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The IT Weekly Archive for the Office of Information Technology at the University of Tennessee, Knoxville.
May 21
[ITWEEKLY] IT Weekly, May 21, 2018

 

Title: OIT Weekly at The University of Tennessee, Knoxville - Description: Office of Information Technology's weekly newsletter

May 21, 2018

 

Writing Non-Phishy Emails: Do’s and Don’ts

Is your department planning to send a survey or ask your students to complete a task online?  Do your faculty need to update their information with the department? We know that sometimes you have to request specific personal information or ask faculty, staff, and students to take action for entirely legitimate reasons. The issue with this kind of email is that it can sound suspiciously similar to the hoax messages sent by phishers.

 

Since classes started in August, we’ve received approximately 230 unique phishing scams sent to UT email addresses.  During the same period, over 4,300 UT accounts have been compromised. 

 

Believe it or not, the OIT HelpDesk and Security teams receive questions about emails your department sends out.  It’s important to make the email look trustworthy.  We’ve put together a list of suggestions to follow when writing emails to make them look less suspicious.  We also recommend that you let us know when you are sending out a mass email that includes a call to action.  This extra step will help us help you; we will be able to quickly answer questions about your email message and encourage the faculty, staff, and students to take action. 

 

Learn more about the Do’s and Don’ts of constructing an effective email that won’t sound like a phishing scam.

 

Contact the OIT HelpDesk online or by phone at 865-974-9900 with any questions.

 


Summer Accessibility Workshops

This summer, OIT will be offering two NEW multi-day workshops designed to support faculty as they enhance the accessibility and usability of their courses and course materials. Whether you are developing a new course, bringing a course online, or want to be proactive about improving an existing course or course materials, these workshops can be a powerful resource for developing your skills and having an opportunity for hands-on practice. Space is limited, so sign up today! 

 

Designing Accessible Course Materials (2-day workshop)

June 6-7, 9:00 am – 1:00 pm, Learn more about this workshop and register online

 

Course Design for Everyone: Rethinking Accessibility (4-day workshop)

June 25-28, 9:00 am – 1:00 pm, Learn more about this workshop and register online

 

If you have any questions about the Summer Accessibility Workshops, contact the OIT HelpDesk online or at 865-974-9900.

 


2018-19 Faculty Fellow

We are pleased to announce Sean Morey, Assistant Professor in the Department of English, as the 2018-19 OIT Faculty Fellow. 
 
Morey’s interests are in emerging technologies, specifically Augmented Reality (AR) as a writing tool, its potential use for experiential learning, and how it might be used pedagogically across disciplines.

Morey will concentrate on: 

  • Developing outreach initiatives including faculty discussions and a focus group on how AR is/can be used throughout campus to enhance teaching and learning.
  • Assisting OIT with assessing emerging digital technologies for Universal Design for Learning (UDL) and accessibility compliance.
  • Producing AR-related teaching and scholarship along with instructor training in AR to help position the university as an emerging leader in using AR for education.

 

The OIT Faculty Fellow Program assists in advancing exemplary teaching and enriching the experience of students by implementing projects that enhance their department's use of instructional technologies. Learn more!

 


WordStat by Provalis Research, Inc.

WordStat is a supplemental program that works with either QDA Miner or Stata to perform content analysis on text data. This process is also known as text mining. You may create your own categorization dictionaries within WordStat or import pre-existing subject dictionaries. It can also extract topics automatically using latent semantic analysis. 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 or Stata.

 

Learn more about WordStat on OIT’s Research Software website.  Learn when to use it, where to run it, how to learn, and where to get help.

 


Upcoming OIT Workshops

OIT Workshops will return on June 3.  Until then, you can check out our online training offerings (including Lynda.com).

 

If your department would like to schedule group training, contact the OIT HelpDesk to get started.  Departmental training is available for any topic in the list of current workshop offerings.

 

If you have questions about training, contact the OIT HelpDesk online or call 865-974-9900.

 


Compromised Workstations

Is your workstation or laptop running “slow”? Does it take FOREVER for an application to start? Do you come in after being away from your desk to often find that your computer has restarted, displaying some sort of cryptic message about a problem? Your machine may be compromised or infected.

