other computer users and please keep conversation to a minimum Please respect notices on computer room doors Do not leave your computer unattended (10 minutes max) Remember to log off when you are finished 5

9 Logging on Students will have access to the network from Wednesday 30 th September If you have any problems logging on there will be staff available to help you on Wednesday 30 th September in LG30 and LG31 at Keppel St (see page 3). You can also contact the IT Services Help Desk in Room LG1, Monday to Friday, 08:30 to 20:45 LSHTM telephone extension: 5000, external telephone number: Your username Your username is your student number prefixed with the letters lsh in lower case e.g. lsh Your student number is usually printed on your ID card (normally a six digit number) and may also be on correspondence from Registry. 6

10 Your password The first time that you login you need to use a temporary password, which is your date of birth in the format Passddmmyyyy e.g. Pass then click to continue. You will see a message telling you that your password has expired and asking whether you want to change it. Click YES. You must now change your password. Your new password must be a minimum of 8 characters and it must contain characters from at least three of the following four categories: 1. Uppercase characters (A - Z) 2. Lowercase characters (a - z) 3. Numerical characters (0-9) 4. Non-alphanumeric (For example:!, $, #, -, _, = or %) Additionally please note: Passwords are case sensitive The password must not contain your entire account/user name or full name It is not permitted to recycle previously used passwords You can change your password once every day Enter your chosen password, then retype it to confirm. Press OK You should treat your password as you would your bank PIN and not divulge it to anyone. Please be aware that users may be held responsible for activity under their account. 7

11 Challenge response You will prompted to enter or update your Forgotten Password Challenge/Response. Press OK. Then answer the two security questions. This will allow you to reset your password in the future if you need to. First enter your town of birth: Click Next Then type the name of your first school Click Finish You will see the message below confirming that your details have been updated. You have now completed the logging on process. 8

12 Password management If you forget your password or want to change it at any time during the year go to Software on the network All software can be found in the Application Window. This is the window which appears on top of the blue desktop (shown below). Click on the tree in the left hand pane to view the different application groups. 9

13 Saving to your home space on the network All students are allocated their own secure storage space (500MB) on the file server (known as your home space or the H: drive). We recommend that you always save your work here. To locate your H: drive click on the Start button and choose Computer In the right hand pane you will see the list of drives you have access to. Your H: drive is identifiable by your username e.g. (H:) lsh

14 Your account The School provides all staff and students with an account. Your e- mail address is your first name followed by your family name, separated by a dot followed by a number Example address: [email protected] Please note, your username to log into to your Outlook account is your LSHTM username in the format: Outlook username: [email protected] Sign in using your LSHTM password To log in to your To access your you can either: Go to Click on For Students Click on Webmail Enter your Outlook username and network password as detailed above. on mobile devices You can also set your mobile device to sync your . Please see the following web page for instructions: 11

15 Moodle Virtual Learning Environment What is Moodle? Moodle is the name of the School's Virtual Learning Environment (VLE). The VLE acts as a central focus for a student s online learning experience, and enables staff to deliver learning materials and resources, discussion tasks, assessment activities, and collaborative spaces in which to work. How to access Moodle Use of Moodle is restricted to staff and students at the School. You can log in from any internet-connected device with your LSHTM username and password. To access Moodle: Connect to the Internet Open a browser and enter in the address bar Click the Log in link on the top right hand corner of the screen (if using a mobile device you may first need to click the menu button on the top right of the page ) Enter your network username and password at the prompt 12

16 Navigating Moodle The Moodle homepage contains links to your courses, a site news forum that will communicate any important information about the service to the School, a calendar displaying events entered in calendars across your courses, and links to resources from the Library and targeted towards both London-based and distance learning students. The Navigation block near the top left of the page is the quickest way to access your courses: click the arrow next to My courses to expand the list, and click a module title to navigate to the course. Getting support All technical support issues should be directed to the IT Services Helpdesk [email protected] in the first instance. Please provide as much detail as you can about your issue, such as the tool or course with which you re experiencing the problem and any error messages received. Any teaching-related queries, such as the location of materials, should be referred to the academic member of staff responsible for the module in the first instance. 13

17 Information on the School website The website has useful links to reference materials, such as student handbooks and guides, links to the library pages and to various areas of support for students. Go to the School webpage at and click on the link For Students To display further links click on Intranet Logging out Always make sure that you log out properly when you have finished using a computer. (Click the Start button and choose Log off). If you do not do this other people will be able to access your home space and your personal files and folders. You will not be able to log in to another computer if you are still logged in elsewhere on the network. 14

18 Reporting technical faults and printer problems If you experience technical problems with a computer (e.g. hardware problems such as the computer/monitor not working) you should send an quoting the computer number, or printer name & location, to [email protected] Getting help with software If you have a software query please contact the IT Services Helpdesk in the first instance. If the helpdesk is unable to deal with your query they can refer you for more specialist help from the IT training staff. Help for students with disabilities For general advice and support for students with disabilities, including dyslexia help, please contact Frankie Edwards, the Student Advisor [email protected] The School provides access to assistive software including Read & Write Gold and Mind Manager. BrowseAloud is now enabled on our web pages. This offers text to speech functionality as well as the ability to translate into 35 languages. To find out what great features are available, check out our factsheet available via the link below: For enquiries and assistance in using the software, please contact the IT Services Helpdesk in the first instance. 15

19 Wireless network Wireless access is available to students in most areas within the School via the eduroam wireless network. Eduroam is also widely available at other UK and international educational institutions. The eduroam service will give you access to the Internet and Internet based network services (e.g. Webmail, web based library databases and catalogues). Note: You must have already logged onto the network in a computer classroom and changed your password before you can access the wireless network. You login to eduroam with your username in the format: LSHTM institution Example username: [email protected] Further instructions for connecting to the wireless network can be found at: Basic security for devices using LSHTM services Any mobile device that connects to any LSHTM system must be: protected by pin/password updated regularly with any security patches or updates be protected when unattended If you require guidance on security protection please contact the IT Services Helpdesk. The Helpdesk can also advise on encryption for important and sensitive data. 16

