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The IT Weekly Archive for the Office of Information Technology at the University of Tennessee, Knoxville.
August 28
[ITWEEKLY] IT Weekly, August 28, 2015

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August 28, 2015

Office 365/Volmail Feature: Clutter

Microsoft has enabled the Office 365 Clutter feature for all UT accounts.  Clutter is designed to move low priority messages out of your Inbox and into your Clutter folder, saving you time when you scan for important messages. Clutter looks at how you’ve handled similar message in the past to determine which messages you’re most likely to ignore. It then moves those messages to a folder called Clutter.  You can quickly scan the Clutter folder and move any messages that shouldn't be there back to the inbox. Clutter will learn from this and do better next time.

 

You may receive a summary message in your Inbox with information about the messages moved into Clutter. This email is generated by Microsoft and is a legitimate message.

 

If you would like to disable the Clutter feature please follow the instructions in Knowledge Base article under “How do I turn off Clutter.”

 

More information about Clutter can be found in the OIT Knowledge Base. If you have any questions about the Clutter feature, please contact OIT HelpDesk online or call (865) 974-9900.

 

Spread the Word about IT Weekly!

Thanks to all of you who have subscribed to IT Weekly and acknowledged its value to you! We strive to provide informative and timely information about technology at UT and based on your feedback we are hitting the mark. If you have topics you are interested in hearing about, please contact Joel Reeves, joel.reeves@utk.edu, or anyone else on the OIT team.

 

Those who are interested in IT Weekly have to self-enroll to the listserv, so if you have colleagues or students who may be interested in learning more about what we are up to, please forward this email or let them know that they can subscribe to IT Weekly at http://tiny.utk.edu/join-itweekly. You can also follow us on Twitter & Like us on Facebook with the handle UT_OIT.

 

UPDATE: Office 365/Volmail Faculty & Staff Email Migrations

Although OIT didn’t perform any onsite-supported migrations from August 10-28 given limited support staff availability due to the start of the fall semester, during the past four weeks OIT deleted ~300 unused Tmail accounts and migrated another ~850 for a total of 10,925 in Office 365/Volmail now and ~2,115 remaining in Tmail. These are the depts./units that migrated during that period:

 

·   UT Conferences & Non-Credit Programs including:

o Professional & Personal Development

o Continuing Education

o Independent Study

o The Culinary Program

o The Smoky Mountain Field School

·   Center for Environmental Biotechnology

·   Division of Biology including:

o General Biology

o Biology Business Office & Service Facility

o Molecular Biology Resource Facility

o Advanced Microscopy and Imaging Center

·    Joint Institute for Computational Sciences (JICS)

 

 

 

 

 

All UT System Administration employees’ mailboxes are scheduled to be migrated over the next two weeks, followed by the ~10 remaining UTK academic departments through mid-Oct. During that time period OIT will also be migrating batches of “leftover” accounts such as retirees, emeritus faculty, sponsored NetIDs, and former employees who were either overlooked initially or affiliated with groups with fewer than 5 active employees.

 

New Robotic System Toolbox for MATLAB and Simulink

The Robotics System Toolbox has recently been added to the UT MATLAB site license and is available for download by students, faculty and staff from MathWorks, Inc. and will soon be available on the UTK remote server.

 

MathWorks announced the introduction of the new Robotics System Toolbox product as part of the Release 2015a.  The system toolbox provides an interface between MATLAB and Simulink and the Robot Operating System (ROS) that enables you to test and verify applications on ROS-enabled robots and robot simulators.

 

The Robotics System Toolbox Getting Started Guide and the User’s Guide can also be downloaded from the MathWorks PDF documentation site. For reference to the Robotics System Toolbox functions, select the “Functions and Other Reference” link. The link lists each command, its syntax, a brief description and examples with input/output arguments.

 

For questions or more information on MATLAB and Simulink products, please contact the OIT HelpDesk online or call (865) 974-9900.

 

 

Workshops for August 31 – September 4, 2015

Instructor-Focused:

·   LiveOnline@UT - Transitioning from Bb Collaborate to UT-Zoom, Aug 31, 9:00am - 11:00am

·   Online@UT 09 (Assessment Rubrics in Blackboard Learn), Sept 2, 9:00am - 10:00am

·   Video Everywhere: A New Video Option for Blackboard Learn, Sept 3, 9:00am - 10:00am

Researcher-Focused:

·   NVivo Collaborative Support Group, Sept 2, 6:00pm - 7:00pm

·   Get to Know NVivo, Sept 3, 12:00pm - 1:30pm

SharePoint:

·   SharePoint Documents (Creating, Editing, Sharing), Sept 2, 10:10am - 12:10pm

 

Check out our online training offerings (including lynda.com).

 

All workshops meet on the Knoxville campus. Registration is required for all workshops. If you have questions or need help with registration for any of the workshops listed above, contact the OIT HelpDesk online or call (865) 974-9900.

 

Computer Security: Don’t Bite!

There’s a snap in the air. The leaves are turning and students are returning to school. Our network streams are swollen with email traffic. The recent torrents of stolen information from systems like those maintained by the Office of Personnel Management, the IRS, etc., contribute to the rise in traffic. The Phishing is good; the “Phishermen” are out in force; the Phishing holes such as Pastebin and Pirate Bay are stocked.

Recent hacks of systems like the Office of Personnel Management, the IRS, etc. and the disclosure of the information on the internet has created opportunities for hackers to extract information from you. Hackers leverage sensational headlines or stories like these as opportunities to send you Phishing email, telling you that, “…someone has searched for your email address AND some of your information has been disclosed to unauthorized parties.” Hmmm…Did they search for you? Was your information in there? Again, maybe, maybe not.

 

Keep in mind that a large number of companies and online services do not validate email addresses when someone creates an account. When that happens, someone can use your email address to sign up for a service and you have no idea. That is, until you receive unsolicited email asking you to verify your address, or your phone number, or your address. Throw it back! Okay, that’s a metaphor for “send it to abuse@utk.edu” instead of getting yourself hooked into a scheme to get at your personal information.

 

Pastebin is a popular website for storing and sharing text. Though it’s mostly used for distributing legitimate data, it seems to be frequently used as a public repository of stolen information, such as network configuration details and authentication records. Various hacker groups and individuals also use Pastebin to distribute their catch, exposing the victim(s) to embarrassment or possibly legal actions. Why is it so popular with hackers? It’s easy to use; it can handle large text files; it doesn’t proactively moderate postings; publishing there doesn’t require registration. Likewise, Pirate Bay is a file-sharing web site where visitors can search online indexes of digital content and share information; some legitimate, some not so much.

 

OIT monitors services such as Pastebin for the occurrences of “utk.edu” information showing up on the site’s pages. When it does and it’s verified as a legitimate, active account, OIT notifies the user and walks them through a password change.

 

When you receive an email that you suspect is a Phishing email, don’t bite. Take a minute and look at the email. Is it from someone that you know? Is it from a company or institution you trust and do business with on a routine basis? Hover over the link and verify that what’s visible is really what is linked to. If it appears to come from a legitimate source, say, your bank, open a browser and type the URL to your bank into the address bar and check your account.

 

We’re all busy. Some of us receive hundreds of emails daily. Sometimes bad ones make it through all the filtering. If it smells Phishy, it probably is. You should copy the headers and forward it to abuse@utk.edu.

 

For more information on how to copy the headers in an email message, check out the OIT Knowledgebase or call the OIT HelpDesk at (865) 974-9900.

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and click on “Join or leave the list (or change settings)”

 

Archive now available at: https://utworks.tennessee.edu/oit/itweekly/default.aspx

 

Follow @UT_OIT on Twitter for up-to-date announcements regarding OIT events and outages.

 

August 21
[ITWEEKLY] IT Weekly, August 21, 2015

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August 21, 2015

New Scantron Drop Off & Pick Up Location

Based on customer feedback, OIT is implementing improvements to the Scantron exam scoring process. We have moved the Scantron drop off and pick up location to Greve Hall Room 517, right down the hall from the scanner itself. This will enable us to return both the electronic results and the original forms within 24 hours. Once you receive your Scantron results in BlackBoard, the forms will be ready for pickup in Greve Hall. Should a problem arise, such as a change in the answer key, we will be able to address it without the lengthy delay needed to transport the forms back to the former Library drop off point. This should resolve most of the concerns about Scantron turnaround time.

