List of IT systems at RUC
Here is a list of all the IT systems you will find available at RUC.
The IT department maintains a list of abbreviations frequently used at RUC. This can be found here plus via portalino.ruc.dk eller intra.ruc.dk.
Akira is the name of RUC’s shared file server. Students and employees have 500 MB disk space available on the server, and the data is backed up every night. You can up- and download in Akira. Remember that it is a good idea to organise your documents in folders.
You can access Akira from RUC or from hose using either the web archive NetStorage or SFTP. Both NetStorage and SFTP give you a secure connection where your username and password are transferred through an encrypted line. From home you must use VPN to get access.
Go to portalino.ruc.dk or intra.ruc.dk, select Akira File Service and then log in with your username and password again.
NB: The file service on Akira will be replaced by another file service system during the fall of 2013. The IT department’s website will be updated in that connection.
As a student or employee at RUC, you can download and install Sophos’ antivirus software for free. You will find the installation guide for the antivirus software under IT Security. It is important to follow the installation guide and to uninstall any earlier versions of antivirus software. Please note that this software may only be used on your own private computer. Antivirus software on RUC's computers must be installed by your local IT support.
BSCW stands for Basic Support for Cooperative Work and is a project management tool students and employees can use to collaborate online. It is ideal for the group and project work at RUC.
You can have private folders and share folders with your group members. Furthermore, each bachelor house has a shared folder, which is maintained by the study secretary.
Folders can include files such as documents, pictures and links. All members of a folder can download and read documents, and if they have the right level of access rights, they can edit the files and upload new versions. BSCW’s version control can help you keep track of different versions of the documents. Moreover, you can choose to have an email sent, if something is changed in a folder.
You can find BSCW on portalino.ruc.dk or intra.ruc.dk.
A more detailed guide is available here.
Business Cards
As an employee you can have business cards printed with the information you have listed in Find person. You can choose between Danish and English business cards and upload your picture. It usually only takes 1-2 working days from ordering your business cards to receiving them with internal mail. Find the business cards system under For employees at portalino.ruc.dk or intra.ruc.dk.
As a part of Webmail, all students and employees have access to a shared calendar. Switch from email to calendar in the bottom left corner.
Different access rights apply for students and employees. The students’ calendars are private, which means that others are unable to view their calendar without first getting permission. Employees' calendars are public for other employees, while students will first have to get specific permission.
You can give others permission to see your calendar by choosing Share at the top and then Share This Calendar. Write the name or email address of the person or persons you want to give access and click Send. When you send the permission, you have to decide how many details the person will be allowed to see.
You can invite everyone, no matter the level of rights, to a meeting, as long as you know the email address of the person in question. This includes people who are not from RUC. In the long term you will also be able to book meeting and group rooms all over campus.
You can access another person’s calendar by choosing Share and under this Add Calendar. Write the name of the person and click OK.
Guides to use of the calendar can be found here.
Change Employee Information (Directory)
You are responsible for keeping the information that appears in Find person up to date. You change the information by choosing Change Employee Information at portalino.ruc.dk or intra.ruc.dk. Note that the changes will not take effect until they are verified and entered in Helpdesk.
For video conferences and meetings, and possibly elearning, The Danish Research Network (Forskningsnettet) offers Adobe Connect. A link to Connect can be found on portalino.ruc.dk or intra.ruc.dk, and a guide to setting up the system on The Danish Research Network’s website, forskningsnettet.dk.
Course catalogue
Use kursus.ruc.dk to see which courses are offered by your department. Not all departments have entered their course descriptions in the system yet, but we expect everyone to do so very soon. First select the semester in the upper right corner, next select your subject. This will display a list of the subject’s courses for the given semester, how many ECTS it will trigger etc.
Dictionaries
RUC has its own dictionary with approved translations of department names, occupational titles, etc. The dictionary is used, among other things, for the English business cards. As a student or employee at RUC, you also have access to free use of ordbogen.com. Both dictionaries can be found at portalino.ruc.dk or intra.ruc.dk.
Are you a RUC student or staff who is going to visit another university?
You can use your RUC login to gain access to wireless networks in other institutions. On www.eduroam.dk you can see which Danish institutions offer this service. For institutions in the rest of Europe or in Australia, we recommend that you check the option directly with the individual institution. You can see an overview of the countries that participate here: www.eduroam.org. Read more about Eduroam here.
The IT department and Roskilde University Library provide a range of services in connection with the holding of seminars, courses, conferences, etc. Examples of this may be electronic registration with or without payment, logins for guests in the form of name badges with login information, handling of papers and reviews, or a conference website and an intranet for the event organisers.
Read more about the event service here.
FaktuRUC is used to create external invoices. These can be electronic, if the recipient has an EAN number, otherwise they can be in paper. Employees who need access to the system must contact Accounts in Finance, IT and Technical Services. When the access rights have been given, you can log in with your RUC-login.
