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Welcome to RRU. As a supervisor or committee member you will be working with an RRU student through their capstone journey; this could be a MRP, thesis, or dissertation. In the role you will be assigned an RRU account that you will use to access to various RRU resources throughout this time.

This page is designed We don't want technology to be a challenge. We've designed this page to help you understand the different accounts you will use in your role and to assist you in accessing all the RRU services available to you. As always, if you have any questions you can contact Computer Services using the contact information at the bottom of this page.

Table of Contents

navigate the various IT information and RRU resources available at RRU and invite you to contact us at any time if you have questions. Our contact information is found at the bottom on this page.

We are the Computer Services team and we are here to help!

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Your RRU Computer Account (

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must read!)

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You have one RRU account, but it can appear as multiple accounts due to the different formats required to log in to different services.

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SAM (Academic Account) vs UPN vs Email address

SAM (also called the Academic Account - Looks like d4brown) - this is the username consisting of your preferred name + last name (and possibly a number) - Used on sites like:

• Under Graduate and Graduate Studies Moodle

• Professional & Continuing Studies Moodle

UPN (or User Principal Name - Look like d4brown@royalroads.ca) - this is your SAM account + @royalroads.ca. This makes the UPN look like an email address, but it is not used in this way. This account uses the SAME password as your SAM account. It is used to log into sites like:

• Anything relate to Microsoft like SharePoint sites and RRU email

  • Thesis Manager SharePoint site

  • Dissertation Manager SharePoint sit

• On campus RRU wifi

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As committee member or supervisor, you have one Academic Account that you’ll use to access resources.

Depending on which resource you’re using, you may be required to enter your Academic Account in one of two formats. No matter which format you use, the password will be the same.

Format	Use this format to log into sites and services like:
Your first initial + (maybe a number) + your last name + @royalroads.ca like: dbrown@royalroads.ca or d1brown@royalroads.ca This is NOT used as an email address at RRU (technically called a User Principle Name (UPN), this is the long form of your Academic Account)	Anything related to Microsoft, like Outlook (or Webmail), Word, Excel, PowerPoint, SharePoint, etc. while you are enrolled in a credit program On campus RRU wifi
Your first initial + (maybe a number) + your last name like: dbrown or d1brown (technically called a Security Accounts Manager (SAM), this is the short form of your Academic Account)	If you need to reset your password

Info

How will I know which username format to use? In most cases we try to given an example on the username you should be using however the simple rules is, Look for prompts on the login screen that tell you which format to use. However, a simple rule is: if the site is a Microsoft managed site with a login that looks like this, you should be using your UPNuse the long format (i.e. d1brown@royalroads.ca). All others use your SAM the short format (like d1brown) unless otherwise directed.

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Expand
title Click for bonus Info: How did we come up with your username and email address.
The username is created using the first initial of your preferred name + your last name. (i.e. for a student named Douglas Brown, the username would be dbrown.) If the username dbrown has been used previously, the last name is preceded with a number. Therefore the username would be d1brown. If that is already used, the system tries d2brownand so on, until it finds an unused username (i.e. d3brown). The email address is generated based on the username. Using the example above for Douglas Brown, username d1brown, the email address will be: douglas.1brown@royalroads.ca. We cannot change the username except in very specific circumstances, such as a legal name change.

What is my passphrase?

By now you should have received your username and passphrase via email. If you cannot find a copy of this username or passphrase, please contact computer services and we can forward another copy.

You may change or keep it, as you wish.

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1. The username is created using the first initial of your Preferred Name + your last name.
   (IE. Student name Douglas Brown becomes dbrown.)

2. If the username dbrown has been used previously, then the last name is preceded with a number.  Therefore the system will check the availability of d1brown.  If that is taken, it increments upward until the system finds an unused username (IE. d4brown).

Second the email address is generated based on the username.  

1. Using the example above, Douglas Brown, username d4brown, will get an email address of Douglas.4Brown @ Royalroads.ca.

We cannot changed the name except in very specific circumstances. This includes legal name change or of the username is offensive. If the username is offensive, then the username is incremented by 1 number.

MFA and Webmail access

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Most RRU official correspondence is sent to your RRU email account. There are a couple of

Setting up Multi-Factor Authentication (MFA) (must read!)

Royal Roads University has adopted Microsoft 365 MFA for Webmail, and Office 365 (currently only for people outside Canada, but coming soon to all accounts).

MFA uses a mobile device to “authenticate” your account. The Microsoft Authenticator application uses minimal data (~<2mb over 3 months) and does not access your personal or private information on your device.

You only have to set this up once and it will work for all the applications listed.

As this procedure is a little longer, we have setup a page all it’s own. Please go here for detailed instructions to setup MFA.

Please do not delay setting up MFA.

Email address (must read!)

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When your account was created, we automatically created an email address for you. Email addresses at RRU are in the format: preferred-name.last-name@royalroads.ca and may contain a number, like “douglas.1brown@royalroads.ca”.

With few exceptions, you rarely use your email address to log in to RRU resources.

This looks similar to your Academic Account except that your name is spelled out. Many people confuse these two.

There are a few ways to access your RRU email account. (At this time both a couple methods require a mobile device)

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Outlook on any RRU Computer - When you log into an RRU computer on campus, you can setup your RRU account to use Outlook.

Mobile device - You can setup your email account on a mobile device using the default mail application or using your own email software. You can find instructions to setup this account here.

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(Forwarding must be turned off to get email on your mobile device)

Webmail access - Once you have MFA setup, you can now log into RRU Webmail at https://outlook.office.com/. (You will also use your long format of your Academic Account (d1brown@royalroads.ca) to log in to this account, not your email address)

Please note that the max file size your RRU email account can send/receive is 20mb uncompressed regardless of you access your email. Also note that PDF/JPG/ZIP documents are compressed so anything over 12-15mb (total) of these file types will probably be too big.

SharePoint access

RRU uses two SharePoint sites (Thesis Manager SharePoint and Dissertation Manager SharePoint) to track a student’s milestone document approvals.  In  In your role, you will be required to assist the student in completing their dissertation/thesis and provide your approval of their milestone documents. To do that you will be notified from the SharePoint site when the document is ready for review. Then to review and approve the document you will need to log into the SharePoint site (link will be provided).

At this time, you should be able to simply click on the link and then sign in with the long form of your UPN account.

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RRU account.

MFA must be setup to access this service outside Canada (and in the future, inside Canada).

Additional troubleshooting tips can be found on the following page - Unable to log into Sharepoint

Additional Resources

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