 

In addition, Scantron experts are available on the fifth floor of Greve to handle any in-depth questions you might have.

 

Feel free to swing by Greve Hall Room 517 anytime between 9:00 am and 5:00 pm to drop off or pick up your Scantron forms. We look forward to helping with all your Scantron scanning and scoring needs.

 

Microsoft Office for Faculty, Staff, and Students

Faculty, Staff, and Students have access to Microsoft Office for personally owned devices at no additional cost. The campus agreement with Microsoft provides access to the Microsoft Office ProPlus desktop applications, Office for iPad, and the online Office Web Apps.

 

Eligible accounts are able to download Microsoft Office ProPlus applications on up to 5 devices (PC, Mac, and/or mobile device). These applications include Word, Excel, PowerPoint, Outlook, OneNote*, Access*, and Publisher*. *Windows PC client programs and/or features only. Cannot be used across devices. OneNote for Mac is available for free through the Mac App Store. Office ProPlus versions are the full desktop versions of the Microsoft Office Suite.

 

To access your Office 365 Pro Plus subscription, log in to download the software at https://portal.office.com/OLS/MySoftware.aspx or log in to Office 365, select the gear icon, then Office 365 Settings, then Software.

 

Additional information about this program is available online:

Faculty/Staff:  http://oit.utk.edu/proplus

Students:         http://oit.utk.edu/MSadvantage

 

Busy Week for OIT

This week has been very busy for the OIT HelpDesk, the Campus Operators Call Center, and the OIT Service Center. Since Saturday, we have answered 4,678 phone calls, assisted about 1,100 students at the OIT Service Center, and responded to over 500 emails. There were over 84,000 registered wireless devices as of the first week of classes, an increase of 25% over last year’s peak during this same week. We have upgraded our online registration making it easier for student to register gaming systems, e-readers, TVs, blu-ray players, and streaming devices. We have helped students with access to UT resources, NetID authentication, computer set up to access the UT network, MyUTK, Banner, Blackboard, and much, much more. Thanks to everyone for their hard work this week. We are looking forward to another busy week next week and a great school year!

 

Software Update: ArcGIS from Esri

What is it? ArcGIS is an integrated suite of software products for work with maps and geographic information. In addition to creating maps, it can be used to compile and analyze geographic data and manage geographic databases, as well as many other applications. It also provides a platform for making maps and geographic information accessible openly on the Web for an organization or a user community. Most ArcGIS features can be controlled by menus but programming using ArcGIS’ ModelBuilder or scripting using other languages such as Python and JavaScript provide advanced functionality.

 

Where can I run it? For UTK, ArcGIS products are available on Windows machines in most OIT Computer Labs. Faculty and staff can download the software for no additional cost from the OIT software distribution site and install it on UT owned machines. Compatible operating systems include Windows, Windows Server, and Linux Servers. Students can get information about obtaining a free, student version that can be used for one year by calling the OIT Help Desk at 974-9900.

 

How can I learn it? To get started with ArcGIS, you can enroll in free virtual training classes through the Esri Virtual Campus. Course listings and enrollment information can be found at UT Libraries’ Map Services web site. Extensive online help is available from Esri, including the ArcGIS Help Library.

 

Where can I get support? OIT offers Minimal Support for ArcGIS. See UT Libraries’ Map Services web site for alternative sources of assistance. For licensing information, call the OIT Help Desk at 974-9900.

 

Workshops for August 24-28, 2015

Instructor-Focused:

·   Digital Badges and Certificates, August 24, 1:00pm - 2:00pm

·   My Mediasite, August 25, 9:30am - 10:30am

·   Teaching in a Technology Enhanced Classroom (TEC) 1, August 25, 9:40am - 11:10am

·   OneShot Video, August 25, 1:00pm - 3:00pm

·   Online@UT 05 (Grade Center in Blackboard Learn), August 26, 9:00am - 11:00am

·   IT Community of Practice, August 26, 12:20pm - 1:10pm

·   Camtasia for Windows 1 (Online Video on Windows PC), August 26, 1:00pm - 4:00pm

·   Online@UT 02 (Assessments in Blackboard Learn), August 27, 9:00am - 11:00am

 

Researcher-Focused:

·   NVivo Collaborative Support Group, August 26, 6:00pm - 7:00pm

 

SharePoint:

SharePoint Overview, August 26, 10:10am - 12:10pm

 

Check out our online training offerings (including lynda.com).

 

All workshops meet on the Knoxville campus. Registration is required for all workshops. If you have questions or need help with registration for any of the workshops listed above, contact OIT HelpDesk online or call (865) 974-9900.

 

Computer Security: 9 Ways to Protect Smartphone Data

When we store personal information on devices like smart phones, we are taking the risk that the information will be exposed to unauthorized persons. Here are some recommendations:

 

·   Avoid storing pictures locally on your laptop, smartphone or tablet. Smartphone theft is so common that, in the US, all devices will be pre-equipped with anti-theft capabilities by next year.

·   Keep secure backups on Hard Disk Drives or other less portable devices to securely store your confidential and sensitive documents. Make sure that the hard drive is kept well away from an internet connection, as any internet-connected device can be an open door for hackers at some point.

·   Encrypt, encrypt, encrypt. It may seem an overhyped functionality, but making your data undecipherable to hackers is a strong defense. Latest generation Android devices have an embedded full-device encryption feature that can encrypt all data, including applications, downloaded files and pictures.

·   Protect your accounts with strong, complex passwords. Use symbols, numbers and capital letters or even strange phrases to lock your cloud content from prying eyes.

·   Try to blur out your face on potentially compromising images. You wouldn’t want your risqué selfies to appear on Twitter, Reddit or Facebook would you?

·   Don’t email your private photos. Email accounts, especially those without two-factor authentication enabled, are easy targets for hackers looking to steal your personal details and intimate photos.

·   Format your memory card or internal memory. When you sell or lend your phone, be sure to format and overwrite the data with a secure erase tool to make sure that nothing remains.

·   Don’t share confidential information on open Wi-Fi hotspots unless you use a proper mobile security solution to block unrequested connections. Hackers can monitor your traffic and grab your banking credentials and compromising pictures without your knowledge. NOTE: UT-Open and UT-Visitor are open hotspots, meaning the data is NOT encrypted between your device and the access point. UT-WPA2 and Eduroam offer the only encrypted service between your device and the network on campus.

·   Disable auto-uploads for cloud storage solutions such as Google Apps, iCloud and Dropbox. These services, as useful as they may seem, create cloud-based versions of your images without filtering your most sensitive files from the harmless ones.

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To Join/Leave the IT Weekly go to http://listserv.utk.edu/archives/itweekly.html

and click on “Join or leave the list (or change settings)”

 

Archive now available at: https://utworks.tennessee.edu/oit/itweekly/default.aspx

 

Follow @UT_OIT on Twitter for up-to-date announcements regarding OIT events and outages.

 

August 14
[ITWEEKLY] IT Weekly, August 14, 2015

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August 14, 2015

OIT HelpDesk: Extra Hours this Weekend

We will have extra staff on hand this weekend to help students as they move in. Students can receive help over the phone, by email, or in person at the OIT Service Center in the Commons at Hodges Library or at our new temporary location in the Presidential Courtyard. Typical requests include connecting to the network, setting up email accounts, creating web pages, logging in to Blackboard, and all the other services related to getting ready for classes. During this time, all students must register their computer before connecting to the UT network. The hours for the Commons and Presidential Court locations are posted online. As always, the Telephone OIT HelpDesk will be available 24/7.

 

Cable TV Service Upgrade

Campus Televideo, our cable TV vendor, has very recently changed service providers which will require some TV reprogramming this evening. The new service will provided an expanded channel list as well as upgraded high definition to better work with the newer TV models. We were provided the new equipment last week and have it in place. With that said, we apologize for the timing and the reprogramming that occurred today. If you have any questions about Cable TV service on campus, please contact the OIT HelpDesk at (865) 974-9900.