 

Security incidents come in all varieties. We are constantly under attack through web applications, emails, infected media (even new ones, fresh out of the package). It’s important that you report any of the symptoms like the ones listed above to your departmental IT staff or the OIT HelpDesk. It’s especially important if you routinely work with or have access to sensitive information like social security numbers, credit cards, or student information. Federal Law may require that the compromised information be reported.

 

So…you don’t work with sensitive information or have access to any of the above? You should still let your departmental IT person know about the peculiar behavior or call the OIT HelpDesk for guidance. Remember that we are all at risk when a device or a NetID is compromised.

 

If it looks like a duck; walks like a duck; sounds like a duck – it just might be a compromised machine.

 

What do you do? Let someone know! Don’t turn your computer off (if you can avoid it). Departmental IT: Don’t just “slick” the drive and rebuild the machine. Crucial information about the compromise could be lost. Don’t rebuild a machine until you’re instructed to do so. Keep your devices patched to the latest versions and keep your anti-virus up-to-date. UT Policy IT0110 requires that ALL UT-Owned devices MUST be running the latest, supported operating system and be patched. Exceptions must be approved by the Chief Information Officer.

 

For guidance, call the OIT HelpDesk at 865-974-9900.

 


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May 14
[ITWEEKLY] IT Weekly, May 14, 2018

 

Title: OIT Weekly at The University of Tennessee, Knoxville - Description: Office of Information Technology's weekly newsletter

May 14, 2018

 

Clicker Access for All Students

This spring, after consultations with faculty, OIT evaluated options for classroom response software. UTK extended a Request for Proposal (RFP) which resulted in responses from three vendors. After much deliberation, the decision was to remain with Turning Technologies. One significant change, however, is the move to Enterprise Licensing for all students at the University of Tennessee, Knoxville. By funding an enterprise agreement with the technology fee, all students will have a license for classroom response software that they can use with their smartphone, tablet, or clicker device. Students who are required by faculty to use a separate clicker device for class participation will still have to purchase the device from the bookstore, but all student subscriptions (personal device or separate clicker) will be covered by the existing Technology Fee. 

 

What does the Enterprise License mean for faculty?

Have you been hesitant about including clickers in your course due to the added cost that students would incur? Did you want to get responses from students occasionally, but not often enough to warrant requiring your students to purchase a license and device?

 

Starting with the Fall 2018 semester, all students will have a license they can use on their iOS or Android phone or tablet, and you can decide to use the TurningPoint app in your class any time. Use it for a quick check to make sure students understand the day’s topic or a scheduled quiz. It’s up to you!

 

What are the new features?

  • Single Sign-on for faculty and students

   Faculty and students will log in with their UT NetID and password and will not be required to create another username and password.

   Single Sign-on eliminates the duplicate student account creation that has caused issues with student grades.

  • Enterprise Licensing

   All students will receive a Turning Technologies license purchased with Technology Fee funds.

   Faculty can use the features of Turning Technologies’ TurningPoint software without adding any additional cost to the students when using the mobile app.

   Students do not need to purchase a clicker unless the instructor requires it.

 

Do you want to get started with clickers or take those interactive questions to the next level? Watch for our training workshops coming this summer or ask for a consultation with one of our instructional designers to talk about how you can use clickers for formative assessment. To get started, contact the OIT HelpDesk online or by phone at 865-974-9900.

 


Are you teaching in a technology-enhanced classroom? 
We want to hear from you!

We are reaching out to instructors who taught in a nationalized technology-enhanced classroom to provide us some specific feedback on the rooms in which you taught.  To complete the survey, check your email for a message from Joel Reeves.

 

This survey is in response to the OIT 2018 Customer Survey where we asked you about “the availability of classrooms or meeting spaces with technology that enhances the teaching and learning experience. Your input will help us identify specific areas in classrooms where we can do better.

 

If you have any questions or taught this year and would like to complete the survey and did not receive the email, contact the OIT HelpDesk online.

 


Are you ready for your mid-year evaluation?

Stay on top of your 2018 goals with video-based training on Lynda.com, an outstanding online resource for learning both technical and professional skills. View from any mobile device and even download training to view offline while you are out and about.

 

Improvement in technical skills is boundless through Lynda.com. Look for training on anything from calendaring basics, to managing spreadsheets, to learning advanced programming languages. You’ll even find certification preparation courses including Adobe and Microsoft.

