Employee services

Access and security

At Alma Mater Europaea University, we provide students and staff with a single digital identity. The username is automatically created from first and last names (19 digits). If this combination already exists, a sequence number is added at the end.
Each user has a username in the formime.priimek@almamater.si, which, together with a password, allows them to log in to various services and tools.
The services available to the user depend on their status.
Active students have more services available than graduates.
DIGITAL IDENTITY = USERNAME + PASSWORD
Validity of digital identity

The validity of the digital identity is linked to the validity of the employment contract, author’s contract or subcontract.

Anyone can change their password at any time in VIS under “my details” > “AD password”

In case you have forgotten your password, please write to support@almamater.si

After changing your password, check that you have changed all (saved) passwords on all devices and systems you are logging in from (e.g. Eduroam on mobile devices).

A digital identity gives access to a multitude of services, so your password must be handled carefully.

User statusStudent with statusstudent without status with regulated accessStudent without status without regulated accessGraduate
Email✓✓✓✓
VIS✓✓
Moodle✓✓
Eduroam✓✓
services available with an AAI login✓✓
Microsoft 365 Apps✓✓
Digital Storage (OneDrive for Business)✓✓

Today, multi-factor authentication (MFA) is indispensable for the secure use of online services. MFA is a security mechanism that requires more than one way of verifying identity when accessing accounts and systems. Authentication factors can be something you know (a password), something you have (a security key), or something you are (biometrics). As traditional authentication methods such as using only passwords become less and less reliable, MFA provides businesses and users with additional protection against intrusion and unauthorised access.

Instructions on how to set up MFA for your Alma Mater digital identity can be found at HERE.

Email

When you take out your digital identity, you will be given a university email address.
You will receive all communications from the University and from the VIS, so make sure to check it regularly.

You can use your mailbox for:

  • inbox and outbox with a powerful overview of important mail,
  • personal calendars, shared calendars and organising meetings,
  • a personal contact directory with access to all students’ address books; and
  • tasks to keep control of all your commitments.

You can access your emails here.

Mobile devices can be set up to receive and send emails from the University email address, according to the instructions provided.

You can find the instructions here.

Arnes Filesender is a service that allows you to send large documents (attachments) that, due to their size, cannot be sent via normal email.

Filesender supports sending documents up to 100 GB in most browsers that support Flash technology.

Access is possible here (use your digital identity to log in).

How do I turn on/off redirects from my Alma Mater email inbox to other clients’ inboxes (e.g. Gmail)?

To turn on redirects, you can follow the procedure below or fill in the form here and we will do it for you.

Connectivity

Eduroam provides secure and free access to a protected wireless network. Alma Mater employees and students can also log in to Eduroam free of charge at other educational institutions in Slovenia and worldwide with their digital identity.

By connecting to the network, you accept the rules of acceptable use.

To use Eduroam, find all the information you need here.

General recommendation: it is recommended that the system software (Android, Windows Mobile or iOS) on the mobile device is updated to the latest version for all functionalities to work properly on the mobile device.

Next steps to correct the problem:

  1. check that “airplane mode” is switched off on the device?
    If it is on, turn it off.
  2. check whether there is any software installed on the device that could affect the default WiFi client (e.g. alternative WiFi clients, VPN clients, etc., etc.).
    If it is, disable or uninstall it.
  3. check that the user login credentials are correct for the specific wireless network to which you want to log in. How to do this is described in the “Setting up a wireless network on a mobile device” tab here.
  4. reset or restart the device.
  5. select the “Forget (desired) network” option (e.g. Eduroam) and repeat entering the login details (step 3).
  6. check the network data obtained (IP address, default gateway, etc.) in case the connection to the wireless network is already established.

How do we check Wi-fi?

  1. check connectivity (by browsing the web, checking the responsiveness of a server/webpage (PING), etc.)
  2. You can also check the speed of an established connection by testing it using online tools (e.g. http://speedtest.net).
You will also have a better chance of fixing the problem if you pay attention to the error messages (e.g. “Authentication failure”) and atypical symbols (e.g. exclamation mark on the connection status) displayed by your device when you establish a network connection.
Sources:

Applications

  • VIS gives you access to basic study records and offers various support services:
  • timetable,
  • FLOW,
  • e-Index, e-Transcript,
  • exams: registration/reporting/results,
  • SMS notification of news, changes,
  • rules, documents, forms, timetables,
  • change of axis.
    data, password, SMS notifications …,
  • to access the VIS www.almamater.si (VIS banner) or here https://vis.esmb.si/prijava.htm,

The username is the same, i.e.
your email address in the form ime.priimek@almamater.si, you received your password when you registered; if you have forgotten your password, please contact the Registry.

