Employee Technology Guide

This guide is meant to be used to generally help new employees have the most streamlined entrance into TRU.

If you see any articles that you think might help you in the future, you can use the "Add to Favorites" button on the right hand side of the article on desktop or at the bottom of the article on mobile.

First Week

1. First Time Login

Once your on boarding is completed with payroll, your account information will be sent to your Divisional Secretary. This information will then be sent to you by them. To get started, please follow our "New Employee First Time Login" Knowledge Base Article.

2. Computer Usage Best Practices & TRU Policies

As a new TRU employee, it is important that you understand how to use the university technology safely and appropriately.

Please see our "Computer Usage Best Practices" and "Policies" Knowledge Base Articles for information on TRU's policies on Information Technology and Information Security.

3. Microsoft Outlook

TRU provides Microsoft Outlook as an email client. This is already installed on your TRU provided computer, and can be installed on a personal device as well. You can log in with your TRU email address, this will be will be your Staff username with @tru.ca at the end of it (jsmith@tru.ca) and your TRU Network password.

For more information on your TRU email, please see our "Email and Calendar" Knowledge Base Category for help on adding a shared mailbox, frequently asked questions and generally how to manage Microsoft Outlook.

You also may use your TRU Email through the Outlook mobile application. For information on how to get that, please see Microsoft's article on how to Download Outlook for iOS and Android.

*Please note that logging into your email off campus may require a DUO Multifactor Authentication authorization. For more information on DUO Multifactor Authentication, please see the next section labelled "DUO Multifactor Authentication".

4. DUO Multifactor Authentication

Multifactor authentication (MFA) adds a second layer of security to your online accounts by verifying your identity using a second factor (like your phone or other mobile device). The multifactor authentication system that we use is called DUO. You are required to use DUO to have access to most of TRU's system when off of the TRU Network and Campus. For instructions on how to set up DUO, please see our "How Do I Enroll in DUO?" Knowledge Base Article.

For more information on Multifactor Authentication and DUO, please see our "Multifactor Authentication" Knowledge Base Category.

5. Microsoft 365

Microsoft 365 (previously known as Office 365) is a cloud-based subscription service from Microsoft. Aside from Office apps such as Word, Excel and PowerPoint, Microsoft 365 provides collaborative apps such as OneDrive and Teams. Editing documents, finding files, and collaborating with fellow employees are all made easier with Microsoft 365. See below to find out more about the benefits, all of which are included with your employee account.

For a guide on how to install Microsoft 365 on Windows, please see our "Microsoft 365 (Office) - Windows Install Guide" Knowledge Base Article.

For a guide on how to install Microsoft 365 on Apple macOS, please see our "Microsoft 365 (Office) - Apple macOS Install Guide" Knowledge Base Article.

6. Printing

To print in your department you must first work with your Divisional Secretary to have an account associated with your user and department in the Printshop's PaperCut System. After that you just have to add a printer to your computer.

For instructions on how to add a printer on a Windows PC, please see our "Adding a Printer (Windows)" Knowledge Base Article.

For instructions on how to add a printer on a Mac, please see our "Adding a Printer (Mac)" Knowledge Base Article.

7. Video Conferencing

Microsoft Teams and Zoom are your platforms for collaboration with your colleagues. Teams allows you publish, share and work on documents collaboratively with your team. It also acts as the central hub for all of your team communication and planning.

For more information on how to install and use Microsoft Teams, please see our "Microsoft Teams" Knowledge Base Category.

For more information on how to install and use Zoom, please see our "Zoom" Knowledge Base Category.

8. OneDrive & Staff H Drive

Microsoft OneDrive is a part of the Microsoft 365 suite that allows you to access your files from anywhere with an internet connection. As a student you get access to 1 terabyte of storage on OneDrive for free. To set up OneDrive on your personal device please see the links to our Knowledge Base Articles below.

To see how to set up OneDrive on Windows, please see our "Setting Up Your OneDrive - Windows" Knowledge Base Article.

To see how to set up OneDrive on Apple macOS, please see our "Setting Up Your OneDrive - macOS" Knowledge Base Article.

*Please note that you also have a personal section of storage on the TRU network called the H Drive. However we recommend that you use OneDrive as we are discontinuing the staff H drive in the future.

To access this drive from home you will need to install the Global Protect VPN (Please see step 10) and follow the instructions on the "Map Network Drives - Staff H and O Drives" Knowledge Base Article.

9. Departmental O Drive

Each Department has a section on the network called the O Drive. The O Drive is where departments keep anything that needs to be shared between the department.

*Please note to gain access to different departments' O Drives you will need to submit an Access Request Form (ASAR). For more information on ASAR's, please see our "Access Request Form" Knowledge Base Article.

