1. Hardware
1.1. Requesting non-managed Windows PCs

Requesting non-managed Windows PCs

If you would like to request a non-managed “Windows Desktop/Laptop Computer”, you do not need to raise a request through TIS. Please email Carl Gibbs at Getech - cgibbs@getech.co.uk with regards to agreeing specification of the device to your requirements. Getech will respond to you with a quotation for the device. To progress, please raise an order with Agresso using the quotation.

1.2. Locking/Unlocking the controls on your Plymdesk 6 Philips Monitor.
Question:
How do I lock/unlock the controls on my PlymDesk 6 (Philips) monitor?

 
 
Answer:
Locking the monitor controls ensures that settings cannot be changed.   

With the monitor switched on, press and hold the right hand button on your monitor panel for up to ten seconds. You will either get the message "Monitor controls locked" or "Monitor controls unlocked" on screen. The message will appear in the middle, in a black box.


 
 
1.3. iTunesU at Plymouth University

Below are links relating to UPmedia and iTunesU at Plymouth University.
 

Plymouth University's iTunesU page, please note that you will need the latest version of iTunes installed and it helps to have iTunes running before you click the link

 
 
 
Information on iTunesU from the Technology Enhanced Learning team can be found here:
 
 
 
A helpsheet on Publishing media files in tulip & My Sites (UPmedia) can be downloaded below
 
 
 
 
1.4. Health & Safety - Do I need a DSE Assessment?

All staff should complete the on-line DSE risk assessment once their new PlymDesk6 equipment is set-up.
 

Users of Display Screen Equipment should complete the on-line risk assessment checklist at

http://staff.plymouth.ac.uk//intrsafe/dse5/intranet.htm

when:

-      Receiving a new computer/laptop and/or screen

-      A change occurs in the work environment such as moving to a different office and/or desk

The local Safety Co-ordinator will have access to completed checklists in their area of responsibility but it will be up to local budget holder to action where necessary.  The local Safety Co-ordinator is responsible for sending summary DSE reports to the appropriate budget holder.
 
 
Information on obtaining peripheral equipment can be found here: How can I get extra "bits" for my leased fleet computer?
 
Click here to view the DSE Code of Practice document

Please note: there is a mandatory Health and Safety E-learning course for all staff which includes DSE.  If, as a result of completing the DSE course, you need to have a Display Screen Equipment Assessment, contact occupationalhealth@plymouth.ac.uk for advice.

 
1.5. University Policy on Switching off PCs
   Q:   Should I switch off my PC at night ?

  
A:  
 
 
 
 
 
Yes! To reduce overall energy consumption, it is recommended that staff shut down their desktop computers overnight and before going on leave. This will lower your carbon footprint and significantly reduce your departments' energy bill. For further details please read the attached "Switching off PCs Policy" document.

How can I be more energy efficient?
You can be even more energy efficient by putting your PC into “sleep” mode whenever you leave your desk for any length of time. Use this option to save power, especially if you prefer to leave your computer turned on for long periods of time. In sleep-mode, your computer is available for immediate use - just log on and your desktop is exactly the same way that you left it, including any programs that you were using.  Click on the Windows logo at the bottom-left of your screen, and select "Sleep" from the little menu to the right of "Shutdown". (There's a ">" arrow to the right of it).
 
Note 1: When in sleep-mode, information in memory is not saved to your hard disk. This means that if the computer loses power, any information that you did not save before the computer went into sleep is lost.  It's a good idea to save your work before putting the computer to sleep.
 
 
Note 2:  If your PC is in sleep-mode you may not be able to connect to it using the Remote Desktop Connection facility. If you need to connect remotely you should use the log-off option.
 
1.6. Computer Serial Number
   Q:  
Where do I find the serial number of my PC?

   A:  

You can find out the serial number of your computer quite easily.

On the White Sticker

If you need to find out the serial number of your computer for the Support Desk, because there is a problem with your computer and you can't logon, the easiest way is reading it off the white sticker on your computer:

  • On the standard desktop computer, the white sticker should be near the front of the case, where the power button is, on one of the large flat sides.  The white sticker lists both the serial number and the asset number; you only need to take a note of the serial number.
  • If you are using one of the Multimedia or Video Editing computers, the white sticker is on the top of the tower case, at the front.
  • On the laptop computers, the white sticker should be next to the keyboard, if it isn't, look on the back of the laptop, the serial number is also on a silver sticker next to where it says "S/N:".

In Windows
 
If you can't find the sticker and your computer is working, or you want the serial number so that you can logon to your computer over the VPN, try the following:
  • On an open access PC, the easiest way is to hover the mouse pointer over the orange University of Plymouth logo, which should be near the clock on the bottom right-hand corner of the screen. The serial number should then pop up.

Otherwise, to get to the "System" window, where the serial number is also displayed, you can either:

  • In Windows, click on the "Start" button, then right click on "My Computer" and from the menu that appears choose "Properties".

or

  • On the keyboard, hold down one of the 'Windows logo' keys, usually near the spacebar, and the "Pause/Break" key, which is usually near the top right of the keyboard.

or

  • In Windows, click on the "Start" button, then "Control Panel" (you may need to click on "Settings" first if you can't see it)
  • When the "Control Panel" window has loaded up, make sure you are in the "Classic view" (controlled via the option near the top left of the "Control Panel") and double click the icon called "System".

Once the "System" window has loaded up, go to the "Computer Name" tab; the serial number of your computer is under "Full Computer Name:", for a laptop it will begin with "PL5" for a desktop it will begin with "PD5", there is no need to record the ".uopnet.plymouth.ac.uk" section.

