Student Guide to Computer Services

Computer Services is a division of the Learning Resources directorate. Its role is to manage the University's computer facilities to meet the needs of courses, administration, research, and staff and students generally. The department is made up of several different teams responsible for such areas as network management, hardware maintenance, information and training, retail sales and academic support.

In addition to the main Brookes network administered by Computer Services, many schools provide additional PC-based facilities, which they administer themselves. Schools such Built Environment provides Architecture students with dedicated facilities in separate digital studios.

This document deals only with the facilities provided and maintained by Computer Services.

Full details of the service and further documentation are available on our web pages Computer Services on the Web, below).

Getting Started

When you enrol you will be given the document Getting Online at Brookes. Make sure you take it with you the first time you log on.

It is likely that you will be offered an IT Induction presentation as part of your induction timetable during week 0. Do try and attend it. The short multimedia presentation covers topics such as:

• Logging on

• Getting your Brookes email

• Accessing your Personal Information Portal page and sorting out your timetable

• Saving and printing your work

• Changing your password

• Hallnet (access to the internet from Halls of Residence)

• Using Brookes Virtual

If you miss the presentation, or it simply wasn't part of your induction session, or you want to see it again, then you’ll be pleased to know that you can view it by choosing the Getting Online icon on the desktop after you have logged on.
If you want to view the presentation off site, see web page:
www.brookes.ac.uk/services/cs/gettingonline

Computer Facilities

Computer rooms

A map is located here showing the location of pooled computer facilities. There are approximately 875 open access PCs available in computer rooms, libraries, foyers and halls across all the campuses. A typical room has 20 PCs and a local high quality printer.
All PCs in the pooled rooms have front USB ports installed so portable devices can be used. They also have optical drives installed which can read and write CD's and DVD's. During term, all rooms are open weekdays from 8.30am to 9pm, and a number of rooms are open 24 hours a day, throughout most of the year. Access is automated by swiping your green library card at the door of the 24-hour facilities at each campus.
The computer rooms are spread widely across the University sites so that in some cases students are able to work in, or close to, their own departments. There is a standard menu of software which is available in all rooms. Most of the rooms are accessible to wheelchair users.
The rooms are considered to be silent study areas and library conditions should be observed at all times.
Computer rooms become very busy around course deadlines, so make sure you allow enough time to meet all your commitments. Please do not use the computers for non course-based activities at such times.

Room bookings

Pooled computer rooms are an integral part of teaching. Where rooms are booked for classes, teaching staff have full discretion over who is allowed to use the computers. Although we encourage teaching staff to allow students to sit in the class and use free PCs this is sometimes not convenient or appropriate.

Room availability

Up-to-the-minute details of PC availability, room by room, are given via ‘airport-style’ monitors so that you can locate available PCs quickly and easily. There are monitors on the Abercrombie ground floor, outside Birch House computer pooled rooms, in the Library, the main reception area and the Wheatley refectory.

As the rooms are used extensively for teaching, there will be times when you will have to wait for a class to finish before you can use a free PC. You can also find a PC via web page: http://acs-who.brookes.ac.uk/index.html

Breakfast bar PCs

In addition to the pooled room PCs, there are 25 stand-up PCs available around the University. These are located in open foyers and are ideal for quickly checking email and the modular course database. Wheelchair access is also available.

Scanning

In addition to the service offered by some schools, Computer Services offers a scanning facility where you can render artwork, graphic designs and technical diagrams into computer image files for incorporation into presentations, assignments and dissertations.  At Gipsy Lane campus there are 4 scanners in AG10a and 2 scanners in DEM18. There are 2 A3 scanners in the Graphics Workshop. At Wheatley campus there are 3 scanners in G105 and 2 scanners in G2/03. At Harcourt Hill campus there is 1 scanner in FLG/01. Please avoid using these PCs for general work if there are other PCs available.

Graphics Workshop

The Graphics Workshop provides a range of facilities for staff and students with specialist requirements including streaming media, digital video editing and access to the latest graphics, multimedia and CAD visualisation software.

Specialist systems

In addition to the distributed PC network there is a specialist Unix system dealing with GIS and database design (Oracle). Access to these systems is normally restricted to those students who require them as part of their course. Your course lecturer will inform you about these.

Internet

The University is connected to the internet by a fast SuperJANET link. You have access to browsers and to other tools for using the news, information and communications services of the internet.