 

For those aspiring to advance their management and leadership skills, explore topics within project management, communications, management, and leadership. If you are not sure where to begin, take a look at Learning Paths. Lynda.com has done some of the work for you by compiling lists of knowledge and skills required in a variety of careers based on feedback from industry experts.

 

Lynda.com helps you track your progress on course completions and certifications to easily document your success towards meeting your annual goals. Earned certifications can be linked within your LinkedIn profile.

 

Ready to begin?  Learn how to navigate and use Lynda.com by watching “How to use Lynda.com” at tiny.utk.edu/lyndahowto.

 

Sign in with your NetID to access Lynda.com tutorials at oit.utk.edu/lynda/

 

When navigating directly to Lynda.com, you will be required to select “Sign in with your organization portal,” then enter the following URL, utk.edu. You will be directed you to our Central Authentication Page. 

 

If you have any questions about Lynda.com or other OIT training opportunities, contact the OIT HelpDesk online or 865-974-9900.

 


Google Drive Desktop Sync Shutdown

As previously announced by Google, the old Google Drive desktop sync client for Mac and PC—a feature officially known as “Google Drive for Mac/PC”—was shut down on May 12th, 2018. After this date, the sync client will no longer work. OIT recommends installing Drive File Stream or the new version of Drive for Mac/PC, called Backup and Sync.

 

Drive File Stream is a new desktop application that allows you to quickly access all of your Google Drive files on demand, directly from your computer without losing precious drive space. 

 

What are the features of Google Drive File Stream?

  • Quickly see all your Google Drive files in Finder/Explorer (including Team Drives).
  • Browse and organize Google Drive files without downloading all of them to your computer.
  • Choose which files or folders you'd like to make available offline.
  • Open files in common apps like Microsoft Office and Adobe Photoshop.

  

For more information, visit the Knowledge Base, or contact the OIT HelpDesk at 865-974-9900.

 


Stata MP by Stata Corp

Stata MP 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 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.

 

Learn more about Stata MP on OIT’s Research Software website.  Learn when to use it, where to run it, how to learn, and where to get help.

 


Upcoming OIT Workshops

OIT will be offering workings for the following topics this week.  Check out the Online Calendar to see the schedule and register for any OIT workshop.

 

  • SPSS 1 (Basics)
  • SPSS 2 (SPSS Data Analysis)

 

If you are unable to attend these sessions or want to learn more about these topics, check out our online training offerings (including Lynda.com).

 

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.

 


Secure File Transfer

Vault (UT Secure Courier) is a secure file transfer application that allows users to easily share 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 can be used from both a PC and a Mac.

 

Users log in 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 access Vault online at vault.utk.edu/. Please contact the OIT HelpDesk at (865) 974-9900 if you have any questions or need any assistance.

                                                                                                    


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May 07
[ITWEEKLY] IT Weekly, May 7, 2018

 

Title: OIT Weekly at The University of Tennessee, Knoxville - Description: Office of Information Technology's weekly newsletter

May 7, 2018

 

File Sharing Options for Sensitive Information

Over the last couple of weeks, we have received several questions about sharing sensitive information.  While we have several recommendations, first, let’s talk about why you should be concerned about how you share sensitive information.

 

If you need to share student grade rolls, p-card information, or other sensitive files electronically, you need to think about how you want to give them access to this information.  If you share this information in plain text, such as email or T-Storage, it is more susceptible to interception from hackers and others. To protect this information, you must share it securely with a method that automatically encrypts your data.

 

There are three types of information that we are concerned about: health and medical information, financial and credit card information, and student data.

 

Learn more about how to protect this data and what options are available for faculty and staff.

 

Contact the OIT HelpDesk online or at 865-974-9900 with any questions you have about these file sharing options.

 


Away from your email over the Summer?

Are you planning that long overdue beach vacation this summer? Off to some far away place doing more research? Out of Office replies will respond on your behalf and inform the sender that you are away from your email.  They can be helpful and let people know when you will be attending to your email. However, we recommend that you limit the information available in your response.

 

When constructing your message, you may want to consider the following.

 

·       Set a different message for external responses or only respond to internal email.  Office 365 will allow you to customize your internal and external responses.  

·       Be vague about your whereabouts.  Simply state that you are unavailable and will respond as soon as possible. 

·       If you don’t want a stranger to know about your vacation plans, don’t put them in your Out of Office reply.

 

The OIT Knowledge Base has instructions for configuring automatic replies.

