Employee Orientation
IT Services
A Welcome Message
from The University of Scranton Information Resources Division
Welcome and congratulations on your new position at The University of Scranton. Your technology orientation will consist of two training sessions;
• Our Resources Training will help you learn to navigate the University’s portal (my.Scranton) and will give you an overview of technology resources across campus.
• Our Policies Training will give you an overview of current University technology policies and processes. It is important for all employees to familiarize themselves with them.
We hope the following documentation will serve as a great resource to you as you become more familiar with the University.
If you have any questions, comments or suggestions, please contact the Technology Support Center at 570-941-4357 or [email protected].
Table of Contents
A Welcome Message ... 1
Definitions ... 3
Equipment and Software ... 4
Browsers ... 4
Wireless Networks ... 4
My.Scranton Portal ... 5
E-Mail and Calendar ... 7
Royal Drive ... 7
RoyalCard ... 12
Telephone Service ... 12
Mobile Devices ... 12
Footprints ... 13
IT Policies ... 16
Technology Support Center ... 17
Getting Started with Information Technology
Definitions
• Footprints is the University’s ticket-tracking program that assures technical problems are addressed in an
orderly and timely process.
• Footprints Ticket: Once you have submitted a Footprints request successfully, you will be issued a ticket
number, which can then be tracked for other communications. An initial email will be sent to the original requester to verify the problem is in the system, the issue number, and any other pertinent information. Future emails will be sent as information is needed between the requester and the IT technicians assigned to your problem.
• Legacy Username: This username is composed of your last name (up to the first ten characters) plus your
first initial and a numerican digit (eg smithj2).
• My.Scranton is the portal to University resources and services. It is accessible on and off campus by
open-ing a browser and goopen-ing to http://my.scranton.edu.
• Royal Card: The Royal Card is the multiple-purpose photo ID card for all students, faculty and staff at The
University of Scranton. It provides easy access to University resources and packs a wealth of innovative technologies into one powerful and convenient card.
• Royal ID: Your Royal ID (or R Number) is an identification number assigned to you by the University, and It
can be found on your Royal Card.
• Royal Drive (also knows as Xythos) is the University’s electronic storage space hosted on a shared server
where staff can store electronic records such as PDFs, Word documents, Excel spreadsheets and images. The system is very easy to use; it offers a web interface that allows users to store and retrieve documents from any computer connected to the Internet.
• Royal Drive Ticket: Tickets allow users access to your files and folders without a Royal Drive account and
without the need to change permissions. Access permissions are defined per ticket using several advanced options including password-protection and expiration dates.
• TSC (short for Technology Support Center) facilitates the use of the University’s computing systems,
soft-ware, networks, and facilities through timely, accurate, and courteous responses to customer support requests.
Equipment and Software
The University provides each employee with the necessary computer, phone and other equipment that relates to his/her employment. Here is some information about the computer you will be using:
• You do not need to install software updates: Kbox and SCCM are management systems used by IT Services
for deploying computers updates and managing desktop security vulnerabilities. Software updates are performed monthly. When there are updates on your computer, you will see a blue box for Kbox updates, and SCCM patches happen relatively silently just prompting you for a restart.
• You do not need to install anti-virus software: Windows PC’s are installed with Microsoft
System Center Endpoint Protection and Macintosh systems come with ESET. Viewfinity is also installed on all University office computers in an effort to better secure endpoints and reduce vulnerabilities to hackers, malware and embarrassing security breaches that could prove costly to The University of Scranton’s reputation.
• You should run anti-malware software: It is recommended that you run Malwarebytes, an anti-malware
remediation tool weekly on your computer. Instructions are available at www.scranton.edu/techsupport.
• You will need approval when installing programs: when attempting to install applications or change
settings, you will require administrative privileges. Viewfinity will prompt you to enter a business
justification and will either elevate your privileges automatically or forward your request for approval to the IT Services. This process may take up to 24 business hours.
• Practice good online safety habits.
Browsers
Use Internet Explorer when accessing University applications, such as Banner and Argos. Chrome, Safari and Firefox can safely be used for web browsing.
Wireless Networks
1. Connect your computer to the University's network via ROYALAIR.
2. Launch a web browser - you will be redirected to a network authentication page. If you are not redirected, try to navigate to an external website such as google.com.
3. Read and accept the End-User License Agreement and click ‘Start’.
4. Depending upon what web browser you use, a security prompt should appear requesting to either download or run XpressConnect.