 

Looking for Certain Classroom Features?

Don’t forget to use the online classroom search, which exists to aid faculty in determining if their assigned classroom meets their needs. Faculty can search by building and room number, room capacity, or even down to specific equipment (technology) or furniture features of a classroom. A link to the “Classroom Search” tool can be found in the myUTK portal, in the My Services list.

 

Online@UT (Blackboard Learn) Course Copy Best Practices

Did you know you could reuse your Blackboard Learn course materials from semester to semester? You can! We’ve developed a 5-step checklist to walk you through using the Course Copy function. As you begin developing your Spring 2015 Blackboard Learn course sites, please follow our best practice checklist to copy your course content. Following these guidelines will optimize the course copy process and preserve server space at the same time. If you have any questions, please don’t hesitate to contact OIT HelpDesk online or call (865) 974-9900.

 

Online@UT (Blackboard Learn) Date/Time Restrictions

Many instructors use date and time restrictions on their assignments, assessments, and other course materials in Blackboard Learn, but have to change all of those dates and times after the use of Course Copy. Use the Date Management tool within your Course Tools to change date and time restrictions quickly and easily. Pick and choose which dates you want to change, or shift them all at once by 365 days (or any number of days you choose). Use Date Management to make your semester course transitions run even smoother!

For step-by-step instructions on changing dates, visit our Date Management How-To page.

 

Software Update: WordStat by Provalis Research, Inc.

What is it? WordStat is a supplemental program to QDA Miner, which performs content analysis on textual data. You may create your own categorization dictionaries within WordStat or import pre-existing subject dictionaries. WordStat provides many of the same types of analyses as QDA Miner such as co-occurrence analysis and analyzing text categories by other variables such as age or gender. WordStat can only be started from within QDA Miner.

 

Where can I run it? WordStat is available at no additional charge to faculty, staff and students at all UT campuses for installation on university-owned and personally-owned Windows PCs and Macs. The download and installation instructions are at http://oit.utk.edu/software. It is also available on OIT’s Apps@UT server and on the computers in the OIT public computer labs. There is no simultaneous user limit for WordStat.

 

How can I learn it? OIT offers workshops on WordStat each semester, and you can schedule a one-on-one tutorial by calling the OIT HelpDesk at 974-9900. Tutorials are also available online at http://provalisresearch.com/resources/tutorials/.

 

Where can I get support? OIT offers Full Support or this software.  For assistance, contact the OIT HelpDesk at 974-9900.

 

Workshops for August 17-21, 2015

Instructor-Focused:

·   Teaching in a Technology Enhanced Classroom (TEC) 1, August 17, 9:00am - 11:00am

·   Online@UT 01 (Introduction to Online@UT - Blackboard Learn), August 17, 1:00pm - 3:00pm

·   Turning Point Update Q&A Session, August 17, 1:00pm - 2:15pm

·   Turning Point Update Q&A Session, August 17, 2:30pm - 3:45pm

 

·   Turning Point Update Q&A Session, August 18, 9:00am - 10:15am

·   Zoom Video Conferencing, August 18, 10:00am - 11:00am

·   Turning Point Update Q&A Session, August 18, 10:30am - 11:45am

·   Turning Point Clickers 1 (Basics), August 18, 1:00pm - 4:00pm

·   Teaching in a Technology Enhanced Classroom (TEC) 1, August 18, 2:00pm - 4:00pm

 

·   Turning Point Clickers 1 (Basics), August 19, 9:00am - 12:00pm

 

·   Teaching in a Technology Enhanced Classroom (TEC) 1, August 20, 9:40am - 11:40pm

 

·   Transitioning from Bb Collaborate to UT-Zoom, August 21, 9:00am - 11:00am

·   Teaching in a Technology Enhanced Classroom (TEC) 1, August 21, 1:20pm - 3:20pm

 

Check out our online training offerings (including lynda.com).

 

All workshops meet on the Knoxville campus. Registration is required for all workshops. If you have questions or need help with registration for any of the workshops listed above, contact OIT HelpDesk online or call (865) 974-9900.

 

Protecting Your Computer v. Safe Computing Behavior

When trying to secure a computer or smart device (e.g. your mobile phone) from threats, it is crucial that the user take both physical and technical precautions to insure that the device and information are safe.

 

Using strong passwords, controlling access to the machine, setting desktop security controls (e.g. don’t run as “admin”, use a screen-saver that requires authentication, lock your workstation when you’re away), and choosing a secure network are all physical practices that insure the safety of your computer and your information.

 

However, safe computing behavior does not only include implementing physical security measures. Technically protecting your machine and information is a second level of security that is crucial to ongoing safe computing behavior. Setting up your computer for automatic software and operating system updates, installing protective software, and using desktop firewalls are all practices that insure an adequate level of security for your device and personal information.

 

Let me repeat something: Technically protecting your machine and information is a second level of security. The first level begins with you and your IT-Behavior.

 

For questions about protecting your computer and for help with changing your computer behavior, call the OIT HelpDesk at (865) 974-9900. You will be referred to the appropriate person, based on your needs.line.gif

To Join/Leave the IT Weekly go to http://listserv.utk.edu/archives/itweekly.html

and click on “Join or leave the list (or change settings)”

 

Archive now available at: https://utworks.tennessee.edu/oit/itweekly/default.aspx

 

Follow @UT_OIT on Twitter for up-to-date announcements regarding OIT events and outages.

 

August 07
[ITWEEKLY] IT Weekly, August 7, 2015

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August 7, 2015

Survey Helps OIT Improve High Performance Computing

The Newton HPC Program provides a flexible, high-performance research-computing environment, which is available to all students, faculty, staff, and collaborating researchers of the University of Tennessee. Free access is available for use of up to 128 CPU cores for 24-hour compute jobs. For longer-running jobs and higher CPU core limits and priority, the Newton Program offers a buy-in option where a research group which funds an expansion of the cluster will gain a proportional ownership of the available resources.

 

In survey responses from Newton users last winter, OIT received many suggestions for increasing computational capacity, availability, and ease of use. In response OIT has formulated an upgrade plan for the Newton HPC computational resources (compute nodes) that will provide the backbone of the Newton HPC Program services for the next few years.

 

Earlier this month, OIT installed the first phase of this new HPC cluster (named “Sigma”). The Sigma cluster consists of 70 compute nodes providing of 1680 CPU cores, 9TB of RAM, and interconnected with a high-performance FDR Infiniband network. This cluster can be seamlessly expanded to 144 compute nodes and 3456 CPU cores over the next one-to-two years as needed. The performance of this cluster has been benchmarked at over 17 Tflops (trillion floating -point operations per second). This is as much as 1700 times the performance of a typical desktop computer.

 

Newton users have access to the Sigma cluster as well as a number of other clusters with different capabilities. More information on the Newton HPC Program is available at https://newton.utk.edu/ .

 

Information Security Awareness Training for Students!

Several faculty members have approached OIT about providing information security awareness training to students as part of their curriculum.

 

Lynda.com provides a beginner's guide to cybersecurity, showing the user ways to prevent malware, viruses, and security breaches on their computers and networks. The course is titled, “Computer Security and Internet Safety Fundamentals.”

 

·   Topics include:

·   Installing updates

·   Using antivirus software and protecting against viruses

·   Enabling Windows Firewall

·   Using password-management software

·   Encrypting files that contain sensitive data

·   Securing your router and protecting the SSID

·   Understanding the signs of a secure website

·   Checking settings for Internet Explorer, Firefox, Chrome, and Safari

·   Unsubscribing from email subscriptions

·   Reviewing site privacy settings

·   Browsing on a public computer

·   Understanding cookies

·   Protecting other people's names and locations

·   Fact-checking email warnings

 

All students, faculty, and staff have access to lynda.com using their NetID and password. All costs are covered through the Technology Fee.