Outlook for Windows

Outlook for Mac

Office 365/Outlook Web App

Gmail

 

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

 


Digital Signage

Are you looking for another way for faculty, students, and visitors to see your department’s message?   Digital signs can display images, video, web pages, Twitter, weather, text, and more. With these signs, you can promote your college, announce scholarship and internship opportunities, and remind students of deadlines.

 

Hypersign is the University’s standard platform for digital signage and is currently in use by several departments including Haslam College of Business, University Libraries, and OIT.

 

Some features of Hypersign are:

  • Cloud storage of all the content for your signs
  • Management page that allows you to log in from any computer and control all your signs
  • Multiple layouts that allow you to show several different things at once on a single sign
  • Load your own, custom images and videos
  • Connect to the campus Emergency Alert System and display EAS messages automatically, displaying critical information in the event of an emergency.

 

If you are interested in digital signage for your department, please contact the OIT HelpDesk at 865-974-9900.

 


SPSS Statistics by SPSS, an IBM company

SPSS Statistics 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.

 

Learn more about SPSS Statistics on OIT’s Research Software website.  Learn when to use it, where to run it, how to learn, and where to get help.

 


Upcoming OIT Workshops

OIT does not have any workshops schedule for this week.  Check out the Online Calendar for all of our upcoming workshops.

If you are unable to attend our workshops or want to learn more, check out our online training offerings (including Lynda.com).

If you have questions or need help with registration for any workshop, contact the OIT HelpDesk online or call 865-974-9900.

 


Helping Others Secure Themselves

Help others make the most of technology securely by sharing these four simple steps with them.

 

Social Engineering
Social engineering is a common technique used by cyber attackers to trick or fool people into doing something they should not do, such as sharing their password, infecting their computer, or sharing sensitive information. This is nothing new. Scams and con artists have existed for thousands of years. The only difference now is bad guys are applying these same concepts to the Internet. You can help others by explaining to them the most common clues of a social engineering attack, such as when someone creates a tremendous sense of urgency, when something is too good to be true, or when a cyber-attacker pretends to be someone you know, but their messages don’t sound like them. Share examples of common social engineering attacks, such as phishing emails or the infamous Microsoft tech-support phone calls. If nothing else, make sure family members understand they should never give their password to anyone or allow remote access to their computer.

 

Passwords

Strong passwords are key to protecting devices and any online accounts. Walk your family members through how to create strong passwords. We recommend passphrases, as they are the easiest to both type and remember.

 

Patching

Keeping systems current and fully up-to-date is a key step anyone can take to secure their devices.  This is not only true for your computers and mobile devices, but anything connected to the Internet, such as gaming consoles, thermometers, or even lights or speakers.  The simplest way to ensure all devices are current is to enable automatic updating whenever possible.

 

Backups

When all else fails, backups are often the only way you can recover from mistakes (like deleting the wrong files) or cyber attacks (like ransomware). Make sure family and friends have an automated file backup system in place for their important data.

 


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Archive now available

 

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

 

April 30
[ITWEEKLY] IT Weekly, April 30, 2018

 

Title: OIT Weekly at The University of Tennessee, Knoxville - Description: Office of Information Technology's weekly newsletter

April 30, 2018

 

 

Renew your Adobe software starting May 1

On May 1, 2018, contact VolTech to renew Adobe Creative Cloud, Captivate, and Presenter for next fiscal year.  To continue using the Creative Cloud suite, you must renew your subscription by August 31, 2018.

 

On July 1, the price for Creative Cloud* will increase from $50/year to $75/year per NetID or lab computer.  The price of Adobe Captivate and Presenter will remain at $349/year and $149/year per installation, respectively.

 

The Adobe contract continues to be based on specific, named users and requires UT to assign licenses to a specific employee for all products.  Departments may continue to purchase licenses for use by their student employees engaged in departmental (non-academic) work.  We will continue to offer a packaged version of Creative Cloud for student computer labs and staff training labs, Captivate, and Presenter.

 

Additional information about these offerings including specific ordering instructions is available on the  OIT Adobe website.

 

*Pricing for Creative Cloud is valid for UT Knoxville departmental purchases only.  If you are with another campus unit, including UT System Administration, Institute of Agriculture, or the Institute of Public Service, please check with your respective Chief Information Officer for additional information.

