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    You are here: start » misc » committee-onboarding

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    misc:committee-onboarding [2025/04/03 16:28] – rootmisc:committee-onboarding [2026/05/16 16:16] (current) – 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. [[https://canvas.bham.ac.uk/enroll/LWGCTK]]+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/MJ4DCJ]] 
     + 
     +===== Teams ===== 
     + 
     +We have a Teams chat (note chat, not a Teams team or a Teams channel, a chat) with all committee + our school contact. This should generally be the way to communicate with the school for admin things but email is also good. If handover has somehow gone so horrifically wrong that committee aren't sure who the school contact is, the student experience team can direct you - csstudentexperience@contacts.bham.ac.uk.
      
     ===== GitHub ===== ===== GitHub =====
    Line 14: Line 18:
      
     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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     If you want browser or device integration, then you can download one of the many [[https://bitwarden.com/download/|Bitwarden clients]]. If you want browser or device integration, then you can download one of the many [[https://bitwarden.com/download/|Bitwarden clients]].
      
    -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 enable 2FA. Our Vaultwarden is a public instance and is configured so anyone without 2FA enabled will not be able to access it.  
     + 
     +===== 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.  
     + 
     +When a committee handover takes place, the current committee member with access to the M365 account needs to login, remove all 2FA methods and then hand over the username and password to the new committee member. The new committee member will then be prompted to setup their own 2FA when they login for the first time.  
     + 
     +===== 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.  
     + 
     +===== Discord Dev Team =====
      
    -===== Guild webmail =====+[[applications:tex-bot:start|TeX Bot]] is owned by a Discord Developer Team. Anyone who wants to do discord bot related admin stuff will need to be added to this team. It's very rare that we ever actually need to make changes to the config on here, but it's mentioned here just because it's easy to forget about and if you do, reaching out to whoever still has access could prove challenging. 
      
    -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.1743694108.txt.gz · Last modified: (external edit)