Click the "X" in the top right of the "System" window to close it once you are done.


1.7. TurningPoint
TurningPoint enables an audience to use response devices to provide instant feedback to a speaker.

TurningPoint then gathers the responses and quickly translates the results into test scores, charts, and
graphs. It also can store the data for future reference.
 
TurningPoint smoothly integrates with PowerPoint to create a more interactive and memorable presentation.
 
TurningPoint is installed on all Plymouth University lectern machines.
 
 Below is a list of Personal Response Systems (PRS)  which may be borrowed (each set contains 40 PRS units and 1 receiver) , contact details of the holders and constraints of borrowing:
 
No. of sets, (40PRS & 1 receiver per set) Faculty/Directorate/Area Key Contact Constraint on usage
1 Kspa Lee Marshall PCMD owned but can be used by Faculty
2 Faculty of Science & Technology Karen Gresty Willing to loan if return is guaranteed
2 TEL Offices Sid White
 
 
 
 
1.8. Requesting new or changing your PlymDesk equipment

Requesting new or changing your PlymDesk equipment

If you require a change to your PlymDesk equipment, or are preparing for the arrival of new staff, please follow the instructions below. Hardware requirements should be agreed with your local budget holder and/or Head of department.

Please then log on to IT Self Service (http://ITselfservice.plymouth.ac.uk) with your standard University login details, and click ‘Raise a request’. From the dropdown menu, choose ‘New PC / Laptop request’, and complete the required information.

Equipment Requested: The equipment you require. Please include peripherals required (monitor, mouse and keyboard, etc). Note, if you are requesting a laptop, please also confirm if you require a docking station and monitor. Laptops can be supplied with three configurations.

1. Laptop (no peripherals)

2. Laptop, docking station, Single Monitor, keyboard and mouse

3. Laptop, docking station, two monitors, keyboard and mouse.

Business Justification: A business case for why the equipment is needed.

Who is the equipment for? : Staff member’s name.

Location: Where the equipment will be set up.

Network Socket: The network socket code that the PC will be connected to. This is required before the PC is set up, so that we can ensure the socket is live.

Is this replacing existing equipment? : specify if there is existing equipment to be collected at the time of delivery and returned to stock.

If yes, please provide the asset number of the equipment being replaced: Please provide the serial number of the PC, which is located on a white label (on the lid of a laptop or the base unit of a desktop PC), so that we can update our records.

Department Code and Budget Code (work order): Although PlymDesk equipment is paid for centrally, this is needed for reporting purposes.

Approved by: The budgetary authority within the faculty/department approving the computer request.


1.9. Health & Safety Information for Home Working
The requirements of the Health and Safety at Work Act 1974 apply to employees working at home as well as to employees working at University accommodation.  Many of the health and safety issues around home-working are no different from those of conventional office working, including issues around the workstation, seating, display screen equipment (DSE), electrical wiring, lighting, heating, ventilation and slipping or tripping hazards.

It is the manager’s responsibility to ensure that work can be undertaken safely without compromising the health or safety of the worker or other persons at their home.

The home worker is responsible for day-to-day health and safety issues and for reporting any concerns to the manager.

Formal and Intermediate homeworkers must complete a VDU Workstation Checklist and a Generic Risk Assessment for Homeworking (further details can be found in Appendix B of the "Home working practical guidance..." link below). 

Guidance on Display Screen equipment can be found in the "DSE Code of Practice September 2011" document. 

The
"Home working practical guidance for Managers and Employees" can be found here:  Health and Safety issues are covered on page 5. 

For further information, advice and guidance please contact your Health and Safety Co-ordinator.

 

1.10. Information on laptop insurance required for travel, home and/or mobile working
Where equipment is either regularly or permanently used by employees at home the employee must arrange cover under their existing Household insurance policy, this is usually at no cost, however any additional costs may be reimbursed on the production of receipts by way of an expenses claim.  Employees must notify their home contents and buildings insurer(s) that they will be working from home to ensure that their house and contents insurance cover is not affected

Guidance regarding insurance cover for University owned laptops

Travelling with a University owned laptop

There is business equipment cover, as part of the University’s travel insurance policy, when the equipment is being used on a business trip but this is subject to an excess of £100.00. 

Please note:

  • There is cover for incidental travel alongside any business trip, which will include an additional day or two but any extended stay will not be covered. 
  • The travel policy will also exclude loss or damage sustained whilst the laptop is in the custody of an airline or other transport carrier unless reported immediately upon discovery and in the case of an airline, a property irregularity report obtained.
  • Under any insurance arrangement there has to be reasonable precautions taken to secure valuable equipment – for example it would not be considered reasonable precaution for this equipment to be left unattended on a train or other public transport.
  • Laptops must be kept in a secure place and not left unattended in a vehicle unless out of site in a locked boot, where they are left unattended in a room ideally they will be locked in a drawer or cupboard to provide additional security or the room will be locked with a limited number of key-holders.

Using a University owned laptop on or off campus

The University has an insurance policy providing cover for its computers/laptops but it is subject to an excess of £1,500.  Therefore, damage or loss to individual laptops will be excluded by this policy because the excess is too high. 

If an individual laptop is damaged or stolen, a claim may be submitted under the self-insurance scheme.  Approval of such claims is decided on a case by case basis and, as above, it has to be shown that there were reasonable precautions taken to care for and secure valuable equipment. 

Please note: if there is additional security provided for the laptop, e.g. security cables, they must be used.