 

One can access the lynda.com library 24/7—even from an iPhone, iPad, Android device, or mobile phone—and watch entire courses or single tutorial videos as needed. Exercise files permit the user to follow along with the instruction as they learn, and bookmarks to help keep track of what they’d like to watch.

 

Questions regarding lynda.com should be directed to the OIT HelpDesk at (865) 974-9900.

 

Software Update: OriginPro Coursework Package

OriginLab has introduced a OriginPro Coursework Package that is available to instructors for teaching undergraduate and graduate coursework. The instructor gets a 1-year expiring license of OriginPro at no additional cost. Students get a 1-semester expiring license of OriginPro Learning Edition. The fee is $100 per course and includes OriginLab technical support for instructor to help create the course materials.

 

Requirements are the licenses should be used only for the purpose of teaching coursework, the instructor is expected to provide feedback at the end of the coursework, and also allow OriginLab to list the course on their website.

 

A case study on how a chemistry professor integrated Origin Pro into a chemistry course that teaches students to analyze data generated by scientific instruments can be view here.

 

To view more details and to apply for this package, please visit the page:

http://www.originlab.com/index.aspx?go=PRODUCTS/OriginProTeachingCourse

 

Workshops for August 10-14, 2015

Instructor-Focused:

·   Turning Point Clickers 1 (Basics), August 10, 1:00pm - 4:00pm

·   Teaching in a Technology Enhanced Classroom (TEC) 1, August 10, 1:30pm - 3:30pm

 

·   Turning Point Clickers 1 (Basics), August 11, 9:00am - 12:00pm

·   Online@UT 01 (Introduction to Blackboard Learn), August 11, 9:00am - 11:00am

·   Transitioning from Bb Collaborate to UT-Zoom, August 11, 1:00pm - 3:00pm

·   Turning Point Clickers 1 (Basics), August 11, 1:00pm - 4:00pm

·   Teaching in a Technology Enhanced Classroom (TEC) 1, August 11, 2:00pm - 4:00pm

 

·   Turning Point Clickers 1 (Basics), August 12, 9:00am - 12:00pm

·   Teaching in a Technology Enhanced Classroom (TEC) 1, August 12, 10:00am - 12:00pm

·   Zoom Video Conferencing, August 12, 1:00pm - 2:00pm

 

·   Camtasia for Mac, August 13, 9:00am - 11:00am

·   Teaching in a Technology Enhanced Classroom (TEC) 1, August 13, 9:30am - 11:30am

·   Turning Point Clickers 1 (Basics), August 13, 1:00pm - 4:00pm

 

·   Turning Point Clickers 1 (Basics), August 14, 9:00am - 12:00pm

 

Check out our online training offerings (including lynda.com).

 

All workshops meet on the Knoxville campus. Registration is required for all workshops. If you have questions or need help with registration for any of the workshops listed above, contact OIT HelpDesk online or call (865) 974-9900.

 

University of Connecticut HACKED!

The University of Connecticut’s School of Engineering reported last week that it was the victim of a “criminal cyber-intrusion” that could have been going on for almost a year and a half, and personal information, such as Social Security numbers and credit card information, may have been compromised.

 

UConn said that the breach has been traced to China. Although officials detected malware on the Engineering servers in March of this year, they suspect that it first originated in September of 2013.

 

Why the School of Engineering? At UConn, the School of Engineering has it's own computer network/system that's separate from the rest of the university but contains a lot of the same information on it.

 

Could this happen to us? It can happen to anyone. There are some similarities in the way UConn distributes their information technology resources and the way that UTK operates. However, one big difference is that at UConn, and numerous other institutions, “central IT” provides services to a building and the departments manage the infrastructure from there. This is similar to your technology provider at home. For example, Comcast will support their technology TO YOUR HOME but everything inside your house is on you. You manage the security and the routers or firewalls from there in.

 

OIT doesn’t stop at the building; OIT provides the network infrastructure to the desktop. There are a number of services available from OIT that can reduce the risk to IT resources: departmental servers can be virtualized in the OIT VM Infrastructure and protected by core firewalls; departmental devices should be added to Active Directory and protected by security policies; departmental devices can be added to the MODERATE 1 segment of our network where they’re privately addressed and not visible to the internet.

 

Half of the Information Security battle is knowing that these controls are already available to the campus; the other half of the battle is knowing where sensitive information lives. All of these controls don’t help protect the campus’s information if they’re not used.

 

The UTK Security Plan dictates that ANY device that process or stores this type of sensitive information has the appropriate controls in place to protect that information.

 

YOU can help prevent the campus from showing up on the front page of the paper by: leveraging the resources already available from OIT; keeping the virus protection and malware protection on your devices updated; keeping your operating system on your devices updated; resisting the temptation to store sensitive information on your desktops or laptops. All the technology in the world can’t protect you from YOU and every action you take on your devices. It relies on YOU and the decisions you make.

 

You can contact the OIT HelpDesk at (865) 974-9900 for assistance in any of these areas.line.gif

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July 31
[ITWEEKLY] IT Weekly, July 31, 2015

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July 31, 2015

Summer 2015: Instructor Grade Entry

Grade entry opens on Monday, August 3rd and continues until 8:00 AM on Friday, August 14th. Grades will be posted to Academic History on Friday morning. At that time, term and cumulative hours/GPA will be calculated. Please direct any questions or concerns to Kathy Abbott in the Office of the University Registrar; kcooper@utk.edu or 865-974-1507.

 

Department “House Calls”

Wondering how technology can benefit instruction in your academic discipline? A representative from the OIT Instructional Support team can attend one of your departmental meetings to provide an overview of a variety of instructional technologies and strategies that enhance student learning. You can also provide the topics that would most benefit your faculty.

 

Schedule an overview for your department this fall by completing the OIT HelpDesk Contact Form. Under the heading, "Question/Description of the Problem," provide a description of the topic(s) your group would like OIT to cover, the approximate number of people who will attend, and anything else you would like to add. Someone from OIT will contact you to set up a "house call."

 

UPDATE: Office 365/Volmail Faculty & Staff Email Migrations

OIT migrated ~840 accounts the past two weeks for a total of 10,620 in Office 365/Volmail and 2,700 remaining in Tmail. These are the depts./units that migrated during that period:

 

·   Facilities Services’ remaining accounts (~260)

·   Civil & Environmental Engineering

·   Industrial & Systems Engineering

·   CITR (Center for Information Technology Research)

·   NIMBioS (National Institute for Mathematical and Biological Synthesis)

·   School of Music

·   College of Arts & Sciences Administration

·   Mathematics

·   Microbiology

 

 

 

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Note that OIT will not be performing any onsite-supported migrations from August 10-28 given limited support staff availability due to the start of the fall semester. The last few remaining academic department are all scheduled to migrate in Sept & Oct.

 

Software Update: Stata MP

What is it? Stata MP, by State Corp, is a general purpose package for statistics, data management, and graphics. You can control it using its programming language or its graphical user interface. Stata is designed to be easily extendable and there are many hundreds of free add-ons available for it in Internet repositories. Stata is particularly strong in time series, panel data, and the analysis of complex, non-random samples. Its data must fit into your computer’s main memory, limiting the amount of data it can handle.

 

Where can I run it? Stata MP is available on OIT’s Apps@UT server and the computers in the OIT public computer labs. There is a 14 simultaneous user limit for Stata MP.

 

How can I learn it? To get started with Stata, you can watch the tutorials at http://youtube.com/user/StataCorp.

 

Where can I get support? OIT offers Minimal Support for Stata, however there is an active support group at http://www.stata.com/statalist/.

 

Anything else I should know? You can purchase Stata for your own computer directly from the company. UT has "GradPlan" educational pricing. Don Bruce in CBER is the campus representative. Feel free to contact him with your questions at dbruce@utk.edu or 974-6088.

 

Workshops for August 3-7, 2015

 

No workshops this week.

 

Check out our online training offerings (including lynda.com) at https://oit.utk.edu/Training/online-training/Pages/default.aspx

 

All workshops meet on the Knoxville campus. Registration is required for all workshops. To register for a workshop go to: http://oit.utk.edu/training/. If you have questions or need help with registration for any of the workshops listed above, contact OIT HelpDesk online or call (865) 974-9900.