Use of the internet can incur charges to the University from its Internet Service Provider. Users may be held personally liable for any costs arising from excessive use of the internet. Excessive in this context means use that bears no relation to his or her position (e.g. as student or staff) within the University.

Regulations and guidelines

Regulation and guidelines
All users of computing facilities at Brookes are required to follow the regulation and guidelines as detailed on web page:
http://www.brookes.ac.uk/services/cs/about_us/rules.html
Failure to comply with these will result in disciplinary measures.

You must not eat, drink or use your mobile phone in any computer rooms or near any IT facilities (bottled water is allowed). Food and drink must be stowed away at all times.

"At-risk" times

System maintenance is required to ensure the smooth and secure running of the services. To help with this we have set aside At Risk periods when such work can be carried out. These are 7am-1pm on the second and fourth Wednesdays of each month for Windows-based systems and the second and fourth Tuesdays of each month for all other systems. On approximately one day per year for each server, this period will be extended and may involve the whole day in order to accommodate full operating system upgrades.

Critical operating system or application updates which are essential for security or data integrity may be carried out immediately and outside an at risk period if the software supplier indicates that this is essential. Exact details will normally be publicised in the system Message of the Day (see later).

For more details, see the system maintenance calendar and policy which are published on our web pages.

Software choice

There are over 400 different software packages available on the Brookes network including applications from Microsoft and other leading suppliers. These cover word processing, spreadsheets, statistics, CAD, graphing, drawing, presentations, desk top publishing, programming, library resources, email and internet services.

The most popular software is provided on the Brookes network by Computer Services and its use is fully supported through the IT Help Desks. Applications include Microsoft Office (Word, Excel, Publisher, Access and PowerPoint), Paint Shop Pro, Photoshop, Thunderbird, Firefox and Internet Explorer.

In addition, many software packages are installed at the specific request of individual schools and as such remain the responsibility of the schools in terms of support.

Brookes staff and students can purchase software at discounted prices. See Hardware and software purchases, later.

Windows operating systems

All pooled computer rooms run Windows XP, Office 2003 and Office 2007.

Students tell us that they like the fact that the same consistent interface and large collection of software is available across the Brookes network at all campuses.

User accounts

A user account is automatically set up for every student to allow them to use the Brookes network. New students are given a password when they enrol - this should be changed to something memorable when you log on for the first time (refer to the document Getting Online at Brookes).

Home Directories (My Documents)

All students are allocated their own folder on the Brookes central file store. When you log on, you are given your own folder to save your work in called My Documents, which is connected to drive H in the computer rooms. This folder is also referred to as your 'Home Directory'.

The initial allocation of storage space - your PC quota - is set at 50MB for your home directory .

If you require a larger home directory for your work, you will need authorisation from your course tutor. Application forms are available at the Computer Services Centre Shop, or the IT Help Desks at Wheatley and Harcourt Hill.

You should keep at least one copy of your work on your home directory and only use USB memory sticks, CDs/DVDs, Zip or floppy disks for making backups or transferring a file to a computer elsewhere (e.g. at home). Refer to the document How to save your work safely for further instructions.

Email

Every fully enrolled student is automatically given a university email account. You can access email from any pooled room PC by using WebMail, a web-based email program, or the fully-featured Mozilla Thunderbird. If you have access to the internet you can also use WebMail to access your Brookes email when you are at home or away from Brookes. For more details see the email documentation on our web pages.

Printing services

There is quite a choice of printing options for you to choose from. Each pooled computer room has its own black and white high quality printer which prints double sided (duplex) by default. In addition, the PCs are configured to print to the central colour printers. You can choose high quality matt, semi-gloss and photo-gloss output from A4 to A1, as well as A4 transparencies (acetates). Double sided (duplex) printing is optional on the A4 and A3 colour printers.

Each student is allocated a charge account and an initial printing allowance. For the current year this is £1. Once this is used up, you must pay in advance for your printing. A black and white A4 sheet costs 5p and duplex is 8p. A4 colour costs 15p and duplex is 25p.

Refunds can only be given for print jobs that fail as a result of network or system errors. Under no circumstances will refunds be given for users' own errors.

You can credit your charge account at the Computer Services Centre Shop (Gipsy Lane) and at the libraries at Gipsy Lane, Wheatley and Harcourt Hill. You can also credit your charge account with a debit/credit card online at:
https://tl.brookes.ac.uk/admin/chact-login.html

For more information on the many printing options and how to ensure your work prints successfully see the document, Getting started with printing at Brookes.

