Topic outline

  • General

    Welcome to the Guildhall School IT induction.  Please read carefully through each section of this course. 


    For any questions regarding this course, please refer to the IT Services intranet page.


  • How to contact us

    ServiceNow

    • You can log a helpdesk ticket on ServiceNow by clicking the link on the MyGuildhall homepage.
    • A guide on how to login and use the portal can be found here
    • Once logged in you can report an issue (Fault) or (Request) a service (access to systems/ file permissions etc.).



    Contacting IT:
    • You can visit us in the Silk Street Building, 1st Floor, room 139 or at Milton Court, 4th Floor. (Take a right from the Lift, through the double doors, and the second door from the right)
    • You can log a support call on the self service portal on the forum (under apps and tools).
    • You can call us internally on 7870, or externally on 020 7382 5277.
    IT hours of availability:
    • We are available onsite and on the phone Monday – Friday 08:30 to 18:15 during term time. And 09:15 to 17:00 when out of term.
    • On Saturdays, only during term time, we are available on site and on the phone during 09:15 to 13:00.

  • Your Network Credentials

    • Your username is your firstname.surname
    •   (e.g. Joe Bloggs is’Joe.Bloggs’).
    • Your network password must be at least 15 characters long, and contain a mix of lower case, upper case, digit and/or special characters. (ie P1n34pple!)
    • Must not contain your name, account name, 2 consecutive letters of your name.
    • Expires every 365 days.
    • Remember to update this in any apps or stored passwords on mobile devices so your password doesn’t lock out!


  • Your Network Drives

    • Your desktop is NOT backed up, so please do not store important information here!
    • The ‘i’ drive is your personal drive. Please ensure that you store all your important files/folders in your personal ‘i’ drive.
    • The ‘o’ drive is departmental only and has one cross departmental folder named ‘Everyone’.
    • The ‘p’ drive is a public folder which is shared between the Guildhall School and the Barbican Centre.
    • The ‘w’ drive is the Barbican departmental ‘o’ drive.
    • Backups are run nightly at around midnight.
    • If you need a file retrieving, please contact IT stating file name, type, location and last known date.
    • If you need access to a network area, please contact IT to arrange this.



  • MyGuildhall

    MyGuildhall is the intranet for the Guildhall School anc can be acessed at https://myguildhall.gsmd.ac.uk/


    • When accessing the Intranet, with Internet Explorer, Chrome and Firefox, you need to use your email address and network password to sign in.
    • Click on ‘apps and tools’ at the top and you can select all the useful tools such as IT, Asimut, eGo, city people, CBIS, etc.




    • Click on the ‘Home’ icon if you want navigate back to the homepage.
    • Click on ‘MyGuildhall’ to view the main page of other departments.
    • Click on ‘Documents’ to view important files uploaded by members of Staff.
    • Click on ‘Directory’ to search for staff and their phone numbers.
    • Click on ‘Stories’ to view what your colleagues may have to say.


  • MyGuildhall: IT Services

    Take a look at our IT page on https://myguildhall.gsmd.ac.uk/sites/it-services


  • Email & Calendar

    • Email is the primary method of contacting staff and students.
    • Staff will have a 50gb mailbox.
    • Maximum attachment size of 20mb

    To email a member of staff:  

    firstname.surname@gsmd.ac.uk

    To email a student:

    firstname.surname@stu.gsmd.ac.uk



  • Two factor authentication

    •Two factor authentication has been implemented on all IT accounts, staff and students. You can create a one time app key through Office 365, and save this to your I drive.
    •You will need this app key to sign in to Outlook, and ensure to click ‘Remember my Credentials’.
    •Please note, that the app key will need to be entered if you are logging on a different PC.

  • Office 365

    •You can access all the Microsoft tools, including email, from portal.office.com or outlook.office.com.
    •This can also be accessed via the School’s Intranet page.
    •Simply use your firstname.surname@gsmd.ac.uk email address then use your network password when the Guildhall School authentication page is presented.
    •Upon first sign in, you will be prompted to set up two factor authentication. This will require your mobile device.
    •Once this has been set up, each time you sign in through O365, you will be sent a code to your phone. Once you input the code, you will be signed into O365.

  • Phishing emails

    •Phishing emails are emails that appear to be from a legitimate source, but are in fact from a malicious sender.
    •Always check the senders email address
    An example of a Phishing email
    •If in doubt, you can also check the location of any links by simply moving the mouse over the link.
    An expample of a phishing email


  • Staff photo

    Why do I need a profile image?

    A profile image allows people within the School to put a face to a name and recognise each other around our buildings. You can upload a photo of yourself to Office 365 which will be added to the directory on MyGuildhall and your Outlook profile (visible to internal staff and students only).

     

    If you are struggling to upload your image please use this form to send us your image, and we will upload it for you.

     

    Which image can I use? 

