Working remotely or on campus

The university has now moved into a hybrid working model, with staff spending part of their time working remotely and part of their time on campus. This page covers the tools you’ll need to do your job effectively, including accessing university systems online.

This page was last updated on 06 October 2021 at 11:33 (GMT)


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Hybrid working

Hybrid working supports colleagues in spending part of their time working remotely and part of their time on campus where their role enables this. Managers should help staff prepare for return, ensure they complete the appropriate online training, and understand what will be expected of them. Supervisors and PGR Programme Directors should do the same for postgraduate researchers who have not already returned to campus, or who will be involved in teaching activities.

Professional Service colleagues will be able to use Professional Service Hubs – a mix of bookable desk and collaborative spaces. Please note that for some teams this will be a different location to pre-pandemic office space. To find out more visit the Hub SharePoint site.

Core university systems

You can access almost everything you have on a University computer on an alternative computer/laptop off campus.

Frequently used systems which are accessible online
SystemDescriptionWeb linkGuidance
University email Direct access to Microsoft Outlook and Calendar Email guide
Office 365 Portal to all Office 365 apps including OneDrive, Word, Excel, PowerPoint Office 365 guide
Microsoft Teams Collaborative app for sharing files, holding meetings and conversations Teams guide
Skype for Business Used for holding meetings, making phone/video calls and instant messaging Not applicable – use the Skype app Skype guide
University filestore University on-site shared (S:) and research (R:) file storage Filestore guide

See a full list of university-wide systems and how to access them (Workspace). If the university system you need is not available online, you will need to use either the VPN or remote desktop.

Help and support

You can check the status of all core university systems via the IT status page.

For all other enquiries about systems or remote access, contact the IT Service Desk.

VPN, remote and virtual desktop

Virtual private network (VPN)

The most frequently used University systems are accessible online. If the system you need is not available online and you are undertaking business critical activities, you can use the VPN.

Access has been temporarily granted to all permanent university staff. You will need to set up multi-factor authentication first – see instructions for working off campus.

Remote desktop

You can use remote desktop to access files/systems on a computer that is located on campus and switched on. You should set up multi-factor authentication first, then set-up remote desktop on your home laptop/computer.

Windows Virtual Desktop

A temporary Windows Virtual Desktop is available to all staff, associates and students. This allows you to connect to a Windows 10 virtual desktop environment – see instructions for working off campus.

Making calls

If you need to text, voice call or video chat, you can use the following.

Microsoft Teams – internal contacts only

All staff and students have access to Microsoft Teams via their Office 365 account. It can be used for instant messaging, virtual team meetings and voice calls with other University colleagues.

Calls to external numbers are not currently possible with Teams. Any communication will use your data allowance if you are not connected to Wi-Fi.

Skype for Business – internal and external contacts

To transfer your University phone number with a Skype for Business account, contact the IT Service Desk. This service is only available to staff and postgraduate researchers.

Data security

Ensure that you have read our information security guidance.

If you are working remotely with physical files that contain personal or sensitive data, you should:

  • only take what you will need
  • carry all such files securely in a suitable bag
  • ensure that they are kept away from others at home

Wellbeing resources for staff

Faculty Moodle pages

Working on campus

New safety campaign

Materials and resources to support the general rules and information for keeping staff, students and visitors safe across our campuses have been created and are available for staff on a dedicated SharePoint site.

While digital screens, social media, posters and banners are being installed across our buildings the SharePoint will enable staff to access other assets to help with sharing the message to colleagues, students and visitors.

Face coverings and social distancing

In line with government policy, the university expects and recommends that staff and students wear face coverings in enclosed spaces, communal areas and busy parts of the University. We have made it clear to our students that by ‘busy’ we mean rooms and spaces where any form of social distancing would be difficult, emphasising that  face coverings help them to reduce their  risk to others and help others to reduce their risk to them. Please continue to follow good hand hygiene measures and give people space where it is sensible or requested.

The Equality Impact Assessment on this decision and advice for vulnerable people or those who have caring responsibilities for vulnerable people can be found on the EIA SharePoint. It sets out the ways in which we will support staff, and their line managers, and mitigate risk. A set of supporting FAQs has also been shared with Senior Leaders.

Test, trace and isolation

All staff and students spending any time on campus will be expected to continue taking asymptomatic testing at least once a week which can be performed quickly and easily through the Asymptomatic Testing Service (ATS). This test has now been recommended for accreditation by the Government meaning anyone who tests positive is automatically entered into the NHS Test and Trace system and does not need to take a confirmatory test.

Of course, those who experience Covid-19 symptoms should continue to isolate immediately, notify the university and book an NHS confirmatory swab test. Contacts of those who test positive no longer need to isolate if they have had both doses of the MHRA-approved Covid vaccination, or are under 18, unless told otherwise by NHS ‘Test and Trace’ or if they begin to experience symptoms themselves.  Government advises contacts to seek a PCR test, and the university’s ATS test would be a suitable option for this – we recommend that you test daily in such circumstances for a period of 10 days.

If you are not fully vaccinated and are identified as a close contact of a positive case, you will need to isolate in accordance with government guidelines. More details on support during your isolation can be found on our Self Isolation Advice webpages.

Ventilation and monitoring

Ventilation of our buildings is being closely monitored by the Estates teams to ensure that rooms and laboratories are as safe as possible. A detailed policy on room ventilation and monitoring will be available next week on the Health and Safety SharePoint. If colleagues are ever concerned about the air flow within a room, they should report this immediately to the Estates team for investigation.

Health and Safety

Please take time to review the latest documents and policies in the Health and Safety workspace pages. A revised master risk assessment has been created in light of changing restrictions. This can be found on the Health and Safety workspace pages.

University of Nottingham

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