Professional binding for dissertations is available from the University Print and Reprographic Service located in the Media Centre on the Gipsy Lane campus.

Getting information

Documentation

A wide range of documentation to help you use the facilities and software is available in paper and web format (see below). As well as the introductory documentation which is free of charge, there are a number of self teach workbooks which are available for purchase from the Computer Services Centre Shop at Gipsy Lane and the libraries at Wheatley and Harcourt Hill.

Notice boards

There are notice boards in all pooled computer rooms that carry useful and relevant information to enable you to get the best out of your sessions. Fault report sheets in the rooms are checked daily and you are invited to use them to highlight any problems as soon as they arise. Alternatively, if the problem relates to Gipsy Lane you can email pc_faults@brookes.ac.uk

Message of the Day

It is often necessary to convey important information about the network to users across the University. This is most easily achieved with short news messages that appear on screen when you log on. This is called the 'Message of the Day'. It will tell you about possible interruptions to the service, printer availability, room closures, in fact anything that might affect your work, so please read them carefully.

Have your say

We try our best to get things right but problems and difficulties can arise so we welcome your comments or suggestions on how to improve the service we provide. You can do this online via our web pages (see below).

Computer Services on the web

The Computer Services web pages contain a wealth of useful information and online documentation - they might just save you a call to the IT Help Desks. Go to:

www.brookes.ac.uk/computerservices

Here's a selection of what is currently available:

• Frequently Asked Questions	A list of common questions answered
• Documentation	Over 100 documents produced by Computer Services are available on-line. These include titles such as Getting started with Excel and How to solve common email problems.
• Colour print queues (intranet)	View the current length of the colour print queues and see where you print job is positioned in the queue.
• Virus Information	How to download your free copy of Sophos anti-virus software.
• Brookes Hallnet	How to connect to the University network from your study bedroom.
• Have your say	Your opportunity to give us feedback.
• Computer room locations	Maps of pooled room and IT Help Desk locations.
• Prices & licences	Excellent prices on hardware and consumables as well as educational discounts on software
• Email	How to use it on and off campus, tips on how to use it effectively, how to deal with spam, and more.

And much more… try the following:

How to access the Computer Services web pages from a pooled computer room

1)        Log on.

2)        Click the Start button in the bottom left corner of the screen.

3)        Select All Programs, Internet, Firefox (or choose the Firefox icon on the desktop). The Computer Services Web Gateway will appear.

4)        Click on the link to Computer Services.

How to access the Computer Services web pages from a computer off-site

All pages are accessible from any computer to Brookes students, anywhere in the world with access to the internet and a web browser such as Mozilla Firefox or Internet Explorer. Simply type the Computer Services web site address into the location or URL box: www.brookes.ac.uk/computerservices

Getting help

Computer Services is made up of several teams who provide expertise in different areas but who all support the use of computers within the University.  (Note: a number of schools employ their own support staff to manage their teaching rooms and computer resources.)

Here are some of the most frequently asked questions and who to contact for help.

Question	Where to go ***Gipsy Lane***********Wheatley**** ******Harcourt Hill
How do I use this software? Something doesn't work Where do I find free user documentation?	IT Help Desk 3311	IT Help Desk 5801	IT Help Desk 8266
The printer needs paper/toner Who looks after the pooled room PCs?	Hardware Support 3333	IT Help Desk 5801	IT Help Desk 8266
Where do I pay money into my charge account? Where do I buy disks etc.?	Computer Services Centre Shop 3333	Library counter 5869	Library counter 8222
Where do I collect my colour prints?	Computer Services Centre Shop 3333	Library counter for A4, A3 and transparencies Computer Services Centre Shop (Gipsy Lane) for large format printers A2-A1	Library for A4, A3 and transparencies Computer Services Centre Shop (Gipsy Lane) for large format printers A2-A1
Where can I send/receive faxes?	Computer Services Centre Shop 3333	AV Services 5865	Currently unavailable
Where can I hire a laptop?	Computer Services Centre Shop 3333

IT Help Desks

The role of the IT Help Desk is to provide help and advice to enable users to get the best out of computing at Brookes. Individual schools, however, provide some software and your tutor should be your first point of contact for these applications. Technical support for graphics-related problems is available from the Graphics Workshop - see below.

