Staff data usagewhen travelling abroad

This guide will enable University of Salford (UoS) staff to:

Order a travel data bundle for UoS mobile device(s) use abroad.

Manage data usage whilst abroad.

Troubleshoot basic faults whilst abroad.

This document does NOT:

  • Advise staff how much data is required for their particular trip abroad.
  • Troubleshoot failures of foreign telecommunication networks.

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1: Ordering a travel data bundle for UoS mobile device(s) use abroad

1.1Am I eligible for a travel data bundle?

You are eligible for a travel data bundle if you meet the following criteria:

You use a UoS mobile device.

You are travelling outside the UK on University business.

You require internet/e-mail access whilst abroad.

You have contacted your hotel/conference centre to confirm their Wi-Fi facilities*.

We will not support a request for a travel data bundle if:

  • Data can be accessed abroad by using local Wi-Fi.It is freely available in hotels/conferences and public areas and can offer a more cost-effective solution.
  • You are planning on using an iPad or other tablet device. They are not supported.

* For guidance on connecting to local Wi-Fi, please follow see Guide 2: Managing data usage whilst abroad.

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1.2Which mobile devices am I travelling with?

Option 1

Mobile phone-only - A travel data bundle will just be applied to your mobile phone if it is the sole mobile device that you are travelling with.

Option 2

Laptop - If you require internet/e-mail access on a laptop as well as, or instead of,your mobile phone, you will require a travel data bundle to be applied to a Mi-Fi device. This device will then be loaned to the user for the duration of their trip. (The FAQ section below describes the mi-fi device in further detail.)

Please note:-

  • Tethering is not a cost-effective option and not approved by UoS.
  • Tablets/iPads are also not approved devices by UoS.

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1.3 How do I decide which travel data bundle is suitable?

It is the user’s responsibility to advise how much data will be required. To inform your choice, you can find the breakdown of costs per location given below.

Europe

  • European data roaming charges refer to the following countries: Andorra, Austria, Belgium, Bulgaria, Cyprus (South), Czech Republic, Denmark, Estonia, Finland (including Aland Islands), France (including FrenchGuiana, Guadeloupe, Martinique and Réunion),Germany, Gibraltar, Greece, Hungary, Iceland, Italy,Latvia, Liechtenstein, Lithuania, Luxembourg,Malta, Moldova, Monaco, Netherlands, Norway,Poland, Portugal (including Azores and Madeira),Romania, San Marino, Slovakia, Slovenia, Spain(including Canary Islands, Ceuta and Melilla),Sweden, Switzerland, Vatican City (Italy)
  • If a travel data bundle is not ordered, you will automatically be restricted to 50MB of data usage per month per device, charged at £0.58 per Mb.

Daily Bundles

Data / Time / Cost / Excess
30Mb / Per day / £2.50 / If the bundle limit is exceeded on any given time window standard roaming costs are charged in 1kb increments, so you pay for exactly what you use. Costs will amount to £0.58 per Mb.
50Mb / Per day / £7.00

Worldwide

  • Worldwide data roaming charges refer to the following countries: Australia, China, Hong Kong, Japan, Korea Republic (South), Malaysia, New Zealand, Singapore, South Africa, Thailand, Canada, USA, Bahrain, Egypt, Jordan, Kuwait, Oman, Qatar, Saudi Arabia, UAE
  • If a travel data bundle is not ordered, there is no restriction of data usage and cost per Mb of usage will be charged at £5.50 per Mb.

Monthly Bundles

Data / Time / Cost / Excess
200Mb / Per month / £135.00 / If the bundle limit is exceeded on any given time window standard roaming costs are charged in 1kb increments, so you pay for exactly what you use. Costs will amount to £5.50 per Mb.
500Mb / Per month / £337.00
1Gb / Per month / £675.00

For further information, please find the latest Orange price guide on this link.

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1.4How do I request a travel data bundle?

If you are eligible and have decided upon your travel data bundle, provide your local finance officer via e-mail with the following informationAT LEAST 2 WEEKS BEFORE YOUR DEPARTURE DATE.An email template can be found herefor this purpose.

Type and model of mobile device(s).

Mobile Phone Number(s).

Country(s) are you travelling to.

Dates are you travelling from/to.

What travel data bundle you require

If you are also travelling with a laptop and require a mi-fi device, please confirm the following:

Asset no. of laptop

Once your local finance officer has received your request, they will be able to order the travel data bundle directly with Orange (0800 079 0091). You will then receive an e-mail from the finance officerand an SMS from Orange to confirm the order.

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1.5Do I need to do further preparation for my trip abroad?

Checking Foreign Data Providers

Before travelling abroad we recommend that you identify which carriers in your destination country provide data over your mobile network. To do this click on the link below and follow the instructions:-

Select “Cost and Bundles” and then the country you are travelling to. Orange will then list the available networks in this area of the world and confirm each of the providers carries data.

If you subsequently experience issues whilst abroad, please refer to section ‘3.2.3Selecting an Alternative Network’.

