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The IT Weekly Archive for the Office of Information Technology at the University of Tennessee, Knoxville.
February 05
[ITWEEKLY] IT Weekly, February 5, 2016

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February 5, 2016

New Dell Computer Campus Rep

Effective Monday, February 1, 2016, please contact Joe_Doughty@Dell.com 512-513-9203 for Dell quotes and questions. David Lynn will continue as the field Account Manager and can be reached at 817-586-8099 or David_Lynn@dell.com.

 

Please also include the Inside Sales Manager, Matt_Walter@Dell.com on all correspondence. If you have any questions about the change or long term plans please do not hesitate to contact Matt Walter at 512-728-3556.

 

The Importance of Being Accessible

How much thought do you give to HOW you read a Word document? Research tells us that readers scan the content and jump forward to the information that seems most important, glancing through the images, graphs, and tables to quickly make sense of the visuals. But, what if the reader is dependent on an assistive device, perhaps a screen reader that reads text out loud, word…by…word? Would it be possible to navigate between the elements of the page; words, images, and tables to select the most important parts first? The answer is YES, and the author of the Word document should take just a few extra steps to make the document more accessible.

 

An accessible Word document takes advantage of pre-set headings and list styles, provides text descriptions for images and graphs, and uses simple data tables and meaningful links. Take a few hours of your time to learn about the accessibility features of electronic documents and presentations.

 

Register for the OIT workshop “Removing Barriers: Creating More Accessible Word, PowerPoint, and PDFFiles”:

 

For Windows and 

Microsoft Office 2013 users 
Thu., Feb 25, 10am-noon

Tue., Mar 8, 1-3pm
Thu.,
Mar 31, 10am-noon

Mon., Apr 11, 1-3pm

       

For Mac and Microsoft

Office 2011 users
Mon., Feb 22, 1-3:30pm

Thu., Mar 24, 9:30am-noon

 

All workshops take place in Greve Hall, Room 520.

 

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 its 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 available at the OIT Software Download web page. 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.

 

Workshops for February 8-12, 2016

Instructor-Focused:

·   Accessible Word, PowerPoint, and PDF Files Using Office 2013, Feb. 1, 10:00am - 12:00pm

·   Digital Badges and Certificates: Recognition for What You Teach, Feb. 2, 9:00am - 10:00am

·   Online@UT 05 (Grade Center in Blackboard Learn), Feb. 2, 1:00pm - 3:00pm

·   Online@UT 02 (Assessments in Blackboard Learn), Feb. 4, 9:00am - 11:00am

Researcher-Focused:

·   SAS Basics, Feb. 2, 1:30pm - 3:30pm

·   SAS Data Analysis, Feb. 3, 10:00am - 12:00pm

·   MATLAB Programming Basics, Feb. 3, 1:30pm - 3:30pm

·   Image Processing Using ImageJ, Feb. 4, 1:30pm - 3:30pm

SharePoint:

·   SharePoint Permissions (Handling Confidential Data), Feb. 3, 1:30pm - 3:30pm

 

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.

 

Policy Update: IT0110 – Acceptable Use of Information Technology Resources (AUP)

The Acceptable Use of Information Technology Resources, or “AUP”, establishes policy use of IT resources at the University of Tennessee. The policy applies to all users of and information technology (IT) resources owned, operated, or provided by the University of Tennessee System including its campuses, institutes, and administration (University and/or Campuses).

 

Two areas of the AUP were updated last month:

 

1.       3.q. [Users WILL NOT] Include or request Sensitive Information be included in unprotected electronic communication (email, instant message, text message, etc.).

 

This requirement was strengthened by moving the definition of “Sensitive Information” to the Definitions section of the policy. Sensitive information is "Information that is protected against unwarranted disclosure. Protection of sensitive information may be required for legal, ethical, privacy, or proprietary considerations. Sensitive information includes all data which contains: Personally Identifiable Information, Protected Health Information, student education records, card holder data, or any other information that is protected by applicable laws, regulations, or policies.” ALL this to say that users must not REQUEST or SEND sensitive information over email, REQUESTED through public or unauthenticated web forms, or texted through SMS or through a chat session.

 

2.      [Misuse of IT Resources] 7.c State law prohibits the use of University resources by employees for campaign or political advertising on behalf of any party, committee, agency, or candidate for political office. (Tennessee Code Annotated § 2-19-201 et seq.). This does not prohibit use of University resources to discuss or examine political topics or issues of public interest, so long as it does not advocate for or against a particular party, committee, agency, or candidate.

 

This requirement was changed by adding the word “employees.” It is not permissible (under state law) for employees to use IT resources for campaigning or political advertising on behalf of any party, committee, agency, or candidate for political office. This requirement does not extend to students UNLESS a student is also an employee. If a student is “on-the-clock,” the same requirement that applies to employees is in effect.

 

The AUP is a comprehensive policy. It applies to anyone using IT Resources at UT (whether they’re aware of the policy or not). Feel free to view the policy in its entirety.

(http://policy.tennessee.edu/it_policy/it0110/)

 

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January 29
[ITWEEKLY] IT Weekly

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January 29, 2016

Phishing Scams and Security Notices

OIT’s IT System Status Center includes security updates for recent phishing reports, email scams, and cyber security incidents. The “Recent Email Scams” feed (tab) details all of the phishing and email scams that have been reported to OIT at abuse@utk.edu. To report a bogus email and/or a phishing scam, please forward the message with the full headers to abuse@utk.edu and OIT will take appropriate action. If you need assistance obtaining full headers, please visit the OIT Knowledge Base or contact the OIT HelpDesk at 865-974-9900. If you are ever unsure of the validity of an email that you received, the “Recent Email Scams” feed is a good place to check. A “Security” tab is also available at the IT System Status Center, which is where the OIT Security team will post recent cyber security bulletins. You can view the IT System Status Center at http://help.utk.edu/status.

 

LMS Demonstrations Available for Online Review

We are in the fifth year of our contract with Blackboard Inc. to provide Learning Management System (LMS) services and, per state policy, we are required to re-bid our contract. In December, Blackboard, Inc., Instructure Canvas, and D2L Brightspace visited campus to provide demonstrations of their LMS solutions. If you were unable to attend any of the public sessions, you can still catch up and view a recording of each session by clicking on the LMS Demonstrations link on the LMS Evaluation web page. You will also find some short tutorials highlighting key features in each product for fast comparison on the same site.

 

If you view any of these LMS demos, please complete the Feedback Form for each. Your input is extremely important as we continue with the LMS review process! While you are at the site, take some time to review other information regarding this LMS review. We have access to both the Canvas and D2L systems. If you would like a test account to try some things out, just contact the OIT HelpDesk online.

 

Next Steps: We will be issuing the formal Request For Proposal (RFP) for the competitive bid process to be distributed to vendors in early February, 2016. A review committee composed of faculty, staff, and students will evaluate the final RFP responses, evaluate costs, and recommend the best LMS solution for UTK going forward. We expect to award the bid by the end of March 2016.

 

If you want to provide YOUR input, now is the time!

 

Software Update: SigmaPlot by Systat Software, Inc.

What is it? SigmaPlot is a scientific graphing and visualization software package with advanced curve fitting, a vector-based programming language and macro capability. The software is controlled through the graphical user interface that is modeled after the Microsoft Office style ribbon system. SigmaPlot contains over 100 graph types and the user interface allows detailed manipulation of every graph object. SigmaPlot also includes access to 50 statistical tests which can be used for basic data analysis.

 

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

 

How can I learn it? To get started with SigmaPlot you can watch the tutorials on the SigmaPlot introductory movies web page

 

Where can I get support? OIT offers Minimal Support for SigmaPlot; however, there is an active user group at SigmaPlot’s Linkedin page.