10. Remote Access & VPN

The GlobalProtect VPN client from Palo Alto Networks can be used to connect to Thompson Rivers University network and provides access to resources as if you were physically connected to the network on campus. You will need to install the Global Protect VPN client on your laptop to receive remote access.

For instructions on how to install and connect the VPN, please see our "Remote Access & VPN (Staff)" Knowledge Base Category.

*Please review our "When Do I Need Global Protect VPN?" Knowledge Base Article to know when you will need it.

11. OneTRU (SharePoint)

TRU provides OneTRU as an option to collaborate and communicate with your coworkers. Using SharePoint you can create and edit documents in real-time, and store and share project plans and departmental data with your team. Within OneTRU there are several support videos and documents to help you expand your SharePoint knowledge. You can also access other apps that you may use at TRU such as Banner or FAST using the QuickLinks.

12. Setting Up Your Voicemail

If you have a desk phone, you will have to set up your voicemail. For instructions on how to do that, please see our "Voicemail Instructions - First Time Use" Knowledge Base Article.

For more information on Voicemail, please see our "Network and Telecom" Knowledge Base Category.

13. Telbook

You can access the the TRU Employee Telephone Directory by visiting https://webapps.tru.ca/telbook/ or open your File Explorer to O:\TRU Share\Telbook and copy the link to your desktop.

A New Employee with an Office Desk Phone will need to have a Telbook Update Request submitted through the IT Services Portal to assign the phone to the employee and update the Telbook Directory.

The Portal will send submitted requests directly to the Telecommunications Team for processing.

Only Divisional Secretaries, Managers, or Administrative Assistants can request Telbook Updates on the IT Services Portal. Contact the person responsible in your Department. If you visit any link to the Telbook Update Service and are unable to see or request the service - you are not listed in an employee group that has access. If you believe this is in error, please Contact the IT Service Desk.

14. Connecting to The Campus Wi-Fi (Eduroam)

To connect to the Eduroam network you input your TRU username and network password. For more detailed instructions please see our "Campus Wi-Fi" Knowledge Base Article.

15. Setting Up Your Mobile Phone

Some employees on campus are provided with a mobile phone. For instructions on how to set up your mobile phone, please see our "Setup your Mobile Phone" Knowledge Base Category.

*Please note that most of the articles within that category can be used for a personal mobile device as well.

16. Digital Signatures

Digital signature tools utilizes either web based or software installed on your computer to enable you to sign a document electronically.

Review more information on individual digital signature tools.

17. Archibus

Archibus is an online application used at TRU to submit requests for Trades Services from the Facilities Department. For more information on it or to put a request in with the Facilities Department, please see our "Archibus" Service.

Faculty

18. Moodle

Moodle is TRU's learning management system. that you can log into using your TRU Credentials (Staff username and network password). Once logged in you will be able to see all the courses that you are teaching each semester.

*Please note that not all on campus courses are hosted on Moodle.

For more information about Moodle, please see our "Moodle" Knowledge Base Article.

*Please submit a Moodle Support Service Request if you require any assistance regarding Moodle.

19. Classroom or Lab Support

If you require any assistance in a classroom or lab please submit a Classroom or Lab Support Service Request.

Hybrid Work Arrangements & Remote Access

20. Before You Apply for Hybrid Work

To be eligible for Hybrid/Remote Work you must first verify some IT requirements. To see the IT requirements, please see our "Computer Review Checklist" Knowledge Base Article.

Learn more about the Hybrid Work Program on the Hybrid Work Program SharePoint.

21. Setting Up Your Computer

Doing Hybrid/Remote Work means that you have to set up your own computer at your house. This can change depending on if you're using your personal computer, or one that was provided by TRU. Please see our "Recommended Hardware" Knowledge Base Article for more details on what TRU can provide for you.

If you are using your personal computer, please see our "Setup Your Personal Computer" Knowledge Base Category.

If you are using a TRU computer, please see our "Setup your TRU Provided Computer" Knowledge Base Category.

If you require any more assistance please submit a Service Request, or contact the IT Service desk:

Hours	Monday to Friday 8 a.m. to 6 p.m. PST
Email	ITServiceDesk@tru.ca
Phone	Kamloops: 1-250-852-6800 Toll Free in Canada: 1-888-852-8533
In Person	Kamloops: OL 120 or OM 1320 Williams Lake: WL 1010

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Article ID: 6968

Created

Wed 10/11/23 2:50 PM

Modified

Thu 12/7/23 9:12 AM

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Employee Technology Guide

First Week

Faculty

Hybrid Work Arrangements & Remote Access

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