How to view exam applications in VIS.

You can add a timetable link to your Outlook calendar to show your activities in your personal calendar.
(Applicable to implementers only).

1. What is Flow?

Using the Flow web interface, employees can easily manage courses and other information about attendance rates. Lecturers can easily record the attendance of their students using a QR code - both in face-to-face and online lectures. In addition, Flow provides real-time insights into attendance rates for both staff and students.

2. How to use Flow:

  1. Login: the user logs in to the VIS and then presses the "Flow" button in the side menu.

  2. Display QR code: the user selects an item from the list of items and selects "Display QR code". The QR code is available 15 minutes before the start of the lecture until 15 minutes after the end of the lecture.

  3. Attendance verification: in lectures or online meetings, lecturers show students a QR code. The QR code changes every few seconds and can be read with a smartphone. Lecturers can see in real time how many students have just logged in.  

  4. Double attendance check:
    In lectures or online meetings, lecturers show students a QR code at the beginning as well as at the end of the term. When the "QR code display" button is pressed in the first half of the term, the user will see a "QR code to log in". In the second half of the term, the "QR code for logging out" is automatically displayed. The user can also manually change between them in the menu on the top right.

  1. Late check-ins and requests for attendance credit: If a student is late for a lecture or cannot read the QR code, the lecturers can manually check him/her in. Students can also submit attendance requests and attach supporting documents via the online interface. These requests can be processed directly by the lecturers. Exempted hours are immediately reflected in the students' attendance.

3. Customer support:

Studo takes care of all support (level 1, level 2, level 3). This means that a dedicated support and development team personally responds to user requests as quickly as possible. Our median first response time is 55 minutes. Whether it's a feature question or a potential problem, we take immediate action to resolve any issue that arises for students or staff.

With our fast and efficient support system, Studo reduces the burden on the university IT department. However, if a student's request goes beyond our scope - for example, if they are enquiring about their studies or if there is a problem with the student IT system - we ask them to pass the request on to the University's support team.

5. Feedback and support

When students contact you about the Flow app, please direct them to the Feedback and Support tab in the web interface.

The chat can be found in the bottom left corner of the web app. This is where we process level 1, 2 and 3 requests as quickly as possible.

Exam.net is a website for taking exams remotely.
It turns the user’s computer into an exam terminal by preventing other software on the computer from being used during the exam.
As an additional safeguard, students are monitored using the ZOOM app.

Moodle is an online learning platform that allows teachers and educators to create virtual classrooms for their students.
Moodle e-classrooms are flexible and allow for a variety of learning modes, including assignment submission, online quizzes, teacher-student communication and more.

Link: eucilnica.almamater.si

Use your almamater.si username and password to log in.
For full instructions on how to use Moodle e-classrooms, please see the Help and documentation banner.

The Senate of the Alma Mater Europaea University has decided that the implementation plans must be completed, prepared and uploaded to the online classroom of the course prior to the start of the course by the course leader.

Before the start of the course, the promoter completes the course form on the web interface in.almamater.si (instructions). The registration is with the digital identity of the Alma Mater.

A PDF of the completed form should be posted in the Moodle classroom for students to review before the course starts (EXAMPLE).

For any questions related to the content, please contact izvedbeni.nacrti@almamater.si or polonca.pangrcic@almamater.si. For any technical problems (e.g. missing item in the list), please fill in this form this form.

What is VIS?

VIS is the Common Visa Information System, which is designed to make the visa process faster, more transparent and more secure.

What is the VIS for?

VIS is for:
  • providing IT support for the study process at the Alma Mater.
  • students registering for and withdrawing from examinations, checking the dates of examinations, entering examination grades, registering electronically, completing surveys, etc…
  • a general overview of exam dates and speaking hours, …

When do I receive my VIS login username and password?

