NEW: Staff guide to IT services

NEW: Staff guide to IT services
Staff guide to
IT services
Staff guide to IT services
Introduction
This booklet has been developed to help provide an overview of the IT
facilities available to you and to give pointers to further information. In an
institution as diverse as the University of Bristol we can’t cover everything
but we hope that the information provided here will be useful and will allow
you to find out more.
The IT website has more information and links to our services, and our friendly IT
Service Desk team can provide advice and support on aspects of computing at the
University.
We are continually assessing our services and working with staff and students
across the University to make sure we get it right. See the back of this publication
for full contact details.
bristol.ac.uk/it-services
This publication includes services not directly managed by IT Services.
•
Web and New Media: Communications and Marketing - Web and New
Media Team. bristol.ac.uk/web
•
Blackboard: Education Support Unit - Technology Enhanced Learning
Team. bristol.ac.uk/esu/e-learning
•
Lecture Theatre Support: Learning Facilities
Management Team. bristol.ac.uk/learningfacilities
This document is also available as a PDF from:
bristol.ac.uk/it-services/info/staff.html
Staff guide to IT services
Contents
Getting started. . . . . . . . . . . . . . . . . . . . . 2
Access . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Passwords – Single Sign On. . . . . . . . . 2
Wireless . . . . . . . . . . . . . . . . . . . . . . . . 13
Help and support. . . . . . . . . . . . . . . . . . . 3
Offsite. . . . . . . . . . . . . . . . . . . . . . . . . . 13
IT Service Desk . . . . . . . . . . . . . . . . . . . 3
IT facilities available to visitors. . . . . . . 14
Zonal IT support. . . . . . . . . . . . . . . . . . . 3
File storage . . . . . . . . . . . . . . . . . . . . . . 14
Staff skills – IT training. . . . . . . . . . . . . . 4
Corporate systems . . . . . . . . . . . . . . . . 16
Mobile Device Clinic. . . . . . . . . . . . . . . . 4
Software. . . . . . . . . . . . . . . . . . . . . . . . . 15
Data Security. . . . . . . . . . . . . . . . . . . . . . 5
Your computer. . . . . . . . . . . . . . . . . . . . 16
Computer regulations. . . . . . . . . . . . . . . 5
Hardware. . . . . . . . . . . . . . . . . . . . . . . . 16
Communication and collaboration tools . . 7
Purchasing hardware at work . . . . . . . 16
Gmail . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Support for personal hardware. . . . . . 16
Remote access . . . . . . . . . . . . . . . . . . . 7
Teaching and learning. . . . . . . . . . . . . 17
Google Calendar . . . . . . . . . . . . . . . . . . 7
Blackboard. . . . . . . . . . . . . . . . . . . . . . 17
Google Drive. . . . . . . . . . . . . . . . . . . . . . 7
Lecture Theatre Support. . . . . . . . . . . 17
Microsoft Office 365. . . . . . . . . . . . . . . . 8
Research . . . . . . . . . . . . . . . . . . . . . . . . 18
Bristol Online Survey Tool (BOS). . . . . . 8
High Performance Computing (HPC) . . . 18
Telephone. . . . . . . . . . . . . . . . . . . . . . . . 8
Research Data Storage Facility. . . . . . 19
Video conferencing . . . . . . . . . . . . . . . . 9
data.bris – Research Data Service. . . . 20
Mobile. . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Research IT . . . . . . . . . . . . . . . . . . . . . 21
Web and new media . . . . . . . . . . . . . . . 10
Owning and managing UoB websites. . . 10
Using social media. . . . . . . . . . . . . . . . 11
MyBristol . . . . . . . . . . . . . . . . . . . . . . . . 12
Staff guide to IT services
Getting started
When you start at the University you will be provided with a username and
password to access personal computers, web-based services and tools.
Please be aware that you should never give your password to anyone and the
University will never ask you to divulge your password.
It is important to have a good understanding
of the basic IT tools which are available and
of any software you need to perform your job.
Training is also available for a range of IT
software (see page 15). In addition to this, you
may be required to join various mailing lists
and be given access to shared folders.
Please discuss this with your line manager
for clarification.
The University supports a set range of
hardware and software, and provides advice
and information for individuals to find their
own solutions, for example personally-owned
mobile devices. Local needs are catered
for across the University and we suggest
speaking to the IT Service Desk (contact
details on the back page) for more information
if you have particular needs.
Passwords – Single Sign On
What is Single Sign On?
