Room Booking

Information for new staff


General Information:

IT Support

The Estates and IT Service Desk provides 24 hour telephone support 7 days a week and can be contacted on:

65515 (internal) or 01202 965515 (external)

Alternatively you can raise your own Incident or Request via Service Now by following this link:  

Service Now

Knowledge Base

Service Now also contains a knowledge base which can be accessed by staff and this may help you resolve your query. This can be accessed via this link:

Knowledge Base

User information

All permanent and contract staff on the University payroll will have their accounts created via HR using Forefront Identity Manager (FIM). Permanent staff will be advised their staff account details by their line manager, contract staff will be advised by their recruiting manager.

Staff will have a home directory set up at this time.


Account Password

Passwords must be more than 8 characters long and contain a mix of three from the following:

                                    UPPER case characters

                                    lower case characters


                                    punctuation marks ( ! @ etc. )

As part of the University security measures, the following also apply:

  • Passwords will expire in 90 days. You will be prompted to change your password after 76 days and you will have 14 days in which to change it.  If you forget your password please phone the Service Desk for help.
  • You cannot reuse any of your last 5 passwords.
  • You cannot change your password again for at least 2 days after changing it.
  • Your account will be locked after 50 unsuccessful attempts.

Changing your password

On Campus:  Log onto a University PC.  Once you have successfully logged on and have access to your desktop press Ctrl+Alt+Delete simultaenously. One of the options displayed is 'Change Password'.  Select this option and you will be prompted to type in your current password and then your new password twice.  If your password meets the correct criteria (as stated above) then you will receive a message to say your password has been changed successfully.

Off Campus:  You can change your password via Outlook Web Access when off-site. Once you have successfully logged into your email account click on the 'Options' button in the top right hand corner.  From the drop down list click on ‘Change Password’.  On the right hand side of the window you will see the instructions you need to follow to change your password. 

H drive

When a user account is created, they are assigned a home drive, known as H drive.  This H drive is for storing files that are personal to your work at the University and unless otherwise requested, is only accessible to yourself and some system administrators. This folder is 10GB in size, resides on a network storage device and is mapped automatically when you log in.

Your H: drive is accessible from outside the University network via web services. Click this link and follow the instructions for the operating system of your computer.       

I drive

The I drive is a storage area that is divided amongst all Schools and Professional Services, each having their own section. When your user account is created you will have access to your School or Professional Service area on the I drive.

Within each section there are three top-level folders named Private, Public and Collaborative.

Private – used for information relating to the particular School or Professional Service. Security permissions on this folder should generally not be changed

Public – used for information that the School or Professional Service wish to be available for any member of staff to be able to reference. Security permissions on this folder should generally not be changed

Collaborative – used where the School or Professional Service is carrying out work in conjunction with a party or parties from one or more other School or Professional Service. Security permissions on this folder can and indeed, should be changed to accommodate access as required.

The I: drive is accessible outside the University network via web services.  Click this link and follow the instructions for the operating system of your computer.



When a user account is created, an email account is included in the creation process, the email address will be your e.g.

It is the user’s responsibility to ensure that the email system is used in accordance with University Rules and the JANET acceptable use policy


  • We recommend that you always add a subject line to your email
  • Never open an email from an address that you do not recognise
  • Do not open attachments that are you are not expecting
  • You can recover deleted emails yourself, up to 10 days after you have deleted them
  • Remember to delete your Deleted Items folder on log out - please do not use it as a "just in case" folder


Email is an open service and as such, attracts a lot of attention from spammers, hoaxers and malicious attacks. Please be very careful when opening email, especially those containing an attachment. Email containing an attachment should have some explanation as to its nature. If it doesn’t it is best to delete the email without opening it. Likewise any email you send should comply with this.

Mailbox over limit?

There is a limit on mailbox capacity.  If you receive the above message please check:

  • That mail in your 'Deleted Items' folder has been removed
  • You may have an email(s) with a large attachment(s) in your mailbox, save the attachment to your H drive or media stick. Then delete the attachment from the email - use right mouse click and select Delete or Remove Attachment
  • Archive 'old' mail to CD/DVD - be conscious of the Freedom of Information Act
  • In exceptional circumstances it may be possible to increase the limit of a mailbox

Available to: Staff