IT Guide For New Employees
Posted by , Last modified by Melinda Barnsley on 10 July 2019 03:16 PM
ITS is committed to serving the University’s information technology needs. We recognize that ubiquitous access to technology services is a need in today’s educational and business environment. We provide support for centralized administrative applications, technology infrastructure, and client computing, web development and system maintenance, as well as support and advice for a wide variety of other information technology needs. Structurally, ITS consists of the following five main areas:
Client Services and Academic Technology - Client Services provides support, advice, and is a central point of contact for the use of all ITS service, software and infrastructure. The ITS Help Desk, Academic
Strategic Technology Services -
Infrastructure Services - Infrastructure Services provides for the management of core infrastructure such as the campus data network – both wired and wireless – and the campus telephone system.
Applications and Development (“A&D”) – A&D develops, maintains, and provides support for centralized applications such as the myPlymouth Portal, Banner Student Information System (INB), MySQL and Oracle databases, WordPress, system administration for Moodle, Mahara and more.
Technology Services - Technology Services manages the centralized data center, email servers, campus computer clusters, provides Desktop Support and operates the Computer Repair Center.
Technology Support and Services
The ITS Help Desk
The ITS Help Desk, located at the Information Desk on the main level of Lamson Learning Commons, is the single point of contact you need for Information Technology support. Whether it’s a problem you are having with your computer hardware – CPU, monitor, printer – or a question you have about computer software, the ITS Help Desk staff can assist you. Often the technicians at the ITS Help Desk will be able to answer your questions and resolve your technology problems over the telephone or via email or chat. If not, the ITS Help Desk can make arrangements for a technician to assist you in your office. The Help Desk is open seven days a week and may be reached
The PSU Alert Emergency Notification System
Plymouth State University has a state-of-the-art Emergency Notification System (“ENS”) called PSU Alerts to communicate with students, faculty
Microsoft Office Exchange (PSU Email)
Regardless of your role at the university, Microsoft Office Exchange is a vital means of accessing your PSU email. In order to log into your PSU Email, you must use your myPlymouth firstname.lastname@example.org and your respective myPlymouth password. You can access the PSU Email by logging into your myPlymouth account and clicking on either
Managing your PSU Email
Microsoft Office Exchange provides each user to 50GB of email storage space on PSU’s mail server. Typically, users will not reach that
You can access your PSU email off-campus by logging into myPlymouth and clicking on either, “View myMail” or “PSU Email” under the “myOffice365” tab. You can also set up a portal device, such as your cellphone or tablet to access your PSU Email. You can view an article on how to configure that, please check: https://support.plymouth.edu/index.php?/Knowledgebase/Article/View/536/0/office-365-guide under the “Communication and Collaboration” section.
PSU VPN services
In addition to accessing PSU services
Computer Labs and Classrooms
You don’t have to be enrolled in a class at Plymouth State University or teaching in a computer lab to use the resources available in most of PSU’s computer labs. To find out lab locations, and supported software configurations, go to https://support.plymouth.edu/index.php?/Default/Knowledgebase/Article/View/62/25/computer-lab-locations Questions regarding computer labs should be directed to the ITS Help Desk at (603) 535-2929 or via email email@example.com)
All staff, faculty, and students who use Plymouth State University IT computing resources do so subject to a number of policies that govern their use. You are expected to be familiar with those policies and to adhere to them. Violations of those policies may lead to disciplinary action and/or criminal prosecution. For more information, visit https://campus.plymouth.edu/it/about-us/policy/
Basic Computer Security
Passwords are the first and foremost security control for your data. Plymouth State University has implemented a common Username that you will use to access most, if not all, of your computing resources on our network. Your PSU username and password are your electronic identity, and you are solely responsible for its use. Passwords can be changed as often as you like within myPlymouth,
Logging Out Of and/or Stepping Away from your Computer
If you are going to be away from your computer for what would provide enough time for someone to gain access to your system and data, it is a good idea to either lock your system or log out. Your PSU owned computer is set to automatically lock the system after being idle for 30 minutes. In order to wake the computer from screen saver mode, you will need to log in with your PSU username and password. At the end of the day, you will want to log off your system or shut it down.
Software Patches and Other Messages from the IT Help Desk
Even though your computer will, on a schedule, self-install software patches that are available for it, occasionally the ITS Help Desk will send you an email regarding a patch that is so serious that you shouldn’t wait for the automatic
Phishing and Other Email Scams
It is not uncommon for “phishing” emails to come through, despite Plymouth State University
In addition, you can review Microsoft’s O365 AntiSpam Protector
If you receive an email that you are unsure the validity of, please contact the ITS Help Desk at (603) 535-2929.
Protecting Institutional Data and the Secure Computing Environment
Certain information is not only
The Registrar’s Office has an online FERPA tutorial, which will acquaint you with those requirements. It concludes with a quiz – followed by the correct answers – that enables you to test your understanding of FERPA law. To learn more about FERPA and to take the tutorial, go to https://support.plymouth.edu/index.php?/Default/Knowledgebase/Article/View/693/0/how-to-find-employee-ferpa-training
Probing and Responses
Just because you have access to University data doesn’t mean that everyone who might ask you for protected information should also have access - even if they work for the University. If you are unsure whether someone asking you for data or access to it should have it, ask your supervisor. It is part of your responsibility to keep data you have access to secure and confidential. That goes doubly so for inquiries from vendors. If you are unsure whether particular information is confidential or not, please ask your supervisor.
Access to the Plymouth State University Network
Computers on PSU’s wired and wireless network must be registered in order to access network resources. The registration process protects network security by determining if a computer complies with PSU’s local network policies, such as software patch status and the presence of up-to-date antivirus software, and it restricts the network access of non-compliant computers. Only PSU faculty, staff and students can register systems. You should never use your PSU username and password to register someone else’s system. If a visitor or vendor needs a system registered, that need should be directed to the ITS Help Desk. We have no guarantee that a visiting computer has all the current patches and virus definitions and thus cannot be guaranteed to be free from viruses and worms. We do not want to introduce a potentially compromised system to our network.
Protection Against Viruses, Trojans, Worms and Other Malware
While all services maintained by Plymouth State University ITS
All PSU-owned computers have PSU approved anti-virus software installed on them. If you are not certain whether or not you have spyware removal software on your computer, such as Spybot Search and Destroy or Malwarebytes Anti-Malware, call the ITS Help Desk at (603) 535-2929 for assistance.
Disposal of Sensitive Data
You should control access to both printed and electronic confidential material with the same rigor. When you dispose of printed material containing confidential data you should shred it using a cross-cut shredder.
Using the Technology at Your Desk
What Software is Installed on Your Computer
Plymouth State has installed certain software products for which we have licenses on your computer. We may have installed additional licensed software on your system based on the work that you need to accomplish. You may not install
What Peripherals are Installed on your Computer
Any peripheral device (e.g. PDA, printer, digital camera) that you may want to install on your computer should only be done with the prior approval of your department head and/or the IT Help Desk. That includes hardware that you may have brought from home.
Computer and Software Purchasing
The procedure for institutional purchases of computer hardware and software may be found by going to https://support.plymouth.edu/index.php?/Default/Knowledgebase/List/Index/307/institutional-technology-purchases. Please note that you may also make personal purchases of computer hardware (Dell and Apple products) and software at https://support.plymouth.edu/index.php?/Default/Knowledgebase/Article/View/676/306/personal-computer-purchases.
Wireless Network Access (