Single Sign On (SSO) is a service which allows
you to provide your username and password
once to a trusted service and to have your
identity securely, consistently and seamlessly
provided to many web applications without
the need to login again.
How do I find out my username
and password?
You will be given them when you start at
the University. If you have not received your
password you can generate this yourself
using the Password reset function at:
bristol.ac.uk/it-services/reset
What do I need to do?
Once you have your password you need to
change it as soon as possible. If you don’t
change your password yourself, you
will be forced to do so when logging
on to most University computers.
You can also contact the IT Service
Desk if you have problems.
New staff: bristol.ac.uk/it-services/info/newstaff.html
Passwords: bristol.ac.uk/passwords
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Staff guide to IT services
Help and support
IT Service Desk
Zonal IT support
The Service Desk is the first point of
contact for all IT enquiries and for notifying
IT faults. The IT Service Desk is located in
the Computer Centre (see back page for
contact details).
Local IT support is provided on a
zonal basis. There are six IT Zones
covering geographical areas of the
University precinct and beyond.
Help us to help you
There are some sensible steps to take
before contacting the Service Desk about
an IT problem that will help us resolve your
incident sooner.
bristol.ac.uk/it-services/contacts/helpus.html
Service Tags
Teams of IT support staff are based locally in
each zone, ready to respond to requests
from staff and students in that zone via the
IT Service Desk.
bristol.ac.uk/it-services/locations/zones
The IT Services website provides information
on IT services provided by the University.
However, please check for local information
on facilities unique to your location.
Existing University of Bristol (UoB) hardware
is labelled with a University tag. Please quote
your Service Tag reference whenever you
raise an incident with the Service Desk.
bristol.ac.uk/it-services/about/projects/
service-tags
Status page
You can find updates on issues and
planned maintenance of key services on
the IT status page.
bristol.ac.uk/it-services/locations/zones
bristol.ac.uk/it-services/news/status
A full list of services is available via the Service Catalogue:
bristol.ac.uk/it-services/servicecatalogue
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Staff guide to IT services
Staff skills – IT training
Mobile Device Clinic
IT skills are a must in most lines of work
and having more than a basic knowledge
can be a great help. In addition, new
systems and software can present
challenges where advice, documentation
and training can help.
IT Services provides a service called the
Mobile Device Clinic for staff at
the University.
IT Services provides free short hands-on
courses, workshops and self-study learning
resources. For information on resources for
developing IT skills and to book on a
course, visit:
bristol.ac.uk/it-services/learning
•
Help and assistance in connecting to
University services such as Wireless,
Email and Calendar
•
Training and assistance on how to use
the device, and applications that may be
helpful for productivity
•
Advice on where to go for further
assistance if required.
bristol.ac.uk/it-services/mobileclinic
4
Staff guide to IT services
Data security
The University and individuals face constant risks from loss or exposure of
business, personal or research data. Everybody in the University is responsible
for safeguarding data, so it is vital to understand the issues and know how to
protect yourself.
•
Personal data means information about
a living individual who can be identified
from that information which is in, or
likely to come into, the data controller’s
possession. Personal data can include
not only items such as home and work
address, age, telephone number and
schools attended, but also photographs
and library lending history.
•
Sensitive data consists of information
relating to racial or ethnic origin,
political opinions, religious or similar
beliefs, trade union membership,
physical or mental health condition,
or sexual life. Personal financial
information is not classified as sensitive
data under the Act, but should be
afforded a similar level of security.
It is important to consider the security of
your data to prevent:
•
accidental or malicious damage/
modification to data
•
t heft or accidental disclosure of
valuable data
•
breaches of confidentiality agreements
and privacy laws
•
premature release of data, which can
void intellectual property claims
•
release before data have been
checked for accuracy and authenticity
•
irretrievable loss of data.
Any of these can cause serious damage
to reputation or financial harm and some
may represent a breach of the law.
In the Data Protection Act there are
definitions of the two main types of data
that require special consideration, personal
data and sensitive data:
Other valuable or commercially confidential
research and business data must also be
carefully managed. While it is the loss of
personal data which hits the headlines,
the loss of certain research data could be
equally damaging to the University. We use
the term ‘private data’ to cover personal,
sensitive and other sorts of data which
should not be disclosed.
Computer regulations
The University of Bristol has policies and regulations to which everyone
using the University’s computing facilities must adhere.
These are in place to help ensure that your use of IT facilities does not break the law,
cause harm to others or damage the reputation of the University.
