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Guidelines for New Trainee Collaborators inLab FIB (UPC BarcelonaTech) Last update February 2016
Guidelines for New Trainee
Collaborators
inLab FIB (UPC BarcelonaTech)
Last update
February 2016
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Contents 1. Introduction ...........................................................................................................................4
2. What is inLab FIB? ..................................................................................................................4
Organisational structure.............................................................................................................5
Where is inLab FIB? ....................................................................................................................5
Security at inLab FIB ...................................................................................................................5
Confidentiality ...........................................................................................................................6
inLab website .............................................................................................................................6
3. inLab FIB rules ........................................................................................................................7
What to do in an emergency ......................................................................................................7
4. Terms of collaboration ...........................................................................................................7
Working hours ...........................................................................................................................8
Days off ......................................................................................................................................8
If you can’t come to work ...........................................................................................................8
Exams ....................................................................................................................................8
Sickness .................................................................................................................................9
Key competencies ......................................................................................................................9
Expressing views on forums .......................................................................................................9
Length of the collaboration ...................................................................................................... 10
5. Basic resources..................................................................................................................... 10
Username and password .......................................................................................................... 11
Drives....................................................................................................................................... 12
Email ........................................................................................................................................ 13
inLab FIB intranet ..................................................................................................................... 13
TalentSI .................................................................................................................................... 14
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Distribution lists ....................................................................................................................... 14
Lotus Notes .............................................................................................................................. 15
Printers .................................................................................................................................... 15
Office supplies ......................................................................................................................... 15
UNAID ...................................................................................................................................... 16
How to open a ticket through FIB Support ............................................................................ 16
Phone numbers ........................................................................................................................ 16
B5 ........................................................................................................................................ 17
B6 ........................................................................................................................................ 17
6. Social activities ..................................................................................................................... 19
Utility room.............................................................................................................................. 19
A bite to eat ............................................................................................................................. 19
Christmas and summer dinners ................................................................................................ 19
Football league ........................................................................................................................ 20
inLab FIB farewell ..................................................................................................................... 20
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1. Introduction
Welcome! You’ve just joined inLab FIB, but do you know what it is? Do you know what you'll find
there? Don’t worry: we’re going to tell you what it’s all about. These guidelines are intended to
answer your questions. By the time you finish reading them, you should know what inLab is, the
rules you need to bear in mind, the terms of your grant, what resources are available to you, and
what social activities you can get involved in.
2. What is inLab FIB?
inLab FIB (http://inlab.fib.upc.edu) is the innovation and research laboratory of the Barcelona
School of Informatics at the Universitat Politècnica de Catalunya · BarcelonaTech (UPC). It includes
faculty from various UPC departments and has its own technical staff to offer solutions in different
areas.
Formerly known as the LCFIB, the laboratory has over three decades’ experience developing
applications and services based on the latest information technology, collaborating on research and
innovation projects, and creating tailored solutions for public and private organisations and
institutions.
With a staff of around 70 (faculty, technical staff and students), inLab FIB is located on the Barcelona
Knowledge Campus (BKC), which is recognised as an International Campus of Excellence.
Our mission is:
• to carry out multidisciplinary RDI projects and transfer knowledge to society;
• to offer a professional environment that focuses on training and on developing our students’ talent through our Talent Programme; and
• to offer a laboratory that specialises in teaching informatics engineering.
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Organisational structure The director of inLab FIB is Josep Casanovas and the head of services (technical director) is Rosa
María Martín. The rest of inLab FIB’s staff (administrative and service staff and trainee
collaborators) is organised into the following working areas:
• Administration and secretary’s office (head: Susana Francisco)
• ASAC: Systems and Communication Networks Area (head: Antonia Gómez) o Systems and Communications Service o Maintenance Service o Teaching Support and Informatics Laboratories Service
• ASIG: Information Systems and Management Area (head: Albert Obiols) o Information Services o Academic and Administrative Management Services o Organisational Management Services and UNAID (Help and Documentation
Unit)
• ADEPT: Technological Project Development Area (head: Marta Cuatrecasas) o Internal projects o External projects
Where is inLab FIB? inLab FIB facilities are distributed in several buildings:
• The director’s office and the secretary’s office, most of the components of the ASAC and ASIG areas, and UNAID are located in building B6 on basement levels 1 and 2.
• The ADEPT area can be found at B5-S102.
• Operational services that are part of the ASAC area are located in classroom buildings A5 and C6.
Security at inLab FIB A UPC card is required to enter any rooms used by inLab FIB. All doors are equipped with card
readers. After passing through a door (especially on the way out), it’s important that you make sure
it’s properly closed.
