Staff Guide to IT ServicesAn essential guide to computing service

20192020

IntroductionWelcome to Staff Guide to IT Services.

In this guide you will find useful instruction and information on how

to use the applications and IT facilities to support your research and

teaching. We hope you will make good use of the services offered.

If you have any problems or queries, contact IT Service Centre for

help and advice.

Contact details are given as below:

Phone: 0512-88161250

Email address: IT@xjtlu.edu.cn

Service Request System: https://service.xjtlu.edu.cn

Yours faithfully,

Management Information Technology and System Office (MITS)

P3/Networks and Communication 3 Network 3 Wi-Fi (Wireless Network) 3 Email and Spam 4 Google Access 4 eduroam 5 VPN for Off Campus 5 Telephone 5 Conference 6 FAX

P7/Storage 7 XJTLU BOX

P8/Campus Service 8 Official Website 8 XJTLU APP 9 Guide Map 9 HR System 9 Expense Control System 10 CRM 10 Self-Service Print/Scan/Copy

P12/Learning and Teaching 12 SITS e-bridge 13 ICE System 13 Digital Library 13 Library OPAC 13 Cxstar 14 Multimedia in Classroom 15 Academic Software 16 Campus Media Centre

P17/Security 17 Something You Should Know About 17 Anti-virus 17 Software Update and Security Patches 17 Other Security Tips

P18/Getting Help 18 IT Service Centre 18 The Service Request System (OTRS)

P1/Getting Started 1 Account 2 Staff ID card

Contents

One account for everyone •

•

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Logging into a computer in campus • •

Change the passwordAs a security precaution, you must change your password regularly. A password will be expired after 365 days, please login https://mail.xjtlu.edu.cn/ to reset password.

AccountMITS office issues an account to every staffThe account contains one unique User ID and an initial passwordYou can use this account to log on any IT system such as computers, E-mail, File server, Library and so on.

After log in press “Ctrl+Alt+Del”Select “change a password” in the new windowChange the password in the new window

Click Settings icon (“Gear icon”) on the top right corner and select “Options”. You’ll get to select General and then My Account.Then select “Change your password” on the bottom right.Enter in your current password, and then the new password twice. Select “Save” to complete the password change.

Press “Ctrl+Alt+Del” the login window will appear.Input username and password, and press “Enter” to complete the login process.

On your first day, you will be provided a unique account, a telephone number, per-sonal file storage and default IT facility.

User ID naming ruleComply fully with staff name in HR system : [First-Name].[LastName]<sequence number>The<sequence number> is only added when name is duplicated with others.

Option2: Log in webmail on PC to change (https://mail.xjtlu.edu.cn/)•

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Option1: Log in the computer to change• • •

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Getting Started

Password securityYour password should be: • at least 7 characters long; • include at least 3 types of the 4 character sets: - Upper case letters (A, B, C, …), - Lower case letters (a, b, c, …), - Numbers(1, 2, 3,…), and - Special characters (Except |, :, space). For example, “Tye9090” is a valid password, but “tye9090” is not since it contains only two types of character.

If you forget your passwordPlease go to IT Service Centre (956A Central Building). You should take photographic ID with you. The IT administrator will then reset your password.

Staff ID card

How do I top up the ID card?The card can be recharged in Xinghai Citizen Card Service Centre (A206-2, negative second floor, south area, Xing-hai Life Square, No.199 Xinghai Street, Suzhou Industrial Park ) from Monday to Saturday and in Kedi convenience store on XJTLU campus.

If you lose or damage your cardPlease send your name, department name, staff ID number, formal digital pho-to (<5M) and problem description to IT@xjtlu.edu.cn , so that MITS Office can issue another card for you. MITS staff will con-tact you to pick up your new card at 956A Central Building when the card is ready.