Links to these regulations are available from the Information Security Policies webpage:
bristol.ac.uk/infosec/policies
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Staff guide to IT services
How can I tell whether
data should be regarded
as private data?
•
For personal and sensitive data, read
the definitions under the Data Protection
Act bristol.ac.uk/secretary/
dataprotection/glossary.html
•
For other valuable data, refer to the
University’s Information Security website
and in particular bristol.ac.uk/infosec/
uobdata/classifications
•
If in any doubt about how this
applies to data in your area, contact
your departmental data protection
adviser bristol.ac.uk/secretary/
dataprotection/depts/advisers.html
If you work from home
If you use your own home computer
and also need to access private data,
contact the IT Service Desk for advice.
For example, don’t copy private data onto
non-University equipment; instead use
the remote desktop to access the data
and your filestore. That way the data stays
on a University fileserver instead of as a
copy on your own PC. You should not use
your personal email address to conduct
University business.
If you have a mobile device
Laptops and smartphones are particularly
at risk of being lost or stolen. If you store
private data on a mobile device you need
to take extra precautions. Modern laptops
and smartphones allow whole-device
encryption, so that the data is unreadable if
you lose the device.
Email
It is easy for emails to be forwarded
on, addressed to the wrong person or
intercepted. Don’t send private data by
normal email. A much better alternative is
to store it on a filestore set up with access
for the right group of people, and then
send them a link to the location by email.
Another alternative is to strongly encrypt a
file before you attach it to the message.
Working with Cloud or
consumer services
There are many useful services available
over the Internet (‘from The Cloud’) which
anyone can sign up for as a consumer –
for example, Skype, Doodle or Dropbox.
But first consider the sort of data you might
store on the service. What would happen
if the data were to be disclosed or the
service were just to disappear?
The University uses some services, notably
Gmail, Google Calendar and Google Drive,
to provide key services across the board.
We do this by assessing the supplier’s
security, and agreeing a contract which
protects our data. It is likely that we will
adopt more corporate Cloud services
in time, but we recognise that individual
requirements will still continue and
develop. See our advice at
bristol.ac.uk/itservices/advice/cloud
Key links
•
For more advice visit:
bristol.ac.uk/infosec
•
Reporting lost or stolen data/hardware
bristol.ac.uk/infosec/uobdata/
reportloss/
The University of Bristol’s interactive
information security tutorial is
mandatory for all staff.
For more information visit:
bristol.ac.uk/infosec
6
bristol.ac.uk/infosec/training/
Staff guide to IT services
Communication and
collaboration tools
Google Apps for education
Gmail
Email at the University is provided by Google.
The advantages of this service include:
•
30GB storage across Gmail and
Google Drive
•
easy access anywhere via the Gmail
interface on the web
•
mobile access
•
ease of collaboration and
communication with colleagues within
and outside the University.
Remote access
Setting your Google password
If you wish to connect your mobile devices
to University Google services, or you wish to
access your account from gmail.com, you
will need to first set a Google password.
You can do this, and change it at a later
date, via bristol.ac.uk/passwords
Can I access email at home?
You can access your email via the web.
We recommend using the Google Chrome
browser to access Google services online.
You can also access your University email via
the University portal, MyBristol (see page 12).
Can I access my email account and
send emails via my smartphone?
You can set this up for iPhone, Android and
other popular devices by following the guides
at bristol.ac.uk/it-services/mobile
Mailing lists
Mailing lists can be created using the Sympa
service (see the email website below). It is highly
likely that you will also need to join a mailing list(s)
as part of your role and you can manage your
mailing list subscriptions via Sympa.
Google Calendar
Our online web-based calendar is
provided by Google and allows you to:
•
share your schedule and see those of
other University staff
•
view your calendar on Apple, Android
and Microsoft devices
•
book meetings with external colleagues.
Google Drive
In addition to our centrally hosted
filestore (see page 14) you also have
access to the online web-based file
storage, collaboration and online editing
tool, Google Drive. This allows you to:
•
store any file type and have it accessible
wherever you have a web browser
•
have multiple people edit a document at
the same time, in real time
•
share any file to any person, anywhere in
the world – as long as they have an
email address.
For more information visit: bristol.ac.uk/google-apps
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Staff guide to IT services
Microsoft Office 365
Microsoft Office 365 lets you access Office
applications on-line and on many different
devices. Office 365 also provides OneDrive
for Business, a secure cloud storage
service. Storing documents in OneDrive for
Business allows you to access a document
from different devices.