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UPC cards are personal and non-transferable. If your card is lost or stolen, inform your tutor as soon
as possible.
Confidentiality Recently you will have signed two documents (and if not, you will be asked to shortly). In these
documents you undertake to maintain the confidentiality of any data you have access to, not to
disclose such data, and not to transfer it to any third party. It is important that you keep this in mind
in order to ensure that you comply with the law on data protection and the confidentiality
agreements that apply to any professional activity, particularly when working with institutions or
companies that have commissioned us to carry out a specific project.
inLab website
Home page of the inLab FIB website
At the inLab website (http://inlab.fib.upc.edu )
you’ll find lots of information about the
laboratory (teaching laboratory, projects
involving companies and the talent project,
areas of expertise, training courses, and so on).
The website also includes a section where you
can see all the people who make up the inLab
team (including you), with a photo and a brief
CV for each individual. It’s your responsibility
to keep your CV up to date in the different
languages used on the website (if you wish to).
Bear in mind that this isn’t a full CV, just a few
lines of text that describe your main skills and
areas of expertise.
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3. inLab FIB rules
inLab FIB puts a series of resources at your disposal to facilitate your work. The use of these
resources is governed by the following rules:
1. Computers may only be used for tasks related to your inLab FIB collaboration grant. If you occasionally want to use one of the computers for a personal matter (for example, to work on a practical), check with your tutor first to see if it’s okay.
2. When you finish for the day, turn off your computer and screen. Computers must not be left on at night. If you think there’s a good reason to leave a computer on, you must notify UNAID and open a ticket through the FIB Support application (http://suport.fib.upc.edu). On the ticket, you’ll need to provide your username, identify your computer, and indicate the day you want to leave your computer on and why this is necessary.
3. The computers are a working tool that you must keep in perfect working order. Accordingly, we ask that you install only programs that are necessary for the project you’re working on.
4. The IP configuration of the computers is obtained automatically via DHCP: unauthorised manual changes are not permitted. Also, each outlet has an individual configuration related to the computer that is connected to it. It is therefore prohibited to connect other computers (such as laptops) without getting prior authorisation.
What to do in an emergency In the event of an emergency in the building where you’re working (fire, explosion, bomb threat,
gas leak, etc.), take the following steps:
1. Exit the building in an orderly manner by following the signed exit routes for your work area.
2. Proceed to the assembly point (in front of B6 and in front of B5).
3. At the assembly point, the emergency coordinator will do a headcount of staff.
4. Stay at the assembly point until you are told what to do.
4. Terms of collaboration
In this section we provide information on your rights and duties as a trainee collaborator with
respect to working hours, paid days off and exams.
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Working hours Holders of collaboration grants are required to work 20 hours a week (4 hours a day). Work hours
are agreed with your supervisor at the start of the grant period and will reflect the needs of the
project/service you’re assigned to and your class timetable. Punctuality is essential. You should
inform your tutor if you’re going to arrive late.
Unless otherwise stated, preferred working hours are Monday to Friday from 10.00 a.m. to 2.00
p.m.
One of the objectives for your stay at inLab FIB is to foster teamwork and the exchange of ideas
between members of the laboratory. For this reason, we encourage you to take a morning break of
up to 20 minutes and spend this time with your colleagues.
Days off Paid days off for trainee collaborators (bridging days and summer, Christmas and Easter holidays)
will vary depending on the rules that apply at inLab at the time. Internal inLab rules may be
overridden by special guidelines issued by the University’s legal bodies.
Paid days off will always be subject to the schedule for the project/service you’re working on and
may not be switched for other days – with the exception of established shifts or the month of
August – unless you’re required to work on designated “non-working days”. For example, you
cannot take your Christmas holidays in February unless you’re required to work during the
Christmas holidays because of the needs of the project/service you’re assigned to.
When a paid holiday or a period of paid time off is approaching, you’ll receive an email from inLab
indicating the days and, if applicable, where you need to sign up.
If you can’t come to work If you’re unable to come to work, notify your tutor as soon as possible.
Exams If you can’t come to work because you have an exam during your regular working hours, you won’t
have to make up the hours missed. If the exam does not fall within your regular working hours but
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you need time to study, you can make up the hours another day, provided your tutor has approved
the arrangement.
Sickness If you can’t come because you’re sick, you won’t have to make up the hours missed, but you must
provide a medical certificate. If you have a medical appointment, talk to your tutor and arrange to
make up the hours another day.
Key competencies One of the aims of the grant programme is to help you develop some of the technical and cross-
disciplinary competencies (teamwork, autonomy, oral and written communication, etc.) that you’ll
need later on in your career.