If your card has lost the magnetism

Q

Q Q• You have money in ID cardFirst, you must go to Xinghai Citizen Card Service Centre (A206-2, negative second floor, south area, Xinghai Life Square, No.199 Xinghai Street, Suzhou Industrial Park ) (Monday to Saturday) ) to change a new blank card, which is free. Second, send your name, department name, staff ID number, formal digital photo (<5M) and problem description to IT@xjtlu.edu.cn . Third, go to office 956A Central Building to print the ID card. It may take two days to process your application. MITS staff will contact you to pick up your new card at 956A Cen-tral Building when the card is ready.• No money in ID cardPlease send your name, department name, staff ID num-ber, formal digital photo (<5M) and problem description to IT@xjtlu.edu.cn , so that MITS Office can issue another card for you. MITS staff will contact you to pick up your new card at 956A Central Building when the card is ready.

Every staff is given a staff ID card. This card shows your name, photograph and staff ID number, and is used as identifica-tion on campus.You can use it to • Borrow books in library • Office door access • Staff self-service printing • Pay for canteen meals • Take city bus and subway

Getting Started

2

Wi-Fi (Wireless Network)

Network

The university provides free wired and wireless network. The campus total bandwidth is 2.8G (IPv4) + 1G (IPv6). Every staff member can access the campus network and external internet by wired (20M) and wireless (20M) means.

Note:You may experience limited access and slow response while accessing some oversea websites on campus (even in China). That is because of the national firewall policy implemented by the government, not caused by campus network.

10 registerable devicesSupport visitor registration

Networks and Connectivity

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Connect to University’s free Wi-Fi networkSearch and connect campus wireless SSID (XJTLU) in terminal. Open any web page by browser, the authentication page will be automatically popup. Please login by username and password.

Further details are available at:Campus Wireless User Guide

Email and Spam Your email is based on the Microsoft Exchange Server. We use Outlook as desktop clients. Outlook is pre-installed as part of Microsoft Office on all PCs in XJTLU.

Mailbox size LimitThe mailbox capacity for staff is 10GB.Single attachment max. 30MB

Checking Emails There are two ways to check emails.

Note: Deleted emails will be kept in exchange server for 14 days

• OutlookMicrosoft Outlook is already configured on your comput-er and is the recommended method to manage your university email. As mail-box size gradually increase, in order to make easier to manage mailbox, you need another location to archive important but not frequently used items.

• Web AccessYou can use this method on any computer connect-ed to the Internet. Type https://mail.xjtlu.edu.cn/ and input your username and password.

eduroameduroam is the abbreviation for Education Roaming. It is a global Wi-Fi roaming service agreed by Wi-Fi roaming alliance of global educational and scientific research institutions. The eduroam has covered more than 80 countries around the world of educational and scientific re-search Institutions.Global wide participants list: https://www.eduroam.org

XJTLU staff and students can use their university account to access free network in all the universities on the list. Choose Wi-Fi SSID “eduroam” and input XJTLU account (e.g. xx.xx@xjtlu.edu.cn) to join the network. Visitors from other universities can choose XJTLU Wi-Fi SSID “eduroam” to obtain XJTLU Wi-Fi service as well.Eduroam User Guide

Further details are available at:Set Up Your Email Account in Microsoft Outlook 2013 (Windows)

Set Up An Email Account in Outlook 2016 for Mac

Set Up Your Email on Android Devices

Use the Built-in Mail App on IOS

Use Outlook App on IOS

In order to support teaching and learning needs of visiting Google, staff and student can access Google through IPv6/Google link on Guide website https://guide.xjtlu.edu.cn/

Google Access

Networks and Connectivity

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SpamXJTLU email anti-spam system filters spam automatically. User will receive notification about quarantined suspicious spam from spam-adm@spam.xjtlu.edu.cn and decide whether to open the email in the quaran-tined area or not.