5. Click Run or Open if prompted.
6. The installation is complete when the XpressConnect application opens in a new window prompting you for your RoyalID and my.scranton password.
7. At the XpressConnect login window, enter your Royal ID, my.scranton.edu password and then click on ‘Continue’. Please note that during the XpressConnect process Mac users may receive multiple prompts requesting their device’s administrative credentials for XpressConnect to continue.
8. XpressConnect will now configure your device to our network, authenticate your credentials and validate connectivity. If there are any failures during these checks, XpressConnect will notify you with what went wrong. When the onboarding process is successful, you will be redirected to a Scranton.edu webpage.
Troubleshooting Tips
A common reason for authentication failure is that the my.scranton.edu password needs to be changed. If this occurs, you will have temporary my.scranton.edu access to change your password. Please change your password, making sure there are no special characters included (!@#$%^&*).
My.Scranton portal
My.Scranton is the portal to University resources and services. It is accessible on and off campus by opening a browser and going to http://my.scranton.edu. Once you have logged in, you will be able to check your email, read University announcements, review your payroll information, reserve non-instructional rooms for events or meetings, and access numerous applications and systems.
The portal is sectioned into tabs:
Home (default)
• Campus Announcements highlights University-related announcements on topical issues of general interest
to the University community.
• University Links is a comprehensive listing of many of the university services provided; Events and
Facilities, Human Resources, Student Links, Financial Links, Purchasing Forms, Administrative Links, Employee Resources, Public Safety, and Parking Services.
• Report a Problem links to FootPrints, the University’s ticket tracking system for technology requests. See
page 13 for more information.
• Emergency and Password Information lets you designate which phone number you would like to use for
emergency notifications. The ‘Select your Password Reset Questions’ allows you to set up and reset your portal password.
• Update Personal Information is used to update your alternate email address, emergency contact
information, or to update your password (referred to as PIN).
• Submit Portal Announcements that you want listed under the Campus Announcement section. • Self Service links to your personal information, such as time-sheet, pay stub and W-2 forms. This
information is also available on the Employee tab.
• Online Courses is used if you are enrolled in online master degree programs. • Directories contains student, staff and emergency contact information.
News Tab
• University Publications links to press releases, Royal News, Scranton Journal, The Aquinas, and to the
yearbooks. Other documents, such as the University’s Strategic Plan, the Middle States Periodic Review report and Fact Book can be found here.
• Student Club Calendar highlights club activities.
• RoyalBBoard is a University-wide bulletin board where staff and faculty publicize events, sell household
items, refer service-related companies and people.
• KBOX Corner lists current updates to computer systems on campus.
• University Calendar lists upcoming events from the University of Scranton Events Calendar.
Employee Tab
• Employee Review is for supervisor personnel for periodic review.
• RoyalLists lets you create and manage electronic email lists for teaching, collaboration or discussion or
announcements.
• Student Affairs Department (or could be other channels) relates information that is relevant to a specific
My.Scranton portal
• Payroll Information accesses your direct deposit information, earnings history, time sheets, leave balances
and tax forms.
• Time Reporting is used to log and review your time-sheet.
• RoyalSync is commonly used by students to track club and event participation and attendance. • Directory gives you access to Faculty/Staff directories and Faculty office hours.
• University Giving link to fund raising information for the RoyalFund and United Way.
Banner ERP Tab
Banner is a fully integrated campus-wide database that supports all campus constituents. This tab includes links to all Banner-related functions. Access to specific Banner applications and forms are relevant to your position and can be requested. For more information about Banner, Banner training or how to access it, please visit www.scranton.edu/banner.
Library Tab
This tab allows access to many library resources and functions. You can perform catalog and periodical searches, find the library business hours, and get 24/7 online help. You can also review you library account information and use UniPrint (wireless printing to the UniPrint station on the first floor of the library).
The portal icons:
In addition to tabs, you will find various icons in your upper right corner. The icons you see will vary (they are based on your position and permissions). The most common icons are:
Envelope
The envelope icon gives you access to your email through the web-based version of Outlook.
Office 365 programs, including Word, Excel and PowerPoint, can be downloaded to five additional home devices. These are the full-versions of the programs with the same functionality as those already on your
University computer. Use your downloads for your home computer, your tablet and your phone. The downloads will be active as long as you are an active student or employee of
the University. Do not download these on your office computer as they have
already been installed.
For more information and for download instructions, visit www.scranton.edu/office365.
