Tools and guides
See also:
As a DCO or system owner, your job will involve using a number of technical tools and procedures.
You'll be given additional system privileges to help you carry out your role.
Access and accounts
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IT Services accounts |
Find out about the standard accounts created by IT Services, and what they give access to: |
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Dollar ($) account |
Currently a dollar account gives you administrator level access to your department's managed Legacy devices on a wired network connection, if you are not a member of Faculty IT. Your dollar account is created using the format abc500$, and allows you to make changes or troubleshoot issues. For example, you can access Device Manager, make system changes that may require security elevation, and install software. Do not use your dollar account as your regular account or use the same password for your dollar account as your regular account. If your dollar account becomes compromised by a hack or virus, it could have far reaching security implications for the University network. A Dollar ($) account gives you access to filestore management. To request a dollar account, please contact IT Services. To change your dollar account password, see: |
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Windows and Linux power users |
Add and remove power users on managed machines in your department. Rules can be defined for a whole department, a particular machine type in a department, or an individual computer. DCOs only. For further information, see: |
| University of York Directory |
Configure your entry in the University of York Directory. DCOs may also configure other users' accounts. |
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Email address look up |
View the email addresses of staff within your department. DCOs only. |
PCs/laptops/other devices
| Managed PCs |
All university owned devices must be a managed build. Older devices joined to onsite Active Directory (AD) are known as Legacy devices. These are being phased out but may be suitable for some multi user applications.
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| Laptop, PC and Apple suppliers |
Converge is the mandatory supplier of desktop computers and laptops for the University. This includes Windows and Mac OS compatible devices. They offer a standard specification of computer, as well as many optional extras. All recommended desktops come with a 3 year on-site warranty. Find out more, and view the standard specification: If you have specific requirements that are not listed, contact IT Support. |
| LAN Database (Men and Mice) |
Men and Mice is a database where devices are registered to allow them to connect to the University network. DCOs are able to view and edit devices in their department. Please contact IT Support to arrange training and access. Azure built / non legacy devices don’t require registration and can set up the connection via onboard.york.ac.uk. For more information, see: |
| Virtual Machines |
Our server hosting service provides you with a server running a Linux or Windows operating system. IT Services will normally provide you with a Virtual Machine (VM), hosted on our high availability cluster of servers. The server can be used to host applications that need to be available to multiple people, or that require a server to run. Requests should normally be made via the Departmental Computing Officer (DCO). Please allow five working days for your VM to be set up by us. Find out more:
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| Facilities Management devices |
The facilities network uses private IP addresses and is used by devices such as CCTV, BMS, environmental control, access control, EPoS, telephony, and similar equipment. Find out more: |
| Decommissioning old devices |
You will need to decommission old devices within your department. IT Services, Estates and Converge work together to provide an IT equipment disposal service Departments wishing to dispose of IT waste such as PCs, monitors, associated peripherals, scanners, printers and servers should follow the steps below. IT Services, Estates, and Stone provide an IT equipment disposal service. Departments can request to dispose of IT waste such as PCs, monitors, associated peripherals, scanners, printers and servers. Following a request, items will be collected by IT Services and then handed over to Stone, our external recycling contractor. Stone will wipe data from all equipment before reuse. Please delete any highly-confidential data before collection, as we cannot securely transport or store it. For data removal assistance, contact IT Services. To submit a request, see our how-to guide: Find out more about what happens to old IT equipment. Centrally managed devices will need to be removed from Men and Mice (see above). If you have had Men & Mice training already then you can do this yourself. Otherwise, submit an issue via Footprints. Make sure you include the name of the device and/or the serial number. |
| Hosted website options |
The University offers three main solutions for website hosting:
AWS is best for users with high technical knowledge who are building dynamic web applications. cPanel is useful for users wanting to use WordPress or create static websites without University authentication. Google Sites is best for users wanting to develop websites without writing code, and it allows for restricting website access to specific Google users and groups. |
Printing
The University has a centrally managed print service, sometimes known as YPP (York Print Plus).
