RESOLVED – Wiley Online PDF content issues

This is issue is now resolved
There are currently some problems being experienced while downloading PDF content on the Wiley Online platform. This is due to extra security checks being put in place by the supplier for all customers including Universities.  They are working on restoring access as soon as possible. 
Apologies for any inconvenience. 

Staff training workshops from Information Services – book your place now.

Information Services will be running a number of training workshops for staff in the coming months.
To view the full calendar and book your place on any of the sessions, visit https://bit.ly/infoservicestraining

Workshops topics include:

  •  Introduction to Collaborate Ultra
  • Stream – Managing your content
  • Teams – The latest updates
  • Video and podcast creation
  • An introduction to Padlet
  • An introduction to using Turning Point
  • SharePoint Hub administrator


We look forward to welcoming you to these sessions.

IS has also created a new SharePoint site which is packed with lots of useful guidance on Collaborate, Stream, E-books, Office 365 and much more.
Click here to access the IS Training site

Multi Factor Authentication for Staff

Setting up Multi-Factor Authentication

1. Download the Microsoft Authenticator App to your mobile phone.
You can get the Microsoft Authenticator App for Apple iPhones here https://apps.apple.com/gb/app/microsoft-authenticator/id983156458
and for Android phones (e.g., Samsung/Google/Motorola/OnePlus/Huawei etc) https://play.google.com/store/apps/details?id=com.azure.authenticator

2.  Multi-Factor Authentication has been enabled on your account.
You will be prompted to set up MFA next time you authenticate to any Office 365 services. On your PC or laptop device, once you’ve entered your username and password as usual, you’ll see the following screen:

Click ‘Next’ and the Additional security verification screen will appear. In the drop-down box, select ‘Mobile App’ and ‘Receive notifications for verification’ as in the image below.

Now click ‘Set up’ – you’ll see the next screen:

3. On your mobile phone, start the Microsoft Authenticator App.

Once in the App, you need to:

  • Click on the 3 dots in the top right-hand corner of the screen
  • Click ‘Add account’
  • Select ‘Work or school account’
  • Select ‘Scan a QR code’
  • Allow any permissions for your app to use the phone camera
  • Scan the QR code on your screen using your phone. The account is now linked to your App.

4. On your PC, click ‘Next’ and you should see a message indicating that the App has been set up. You can click Next again – at this point you will be asked to respond to a pop-up notification on your phone from the Authenticator App – this is how you will be prompted every time you access your account on an unknown device.

Once the setup is complete, you’ll be prompted to enter a phone number. Please provide this: it will help if, for some reason, you lose access through the App. The phone number will not be used for marketing purposes.

Click ‘Finish’.  Your account is secured with Microsoft Multi-Factor Authentication. Nobody can access your HWU account without being in possession of your username, password, and – most importantly – your unlocked mobile phone.

Phishing emails “vaccination appointments”

Please be aware that there are reports of several phishing emails being sent to HWU staff and student accounts.  Some of these emails claim to be from the NHS about vaccination appointments e.g. “important Book an appointment using the NHS e-Referral Service NHSVaccination” with links to book an appointment. 

If you think you have received a phishing email, do not click on any links, and do not open any attachments. 

If you are unsure if an email is real or not please forward it or screenshot the email content and send it to ishelp@hw.ac.uk 
If you have received a phishing email, accidently clicked the link in it and provided your university credentials (username and password), please contact the IS Helpdesk for assistance. 

Accounts that are suspected to be compromised will be blocked automatically.
If your account has been blocked because of this, please send an email to ishelp.hw.ac.uk for further assistance.

Top tips to help you spot phishing emails

(phishing is the attempt to acquire sensitive information such as usernames, passwords, and credit card details (and sometimes, indirectly, money) by masquerading as a trustworthy entity in an electronic communication).

  • Be suspicious of any urgent requests for personal or financial information
  • Be aware: Phishing scams are common at main instalment payment dates or connected to newsworthy events
  • Check that you’re using a secure website when submitting credit card or other sensitive information.
  • Prevention: Your email details may have been taken from a social networking site so avoid disclosing your email address or make sure you hide it on your page
  • Look for tell-tale signs of phishing: Check the quality of the communication. Misspelling, poor punctuation and bad grammar are often good indicators

Library Building Occupancy tile on the portal – Edinburgh Campus

We have introduced a great new feature to the student and staff portal to show Library Building Occupancy at our Edinburgh Campus Library. 

The tile shows, in real time, how many study spaces are being used in the Library.
This means that you can tell how busy it is and if spaces are available for you to book before you come to campus.

Due to the current restrictions, and to comply with university and government guidelines, it is mandatory to book a space in advance.  Instructions for booking a study space

We currently have up to 250 spaces available, all for individual, physically distanced study.

Please remember that you need your student ID card to access the Library and face coverings must be worn at all times. 

New chatbot feature in Collaborate Ultra

Blackboard have updated Collaborate Ultra to include a “chatbot” for users.
The chatbot uses artificial intelligence to respond to user’s queries about Collaborate Ultra. All users can access the chatbot during a live session.
If you find the chatbot answer is not helpful, please contact IShelp@hw.ac.uk for more specific help. Please do not raise a ticket with Blackboard directly.
This will enable IS to track all issues and provide a more HWU specific response to any issues arising.

Decommissioning of SharePoint2010 (update for staff)

The Enhancing Online Collaboration project has successfully reached the end of the content migration stage. New SharePoint Online Hubs and Workspaces were created and rolled out in 2020 for use across the different areas of the University.

It is now essential for the SharePoint2010 sites to be decommissioned and this will take place on Monday 8th February from 9:00am GMT.
After this date, it will no longer be possible to access any content on SharePoint2010.

20 things that Information Services do for you in 2020

  1. Discovery – search for thousands of resources including books, eBooks, journals, databases
  2. Skills Hub – digital, information and study skills
  3. Click and Collect service for borrowing books from the Library
  4. Library and IT support for Remote Learning
  5. Software  –  a wide range of software for home use
  6. Access to software from off campus – Key Server
  7. Microsoft O365 – email and apps including Outlook, OneDrive, Teams
  8. IT and Library Help – submit any requests or issues through the online ticketing system
  9. Study spaces available at all our campuses for individual study in safe environments
  10. Wi-Fi – Eduroam
  11. Printers, scanners and copiers
  12. Heritage – Museum and Archive
  13. Research Support – specialist support and systems for researchers
  14. Edinburgh Campus Library
  15. Scottish Borders Campus Library
  16. Malaysia Campus Library
  17. Dubai Campus Library
  18. Orkney Campus Library
  19. Information Information Services web pages
  20. Updates social media channels  



Key Server – remote access to on campus software

Key Server remote access connects you to an on-campus PC via your own device. When you are connected, you can access software that is usually only available when you are on campus.
Details of how to connect to Key Server can be found on the Information Services webpages including video guides
Log in using your Heriot-Watt username and password at https://keyserver.hw.ac.uk/login


eBook downloads turned off to increase access for more students at exam time

We have a large number of eResources including eBooks that are available for students to use while studying off campus.

To access eBooks, use Discovery  and you will be able to view and read a wide selection.

Some eBooks only allow a limited number of users to view them at the same time.
Due to the demand at exam time, it is currently not possible to download eBooks in order to increase access for everyone. They can still be read online.

If you have any problems accessing the resources please contact libhelp@hw.ac.uk

ebooks

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