 

Computer Security: System Classification

UT Information Technology policy IT0115 (Information and Computer System Classification) provides guidance for the identification of information assets and to determine the level of risk to disclosure, alteration, and/or destruction of the information and the impact to the University of Tennessee. “Disclosure” is the unauthorized use of university information.

 

The information classification policy provides the following benefits:

 

·   ·A guide to determine the value of information to the university.

·   ·An aid in creating and applying security controls that limit the unauthorized disclosure, alteration, and destruction of information.

·   ·A mechanism to identify critical information and computer systems that contain or process data that are most valued to the university.

·   ·A device to identify the protections that apply to specific information and computer systems.

 

This policy applies to all users while accessing, using, or handling the University of Tennessee's information technology resources. Besides Faculty, Staff, and Students, "users" includes but is not limited to, subcontractors, visitors, visiting scholars, potential students, research associates, grant and contract support personnel, media representatives, guest speakers, and non-university entities granted access. All "users" are required to be familiar with and comply with this policy.

 

Staff can record the classification of a device (i.e. workstation, laptop, iPad, etc.) in Netreg. There is a field labeled "Security Class" with the options of "LOW, MODERATE, and HIGH." Staff can use IT0115 and the UTK Information Security Plan (available to authenticated staff at security.utk.edu) to determine what category best fits the type of data processed or stored on their device.

 

In order to protect our information assets, we need to know where it is used.line.gif

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July 24
[ITWEEKLY] IT Weekly, July 24, 2015

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July 24, 2015

Create Engaging Courses with OIT's Support

We encourage the UTK instructors of all ranks — from a tenured faculty to graduate teaching assistants — to take advantage of the OIT Faculty Assistance service that helps faculty develop digital course materials. You might need a visual illustration for your presentation or you plan to move a course component online. The OIT specialists will meet with you, discuss your needs, and assist in developing a product that meets your requirements. We are also available to meet with you,  listen to your ideas and offer suggestions and technology solutions to help in your course. Schedule a time to talk to us!

 

OIT Faculty Assistance areas of support include web and graphic design, multimedia development, video production, and redesign of a course for partially or fully online delivery. Please contact OIT HelpDesk online or call (865) 974-9900.

 

Online@UT (Blackboard Learn) Course Copy Best Practices

Did you know you could reuse your Blackboard Learn course materials from semester to semester? You can! We’ve developed a 5-step checklist to walk you through using the Course Copy function. As you begin developing your Spring 2015 Blackboard Learn course sites, please follow our best practice checklist to copy your course content. Following these guidelines will optimize the course copy process and preserve server space at the same time. If you have any questions, please don’t hesitate to contact OIT HelpDesk online or call (865) 974-9900.

 

Secure File Transfer

Vault (UT Secure Courier) is a secure file transfer application that allows users to easily send large files, including executables, quickly and securely. Files are uploaded and downloaded via SSL encrypted HTTP and stored in an encrypted data store. Using Vault is as easy as sending an email with an attachment and it works equally well from both a PC and a Mac.

 

Users login to the system with their UT email address and NetID password, and then upload or download the file as appropriate. Vault is intended for file transfer and not for permanent file storage. Files are automatically deleted 20 days after they are uploaded. Vault is available to all current university faculty, staff and students; non-UT users can use it both to send and receive files but they have to send or receive from a UT person.

 

You can easily access the Vault yourself or contact OIT HelpDesk online or call (865) 974-9900 if you have any questions or need assistance.

 

Software Update: ArcGIS Software News

ArcGIS software can be used to capture, store, manipulate, analyze, manage and present all types of geographically referenced data for a variety of geodatabase management functions and research applications.

 

The latest release of this software, version 10.3, will be available to UT faculty and staff at the OIT Software Distribution site on July 24th, 2015.

 

At that time, version 10.1 will still be available but version 10.2.2 will be removed from distribution. OIT will continue to provide annual license renewals for ArcGIS 10.0 and all higher releases as long as they are supported by Esri.

 

ArcGIS can also be used in most OIT computer labs. For available locations, see the OIT Lab Services searchable database. Beginning Fall semester 2015, ArcGIS 10.3 will be the only version running at these locations.

 

Contact the OIT HelpDesk (865-974-9900) if you have ArcGIS questions, need new license codes, or want to request an ArcGIS product not available at the Software Distribution site.  Students cannot download ArcGIS products but they can obtain a Student Edition of ArcGIS by contacting the HelpDesk.

 

Workshops for July 27-31, 2015

 

No workshops this week.

 

Check out our online training offerings (including lynda.com) at https://oit.utk.edu/Training/online-training/Pages/default.aspx

 

All workshops meet on the Knoxville campus. Registration is required for all workshops. To register for a workshop go to: http://oit.utk.edu/training/. If you have questions or need help with registration for any of the workshops listed above, contact OIT HelpDesk online or call (865) 974-9900.

 

Computer Security: Cyber-threats to state agencies

Information Security centers in the U.S. are currently monitoring the following situations, as well as others throughout the U.S. and world:

 

·         Israel-HAMAS/Palestinian conflict 

·         Russian/Ukrainian conflict

·         Malaysia Airlines flight MH17

·         Air Algerie flight MD-83

·         Potential terrorist attack in Norway

 

International events such as the ones listed above frequently generate a great deal of news media coverage and often result in the creation of malicious websites purporting to contain information or pictures, but utilized to deliver malware. Spam email campaigns often exploit these events as well, in an attempt to infect victims with malware or steal their credentials. Either activity may result in a network compromise. Be alert! The emails can come from friends who have fallen prey to malware. They may not know that their account is being used to spread malware.

 

"Hactivists" use computers and computer networks to promote political ends, chiefly free speech, human rights, and information ethics. Hactivists frequently target state and local government agencies and their employees - this means YOU! "Malware" is software that is intended to damage computers and computer networks.

 

Some DO's and DON'T's:

·         DON'T open suspicious emails, including spam and phishing emails, or attachments, or those coming from untrusted sources;

·         DON'T click on links contained in suspicious emails, or emails or social networking posts from untrusted sources;

·         DON'T click on links to unknown or untrusted websites for view information, pictures, or video regarding the event;

·         DO use different passwords for each website and network account;

·         DO use up-to-date antivirus, anti-spyware, and anti-adware protection software and deploy a firewall;

·         DO apply appropriate patches and updates.

 

To reduce the likelihood of an opportunistic hacktivist attack:

·         Conduct vulnerability scans of Internet facing systems and applications. Focus on identifying and remediating Structured Query Language (SQL) injection (SQLi) and Cross Site Scripting (XSS) vulnerabilities;

·         If you are using a Content Management System (CMS) such as WordPress, Joomla, or Drupal, make sure the application is updated, patched, and secure;

·         If you are using PHP on your webserver, make sure the system is running the most recent version of PHP;

·         Ensure log files contain a sufficient amount and type of data to support forensic analysis, and monitor log files for unauthorized or suspicious Internet connections.

 

If you get fooled by a carefully-crafted email and mistakenly click on a link only to realize you have been duped, call the OIT HelpDesk immediately and report the incident. If you receive suspicious emails, forward the headers along with the email to abuse@utk.edu. For information on gathering the header information, see this OIT Knowledge Base article - or call the OIT HelpDesk at (865) 974-9900.

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July 17
[ITWEEKLY] IT Weekly, July 17, 2015

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July 17, 2015

Choosing a Flat Panel Display

Flat panel displays come in Consumer Grade and Commercial Grade. Many staff, being appropriately budget conscious, will look to Consumer Grade displays for Commercial applications as they are cheaper and they look good in an at–home setting. Consumer Grade displays typically use a “TV Grade” LCD Module. While this grade of LCD Module works well for motion video and cable TV, it does not work as well for computer presentations.

 

In an environment such as UT, one plan for Commercial Grade Displays. This level of monitor uses a higher grade LCD Module with tighter specifications resulting in higher quality computer images. Other advantages of Commercial Displays include:

·   having a wider selection of inputs,

·   built for 24/7/365 operation,

·   better diagnostic tools,

·   heavy duty cabinets that are typically larger allowing for better ventilation,

·   a longer life than consumer displays.

