New starters, transfers, leavers [links collection]
New starters
Your first port of call for questions about your employment or extension should be your departmental HR contact or team that provided you with the contract. The Medical Sciences Division IT team only handles IT-related issues that fall within the scope of the work described here.
For departmental intranet access, please reach out to your Communications or HR department. You can also try to find the detailed list of SharePoint managers here or contact your local IT team, if available.
Step-by-step is also described here: IT for New Starters and Returners to the University of Oxford | Knowledge Base | University of Oxford
More information can be found here: Everyone | Knowledge Base | University of Oxford
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Before you start Explore the information to ensure a smooth start to your new role at Oxford University.
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When you start When you start your new job, you should have a planned induction period, tailored to the needs of the post which you are taking up, to introduce you to your workplace and role. Ask your HR for Inductions and New starter trainings.
- During employment | HR Support
- New to the University | Staff Gateway
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Home | Oxford University Welcome Service These pages are intended to help you cover all the practicalities before, during, and after your move, and to provide information to help you to settle in as quickly as possible and make the most of all the wonderful opportunities the University and city have to offer.
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New to the University pages These pages provide information for those taking up new roles in any area of the University. If you have any specific employment-related queries please address these to the main contact in your department/college.
- Newcomers' Club
- Staff handbooks: Support staff and Academic-related staff. Information about your employment terms and conditions is set out in your contract of employment and is supplemented by the staff handbooks for Support and Academic-related staff.
- The benefits pages summarise key University employee benefits and discounts.
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Information for University employees about terms and conditions, benefits, sources of support and other HR issues.
- Returning to Oxford - Guidance on usernames and mailboxes for those returning to Oxford
- A list of quick links to help you find answers to the most common staff queries: How do I...? | Staff Gateway [how do I: book, find, access, change, contact, report, obtain, claim, subscribe, etc.]
Who handles University-wide support?
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Human Resources - University HR supports People Committee in the strategic development, implementation, and review of comprehensive policies and practices on the employment of all University staff.
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Central IT Services - delivering IT services and projects to support the University of Oxford in its mission as a world-leading research and teaching university.
- Service Desk 01865 (6)12345
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Estates Services - responsible for managing the University of Oxford’s estate within Oxfordshire. There are over 260 buildings that they use for teaching, research, administration, sport, libraries, museums and ceremonial events – called the functional estate – and another 180 properties that they manage commercially, including office space, warehouses and agricultural land and property.
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The Finance Division - to support the academic, research and administrative community at the University with sound financial advice and timely information with a range of support services including financial operations, financial reporting, financial support and professional services.
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The Academic Administration Division (AAD) is the university's group of services focused on students and learning. The AAD provides guidance for staff on student administration and support.
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Research Services and Research Accounts collaborate with colleagues in the academic divisions and departments, Oxford University Innovation, and University Administration and Services to provide comprehensive support to researchers throughout the research lifecycle.
Your local support
Transfers/ movers
How to update IT access for staff movers.
When a member of staff change role or moves department it is important that their IT access and data are reviewed and updated. In general the line manager is responsible for ensuring that access to systems is reviewed, and appropriate action is taken including to request or approve changes to access. The mover will normally carry out any work to transfer data from their old role to colleagues and setup access required for their new role. Specific responsibilities vary and we advise you to check with your local administrator for details including:
1. University Card
2. SSO and Remote Access accounts
3. Nexus365 Email, Calendar and OneDrive for Business
4. Microsoft Forms
5. Secondary mailbox / project account / generic account
6. Mailing lists
7. Managed staff desktop, CONNECT Remote Desktop and CONNECT network drives
8. Teams memberships and Teams Recordings hosted in Microsoft Stream
9. OneNote
10. SharePoint sites and groups
11. PowerAutomate / Microsoft Flow
12. Chorus telephones and unified communications
13. Mosaic web sites
14. ITSS register
15. Other systems
Finishing Employment at the University / Leavers
You may have gathered a lot of information in your IT accounts whilst at Oxford, and it's important to plan for your departure.
Your contract will explain what information you must not take away with you, it is prudent to ensure that you don't leave any personal information in your accounts when you leave.
Personal files on network and local storage
Although we recommend that you don't store any personal files or other data on you managed staff PC or associated network stored, it is a good idea to check these locations before you finish. Review any folders on your H: drive (My Documents, My Pictures, My Videos, My Music), folders that you created on the C: drive, USB memory sticks and any favourites that you saved in your web browser. All of this information will be erased when you finish.
Return desktop / laptop
Your line manager will normally request return of any University IT equipment, including desktops, laptops, mobile phones and other devices that you have used. It would be a good idea to remove any personal files in good time to return it.
Licensed software
Most software licenses acquired through University employment are invalidated when you finish employment and you should remove these from all personal computers. Many applications will stop working without notice, so it would be a good idea to save any important data out to a format you can access in advance.
Email, business systems and other IT facilities
You may have used a surprisingly large number of IT services during your employment. When you leave, it is important that you make sure that business-critical information is preserved for use by your colleagues, and that you remove any personal data. We have provided additional guidance for staff leavers covering as many of these as possible.
- Guidance for line managers, team leads and staff on safely closing IT facilities for former staff
- Please see this guidance: Finishing IT use at Oxford - Your accounts are deactivated after you leave the University (when your card/ SSO expires). You must secure any required material before it is removed or can no longer be accessed. This guidance consists of useful next steps and how to prepare yourself to avoid suddenly losing needed access.
Additional information:
Resources online | Knowledge Base | University of Oxford