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IM CHAT (Jabber)

When you arrive for work, please log in to your iChat or Spark account, so that you are reachable by IM chat, and try to keep your status updated throughout the workday.  (Instructions for setting up your Jabber account for the first time are available here.)  You may occasionally hear chat functions referred to as” Jabber,” which is just the name of the protocol used by the UGS chat server

OUTLOOK

Outlook is a tool for seeing and sharing your schedule with others on your team.  When your Outlook account is set up, make sure your calendar is visible to all Sanger staff.  There are a number of shared Sanger calendars that you can post to and amend (while inviting your personal calendar.)  Ask your supervisor which of these shared calendars you need to subscribe to for your job

A largesse of the emails processed by the SLC are update messages sent from they MyUGS system.  While it is important to be aware of the functions and events occurring on MyUGS, a majority of these emails will not pertain to your specific field.  As such, setting up an email rule (i.e. filter) on Excel should help reduce the inbox bloat. 

To setup the proper rule, click on one of the offending MyUGS emails and select “rules” from the command ribbon.  This will generate an inbox filter based around the content found in the email.  In general, filtering out the [MyUGS] tag in the subject line will take care of most issues

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Email

Calendar

Phone

IM Chat

Printing / Copying / Scanning / Faxing

JES Door Access

IT Support

VPN Access

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Email Email

EMAIL (Outlook)

You will automatically receive an email account upon being hired at UT.  Use this account for all your work-related email communications.  Ask for help from your supervisor or desktop specialist in order to synch your email and Outlook calendars to personal tablets and cell phones. 

Out of Office

If you will be out of town and want to send out-of-office auto-replies, in your Office Outlook calendar,

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Check the box for “Only send during this time range:”  Specify the dates and times you would like it to send the auto-replies.  Under the “Inside My Organization” tab, write in what you would like to be sent out to Sanger Learning Center Staff.  Under the “Outside My Organization” tab, write in what you would like to be sent out to all other persons.  There is no need to turn off this function when you return, because the program does it for you when you specify the times you will be out of the office.

Setting "Rules"

A largesse of the emails processed by the SLC are update messages sent from they MyUGS system.  While it is important to be aware of the functions and events occurring on MyUGS, a majority of these emails will not pertain to your specific field.  As such, setting up an email rule (i.e. filter) on Excel should help reduce the inbox bloat. 

     -To setup the proper rule, click on one of the offending MyUGS emails and select “rules” from the command ribbon.  This will generate an inbox filter based around the content found in the email.  In general, filtering out the [MyUGS] tag in the subject line will take care of most issues.

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Calendar Calendar

CALENDAR (Outlook)

Outlook is a tool for viewing/replying to email, as well as, seeing and sharing your schedule with others on your team. 

Once your Outlook account is set up: 1) Make sure your calendar is visible to all Sanger staff. You must grant at least "Reviewer" permission to each staff member under "Calendar Permissions".  2) Be sure to subscribe to the "Sanger Learning Center" calendar by following the steps below:

1. Go to your Outlook Calendar. (Make sure your calendar is selected on the left toolbar).
2. Click "Open Shared Calendar".
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3. Type in the email - slc.desk@austin.utexas.edu. Once it populates, select that email.
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4. Click "Open" (see above screenshot). The calendar should load in your "Shared Calendars" list under "Sanger Learning Center".
5. Check the checkbox to ensure that the calendar loads. If you have any issues, please reach out to the Admin team.
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Phone Phone

PHONE

Be sure to set up your answering functions and voicemail during your first week of employment.  You can find directions for forwarding your voicemail to your email here. Directions for using your phone can be found on the U-driveUT Box, sanger/Staff/using the phone.pdf.

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IM Chat IM Chat

IM CHAT (Teams)

When you arrive for work each day, please log in to your Microsoft Teams account, so that you are reachable by chat. Try to keep your status updated throughout the workday.  Below are some helpful contacts that you may want to add to your Contacts List.