At the start of their work at Alma Mater, employees receive information to take up a digital identity in VIS.

If the username is not assigned or active, please contact your Registry.
They will activate the creation of your username, set the expiry date to the end of the academic year and provide you with a password for your first login.
The username will then be generated at the latest on the next working day.

What should I do if I forget my password?

If you have forgotten your password, please contact the Registry or support@almamater.si to have it reset.

Documents and sharing

Digital storage(OneDrive for Business) offers private storage that can be synchronised with your computer, allowing offline access and tight integration with Office.

File sharing

The user can specify that multiple persons can access and edit the document at the same time.

You can access the digital repository at https://login.microsoftonline.com/?whr=almamater.si,(use your digital identity to log in). Your private repository is created the first time you log in to the service. This process is only done the first time you log in and takes a few minutes.

Microsoft’s terms and conditions for online services are available here.

SharePoint Online is part of Office 365 and allows you to create websites, as well as a secure place to store, organise, share and access information on any device.

This tool is primarily for collaborating on files and sharing files with other participants, unlike OneDrive for Business(https://login.microsoftonline.com/?whr=almamater.si), which is primarily for storing files and sharing files with others, not so much for collaborating on those files.

To access the tool, log in to https://office.com/ (with your digital identity) and select SharePoint from the tools in the top right corner.

What is OneDrive for Business?

OneDrive for Business is a private digital cloud storage service, part of Office 365.
It can be accessed via a web browser, directly from Office applications and synchronised with your PC.

What is the difference between OneDrive and OneDrive for Business?

As the name suggests, they are similar services.
They are both digital storage services, but OneDrive is for the public and OneDrive for Business is offered by Alma Mater as part of Office 365.

Can other users see my files?

By default, all documents on OneDrive for Business are private and only available to you.
But you can share individual documents or folders with others.

How can I access OneDrive for Business?

There are two options.
You can visit https://login.microsoftonline.com/?whr=almamater.si, and access the documents from a web browser.

Alternatively, you can access your documents from Office, where you first need to sign in with your Alma Mater digital identity, and then find OneDrive for Business as a place to open and store your documents.

How long are my files kept?

Files are kept from the moment you save them to OneDrive for Business until the moment you delete them from the folder and then from the Recycle Bin.
They are then available for 30 days in the central Recycle Bin, after which they are permanently deleted.

How do I share files with other users?

You can find instructions at https://support.office.com/en-us/onedrive.

How do I check who my OneDrive files are shared with?

For more information, see this link.

How do I run the OneDrive Sharing Report?

Instructions on how to prepare a report and change access to shared files and folders are available here: How to run the OneDrive Shared Report.pdf

Can I restore files I have deleted?

Of course, there is a recycle bin where deleted documents are available for 30 days after you delete them.

Can I sync only certain folders to OneDrive?

Yes.

What happens to my files when my student status expires?

You have 30 days after the status expires to make a copy of your data in the service, after which it is marked for deletion and you can no longer access it.You are responsible for backing upyour OneDrive for Business data.

What happens to shared files if I lose my status?

In the event that you have shared the files and you lose access to the service, the shared data will be deleted.
No one else can access them.

In case someone else has shared the files and you lose access to the service, the owner of the file will still have access to the file.
You can still access the file via the link in the email.

What happens to my data in Office 365?

More information here.

Work organisation, teleworking

For instructions on how to use the ZOOM application, please see the following
documents:

Microsoft Outlook Calendar is the calendar and scheduling component of Outlook, fully integrated with email, contacts and other features.
Among other things, it allows you to:

  • creating meetings and events,
  • organising meetings,
  • sending the calendar to others by email, etc.

More informatio tukaj.

Arnes Splet is an online tool that makes it quick and easy to make:

  • websites,
  • online project presentations,
  • weblogs or.
    blogs.
Access is possible here.

Arnes Planer is a free online personal organiser that allows you to plan meetings andcreate simple surveys and questionnaires.

Open http://planer.arnes.si in your browser and follow the instructions for creating a simple survey or scheduling a meeting.