We recommend user must check spam no-tification because some useful mail may be blocked by spam system. If user find useful mail is blocked in SPAM area, it is easy to do:1. to click links in email or open https://spam.xjtlu.edu.cn to access Anti-Spam web interface. Select the useful mail and click the “release” to release it. The system will add the email address to white list and does not block it any more in future.2. to add white list manually directly in system so these mail address will not be blocked forever.Further details are available at: Email An-ti-Spam User Guide

Your phone numberYou will have two telephone numbers, an internal and an external number. The internal number is a four-digit number. The external number is 8816/8188+ your internal number.

The area code for China is 86, and the area code for Suzhou is 512. Members of staff can make domestic long distance calls by default, if you need to make international calls, you must submit a request form to IT Service Centre with your HoD’s signature on it.

Further details are available at:Telephone Basic Operations_T23Telephone Basic Operations_T21Telephone Basic Operations_T600

Telephone

ConferenceConference Room BookingMeeting Room Booking System (MRBS) is for booking meeting rooms or other space resources.

Multimedia in classrooms and conference rooms on campus supports self-service use.

MRBS site https://mrbs.xjtlu.edu.cn

Networks and Connectivity

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VPN for Off CampusXJTLU staff are able to access intranet resources off-campus by using a VPN (Virtual Private Network).

XJTLU VPN is supported on all major platforms: Windows, Mac, and Android.For Windows, a VPN client software is required.For Mac and Android, it can be set-up in the configuration settings of the system. The installation package for Windows can be downloaded below: VPN for Staff

*XJTLU VPN (for Off-Campus) can ONLY be accessed off-campus!

Detailed instructions can be found in the XJTLU VPN (for Off-Campus) User Guide and FAQ.

Mac OS

Windows 10

FAXStudent Affairs Office: 88161802

One-stop Student Service Centre: 88161858

President’s Office: 88161899

Video Conference Tool• Skype enables you to talk, make video & conference calls, send instant message, and quickly transfer files – all at no cost to other Skype users around the world.

• Adobe Connect is a software plat-form used to create information and general presentations, online training materials, web conferencing, learning modules, and user desktop sharing. The product is entire-ly Adobe Flash based. All meeting rooms are organized into ‘pods’; with each pod performing a specific role (i.e. chat, white-board, note, etc.) Adobe Connect site: http://adobe-connect.xjtlu.edu.cn

Further details are available at:Video Conference Tool

Simultaneous TranslationSimultaneous translation system is available for staff in these rooms: CB117W, CBG23W, IAG28, BSG02, BSG54, BSG56, BS574 and BS542.

MITS provides the on-site technology support for simultaneous translation system and the transla-tor is arranged by user department.

Networks and Connectivity

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XJTLU BOXCampus Cloud Storage System ‘XJTLU BOX’ (https://box.xjtlu.edu.cn) provides XJTLU staff and students with the convenience to access, store, and share files on and off campus via any device, platform, or OS.

Its function and features are similar to Dropbox and Baidu Netdisk:• Each staff’s private space is 100G • Staff can share folders and docu-

ments by creating web links to exter-nal people

• Department/committee shared space is 1T with access rights man-agement

• Online preview for various types of documents and media files

• Full-text search and version control• Web page mode and local desktop

drive mode• Windows, Mac, Linux, iOS and An-

droid Operating Systems are support-ed

• Users can recover any deleted files or modified files within 180 days by self-service

We strongly encourage you to install “Seadrive” to your office computer and the APP “Seafile” on smartphone. It will make editing and viewing files easier.

!!Before installation, please login https://box.xjtlu.edu.cn to enable your account first.

Please refer to the below Installation guides:Seadrive (for office PC): https://guide.xjtlu.edu.cn/box/staff/drive_client/drive_clent_for_xjtlu_windows.htmlSeafile (for mobile APP):https://guide.xjtlu.edu.cn/box/staff/mobile_client/cli-ent_mobile.html

Storage

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Official Website

XJTLU APP

The XJTLU official website is a quick way to under-stand the university. Most information and news of university are available here. You can browse at https://www.xjtlu.edu.cn/

XJTLU App is a uniform and easy way on mobile devic-es that intended to provide XJTLU staff and students with the means to benefit from accessing to the data produced by a wide range of application systems across the campus.It is designed to integrate the services rather than generate the data itself to save enormous time for end-users.You can download it by scanning QR code here.

