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
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.
If you will be out of town and want to send out-of-office auto-replies, in your Office Outlook calendar,
Go to Tools>Out of Office Assistant…>Send Out of Office auto-replies
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.
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-drive, sanger/Staff/using the phone.pdf.
COPYING, PRINTING, SCANNING, FAXING
Sanger Learning Center utilize three copiers—two in JES A332 and one in JES A315
The large copier in the workroom of the JES 332 office suite is our main copier printer and the source of the unit’s fax line: 512-475-6838
For RICOH Maintenance or issues call 1-888-456-6457.
Printer name | Location | functions | Can my student workers use it? | Who do I contact it is malfunctions? |
UGS-DIT-RICOH | JES 315 | prints B/W, copies, scans | Yes | SLC Admin |
UGS-SLC-RICOH | JES 340 | prints B/W, copies, scans, faxes | Yes | SLC Admin |
UGS-SLC-RICOH2 | JES 332 | prints B/W, copies | No | SLC Admin |
BACS
All of the exterior doors to the FAC and JES 3rd floor office suites and classrooms, as well as the stairwell and conference room doors, are controlled by proximity card readers 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.
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.