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Table of Contents
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Your RRU Computer Account (must read!)

As staff or faculty, you have one Academic Account that you’ll use to access resources.

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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)

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)

  • RRU Library

  • If you need to reset your password

  • SurveyMonkey

Info

How will I know which username format to use?

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 use the long format (i.e. d1brown@royalroads.ca).

image-20240618-030429.png

All others use the short format (like d1brown) unless otherwise directed.

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titleClick for bonus Info: How did we come up with your username and email address.

  1. 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.)

  2. 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).

  3. 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 name 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 from your supervisor. If you cannot find a copy of this username or passphrase, please contact your account supervisor.

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titleClick for Bonus info: Why does RRU call it a passphrase? What is a Passphrase?

A passphrase is another word for a password however it encourages a sequence of words or other text rather then a single word to control access to a computer system, program or data. A passphrase is similar to a password in usage, but is generally longer for added security.  The passphrase at Royal Roads can also contain spaces, numbers and special characters.

Passphrase => Password

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

Royal Roads University has adopted Microsoft 365 MFA for Webmail, Remote Desktop (for staff only) and Office 365 (currently only for people outside Canada, but soon coming to all accounts). This means you will eventually need MFA to access any Microsoft resource as well as any resource that use Microsoft to authenticate like Avanti, Zoom and many others. In the near future MFA will also be required to log into Moodle.

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.

Setting up your RRU computer for the first time

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titleClick here if you received a new RRU computer

If you have been provided with an RRU computer, there can be some initial setup required. We recommend the follow steps in this order:

  • After you have logged in for the first time we recommend you wait about 4 minutes to allow the computer to configure the network and check for updates

  • After the 4 minutes has passed, we recommend that you first open Microsoft Word. It should prompt you to login. You need to use your UPN username. (You might get an error after setting up your Office account. Ignore this error)

  • Close Word, and open Outlook

  • It should connect and show your email. Please allow a couple of hours for everything to sync.

  • Now open Microsoft Teams and log in to Teams. (UPN again). On the confirmation screen, remove the check mark beside “manage this device” and click the link in the bottom right (“…only this device…”) and you should be logged in.

  • Now open Microsoft OneDrive and log in. (UPN again, see a pattern?). On the confirmation screen, remove the check mark beside “manage this device” and click the link in the bottom right (“…only this device…”) and you should be logged in.

  • OneDrive will sync your old desktop (if you had one) with your new desktop. Allow a couple of hours for all files to be sync’d. If you are a brand new staff/faculty, the sync should take less then a minute.

  • If you require additional links or software, please confer with your supervisor.

RRU resources are available on RRU laptops as long as their is an internet connection, regardless of their location.

Please note that these laptops reboot automatically every Wednesday to install updates and refresh resources.

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

Royal Roads University has adopted Microsoft 365 MFA for Webmail, Remote Desktop (for staff only) and Office 365 (currently only for people outside Canada, but soon coming to all accounts). This means you will eventually need MFA to access any Microsoft resource as well as any resource that use Microsoft to authenticate like Avanti, Zoom and many others. In the near future MFA will also be required to log into Moodle.

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.

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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”.

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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)

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Expand
titleClick for Bonus Info: Is your personal email address a Hotmail, Outlook, MSN or Live.ca address?

Some RRU email going to Hotmail, Outlook, MSN and Live.ca accounts, including RRU passphrase reset and academic account activation emails, are going directly into SPAM folders or not arriving at all for staff/faculty and students that are using Microsoft email accounts like Live.ca, Outlook.com and Hotmail.com among others. If you are concerned you are missing an email, please check your Junk Email folders. 

We also strongly suggest that you add “royalroads.ca ” domain to the Safe Sender's list in your account. 

Please see this page for instructions.

Additional information regarding email can be found on our /wiki/spaces/ITKNOW/pages/5834376 page.

Additional Resources

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titleLaunchpad: Orientation to RRU

Employee Orientation to RRU

This course will help orient you to the culture and philosophy of RRU and serve as a just-in-time resource that can be leveraged as an internal learning tool, interactive space, and place to provide feedback.

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titleOffice 365

Office 365

We offer you a copy of Office 365 that you can install on up to 5 computers. This license is subscription based and only works while you have an active account at RRU.

You will also use your long format of your Academic Account (d1brown@royalroads.ca) to access this account.

You can find information to set this up on your personal computer here - About Office 365 for RRU Staff, Faculty and Students

We also offer an online version of Office 365. You can access this online version of Office 365 at https://www.office.com/.

MFA must be setup to access this service outside Canada (and coming soon for inside Canada).

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titleAvanti Payroll System

Avanti Payroll System

Some accounts, like Avanti for pay information, can take a couple of days to setup.

Please make sure you are following this procedure to log into your Avanti account.

If you are feel you are logging in correctly but you are getting an error, then contact Payroll for a timeline on when your account will be accessible.

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titlePrinting on Campus

Printing on Campus

When on campus, you can print to any RRU printer from any RRU computer. You cannot print from a personal laptop.

To Print:

  • Log in to any RRU computer with your SAM account (i.e. d1brown) and password

  • A printer should be setup by default. (The printer name is the physical location of the printer). If you do not see a printer, you can install with /wiki/spaces/ITKNOW/pages/5837168. Or you can contact Computer Services at the phone number listed below

  • You have unlimited printing, however you will see the amount of printing during the fiscal year in the PaperCut print balance window. This is for informational purposes only. Costs for printing can be found here.

    image-20240703-174415.png
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titleCopying or Scan-to-email on Campus

Copying or Scan-to-email on Campus

To use the printer to Copy or Scan-To-Email, you must log into the Printer

  • On the LCD display on the copier, enter your staff ID number and your PIN

    • If you do not have a PIN, click on the button that says No PIN

    • You'll be asked to enter your PIN once and then again to confirm. Use something you'll remember easily and please do not use your bank PIN or anything else that valuable.

  • Now, you're set up. Click Log in to access the copier, scan or fax features.

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titleSpecialize Equipment

Specialized Equipment

RRU provides Laptops, laptop dock, monitor(s), keyboard and mouse as standard equipment to all Staff and Faculty.

Specialized equipment for ergonomic or health reasons can be arranged through the Human Resources department.

Additional web cameras or headphones can be purchased through the department’s consumable budget.

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titleRemote Desktop

Remote Desktop

Remote Desktop is a tool you can use to connect to RRU resources on a personal computer that would not normally be available to you. As with Webmail, you MUST first setup MFA, and then you can /wiki/spaces/ITKNOW/pages/5837595.

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titleWifi on Canpus

WiFi on Campus

RRU offers free wifi access on campus. Please see the following page for details on how to connect your mobile device or laptop to the RRU wifi.

You will also use your long format of your Academic Account (d1brown@royalroads.ca) to access this account.

WiFi at RRU

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titleOther accounts?

Other accounts

Working at RRU, it may be necessary for you to register for services that are outside of RRU or managed separately. In some cases, Computer Services will create the account and in other cases you will create accounts that are separate from your Academic Account. Some accounts, like Avanti for pay information, can take a couple of days to setup. if you are logging in correctly, then contact Payroll for a timeline on when your account will be accessible.

For a complete list of all possible logins and other accounts, including those mentioned above, please see /wiki/spaces/ITKNOW/pages/5840838.

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titleComputer Services Knowledge base

Computer Services Knowledge base

This site contains a lot of answers to questions you may have during your time ant RRU and provides a way for you to open a ticket for technical assistance. You can find this site at https://computerservices.royalroads.ca. You must login to see all the content and we recommend you log in now. You should only have to log in once.

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