Please refer to the Installation Guide documents. (iOS / Android)

Campus Service

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Note: If you use WeChat to scan the QR code,

please choose ‘Open with browser’ after scan-

ning.

Guide MapGuide map is entrance website to provide all kinds of web link to all the university website and application platform. It also provide the link to IT guidance and FAQsIt can be accessed through link https://guide.xjtlu.edu.cn or scanning QR code below:

HR SystemAll the XJTLU staff could login the HR system to use the self-service module, 4 modules for staff has been opened to staff:a. Personal Data Maintain. Maintain per-sonal information such as emergency con-tacts and phone numbersb. Payroll and Absence. Staff can maintain their personal bank accounts and submit ab-sence request and track the approval statusc. Recruiting Home. Staff could apply the internal position through this functionalityd. Performance Appraisal. Staff could com-plete the PDR process in this module Web address: https://ehr.xjtlu.edu.cn

Campus Service

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Expense Control System

A system that is primarily used for employee reimbursement. It mainly includes the function of filling and approving the procurement request form, quotation analysis report, travel request approval from, employee training application form, payment request form, fix asset comple-tion report. Web address: http://payment.xjtlu.edu.cn/

Campus Service

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How to use?• Staff submit printing jobs via anyPCs on campus, email or web link• Swipe your staff ID card on thecard reader to get your documentsprinted• Check your printing history andissues when occurred at https://ss-print.xjtlu.edu.cn/

Further details are available at:Staff Self-service Printing System

Self-Service Print/Scan/Copy

CRMThe CRM system is intended to help us route enquiries with prospective students amongst various internal offices and departments and to track our responses and our ability to convert prospective students into registered students. It would not be only for Masters Programmes, but also for international undergraduate students and for certain cohorts of Chinese national students through autonomous admissions. It will also be used for manag-ing business engagement, executive education, and alumni relationships.

You can access the CRM system with:https://apac.hobsonsradius.com/

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Location Num Color Print Scan Copy Color Support for Mac DriverFB242 1 √ √ √ √ √

FB323 2 × √ √ √ ×

FB424 1 √ √ √ √ √

FB544A 5 √/× √ √ √ √/×

FB544B 1 √ √ √ √ ×

FB6F 1 √ √ √ √ √

SA421 1 √ √ √ √ ×

SC321 1 √ √ √ √ √

SC331 1 √ √ √ √ √

SD323 1 √ √ √ √ √

SD526 1 √ √ √ √ ×

CB115E 1 √ √ √ √ ×

CB226 1 √ √ √ √ √

CB256 1 √ √ √ √ √

Central Building (Library)

1F 1 √ √ √ √ √

3F 2 √ √ √ √ √

4F 2 √/× √ √ √ ×

5F 2 √/× √ √ √ ×

CB651 1 √ √ √ √ ×

CB833 1 √ √ √ √ ×

CB9F 1 √ √ √ √ √

CB10F 1 √ √ √ √ √

CB1112 1 √ √ √ √ ×

CB1258 1 √ √ √ √ ×

MA501 2 × √ √ √ ×

MB345 1 √ √ √ √ ×

MB525 1 √ √ √ √ ×

EB367 2 × √ √ √ ×

EB419 1 √ √ √ √ √

EB506 1 √ √ √ √ ×

EE522 1 √ √ √ √ ×

PB519 1 √ √ √ √ √

ES103 1 × √ √ √ ×

ES318 1 √ √ √ √ √

IAG23 1 √ √ √ √ ×

HS127 1 × √ √ √ ×

HS310 1 √ √ √ √ √

HS368 1 √ √ √ √ √

HS418 1 √ √ √ √ ×

HS440 1 √ √ √ √ √

DBG06 1 √ √ × × √

DB106A 1 × √ √ √ ×

DB2F 2 √ √ × × √

DB3F 2 √ √ × × √

DB455E 1 √ √ √ √ √

IR820 1 √ √ √ √ √

IR1024 1 √ √ √ √ √

BS248 1 √ √ √ √ √

BS3F 2 √ √ √ √ √

BS359 1 √ √ √ √ √

BS448 1 √ √ √ √ √

BS526 1 √ √ √ √ √

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SITS e-bridgeSITS is a student information management system used to store, administer and manage all aspects of student information from reg-istration to graduation.