With Find person, all employees, and the students who wish to be searchable, can be looked up online. Here you can find information such as name, email address, subject or department, house number, and sometimes web address and extension number. The house number is only maintained for students at the bachelor programmes, not for students at the master programmes.
Please note that you must enable your searchability yourself under Edit preferences, if you are a student. According to Danish law, RUC must nok make student names public without their explicit consent.
A special version of Find person is available for employees, where everyone can be looked up, including the students who have chosen not to be searchable. From this service, the study secretaries at the bachelor programmes maintain their students’ house numbers, among other things. This service can be accessed via portalino.ruc.dk or intra.ruc.dk For employees.
IndFak is RUC’s electronic invoice system. The system simplifies the complete work process from buying a product to invoicing and payment preparation. You need administrative functions with regard to approving payments and goods reception in order to access the system. This requires a special login, which Accounts in Finance, IT and Technical Services is in charge of.
iPass
iPass is a service that gives travelling employees access to the internet through a local line all over the world, cheap, easy and secure. iPass has a wide network of providers from all over the world, ensuring easy internet access for the individual user. iPass is able to offer cheaper phone costs due to the fact that their cooperation with various internet service providers all over the world enables them to obtain large-scale operation advantages.
Navision Stat
Navision Stat is the financial system used by the main part of the state institutions. The Navision Stat software is provided by the Danish Agency for Governmental Management, but RUC uses its own installation. Navision Stat exchanges data with Danske Bank and SLS.
OCS – Open Conference System
OCS serves as an online conference portal and can manage ‘calls for papers’, reviews and uploads of abstracts and papers. Handles registration with payment, emails and reminder options. OCS can be used in conjunction with services from event service. Contact ruconf(at)ruc.dk for more information.
OJS – Electronic Publishing
Roskilde University Library offers free access to electronic publishing of journals primarily associated with Roskilde University. We employ the widely used publishing platform OJS (Open Journal System). This is a program that allows you to quickly and easily publish online. The program also includes a wide range of tools that will facilitate the editorial work for many journals. Thus, all internal communication and document exchange, including the peer review part, can be coordinated through the program’s workflow. Contact ojs(at)ruc.dk for more information.
PeopleXS
PeopleXS is the university’s recruitment system used when hiring. The members of a committee are registered as users and will then get access to the system, so they can reach the applications. Team HR is in charge of creating the users. Guides for the system can be found on the website of Human Resources and Communication.
The wireless network at RUC is called Plug'n Study. To get online, open an internet browser and log in via Single Sign-on with your RUC login. You can access the wireless network in every building on campus and in some outdoor areas as well..
Read more about Plug'n Study here.
Portalino.ruc.dk is your shortcut to all relevant IT systems and contains links to important information regarding your studies or your employment at RUC. This includes e.g. your RUC email, course enrolment and student card renewal.
Portalino has been personalized for you according to the subject you are enrolled in or employed at. In the upper left corner you can see when your password needs to be changed next time. The page has tabs, groups and links. At first you will find only one tab, RUC Links. Employees also have a tab specifically For employees.
In the upper right corner you will find a menu where you can select your preferred language and change the color scheme. You can further personalize it by adding your own tabs, groups and links. When you add your own links, they will be marked with a pencil icon, which you can click to edit or delete them again. If you delete the only link in a group or tab, this group or tab will be deleted as well.
NB: Remember to quit your browser when you leave the computer. If you don’t, others can access your personal data. On a PC you need to close all browser windows. On a Mac you can press Cmd + Q.
RejsUd is RUC's system for paying travels and expenses. The process of reimbursing travel expenses happens via digital entries on a website. RejsUd requires a special login provided by Accounts in Finance, IT and Technical Services. Guides for the system can be found on the Website of Finance, IT and Technical Services.
RUCForsk can be used to find a scientist, a publication, a project, an activity, a research group or the like. All scientists report their publications here and they can publish their personal profile and pictures here too, hereby obtaining a homepage on RUCForsk.
RUCForsk also contains information on the researcher educations and the Graduate Schools at RUC. The address is forskning.ruc.dk. Login is not necessary, unless you as a researcher wish to report publications or publish your personal profile.
A complete guide can be found here.
RUDAR is a digital archive with preprints, students’ project reports, theses, conference papers, etc. You can search the system on rudar.ruc.dk.
Single Sign-on (SSO)
RUC’s Single Sign-on system is the login system that applies to most of the IT systems at RUC. Once you have logged in here with your RUC login, you have access to all systems, aside from a few expections such as RejsUd and IndFak.
STADS is the study administrative system used at RUC to support the administration of the students' exam activities.