Turn off GPS

If GPS is enabled on your handset it can use your data allowance by tracking your movements. Please disable this option before travelling.

2: Managing data usage whilst abroad

2.1 Can I use the local Wi-Fi facilities?

Wi-Fi access is widely available in airports, hotels and conference centres, enabling you to browse the web, check your emails, watch a video and use social networking without building up large charges.

Using local Wi-Fi is usually the cheapest and fastest way to get online and once connected there isn’t usually a limit to how much data you can use. Therefore, especially if it is available free of charge, it should be utilised.

To connect to local Wi-Fi, please follow the steps below.

iPhone users

  1. From your iPhone home screen tap Settings. Turn Wi-Fi on by tapping the on/off icon.
  1. The Wi-Fi finder will automatically showWi-Fi access in your local vicinityunder ‘Choose a Network...’.
  2. Locate and tap the Wi-Fi network that has been provided by your hotel/airport/conference centre.
  3. Some Wi-Fi networks require a password to join. Password-protected Wi-Fi networks are indicated by a padlock icon. If you don't know the password, check with the hotel/airport/conference centre and they will provide this.
  4. Return to your home screen and choose Safari to connect to the internet.
  5. When using some public Wi-Fi networks, Safari may initially display a web page that allows you to sign in to use the service. In this instance, follow the on-screen instructions to connect.
  6. If you cannot access the internet or email, tap Settings > General, then scroll down and tap Reset > Reset Network Settings. When the device restarts, try to locate and join the Wi-Fi network again. If you are still experiencing issues, contact the hotel/airport/conference centre for further instruction.
  7. To disconnect the Internet connection. After you are finished surfing the Internet, you can turn off your connection by going to Settings > Wi-Fi > Off. Your travel data bundle will automatically re-connect.

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HTC users

From the home screen, tap the Menu button.

  1. Tap Settings > Wireless & networks.
  2. Tap Wi-Ficheck box to turn Wi-Fi on. The phone then automatically scans forWi-Fi access in your local vicinity.
  3. Tap Wi-Fi settings.
  4. Locate and tap the Wi-Fi network that has been provided by your hotel/airport/conference centre.
  5. If prompted, enter the network password, and then tap Connect. If you don't know the password, check with the hotel/airport/conference centre and they will provide this.
  6. Return to the home screen and connect to the internet.
  7. When using some public Wi-Fi networks, the internet browser may initially display a web page that allows you to sign in to use the service. In this instance, follow the on-screen instructions to connect.
  8. To disconnect the Internet connection. After you are finished surfing the Internet, you can turn off your connection by going to Settings > Wireless & networks and tapping Wi-Fi to turn off. Your travel data bundle will automatically re-connect.

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2.2 Is there a limit on the data that I can use?

This is dependent upon where in the world you are travelling.

  1. If you are travelling in Europe (one of the countries outlined in 1.3) without a data bundle, your data usage is limited due to an EU data cap of 50Mb per device per month. As soon as you order a travel data bundle however, this disables the data usage limit. If you exceed your data bundle allowance, you will be charged at £0.58 per Mb.
  2. If you are travelling worldwide (one of the countries outlined in 1.3) without a data bundle, your data usage is limited to 16Mb per device per month. As soon as you order a travel data bundle however, this disables the data usage limit.If you exceed your data bundle allowance, you will be charged at £5.50 per Mb.

*AMASSING A HUGE BILL IS A VERY REAL POSSIBILITY WHEN TRAVELLING ABROAD TO A WORLDWIDE DESTINATION. YOUR DEPARTMENT WILL FACE LIABILITY FOR ANY CHARGES THAT YOU ACCRUE*

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2.3Is there a way of tracking my data usage?

There is no exact way to track your data usage whilst abroad. However, EE have developed an app called ‘Roaming Angel’ for your Smartphone whose purpose is to detect the country you are in and monitor your calls, texts and data usage.

If you are interested in using this app, please either visit the Orange Roaming webpagefor further detailsor log a case with the ITS Service Desk.

3: Troubleshootingconnectivity issues while abroad

Unfortunately data connectivity abroad results, in many instances, from failures of foreign telecommunication networks. Orange or IT Services have no control over these failures. There are basic troubleshooting exercises that you can oversee yourself though and these are explained below.

*If this guide provides no resolution to your issues, please contact Orange Customer Service on 150 or+44 7973 100 150 as your first point of contact*

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3.1 How do I resolve basic mobile phone connectivity issues?

In many instances, a basic restart of your device will resolve your connectivity issue. The steps to your first troubleshooting exercise are as follows:

  1. Press and hold the sleep/wake button on your phone.
  2. Follow further instructions to turn off the device if they appear and wait for the screen to go blank.
  3. After 1 minute, press and hold the sleep/wake button again until the logo appears and wait for the device to fully power up.

If this does not resolve your issue, please contact Orange Customer Service on 150 or+44 7973 100 150.

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3.2How do I resolveMi-Fi device connectivity issues?