Collect your free user documentation from the IT Help Desks or read them on our web pages. These documents cover basic functions such as logging on and printing, as well as guiding you through the most popular packages.

Set aside some preparation time to read the relevant documents before you start work.  This will save you a great deal of wasted time and effort later.

Other, more in-depth documentation and training materials for some software packages are on sale at the Computer Services Centre Shop and the libraries. Documentation for course-specific applications is normally provided by the relevant course tutors.

Where to find the IT Help Desks:

Gipsy Lane 3311	Gipsy Lane North Library
Wheatley 5801	Wheatley Library
Harcourt Hill 8266	Room GLG/08 (in G block near the library)

For non-urgent queries, email helpdesk@brookes.ac.uk giving a suitable subject heading.

The IT Help Desks are open Mondays to Fridays. During term, the Gipsy Lane IT Help Desk is open from 8:30am to 8pm.

www.brookes.ac.uk/computerservices/about_us/helpdesk.html

Graphics Workshop

4474 - Media Centre building, Gipsy Lane campus.

The Graphics Workshop offers a range of facilities for staff and students with specialist requirements. We have facilities for digital video editing on the PC and Macintosh, 2d/3d graphics, web authoring, multimedia and CAD software, high resolution scanning up to A3, slide/film scanning and high quality photo printing. There is also full access to Computer Services colour printing and the Brookes network.

The workshop is located on the first floor of the Media Centre building (room M109) on the Gipsy Lane campus and is open from 9am to 5pm, Monday to Friday, both during and outside semesters, but please note the Graphics Workshop is closed between 1pm and 2pm during vacation time. Specialist staff are always on hand to offer help and advice. To book a session, please visit the workshop, telephone 484474 or email graphics@brookes.ac.uk.

For more information, see www.brookes.ac.uk/graphics

Computer Services Centre Shop

3333 - AG05, Lloyd foyer, Gipsy Lane campus.

The Computer Services Centre Shop is a ‘one-stop-shop’ for your IT needs at Brookes.

It is from here that you can purchase USB memory sticks, CDs, DVDs, computer consumables and hardware; and the prices are kept as low as possible. You can pay money into your charge account, send and collect faxes, buy IT training workbooks and hire Toshiba laptop PCs.

The Centre operates a PC Clinic for students and staff and is also responsible for the HallNet and WanderNet services. Contact them for any issues relating to your connection.

It is here that you report faults with the pooled room computers and printers (the staff will fill the printers when they run out of paper). Fault report sheets are located on the notice boards in all pooled rooms and users are invited to use them to highlight any problems as soon as they arise. Alternatively, Gipsy Lane users can email:

pc_faults@brookes.ac.uk
.
Work sent to the central printers at Gipsy Lane is distributed here. Alternatively, A4 and A3 colour printing is also available at the Wheatley and Harcourt Hill campuses.

All uncollected work is disposed of after a month. Make sure you pick yours up.

Staff members must register here to use the computer systems.

The Centre is open Monday to Friday during semesters including evenings, with limited opening during vacation (check the opening times on the door). For information and opening times, see:

www.brookes.ac.uk/computerservices/about_us/cscentre.html

Training

The European Computer Driving Licence® (ECDL) is available to all students and staff. ECDL is the internationally recognised qualification which enables people to demonstrate their competence in computer skills. See the ECDL web page for more information:

www.brookes.ac.uk/computerservices/ecdl

The Computer Services Centre Shop and the Libraries also sell a range of self-teach training materials for students.

Online help

In addition to the information on our web pages, don't forget that most software applications provide their own online help - a quick check might save you valuable time.

Additional Services

Assistive Technology Suite

The Assistive Technology Suite in Headington library (L3.11) is open to all disabled students. It has three computers with 19” monitors, Supernova, Zoomtext, TextHelp and Inspiration software, scanners and a printer. There is also an assistive technology PC in the Careers Centre (HKSC).