Sanger Staff: Nisha Abraham - Paige Schilt - Darcy Barrick - Izzy De Leon - Carissa Abrego - Jay Whitehead - Stephanie Craven - Kate Molina-Gallo - Kate Schoonhoven

Sanger Student Staff: A variety of Student associates at the front desk.

UGS Staff: Hillary Procknow - Teddie Owen - Han Kim - Katie Stacy

Sanger Learning Center utilize three copiers—two in JES A332 and one in JES A315

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For RICOH Maintenance or issues call 1-888-456-6457 or reach out to SLC Admin if they are available.

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JES Door Access JES Door Access

BACS

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/ DOOR KEYPAD

JES 315 is controlled by a proximity card reader rather than traditional key locks (interior office doors will still have regular cylinder/key locks). Most of these doors will be programmed to be open during regular business hours (8am-5pm M-F), but will require an authorized UT ID to open when locked. 

In order to use these card readers, your UT ID card needs to be made from a special card stock that has a card reader element inside.

All other communal rooms and the Main office on the 3rd floor are controlled by a number keypad. Each person has their own code assigned to them. Reach out to the Admin team to gain access.

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IT Support IT Support

IT / DESKTOP SUPPORT

All UGS workstations are covered in house via the IT Coordinator. Therefore, if you are experiencing difficulty with your workstation, please contact them by emailing ugs.it@austin.utexas.edu. They will contact you concerning the issue.

Typical Desktop Support Issues:

• Computer won't start up or crashes spontaneously
• Inability to login to computer
• Applications freeze or crash spontaneously
• Outlook crashes or will not sync to Exchange server
• Shared Exchange calendar sync issues*
• Poor performance (running slow, freezing up, etc.)

*Please note: Before contacting ITS about calendar syncing issues, please review the new Office365 help document, Best Practices for Sharing and Delegation.

Additional Desktop Support Issues:

• Printing problems
• Software installations and updates
• Operating System updates and patches

The standard procedure is to attempt to resolve the issue while you are on the phone. Whatever method you choose for contacting UGS IT, please be prepared to provide your EID and the UT asset tag number of your computer. The UT asset tag is small silver barcode tag bearing a 6-digit number somewhere on the system. It is usually on the back of the screen or base on iMacs, the top of the tower on PCs, and the bottom of laptops.

IT COORDINATOR REQUESTS

For assistance with technology issues that are not related to desktop support, please also contact Han Kim.

For more information about Han Kim’s role and IT Support in UGS.

These issues include:

UGS Departmental Accounts: to create new departmental email addresses, edit existing account information, and/or remove existing accounts

UT Mainframe Requests: to create new accounts, add application authorizations (Advisor's Toolkit/EASI), unlock accounts

BACS Access Requests: to add or remove ID badge access to UGS offices for new staff, departing staff, and temporary/seasonal staff

UGS Server Folder Requests: to add new folders, grant access to existing folders, or troubleshoot connectivity

Network Support Requests: to report loss of internet connectivity, unstable network, or to request new cabling

Telephone/Voicemail/Long Distance Requests: to order new service, change existing service, or report issues with phones, voicemail, or long-distance dialing

UGS UTLists/Listservs: to create UGS Lists and/or manage subscriptions and permissions

New Staff Requests: to create new email accounts, mainframe accounts, voicemail accounts, and grant access to UGS systems/services

Departing Staff Requests: to remove accounts and access to UGS systems/services

Hardware & Software Purchasing Requests: to purchase new or replacement hardware, software, or application licenses

Mobile Device Support Request: to request assistance connecting personal mobile devices (e.g. smartphones, tablets, laptops) to University network resources.For more information visit this Wiki page - IT Help

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VPN Access VPN Access

VPN Access 

Download the application: https://vpn.utexas.edu/

You will need to log in with your EID credentials. It should then direct you to download the software. Once it is installed, it will ask for the server to connect to. Use vpn.utexas.edu and connect. It will then prompt for EID credentials and Duo.

Questions should be directed to ugs.it@austin.utexas.edu