 

Workshops for February 1-5, 2016

Instructor-Focused:

·   Accessible Word, PowerPoint, and PDF Files Using Office 2013, Feb. 1, 10:00am - 12:00pm

·   Digital Badges and Certificates: Recognition for What You Teach, Feb. 2, 9:00am - 10:00am

·   Online@UT 05 (Grade Center in Blackboard Learn), Feb. 2, 1:00pm - 3:00pm

·   Online@UT 02 (Assessments in Blackboard Learn), Feb. 4, 9:00am - 11:00am

Researcher-Focused:

·   SAS Basics, Feb. 2, 1:30pm - 3:30pm

·   SAS Data Analysis, Feb. 3, 10:00am - 12:00pm

·   MATLAB Programming Basics, Feb. 3, 1:30pm - 3:30pm

·   Image Processing Using ImageJ, Feb. 4, 1:30pm - 3:30pm

SharePoint:

·   SharePoint Permissions (Handling Confidential Data), Feb. 3, 1:30pm - 3:30pm

 

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: Sharing Files Responsibly

Many options exist to support the sharing of electronic files. The campus provides opportunities for staff to share files in GoogleDrive, OneDrive for Business (Office365), T-Storage, and SharePoint. Some departments may maintain independent storage for internal use. With many options comes great responsibility.

 

Cloud options such as GoogleDrive and OneDrive for Business provide folders entitled, “Share with Everyone.” In the case of OneDrive for Business, “Share with Everyone” means that ANY electronic file you save there can be seen by ANYONE that has a UTK NetID. If you inadvertently save a file to the “Share with Everyone” folder in OneDrive for Business, you are sharing the file with any Faculty, Staff or Student at The University of Tennessee! For example, if you have a spreadsheet with sensitive information such as a list of individuals and their Social Security numbers and you save it to the “Share with Everyone” folder in OneDrive for Business, you have just disclosed the information to the entire University!

 

In the case of GoogleDrive, “Share with Everyone” means EVERYONE; anyone with Internet access could view the information. Applying the same example as before, sensitive information would be exposed to the world.

 

Both of the cases above are examples of what NOT to do. It is never “okay” or “safe” to save unencrypted, sensitive information to a folder whether it’s on your computer, T-Storage or one of the cloud options. IF it is absolutely necessary for a file containing sensitive information to be “saved”, it must be secured with strong encryption.

 

Microsoft Office products like Excel, Word, or PowerPoint provide features that allow a user to “Password-Encrypt” a file as it is saved. Files containing sensitive information should be disposed of as soon as they’re not needed. Remember “Use IT or Lose IT”?

 

There are many tools available to users that support collaboration and the sharing of data. However, each should be used carefully with special attention to WHAT is being saved and WHERE it is being saved. If it is necessary to send electronic files with sensitive information, consider using the campus’s secure courier (https://vault.utk.edu).

 

For assistance on encrypting information using the Microsoft tools, see this OIT KnowledgeBase article (http://help.utk.edu/kb/index2.php?func=show&e=2234) or call the OIT HelpDesk at (865) 974-9900 for assistance.

 

Protect University assets; protect its data.

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January 25
[ITWEEKLY] IT Weekly 1/25/2016

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January 25, 2016

Office 365: Skype for Business now available for Android

Microsoft has released a new Android version of their Skype for Business app to replace the Lync 2013 app. Microsoft has updated the dashboard, consolidated upcoming meetings and recent conversions, and added a contact search bar which will search the Global Address List by name or email address. The app is available now in the Google Play store. Android users who have previously installed Lync 2013 will be receive the update automatically.

 

The Skype for Business apps for the Windows Phone 8.1+ and iOS devices were released last year.

 

For more information about Skype for Business, contact the OIT HelpDesk online or call (865) 974-9900.

 

VolPrint

Student printing on campus has never been as simple, as convenient, or as efficient as it is today thanks to VolPrint. VolPrint is the campus pay-for-print system, which allows printing in the OIT computer labs, as well as within the University Libraries and many more departmental labs. Students utilize funds on their VolCard to pay for printing and they not only have the option to print from the student lab machines, they can also print from their own computers. Efficiencies are gained by preventing wasted printing of thousands of pages.

 

There are many VolPrint printers located strategically throughout the campus and there is no cost for departments to move their student lab printers to VolPrint. For more information about VolPrint, including printing tips, alternatives to printing or frequently asked questions, visit VolPrint. To speak to someone about moving your student printing to VolPrint, contact the OIT Help Desk at 974-9900.

 

My Mediasite

With each venture into online education, faculty need greater access to tools for creating and sharing video content. One of many ways OIT Digital Media Services (DMS) assists faculty with their video needs is the My Mediasite video portal.

 

My Mediasite and its companion application, the Mediasite Desktop Recorder, allow faculty to create and publish video content directly from a laptop or desktop to an OIT server. Once published, the content is available for on-demand playback and sharing via presentation URLs. The Mediasite Desktop Recorder is perfect for capturing a camera image plus a screencast or a slideshow in a side-by-side presentation.

 

Viewers see the presenter delivering a lecture along with presentation materials. Voice-over screencast and voice-over slideshow options are also available. With My Mediasite, uploading videos directly from iOS and Android devices is also quick and easy.

 

If you want to create new course videos or just share videos you have already produced, try My Mediasite and the Mediasite Desktop Recorder.

 

For more information and assistance with setting up your My Mediasite profile, contact the OIT HelpDesk online or call (865) 974-9900 to schedule a consultation.

 

Software Update: SAS by SAS Institute

What is it? SAS is a software suite for statistical analysis, data management and graphics. There are three major products available: the SAS System, which is the primary tool for writing SAS programs and contains the data processing and analytics engine that is at the core of most SAS products; SAS Enterprise Guide, which provides a graphics user interface to much of the power of SAS; SAS Enterprise Miner, which is used for data mining or investigating patterns in large amounts of data to create descriptive or predictive models.

 

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

 

How can I learn it? OIT offers workshops each semester. You can schedule a one-on-one tutorial any time by calling the OIT HelpDesk at 974-9900. The SAS Institute support web site offers free video tutorials.

 

Where can I get support?  OIT offers Full Support for SAS. You can request assistance by calling the OIT HelpDesk at 974-9900. The SAS Institute support web site also offers “support communities” where you can ask questions and it provides a comprehensive set of online manuals.

 

Workshops for January 25-29, 2016

Instructor-Focused:

·   Captivate 1 (Going Beyond PowerPoint), Jan. 25, 9:30am - 11:30am

·   Creating Accessible Word, PowerPoint, and PDF Files on a Mac, Jan. 26, 9:30am - 12:00pm

·   Transitioning from Bb Collaborate to LiveOnline@UT (Zoom), Jan. 27, 9:00am - 11:00am

·   Introduction to LiveOnline@UT (Zoom), Jan. 28, 2:00pm - 3:00pm

Researcher-Focused:

·   Research Services 1 (Research Software and Services Overview), Jan. 27, 10:10am - 11:10am

·   Qualtrics Web Survey Design 1, Jan. 28, 10:00am - 12:00pm

·   R 1 (R Programming), Jan. 29, 10:10am - 12:40pm

SharePoint:

·   SharePoint Documents (Creating, Editing, Sharing), Jan. 27, 1:30pm - 3:30pm

 

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: Sensitive Information: Use it or lose it!