A range of software to support extra learning needs is available on the pooled room computers such as Supernova, Inspiration and TextHelp. Information of where to find more specific software which is installed on limited PCs can be found on web page:

www2.brookes.ac.uk/services/cs/useful_info/roomspec_software.html

Upgrade

Upgrade is the University's confidential study advice service for anyone who wants advice on study skills especially tackling essays, assignments and dissertations, as well as advice on maths and stats. Upgrade staff can also show you how to use software such as TextHelp and Inspiration. Just attend a drop-in session, or email upgrade@brookes.ac.uk .For more information see:

www.brookes.ac.uk/services/upgrade/about.html

If you are a disabled student needing other assistive software, please email disabilitysupport@brookes.ac.uk

Brookes Virtual online learning environment

A key component of e-learning at Brookes is Brookes Virtual, the University's integrated Virtual Learning Environment (VLE), currently powered by Blackboard and associated technologies. Brookes Virtual adds a new dimension to the delivery of the University's courses to campus-based and distance learners.
Brookes Virtual is accessed using a standard internet browser (Internet Explorer, Mozilla Firefox or Safari) and is available both on and off campus. Online help and documentation can be found at the Brookes Virtual Helpdesk at:

https://mw.brookes.ac.uk/display/ce6/Home

Computer hire

Students can hire laptop computers in order to complete work at home. Details can be obtained from the Computer Services Centre Shop or from our web pages.

Clive Booth Hall and Paul Kent Hall computer room

Residents of Clive Booth and Paul Kent Hall have their own computer room which provides access to all the PC Network services.

Sophos Anti-Virus software

Sophos AutoUpdate is available free of charge for use off-site and in halls of residence by Brookes staff and students with an internet connection. Sophos AutoUpdate can be configured to automatically retrieve the latest virus definitions and product updates to ensure that your computer is optimally protected. You can download the software from our web pages.

HallNet

The Brookes HallNet service provides access to the internet from a number of Halls of Residence. It is only available in rooms that already have a network socket installed. This allows residents to use their own PCs to access email, internet and the intranet from their rooms. Please note that although it will not provide access to networked applications, access to the home (H) and data (U) directories is possible. See the document, How to use access your files off campus.

To connect your computer to HallNet please ensure you follow the step-by-step instructions in the compact HallNet Mini Guide available from your hall reception and the HallNet web pages at http://hallnet.brookes.ac.uk/setup

WanderNet

WanderNet enables students and staff to plug their laptops into WanderNet network sockets around the University and access the internet and email services. Again, access to the home (H) and data (U) directories is possible through the WanderNet service. You must register and pay to use this service which is currently available at Gipsy Lane, Wheatley and Harcourt Hill campuses. See our WanderNet web pages for the latest information.

Wireless

Wireless connectivity is available across all Brookes campuses. The service is available to all Brookes staff and students (registration required) and is available free of charge. Authorised visitors (and members of other universities who are registered with their home site's Eduroam service) can also use the service.

The service is part of the Eduroam project which allows members of different educational organisations to use the wireless service offered at each participating location without requiring additional configuration. For more information see web page below:

www.brookes.ac.uk/services/cs/wireless/index.html

Hardware and software purchases

If you are planning to purchase a PC that would be compatible with Brookes machines, we recommend that you buy one that is capable of running Windows XP.  As well as being able to accommodate any course-specific software, it will probably need to run some or all of the following:

• Microsoft Office 2003 or 2007 (Word, Excel, PowerPoint, Access). Along with Windows upgrades, the Office suite is available at reduced rates to Brookes staff and students under the Microsoft Student Licence scheme.
  
• Firefox, Internet Explorer or any other browser of choice for internet-ready PCs.

Further specifications and information about purchasing equipment and software at educational discounts are available on the following web pages:

www.brookes.ac.uk/ services/cs computerservices /useful_info/prices.html

 

• Use a cushion to support the small of your back
• Maintain an upright posture
• Align yourself with the keyboard and screen as much as possible

• Try to take a short break every hour to stretch your muscles and rest your eyes. If possible, get up and walk around.

Useful exercises

• Hunch your shoulders, hold for 5 seconds and release. Repeat several times
• Rotate your head slowly
• Stare at a fixed object in the distance for 30 seconds
• Gently place the palms of your hands over your eyes for 30 seconds

Regulations for the use of IT facilities at Oxford Brookes University

Users of IT facilities must behave reasonably towards other users and the facilities and in public areas they must behave appropriately. Users who do not behave reasonably and appropriately may be subject to disciplinary action in accordance with relevant procedures. Examples showing reasonable and appropriate behaviour are given in guidelines issued by the university from time to time. Users are responsible for making themselves familiar with this guidance. The guidelines give examples of reasonable and appropriate behaviour but are not exhaustive.

Approved by Academic Board

9 May 2001

View full Rules and Regulations for the use of IT facilities at:

www.brookes.ac.uk/services/cs/about_us/rules.html