Microsoft Forms is part of Office 365 and allows you to create surveys quickly and easily.
Creating forms or.
Surveys are based on four steps:

  1. Log in to https://office.com (with your digital identity), select Forms from the tools in the top right corner, and create a new form.
  2. Customize the settings for the form or.
    survey.
  3. Sending the form or survey to other participants and collecting responses.
  4. Verification of the results collected.

Example: creating a form with Microsoft Forms can be found here.

Please note that Microsoft Forms collects usernames and not email addresses of filers.
In a university environment, a username is not necessarily the same as an email address, so take care when informing users.

Microsoft Forms is part of Office 365 and allows you to create surveys quickly and easily.
Creating forms or.
Surveys are based on four steps:

  1. Log in to https://office.com (with your digital identity), select Forms from the tools in the top right corner, and create a new form.
  2. Customize the settings for the form or.
    survey.
  3. Sending the form or survey to other participants and collecting responses.
  4. Verification of the results collected.

Example: creating a form with Microsoft Forms can be found here.

Please note that Microsoft Forms collects usernames and not email addresses of filers.
In a university environment, a username is not necessarily the same as an email address, so take care when informing users.

Power Automate (sometimes Microsoft Flow) is a cloud-based tool that allows you to create and automate workflows across multiple applications and services (e.g. for synchronising files, receiving notifications, collecting data, etc.). Flow allows integration with 139 different services and comes with pre-built templates that make it easy to set up rules. Workflow examples:

  • saving email attachments from Office 365 to OneDrive for Business
  • saving tweets with a specific keyword to a SharePoint list
  • receive a push notification for important emails

Proposals can be found at: https://flow.microsoft.com/sl-si/templates/.

To access the tool, log in to https://office.com/ (with your digital identity) and select Power Automate from the tools in the top left corner or powerautomate.com.

You can find an example of how to work with the tool tukaj.

The Video tool from Microsoft makes it easy to manage video in your organisation.
It’s the destination for video upload, sharing and discovery, and seamless playback across devices.

To access the tool, log in to https://office.com/ (with your digital identity), select more apps from the tools in the top left corner, then Stream, or follow the link below.

An example of uploading a video can be found hereaj.

Power BI is a web-based business analytics service that makes data analysis and visualisation faster and more efficient. It allows you to display a wide range of data through a simple dashboard, interactive reports and presentation widgets.

To access the tool, log in to https://office.com/ (with your digital identity) and select Power BI from the tools in the top right corner. The tool also includes a free desktop application that can be downloaded online.

Note: Power BI (and the Power BI Desktop application) can be accessed, while the professional version (Power BI Pro) is not available to users.

You can find instructions on how to get started with the tool here.

Digital resources

  1. Go to https://search.proquest.com/shibbolethlogin
  2. enter“ECM” (drop-down list). This will link you to the enrolment page. If “ECM” does not appear, enter “Alma Mater”
  3. Enter your almamater.si username and password.
    When you confirm your details     redirects you to the ProQuest site where you can browse the database.

In the premises of the University Library Maribor and the National and University Library you can use the Eduroam network (instructions for installing your certificate can be found at HERE) you can access all e-resources (list of UKM e-resources can be found HERE, the list of e-resources of NUK HERE.

Graphic design

In line with the redesign of the overall graphic design of the Alma Mater Euroapea University, we are sending you a new email signature using the link below.

We kindly ask you to change it in your email client as soon as possible. If you have any questions or need assistance, please contact us at support@almamater.si.

On-site IT support

For clarification and assistance with the use of IT services, contractors should contact the IT coordinators (in the case of the VIS, the contact point is the Student Office).

IT coordinators

1. install Anydesk (download) and run it.
2. send the details (ADDRESS ID) to the email of the IT coordinator at the site or to support@almamater.si.
Example of a sent link ID:

Other

A conceptual and methodological framework for active learning in higher education didactics

In case of issues..

For help with using IT services, please contact us HERE.

Services provided by external providers

For services provided by external providers and not managed by Alma Mater, Alma Mater does not guarantee the availability and quality of services.

IT Alma Mater does not provide support for the use of Microsoft 365.
For more detailed information, please use the built-in help or find information online (M365 Training Centre).

Microsoft’s Terms of Online Services, effective from 30 September 2023, are available here. Updated MS Terms effective 30 September 2024.

For further information on privacy and data protection at Microsoft, please see here.

IT coordinators
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