IT Staff Services

IT Staff Services Catalogue

 AV Technologies in academic spaces

All technologies found in academic facilities, including (but not limited to) computers, access control, lecture broadcast- and capturing, sound, projectors/large format monitors, cameras, switching-, control- and building automation equipment, patch points, microphones etc., used to further Teaching and Learning or Research/Innovation strategies. After installation, these are supported by campus IT's.
 Computer Room Exam ID's

This service provides automatically generated user ID’s for non-recurrent use by students when taking official examinations or tests.
Lecturers should take the responsibility to create and distribute the IDs, as well as to download the data post-exam if required.
 DT-Comm: Skype for Business

Skype for Business is the new telephony service adopted by the NWU. Skype for Business is a complete UC telephony service, which includes more than just telephony.
Skype for Business is an App-based UC telephony service that no longer requires a physical telephone instrument on your table. Instead, it is an App installed on your computer, from where you will be able to make and receive phone calls as if they were on an ordinary telephone.
Physical telephones will only be provided when it is the last resort and will be supplied at a cost.
Users are encouraged to use the App with their current headsets and communication devices. The provisioning of headsets is the responsibility of each Department.
The App is also available for Android and Apple iOS.
 e-Conferencing systems

Used for connectivity in meetings that need to be attended from remote locations. Infrastructure is provided by IT-ES, but support is done from campus IT.
 eduroam

"eduroam (education roaming) is the secure, world-wide roaming access service developed for the international research and education community.

eduroam allows the user from participating institutions to obtain Internet connectivity when visiting other participating institutions by signing on with their institutions credentials." source: www.eduroam.org

Watch this video that explains how eduroam works.
 Email & Calendaring

Outlook is the official email service of the NWU.

This service enables the user to make use of the Outlook Email and Calendaring functionality.

Personalised:

  1. Email addresses are created as being NWUnumber@nwu.ac.za and can be personalised (follow infographic steps to learn more), to name.surname@nwu.ac.za Use these guides as a reference and if your last name has changed or has been spelled incorrectly.  To achieve this: Click here to go to the website
  2. Kindly be mindful that signing out of Teams and then signing back in is necessary for the modification to become active. Refer to the infographic for step-by-step instructions.
  3. Guests: Guest registrations cannot personalize their email addresses by default. They must be granted the same rights as staff by the service desk.

Note:  If you do this at home, a VPN connection is required.

 

 
 Guest Registrations (DIY)

The purpose of the Guest Registration App is to provide guests with access to IT services. Upon successful registration, the guest will be assigned a NWU number and network password and have access to the internet, eFundi and NWUWIFI. Additional IT services are also available and can be selected during the registration process.

Upon successful registration a guest will be assigned a NWU number and network password. This first password has a specific format; the guest can navigate to http://efundi.nwu.ac.za and click on the “Reset Passwords” link in order to view the format of the network password as well as change/reset their password in future.
 HPC (High Performance Computing)

This service provides the means to compute extensive parallelized mathematical computations on a large dataset.
 Internet

The Internet service enables the user to access the Internet from any network access point with a valid ip address on the default “web-based” network ports: 80 and 443.

FTP (File Transfer Protocol) is also allowed via the proxy.
 Intranet

The Intranet provides a space for staff collaboration.
 Lecturer Podiums

This service plays a crucial role in facilitating effective teaching and learning experiences with technology.
 Mobile Email & Calendaring

This service enables the user to access the official NWU Email and Calendaring service through a mobile device.
 Multiple Choice Card Readers

This service provides a multiple choice card reader for the capturing of assessment results that were done on multiple choice cards.

NB: The user is responsible to read in the cards themself.
 Network Cables

This service provides network cables.
 Network Point

This service provides a network point connected to the NWU network.
 Nextcloud

Nextcloud is an open source, NWU hosted cloud storage solution with file share and communication capabilities. It enables you to access and sync your files, as well as communicate and collaborate.

Nextcloud is NOT available for undergraduate students.

Please note that this service is not for
databases.
 NWU Templates for MS Office

This service provides access to the official NWU templates for:
 NWU Templates for Postgraduates

This service provides an MS Word Postgraduate and Proposal template for creating a Dissertation/Mini Dissertation or Proposal.
 NWU-Vending (VV)

This system manages the following services:

  • Point-of-sale (various service providers)
  • Stock management
  • Fund management
  • Mobile services
  • External Vending
 Open Port

This service allows a user to apply for an open port on the NWU Firewall.