 


Do You Eduroam During the Summer?

Do you travel to other universities during the summer months? If so, check to see if that university provides an Eduroam wireless network. Eduroam, short for education roaming, is the secure, world-wide roaming access service developed for the international research and education community. Eduroam allows students, staff, and faculty from participating institutions to obtain Internet connectivity across campus and when visiting other participating institutions. Go to Eduroam for more information, including a list of participating institutions.

 

If you are traveling to a university that offers an Eduroam wireless network, you will need to make sure you have connected to the Eduroam wireless network at your home institution before connecting to the Eduroam network at your destination institution. Instructions for getting connected with Eduroam are available in the OIT Knowledge Base, or you may contact the OIT HelpDesk online or call (865) 974-9900 for assistance.

 


Students: Access to OIT Services After Leaving UT

Are you graduating or taking a semester off?  While you will always be a Vol for Life, access to OIT services will vary once you leave UT.   Below are some basic guidelines for students who leave the university in good standing.   Additional information about the account retention policies for other OIT services is available online.  If you have questions about a specific service not addressed, please contact the OIT HelpDesk online or at 865-974-9900.

 

  • Volmail Email: you will retain access to your Office 365 or Gmail netid@vols.utk.edu email account and email address indefinitely. One year after you leave the University your @utk.edu, @tennessee.edu, and other email addresses will no longer receive email.
  • Office 365 OneDrive and other online apps: you will retain access for one calendar year after your LeftUT date in the UT Directory. At the end of this year, access to the files stored in your UTK OneDrive for Business will be unavailable, and Microsoft will delete the files. OIT recommends backing up and transferring your files to another third-party service or your UTK Google Drive.
  • Google Drive and other online apps: Access to the G-Suite Apps, including Google Drive, will remain available after you leave the university via netid@vols.utk.edu.
  • Microsoft Office: Once you have left the University, your Microsoft Office ProPlus subscription will end, and access to the full Office desktop suite will be unavailable.  For the one year, you have access to Microsoft OneDrive, and you can get to your files with the online version of Office.

 


SigmaPlot by Systat Software, Inc.

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.

 

Learn more about Sigma Plot on OIT’s Research Software website.  Learn when to use it, where to run it, how to learn, and where to get help.

 


Upcoming OIT Workshops

OIT will be offering workings for the following topics this week.  Check out the Online Calendar to see the schedule and register for any OIT workshop.

 

  • Canvas LEAD (Learn, Explore, and Design)

 

If you are unable to attend these sessions or want to learn more about these topics, check out our online training offerings (including Lynda.com).

If you have questions or need help with registration for the workshop listed above, contact the OIT HelpDesk online or call 865-974-9900.

 


Compromised Workstations/Laptops

Is your workstation or laptop running “slow”? Does it take FOREVER for an application to start? Do you come in after being away from your desk to often find that your computer has restarted, displaying some sort of cryptic message about a problem? Your machine may be compromised or infected.

 

Security incidents come in all varieties. We are constantly under attack through web applications, emails, infected media (even new ones, fresh out of the package). It’s important that you report any of the symptoms like the ones listed above to your departmental leadership and IT staff or the OIT HelpDesk. It’s especially important if you routinely work with or have access to sensitive information like social security numbers, credit cards, or student information. Federal Law may require that the compromised information be reported.

 

So…you don’t work with sensitive information or have access to any of the above? You should still let your department know about the peculiar behavior or call the OIT HelpDesk for guidance. Remember that we are all at risk when a device or a NetID is compromised.

 

If it looks like a duck; walks like a duck; sounds like a duck – it just might be a compromised machine.

 

What do you do? Let someone know! Don’t turn your computer off (if you can avoid it) unless you are instructed to do so by your manager, OIT, or your departmental IT staff. Departmental IT: Don’t just “slick” the drive and rebuild the machine. Crucial information about the compromise could be lost. Don’t rebuild a machine until you’re instructed to do so.

 

For guidance, call the OIT HelpDesk at 865-974-9900.

 


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April 23
[ITWEEKLY] IT Weekly, April 23, 2018

 

Title: OIT Weekly at The University of Tennessee, Knoxville - Description: Office of Information Technology's weekly newsletter

April 23, 2018

 

UTK Information Security Campus Tour

Just as there are UT Policies governing the UT Board of Trustees (BT), Human Resources (HR), Fiscal (FI), and Safety (SA), there are also UT Policies that govern Information Technology (IT). These policies apply to all entities and individuals at UTK.

