Student Success Technology Services

Shared Directory Access Instructions

Overview:

Student Success Technology Services and LAN Support Services (LSS) have the ability to create shared directories in which confidential data may be securely shared between various individuals. The KU Privacy Office has stated that email is not a secure medium for this activity. Therefore, sending confidential data such as student name, KUID, and/or Social Security Number via email is prohibited. In order to ensure the security of student data, shared directories should replace any insecure method of transfer of confidential data.

There are three methods for accessing shared directories: S: Drive, UNC Path and Virtual Office. Shared directories are designed for sharing between individuals; they are not intended for long-term storage of data. Please use your designated network drive for long-term storage of data.

Note: Do not use your desktop or C: drive for saving files with confidential data. Desktops and C: drives are not secure, and confidential data housed on these drives may be compromised.

Instructions on how to access shared directories

S: Drive (for projects that only include individuals in Student Success)
UNC Path (for projects that include individuals in and out of Student Success)
Virtual Office (for projects that include individuals in and out of Student Success)

Access Shared Directory – S: Drive

The following instructions are only for shared directories between individuals in Student Success.
  1. Double click on the My Computer icon on your desktop.
  2. Double click on the S: Drive in the My Computer window picture of S: drive
  3. Within the S: drive you will see the directory that you have been granted access to. Please note, if you have access to other shared directories, they will all appear here. accessible shares

Access Shared Directory – UNC Path

The following instructions are only for INTERSHARE directories between individuals in Student Success and outside Student Success.
  1. Click the link following to folder: \\ishare\data6\INTERSHARE
    Note: This link only works in Internet Explorer. If the link does not work, do the following:
    • Highlight and copy link
    • Double click on the My Computer icon on your desktop
    • Paste the link into the address bar, and hit enter
    If your folder does not appear, go to Virtual Office Instructions.
  2. Create shortcut desktop
    • Left click and hold the mouse button down on the folder icon in the Address bar creating a shortcut
    • While holding down the mouse button, drag the folder to your desktop
    • Release the mouse button completed shortcut
    You will now have the Intershare shortcut on your desktop.
  3. How to move data into the shared directory
    • Save your completed file on your designated network drive
    • Open your network drive
    • Highlight the file you want to drop to the shared folder
    • Using the mouse, right click and select copy copying a file
    • Go to your desktop and double-click the shortcut to your shared folder
    • Double-click the folder you want to drop the file into
    • Right click and select paste pasting a file
    • Notify all users who have access to your Shared Directory that a new file has been placed into the [insert folder name] folder.

Access Shared Directory – Virtual Office

The following instructions are only for INTERSHARE directories between individuals in Student Success and outside Student Success.
  1. Call LSS at (785) 864-0400 for your temporary password. Your username will be your KU Online ID.
  2. Using an Internet browser navigate to https://imanprd.lss.ku.edu/vo/
    • You may receive a security alert regarding the security certificate. Choose Yes to proceed.
    • You will then be directed to the authentication screen. Enter your username and use your current password. virtual office login
    • This will grant you access to the Virtual Office home page. virtual office homepage
  3. Changing your password:
    • Note: Users will only need to perform the password change once, not each time they log in.
    • Select the link Change Password, or select the padlock icon from the top of the page.
    • Type in temporary password or old password as your Old password, then type and confirm new, unique password. Password hints are optional
    • Select Submit. Virtual Office will return to the home page. changed password
  4. Dropping data into shared folder
    • On the Virtual Office homepage, click Netstorage
    • On the left pane, click the Intershare drive netstorage
    • Click the folder you want to drop the file into
    • Click File and select Upload. A browser dialog box will appear browser upload upload file Take note of the Overwrite existing files box. Please do not check this when uploading files unless you are certain that you want to replace a file.
    • Click Browse and navigate to your designated network drive and select the file you want to upload.
    • Click Upload.
    • Notify all users who have access to your Shared Directory that a new file has been placed into the [insert folder name] folder.
  5. Retrieving data from shared folder
    1. On the Virtual Office homepage (first image in Step 4), click Netstorage
    2. On the left pane, click the Intershare drive
    3. Click the folder you want to retrieve the file from
    4. Click the checkbox next to the file you want to retrieve
    5. Click File and select Download. A Windows dialog box will appear file download You may receive an error message and a dialog box when you try to download the file security warning

      Click the security message above then click the Information Bar

      Note: You may receive an Information Bar dialog box. Click OK if you see it.

      Click Download File. You will need to repeat steps 5.2-5.5 again download
    6. Click Save. A browser window will appear. saving
    7. Navigate to the designated network drive you want to save the file to.
      Do not save confidential data to your desktop or C: drive.
    8. Click Save.
  6. Subsequent logins to Virtual Office:
    • Subsequent logins to Virtual Office may render a pop-up window about your Secret Store being currently locked. Choose delete the store altogether.

Please call our office if you have any trouble and one of our technicians will walk you through the process over the phone, (785) 864-4258.