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Entra ID/UTMail+/Authentication

Test - Free interface icons   Overview and Key Features:

The University of Toronto’s central IT team manages and supports core Microsoft 365 infrastructure services to enable secure, seamless and efficient collaboration across the institution. As part of this service, we oversee daily operations related to identity management (Entra ID), email services (UTMail+) and authentication and access controls.

These services are foundational to supporting students, faculty and staff with access to Microsoft 365 applications including Exchange Online, SharePoint, Teams, and more.

Entra ID:

  • Identity lifecycle management for all users and groups
  • Microsoft 365 administrative role assignments and governance
  • Directory synchronization and federated identity configuration
  • Integration of third-party and in-house applications with the Microsoft 365 tenant

UTMail+ Email Services:

  • Management of mailbox operations for faculty, staff, and students
  • Email authentication configuration (SPF, DKIM, DMARC)
  • Handling eDiscovery, retention policies, and litigation hold
  • Anti-spam and anti-phishing rule management
  • Troubleshooting mailbox issues and delivery concerns

Authentication & Security Controls:

  • Management of Multi-Factor Authentication (MFA) policies
  • Privileged Identity Management (PIM) setup and role elevation
  • Conditional Access policies to protect University data and systems

 

Start - Free time and date icons   Getting Started:

If you need assistance with any of the services listed above, please submit a ticket through the Enterprise Service Centre (ESC)

Tick - Free interface icons   Ticket Review and Fulfillment
Our team will review the request, triage as needed and work with your department to address the issue or complete the requested task.

Tick - Free interface icons   Follow-Up or Escalation
For complex or unresolved issues, further assistance will be coordinated with specialized support teams or vendor engagement if required.

 

Help - Free computer icons   Get Help:

If you’re looking to get started or have any questions or concerns, we recommend beginning by reviewing the relevant resources:

Electronic Signatures (Docusign)

Test - Free interface icons   Overview and Key Features:

DocuSign enables departments to prepare, manage, and take action on electronic agreements efficiently. Documents can be signed electronically (eSignatures) by both internal and external users using a variety of devices.

All signatures processed through DocuSign comply with the U.S. ESIGN Act and the European Union’s eIDAS regulation, including support for EU Advanced and EU Qualified electronic signatures.

Start - Free time and date icons   Getting Started:

More information about the Enterprise DocuSign service can be found here.

See our list of common use cases at the university for more suggestions.

Request an Enterprise DocuSign license here.

Help - Free computer icons   Get Help:

DocuSign FAQ

Connect and Learn Training Session: DocuSign

CoPilot

AI - Free technology icons

Overview and Key Features:

With Microsoft Copilot Chat, you can ask the AI chatbot questions and get detailed responses with footnotes that link back to original sources. Because it is connected to Microsoft’s search engine, it can provide users with up-to-date information and real links, which may make it a better research and teaching tool than ChatGPT.

The Microsoft Copilot service is currently available to the public, but the public version does not have full privacy and data protections; instead, the University has access to an enterprise edition, which does conform to the University’s usual privacy and data protections. This document describes how Faculty, students and staff (with access to the Microsoft toolkit) can access this protected version of Copilot.

Key Features:

  • Uses web search and will provide links to the sources of information it quotes/finds.
  • Your chat data is not used to train models. The data is not available to Microsoft.
  • Copilot cannot access your other Microsoft 365 data.  It does not work on Outlook email, Teams messages, SharePoint files, etc.
  • You can upload a local pdf file or document file and ask contextual questions, for example, “Make 10 quiz questions based on chapter 3 of this pdf”.

 

Getting Started:

You can access Microsoft Copilot Chat by navigating to m365.cloud.microsoft/chat and follow the prompts to login to your University of Toronto Microsoft 365 account.

Your interactions with the AI-powered chat tool will not be in the protected environment if you do not sign in with your University of Toronto account.

Enterprise Service Centre (ServiceNow)

Test - Free interface icons   Overview and Key Features:

The Enterprise Service Centre (ESC), powered by ServiceNow, offers a modern and intuitive interface that streamlines service requests, enables seamless collaboration, and delivers real-time data for informed, evidence-based decision-making. It ensures users have access to the information they need, when they need it.

ESC consolidates legacy ticketing systems, emails, phone calls, and in-person inquiries into a single platform. It also provides self-service options for frequently asked questions and shares timely updates about new services and initiatives across the University.

Start - Free time and date icons   Getting Started:

To experience ESC, visit uoft.me/esc.

Metrics - Free business icons   What to Expect:

  • Ticketing System – Submit and track support requests and inquiries efficiently.
  • Service Catalogue – Browse and submit online requests by category.
  • Knowledge Base – Search a categorized library of articles addressing common questions and topics.
  • Dashboards and Analytics – Access key data at a glance to help prioritize tasks and inform decision-making.

Departmental IT Service Reviews

Assessment - Free user icons   Overview and Key Features:

The Planning, Governance and Assessment (PGA) unit offers tactical and strategic guidance to IT units through a structured assessment process. These assessments are typically requested by Unit Heads or CAOs during periods of change—such as shifts in IT leadership, operational changes, or following significant events within the unit.

This consulting service supports units seeking to evaluate all or parts of their local IT capabilities. The PGA team works independently or collaboratively with unit stakeholders or external partners. Department faculty, staff, and students are interviewed to gather feedback on the IT services they receive, along with their expectations and perceived gaps. Local IT staff are also consulted to identify challenges and priorities from their perspective.

Following the assessment, a report is provided with actionable recommendations to enhance local IT service delivery, address staffing needs, and, if necessary, develop an IT priority-setting and governance model.

Help - Free computer icons   Getting Started:

To initiate a consultation with the Planning, Governance and Assessment (PGA) unit regarding an IT assessment, please contact marden.paul@utoronto.ca. He can provide additional information about the assessment process, including sample review approaches and typical reporting outcomes.

Gartner IT Services

Product overview - Free business icons   Overview and Key Features:

The University maintains a 3-tiered license with Gartner. Gartner provides IT research, contract and RFP consulting, implementation guides. toolkits and templates for IT assessments, and access to analysts for consultations on a broad range of topics.

The three tiers are:

  • Campus Core – Available to ALL active University community members.
  • Gartner for Technical Professionals (GTP) – Available to all University IT staff. There is a limit of 1000 named seats.
  • GTP offers additional research materials, analyst calls, and access to Gartner Webinars.

Gartner for Technical Leaders (GTL) — Limited to 5 seats. Provides additional levels of research beyond GTP content, and access to higher-level analysts, and Gartner conferences.

Help - Free computer icons   Getting Started:

  • Analyst calls

IT staff across the tri-campus can request a call with a Gartner analyst to get personalized advice for IT initiatives and discuss strategy, solution design, product comparison, implementation best practices and more.

Login to Gartner and book an analyst call

  • Peer Community

Use the Gartner Peer Community to get advice from your peers, exchange ideas and understand how they are leveraging new technologies. The peer community is a network of Gartner end-users that IT staff can connect with. Users can also read peer reviews of vendors and products.

Login to Gartner and access Peer Community

  • IT score

IT leaders can use the Gartner IT score to benchmark key functional processes and activities. This tool includes assessments for business strategy, data and analytics, security and risk management, applications, infrastructure and operations, and software engineering.

Login to Gartner and access the IT score tool

Get Help: 

Login to Gartner with your UTORid

If you have any questions about Gartner, contact Marden Paul, Director, Planning, Governance & Assessment.