File
The file icon redirects you to RoyalDrive (also known as Xythos), which is the University’s electronic storage space hosted on a shared server where staff can store electronic records such as PDFs, Word documents, Excel spreadsheets and images. Additional Royal Drive information is provided on the following page.
Book
My.Scranton portal
application is used for the administration, documentation, tracking, reporting and delivery of electronic educational technology (also called e-learning) courses or training programs.
For more information visit www.scranton.edu/d2l.
Pencil
The pencil directs you to our Content Management System (CMS), a collection of tools designed to allow the creation, modification, organization and removal of information from our website. Access to this system needs to be requested through a Footprints ticket (see FootPrints instructions page 13). For more information, visit http://www.scranton.edu/cms.
Person
The person icon is a shortcut to the RoyalSync, a campus engagement tool. RoyalSync can be compared to a Facebook of sorts – it is online club management system that students have been using for the past year to find on-campus opportunities (such as student organizations, service events and other campus programs) that match their specific interests. For every organization they join on RoyalSync, students are able to track the history of their involvement in clubs including event participation and meeting attendance.
The computer that you will use to perform daily tasks has been setup with a variety of standard programs and applications.
E-Mail and Calendar
• Each employee on campus is provided with a Microsoft Exchange e-mail account. The e-mail address for each person resembles [email protected].
• Outlook 2013 is the client program used for University email and calendar. The client is resident to your computer.
• Calendar is not University mandated, but many departments around campus use it to post meetings, check staff availability, etc.
• Office 365 is the browser-based version of our email and calendar. They are accessible from any device that has internet capability. All actions will sync automatically.
Royal Drive
Royal Drive (also knows as Xythos) is the University’s electronic storage space hosted on a shared server where staff can store electronic records such as PDFs, Word documents, Excel spreadsheets and images. The system is very easy to use; it offers a web interface that allows users to store and retrieve documents from any computer connected to the Internet.
You can access Royal Drive on your computer, by following the following steps:
• Go to the Start menu (windows icon) in the left bottom of your screen • Click on Computer
• Select Royal Drive (\\XythosDrive) (R:) • Select Users or Groups (department folder)
Also, when off campus or away from the office, you may also access your files by logging into my.scranton.edu, locating and clicking on the file icon.
Navigating Royal Drive
A.
Main Menu
The main menu links to account options within Royal Drive:
• Home: Links to your home folder.
• Bookmarks: Access, create, or manage your bookmarks. • Searches: Manage searches, or show last search.
• Setup: Access your account's management functions, such as email preference, contacts and workflow
templates.
• Help: Click to display help topics.
• Logout : Log out of your Xythos (RoyalDrive) account.
B. Navigation Toolbar
Navigate to parent directories or verify the location of the current directory. To the right of the directory path are additional action icons to:
Refresh the current directory
Manage & edit the details of the current folder Perform a quick search of your files and folders
A>
B>
C>
C. Document Manager Buttons
Folder and File management
Several Sharing and Tracking options within the Manage menu are used to administer, share, and track selected files and/or folders within the RoyalDrive system.
• To create a new folder, click on the folder you would like this new item added. Then click New Folder in the top right corner of the page.
• To rename the folder, right-click on the folder, and then choose Rename from the shortcut menu.
• To access your folder information, right-click on any folder and choose Manage from the shortcut menu. This will show you file specific information, such as permissions and tickets.
Sharing Documents
1. Find the file or document you wish to share. 2. Right click on the item.
3. Select Manage from the shortcuts.
4. Click on the menu Permissions under Summary.
Navigating Royal Drive
5. Click on the Add User/Group button on far right.
6. Click inside the Choose Users box and then type the name of the persons or group that you wish to share the folder or choose the Search for Users button.
7. Click Next when you finish adding the names.
To verify permissions, select from the following options:
…Viewer - Viewers have read-only access to your file or folder and cannot modify the properties or content of files and folders
…Contributor - Contributors can modify files (edit/delete) and add content to folders.
…Full Access - Full Access users can modify files and add content to folders or share your folder/file with another user.
Click the appropriate radio button after determining whether the selected access should apply to the current folder only, or include this folder and all sub-folders.
8. Click Finish to confirm the assigned permissions.
Email a ticket linked to a file
1. Right-click on the file or folder, then select Manage > Tickets.
2. If a ticket was created place a check mark in the associated box, then click the Email button to send an email using your set preference (Xythos default client).
3. The full path and file name of the ticket is listed along with an Intellilink.
4. If a ticket was not created, click the New Ticket button; check the appropriate boxes, and then go to step 2. 5. In the box provided, enter the group or user names; type any additional information within the space
given. 6. Click Send.
