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IT for Staff

This guide describes IT services offered to all McGill employees, whether faculty or staff. Faculty should also refer to the supplemental page. The IT Services website is your gateway to central IT resources at McGill. Information linked here is housed in an extensive Knowledge Base, which is updated constantly.

Most administrative units and departments are supported centrally by IT Services; some are supported by their own departmental LAN administrators. If you are not sure who provides IT support to your unit, contact your administrative assistant. You are also welcome to contact the IT Service Desk, who will provide the correct contact information.

All users of McGill computers, computer-based networks, peripherals, operating systems or software are bound by the Policy on the Responsible User of McGill Information Technology Resources

Logins & Passwords

McGill ID number and Minerva PIN: Your McGill ID and temporary Minerva PIN is issued by Human Resources (HR). If you are new to McGill, HR will send you two emails (at the email address you provided in your appointment form). The first email will contain your McGill ID number. The second email will contain your temporary Minerva PIN and instructions on how to change your PIN and set up your security question in Minerva.

You can set up your Minerva PIN and create a security question in Minerva. Log on to Minerva using your 9 digit McGill ID # or Person #, enter your temporary PIN and follow the on screen instructions to change your PIN and set up your security question.

A McGill Username and Short Username will be created for you automatically when HR approves your appointment form. IT Services will send you an email containing your McGill Username which is based on your real name, usually in the form of firstname [dot] lastname [at] mcgill [dot] ca.

You will need to log in to Minerva, go to the Personal Menu, and follow the onscreen prompts to create your McGill Password.

Your McGill Username and McGill Password allow you to access the majority of online services and IT systems at McGill, including:

  • Email
  • myCourses
  • myMcGill web portal
  • Logging in to your campus desktop / departmental file storage
  • McGill Web System
  • Wireless on campus
  • VPN (Virtual Private Network) / EZproxy

Note: The McGill Username and McGill Password cannot be used to access non-central services, e.g. departmental email servers.

Banner UserID and Password (if applicable): If your job requires using the Banner system for administrative functions such as working with student, employee and financial data, you will require a Banner UserID and Password. Access to functionality within Banner is determined by your administrative duties.

To get a Banner UserID, you must take one or more training courses and complete a system authorization form. Once you have done so, you will be informed via email of your Banner UserID and Password.

Forgot Password Feature: If you forget your McGill Password, you can use the Forgot Password? feature found on several McGill applications such as myMcGill and OWA.

To use the feature, you need to set up your security questions and answers. Once you have set up your McGill Password in Minerva, log into myMcGill and click the McGill Password Security portlet. Follow the onscreen instructions to set up your own security questions and responses.

Email and Calendaring

Email: Your McGill Email Address (usually in the form of firstname [dot] lastname [at] mcgill [dot] ca) is the official way the University communicates with you by email. Access your email using your McGill Username and McGill Password.

Email is stored on McGill’s Exchange server, which allows you to:

  • View other’s calendars and invite them to meetings.
  • Access your email items, calendar, contacts, etc. anywhere and anytime
  • Access McGill’s Global Address List (GAL) to look up McGill email addresses
  • Create rules (or filters)

Email on mobile devices: McGill faculty and staff can get their McGill Exchange email delivered to a BlackBerry, iPad, iPhone or iPod Touch, and many other Exchange-capable smartphones.

Antispam: McGill uses an antispam mail filtering system on its central email servers which filters incoming mail to reduce the number of unsolicited 'spam' messages. Email accounts are automatically opted into the Quarantine system where email considered likely to be spam is quarantined. You will receive a listing of any quarantined email & have the option of releasing messages that are legitimate to your Inbox.

EVault: To save space in your Exchange mailbox, older email is archived in a central “vault” using Enterprise Vault (EVault) archiving software. Archived messages can be easily viewed or restored to your Inbox.

Communications

Phones: Each department at McGill has a coordinator who arranges telephony services in the department, including:

  • Activation of a McGill telephone line with either a Direct Inward Dialing (DID) (direct number – e.g. 514-398-xxxx) or a non-DID (internal number – e.g. 514-398-4000 xxxxx)
  • Voicemail and telephone features
  • Long Distance access
  • Entry of new employees into the Staff Directory (note that not all departments/units permit their employees to be listed).

Once you receive your McGill telephone, you can change the name displayed, record your name & set up various greetings for when you are unable to answer the phone. View telephone setup instructions.

Wireless coverage: All members of the McGill community have access to a secure wireless network on the downtown and Macdonald campuses.

Virtual Private Network (VPN): Connecting to McGill's VPN allows you to access campus-restricted systems from anywhere.

Working from home: Most McGill resources can be accessed from home / an off-campus location by staff members.