 

Quality of presentation and longer life actually make Commercial Grade Displays a better value. Many consumer displays have limited or no warranty when used in a commercial application. If you would like help choosing the right display whether you are looking for a flat panel or projector, please contact OIT HelpDesk online or call (865) 974-9900.

 

UPDATE: Office 365/Volmail Faculty & Staff Email Migrations

OIT migrated ~1,200 accounts the past three weeks for a total of 9,777 in Office 365/Volmail and 3,536 remaining in Tmail. These are the depts./units that migrated during that period:

 

·   Facilities Services’ majority of accounts (~500)

·   Center for Transportation Research

·   VolShop

·   Modern Foreign Languages & Literatures

·   Mechanical, Aerospace and Biomedical Engineering

·   Institute for a Secure and Sustainable Environment

·   Psychology Clinic

·   UT Press

·   Reliability & Maintainability Center

 

 

If an email account is overlooked and discovered on Tmail/Exchange after a department has migrated, the person or owner should first get the account ready to migrate per the pre-migration checklist (e.g., core folder item counts have been checked and/or resolved). Then, contact the OIT HelpDesk at 865-974-9900 to request to have the account migrated. It will be migrated within one business day and you will be notified afterward.

 

Software Update: SPSS SamplePower by SPSS

What is it? SamplePower helps you plan your study by figuring out the smallest number of subjects (or experimental units) you would need to find a significant result.

 

Where can I run it? SPSS SamplePower is available at no additional charge to faculty, staff and students at all UT campuses for installation on university-owned and personally-owned Windows PCs. The download and installation instructions are at http://oit.utk.edu/software.

 

How can I learn it? To learn SPSS SamplePower, refer to the documentation found under the Help menu.

 

Where can I get support? OIT offers Minimal Support for SamplePower.

 

Workshops for July 20-24, 2015

Instructor-Focused:

·   Captivate 1 (Hands-On: Going Beyond PowerPoint), July 20, 10:00am - 12:00pm

 

Check out our online training offerings (including lynda.com) at https://oit.utk.edu/Training/online-training/Pages/default.aspx

 

All workshops meet on the Knoxville campus. Registration is required for all workshops. To register for a workshop go to: http://oit.utk.edu/training/. If you have questions or need help with registration for any of the workshops listed above, contact OIT HelpDesk online or call (865) 974-9900.

 

Acceptable Use of Information Technology Resources

UT Policy IT0110 - ACCEPTABLE USE OF INFORMATION TECHNOLOGY RESOURCES POLICY (AUP) governs the use of the university's information technology resources in an atmosphere that encourages free exchange of ideas and an unwavering commitment to academic freedom. By using the Information Technology resources at UT, you are agreeing to abide by the policies outlined in the AUP.

 

Every time you change your password, you are prompted to acknowledge your agreement to abide by the AUP. When you participate in the annual Security Awareness training, the last module requires that you acknowledge the AUP. Do you read it? Or, is it like the End User Licensing Agreement (EULA) that you blow by when you install software, clicking "I Accept" without really reading what you're committing to? The AUP is very broad and reaching - it also applies to YOU when you connect your personal laptop or other mobile device to the UTK Network. It also mandates that we keep systems connected to the UTK network up-to-date.

 

You can view the AUP along with other IT policies at http://policy.tennessee.edu/it_policy/. If you have any questions about the AUP, please contact the OIT HelpDesk at 865-974-9900.

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July 10
[ITWEEKLY] It Weekly

July 10, 2015

Upcoming iTunes U Change

On July 2nd Apple announced a major change in the iTunes U service. Apple will be discontinuing the iTunes U private sites on September 1st, 2015.

 

What does this mean for UT?

Faculty members who have been using iTunes U private sites will no longer have the option to create private iTunes U sites for their courses. In addition, any content currently hosted within iTunes U private sites will need to be backed-up before September 1st. Content that is not backed-up before September 1st will be lost and unrecoverable; Apple is turning off the machines hosting this content on September 1st.

 

Does this affect me?

This change will only affect users who have created an iTunes U private site via Blackboard. iTunes U public sites will be unaffected by this service change.

 

What is going to happen? What will this look like?

Apple is turning off the machines that host the iTunes U private site content on September 1st. All content hosted on these machines will be unavailable starting September 1st.

 

OIT will keep the Blackboard iTunes U building block turned on until Monday, August 31st, 2015 so that users can access their private sites to download back-ups of all content currently hosted within iTunes U private sites. OIT will turn off the Blackboard iTunes U building block on Tuesday, September 1st, 2015. We will be unable to assist users with iTunes U private site content starting September 1st, 2015.

 

How do I access my private iTunes U site?

Here are steps for accessing your content hosted on iTunes U private sites:

1. Login to Online@UT from https://online.utk.edu
2. Navigate to the course site with an associated iTunes U private site.
3. Click “Course Tools” from the Course Management menu on the left side of the screen to expand the tools list.
4. Locate and click “iTunes U” from the expanded Course Tools list to open the iTunes U Control Panel.
5. Click the “iTunes U” button next to “Reveal in iTunes” to open the private site in the iTunes application.
6. In the iTunes application, locate and click “Course Content” tab to see the list of content.
7. Click the “Get” button on the far right side of the screen to start downloading an item. Repeat this step until all content is downloaded to your local machine.
8. You may need to repeat steps 6 & 7 to download all content from the other available tabs, including “All of UT,” “Drop Box,” “Shared” & “Archives.” NOTE: Most users only uploaded content to the “Course Content” tab so don’t worry if no content shows on the other tabs.

The content will download to the default iTunes Media folder on your machine. If you have problems or would like assistance with the process above, please contact the OIT HelpDesk.

 

What is the impact for UT?

UT will continue to offer iTunes U public sites. Starting September 1st, 2015 UT will no longer offer or support iTunes U private sites.

 

If you would like to setup a new iTunes U public site, or if you have questions, please contact OIT HelpDesk online or call (865) 974-9900.

 

The OIT Knowledge Base

Do you have a new phone and need to know how to set up your Volmail account or set up a vacation message/autoreply in Outlook? Check out the OIT Knowledge Base online at http://oit.utk.edu/kbIt is packed with information and troubleshooting tips for UT services such as Online@UT, SharePoint, TmailVolmail, T-Storage and much more!

 

We’ve heard from several faculty members about how helpful the Knowledge Base is. A few of the comments we’ve received about the Knowledgebase include:

 

“This is great! The Knowledge Base had just what I needed to fix my problem. I was back in business and ready for class ASAP”

 

“This simple solution made my day. Being constrained to the lite version of web access was driving me mad. The Microsoft workaround would not install. Many thanks!”

 

Software Update: SPSS Modeler by SPSS

What is it? SPSS Modeler is a comprehensive data-mining package, which uses an easy-to-learn flowchart user interface. It can read SPSS datasets, as well as import data from many other sources.

 

Where can I run it? SPSS Modeler is available at no additional charge to faculty and staff at all UT campuses for installation on university-owned Windows PCs. The download and installation instructions are at http://oit.utk.edu/software. It is also available on OIT’s Apps@UT server and on the computers in the OIT computer labs. There is no simultaneous user limit for SPSS Modeler.

 

How can I learn it? To learn the basics of Modeler, start the package and choose Tutorial from the Help menu. The manuals are included in the installation files.

 

Where can I get support? OIT offers Minimal Support for SPSS Modeler.

 

Anything else I should know? Modeler is the only SPSS product that is limited to installation on computers owned by the University. Contact the OIT HelpDesk for a license activation code.