UT Policy IT0121 - Information Security Plan Creation, Implementation, and Maintenance establishes the overall governance of Information Security at the University. It basically says that each campus must create and maintain an Information Security program based on the National Institute of Standards (NIST) framework.

UTK complies with UT Policy IT0121 through the communication of the UTK Information Security Program Plan. The UTK Program Plan provides guidance on Information Security requirements to units on the UT Knoxville campus.

The bottom-line is that we are all responsible for Information Security at some level. In order to comply with UT Policy and reduce the threats that face the campus, we have to first know what (i.e., data, devices, applications, etc.) we are protecting, where it “lives” and who’s responsible for supporting it. Just as Deans and Vice-Chancellors are accountable to the Chancellor for the compliance with UT Policy and the UTK Information Security Program Plan in their respective divisions and colleges, individuals supporting IT resources in those units are accountable to their unit administration for complying with UT Policies and campus programs.

Over the next few weeks, the UTK Chief Information Officer and representatives of the UTK Information Security Office will meet with campus leadership to describe this methodology and the requirements necessary to meet compliance with the established UT Policies governing IT resources.

Campus units have years of experience in maintaining systems in their respective areas. In this day and age where headlines are filled with system breaches and data disclosures, UT Policy now dictates that this must be documented. Not only that, this documentation demonstrates due-diligence on the part of the university in its efforts to protect our systems and individuals; documenting through this methodology also provides “proof” or verification to our stakeholders, the effort of the hundreds of individuals who protect these resources.

For more information, go to https://security.utk.edu.


Akindi – A Scantron Alternative 

After a very successful pilot, OIT is rolling out Akindi to score your Scantron-like exams. To use it, you or your students print forms on a standard printer, then batch scan the completed forms on your departmental copier/scanner and upload the file to Akindi for scoring. The grades will go straight into Canvas. 

 

  • Any Time: score your exams 24/7.
  • Change Your Key: with a few clicks, no need to re-scan! 
  • Save Your Department Money: your department no longer has to pay for Scantron services.
  • Save Your Students Money: students no longer need to pay for scantron forms. ($0.27/each)

 

Learn more about Akindi and watch our short video on the OIT website.

If you have any questions about Akindi or would like help getting started,
contact the OIT HelpDesk online or by phone, 865-974-9900.

 


Access and Engagement

An Inside Look at Classroom Engagement

Join us on Wednesday, April 25, 12:20 pm to 1:10 pm in Hodges Library 220E where GTA@OIT Grant recipients will share classroom collaboration and engagement strategies to enhance student learning.

 

Bring your lunch and a colleague to the April Instructional Technology Community of Practice (ITCoP) panel discussion.  The presenters include Joel Crombez, Journalism and Electronic Media and Jamie Greig, Sociology.

Visit the ITCoP website for more information.

 


SAS by SAS Institute

SAS itself is a suite for statistical analysis, data management, and graphics. There are two recommended ways to run SAS: SAS itself, the original program editor; SAS Studio, a more modern interface for both programming and menu-based analysis. Other products included in the Education Analytical Suite are Enterprise Miner is used for data mining, and Text Miner, which can extract concepts or sentiment from large volumes of text. A comprehensive list of SAS software included is shown in our Education Analytical Suite is shown here.

 

Learn more about SAS on OIT’s Research Software website.  Learn when to use it, where to run it, how to learn, and where to get help.

 


Upcoming OIT Workshops

OIT will be offering workings for the following topics this month.  Check out the Online Calendar to see the schedule and register for any OIT workshop.

 

·         LiveOnline (Zoom)

 

If you are unable to attend these sessions or want to learn more about these topics, check out our online training offerings (including Lynda.com).

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.

 


Social Engineering

As social media, Facebook, text messaging, and email are becoming individual’s primary means of communication with those around them, cyber security criminals are taking note. Cyber security criminals have learned that the easiest way to take control of your computer or steal your information is to simply ask. These types of attacks are called “social engineering,” and they are increasingly becoming the most effective way to gain control of your devices and data.

 

The unique thing about social engineering is that it is not a technical attack that your computer firewall or another software program can detect, but social engineering is a psychological attack that exploits you at your most vulnerable times, those times often being while browsing your private Facebook page or through an unassuming email.