It may be necessary to troubleshoot a Mi-Fi device if experiencing connectivity issues. If so, please complete the following instructions:

3.2.1 Installation

  1. Connect the device via a USB cable into an available USB port on your PC then Double click the My Computer icon on your desktop.
  2. Double click the new drive labelled “Mobile WiFi”.

  1. Double click the folder ‘Orange Mobile Wi-Fi Device’ and double click ‘Setup’to begin the Orange software installation.
  1. You must read and accept the agreement to proceed. Leave the default installation path as suggested then in the dialog box, click “Install”.

  1. Leave the selection for “Create Management Page Shortcut” selected and in the dialog box, click ‘Finish’.

  1. You are now ready to connect to the Mi-Fi device by Wi-Fi on your wireless enabled PC, laptop, Mac or phone. The Wireless Network name (SSID) and Wi-Fi encryption key can be found underneath the battery cover on the back of the Mi-Fi device.
  1. Once you have these details ensure that the Mi-Fi device is powered on and follow the standard procedure for your device to connect to the Wi-Fi network provided by the Orange Mi-Fi device.

3.2.2 Deleting SMS and Administering the Mi-Fi Device

You are now ready to administer the device, you can read / delete Service Provider SMS messages or change Service Provider if required for Roaming Data packages.

  1. If you are connected to the Mi-Fi device on a PC or laptop you can get to the administration web-page by clicking on the “Orange Mobile WiFi Device” shortcut on your desktop.

  1. Enter the password admin on the left-hand side of the web page and click Login.
  1. Once logged in, the home page will give the user various device details and confirm the current connection status. It also allows the option to make technical amendments to the device.

  1. Click the SMS taband clickRefresh. The user can now read and then delete any SMS messages that are being stored on the Mi-fi device.

Please note that web pages may appear slightly differently when being accessed from different mobile devices but the core functionality remains the same.

Please Note:-

It is possible to access this device using a mobile phone by entering the following URL into the phones browser , but the options available will depend on the type of mobile and could offer reduced access to the Mi-Fi device and the settings available.

3.2.3Selecting an alternative Network

  1. Whilst abroad you may need to change the network that is automatically picked up to ensure you have a network provider that carries data. To do this you need to connect to the Mi-Fi device through the web page and select “Settings” and then “Mobile Connection”. Select from the Connection Mode drop down list “Manual”.

  1. Once selected click on the “Mobile Network Settings” from the side menu and under “Searching Network Mode” click on the drop down and select “Manual” again.
  1. Once this has been carried out you will see a list of available networks to select. Choose your option from this list ensuring that you have selected a network that will carry data.

FAQs

  • Do I need to enable roaming on my mobile device in order to use it abroad?

No. When the order is placed by your departmental finance officer, your handset will be enabled to use abroad, if not done so already.

  • How can I track my data usage whilst abroad?

There is no exact way to track your data usage whilst abroad. However, the ‘Roaming Angel’ Orange app for your Smartphone will help you to track your calls, texts and data usage. If you are interested in using this app, please either visit the Orange Roaming webpagefor further detailsor log a case with the ITS Service Desk.

  • Is my mobile device insured if I lose/damage my handset whilst abroad?

The majority of owned mobile phone handsets are insured. If your phone is lost/stolen/damaged whilst abroad, please contact the ITS Service Desk at your earliest convenience to log the case. If you are in doubt about whether your phone is insured, please check with your departmental finance officer.

  • Who do I contact if I cannot access data whilst abroad?

Your first point of contact in this instance is the troubleshooting guide above. If there are still issues, contact Orange directly. There are instances where Orange cannot resolve this issue because the fault lies with the telecoms company local to where you are travelling.

  • The bundle I’ve chosen is not going to be sufficient. Can I increase my data bundle whilst I am abroad?

Yes. Please contact your departmental finance officer to log this request. The ITPurchasing team will contact Orange on your behalf to action this request. Once complete, Orange will send your mobile device an SMS to confirm the request.

  • I’ve connected to the local Wi-Fi but it is very slow to connect to a web page.

In this instance, please contact your local Wi-Fi provider.

  • What is a Mi-Fi device?

A Mi-Fi device is a small and portable wireless device that gives its carrier a permanent internet connection. In effect, it is a mobile Wi-Fi hotspot that follows the user aroundwherever he/she goes. It also allows a user to connect several devices to the travel data bundle that we apply to the Mi-Fi. Therefore, it could be used if the user in question was travelling with more than one mobile device.

  • Why can I not use my iPad abroad?

UoS does not support tablet devices. Tablets rely upon a heavy stream of data to and from the device. Certain apps will run in the background, steadily consuming your download allowance and beyond. Therefore, all telecoms companies advise not to use iPads with 3G access abroad (many will not even provide travel data bundles). If you are to use this device abroad, you must remove the SIM card to disable 3G access before travelling.

FOR ANY FURTHER QUERIES, PLEASE CONTACT FOR FURTHER DETAILS.

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Contacts

Orange Customer Service (from UoS handset)...... 150

Orange Customer Service...... +44 07973 100 150

Departmental Finance Officer via Switchboard...... +44 161 295 5000

ITS Service Desk...... 0161 295 2444