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    You are here: start » misc » committee-onboarding

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    misc:committee-onboarding [2025/03/30 16:45] – rootmisc:committee-onboarding [2026/03/22 15:53] (current) – [Guild Emails] root
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     Welcome! If you're reading this you're either joining the CSS committee, or you're nosey. This document is to help you get set up with all the different services we have, and to hopefully ease the burden during handover. Welcome! If you're reading this you're either joining the CSS committee, or you're nosey. This document is to help you get set up with all the different services we have, and to hopefully ease the burden during handover.
      
    -The first step you need to do is to do your committee training, and importantly the GDPR training. Without it, you can't be added to any of our internal services. FIXME add link+The first step you need to do is to do your committee training, and importantly the GDPR training. Without it, you can't be added to any of our internal services. [[https://canvas.bham.ac.uk/enroll/LWGCTK]]
      
     ===== GitHub ===== ===== GitHub =====
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     You'll want to make yourself familiar with what's in the Drive as there is a lot! You'll want to make yourself familiar with what's in the Drive as there is a lot!
     +
     +===== Google Calendar =====
     +
     +In addition to the Drive, you'll also be given access to three different calendars within CSS - one is the main event calendar that is visible to everyone, but you'll be able to alter the dates and times on it now. The other two are the internal and deadlines calendars, which will only be visible to you, but are immensely useful for tracking when things are taking place. The internal calendar can be used for tracking university holidays, provisioned event dates and important EDI event dates, whilst the deadlines calendar can be used for publicity deadlines, grant deadlines or anything else with a strict timeline.
     +
     +If you don't often use calendar apps and aren't sure you'll be able to reliably check it, Google Calendar (and other calendar apps) can have a widget set up on your phone so that when you open your phone screen, you'll be able to see the calendar at a glance.
      
     ===== Vaultwarden ===== ===== Vaultwarden =====
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     It probably doesn't need to be said, but please choose a strong password and/or enable 2FA. Our Vaultwarden is a public instance. It probably doesn't need to be said, but please choose a strong password and/or enable 2FA. Our Vaultwarden is a public instance.
      
    -===== Guild webmail =====+===== Guild Emails ===== 
     + 
     +Previously, we had a single login for a shared mailbox, which was only accessible via an online portal. CSS has now been migrated to M365, meaning each individual committee member gets their own M365 account, email address and inbox, which is then subsequently given access to a shared mailbox. All emails should still be sent through the shared mailbox for consistency.  
     + 
     +There is currently an issue where if an email is sent from either Outlook for Windows or Outlook Web, despite sending the email from the shared email, the item will be placed in the individual users' "Sent" folder, rather than the sent folder on the shared inbox. This is a known "feature" of M365 and can be fixed in configuration by the Guild, which we are still waiting for them to do. Committee members are recommended to copy //all// emails from their sent folder to the sent folder on the shared inbox, but this is especially important for important or urgent emails so all of committee can monitor and respond if needed.  
     + 
     +===== Guild Admin ===== 
     + 
     +The guild uses a provider called MSL to handle back-end for essentially all guild systems - including societies. Once you are recognised as a committee member (that is to say, when you've completed the guild canvas training and the guild have granted you access) you'll be given access to the admin panel for the society. To access this, a "Admin" button will appear in the top left of the guild website when you're logged in. Unfortunately this does not show on mobile, so the only way to access this on mobile or a small device is by going direct to the following url: 
     +[[https://guildofstudents.com/organisation/admin]] 
     + 
     +MSL also have a basic set of help pages that detail the different functions you will have access to - this can be found here: 
     +[[https://knowledge.ukmsl.com/kb/organisations/support/]] 
     + 
     +A large number of the widgets listed on the MSL support pages are not actually accessible to us - for the simple reason that the guild doesn't feel like it. I (Matty) have been bothering them about this for years and nothing has changed, so take that as you will. 
      
    -One thing you should bookmark is the [[https://webmail.guild.bham.ac.uk/|Guild webmail]]. This is a shared inbox for all committee members, and is the primary method of contacting the Guild and our co-ordinator. There is one shared set of credentials for this, and it is stored Vaultwarden. 
      
     ===== Infra setup (optional) ===== ===== Infra setup (optional) =====
      
     Finally, if you're quite technical and are happy to do the sysadmin-y stuff, then ask to have your SSH key added to our server(s). We have a lot of self-hosted applications which will need maintaining, so the rest of this wiki will be of greater importance to you as it contains (hopefully) up to date documentation on what is where. You'll also become responsible for making sure that stuff doesn't fall over, and that this wiki is kept up to date. Good luck! Finally, if you're quite technical and are happy to do the sysadmin-y stuff, then ask to have your SSH key added to our server(s). We have a lot of self-hosted applications which will need maintaining, so the rest of this wiki will be of greater importance to you as it contains (hopefully) up to date documentation on what is where. You'll also become responsible for making sure that stuff doesn't fall over, and that this wiki is kept up to date. Good luck!
    misc/committee-onboarding.1743349550.txt.gz · Last modified: (external edit)