Requests are approved or disapproved by the IT Director.

The NWU’s Firewall ensures that all internal network computers are protected by preventing any unnecessary and unauthorized network traffic to and from any internal computer connected to the NWU Network.

Central Firewall policies are maintained to grant access in exceptional cases.

The Internal Proxy Servers store or keep copies of the most requested or browsed pages or downloads and in doing so accelerates any consequential requests for the same information from the local storage.
 Password Management

During the registration period at NWU a default password is created for each staff member and student. Your primary password is either your ID number or passport number followed by @Nwu, e.g., 12345667890123@Nwu
For international students (including students from Namibia) this password consist of passport number followed by @Nwu, e.g., 123456789@Nwu

ATT: Staff & Students - this primary password will expire within two weeks. Therefore please change your default password before then.

For password holders that have already registered

Your password will be the same for all CAS systems (e.g., eFundi, e-mail, MS Office 365 suite.  This is NOT your Student Enagement Portal password (mysis-nwu.ac.za) that is used for registrations. To change your Student Engagement Portal password please visit Change Student Engagement Portal password

If you password expires (after 90 days), you will have to reset your password by clicking on change password, or if you have forgotten your password click on forgotten password.

 

 
 PC Lab Virtualisation (Citrix)

The strategic goal of Citrix Desktop Virtualisation (click for a quick overview) is twofold: firstly to provide convenient, anywhere, anytime access on almost any device to NWU staff and students,  and secondly to extend the life of physical PC labs by offloading demanding computing tasks to a central system that is more capable than the individual workstations

Citrix allows you to connect to a Virtual Desktop from almost any recent device with internet access. Students have access to an "All-purpose Lab Desktop" with mostly the same software as can be found in the physical PC labs, while Staff have access to a "Staff Desktop" which has access to network drives.
 Printing

This service provides secure printing on the NWU network printers.

Staff and Guests use the printers situated in their departments.

Students have access to printers situated in computer rooms and libraries on their campus.
 Remote Support Software AnyDesk

This is the standard NWU Remote connection program and can be loaded on any device regardless if private property or NWU owned.
 Staff Registrations

Staff members are automatically registered on the NWU network and provided with a NWU number once their record has been processed by People & Culture .

The NWU number is automatically deactivated 30 days after the resignation date as captured by People & Culture.

When staff log into the NWU network for the first time, their password is their RSA ID number or passport number.
 Staff: Data Storage & Recovery

NWU staff members are assigned the following storage options when registered as a user at the NWU: (Staff)

Platform

Description

Size

MS 365 OneDrive

Cloud storage

30 GB
MS 365 Outlook Active mailbox 10 GB
MS 365 Outlook  Online archive 99 GB

NextCloud

Private cloud storage (Research data)

50 GB

Google Workspace

Cloud storage

5 GB

Storage is only available while a user is an active staff member of the NWU.

The following conditions apply when using the NWU cloud environment:

  • In Outlook, the automatic archiving policy is applied to all mailboxes.  The automatic archiving policy is a process designed to help manage storage limitations by moving older email items to the Online or In-Place Archive. Here’s how this works:

    Any email older than 1 year will be automatically moved to the Online/In-place Archive mailbox. This reduces the load on your primary mailbox while ensuring the items are still accessible.

 

Please see storage guidelines on best practices for storing your data.
 Teams recordings

How to restrict access to recordings in Teams. The procedure will give you a step by step guide to secure your recordings.
 The Power Platform

The Microsoft Power platform was selected as the low code no code (LCNC) development platform for the NWU.

Every user has access and the ability to develop within the default environment linked to the NWU tenant, fostering collaborative Power Platform capabilities.

Please see the Power platform guidelines on best practices for storing your data.

The following development tools are allowed and do not depend on project type:

  • Canvas apps
  • Dataverse apps
  • Power Automate
  • Power Pages
  • Artificial Intelligence services
  • Power BI Dashboards

Due to potential cost implications, some types will only be allowed per request. Please see General guidelines point 1.6.

Power platform development applications are classified as:

  • Personal Development and Training application projects
  • Business Unit (Faculty/ Department) applications projects
  • Enterprise application projects

Every classification has a different set of rules and regulations, please refer to the General guidelines for more information.
 WiFi (Wireless Network for Mobile Computing)

This service provides mobile access to the NWU Network.