    • The photo should be of yourself, with no other people in the frame
    • Make sure the photo is in focus and has a high-resolution
    • Take a headshot of yourself or use an existing photo
    • If you have a LinkedIn profile image this would be ideal
    • Compatible formats are JPEG, JPG or PNG files
    • To avoid image distortion, use a square photo. You can crop an image to make it square here https://croppola.com/

     

    How to upload your image via Microsoft Office:

    • Take or find a suitable picture of yourself and save it on your desktop. If you are not sure how to do this, take a photo on your mobile and then email it to yourself and save this image onto your desktop.
    • Go to https://www.office.com/?auth=2
    • Click on the circle in the top right-hand corner, then select “My office profile”

    one

    • Select “update my profile”:

    two

    • Select the camera icon:

    three

    • Click “Upload a new photo” and select the file from where you have saved it on your computer:

    four

    • To complete the process please log into MyGuildhall and the image will sync to your profile.

  • Internet

    •The Internet code of practice is on the Barbican Forum HERE. 
    •If you require access to blocked sites for business use, please contact IT.
    •If you require software downloading please contact IT.



  • Tips on network security

    If you have time please do read through information posted in the Cyber Security section on MyGuioldhall. But some more basic principals are below:

    •Keep your passwords safe! Don’t write them down or store them somewhere easily readable.
    •Don’t leave sensitive information on your desk.
    •If you suspect you have a computer virus, notify IT on 7870 straight away,
    •Make sure you read the CoL employee handbook on Colnet concerning data security.
    •USB and Disc’s are encrypted as per the Encryption Policy for data protection. Although this shouldn’t wipe data, please back up the stick prior to plugging it in just in case.


  • Telephone system

    •Direct numbers are 0207 382 xxxx (where xxxx is our extension number).
    •All other numbers are 0207 628 2571 and the caller enters your extension.
    •External and internal callers to switchboard (0) can use the voice connect system to say the name of the person they want to speak to or enter the extension number.
    •Call CoL numbers quickly using 54xxxx (where xxxx is their extension number). They can return the favour using 84xxxx.
    •Phones are largely IP phones which enable hot desking. Please call the service desk if you need the pin or the name resetting on the extension.

  • Voicemail

    •Voicemail can be retrieved on 8401 on your handset. Or from another handset internally using 8402.
    •You will be asked to set a new password. This will change every 90 days. This cannot be 4 numbers the same or 4 consecutive numbers (8888/1234/4321).
    •To enter a new greeting its option 6.
    •To delete all messages its option 9.
    •Access voicemail remotely using 0207 382 2352.
    •Please call the IT help desk on ext. 7870 if you have any Voicemail related issues. Our Voicemail system is managed by the Barbican IT team.


  • Printers

    Printers are managed by Facilities and IT.

    •For networking issues, such as printer offline, contact IT.
    •For staff pass issues, such as not being able to log in, contact Facilties.
    •For paper and ink issues, or paper jams, contact Facilities.
    •You will need to register your card to the printer, you simply tap your card onto the reader, and use your network username and password.
    •When sending files to print, please ensure that they are being sent to GSMD_Print on GSMDS006
    •You can print from any large printer using your pass. Tap your pass on the card reader top log in. Click on SAFE Q to either print from your queue, or scan to your email.


  • Asimut

    • ASIMUT is the School’s room booking system which is used by Professors/Students/Staff.
    • Please note that the ASIMUT system is managed by the ASIMUT manager, Joao Costa.
    • If you need an account enabled for ASIMUT or have any questions, please contact Joao Costa on: Joao.Costa@gsmd.ac.uk
    • Use your network username and password to sign in.
    • ASIMUT can be accessed remotely by: https://gsmd.asimut.net


  • Moodle

    • Moodle is the School’s E-learning and Courses system which is used by Professors/Students/Staff.
    • Please note that the Moodle system is managed by the Learning Technologist, Giacomo Occhipinti.
    • Moodle can be accessed remotely by: https://moodle.gsmd.ac.uk
    • To have an account created for Moodle, contact Giacomo.Occhipinti@gsmd.ac.uk
    • If have any questions, please contact Giacomo Occhipinti on: Giacomo.Occhipinti@gsmd.ac.uk


  • Misc.

    •To book Laptops & Projectors for meeting rooms, please log requests via ServiceNow or via Recording & AV.
    •We have dedicated spaces with rooms with Skype cameras. Meeting Rooms 1 & 2 are located in Milton Court on the 4th Floor and the Seminar Room on the 5th Floor.
    •Hardware requests should be sent to Dominic Smith.
    •Software requests should be sent to Marius Jugariu.

  • Wi-Fi

    •The Guildhall School has the ‘Alpha’ network available onsite available to Staff only.
    •To register to ‘Alpha’, connect through to the network through the settings of your device. Once connected, this should pop up with a window, prompting for your network username and password. You can then click on to register your device, and accept the policy agreement to use the Wi-Fi, and this will then connect you through to the internet on your device.
    •You will then be automatically connected when ever you are on site. Please note, you can register up to only three devices to the network
    •We can configure a network for clients to use for a charge if required.


  • Thank you

    Thanks for taking them time to read through the induction. 

    Remember you call us on 7870 internally or 0207 382 5277 externally.