We encourage you to participate in events organised by inLab (Project Fair, presentations, etc.),
which showcase all the activities we’re involved in and provide an opportunity to learn more about
the laboratory’s objectives and projects. In addition to serving as an exercise in transparency, these
events are a way to share the interests and projects of people working at inLab.
Within this technical and cross-disciplinary formation will, inLab tries to organize formation
seminars once a month. These are usually on Wednesdays from 12 to 2pm. You’ll get the calls via
email.
Expressing views on forums inLab FIB does not officially comment on or discuss any views expressed on forums. Therefore, as
a trainee collaborator at inLab FIB, neither should you give your view, discuss or comment on any
opinions expressed on forums where inLab FIB is mentioned.
Likewise, our association with the UPC requires that we conduct ourselves in a civil and ethical
manner and show due respect for people and other institutions.
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Length of the collaboration Your collaboration grant will be renewed, if applicable, every six months, and the maximum stay at
inLab is 24 months. If you wish to leave before the end of your grant period, you must give us 15
days’ written notice.
5. Basic resources
All inLab FIB computers use the Windows 7 operating system. The basic Windows 7 image
installed on the computers includes most commonly used programs, including Office, OpenOffice,
SSH, Internet Explorer, Firefox and Thunderbird, among others.
Each user is registered only on his assigned computer, this is why he can only access that
computer and the shared computers (e.g. the computer in the Common Room). If he changes
workspaces during his stay at inLab, his permissions will need to be readjusted in order for him to
be able to work in another computer, and he’ll have to ask his superior for it.
The users are registered with minimum permissions to avoid the problems that come with the
daily use of privileges (e.g. surfing the Internet with these permissions can lead to the download
and installation of malware without anyone noticing).
If you need some software to work, you should check if there already exists a virtual application
(the “capes” (“layers”)) in G:\WIN81\Capas. If it does exist, you’ll only need to execute the
installation script to get it. There’s also some software that’s installed via a non-attended
installation, its installers can be found at G:\WIN81\Setups.
If this software is not enough and you need to install another one, you have to take care of the
following recommendations:
- Download the software from the official website and not from websites like Softonic or
similar.
- Always try to download the portable version if it exists, then you won’t need special
permissions to use it. Most of the time you’ll find that the own manufacturer has created
it, if this is not the case, you can use the ones created by the community at
portableapps.com.
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- If the portable version doesn’t exist and you have to use an installer, place it at the
directory D:\SOFT\Instaladores or similar to avoid having permission problems.
- To be able to install a program that needs privileges, your superior has to ask for you to
get these permissions (the famous “MakeMeAdmin”). Once you’ve been assigned those
and your computer has recognised them (you might need to reboot a couple of times), an
icon will appear at your desktop, with the legend “Password soft_COMPUTER”. If you click
on this icon, the password for the user TOLKIEN/soft-COMPUTER will be copied to the
clipboard and you can use it when the installer prompts for a user with privileges.
Finally, if you need to boot/shutdown your computer remotely, you have at your disposal the
application Tesla (https://tesla.fib.upc.edu). From there you can program your computer to boot
or shutdown at a certain time or to stay on if you need to execute a project.
However, if what you want is to be able to connect via remote desktop, you’ll need to have your
superior ask for you to have the necessary permissions to access your computer.
Username and password inLab FIB will assign you a username (whenever possible, the same one you already use to access
the Racó). This user ID will allow you to access your assigned computer, your inLab FIB email
account and the Lotus Notes program (under explicit request, if necessary for the project in which
you work).
Your username will come with an initial password that you’ll have to change. When you do, bear in
mind the following password policy:
• Your password must have at least eight characters. • It must have at least one lowercase letter, one uppercase letter, and one numeric character. • It cannot contain any part of your username.
Bear in mind that your username will be used in the following three applications (each with its own
authentication):
• AD (Active Directory): access to your computer. The temporary password will be given to you by your tutor. Password changing Cont+Alt+Supr and choose the “Cambiar Contraseña” option.
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• Notes: access to Lotus Notes. The temporary password is your ID with the letter in lowercase. Password changing Inside Notes, File->Security->User Security.
• Email and UPC’s intranets: to login your email, the Racó and the UPC’s intranets. You already know it: your UPC password. Password changing login the Racó and click the “Canviar password” option next to your picture.
Drives All inLab FIB PCs have the same drives:
There are two local drives on each computer, C: and D:, that are NOT backed up, and which are visible only on your computer. • C: (SYSTEM): You must not save anything on this drive. If your computer breaks down,
everything on this drive will be lost when the Windows system image is restored.