 

Workshops for July 13-17, 2015

Instructor-Focused:

• Camtasia for Mac, July 13, 9:00am - 12:00pm
• Insight for the Computer Lab Classroom, July 13, 10:00am - 12:00pm
• PowerPoint for Faculty 1b (PowerPoint with Voiceover on a Mac), July 13, 2:00pm - 3:00pm
• Zoom Video Conferencing, July 14, 10:00am - 11:00am
• Online@UT 01 (Introduction to Online@UT - Blackboard Learn), July 14, 1:00pm - 3:00pm
• Online@UT 03 (Blogs and Wikis in Blackboard Learn), July 15, 1:00pm - 3:00pm
• LiveOnline@UT 1 (Introduction to Bb Collaborate), July 16, 9:00am - 11:00am
• Online@UT 02 (Assessments in Blackboard Learn), July 17, 1:00pm - 3:00pm

Researcher-Focused:

• Qualtrics Web Survey Design 1, July 14, 10:00am - 12:00pm

 

Check out our online training offerings (including lynda.com) at https://oit.utk.edu/Training/online-training/Pages/default.aspx

 

All workshops meet on the Knoxville campus. Registration is required for all workshops. To register for a workshop go to: http://oit.utk.edu/training/If you have questions or need help with registration for any of the workshops listed above, contact OIT HelpDesk online or call (865) 974-9900.

 

Computer Security: Peopleware

A landmark study was released in 2007 that helped confirm conventional wisdom about the large number of re-used passwords and the poor quality of user passwords. The study looked at the password usage habits of over 500,000 users. What the study found is that the average user used an average of 7 passwords/week. The study showed that those passwords were shared with an average of 25 sites! If a user is using the same password on Facebook as they use for the NETID login, which is the same for their Gmail AND their banking passwords, it is immediately evident that there’s a perfect storm coming. The study also contains information on successful phishing attempts. The data indicates that something on the order of .4% of the population falls victim to a phishing attack each year. Remember that this study was performed in 2007. Social networking has grown; mobile devices have multiplied like rabbits, and every site wants a login and a password and the phishermen are out in force.

 

The news is full of stories of high-profile individuals whose accounts are compromised. Their phones are erased; their email accounts are emptied; their photos are GONE. The vulnerabilities aren’t technical – they’re human. Whether it’s a phishing attempt that lands the user or a “guessed”-password that unlocks multiple accounts, the technology is working as it should. We can add more layers of technology such as multi-factor authentication (bio-metrics, tokens, voice recognition) but in the end, it’s the “peopleware” that we have to keep patched.

 

Peopleware is the term used to describe the interaction a person has with technology, and it’s time to update your peopleware! The latest version doesn’t allow clicks on embedded links in unsolicited emails. However, there are still bugs that haven’t been addressed. Be diligent in your password creation and its reuse.

 

If you’re one of those .4% of the population that clicked on a link that “looked okay” and you suspect your UT credentials have been compromised, please notify the OIT HelpDesk immediately at 865-974-9900

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July 02
[ITWEEKLY] IT Weekly, July 2, 2015

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July 3, 2015

Video Conferencing Options

If you are looking to use video conferencing as a way to minimize travel or travel time, OIT recommends using Zoom, Skype for Business, and OIT Engineering Services for video conferencing solutions. Zoom and Skype for Business are provided to Knoxville area units at no additional cost.  These solutions are an alternative to many services that you may have paid for in the past, including WebEx, Citrix GoToMeeting, Adobe Connect, join.me and AT&T Connect Meeting.

 

Skype for Business

You get everything you need for conversations in one app—IM, audio calls, video calls, online meetings, screen sharing and content sharing. Up to 250 people (both UT and visitors) can join a single meeting.

For additional information, please visit the OIT Skype for Business website.

 

Zoom

Zoom, a cloud-based technology, allows faculty, staff and students to have high-quality interaction in real time from their computers and mobile devices.  Zoom's web-based conferencing uses high-quality video and audio and is accessible on MacOS, Windows, iOS and Android mobile devices.  With a Zoom Pro account, you can connect standards-based H.323 and SIP video conferencing systems via the Zoom ‘Room Connector’ feature.  Zoom also includes free telephone bridging, so you can bring in participants via telephone as well. The Zoom recording feature will allow you to save a session for future reference and/or send it to those who are unable to attend.


For additional information, please visit the
Zoom – Getting Started website.

 

OIT Engineering Services

OIT Engineering Services provides the University with a number of video conferencing services. We can provide connections to single or multiple facilities for distance education, research collaboration, and administrative meetings, saving time and travel costs.  We will also design, purchase and install video conferencing systems (or any combination thereof) for departments that wish to deploy their own systems. 
For a full list of services including Facilities, Bridging Services, Portable Systems, Recording, and Consulting, please visit the
OIT Engineering Services website.

 

Sending Email Messages with Attachments

When sending email messages with attachments, it is a good practice to consider the email service that the recipient uses. There are different file attachment limitations based on whether or not you, or your intended recipient, is using Tmail, Office365/Volmail, or another email service, such as Gmail.

 

If you are on Tmail, the total size of an email with attachments is 25MB for both sending and receiving.  

 

If you are on Office 365/Volmail, the attachment size is limited not only by the system setting of 35MB, but also on what your email client supports. In general, you can send and receive attachments up to 35MB between other Office 365/Volmail users, but only up to 25MB to Tmail, or other email services. However, this may be limited based on what email client you are using. Please see the chart below for details.

 

As a reminder, the UT Vault service at http://vault.utk.edu, OneDrive for Business, and Google Drive are all great alternatives for sharing large files with others in a secure fashion.

 

Attachment Size Limit

Limit internally, O365 to O365

Limit externally
O365 to/from internet

File attachments limit

250 attachments

250 attachments

File attachment size limit – Outlook for Windows

35MB

25MB

File attachment size limit – Outlook for Mac

35MB

25MB

File attachment size limit – OWA (Outlook Web App)

25MB

25MB

 

 

Software Update: ArcGIS Software News

ArcGIS software can be used to capture, store, manipulate, analyze, manage and present all types of geographically referenced data for a variety of geodatabase management functions and research applications. 

 

The latest release of this software, version 10.3, will be available to UT faculty and staff at the OIT Software Distribution site on July 24th, 2015: https://webapps.utk.edu/OIT/SoftwareDistribution/.

At that time, version 10.1 will still be available but version 10.2.2 will be removed from distribution.  OIT will continue to provide annual license renewals for ArcGIS 10.0 and all higher releases as long as they are supported by Esri.

 

ArcGIS can also be used in most OIT computer labs.  For available locations, see the OIT Lab Services searchable database:  http://www.labs.utk.edu/labs/chooselab.asp .  Beginning Fall semester 2015, ArcGIS 10.3 will be the only version running at these locations.

 

Contact the OIT Help Desk (865-974-9900) if you have ArcGIS questions, need new license codes, or want to request an ArcGIS product not available at the Software Distribution site.  Students cannot download ArcGIS products but they can obtain a Student Edition of ArcGIS by contacting the Helpdesk.

 

 

Workshops for July 6-10, 2015

Instructor-Focused:

·   Captivate 1 (Hands-On w/ Adobe Captivate), July 6 (Mon), 10:00am - 12:00pm

·   Online@UT 01 (Introduction to Online@UT), July 6 (Mon), 1:00pm - 3:00pm

·   Online@UT 03 (Blogs and Wikis in Blackboard Learn), July 7 (Tue), 9:00am - 11:00am

·   PowerPoint for Faculty 1a (PowerPoint with Voiceover), July 7 (Tue), 1:00pm - 3:00pm

·   OneShot Video, July 8 (Wed), 10:00am - 12:00pm

·   Zoom Video Conferencing, July 8 (Wed), 2:00pm - 3:00pm

·   Online@UT 02 (Assessments in Blackboard Learn), July 9 (Thu), 9:00am - 11:00am

·   LiveOnline@UT 1 (Introduction to Bb Collaborate), 07/10 (Fri), 9:00am - 11:00am

Researcher-Focused:

·   SQLite 1 (Basics), June 22, 1:00pm - 2:30pm

·   SPSS 1 (Basics), June 22, 2:00pm - 4:00pm

·   SPSS 1 (Basics), June 24, 2:00pm - 4:00pm

·   R 1 (R Programming), June 25, 9:40am - 11:40am

·   R 1 (R Programming) - online section, June 25, 9:40am - 11:40am

SharePoint:

SharePoint Designer (Using the UTK Template), July 8 (Wed), 9:00am - 11:00am

Check out our online training offerings (including lynda.com) at https://oit.utk.edu/Training/online-training/Pages/default.aspx

 

All workshops meet on the Knoxville campus. Registration is required for all workshops. To register for a workshop go to: http://oit.utk.edu/training/. If you have questions or need help with registration for any of the workshops listed above, contact OIT HelpDesk online or call (865) 974-9900.