For more information visit:
bristol.ac.uk/office365
Bristol Online Survey Tool
(BOS)
Bristol Online Surveys (BOS) is the
University’s preferred online survey
solution. Designed and built by members
of Bristol University’s IT Services. IT is an
easy-to-use tool that allows you to develop,
deploy, and analyse surveys via the Web.
BOS is available throughout the University,
usually by requesting access to an existing
academic or service-administered account.
For more information about BOS, and to
request details of your nearest BOS account,
contact the Bristol Online Survey team at
[email protected]
BOS: survey.bristol.ac.uk
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Staff guide to IT services
Telephone
The University has a comprehensive
telephone network that serves all areas of
the campus.
We operate 19 telephone exchanges and have
over 12,000 extensions. A range of services
is available including audio conferencing,
voicemail and procurement
of mobile phones and 3G dongles.
For more information visit:
bristol.ac.uk/telephones
Video conferencing
The University has six centrally-supported
video conference facilities that can be booked
by contacting [email protected]
Mobile
You can access the University wireless network,
and email and calendar services on smartphones,
tablets and other mobile devices.
Extensive instructions on how to set up your
devices are provided for the main platforms.
We can provide limited support for other
devices via AskIT (see the back page of
this booklet).
For all the available support options, go to
bristol.ac.uk/it-services/mobile
bristol.ac.uk/it-services/mobileclinic
9
Staff guide to IT services
Web and new media
Owning and managing University websites
If you need to update an existing website, you should contact the website
administrator. They will be able to add you to the list of site publishers. If you
aren’t sure who the site administrator is, contact the Web team in the Public
Relations Office. Training is available for all web publishers: bristol.ac.uk/
style-guides/web/training
If you want to create a new website, you will
need to complete a website proposal form.
This will help the Web team understand why
the website is needed and how it fits into the
University’s web presence. If your proposal
is successful, you can move on to the next
step: bristol.ac.uk/style-guides/web/
management/
If you want to restructure and rewrite your
content without interfering with your live
website, you can request a development site
that is completely separate from your live
website. Contact the Web team, supplying
the following information:
•
the name and web address of the
website you are replacing;
•
the name of the site administrator, ie the
person who will manage the website;
•
if applicable, which faculty, school or
department the website belongs to.
Archiving a website
Please let us know if an entire website or group
of web pages needs to be removed from the
web or whether they just need to be flagged as
no longer being updated. Any websites or web
pages that are removed need to have
their URLs redirected to a new location.
Web team contacts
bristol.ac.uk/style-guides/web/
contacts/
Telephone: 0117 331 8154
Email: [email protected]
For more information visit: bristol.ac.uk/style-guides/web/
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Staff guide to IT services
Using social media
Blogs, microblogs and other social media tools offer greater flexibility in terms
of content, tone and timeliness, compared with more formal websites and
newsletters. They are a less formal and more discursive way to communicate
between project or service teams and users or stakeholders.
If you are thinking of using any of these social media services, please contact the Web team in
the Public Relations Office. We will be able to give you advice on finding the right social media
tools and spaces for your audience, and will be able to give youadvice on how to get started.
Blogs
Social media guidelines
A blog is an online diary with comments and
opinions on any subject, and can include
links to other websites. Most new blog pages
are automatically stamped with the date and
time of their creation, which reinforces the
perception of blogs as journals.
Specific guidance can be found on our
‘Making use of social media’ page:
bristol.ac.uk/style-guides/web/how/social/
At the moment there is no supported
blog service.
Who’s using social media?
Links to official University pages on Twitter,
YouTube, etc can be found on our social
media page bristol.ac.uk/connect
Wikis
A wiki is a website that allows the easy
creation and editing of web pages via a
web browser. Wikis are a good tool for
collaborative project work.
For more information, see bristol.ac.uk/
itservices/applications/wikis
You can also see who is using wikis on
the Confluence wiki dashboard
wikis.bristol.ac.uk
Web team contacts:
bristol.ac.uk/style-guides/web/contacts/
Telephone 0117 331 8154
11
Staff guide to IT services
MyBristol
MyBristol is the University web portal and provides a gateway for staff to University
tools and information. It supplies personalised information and you have the ability
to customise the content.
What will you find in MyBristol?
The portal provides access to a wide range
of services and links to information, with new
content added regularly. Some examples
of the tools and information you’ll find in the
portal are:
•
Email
•
Calendar
•
Google Drive
•
Microsoft Office 365 online
•
Business tools
•
Timetables
•
Contact Directory
•
‘Quicklinks’ to key information
•
News and announcements
•
Remote Desktop
You can access MyBristol from anywhere in
the world and you only need to remember
one web address. After you have signed in,
there is no need to subsequently re-enter
usernames and passwords.