 

Since there are no technical controls to prevent these attacks, it is crucial that individuals learn the skills necessary to protect themselves from these highly manipulative social engineering scams. Knowing how to spot a malicious email, text message or smartphone scam, or even a hacked Facebook account is crucial to protecting yourself and your sensitive data.

 


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April 16
[ITWEEKLY] IT Weekly, April 16, 2018

 

Title: OIT Weekly at The University of Tennessee, Knoxville - Description: Office of Information Technology's weekly newsletter

April 16, 2018

 

Mark your calendars:

Canvas LEAD (Learn, Explore, and Design)

May 3, 2018

Hodges Library, Rooms 252 and 253

 

According to the 2018 OIT Customer Survey results, students were significantly more satisfied with Canvas than in our previous LMS offerings. Instructors can leverage this enthusiasm and get a jump start on summer and fall course development by joining OIT for Canvas topics and important tool updates. Come and learn more about the new and improved gradebook and quiz tool as well as how to use Canvas Analytics to improve learning outcomes. Representatives from Instructure will be present to demonstrate a new product call Arc, a next-generation online video platform that provides closed captioning, the ability to engage in embedded discussion and interactive quizzes, along with quick and easy delivery from within Canvas course sites. Take a preview tour of Arc

 

Agenda

Room 252

Room 253

9 am - 10 am

Arc Overview

Course Structure Overview

10 am - 11 am

Gradebook

Quizzes Next

11 am - 12 pm

Tips and Tricks

Canvas Analytics

12 pm - 2 pm

Break

Break

2 pm - 3 pm

Arc Overview

Course Structure Overview

3 pm - 4 pm

Gradebook

Canvas Analytics

4 pm - 5 pm

Tips and Tricks

Quizzes Next

 

Registration to attend is not required, but encouraged; register online now.

 

If you have any questions about Canvas LEAD, contact the OIT HelpDesk online or at 865-974-9900.

 


Summer Accessibility Workshops

This summer, OIT will be offering two NEW multi-day workshops designed to support faculty as they enhance the accessibility and usability of their courses and course materials. Whether you are developing a new course, bringing a course online, or want to be proactive about improving an existing course or course materials, these workshops can be a powerful resource for developing your skills and having an opportunity for hands-on practice. Space is limited, so sign up today! 

Designing Accessible Course Materials (2-day workshop)

June 6-7, 9:00 am – 1:00 pm, Learn more about this workshop and register online

 

Course Design for Everyone: Rethinking Accessibility (4-day workshop)

June 25-28, 9:00 am – 1:00 pm, Learn more about this workshop and register online

 

If you have any questions about the Summer Accessibility Workshops, contact the OIT HelpDesk online or at 865-974-9900.

 


Encrypted Emails

Do you ever need to send protected or confidential information via email? Do not assume that regular email is always secure. OIT offers two specific solutions to share data securely.  The first option, UT Vault, is a secure file transfer service that allows you to send large files quickly and securely.  UT Vault is available at vault.utk.edu.

 

The second option is to send encrypted email directly from your Office 365 account. To encrypt your message, add the word encrypt as a simple predetermined code word, or trigger, to the subject line of an email sent from your Office 365 account and the message will be encrypted. You do not need a special interface or website for sending, and the message notification goes directly to the recipient’s inbox for easy retrieval. The rule will only pick up the exact trigger word of encrypt and not words like encryption or encrypted but will pick up punctuation.

 

For example, the following subject lines would cause the message to be encrypted:

·         Encrypt: End of term course grades

·         Learn more about how to encrypt email

·         It’s important to encrypt!

 

The OIT Knowledge Base has additional information about using these encryption triggers.  If you have any questions, please contact the OIT HelpDesk online or by phone, 865-974-9900.

 


R & RStudio

R is a free, open-source software environment for statistical computing, data management, and graphics. While it includes a simple code editor, it can be controlled through many other packages. The most popular way to run R is through RStudio, a free and open source program which includes a code editor, as well as debugging and visualization tools. R 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.

 

Learn more about R & RStudio on OIT’s Research Software website.  Learn when to use it, where to run it, how to learn, and where to get help.

 


Upcoming OIT Workshops

OIT will be offering workings for the following topics this month.  Check out the Online Calendar to see the schedule and register for any OIT workshop.