One of the ways that data “leaks” out is when we hang on to information we legitimately need to hang on to “longer” than we need to. It sits on the departmental “I” drive or in our home directories on our “H” drive, gathering dust or taking up space; we just “forget” it’s out there. For example, a long-time employee retires and a Department Head requests that the information in the retiree's home areas and workstations be moved or copied over to another folder; “just in case we need it.” One-year goes by; five-years go by; 10-15 years go by and the information is still there in the form of creatively named spreadsheets such as, “SSN’s for Student Workers.xls” or “ANTH201_grade_rolls.xls.”

 

The IT Risk to the campus is when an account is compromised or malware hits a user’s workstation and gains access to the workstation and to any drive attached to that account. The hacker then has access to data and can do as they please. The information is “old” but if it’s sensitive information such as a list of SSN’s, the age of the information can be irrelevant.

 

A good general practice when working with sensitive information – think: SSN’s, Grade Rolls, etc. - is to NOT store it on our workstations or network storage areas after we’re done using it. If it’s absolutely necessary, use it then lose it, meaning remove it from your devices and storage. Systems such as Banner or IRIS have the original information and are the authoritative sources of information where the access is more restrictive than a workstation or a jump drive. If the information is needed, there are ways to get it.

 

Start your IT spring cleaning early. Download a copy of Identity Finder through the OIT Software Distribution site and run it on your workstation. It will tell you where sensitive information is hiding. If you don’t need it, reduce your Data Leakage IT Risk by getting rid of the data. If you absolutely MUST hang on to the information a bit longer, secure it by password-encrypting it. This is available to all Microsoft Office Documents as well as Acrobat PDF files.

 

If you need assistance or have questions about using password-encryption or installing Identity Finder, please call the OIT HelpDesk at (865) 974-9900.

 

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January 15
[ITWEEKLY] IT Weekly, January 15, 2016

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January 15, 2016

Qualtrics vs. Survey Monkey

Are you using SurveyMonkey? You may want to consider changing to Qualtrics Research Suite. A Qualtrics account is available to all faculty, students and staff at no additional cost, and has many more features than SurveyMonkey.

 

If you are using a SurveyMonkey account, consider these Qualtrics features:

·      easy to use, and available to all UT faculty, staff and students.

·      fully meets all Institutional Review Board (IRB) standards for data collection.

·      can keep data private and control how it is shared with collaborators.

·      provides access to a UT-branded template and dozens of generic templates.

·      provides training videos and excellent help files on its website.

·      allows collaboration with researchers at UT and researchers on other campuses.

·      provides robust reporting tools.

·      easily exports data from Qualtrics to SPSS and other statistical programs.

·      automatically optimizes surveys for mobile and desktop viewing.

·      gets full support from OIT.

 

OIT’s staff has 10+ years of experience in building and administering online surveys and providing statistical services. They will also review your surveys to ensure that they are optimized for data collection on the web.

 

OIT offers a Qualtrics workshop, one-to-one overviews on how to use Qualtrics software, and will provide assistance in building difficult surveys. You can also create a Qualtrics account. Note that you will be asked to log in with your netid and password.

 

To request an appointment for assistance with online surveys or data analysis, contact OIT HelpDesk online or call (865) 974-9900.

 

Report wireless problems in your classroom

Are you ever in a classroom on campus where the wireless internet coverage could use a little TLC and wish you could tell someone about it right then and there?

 

The Office of Information Technology continues to pilot a new service to report classroom wireless issues via text message. To report areas on campus where there may be issues with the wireless network, text “UTKwifi” followed by your building and room number information to 55000.

 

This initiative allows OIT to collect crowdsourced data provided by you, the students, staff, and faculty that are in the classrooms using the WiFi every day. It is recommended to check that your device has been registered for use on the wireless network and was working normally in other areas of campus before texting in your location. This will help ensure that we have the most accurate data possible. As an added benefit of this service, if we receive several text messages in a short time frame for a specific area (for example the auditorium in Alumni Memorial Building), OIT will investigate the issue and dispatch network engineers if necessary. This information, including a screen shot example of how to text in your location, is available in the OIT Knowledge Base. If you have any questions about the pilot, contact the OIT HelpDesk online or call (865) 974-9900.

 

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 meet with you to listen to your ideas or 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. If you would like a consultation, contact the OIT HelpDesk online or call (865) 974-9900.

 

Software Update: R by the R Core Team (open source)

What is it? R is a free, open source software environment for statistical computing, data management and graphics. While all of its features can be controlled by its programming language, several user interfaces exist that make it easy for non-programmers to use. It is very extensible and supports a wide range of methods. However, its data usually must fit into your computer’s main memory, limiting the size of data sets it can analyze.

 

Where can I run it? Being free, you can install R on any Linux, Mac or Windows computer. R is available on OIT’s Apps@UT, OIT’s Newton Linux Cluster and on the computers in the OIT public labs. There is no simultaneous user limit for R.

 

How can I learn it? OIT offers workshops each semester and a set of two-minute “twotorials”. The main R web site lists addresses for support “mailing lists” and manuals.

 

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

 

Workshops for January 18-22, 2016

Instructor-Focused:

·   Online@UT 03 (Blogs and Wikis in Blackboard Learn), Jan. 19, 9:00am - 11:00am

·   Introduction to LiveOnline@UT (Zoom), Jan. 19, 10:00am - 11:00am

 

·   My Mediasite, Jan. 20, 10:00am - 12:00pm

·   Introduction to LiveOnline@UT (Zoom), Jan. 20, 1:00pm - 2:00pm

·   SharePoint Overview, Jan. 20, 1:30pm - 3:30pm

 

·   Camtasia for Mac, Jan. 21, 9:00am - 11:00am

·   Insight for the Computer Lab Classroom, Jan. 21, 2:10pm - 3:10pm

 

·   Online@UT 04 (Assignments and Plagiarism Prevention), Jan. 22, 9:00am - 11:00am

·   Insight for the Computer Lab Classroom, Jan. 22, 2:30pm - 3:30pm

 

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.

 

Tax Time is Upon Us: Beware Fake IRS Phishing Expeditions

Every year, tax time brings a wave of new phishing attacks based around people's desire to get their IRS refund as quickly as possible. Don't fall for these scams. The IRS will not email you to request information to process your refund faster. In fact, the IRS does not initiate contact with taxpayers by email, text message, or social medial channels to request personal or financial information. This includes request for PIN numbers, password, or similar access information for credit cards, banks, or other financial accounts. So what do you do if you receive a suspicious IRS-related communication? Follow standard phishing practices. Do not respond to the email, do not click on any included links, and notify the OIT HelpDesk, as well as the IRS to ensure that the scam is properly addressed. The IRS requests and welcomes that any form of fraudulent communication, whether that be via email, telephone, or paper mail, be reported to them directly.

 

Prevent Data Loss/Leakage – Don’t send your personal tax information (e.g., copies of your returns or other tax-related information that contains you or your family’s social security numbers) through your university email. While we do everything we can to protect the university's email system’s integrity, we have no control over the account(s) you’re sending it to. Better to send it using a secure courier service or, at a minimum, encrypt the documents with a password that you share with the recipient.

 

For more information on how to spot and avoid suspicious IRS-related communications see the official IRS link.

 

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January 08
[ITWEEKLY] IT Weekly January 8, 2016

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January 8, 2016

Microsoft Support for Internet Explorer

On January 12th, Microsoft is ending support for Internet Explorer 8, 9, and 10. Next week, Microsoft will release the final update, which will include the last few security patches, and is encouraging users to upgrade to one of the company's more recent browsers. After January 12th, anyone running these versions of Internet Explorer will be more vulnerable to hackers and is encouraged to upgrade to Internet Explorer 11, Mozilla Firefox, or Google Chrome. The Acceptable Use Policy (AUP) requires that UT-owned devices run the latest, supported version of software. We understand that there will always be exceptions due to vendor software limitations, but it is recommended that you communicate this with OIT. If you have an application that does not support Internet Explorer 11, Firefox, or Chrome, or if you would like assistance installing a new web browser, please contact the OIT HelpDesk.