You can customise your portal to show
the information that is most relevant or
interesting to you. Simply delete channels, or
drag and drop to move the most useful ones
to the top of the page. You can also add
your own links in the Quicklinks channel.
Can I use the portal to communicate
with staff and students?
The portal provides the opportunity to post
announcements to specific groups of both
staff and students across the University. It is
a central gateway for students to access key
services, links and announcements.
If you are providing services to staff and students
(particularly involving a web-based application
using Single Sign On), a channel in the portal is
also the way to provide easy access.
For more information please contact the IT
Services Desk (see back cover for details).
Mobile access to information
MyBristol also provides a mobile version
which you can access by visiting the website
on a browser on your smartphone. You can
simply add a link to your homescreen for
quick access.
bristol.ac.uk/mybristol
12
Staff guide to IT services
Access
Offsite
The University offers a range of
routes to online information for staff
and visitors.
The Staff Remote Desktop allows you
to access a University desktop from any
computer with an internet connection.
You will have a full desktop, with Microsoft
Office and other common software, which
works in exactly the same way as if you
were sitting at a computer on campus.
Files stored in your MyFiles space are
automatically available.
Wireless
The eduroam wireless service provides
convenient access to University
resources and the internet, using your
laptop or mobile device.
How do I start using wireless?
The first time you want to connect, pick
Bristol-WiFi-Setup from the list of available
wireless networks. Then go to wireless.
bristol.ac.uk/staffconnect and follow the
instructions provided to configure your
computer to connect to eduroam.
Where is wireless available?
There are hundreds of wireless hotspots in
various locations all around the University.
See the website for a list and map of
locations. Once your computer is set up for
eduroam, you can also connect to it when
visiting any other University that is part of
the worldwide eduroam community.
How do I use wireless in future?
Your computer will automatically
connect you to eduroam when you’re
at a wireless location.
Can I connect elsewhere?
Once set up for eduroam at Bristol, your
computer will also automatically connect
you at any of the other institutions in the
eduroam federation worldwide.
Having problems?
Visit wireless.bristol.ac.uk/help to get
help and support.
Staff Remote Desktop
To access the Remote Desktop see
bristol.ac.uk/staffdesktop
University of Bristol Virtual Private
Network (VPN)
With the VPN you can set up a ‘tunnel’ to
access University network resources from
your home computer off-site. It’s used to
access some filestores and other services.
However, the VPN should not be relied
upon for essential work if you are going to
be connecting from a new location. This is
because some Internet Service Providers
block the VPN, so if you haven’t tested it,
don’t rely on it!
Instructions to set up the UoB VPN:
bris.ac.uk/it-services/advice/homeusers/
uobonly/uobvpn/
Off-site Proxy
The Off-site Proxy provides an easy way
to access a large number of electronic
library resources when you are working
away from the University. You will need to
perform a short, one-off, set-up operation
on your computer. Full instructions are
available from: bris.ac.uk/it-services/
advice/homeusers/webcache/auth/
For more information on the wireless service visit: wireless.bristol.ac.uk
For more information on remote access visit: bristol.ac.uk/offsite
13
Staff guide to IT services
File storage
Filestore
All staff have space on a network
drive, the O: drive, also known as
MyFiles. This is intended as your
‘home folder’ where you can save
your work in progress. Academic
staff currently have at least
100GB of space and professional
services staff at least 50GB.
This is the easiest place to store your files
because it is easily accessible. You should
be able to access the drive on your office
computer, a computer in a teaching lab or
computer room, and via the remote desktop.
This networked filestore is regularly backed
up so your data will always be safe.
Don’t store files on your desktop PC, as
these aren’t backed up and so you could
lose them if your PC develops a fault.
What if I need more space?
Some departments provide
extra working filestore
for staff. In addition, the
University has invested
£2 million in research
data storage with the
BluePeta facility (see
page 19). Research
Principal Investigators can
apply for terabytes of space.
See www.acrc.bris.ac.uk/
acrc/storage.htm
How do I access the filestore
from the wireless network?
or instructions visit: bristol.ac.uk/
F
it-services/applications/filestore/byod/
14
Staff guide to IT services
Software
All staff are provided with access
to a range of software.
Can I access my files from a
home computer?