IT Staff Software Catalogue

 Antivirus Software

Microsoft's antivirus software provides protection of Windows workstations against virus attacks and malware intrusions.  Microsoft Defender is used for Windows 10 and Windows 11.
 Bulk SMS

Connect-Mobile is the new product that can be used for sending bulk sms's.
 Computer Room Software Licensing

This service provides support in terms of advice, licensing and implementation of software for the computer rooms.

Software is divided into two categories:

  • Licensed by ITC
  • Licensed by a specific department (other than ITC).
 Customer Relationship Management (CRM)

The Nexus CRM system is our new Customer Relationship Management system whereby we handle all new student applications, enquiries and communication with applicants.

The system was implemented in February 2024 and all enquiries regarding studying at NWU through various ways, are handled in the Nexus CRM. Our applicants for 2025 registration applied on this system through the Application portal for studies at NWU in 2025.

For staff to gain access to the system, an Access request must be completed whereafter the line manager will approve it and then the staff member will be granted the necessary access to the necessary domain the member will work in.

Staff members login to the system with their NWU login credentials that they use for Outlook etc.

Nexus CRM URL: https://crmclient-100997.campusnexus.cloud/TableView/Home.aspx

(You will first need access before you can access the system)
 eFundi

This service is a web-based eLearning, collaboration and research management system. It is designed to help lecturers and researchers create many different courses and project sites with varying levels of complexity.

eFundi offers a broad spectrum of features, including tools for:

  • administration,
  • assessments & assignments,
  • communication,
  • voting for your favourite lecturer (twice per year),
  • sharing resources and,
  • collaborative learning.

The Tools can be individually selected, added, or removed based on each site's specific requirements or needs.
 Institutional Advancement System (DEVMAN)

This system is used for the Institutional Advancement of the NWU.  The functionality includes:
•    Alumni Relations
•    Fundraising

 
 Integrated Work Management System (IWMS)

This service includes the following:
•    Facilities service and Maintenance    
     requests
•    Space and IT Asset Reservations
•    Move Requests
•    Space and Infrastructure requests
•    Space Management
•    OHS incident reporting, risk assessment
•    Lease Management
•    Residence and Office space occupation
•    Capital Project Management
 Kuali Financial System (KFS)

This service is the Financial system of the NWU and includes:

  • Accounts payable and receivable
  • Capital asset management
  • Chart of accounts
  • General ledger
  • Kuali identity management
  • Purchasing
  • Value added tax
  • Reporting.
 Matlab

Millions of engineers and scientists worldwide use MATLAB® to analyze and design the systems and products transforming our world.
MATLAB® combines a desktop environment tuned for iterative analysis and design processes with a programming language that expresses matrix and array mathematics directly. It includes the Live Editor for creating scripts that combine code, output, and formatted text in an executable notebook.

(Source:
https://www.mathworks.com/products/matlab.html)
 MS Teams

Microsoft Teams is a powerful collaboration tool available via Microsoft’s Office 365 suite. As part of the NWU’s path to Dx (Digital transformation), MS Teams is the currently supported collaboration tool. The application allows teams and groups to create a virtual space where they can collaborate. Although the collaboration opportunities are endless, at NWU, Microsoft Teams may only be used for operational or academic purposes. MS Teams is available to all current NWU staff and students. It is easy to use and convenient in this era of hybrid working, allowing you to work with others even while off-campus. One can collaborate on documents, send instant messages, and even hold online meetings or video conferences.
 Oracle HR

This system is used by Human Capital for the management of:

  • Employee biographical information
  • Appointments
  • Leave
  • Payroll
  • Position budgets
 Payment Portal
 QuestionPro for Staff

This service provides online surveys, mobile data collection, advanced analysis and data visualization.
 Site Administration System (SAS)
 Student information System (SIS)

The Student Information System is our new administration system to manage the life cycle of a student. The system was implemented in January 2025. The system replaces our previous Varsite Student System(VSS).

For staff to gain access to the system, an Access request must be completed whereafter the line manager will approve it and then the staff member will be granted the necessary access to the necessary domain the member will work in.

Staff members login to the system with their NWU login credentials that they use for Outlook etc.

 SIS URL: https://sisclientweb-100997.campusnexus.cloud/ (You will first need access before you can access the system)
 VPN (Virtual Private Network)

This service enables the user who is not on campus to work on the NWU network as if being on campus with access to all services (e.g. HPC; KFS, Service Request Manager, and Classifieds ).
 Web Publishing

This service provides web publishing support for information to be placed on the NWU Internet and Intranet.