 

ZOOM Testflights

You’re invited to join us online for the Spring 2016 Test Flights! Test Flights provide faculty and students an opportunity to join an online meeting and test the communication tools available to meeting participants. Test Flights will be held via the Zoom application. Zoom, a cloud-based technology, allows faculty, staff and students to have high-quality interaction in real time from their computers and mobile devices.

 

Participants are welcome to join either of the meetings below and you may exit the online meeting at any time.

·         Monday, January 11, 11am to 1pm

·         Tuesday, January 12, 5pm to 7pm 

 

To join, sign in to Online@UT (Blackboard Learn) and select the My Institution link at the top. A link to the Test Flight will be posted in the Tools module. *Please note that the link will be posted around 5 minutes prior to the start of each Test Flight.

 

For more information on the Zoom application, visit our Getting Started page. If you have any questions contact the OIT HelpDesk online or call (865) 974-9900.

 

Software Update: QDA Miner by Provalis Research, Inc.

What is it? QDA Miner is a software package, which aids in the qualitative analysis of text or images. In addition to purely qualitative functions like creating and applying coding structures, QDA Miner also provides more numerical functions such as analysis of coding co-occurrences and analyzing coding by other variables such as age or gender.

 

Where can I run it? QDA Miner 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 on the OIT software download web page. For UTK, QDA Miner 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 QDA Miner.

 

How can I learn it? For UTK, OIT offers workshops on QDA Miner 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 Provalis Research

 

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

 

Anything else I need to know? A trial version of QDA Miner is available for download from Provalis Research. A license file can be downloaded from the OIT software download site, which turns the evaluation software into a fully licensed copy.

 

Workshops for January 11-15, 2016

Instructor-Focused:

·   TurningPoint Clickers 1 (Basics), Jan. 11, 9:30am - 12:00pm

·   Teaching in a Technology Enhanced Classroom (TEC) 1, Jan. 11, 12:30pm - 2:30pm

·   Online@UT 01 (Introduction to Online@UT - Blackboard Learn), Jan. 11, 1:30pm - 3:30pm

 

·   TurningPoint Clickers 1 (Basics), Jan. 12, 1:00pm - 3:30pm

·   Transitioning from Bb Collaborate to LiveOnline@UT (Zoom), Jan. 12, 1:30pm - 3:30pm

·   Teaching in a Technology Enhanced Classroom (TEC) 1, Jan. 12, 3:30pm - 5:00pm

 

·   Online@UT 05 (Grade Center in Blackboard Learn), Jan. 13, 9:00am - 11:00am

·   TurningPoint Clickers 1 (Basics), Jan. 13, 1:00pm - 3:30pm

·   Introduction to LiveOnline@UT (Zoom), Jan. 13, 1:00pm - 2:00pm

·   Teaching in a Technology Enhanced Classroom (TEC) 1, Jan. 13, 2:30pm - 4:15pm

 

·   Teaching in a Technology Enhanced Classroom (TEC) 1, Jan. 14, 9:30am - 11:00am

·   Teaching in a Technology Enhanced Classroom (TEC) 1, Jan. 14, 2:15pm - 4:00pm

 

·   Online@UT 09 (Assessment Rubrics in Blackboard Learn), Jan. 15, 9:00am - 10:00am

·   Teaching in a Technology Enhanced Classroom (TEC) 1, Jan. 15, 10:10am - 12:00pm

 

Researcher-Focused:

·   Introduction to NVivo, Jan. 12, 10:00am - 12:00pm

·   Using Data Analysis Features of NVivo, Jan. 14, 1:00pm - 2:30pm

 

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.

 

Data Loss Prevention: There’s no security without “U”

One of the biggest risks that we face is the loss of our data. Whether it is cyber-breach, a stolen mobile device or a stack of spreadsheets accidentally thrown away in an unsecure receptacle, the result is the same: our information falls into the hands of folks who are not authorized to view it. We can mitigate or reduce the effects of data loss in some of these cases but there are less obvious ways that data “leaks” out that are harder to control.

 

Scenario 1: In the normal process of doing their job, a UT employee sends an unprotected spreadsheet full of sensitive information to Human Resources or to Payroll for processing student pay. The spreadsheet contains information such as the name and SSN of an employee. They copied 30 others on the email.

Scenario 2: A UT employee is in the process of booking a room for their supervisor and, for whatever reason, sends the supervisor’s credit-card, complete with the credit-card number, the card-holder’s name, expiration date and CVN to the conference hotel through email.

Scenario 3: A UT employee just finishes their family’s 2015 Tax Return in TurboTax and sends a PDF of the return through their UT email account, complete with their SSN, their spouse’s SSN, and their children’s SSN’s to their Yahoo! Gmail or Hotmail account.

 

Regardless of the intention, the results are the same: personally identifiable information just leaked out. None of these examples of sending the information is “okay” not to mention that it violates UT policy. Moreover, the information is now stored in the sender and all of the recipient’s email box. Given the synchronous nature of email now where it’s also conveniently pushed to a mobile device, the information is also on the sender AND recipient’s phone, laptop or workstation. IF the mobile device isn’t protected by a PIN or a password or by encryption, neither is the data.

 

These are tough actions to mitigate. Data Loss Prevention (DLP) controls allow us to put technical controls in place that examine outgoing email BEFORE the user presses “Send” and reminds you that it “looks” like you’re sending information that should be protected. The warning can be acknowledged; the email sent. However, the system also logs the event and alerts Information Security staff. The event can be investigated and a follow-up notice sent to the sender, informing them that there are other options for transmitting sensitive information. OIT is testing the DLP capabilities of Office365 and hopes to implement the controls soon. These controls won’t prohibit the sending of sensitive information in an un-secure fashion but can serve as a reminder that there are other ways of communicating sensitive information.

 

As specified in the UT Acceptable Use Policy (IT0110-AUP), The University reserves the right to access, monitor, review, and release the contents and activity of an individual User’s account(s) as well as that of personal Internet account(s) used for University business. The AUP also states that, “… users WILL NOT: Include or request personally identifiable or generally protected information such as passwords, social security numbers, or credit card numbers be included in electronic communication (email, instant message, text message, etc.).” Whether it’s an SSN, a credit-card, or a grade-roll, there are ways to transmit this data SECURELY.

 

1.       If it’s a Microsoft Office Document or an Adobe Acrobat PDF file that contains the sensitive information, it can be PASSWORD-ENCRYPTED before it’s sent. The sender would need to share the password (verbally) with the recipients so they could un-encrypt the document. (GOOD)

2.      The document can be sent via the UTK Secure Courier (https://vault.utk.edu) both to internal and external recipients. (BETTER)

3.      Internal to UT, the sensitive information can be shared securely through GoogleDrive or Microsoft’s OneDrive for Business. Documents saved in OneDrive for Business can be added to an email in Outlook as a link so no data is really attached to the email but would require the recipient to authenticate using their NetID and password to access the information. (BETTER)

 

The message is still the same: regardless of what controls are in-place, the only control that can reduce the exposure of sensitive information (data loss) is the USER. All of these methods require effort. They’re not expedient. It’s the nature of the world we live in. Expediency can be interpreted as good customer service. However, knowingly putting the customer’s personal information – your information – at risk is not good customer service and a violation of policy.

 

For help or assistance with any of the methods listed, please call the OIT HelpDesk at (865) 974-9900. If you don’t know or aren’t sure: ASK.