 

Computer Security: Avoiding Computer Infections

OIT filters an average of 1,000,000 emails per day through Exchange Online Protection (EOP). 90% of these messages are spam, but sometimes spam or unsolicited email gets past the filters and show up in your Inbox.

 

It’s a good idea to assume that unsolicited email attachments and links to web sites are infectious. There are so many of these in circulation that it’s safest to assume the worst. Random strangers, friends and family members who probably don’t know that they’re infected may send infected email attachments and links to infectious websites to you. Messages from colleagues are probably safe but even they may be infected, so take care. Emails from free webmail services such as Yahoo! and Gmail that only include a link, perhaps with a short message along the lines of “This is great! Check it out,” are almost always bad news.

 

If you receive unsolicited email or email that is clearly phishing email. Forward the message with full headers to abuse@utk.edu. To get the full headers, please call the OIT HelpDesk at (865)974-9900 or check out the Knowledge Base articles for Outlook for Windows and Outlook for Mac.

 

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June 26
[ITWEEKLY] IT Weekly, June 26, 2015

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June 26, 2015

OIT Services Affected by Maintenance this Weekend

Facilities Services will be performing upgrades in the OIT Data Center located at the Kingston Pike Building on Saturday, June 27, between 8:00 AM and 4:00 PM EDT. The majority of OIT services will be available, however, you may experience intermittent or slow Internet connectivity during this time. Primary services that will be impacted include, but are not limited to, the Newton High Performance Computing Cluster and TSM backup/restore services.

 

Deleting Emails

Each of the University's email systems have different email retention polies for the Deleted Items (Trash) folders and mail that has been permanently deleted. When you delete a message using Outlook, the Outlook Web App, or the Gmail Web App, messages are moved to either your Deleted Items folder or your Trash folder.

 

Tmail: Messages are NOT automatically purged from your Deleted Items folders. Once you permanently deleted messages from this folder, it can be recovered for up to 14 days through the Recover Mailbox Tool within Outlook and the Outlook Web App. Should you need to recover entire folders or even your mailbox, the server is backed up for 14 days. Contact the OIT HelpDesk for assistance.

Outlook 2010/2013

OWA

 

Office 365/Volmail: Messages are NOT automatically purged from your Deleted Items folders. Once you permanently deleted messages from this folder, it can be recovered for up to 14 days through the Recover Mailbox Tool within Outlook and the Outlook Web App.

Outlook 2010/2013

OWA

 

Gmail/Volmail: Messages ARE automatically purged from your Trash folders. Messages that have been in Trash more than 30 days will be automatically deleted. Once a message has been permanently deleted, it cannot be recovered.

 

During calendar year 2015, OIT will be migrating faculty/staff Tmail users to Office 365/Volmail. Please note the retention differences in those services. If you would like more information, please call the OIT HelpDesk at (865) 974-9900.

 

Software Update: SPSS by SPSS, an IBM company

What is it?  SPSS is the most widely used statistics package at UT. It does a broad range of statistics and graphics, and it is easy to learn and use. It is also easy to transfer data from SPSS into R or SAS to access any esoteric analyses. While most users prefer the SPSS easy to use GUI interface, more advanced users can take advantage of the programming language. The SPSS programming language can be used to automate repetitive tasks, to leave an audit trail of the steps you took, and to get the package to do something that it was not originally designed to do.

 

Where can I run it? SPSS is available at no additional charge to faculty, staff and students at all UT campuses for installation on university-owned and personally-owned Windows, Macs and Linux computers. The download and installation instructions are at http://oit.utk.edu/software. It is also available on OIT’s Apps@UT server and on the computers in the OIT public computer labs. There is no simultaneous user limit for SPSS.

 

How can I learn it? OIT offers workshops on SPSS each semester, and you may schedule a one-on-one tutorial by calling the OIT HelpDesk at 974-9900. There is also an introductory tutorial available in SPSS under Help. The other help files are also very detailed and easy to learn from.

 

Where can I get support? OIT offers Full Support for SPSS. You can request assistance from the OIT HelpDesk at 974-9900.

 

UPDATE: Office 365/Volmail Faculty & Staff Email Migrations

OIT migrated ~800 accounts the past two weeks for a total of 8,572 in Office 365/Volmail and 4,719 remaining in Tmail. These are the depts./units that migrated during that period:

 

·   Fleet Management

·   Former employee and “leftover” mailboxes from UTIA, EECS, EHHS, etc.

·   Center for Renewable Carbon

·   Dining Services

·   Department of Theatre

 

Unmigrated academic depts. or administrative units should review the Office 365/Volmail Departmental Migration web page and contact the OIT HelpDesk at (865) 974-9900 with their preference for a July, Sept, or Oct migration date & time. (OIT will not be scheduling any additional Aug migrations per limited support staff availability due to the start of the fall semester.) Each batch migration of up to 200 accounts generally takes one hour to finalize, with each user losing access to new email for ~5-10 minutes. Email users do not need to be onsite for a migration, but they will need to follow online instructions or contact the Help Desk afterwards to reconnect.

 

Workshops for June 29 – July 3, 2015

Instructor-Focused:

·   Google Appliance 1 (Utilizing the UT Google Search Appliance), June 29, 1:00pm - 2:30pm

·   Cloud Storage Options at UTK, June 30, 10:00am - 12:00pm

·   Online@UT 02 (Assessments in Blackboard Learn), June 30, 1:00pm - 3:00pm

·   Creating and Delivering Online Lectures, July 1, 10:00am - 12:00pm

·   Online@UT 03 (Blogs and Wikis in Blackboard Learn), July 2, 9:00am - 11:00am

SharePoint:

·   SharePoint Lists (Manage Projects and Organize Processes), July 1, 9:00am - 11:00am

 

Check out our online training offerings (including lynda.com) at https://oit.utk.edu/Training/online-training/Pages/default.aspx

 

All workshops meet on the Knoxville campus. Registration is required for all workshops. To register for a workshop go to: http://oit.utk.edu/training/. If you have questions or need help with registration for any of the workshops listed above, contact OIT HelpDesk online or call (865) 974-9900.

 

Computer Security: A Clean Desk

Clearing your desk before you leave or before you’re away from the office for a few days can greatly protect paper documents that contain sensitive information related to our work. So what does this have to do with security? Besides just looking tidy, clearing your desk reduces the threat of a security incident, as confidential information will be locked away when unattended. Sensitive documents left in the open can be stolen by a malicious entity.

 

At the end of the working day, put away all office papers. At a very minimum, place sensitive documents in a drawer, away from prying eyes. If you are unsure of whether a duplicate piece of sensitive documentation should be kept - it will probably be better to shred it or place it in the shred bin designated for sensitive information. Some scan documents and store them in protected or encrypted areas on T-Storage.

 

Lock away portable computing devices such as laptops or PDA devices. Treat mass storage devices such as CDROM, DVD or USB drives as sensitive and secure them in a locked drawer.

 

We’re always so conscious about cyber-security that we forget “physical” security. All of the technical safeguards in the world won’t protect a spreadsheet of sensitive data, printed out for review and left lying on the desk for weeks on end. If possible, locking your desk or filing cabinets go a long way in protecting the university’s information. This seems like a simple thing but physical security is so often neglected.

 

The idea extends to home as well. If you’re finished with sensitive personal documents (checkbooks?), place them in a secure place or out of eyesight when you’re done with them or until you need them. Consider purchasing a small lock-box to store those documents until you can get them to the safety deposit box. Scanners are affordable. Scanning old bills or correspondence with sensitive information and disposing of the original (shredders are cheap too!) is good practice.

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