20 Remote Desktop The School Remote Desktop service provides access to network files and applications while working away from the School. This includes your home space (H: drive) and a number of applications on the School network, including Microsoft Office 2013, Endnote and STATA. To install the Remote Desktop client on your laptop, home computer or mobile device go to: If you have any questions about this or you need help, contact the IT Services Helpdesk. Remote file access to your H: drive using Novell Filr The School offers a web service similar to Dropbox that allows you to access files on your H: drive. You can upload files, download, share, and manage your H: drive, and using the Filr Desktop App you can synchronise files and folders on your H: drive with any Windows or OS X computer. To access Filr visit the following web page and log in with your LSHTM username and password: Once logged in you can find the Filr Desktop App by clicking your name at the top-right of the screen. Please note you do not need to install the app on LSHTM desktop computers as your H: drive will be available automatically 17

21 LSHTM Mobile m.lshtm.ac.uk is a mobile-optimised web site, providing quick links to School news and events, job vacancies, phone numbers, the library catalogue, Noticeboard, service status and refectory menu. To access the web app, simply browse to m.lshtm.ac.uk on your smart phone or other mobile device. It all runs in your browser so there is no need to download anything from an app store. Printing and scanning Multi-functional printer/scanner/photocopier devices are located in all the open access computer rooms (see page 4) and in the student common room at Keppel Street. These devices can print in black & white, and colour, up to A3 paper size. Send your print jobs to the LSHTM printing queue, on the School s managed desktop computers this is a printer called LSHTM-Printing on iprint. You can release your print job from any multi-functional device. At present the School does not charge students for printing; however this policy is kept under review and may be changed if printing loads increase. In the interests of the environment and future students, we monitor printer usage and request that you restrict printing to that which is really necessary; sensible use now will help us continue the policy of not charging. For more information please see the following web page: 18

22 Good practice The School does not charge for duplex black and white printing on the network, however unnecessary printing costs the School substantial sums each year and is environmentally unfriendly. Please use the zoom/pages per sheet option when printing to reduce the amount of paper used. Please also minimise waste by spell-checking documents and using the print preview option to eliminate minor errors before printing. Place any unwanted printouts in a recycle bin. Specialist printing, document binding Students requiring specialist printing services such as poster printing, artwork, preparation of slides, photography, etc. should contact IT Helpdesk. There is a charge for those services. Self-service printing, laminating and report binding is available in the Digital and Print Services office, in room LG24A. Laminating and report binding supplies can be purchased from the ITS Helpdesk, details below. Printing problems Please report the problem in the first instance to the IT Services Helpdesk, x5000, [email protected] 19

23 Personal copies of software If you require your own copies of software for the purposes of your studies at the School you can in some instances install these free of charge for the duration of your course. You may also be able to purchase them at preferential rates. Downloading a copy of Office 365 for PC and Mobile devices As part of the School s Office 365 licence, students are able to download a personal copy of the Office 2013 programs on up to five computers. The download page can be found here: Mobile and tablet versions of Office products are available free for a range of different devices. For more information visit the link above, then click Phone & Tablet and select your device. You are permitted to use the Office programs at home whilst you are an LSHTM student. Once you are no longer enrolled at the School, you will need to purchase a license or subscription directly from Microsoft to continue to use the programs on your devices, or you can uninstall them at that time. A number of other vendors offer discounts to students on a range of products refer to their websites for further information. Information on the School s software can be found at The School also participates in a UK-wide laptop buying scheme for students who want to purchase hardware, enabling you to buy a good quality laptop pre-loaded with software and accompanied by a warranty and insurance at a reasonable price. For further information, visit 20

24 Computing workshops for MSc Students The School provides a series of computing workshops to support students in the course of their post-graduate studies. These are usually 2-3 hour sessions which run throughout the year in the mornings and afternoons during term time, during the November and February reading weeks, and in the period prior to the summer exams. Workshops are open to all current MSc and Diploma students and are provided free of charge. Advanced booking is required. A provisional list of workshops is provided below. Introduction to EndNote X7: managing your references and bibliographies Excel: formulae, functions and formatting (introductory level) Excel: charts and graphs Excel: data management PowerPoint for academic presentations Producing academic posters in PowerPoint Introduction to Microsoft Access Formatting MSc projects using Word 2013 Word: working with academic documents Information about workshops and booking details will also be sent to you by . The student booking system for IT workshops can be found here: Training and support videos and downloading learning materials Downloadable course materials and video recordings of IT training workshops can be found Moodle, within the IT Training (MSc) module: 21

25 The IT Services Customer Support Team Jon Faulkner Caroline Fernyhough Elaine Williamson Azim Khan Director of IT Services Helpdesk Manager Digital Services Manager Customer Support Officer Team Leader Michael Massey Mahad Ibrahim Michael Gardiner Alex Corran Lead IT Support Officer IT Support Officer IT Support Officer IT Support Officer Tim Satchwell Ese Ebuehi Rosetta Brown Anne Koerber IT Support Officer IT Support Officer Digital and Print Support Digital Officer Officer 22

26 Tahir Miah Mbwana Mohammed Anuj Pun Graduate Trainee Graduate Trainee Graduate Trainee Adrian Cousins Kes Stern Magda Bondos Multimedia Officer Multimedia Officer Multimedia Assistant Ed Morgan Catherine McGowan David Grant Multimedia Officer Training & Development Training & Digital Media Advisor Developer 23

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