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December 18
[ITWEEKLY] IT Weekly, December 18, 2015

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December 18, 2015

NOTE: The next edition of OIT Weekly will be January 8, 2016.

 

OIT HelpDesk Closed for the Winter Break

The OIT HelpDesk will be closing at 8:00pm on Friday, December 18th for the Winter Break. While the university is closed, OIT will continue to monitor network, email, and major computer applications. To check the current status of IT systems, please visit the online IT System Status Center at http://help.utk.edu/status.

 

The Telephone OIT HelpDesk will reopen on Monday, December 28th at midnight. We will follow up on any normal support requests received over that break beginning at 8 AM on the 28th.   

 

 

Away from your email during the Winter Break?

It’s almost time for UT’s Winter Break! If you’re heading out of town or will be away from your email, you can set an Out of Office reply that will be sent on your behalf. Instructions for configuring automatic replies can be found in the OIT Knowledge Base:

·   Outlook for Windows (http://help.utk.edu/kb/entry/435)

·   Outlook for Mac (http://help.utk.edu/kb/entry/1865)

·   Office 365/Outlook Web App (http://help.utk.edu/kb/entry/2581)

·    Gmail, (http://help.utk.edu/kb/entry/2543)

 

If you have any questions or would like assistance, please contact the OIT HelpDesk at (865) 974-9900.

 

Software Update: Origin Pro by OriginLab Corporation

What is it? Origin Pro is graphing and data analysis software that provides a comprehensive solution for scientist and engineers who need to analyze, graph and professionally present data. Origin Pro's point-and-click interface allows you to start using it quickly, yet its wide range of advanced features provides for your growing needs.

 

Where can I run it? For UTK, Origin Pro is available on Apps@UT and the computers in the OIT public computer labs. The simultaneous user limit for Origin Pro is five. Two additional licenses were installed March 18, 2015 on the UTK server.

 

How can I learn it? OriginLab online help is an excellent source of information about Origin, including the User Guide, Tutorials, Quick Help on specific topics, programming examples and reference information. The Video Tutorials page has many great Origin software videos. Plus, OriginLab provides free, live training webinars that teach you how to perform certain tasks in Origin Pro. Check out the schedule of upcoming live webinars and a list of recorded webinars that are available for viewing at any time.

 

Where can I get support? For UTK, OIT offers Minimal Support for Origin Pro. Free technical support from OriginLab is included with UTK's Maintenance Package. OriginLab provides four ways for you to get in contact with their technical support representatives: (1) call 1-800-969-7720 and select Option 6, Monday through Friday from 8:30AM to 6PM EST; (2) use the Online Chat option available through the OriginLab website; (3) send email, or (4) select Support on the OriginLab main web page for links to the additional support resources, such as the Technical Support FAQ, the User Forums, and the File Exchange that provides a venue for sharing files and custom applications with other users.

 

Workshops for January 4-8, 2016

Instructor-Focused:

·   Introduction to LiveOnline@UT (Zoom), January 5, 1:00pm - 2:00pm

·   TurningPoint Clickers 1 (Basics), January 6, 9:30am - 12:00pm

·   TurningPoint Clickers 1 (Basics), January 7, 1:00pm - 3:30pm

·   TurningPoint Clickers 1 (Basics), January 8, 9:30am - 12:00pm

·   Introduction to LiveOnline@UT (Zoom), January 8, 10:00am - 11:00am

 

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: Safe Online Holiday Shopping

It’s that time of year again – food, fun, parties, and lots of online shopping. Online shopping can be a savior, allowing you to find the perfect gift while saving time, but it can also end with identity theft, malware on your computer, and other cyber unpleasantness. Rather than letting it ruin your holiday season, you can take a few simple security precautions, and be careful where you shop, to help reduce the chances of you being a cyber victim. When purchasing online keep these tips in mind to minimize your risk: 

 

1.      Be cautious what devices you use to shop online. Mobile devices, such as smartphones and tablets, make shopping convenient at anytime and place, but they frequently lack the security precautions of a regular computer. If you use a mobile device to shop, make extra sure you are taking all the precautions listed below.

 

2.     Do not use public computers or public wireless for your online shopping. Public computers and wireless networks may contain malicious software that steals your information when you place your order, which can lead to identity theft.

 

3.     Secure your computer and mobile devices. Be sure to keep the operating system, software, and/or apps updated/patched on all of your computers and mobile devices. Use up-to-date antivirus protection and make sure it is receiving updates.

 

4.     Use strong passwords. The use of strong, unique passwords is one of the simplest and most important steps to take in securing your devices, computers, and online accounts. If you need to create an account with the merchant, be sure to use a strong, unique password. Try to use more than ten characters, with numbers, special characters, and upper and lower case letters. Use a unique password for every unique site.

 

5.     Know your online shopping merchants. Limit your online shopping to merchants you know and trust. If you have questions about a merchant, check with the Better Business Bureau or the Federal Trade Commission. Confirm the online seller's physical address, where available, and phone number in case you have questions or problems. Do not create an online account with a merchant you don’t trust.

 

6.     Pay online with one credit card. A safer way to shop on the Internet is to pay with a credit card rather than debit card. Debit cards do not have the same consumer protections as credit cards. Credit cards are protected by the Fair Credit Billing Act and may limit your liability if your information was used improperly. By using one credit card, with a lower balance, for all your online shopping you also limit the potential for financial fraud to affect all of your accounts. Always check your statements regularly and carefully, though.

 

 

7.      Look for "https" when making an online purchase. The "s" in "https" stands for "secure" and indicates that communication with the webpage is encrypted. This helps to ensure your information is transmitted safely to the merchant and no one can spy on it.

 

8.     Do not respond to pop-ups. When a window pops up promising you cash or gift cards for answering a question or taking a survey, close it by pressing Control + F4 for Windows and Command + W for Macs.

 

9.     Be careful opening emails, attachments, and clicking on links.  Be cautious about all emails you receive, even those purportedly from your favorite retailers. The emails could be spoofed and contain malware.

 

10. Do not auto-save your personal information. When purchasing online, you may be given the option to save your personal information online for future use. Consider if the convenience is really worth the risk. The convenience of not having to reenter the information is insignificant compared to the significant amount of time you’ll spend trying to repair the loss of your stolen personal information.

 

11.   Use common sense to avoid scams. Don't give out your personal or financial information via email or text. Information on many current scams can be found on the website of the Internet Crime Complaint Center: http://www.ic3.gov/default.aspx and the Federal Trade Commission: http://www.consumer.ftc.gov/scam-alerts.

 

12.  Review privacy policies. Review the privacy policy for the website/merchant you are visiting. Know what information the merchant is collecting about you, how it will be stored, how it will be used, and if it will be shared with others. 

 

What to do if you encounter problems with an online shopping site?

Contact the seller or the site operator directly to resolve any issues. You may also contact the following:

Your state’s Attorney General's Office or Consumer Protection Agency

The Better Business Bureau - www.bbb.org

The Federal Trade Commission - http://www.ftccomplaintassistant.gov

 

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December 12
[ITWEEKLY] IT Weekly, December 11, 2015

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December 11, 2015

Digital Signage

Has your department been thinking about digital signage? OIT, in conjunction with representatives from several departments, is working to establish a contract to provide a digital signage solution for the campus allowing the University to utilize a standard solution for campus wide communication. A committee was formed earlier in the year to determine requirements for a digital signage solution and issue a Request for Information (RFI) document. From that committee, a recommendation was made to issue a Request for Proposal (RFP) for a digital signage solution. The RFP committee is expected to evaluate the responses in the next 4 – 6 weeks. Once a vendor has been selected and a contract is in place, OIT will work with the vendor to setup the infrastructure to support digital signage on campus. If you have questions regarding digital signage, please contact the OIT HelpDesk online or call (865) 974-9900.