If your files are stored in MyFiles you
can connect to the Remote Desktop to
access your files. If you want direct
access from your homecomputer to a
departmental filestore or MyFiles you’ll need
to set up the UoB VPN (see page 13).
How do I share files with
other people?
To circulate a file to a group of people,
you can use Google Drive (see page 7).
For long-term sharing internally, there are
shared folders already set up for different
groups and departments. Please ask in your
department what’s relevant for your role.
For more information visit:
bristol.ac.uk/it-services/applications/
filestore
Software installed on
University computers
Each University computer has a set
of software which is included with the
‘University standard build’ (which is for
the Microsoft Windows operating system).
This standard build will apply to every
University PC and to all ‘desktops’, whether
delivered on a PC, via a thin client or via
the remote desktop. The remote desktop
will also contain a large number of other
common applications, some of which may
be subject to access restrictions because of
licensing limitations.
Software for personally
owned computers
Several packages provided by the University
are available on staff personal computers.
Some software packages are restricted to
departments or on the basis of employment
status or usage.
How do I get Microsoft Office at home?
Staff can install up to 5 free copies of
Microsoft Office on personally owned
computers.
For details visit:
bristol.ac.uk/office365
15
Staff guide to IT services
How do I get anti-virus software?
If you have a home computer running
Windows it is essential that you have
anti-virus software to protect it. Microsoft
Security Essentials (MSE) is a free
anti-virus package from Microsoft.
We recommend MSE for all staff and
student personally-owned computers
running Windows 7.
What other software
is available?
There is a wide variety of specialist
software to help staff working in particular
departments. Your department will let you
know if this is the case. This software may
also be available via the remote desktop.
There is also a range of free or low-cost
software that may assist you in your work.
More information can be found on
bristol.ac.uk/software
Your computer
A standard University computer is called
a Managed System. Most University
computers are now Managed Systems.
You can find out details about how your
computer works at the University by
visiting: bris.ac.uk/it-services/advice/
managedsystems/
Hardware
Purchasing hardware
at work
IT Services provides support to staff in
their purchase of IT equipment paid for
either by the University or from
research grants.
If the recommended equipment is not
suitable for your needs, you should
contact the IT Service Desk to request
advice from IT Services staff in identifying
other solutions and where necessary
outline the implications for individuals and
departments of using bespoke solutions.
bristol.ac.uk/it-services/advice/hardware/
purchasing
Corporate
systems
There are a number of
systems in use for the
effective management of
Finance, HR, Research and
Student processes.
A full list of applications is available from
IT Services’ Service Catalogue: bristol.
ac.uk/it-services/servicecatalogue
16
Support for
personal hardware
IT Services does not provide support for
personal hardware. Please note that support
for personally owned smartphones and
tablets is available via the Mobile Device
Clinic (see page 4).
Staff do qualify for a discount from Dell for
the purchase of consumer products.
For hardware advice go to
bristol.ac.uk/it-services/advice/hardware/
purchasing
Staff guide to IT services
Teaching and learning
Blackboard
Blackboard is the centrally supported
online learning environment.
Blackboard provides a range of tools
for communication, collaboration, and
assessment, as well as offering an online
area for resources such as course notes,
presentations and reading lists.
All staff have a small personal storage space
in Blackboard (My Content). Staff can also
use Blackboard Community Spaces for
social societies or group activities – simply
send your community space request to the
Blackboard service desk: bristol.ac.uk/
esu/e-learning/support/tools/blackboard
How do I login?
You can access Blackboard through the
University portal, MyBristol (see page 12) or
at the web page below. Simply enter your
University username and password to log in.
Mobile access
All students and staff have access to
Blackboard Mobile TM Learn, which makes
a range of Blackboard information, tools
and activities more easily accessible on
mobile devices.
To access Blackboard go to:
ole.bristol.ac.uk
For information on training opportunities:
bristol.ac.uk/esu/e-learning/support/
workshops
Support is provided by Education
Support Unit: [email protected]
Electronic library
resources
The University of Bristol purchases and
subscribes to thousands of electronic
journals, electronic books, and research
databases. Because of the terms of licence
agreements, use of these resources is
protected from the public internet, though
access is made available to University of
Bristol staff.
Subject Librarians
Subject Librarians, working closely with
academic colleagues, plan and develop
library resources, collections and services,
and provide library and information skills
training, to meet the needs of staff and
students of the University.