Instant Messaging: Communicate in real time with connected colleagues via instant messaging; share your desktop or applications with them for collaboration purposes, or participate in an online meeting.

Videoconferencing: If you need to communicate in real time with two or more people at different locations via video, you can use one of the Videoconference facilities.

Computers, Software, Printing & AV

Computer Setup: If your department is supported by IT Services, your departmental administrative assistant will arrange for them to set up your computer. If not, your administrative assistant will contact the LAN administrator of your own department to have them set up your computer.

Your administrative assistant and LAN admin will ensure you have the following on your work computer:

  • Appropriate hardware and software (including antivirus)
  • Installation/activation of network jacks
  • Access to the McGill network
  • uPrint drivers and connection to any other office printers / scanners

uPrint - Campus Printing for Faculty and Staff: A campus-wide copy and print management solution allows any member of the McGill community with a valid McGill ID card to send a print job to the central print queue and pick it up from any uPrint device. It also provides scanning to email at no cost.

Network File Storage: Administrative units are allocated a fixed amount of file storage space on McGill’s central file servers. Departmental storage space is usually referred to as the ‘departmental share’. On your own work computer, your department’s shared files are usually stored on a network drive such as the G:\ drive, and your own work-related files on the F:\ drive.

Faculty and staff also receive 1GB of space on the McGill central server on the R:\ drive for their personal use (i.e. non-work related). You can access your network files from off-campus using your McGill Username and McGill Password.

Software licenses: Through licensing agreements, many downloadable software packages are provided to McGill staff at educational rates, or in some cases at no charge at all, such as MATLAB, antivirus and citation management software. The CIO makes an effort to secure the best deals on key computer applications through consultations via a campus advisory group on software.

Audiovisual equipment loans: The university offers Audiovisual Equipment Loans with service points on both of its campuses to allow staff members to borrow data projectors, digital audio devices, tripods, cameras, camcorders and more.

Administrative Computer Renewal Program: Provides administrative staff with computers preloaded with most commonly used software and which are compatible with all enterprise applications.

Enterprise systems

Minerva is the web interface of McGill’s Banner system. As a member of McGill faculty or staff, you have access to a variety of self-service and administrative menus, depending on your role in the McGill community. One of the first things you are asked to do is to verify your personal information found in the Personal Menu. First time access to Minerva requires your McGill ID # and Minerva PIN. Available menus include:

  • Personal Menu, to view and update various IDs and Passwords, contact information.
  • Employee Menu, to view pay stubs, tax receipts, expense claims and advances, employment and training history.
  • Faculty Menu (for academics only), to view class lists and photos, your teaching schedules, and to enter final grades.
  • Advisor Menu, to view a list of graduating students, and generate reports to assist you and students in program-related decisions.
  • Finance Menu, to view fund balances and budget summaries.

myMcGill is the University’s web portal. Once signed in using your McGill Username and McGill Password, you have access to other services described here, including your central McGill email, Minerva, myCourses, and your Library Account, as well as quick links to common IT Tools.

Banner is an Oracle™ enterprise database used by McGill University to store all student (SIS), employee (HRIS) and financial (FIS) data. If your job requires you to work on the Banner system, you will need to attend training and you will be given a Banner ID and password.

Web Management System: A content management system that provides a user-friendly, feature-rich, centralized method of building and maintaining web pages. Design consultation as well as training and support for site editors and site managers are available.

The majority of McGill websites are hosted on the Web Management System. These sites have a uniform look designed to help users gain quick access to information and navigate through a clear, consistent and easy-to-use interface.

McGill Channels: The home of syndicated content at McGill. Items are posted by authorized contributors for McGill units & departments, and can be used and displayed in many different places and formats. For example, an event posted by an authorized contributor for one unit can then appear in RSS feeds, in blocks across various McGill websites, and even in other places such as your customized Google home page.

  • Events are date-specific items such as lectures, conferences, and notices of important dates and deadlines.
  • News items include news releases and major announcements. News can be posted from the Media Relations Office as well as individual web sites across McGill's Web Management System.

blogs.mcgill.ca: All McGill administrative units, faculties, departments, student groups, research groups, and publishers of McGill’s official publications are entitled to use blogs.mcgill.ca (web page). Use this virtual space to share text or multimedia with the global online community.

Training and Support

IT Training: Includes instructor-led training and self-serve learning materials for the Banner administrative systems, Content Management System (CMS), productivity tools, myLab, the McGill Web Management System and more.

Getting IT Help: The IT Service Desk is the liaison between McGill's central IT Services and its users. They are your first point of contact for IT help and for reporting system problems (when services are unavailable or malfunctioning) and routine requests for services.