Note: If you send a password-protected link, you must provide the recipients the password in another email or
verbally
Ticket Concepts
Tickets allow users access to your files and folders without a Royal Drive account and without the need to change permissions. Access permissions are defined per ticket using several advanced options including password-protection and expiration dates.
When creating a ticket, the following changes to your account will occur.
Sharing Permissions Entry During the Ticket creation process, you are prompted to specify either Read Only or Read, Write and Delete access to the file(s) or folder(s).
Password-Protection is
Optional When creating a ticket, you have the option of selecting password protection. If enabled, the password enabled ticket link is sent and there will not be a password-free link. The password is not supplied in the e-mail.
Ticket Expiration is
Optional Optionally, a ticket can have an expiration date. Once that date passes, all users who have been accessing the file or folder through the issued ticket will no longer be allowed access to that file or folder. An expired ticket will continue to exist in your account until you either delete it or change the expiration date to something in the future.
Additional Configurations
You may also define certain default settings during the creation. The available settings include:
• Default Versioning - If set to on, versioning is enabled for every new file uploaded to that folder. (The
system keeps a copy of every new file that is updated in that folder).
• Default Logging - If set to on, logging is enabled for every new file uploaded to that folder. (The system
maintains a record of whom and when your files were accessed).
• Storage Quota Size (in MB) - The permission to regulate how much information can be added to that
folder.
• Subscriptions - Subscribing to a folder allows for e-mail notifications and to control the frequency of
notifications when the following actions are performed: …Any edits of the folder or its files
…Any time the folder or its files are viewed
…If any comments are added to the folder or its files
• Lock Details – Locking files and folders prevents other users from editing or saving changes to a particular
file until you release the lock or it expires (seven days from the date & time created). In addition, the following information will be listed when a lock has been applied.
…Lock Status …Created by …Lock Type …Expires
How to: In the Lock Status box, click on the down arrow and choose from the options listed.
- Folder Locked creates a simple lock on a file or folder.
- Folder & Contents Locked create a recursive locks that applies to a folder and all of its contents, including both files and sub-folders. They can only be created on folders if all content within that folder is unlocked.
• Comments - Comments offer users the ability to create notes about a particular file or folder without
altering the contents of that file or folder. A new drop-down menu allows the user to mark comments as either "Private" or "Public."
• Declare if the comment is public or private. • Type the comment in the box provided. • Click the Save Comment button.
For more information about Royal Drive, visit www.scranton.edu/royaldrive.
Royal Card
The Royal Card is the multiple-purpose photo ID card for all students, faculty and staff at The University of Scranton. It provides easy access to University resources and packs a wealth of innovative technologies into one powerful and convenient card.
All students, faculty or staff who have not had pictures taken should visit the Royal Card office on the first floor of Alumni Memorial Hall, Sunday: noon to 8 p.m.; Monday through Thursday: 8 a.m. to 10 p.m.; Friday: 8 a.m. to 9 p.m.; Saturday 9 a.m. to 5 p.m.
For more information, visit www.scranton.edu/royalcard.
Our University phones and service is provided by Cisco VoIP. Full-time faculty and staff are provided with voice mail on their office telephone. Employees may retrieve their voice mail messages from these phones or from remote locations. Users may personalize their greetings including a vacation greeting.
• Dial x2450 (on campus) or 570-941-2450 (off-campus) to set up and access your voice mail • ID = your extension
• PIN = default is 1111
For complete phone information that includes the setup of your voice mail, conference calling and ringtones, visit www.scranton.edu/telephone.
Users of mobile devices are responsible for ensuring that data and information to which they have authorized access is used only for the purpose provided and that the confidentiality, integrity and security of the data is maintained.
It is strongly recommended that you do not use your mobile device to store, process or transmit sensitive information unless you are confident that the security controls on the device are sufficient to prevent data loss or theft.
Visit www.scranton.edu/mobiledevices for information about: • configuring your device with Office 365
• University-funded wireless services • recommended iOS apps
• data and device protection
Telephone Service
FootPrints is the University’s ticket-tracking program that assures technical problems are addressed in an orderly and timely process. Once logged into FootPrints, users can state their technical issues by selecting from a group of categories, a list of buttons that can help pinpoint their problem(s) and put into motion a process to solve those issues.
Logging into FootPrints
There are several ways to access FootPrints:
1 - Through the portal
• Go to my.scranton and log into the portal. • Go to the Home tab (defaulted).