Subject resources and support, including
contact details for Subject Librarians, can
be found at:
bristol.ac.uk/library/support/subjects
For more general information and advice
about electronic library resources go to:
bristol.ac.uk/library/
resources/eresources
Lecture Theatre Support
Learning Facilities Management (LFM)
manage all standard (non-specialist)
teaching rooms across the University
and provide audio-visual support to all
University rooms. Urgent IT/AV facilities
support: 0117 9288 288 (internal 88288,
8.30am–5.30pm).
bristol.ac.uk/learningfacilities
17
Staff guide to IT services
Research
High Performance Computing (HPC)
BlueCrystal is the University’s High Performance Computing (HPC) machine. We
have two systems, BlueCrystal Phase 2 and BlueCrystal Phase 3. All HPC users are
registered on both systems.
The new Phase 3 system is five times faster
in pure peak speed than the older Phase 2
system and therefore represents a giant step
up in processing power for the University. It
is also a more heterogeneous design than its
predecessors, comprising:
•
223 base blades each with 16 x 2.6Hz
SandyBridge cores, 64GB RAM and a
1TB SATA disk
•
an additional 100 base blades that can
host dual GPGPUs. At present we have
76 NVIDIA K20 in 38 nodes
•
18 large memory nodes, each with
256GB RAM. These can be configured
as stand-alone systems or combined
using ScaleMP software to provide a
virtual SMP system with up to 4TB RAM.
Why use BlueCrystal?
If you are finding that it takes several days
or longer to run a job on your desktop, then
BlueCrystal can help you, by enabling you
to run on many processors at once, either
running many serial jobs or one large parallel
job. We can advise you on how to maximise
use of BlueCrystal to facilitate your research.
How to apply
why they need to use the HPC facilities,
how many hours of computing time they
anticipate they will need and over what period
of time. If you have difficulty in applying,
contact the Academic Research Facilitator
in the ACRC who will arrange for your
application to be processed.
The machine currently operates under a
fair share policy and no charge is made
for general access. However if you have a
large request for resources, please contact
the High Performance Computing team to
discuss possible charging models.
Support available
BlueCrystal user guide: www.acrc.bris.
ac.uk/acrc/pdf/bc-user-guide.pdf
If you cannot resolve a problem, you wish to
install new software or you need help, you
can email [email protected]
Full details are available on the support page.
We run a programme of HPC workshops.
Details are available below.
Training: www.acrc.bris.ac.uk/acrc/
training.htm
Support: www.acrc.bris.ac.uk/acrc/
support.htm
All users need to complete the application
form acrc.bris.ac.uk/loginarea/apply.cgi
giving a brief summary (not more than 500
words) of the research they wish to undertake,
what the impact of the research will be,
There are links here for all three systems and to their respective user guides:
acrc.bris.ac.uk/acrc/hpc.htm
18
Staff guide to IT services
Research Data Storage Facility
The University Research Data Storage Facility (RDSF) provides an integrated
resilient petascale facility, available to researchers from all disciplines, with the
capacity to expand as demand increases.
The data storage is a mix of:
How to apply
•
volatile storage on disk – a single
copy held on a redundant array of
independent disks (RAID) 6 device in
one
geographical location.
•
irrored storage (where data which has
m
to be available at all times and also cannot
easily be replaced) – held on RAID 6
devices in two geographically separated
places (the High Performance Computing
(HPC) machine rooms in Merchant
Venturers Building (MVB) and Physics)
The Principal Investigator will need to
complete the Application Form to be a Data
Steward acrc.bris.ac.uk/storagearea/
apply.cgi and then the project application
form acrc.bris.ac.uk/storage-area/applyproject.cgi, detailing the amount of storage
required and giving a brief description of why
you need to use the storage facility, why
the data should be stored and for how long.
Each applicant will be given the notional cost
of the storage that they are applying for.
•
a number of resilient storage options,
ranging from traditional backup to off-site
tape storage or off-site disk mirroring of
data, are currently being explored.
Costs
Whilst there are charges for using the Facility,
5TB of disk storage per Data Steward is
provided free of charge. Requests above
5TB of disk storage per Data Steward will be
charged based on the requirement and how
many copies of the data are required to be
held on disk. Current pricing is available on
the Advanced Computing Research Centre
website: acrc.bris.ac.uk/acrc/storage.htm
If you anticipate needing more than 5TB of
disk storage, a request for funding should be
included in your grant applications.
If you have a Data Management Plan (DMP),
it would be helpful to submit it with your
application. For help and advice with data
management planning see the section on the
data.bris Research Data Service.