About the devices
There are over 130 multifunction devices (MFDs) in various locations across Campus West and Campus East.
The Desktop and Printing Services (DPS) team manage all the devices and toner is distributed by our onsite engineer.
Devices in IT Study rooms/IT Classrooms are generally looked after by central IT teams, all other devices need local users to load paper, clear minor jams and report faults.
Consumables
Paper can be requested via paper.york.ac.uk.
Consumables should be with you as and when needed, but if you have a printer run out of toner, or a fault, please contact IT Support.
Please follow instructions on screen to clear minor jams.
Further information
Setup guides, prices and locations of public devices can be found at:
Security
Security guidance
See our cyber security pages for guidance on phishing, virus protection, passwords, encryption, and more:
Bitlocker Encryption Service for laptops
Bitlocker encryption is applied to mobile University devices so in the event of loss or theft, the data on them is secure.
If you're using a laptop or mobile device with a version of Windows that does not support Bitlocker, you should not use that device to store or process personal data or confidential information.
Support
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IT Support |
IT Support are the first point of contact for all IT related issues and requests made by staff and students. They offer first line support via email, phone calls and walk-in enquiries. If they cannot resolve the issue, they pass it along to the relevant section within IT Services for resolution via Footprints. If you experience an issue with a device (or a colleague or student reports one to you), and you're not able to resolve it yourself, you should log it with IT Support. IT Support can assist or direct you to further help for any University owned or managed systems, computers and peripherals, videoconferencing equipment etc. Personally owned hardware being used by staff is not supported, although we may be able to offer advice. Students can obtain support for problems with personal devices by visiting the Library and IT Help Desk (based in the University Library on Campus West) and booking some time with one of our IT support specialists. |
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| Salesforce |
All requests and incidents requiring IT Services assistance should go through the IT Services. These are then managed by the IT Support team via Salesforce. When you contact IT Services (via phone, email or the online form) a ticket will be raised within Salesforce. You will receive updates from the assigned person or team to keep you updated, ask you further questions or arrange a visit with you. You can update your issue by replying to the emails. |
| BeyondTrust |
BeyondTrust (formerly Bomgar) is a remote support tool used by IT Services staff to provide support to staff and students who are experiencing issues with their device. It can be used to support different devices anywhere in the world. The user downloads a small file from a secure web page to allow support staff to connect to that device. It allows support staff to share the user's screen, and see everything the user is seeing. They can also take control of the cursor. (Safeguards are in place which allow the user to take back control of the mouse at any time by simply moving it.) Usually support staff will talk to the user on the phone during a remote session, as this can help resolve the issue much more quickly. Where this is not possible, they will use the chat box feature within BeyondTrust to talk to the user. |
| Slack |
Slack is a chat room service for Departmental Computing Officers and other key IT related staff across the University. DCOs with Slack accounts have access to two rooms:
For information about installing Slack, obtaining an account, and guidelines for using the available rooms, please see: |
Services for system owners
| SSL certificates |
This is a specialist service available to administrators of IT systems and servers. Administrators can request SSL certificates for any service hosted under york.ac.uk, or other domains legally owned by the University. Request an SSL certificate |
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| Revision control services |
Revision control is the management of changes to documents, computer programs, web sites, and other collections of information. Revision control allows for the ability to revert a document to a previous revision, which is critical for allowing editors to track each other's edits and correct mistakes. We offer access to SVN or Git to manage your changes: |
| Firewall changes |
Members of the University running services on campus machines which need to be accessed from elsewhere may request changes to the firewall: |
| Single sign on |
Single sign-on (SSO) is a method for logging on to some online services with your University username and password. If you have created a service that you would like to be set up to use SSO, please send your requirements to IT Services. Find out more: |
| System integration |
The system integration service is available to ensure that valid and relevant data is available to all University systems. |
| System security review |
You can ask us to carry out an assessment of the security of any IT systems you run.
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| University Data Centres |
Request data centre installations, disposals, network changes etc. |