• As you scroll down, your third option it to “Report a Problem”. • Click on the FootPrints image.
• You will need to log in using your legacy username.
2 - Link on the TSC homepage
• Go to www.scranton.edu/techsupport. • Click on the FootPrints link.
• You will need to log in using your legacy username.
3 - Direct link
• Access FootPrints directly by going to tsc.scranton.edu. • You will need to log in using your legacy username.
Once your login is accepted, you will be in the Service Catalog where issues and requests are seperated into categories.
Select the category that is most appropriate for your issue:
1. Report an IT Problem: select this option when you have a
computer, phone, applications (such as Argos, Banner, Email, CMS, imaging), Royal Card, video or television issue.
2. Change Management (Application or Query/Report ):
request the creation of a new application/report, or the modification to an existing application through IT Dev/App.
3. Request an IT Service (do not report problems here):
use this option to request services relating to phones, ports, systems, web, software, Royal Card and technology acquisitions.
4. Employee Status Change: used to process employee
separations from the University.
FootPrints: Computer Requests and Issues
Example
If I select ‘Find Services’ under the ‘Report an IT Problem’ (Technology Support Center) option, I will see the following options:
1. Computer Problem 2. Phone Problem
3. Enterprise Applications Problem 4. Audio/Video Problem
5. Royal Card Problem 6. Cable TV Problem
Select your choice from the sub categories and click Find Services.
Once I have selected what service I need, I can further refine my issue:
If I now select Find Services under the ‘Computer Problem’ option, and then select ‘Hardware Problem’, I can select a particular service, by clicking Request this Service.
Once you have narrowed your results down, you will need to fill out a form to finalize your request. The following fields are required:
• Contact Information • Issue Information • Customer Notes
Once you hit SAVE you will have submitted your request.
You will be issued a ticket number, which can then be tracked for other communications. An initial email will be sent to the original requester to verify the problem is in the system, the issue number, and any other pertinent information. Future emails will be sent as information is needed between the requester and the IT technicians assigned to your problem.
Information Technology Policies, Procedures and Resources
The University expects all members of its community to uphold the highest societal standards of respect for policy, law, the University, the community, and for all other persons. This expectation extends to include our use of computing and network resources.
Please make sure to review our current policies, especially the following:
• Acceptable Use Policy: Serves as a general guide for the acceptable use of computer and information
systems and networks provided by The University of Scranton. All students, faculty, staff, and other authorized users should interpret this policy as a launch point to the various specific policies it encompasses – not as a replacement or amendment to any single one of them.
• Incidental Use Policy: Addresses how computers, network systems, and other technologies offer powerful
tools for creating, communicating, and managing data, and for a host of other activities. Students and other groups providing sources of funding that support information technology resources at the University expect that these assets will be used in support of the University’s mission of research and creative activity, teaching and learning, and civic engagement.
• Information Classification Policy and Data Classification Matrix: This policy defines how University
information is classified and how it is to be protected. Students, faculty, staff, and alumni trust that the University protects their personal information as it exists in any medium — electronic, as well as all forms of paper record.
Need Assistance? Have a Question?
The Technology Support Centerstaff is here to help.
• E-mail: the TSC can be contacted by e-mail at [email protected]. You should receive a response
within one business day of the e-mail being received.
• Phone: you can reach the Service Desk by dialing HELP (4357) from a campus phone or 570-941-4357 from
an off campus phone. Voicemail messages left after business hours are returned the next business day.
• In-person: to receive in-person support, visit us in AMH.
Service Hours
Fall and Spring Intersession and Summer
Sunday Noon - 8 p.m. Sunday Noon - 8 p.m. Monday 8 a.m. - 10 p.m. Monday 8 a.m. - 10 p.m. Tuesday 8 a.m. - 10 p.m. Tuesday 8 a.m. - 10 p.m. Wednesday 8 a.m. - 10 pm. Wednesday 8 a.m. - 10 p.m. Thursday 8 a.m. - 10 p.m. Thursday 8 a.m. - 10 p.m. Friday 8 a.m. - 9 p.m. Friday 8 a.m. - 4:30 p.m. Saturday 9 a.m. - 5 p.m. Saturday Noon - 6 p.m. Visit the TSC online www.scranton.edu/techsupport.
Training is available for most of the programs used on campus. For complete training information, go to http:// www.scranton.edu/it_training, or contact Julie Brackeva-Phillips at [email protected] or 570-941-4026.