• D: (DATA): All computers shared by more than one user have this drive, which is useful to exchange files without using network resources. Drive D: has four top-level directories:
o Equips [teams]: This is where you can store any information you want to share with other users of the same computer.
o Soft: Any software you need to install other than the basic pre-installed programs must be installed in this folder.
o Temp: Temporary directory. o Usuaris [users]: This folder contains a directory with the username of each person
assigned to the computer. This is a folder with restricted rights, where only you can enter. You can use it to save any personal information that doesn’t need to be backed up.
Network drives: • F: This is your personal drive (by default “My Documents” is redirected to this drive). We
recommend that you use this drive to save any important information related to the project/service you’re working on. This drive is backed up regularly.
• G: On this drive you’ll find non-basic software that you may need depending on the project/service you’re working on.
• Q: On this drive you can save any information that needs to be shared with colleagues working on the same project/service as you.
• S: This drive is a scratch space where anyone can write and make deletions. It’s not backed up and is erased periodically. You can use it to exchange large files with your colleagues, but don’t save anything important on this drive, because it could be lost. Neither should you use it to save confidential or classified information.
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Email Your UPC email address will be [email protected], but to maintain your FIB’s identity, an alias has
been created for you whith which you can write and send mails: [email protected].
Thunderbird is the mail management tool used at inLab, therefore you’ll find it configured. Though,
an alias has been created anyways for you to send and receive emails preserving your FIB’s identity:
You can access your email account from outside the laboratory via correu.upc.edu. Once inside, log
in with your UPC username and email password.
inLab FIB intranet From the inLab website you can access the laboratory’s intranet, where you’ll find a wide range of
resources you may find useful.
To access the intranet, simply click on “Log in” at the bottom of the web page and log in with your
FIB credentials.
You can view and edit your profile and public CV via the intranet.
By default new members are assigned a general laboratory phone number and this is the number
shown on the contact web page. When you edit your profile data, you should enter the number for
the phone closest to the area where you work.
A prominent feature of the intranet is the section where you can add articles to the inLab FIB blog.
Each month one laboratory area is responsible for making a new entry. However, as an inLab
member you can participate by writing articles at any time on subjects related to the laboratory,
projects you’re involved in, or technologies you’re using. Entries of this kind will be published under
your name.
On the intranet you’ll also find the sections “Tools and resources” and “Documents”, with links to
many of the tools you’ll probably use on a lot of the projects you’re involved in, and access to
various documents produced by the laboratory. You can also check out inLab’s monthly newsletter,
which features news highlights, as well as photo albums and videos of events inLab takes part in.
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Finally, you can also contribute to the blog by letting us know about any significant news you think
is worth posting on the website. If you spot an interesting item, email us at [email protected].
TalentSI TalentSI is an internal management tool to administer the Talent program, of which you form part.
On this platform (talentsi.fib.upc.edu) you’ll be able to look up your personal information, the
document of the aid you receive and all the documents necessary for the collaboration agreement
(enrolment document, UPC card, ID or passport, etc.).
When any of your personal information changes (for example when you enrol for the new
semester), you’ll need to update it on TalentSI.
If any of your documents expires (for example your Passport or ID), you’ll be notified and you’ll
have to change it for the valid one.
To access it, you’ll have to do so with your UPC user and password. This application is not accessible
from outside the UPC network for security reasons. If you have any trouble signing in, uploading
documents or any doubts, you can send an e-mail to: [email protected]
Besides managing documents, this tool also manages the selection process of collaborators, the
aids the students receive, the monitoring of your progress in achieving the competencies that your
tutor assesses you on, the courses/seminars you assist, the Talent program accreditation for all of
you who spend two or more years in the program, etc.
Distribution lists As an inLab FIB grantholder, you’ll be included on several distribution lists:
• inLab-tots ([email protected]): everyone who works at inLab FIB • inLab-nois ([email protected]): all the guys who work at inLab FIB • inLab-noies ([email protected]): all the girls who work at inLab FIB • inLab-b5 ([email protected]): everyone who works in building B5 • inLab-becaris: all inLab grantholders
You can consult all the distribution lists at the inLab website. Just log in and access the intranet, where you’ll find a link to the mailing lists on the left side menu. You can consult the various distribution lists that exist and see who’s on each one.
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Apart from these “official” lists, various lists related to inLab FIB social activities are also created, including lists for betting pools, football leagues and recreational activities.
Lotus Notes Lotus Notes is the tool used to access inLab FIB’s document databases on the Aluris and Aluron
servers. Your username to access Lotus Notes is the same one you use to access the Racó.
