FAQs

Email - We will be working with the university to transfer e-mail from @leeds.ac.uk to @luu.ac.uk, setup redirects for at least 6 months to ensure you can still be contacted via known email addresses.

Files / documents - Littlefish will support us to automatically transfer files from our Google workspace to new Teams and SharePoint repositories that we will set up. However, there will be some manual work that we will need to do with everyone since we will also be transferring away from the networked O:\ drives which which contain a lot of very outdated files.

Forms / Jamboards - We will not be able to automatically transfer forms so we will support teams with the setup of any data capture or transfer of other Google specific files such as the discontinued Jamboard.

Sharing links - Unfortunately, we don't foresee it will be possible to preserve file sharing links within LUU, with the university and with external organisations. However, this provides an opportunity to assess what documents need to be shared more widely in LUU and potentially locate in an area that everyone can access. In addition, this provides an opportunity for reassessment - the majority of reported potential data breaches at LUU have been in connection with a lack of control of document sharing so this gives us an opportunity to address how we secure our data and information.

File sharing - The approach is no different then working with external organisations in Google you can share files with colleagues at the university and also partners. As discussed on Why, this project is focused on creating an IT setup that is right for LUU and there are some positive changes we can make about file sharing - for example, the university does not allow files to be shared with external visitors within a team chat; this type of policy makes perfect sense when you're managing cybersecurity for 50,000 users using a policy-based approach but at our smaller scale, where it is possible to review IT usage manually, we may opt for a more open setup for the productivity benefits it brings.

Will we have access to the university address book? - As we will be in a separate Microsoft workspace, we will no longer be able to access the university address book. However, teams that need to look up student e-mail addresses can be given access to engage our membership platform which contains contact details for students (LUU membership is 80-85% of the student population). We don't envisage that it will be possible to have guest access to the address book.

Telephony switchover - We are aiming to provide an integrated approach to telephony where you can receive calls in Teams Voice set up on your laptop or on a mobile phone, and staff who have an external telephone extension/number, we will transfer this across.

What about switchboards? - Whilst many LUU staff no longer use the telephone handsets as we work in a hybrid way, we know that there are some teams, for example Help and Support, that still need a physical telephone and the ability to receive and transfer calls - we will ensure that this is preserved for the teams that need it.