 

 

Check out Lynda.com!

During the Winter Break, you may want to check out the Lynda.com library, available 24/7—even from your iPhone, iPad, Android device, or mobile phone. Our Lynda.com campus subscription provides a vast online library of instructional videos covering the latest in software product tutorials, creative design techniques and professional development training. With more than 2,500 courses taught by industry experts, Lynda.com is designed for all levels of learners and at least 20 new courses are added weekly. Create playlists for yourself or to share with those inside the UTK domain, adding your own content for students to access all in one online collection. Enter through the UTK portal with your NetID and Password and enjoy these benefits and more!

·   Unlimited access to thousands of courses

·   Beginner to advanced courses

·   Full courses or segments dedicated to certain tasks

·   Closed captioning on many videos, with a time-coded transcript

·   Access to course instructor's materials added through playlist creation

·   Mobile connections and offline viewing from smart phone, tablet or computer

·   Faculty can be group administrator: Upload student group, assign tasks and export reports on student progress.

 

For assistance with these tools in Lynda.com, please contact the OIT HelpDesk online or call (865) 974-9900.

 

Software Update: NVivo by QSR International

What is it? NVivo is a qualitative analysis software package that supports both qualitative and mixed methods research. It lets you collect, organize, and analyze content from interviews, focus groups, discussions, surveys, documents, audio and visual files, images, social media data, web pages, and spreadsheets. It also offers multiple ways to visualize and report data, including graphs, charts and cluster analysis. Within the program, one can search and all or parts of data, sort data based on variable attributes or classifications and display a matrix of codes or coding structures. Video and Audio files can be transcribed and analyzed within the program. It also interfaces with EndNote, Mendeley, and Zotero for conducting a paperless literature review.

 

Where can I run it? NVivo 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. For UTK, NVivo is also available on OIT’s Apps@UT server.

 

How can I learn it? For UTK, OIT offers workshops on NVivo each semester, and you can schedule a one-on-one tutorial any time by calling the OIT HelpDesk at 974-9900. You can also visit NVivo’s Support page or watch tutorials from QSR International’s YouTube channel.

 

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

 

Workshops for December 14-18, 2015

There are no workshops this week.

 

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: Tips for Keeping Your Smartphone Safe

With each release, smartphone capabilities continue to advance, leaving them vulnerable to new and evolving security threats. That is why it is important for smartphone users to reevaluate how they view their cell phone security so that they may better protect their personal information.

 

Implementing a few simple tips can keep your smartphone safe this holiday season:

 

·   Always Set a Password. Having a password on your cellphone protects against physical threats to your information if you lose or misplace your phone during this busy holiday season.

 

·   Download updates for your phone. While many computer users know of the importance of downloading updates for laptops and desktop computers, it is equally important that smartphone users stay up-to-date with the latest upgrades. These upgrades often include patches to security flaws found in the software.

 

·   Use discretion when downloading apps. As smartphone users are becoming increasingly dependent on new applications, make sure you download responsibility. Make sure you are downloading apps from reputable sources.

 

·   Protect private data accessed by apps. Many new applications have the capability to access private information from your smartphone. When downloading apps, take the time to read the personal data it will be able to access. Whether it has access to your location, your personal information, or text messages, it should make sense that the application needs access to those capabilities.

 

·   Exercise caution with links in SMS messages. “Smishing,” a combination of SMS texting and phishing, is surfacing and is allowing scammers to text malicious websites or ask you to enter sensitive information. Don’t click on links in text messages or emails if you do not know the sender.

 

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December 04
[ITWEEKLY] IT Weekly, December 4, 2015

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December 4, 2015

LMS Demonstrations Available for Online Review

Blackboard, Inc., Instructure Canvas, and D2L Brightspace have visited campus to provide demonstrations of their LMS solutions. If you were not able to attend any of the public sessions, please view the recordings by clicking on the LMS Demonstrations link on the LMS Evaluation web page. We are also working on some short tutorials highlighting key features in each product for fast comparison, which will be posted on the same site.

 

If you view any of these LMS demos, please complete the Feedback Form for each. Your input is extremely important as we continue with the LMS review process! While you are at the site, take some time to review other information regarding this LMS review. We have access to both the Canvas and D2L systems. If you would like a test account to try some things out, just contact the OIT HelpDesk online.

 

Next Steps: We will be using your feedback to craft the formal Request For Proposal (RFP) for the competitive bid process to be distributed to vendors in January, 2016. A review committee composed of faculty, staff, and students will evaluate the final RFP responses, evaluate costs, and recommend the best LMS solution for UTK going forward.

 

If you want to provide YOUR input, now is the time!

 

Sharing Access to IT Resources

On occasion, OIT will receive a request from a person who wishes to access an employee’s email or workstation files. In many cases, employees have shared their passwords with a family member or partner to grant access to this information whether it be a shared list of contacts, medical/insurance information, or details of their final wishes.

 

OIT is unable to reset the password or assist the family and/or partner in gaining access to the account. We recommend the family contact the employee’s department to initiate the request. OIT will not grant access to anyone other than that who is authorized: the responsible department, Human Resources, or the Office of General Counsel.

 

UT Policy IT0110 - Acceptable Use of Information Technology Resources clearly states that users should not share their access codes or passwords; that they should only use accounts, access codes, privileges or IT resources for which they are authorized.

 

Moreover, there are federal agencies that are sources of funding for research and education that specifically prohibit the sharing of access codes or account information.

 

There are many examples where partners BOTH work at the university. They share cars; they share homes. However, UT Policy clearly states that they must not share their credentials or access. There’s no “pass” because they’re family. If they need access to a partner’s information, they must contact their partner's responsible department who can contact the OIT HelpDesk to make the request.

 

Additionally, IT0110 says that incidental or casual use of IT resources is permitted except when it is excessive or interferes with the performance of an employee’s official responsibilities. OIT recommends against storing sensitive, personal information such as medical or financial information in email or on UT workstations.

 

If you need to store sensitive personal information, don’t use UT IT resources. If you need to give others electronic access or there’s a possibility that they will need access in an emergency, make other plans such as a personal iCloud or Google account that you can share. You should also consider storing this type of information on paper, locked away in a safety-deposit box. You must plan.

 

Data Loss or “Data Leakage” is one of the biggest IT risks we face as an institution. Casually storing/sending/sharing personal financial or medical information using UT IT resources increases the chances that you will become prey to criminals. The Campus practices due diligence in protecting its (and your) information but it is only successful when the information security controls (policies, guidelines, etc.) aren’t circumvented.

 

 

Software Update: MATLAB and Simulink

What is it? MATLAB and Simulink by MathWorks, Inc. are computational software environments used to perform a variety of computational tasks such as in engineering, science, mathematics, statistics and finance. The UT system-wide Total Academic Headcount (TAH) license includes MATLAB, Simulink and more than 50 add-on products called Toolboxes. The Toolboxes are collections of functions for solving particular classes of problems, such as signal processing, image processing, control systems, curve fitting, etc. Simulink and the Toolboxes require MATLAB.

 

Where can I run it? The MATLAB products are available at no additional charge to faculty, staff and students at UTK, UTSI, UTHSC and UTC for installation on university-owned and personally-owned Windows, Mac and Linux computers. The download and installation instructions are at the OIT Download web page. For UTK, the MATLAB products are also available on OIT’s Apps@UT server, the Newton Linux Cluster and on the computers in the OIT public computer labs. There is no simultaneous user limit for the MATLAB products.