To add a database in your workspace, use the following procedure:
1. Go to the menu bar: File -> Database -> Open.
2. A window will open. On the drop-down menu, select Aluris/FIB/UPC and then navigate through the folders until you find the database you’re interested in.
3. The database will be opened and a direct link to it will appear in your workspace.
Databases are organised internally by category, and you’ll find documents within each category.
When you create a new document, you can associate it with several categories simultaneously.
Your tutor will tell you what other document or task databases you need to have open according
to the projects/service you’re working on.
Printers Two printers are configured for all computers: one black-and-white and the other colour. Although
there is no limit on printing, we ask that you make appropriate use of the printer. Please print only
work-related documents and only when this is strictly necessary. Whenever possible, try to
minimise the use of paper (by printing on both sides and/or printing two or more pages on each
sheet) and toner (by printing in black and white and at a low-quality setting).
Office supplies You should ask administration area staff for any office supplies you need. They’ll tell you where to
find what you’re looking for, and if the material you need has run out, they’ll order more.
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UNAID UNAID (Help and Documentation Unit) is located in building B6 on basement level 1. FIB
administrative, service, teaching and research staff, and grantholders may request assistance from
the service. You can also ask for help by opening a ticket through the FIB Support application
(http://suport.fib.upc.edu) or by phone (tel. 16938).
Contact UNAID if you need assistance in dealing with any incident or IT problem related to inLab
FIB services or your computer. Also, if you have any questions concerning the use of the computers,
ask UNAID for help before taking any action in order to avoid creating a serious problem.
How to open a ticket through FIB Support To open a ticket, go to the website http://suport.fib.upc.edu and log in with your username and
password (the same one you use for the Racó). After logging in, click on the “New ticket”
tab. The “New ticket” form will autocomplete your contact details. You’ll need to add the
following information:
• Subject: Briefly describe the problem (subject lines such as “my computer isn’t working” are not very helpful).
• Description: Indicate your username and the name of your PC, and explain the problem and when it occurs. Provide as much detail as you can (with screenshots if possible).
To finish, click on “Save”.
Phone numbers You’ll find a telephone on your assigned desk (or on the one beside it). This is a UPC phone with a
five-digit identifying number. You can call any other UPC phone by dialling the corresponding five-
digit number.
You can also make external calls and receive calls from outside the UPC. Your number for outside
callers is (+34) 93 40 XXXXX (where XXXXX are the five digits of your UPC phone number). To call
external lines, dial “0” followed by the number you want to call.
When you answer the phone, you should say:
- “inLab bon dia/tarda?” [inLab. Good morning/afternoon].
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It’s important to ask who’s calling and leave a note for the person the caller was trying to reach if
he/she isn’t in.
You can find the number of any inLab member by clicking on their photo at
http://inlab.fib.upc.edu/persones.
B5 The image below shows how phones are distributed in B5.
B6 The image below shows how phones are distributed in B6S1.
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The image below shows how phones are distributed in B6S2.
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6. Social activities
inLab FIB offers members a wealth of social activities. Events include special occasions when we
have a bite to eat together, a Christmas dinner, a summer dinner, a calçotada (barbecued spring
onion feast), a chestnut roast, sports activities, and a group for participating in betting pools.
Utility room On the first floor of building B6, there is an FIB utility room where staff can have lunch. As a member
of inLab FIB, you’re entitled to use this space. If you use the utility room, please make sure you
leave it as you found it. If you use any utensils (cutlery, plates, glasses, etc.), wash these items and
put them back where you found them when you finish.
A bite to eat Traditionally, we have a bite to eat together when:
• it’s someone’s birthday; • someone new starts working at inLab FIB; and • someone’s leaving inLab FIB.
If there are several things to celebrate in the same week or fortnight, we try to combine the
celebrations on a single occasion.
Christmas and summer dinners inLab FIB organises annual Christmas and summer dinners for all its members. Anyone who is
currently working at inLab FIB or has worked with us at some time during the year can attend. All
former members are also invited and are welcome to attend.
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Football league inLab FIB members are welcome to participate in the indoor football tournament that UNIVERS (the
social activities service) organises for UPC staff. For more information, visit:
http://www.univers.upc.edu/docs-lectura/agenda/fulls_informatius/11401.pdf
Matches take place between 2.30 and 4.00 p.m. at a pitch that is 15 minutes from the North Campus
by bus. For more information or to sign up, send an email to [email protected].
inLab FIB farewell When you leave inLab FIB, it’s traditional for the people who have worked most closely with you to
design a T-shirt that will be presented to you on the day we have a bite to eat to mark the end of
your time with us.