As a student you use STADS Self-Service to register for courses and exams. You can also view and print your examination results. When you register for a course, you are automatically registered for the exam. If you do not want to take the examination after all, you can unregister before a deadline.
You can find a link to STADS Self-Service here, at portalino.ruc.dk or at intra.ruc.dk. Questions regarding the system can be sent to stads-selvbetjening@ruc.dk.
State Salary System (SLS)
SLS is the state salary payment system used to calculate, allocate and record salary to the vast majority of the state's employees. After every payroll processing, extracts are delivered to finance systems with information on salary consumption. Payment details are furthermore compiled related to various payroll creditors (e.g. pension funds, Labour Market Supplementary Pension and taxation at source).
As a student at RUC, you have to renew your student registration every year in the month of June. You do this online from portalino.ruc.dk or intra.ruc.dk, where you select Subject enrolment. You will be asked to renew your registration each time you log in to one of RUC’s IT systems, until you have renewed your registration.
Before semester start in February you must also declare in which subject you wish to be active in the coming semester, if you want to do an internship, go on exchange, are taking a leave of absence, or if you plan to end your studies at RUC.
A message from the Student Service Centre will appear in the newsletter, when it is time to renew your student card and register for an active study. Please note, that you also have to renew your student card if you wish to take a leave of absence, or if you have turned in your thesis but it has not yet been rated. In September the students who have not renewed their student cards will receive a written confirmation of their withdrawal. This, however, can be annulled.
Questions regarding the student card renewal or the subject activity registration can be sent to matriklen(at)ruc.dk.
You can use SurveyXact for evaluations and questionnaires with advantage. Everyone at RUC has access to the system from the portalino.ruc.dk or intra.ruc.dk.
Login to SurveyXact goes through WAYF where you must first select Roskilde University and then give WAYF your consent. Once you are logged in, you can create new surveys, your own templates or sub-organizations.
A guide on how to design and distribute your questionnaire can be found here. There is also help to be found in the user guide for SurveyXact. There is a link to this at the bottom of every page in SurveyXact. If you cannot find an answer to your question there, you can send an email to helpdesk(at)ruc.dk. You can also contact us if you need a short introduction.
Timesheet is RUC’s proprietary system for recording of hours for hourly paid employees. Everyone with a RUC login has access to the system. Employees fill in their hours in the system and send it for approval by the immediate manager, after which it is processed by Team Salaries and Personnel for the payment of wages. Timesheet can be found at portalino.ruc.dk or intra.ruc.dk.
RUC has signed an agreement with Carlson Wagonlit Travel (CWT). In order to use the Travel Portal and book travels and hotels etc., a EuroCard from SEB Card must have been made out for the employee who is going on business travel. Read more about the issuance of credit cards on the website of Finance, IT and Technical Services.
User Database (RND)
All employees and students are registered in one user database, RND. Students are added automatically through the Registration Office with their name and subject, and an email address will be created for them. Employees are added manually by Helpdesk.
You can establish a secure internet connection using RUC’s VPN system. VPN stands for Virtual Private Network. All you need to do is select Plug’n Study Anyconnect (VPN) on portalino.ruc.dk or intra.ruc.dk. The program is then downloaded and installed automatically, and you are asked to log in.
You should use VPN, if you want to be able to search all of the library’s external databases from the wireless network or from home. This is also the case if you are an employee who needs to access certain administrative systems. When you use VPN, you get a secure connection to RUC’s network, where the data will be transferred in an encrypted format. You will get a RUC IP number, when the connection is established.
Read more about VPN here.
WAYF
WAYF is a Single Sign-on system that makes it possible to use one single login to access a number of services. WAYF creates connections between web-services and the login systems at the connected institutions. WAYF stands for Where Are You From. You have to answer this question when you log in to a web-based service that uses WAYF-login. RUC has several services using WAYF-login, e.g. ordbogen.com, Connect and SurveyXact.
It is important that you read your RUC email. A lot of the communication between supervisors, students and the university’s administration takes place by means of email. All students have 500 MB available, and this quota can be raised if they contact helpdesk@ruc.dk. Employees have unlimited space.
You can read your email via Webmail, to which you will also find a link on Your page at intra.ruc.dk and at portalino.ruc.dk. You can also set up Outlook or Mail for MacOSX for your RUC email. Choose Setting up your email on the IT department’s website to see how to set up the different programs.
Another option is to forward your RUC email to an external address, e.g. a gmail-address. In that connection you should note that you yourself are responsible for making sure that the forwarding works. To forward your email, create an inbox rule in your Webmail, as described in the guide on the website.
The first time you log in to Webmail, you have to choose your preferred language. If you later wish to change this, choose See all options under Options in the top right corner, then Settings and Regional.
If needed, it is also possible to set up an auto reply and a standard signature.
Guides to Webmail can be found here.