 

How can I learn it? For UTK, OIT offers MATLAB workshops each semester. You can schedule a one-on-one tutorial at any time by calling the OIT HelpDesk at 974-9900. Manuals for all products are online as well as MATLAB and Simulink tutorials. Additionally, there are several videos and webinars listed on the MathWorks web site. The Lynda.com online training library offers free MATLAB training videos to registered members.

 

Where can I get support? OIT offers Full Support for MATLAB. For assistance, contact the OIT HelpDesk at 974-9900. For free online and telephone support with Contact the MathWorks Support team for free online and telephone support or call (508) 647-7000 from 8:30AM – 10:00PM EST, Monday – Friday.

 

Workshops for December 7-11, 2015

Instructor-Focused:

Transitioning from Bb Collaborate to UT-Zoom, Dec. 9, 2:00 pm-3:00 pm

 

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.

 

IT0115 - Information and Computer System Classification

This week, we highlight UT Policy IT0115: Information and Computer System Classification Policy. Essentially, this policy does three things:

 

·   establishes the Federal Information Processing Standard 199 (FIPS 199) as the University of Tennessee’s information classification model;

·   outlines the responsibilities placed on information owners and information system owners to ensure that they are assessing risk levels and classifying information and systems;

·   provides special provisions that relate to information and system classification.

 

First, it establishes the general policy that requires information and information systems to be categorized according to their risk level to ensure that appropriate information security controls are applied. This ensures that those responsible are taking the appropriate measures to protect our information and information systems.

 

Second, the policy outlines six simple steps information owners and information system owners must take in order to assess risk and implement the correct security controls to protect the IT resources.

 

Third, the policy includes a section that provides special provisions that govern information and information systems falling under multiple classifications, that may be located offsite, or that have default classifications.

 

IT0115 also contains a short but detailed definition section that aids the reader in better understanding who information owner and information system owners may be and what is considered an information system.

 

This policy applies to ALL students, faculty, staff, and others that are using, or handling the University of Tennessee's information technology resources. In the policy, “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.

 

Protecting our information and information systems involves more than just daily awareness. Assessing WHAT type of information you are responsible for, the RISK associated with that information and, the IMPACT to individuals or to the campus in the event of loss or exposure are all active tasks that responsible parties must engage in to protect our information.

 

You can review this policy and all IT-related policies on the Information Technology Policies web page.

 

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November 20
[ITWEEKLY] IT Weekly, November 20, 2015

Title: Title Banner: OIT Weekly with UTK logo

November 20, 2015

LMS Demonstrations Available for Online Review

Blackboard, Inc. and Instructure Canvas visited campus this week to provide demonstrations of their LMS solutions. If you were not able to attend any of the public sessions, please view the recordings by clicking on the LMS Demonstrations link on the LMS Evaluation web page. Remember to also complete the Feedback Form for each. Your input is extremely important as we continue with the LMS review process! While you are at the site, take some time to review other information regarding this LMS review.

 

NOTE: Brightspace Desire2Learn will be on campus for product demonstrations, open to everyone on campus, on December 2 in Room 213, Hodges Library.

·       8:30-10:00 am

·       1:30-2:30 pm

 

Next Steps: We will be using your feedback to craft the formal Request For Proposal (RFP) for the competitive bid process to be distributed to vendors in January 2016. A review committee comprised of faculty, staff, and students will evaluate the final RFP responses, evaluate costs, and recommend the best LMS solution for UTK going forward.

 

Zoom versus Skype for Business

OIT offers two technologies that provide similar functionality for remote meeting and audio/video conferencing, chat, and online classroom/collaboration and training webinars. You may be wondering why two? Each of these tools has strengths for us to recommend its use.

 

Zoom is a cloud-based technology that offers a full spectrum of conferencing tools to help increase productivity and lower costs by reducing travel expenses and equipment purchases across your department. A Zoom account offers a broad range of features including telephone bridge service, breakout sessions, personal meeting IDs for each account holder, and personal meeting URLs. Zoom also includes several features, which facilitate classroom discussion, including breakout rooms and the ability to raise your hand. Zoom grants the leader/instructor full control over the classroom and/or meeting session.

 

Skype for Business has many of the same features as Zoom however, Skype for Business really excels as an office communications solution and allows you to connect easily and quickly with co-workers using instant messaging, informal audio/video calls, screen and document sharing. Sending a quick message or file through Skype for Business revolves around the intuitive chat interface, familiar to those who have used Office Communicator, Lync or Skype, and can easily integrate video and audio from the chat window.

 

Both of these tools are available to all active Faculty, Staff, and Students at no additional cost.

 

Additional information, including a detailed comparison and OIT recommendations, is available in the OIT Knowledge Base. For questions about these services, please contact the OIT HelpDesk online or call (865) 974-9900.

 

Software Update: Mathematica by Wolfram Research, Inc.

What is it? Mathematica is computational software used in science, engineering, finance and other areas of computing that require mathematics. The Mathematica system is now based on the Wolfram Language, which is a knowledge-based symbolic language that grew out of the Mathematica Language. The Wolfram Language provides an extensive collection of more than 5,000 mathematical functions that support a wide range of symbolic operations as well as efficient numerical evaluation. Mathematica uses the Wolfram Notebook interface, which allows you to organize everything you do in documents that contain text, runnable code, dynamic graphics and user interfaces.

 

Where can I run it? Mathematica is funded by the Technology Fee and is available at no additional charge to faculty, staff and students at UTK, UTSI and UTHSC for installation on university-owned and personally-owned Windows, Mac and Linux computers. Each UT campus maintains its own download and installation instructions. The download and installation instructions for UTK are on the OIT software download web page. For UTK, Mathematica is also available on OIT’s Apps@UT server, the Newton Linux Cluster and on the computers in the OIT public computer labs. There is no simultaneous user limit for Mathematica.

 

How can I learn it? For UTK, OIT offers Mathematica workshops each semester. You can schedule a one-on-one tutorial any time by calling the OIT HelpDesk at 974-9900. The Mathematica Learning Center provides an extensive collection of Mathematica tutorials, examples, and other resources to learn about Mathematica. Use the Wolfram Mathematica Documentation Center to learn Mathematica using the definitive guide that covers all functions and provides extensive tutorials and examples. It also provides How-Tos, which describe how to carry out tasks with step-by-step instructions.

 

Where can I get support? OIT offers Full Support for Mathematica. For assistance, contact the OIT HelpDesk at 974-9900. The Wolfram contact support information has links to Documentation and How-Tos, Support Articles and the Wolfram Community. UT is a Premier Service subscriber, which means you have telephone and email access to Wolfram experts who can help with Mathematica programming. For Advanced Technical Support, call (217) 398-6500 or complete a Wolfram online help form.

 

Workshops for November 23-27, 2015

 

There are no face-to-face workshops this week.

 

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.

 

Acceptable Use of Information Technology Resources 

This week, we highlight the importance of the Acceptable Use of Information Technology Resources Policy (“AUP”), IT0110. Essentially, this policy provides principles that are aimed at protecting the confidentiality and integrity of electronic information and privacy of its users, to ensure that the use of electronic communications complies with the provisions of University policy and state and federal law, and principles that allow for the free exchange of ideas and support of academic freedom.

 

Unless noted, this policy applies to ALL students, faculty, staff, contractors, agents, representatives, and visitors that use IT resources owned, operated or provided by the University of Tennessee System including all campuses, institutes, and administration. The policy addresses six key areas: User Privacy, User Requirements, User Restrictions, University Rights, Copyrights and Licenses, and Personal Use. Below is a list summarizing the most important components of the six sections of the Acceptable Use Policy.

