Overview

Shared network drives are hosted on the campus file server cluster and organised by department or project. Access is controlled by Windows Active Directory security groups managed by IT in coordination with department administrators.

Who Can Request Access?

Any active staff or faculty member may request access to a shared drive. Students may be granted access only if sponsored by a faculty or staff member.

How to Request Access

Step 1 — Identify the drive

Confirm the UNC path or drive letter you need access to. Your department administrator or colleague who has the drive mapped can provide this (e.g., \\fileserver\dept\marketing).

Step 2 — Submit a ticket

  1. Log in to the IT Service Desk Portal at it.example.edu/support.
  2. Click Submit a Request → Access & Accounts → Network Drive Access.
  3. Fill in:
    • The UNC path or drive name
    • The access level required (Read or Read/Write)
    • Business justification (one sentence is sufficient)
  4. Submit the ticket. You will receive an automated confirmation email.

Step 3 — Approval

Requests are routed to the drive owner (typically your department head or the project lead) for approval. You will be notified by email when a decision is made.

Step 4 — Provisioning

Once approved, IT will add your account to the appropriate security group. Provisioning typically completes within one business hour during normal working hours (Mon–Fri, 8:00 AM–5:00 PM).

Mapping the Drive

Once access is provisioned:

Windows

  1. Open File Explorer → right-click This PC → Map network drive.
  2. Choose an unused drive letter and enter the UNC path.
  3. Check Reconnect at sign-in to keep the mapping persistent.
  4. Click Finish and enter your institutional credentials if prompted.

macOS

  1. In Finder, press ⌘ K (or Go → Connect to Server).
  2. Enter smb://fileserver/dept/drivename and click Connect.
  3. Enter your institutional credentials (domain: EXAMPLE).

Access Expiry

Drive access is reviewed annually. You will receive an email 30 days before your access is due to expire asking you to confirm you still need it. If no confirmation is received, access will be removed automatically.

Removing Access

If you no longer need access to a drive (e.g., leaving a project), please submit a removal request via the same portal so the security group can be updated promptly.

Need Help?

Contact the Help Desk at it.example.edu/support or ext. 4357 (HELP).