Coronavirus (COVID-19) Information – IT FAQs, Resources and Information for Colleagues

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**NEW**

Access to Staff Advantage is now available for all colleagues here.

Note – During testing some colleagues found that the link didn’t work with Explorer, so please do try connecting via other web browsers such Safari, Edge or Chrome before contacting the Service Desk.

Staff can now mark registers with the new ‘S’ codes without needing to access the cloud.

 

What support will NCG Information and Data Services provide if we close our College?

The NCG Service Desk will be operating as normal, albeit remotely, iour Colleges are closed. Any service calls that you log will be passed to the relevant support Team within NCG and locally within each of the Colleges. 

Due to the volume of staff who will be working from home, we kindly ask that you provide as much information as possible when logging a case, to speed a resolution.  

Please email servicedesk@ncgrp.co.uk to log any enquiries.  

 

Can I work from home remotely? 

Yes – One of the easiest ways to work remotely is to use Office 365.  

All Staff can use Office 365 which allows you to access your own personal documents through OneDrive and Office applications such as Teams, Word, Excel and PowerPoint.  

Access to Office is via www.office.com and entering your NCG / College email address and password.  

Office 365 is fully compatible with desktop pc, laptop, tablet, phone or any other mobile device. 

 

Email

Webmail is accessible for all staff and Learners via Outlook Web Access – the links for these sites can be found on your local College website or by following the links below.  

Carlisle College 

Southwark College 

Lewisham College 

West Lancashire College 

Newcastle College 

Newcastle Sixth Form College 

Kidderminster College 

Professional Services 

 

What is Microsoft Teams? 

Microsoft Teams bring people together either through video, calls, chat or shared working. Access to the system is available to all staff via the following link – Login and use your NCG / College email address and password. 

     How do I chat and call people in Microsoft Teams? 

     Guidance to help you make calls and hold chats using Teams is available here.

     I love Teams… where can I learn more? 

     Further information re what else Teams can offer and how to use it is available here.

 

Google Drive 

For Lewisham and Southwark Colleges Only – Please note Google Drive is accessible as normal. Access instructions can be found here.

 

Moodle / EME 

You can find links to your College VLE site below.  

Carlisle College 

Southwark College 

Lewisham College 

West Lancs College 

Newcastle College FE 

Newcastle College HE 

Newcastle Sixth Form College 

Kidderminster College 

 

Etrackr 

You can find links to your College eTrackr site below.  

Carlisle College

Southwark College

Lewisham College

West Lancs College 

Newcastle College 

Newcastle Sixth Form College 

Kidderminster College 

 

What if I need access to NCG Systems? 

For those staff who require access to NCG systems, such as our Finance applications, iTrent, Unit-e and the Intranet, please follow College specific links below.  

Guidance on using the system can be found in the IT Self Help Guide section on the NCG website.  

NCG 

Newcastle College  

Newcastle Sixth Form College  

West Lancashire College 

Kidderminster College  

Carlisle College 

Southwark College 

Lewisham College 

 

User Guides

You can find user guides for the systems listed above here.

 

Helpdesk Enquiries

Please email servicedesk@ncgrp.co.ukto log any enquiries.

You can also leave a voicemail, which will be picked up by the team, by calling 0191 200 4700.

 

Password Resets

In the event of any site closures, we will be removing the password expiry feature on all Staff and Learner accounts.

 

Avoid Downloads: Leave data in systems where possible 

Avoid downloading personal data to personal devices.  If the laptop gets lost or stolen, the data saved on it could be lost or stolen too. Printing out personal data is also not a good idea, as papers can go missing or fall into the wrong hands (especially when they are disposed of incorrectly).  

Accessing data by securely logging into NCG’s remote systems is the best option. 

Do not send any personal data to your personal email address where it is unable to be managed by NCG. 

Saving personal data on USB drives should be discouraged as these are easily lost or misplaced, however if it is required, make sure the USB drive is encrypted and always delete the data from the device when it is no longer required. 

 

Remember to report 

Always report potential data breaches as soon as they happen. Data protection law requires us to notify authorities of a breach within 72 hours from when it happens, and fines may be imposed for failing to do so. You can report potential breaches to DPO@ncgrp.co.uk