 

·   User Privacy: When using the University’s IT resources, users have no expectation of privacy. User email may be subject to the Tennessee Open Records Act and further users should be aware that their activity on systems and networks may be monitored, logged, and reviewed by University approved personnel, system administrators, and discovered in legal proceedings.

·   User Requirements: This section requires that users are incompliance with other policies and implement best practices when using the University’s IT resources. These requirements may be as simple as properly logging out of session and updating software to monitoring access to user accounts.

·   User Restrictions: This section provides for all prohibited conduct by users of University IT resources.

·   University Rights: This section provides for the Universities rights to monitor, review, and release the contents and activity of a user’s account. Further, this section sets forth the type of IT resources that may be accessed and in the manner and circumstances in which they may be accessed or monitored.

·   Copyrights and Licenses: This section outlines all user restrictions concerning copyrighted software and use of licenses.

·   Personal Use: This section prohibits the use of the University’s IT resources for personal gain, illegal activities, or obscene activities; however, it also outlines the scope of acceptable personal use as well as unacceptable misuse of IT Resources.

 

As one can see, when using the University’s IT resources, it is crucial that users are aware of their rights as well as the rights of the University. A better understanding the Acceptable Use Policy not only allows users to fully understand their relationship with University’s IT resources, but it also allows users to better protect themselves and our larger community.

 

Access the Acceptable Use Policy for more information.

 

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November 13
[ITWEEKLY] IT Weekly, November 13, 2015

Title: Title Banner: OIT Weekly with UTK logo

November 13, 2015

Next Week: Need Your Input!

We are in the fifth year of our contract with Blackboard Inc. to provide Learning Management System (LMS) services and, per state policy, we are required to re-bid our contract.

 

As part of the evaluation process, OIT issued a formal Request for Information (RFI) to review available LMS options. We received responses from Blackboard, Instructure Canvas, and Brightspace Desire2Learn.

 

You may find additional information related to the RFI responses at the Online@UT Web site (https://tiny.utk.edu/eDpkc)

 

We have invited each company to present detailed demonstrations of their products and to answer questions from the UTK faculty, staff, students, OIT administrative/technical staff, and other stakeholders.

 

Now, your involvement is needed! Given the amount of people the campus LMS touches (almost all faculty and students) We need you toATTEND, ENGAGE, and ASSESS. Please plan to attend one of the open demonstrations, ask questions, and provide feedback via the online feedback form for each vendor demonstration. Below is a detailed schedule of their visits. We expect to live stream and/or record the sessions for those who cannot attend.

 

Blackboard, Inc.- Tuesday, November 17 (213 Hodges Library)

·       8:30-10:00 am (Open to UTK Community)

·       10:30-Noon (Open to UTK Community)

 

Instructor Canvas- Wednesday, November 18 (213 Hodges Library)

·       8:30-10:00 am (Open to UTK Community)

·       10:30-Noon (Open to UTK Community)

 

Brightspace Desire2Learn- TBA

 

 

FINAL UPDATE: Office 365/Volmail Faculty & Staff Email Migrations

The past two weeks OIT migrated the last remaining ~150 Tmail accounts for a final total of 12,582 faculty/staff Office 365 / Volmail accounts. Here are some statistics regarding the migrations:

 

·   14,800 – total number of initial Tmail accounts

·   8.66 TB – total volume of on-premise/Tmail data

·   170 separate batch migrations, with onsite OIT support provided for ~100 dept./unit migrations

·   862 – initial Public Folders either converted to Resource Mailboxes or deleted (689 Calendars & 173 Contacts)

·   2,700 – accounts & Public Folders purged during review process (~17.3%)

·   4,350 - total hours spent by OIT staff members on project

·   200k – cost avoided to upgrade on-premise Tmail systems

 

 

 

 

 

Thank you to all the departmental & unit migration representatives who helped schedule & facilitate the migrations and make the transition a smooth process!

 

Office 365: Skype for Business

Microsoft Skype for Business is a collaboration tool for instant messaging (IM), voice or video calls, and online meetings. Skype for Business is available for most computers and mobile devices and can be accessed from anywhere you have Internet access.

 

Skype for Business allows you to communicate with your colleagues at UT and many other Skype and Skype for Business organizations. IM conversations can be started from the Skype for Business client, Outlook for PC, and Outlook on the Web.  

 

Features of Skype for Business include:

·   Instant messaging

·   Voice/video calling and conferencing

·   Online meetings – can support up to 250 participants per meeting

·   Desktop Sharing

·   File transfer

·   Easy access via clients for Windows, Mac OS, Windows Phone, iPad, iPhone, and Android

·   Web access to Skype for Business meetings for anyone without an installed client, including invited guests – no UT affiliation or credentials required

·   Presence indication based on each person’s Outlook calendar, current Skype for Business activities, and manual settings.

 

If you have any questions or would like to learn more about this service, please visit the OIT website (http://oit.utk.edu/skype) or contact the OIT HelpDesk at 865-974-9900.

 

Software Update: Mplus by Muthén & Muthén

What is it? Mplus analyzes Structural Equations Models (SEM) that can include both continuous and categorical latent constructs. As their web site states, it can also analyze "both cross-sectional and longitudinal data, single-level and multilevel data, and data that come from different populations with either observed or unobserved heterogeneity. Analyses can be carried out for observed variables that are continuous, censored, binary, ordered categorical (ordinal), unordered categorical (nominal), counts, or combinations of these variable types."

 

Where can I run it? For UTK, Mplus is available on OIT’s Apps@UT server and on the computers in the OIT public computer labs. There four people can run it at the same time.

 

How can I learn it? The Mplus web page (http://www.statmodel.com/features.shtml) has many resources and the SEMNET web page has SEM information (http://www2.gsu.edu/~mkteer/semnet.html). To learn Mplus, we recommend the program's help files.

 

Where can I get support? OIT offers Minimal Support for this software

 

Workshops for November 16-20, 2015

Instructor-Focused:

·   Camtasia for Mac, Nov. 16, 9:00am - 11:00am

·   Digital Badges and Certificates: Recognition for What You Teach, Nov. 18, 9:00am - 10:00am

Researcher-Focused:

·   NVivo Collaborative Support Group, Nov. 18, 6:00pm - 7:00pm

·   Image Processing Using ImageJ, Nov. 20, 10:00am - 12:00pm

 

Check out our online training offerings (https://tiny.utk.edu/eMygU)

 

All workshops meet on the Knoxville campus. Registration (https://tiny.utk.edu/fRC9v) 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 (http://help.utk.edu/footprints/contact/) or call (865) 974-9900.

 

IT Security Article: Information Technology Policies

While the Information Security Office provides the campus with access to security awareness training, weekly security articles, and various other information security services, it is important that all are familiar with the campus’s information technology policies.

 

The UT System currently has 12 information security policies that may pertain to students, faculty, and staff. The UTK Information Security Office works within the requirements of those policies to establish acceptable best practices, processes, and protective measures to keep our campus and its information safe. The policies are:

 

·   Acceptable Use of Information Technology Resources

·   Information and Computer System Classification

·   Secure Network Infrastructure

·   Information Security Program Creation, Implementation, and Maintenance

·   Security Incident Reporting and Response

·   Security Awareness, Training, and Education

·   Risk Assessment

·   Configuration management

·   Accessibility

·   Audit and Accountability

·   Contingency Planning

·   Physical Environmental Protection

 

Over the course of the coming weeks, the Information Security Office will be breaking down the nuts and bolts of these policies so that students, faculty, and staff can become more familiar with what policies may pertain to their everyday activities. Knowing our campus’s security policies not only allows you to better protect you and your personal information, but the campus’s as well.

 

Browse all UTK Information Technology Policies (http://policy.tennessee.edu/it_policy/).

 

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