Overview of SITS functions• AdmissionsThis is a set of components that manages the recruitment of stu-dents. It covers the entire process, including the management of all enquiries, applications and direct online processing of paperless applications.• StudentsStudent is a course-registration solution that manages enrolments, fees processing, invoicing and scholarships, progression, assessment, research students, alumni and student surveys.• ProgrammesProgrammes is a set of components designed to manage student curricula, assessment tracking, examinations, timetabling, attend-ance monitoring, and the calculation of module results and award classification.• System ToolsSystem Tools provides users with the tools to analyse, process and extract data in a variety of ways that are suited to business-process requirements.• e-BridgeThis is a group of web modules that manage the delivery of data and information from the client-server system to a web portal, which can be customized with an institution’s own business processes and academic rules.

You can browse at https://ebridge.xjtlu.edu.cn

Learning and Teaching

Staff Printing

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Digital Library

Library OPACICE SystemICE (Interactive Communicative Environment) is an online teaching system.

You can browse https://ice.xjtlu.edu.cn and login by your username and password from campus network or off campus.

Registry post notices on ICE and lecturers can create interactive teaching materials and courseware. Students can browse teaching materials, submit homework, check marks and complete questionnaires online.

XJTLU Library is strategically on its way to be-come a Digital Library, emphasizing on digital re-sources produced domestically and in overseas. There are 67 academic electronic databases available on campus which contains more than 50,000 academic journals, 531 classic academic e-books, 2.5 million Chinese e-books, a massive resource of dissertations and conference pa-pers. You can access the digital library with https://lib.xjtlu.edu.cn

OPAC (Online Public Access Catalogue) provides a book search function, including Search, Top Books, Browsing, New books, Journal, and Sug-gestion, Curriculum, InfoBoard, My Library.

You can access library OPAC system from cam-pus network, http://opac.lib.xjtlu.edu.cn

Cxstar

Cxstar is Xi’an Jiaotong-Liverpool University Library Multimedia Database which is a platform to manage the library non-book materials, such as a CD from a book. It integrates the functions of processing, publishing, and browsing for various multimedia resources (including attached CD, audio, video, etc.), which could manage and utilize the non-book materials efficiently. It has many features, including resources category browsing, overview, search and direct employment of various resources.

You can access the Cxstar with http://lmd.lib.xjtlu.edu.cn

EZproxy provides a new way

for you to access library databases. You do not need

to log in VPN to access those library databases

off campus.

Learning and Teaching

Staff Printing

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Multimedia in ClassroomAlmost every classroom and many computer labs are equipped with multimedia devices.

Please remember to press the “Begin” button at the beginning of the class and “over” when it finishes.

Please DO NOT keep pressing the single button. It takes a bit time for the system to respond.

Power On/Off when you begin or finish your class. All the services would be available/shut down automatically.

Please DO NOT keep pressing the power but-ton – wait until the service is on.

Make sure nothing is placed on top of the control panel.

North campus

South campus

Basic operating instructions for multimedia

Netop VisionNetop Vision is a powerful classroom management software with blended learning tools. You can use Netop Vision in computer rooms to share screens, remotely control machines, supervise student work, interact with students, lock keyboards, and so on. It makes using technology in the classroom smoother, easier and more professional.