Information and help
The policy, terms of use and FAQs are
all available on acrc.bris.ac.uk/acrc/
storage_application.htm
Once you are using the facility, if you cannot
resolve a problem or you need help, you can
email [email protected]
If you should have difficulty in applying, then
contact the Academic Research Facilitator in
the ACRC, who will assist you in completing
the application form.
19
Staff guide to IT services
data.bris – Research Data Service
The data.bris Research Data Service is a Library-led collaboration with
IT Services and Research and Enterprise Development (RED).
What is research data?
Research data is digital information
which has been created as a direct result
of undertaking research. It excludes
administrative and teaching materials.
Research data comes in an endless variety
of formats, including the following: Word
documents, PDFs, spreadsheets, scanned
lab books, online surveys, digital recordings,
databases and computer software.
What is research data management?
Research data management often involves:
•
at the start of a project, creating a
data management plan (DMP) which is
submitted along with a research
funding application
•
during a project, storing research data
safely and securely, and sharing it with
authorised research collaborators
•
at the end of a project, sorting data,
documenting it and making a selection
available to the public for a given
number of years.
How can the data.bris Research Data
Service help?
The Research Data Service provides
advice, training and one-to-one planning
sessions to anyone engaged in research
data management across the University.
The management of research data often has
implications in several areas, for example:
FOI and data protection, data security,
storage, ethical planning and IPR.
The Research Data Service team works
with many other parts of the University in
order to harmonise all these concerns and
provide a central point of advice:
data.bris.ac.uk/research.
Each lead researcher in the University is
entitled to 5TB of secure data storage (see
the section on the Research Data Storage
Facility for more information). The data.bris
Research Data Repository data.bris.ac.uk/
data also allows researchers to publish their
data and make it available in the long term
through a unique and citable digital object
identifier (DOI).
Why manage research data?
Properly managing research data
increases its value, improves research
visibility and increases research citation
rates. Also, recent policy changes made
by research funders and academic
publishers mean that research data
management and sharing is often
required as a condition of funding.
If you’d like to know more email:
[email protected] or visit data.bris.ac.uk/research
20
Staff guide to IT services
Research IT
Research IT provides guidance and support for University of Bristol researchers
who need specialist IT for their research. The service is led and directed by the
Research IT Executive (RITE).
We are always happy to discuss new ideas with individual academics, research groups,
departments, schools, and faculties. Recent examples of partnerships on research
projects include:
•
Map your Bristol – a mobile ‘app’ and
online mapping tool that allows people
to explore and co-create Bristol’s
history, heritage and culture through the
eyes of local communities.
•
Visualising China – a collaboration with
Historical Studies at the University,
giving users the opportunity to explore
and interact with more than 8,000
digitised photographs of China taken
between 1850 and 1950.
•
•
Hardware, networks and data - help
with purchasing standard and specialist
computers and hardware, connecting
research equipment to networks and
computers, storing research data,
custom networks.
•
Communications - how to co-ordinate
and communicate your research using
specialist websites, social media,
collaboration tools, sharing and
publishing systems.
A low-cost survey tool (Bristol Online
Surveys – see page 8) to support data
capture, feedback and analysis.
How can we help?
•
Proposal support - help with the IT
aspects of research proposals such as:
writing technical proposals and data
management plans, finding the right IT
specialists and technologies, confirming
IT costs.
•
Software and programming - help with
software or programming to support
your research, including: specialist
software purchasing and licenses,
installation and setup, software training,
programming support and consultancy,
software development projects.
Find out more at:
bristol.ac.uk/rit
21
IT Service Desk
Web self-service:
servicedesk.bristol.ac.uk/tas/public
Email: [email protected]
Phone: 0117 92 87870 (internal 87870),
weekdays, 8am–5.15pm
Counter service: weekdays, 9am–5pm
Computer Centre
5 Tyndall Avenue
Bristol
BS8 1UD
UK
(See page 3 & 4 for details on help
and support)
Sources of IT information:
IT website news:
bristol.ac.uk/it-services/news
IT status page:
bristol.ac.uk/it-services/news/status
Service Catalogue:
bristol.ac.uk/it-services/servicecatalogue
IT bulletin:
bristol.ac.uk/it-services/it-bulletin
Facebook: facebook.com/uob.it
Twitter: twitter.com/BristolUniIT
Educational Support Unit:
bristol.ac.uk/esu/
Learning Facilities
Management:
bristol.ac.uk/learningfacilities/
This publication was produced in February 2015 and the contents
were correct at the time of printing. However, things change so
please refer to the website for current information.
Designed by Bristol City Council, Bristol Design BD5008
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