Further details are available at:Netop Vision Users Guide

Learning and Teaching

Staff Printing

Lecture CapturingMediasite is XJTLU’s lecture capture and management service. It is structured as a partnership model, sup-ported by Management Information Technology System office (MITS), that provides lecture capture services for University faculties, and business units who wish to provide their users with the ability to transmit live and on-demand video streams over the Internet, or record and store them for on-demand viewing by stu-dents from ICE or Video Portal.

The deployment of this set of Lecture capture system will dramatically improve the outcomes and students’ experience of learning: • Maintaining a collection of recorded course lectures.• Multi-source Capture - Capture lecture materials from slide shows, smartboards, document annotations

and a range of other sources. You’ll capture them separately from the live lecture video, and then pub-lish all the captures, perfectly synchronized, side by side.

• Integrated with ICE and University’s timetabling system seamlessly, and provide scheduling recording of the lectures.

• Capturing special events or conferences in a business level using mobile recording device. • In-video searching and indexing • The ability to study and review lectures would result in increased comprehension and retention of the

materials, leading to student success and enhanced learning.

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Besides office software like Microsoft Office, MITS office also provide dozens of academic software for different majors and organize software workshop regularly. Such as: MATLAB, Adobe software, SPSS, AutoCAD, EndNote……

Academic SoftwareYou could refer to the link below for more details:Software list

Please contact IT Service Centre if you have any request for above software

Learning and Teaching

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Learning and Teaching

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Campus Media Centre

XJTLU Media Centre is designed to make it easy for you to upload existing media content like AVI, MPEG, QuickTime, WAV etc., and for these to be encoded for streaming delivery, currently RealMedia, H.264/AAC and MP3 in a Flash player.

The content on Media Centre is sorted by individual purpose, and managed by individual administrator. The content can be viewed in the Media Centre site http://media.xjtlu.edu.cn, or in external sites (a Virtual Learning Environ-ment for example), so users are not required to login directly to the Media Centre. You should get the approval from the category administrator, if you want to upload content to Media Centre, even if you want to view some con-tent on Media Centre.

Further details are available at:Media Centre User Guide

As a member of the university staff, you are responsible for the data you handle. Although the university take measures to protect the IT environment, it is important that all staff help contribute to this process.

Avoiding installing the personal network equipment on campus by you, such as wireless AP, router, and switch;

And please avoiding installing any illegal software in the University’s computers.

All the computers of XJTLU are pre-installed with Symantec Endpoint Protection. This software will protect your computer from virus and intrusion software.

Software update and security patches aim to improve the function of product and increase safety. When you see software update and security patches installation notification, please don’t hesitate to enable the operation.

Anti-virus

Software Update and Security Patches

Something You Should Know About

Other Security TipsIf you plan to leave your computer for a long time, please lock it. This helps ensure that you are the only user of this system through your XJTLU ac-count.Avoid visiting unknown websites or downloadingfrom untrusted sources.Avoid Phishing scams – beware of suspiciousemails or attachments.MITS is not responsible for data backup in personal computer.It is strongly recommended to back up files and data which are in local personal computer by your-self.

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Security

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IT Service Centre

The Service Request System (OTRS)

IT Service Centre is the first contact window for IT campus service. It is located at 956A Cen-tral Building and open from 9:00am – 5:00pm every weekday. TEL: 0512-88161250.

The Service Request System (OTRS) is a point of contact interface between the service offices and users (Workflow as shown above). We recommend you use the OTRS system to submit requests. There are three ways to submit requests: 1.

2. 3.

If you have any comments about our ser-vice please don’t hesitate to contact us.Email: IT@xjtlu.edu.cn

Browse the web portal of Service Request System http://service.xjtlu.edu.cn. All XJTLU staff and students can login with their XJTLU accounts to submit requests.Send an email to IT@xjtlu.edu.cn. The mail will automatically become a request ticket in the Service Request System. Phone IT Service Centre on 0512-88161250. The phone call will be recorded as a request ticket in Service Request System manually.

Visit https://service.xjtlu.edu.cn/otrs/public.pl to access Service Request System FAQ knowledge database

Getting Help

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