 

·         LiveOnline (Zoom)

 

If you are unable to attend these sessions or want to learn more about these topics, check out our online training offerings (including Lynda.com).

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 (DLP)

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 unsecured 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 cardholder's name, expiration date, and CVN to the conference hotel through email.

 

Scenario 3: A UT employee just finishes their family’s 2017 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 devices are not 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.

 

·         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)

 

·         Office365 allows for encryption of email by putting the word “ENCRYPT” (without the quotes) in the Subject Line. This works for email sent internally or externally. However, there’s a limit to the size of the attachment. (BETTER)

 

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

 

·         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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April 09
[ITWEEKLY] IT Weekly, April 9, 2018

 

Title: OIT Weekly at The University of Tennessee, Knoxville - Description: Office of Information Technology's weekly newsletter

April 9, 2018

 

Summer Projects

We are prepping for a busy summer!  We have several projects underway that will improve the student experience when classes resume this fall.  Here’s a sample of what we are working on.

 

Technology upgrades in several classrooms including:

·       Ayres Hall B003, B004, 110, 111, 112, 113, 114, 120 121, 122, 123, 124

·       Alumni Memorial Building 158

·       Bailey Education Complex A202, A242, A301, A327, A327, A425, A501

·       Buehler Hall 300, 334

·       Burchfiel Geography Building 301

·       Communications Building 314

·       Dougherty Engineering Building 429, 501, 517

·       Food Safety and Processing Building 126

·       Henson Hall 318, 322, 418, 423

·       Humanities and Social Sciences Building 71a, 71b, 102

·       Neilson Physics Building 304, 306

·       Ellington Plant Sciences Building 123, 124, 125

·       Science and Engineering Building 307

 

Upgrades to wireless infrastructure in several academic buildings including Alumni Memorial Building, Art & Architecture Building, Ayres Hall, Claxton Education Building, Hesler Biology Building, Min H. Kao Electrical Engineering and Computer Science, Natalie L. Haslam Music Center, John D. Tickle Engineering Building, and Student Services and Communications Building.

 

Upgrade from Banner 8 to Banner 9

 

Replacement of Nolij Document Management with Hyland Onbase

 

Enhanced Google Search Engine for UT websites offering more applicable search results

 


Outdoor Wireless

Now that spring is here; you may be thinking about heading outside for some relaxation and fun and possibly some homework. 

 

Since 2012, OIT has been deploying outdoor Wi-Fi around new buildings and other locations as requested by UT students, faculty, and staff. As of March 2018, we have 27 different locations with outdoor wireless in the Knoxville area.  For a detailed list, check out the OIT Knowledge Base.

 

In the next few months, OIT plans to add additional outdoor coverage at the following locations:               

·       16th Street, Cumberland to Laurel Hall

·       Ken and Blaire Mossman Building

·       Volunteer Streetscape Phases II and III, Pat Summitt Street to Cumberland Avenue

 

If you have any questions about the accessing UT’s wireless network, contact the OIT HelpDesk online or at 865-974-9900. 

 


Topic of the Week: Canvas Learning Analytics

One of your students is performing poorly in your course. How can Canvas help you sort out some potential causes? You could take a look at the student’s interactions with Canvas across the semester to understand better how they have been using your course site. It may be that they have not accessed the course materials. It may be that they access the course site only when there is an assignment due. It also could be that they are accessing the course materials, but not mastering the materials. This knowledge can help you tailor how to approach your students about his/her performance.

 

Canvas Learning Analytics collect and analyze student usage patterns. Specifically, analytics collect log-in information, rates of participation in specific activities, amount of time spent interacting with online resources or with other students in the class. The most common uses of Learning Analytics are to identify students who are not succeeding academically and to inform targeted and timely interventions. Learning Analytics can also be used to identify assignments that cause students difficulty. Instructors can use this data to adapt and modify course structure or assignments.

 

Use course analytics to:

  • Predict how students react to course activities.
  • See which students are at-risk and need help.
  • View how effective your teaching strategies are in allowing students to learn.
  • See a quick view of what your students are achieving in your course.

 

Join us this week to learn more about the data available to you in CanvasSign up online for the Canvas Analytics for Student Success workshop.  If you cannot make these sessions, you can review the following Canvas Guides or contact the OIT HelpDesk for assistance.

 

·       What are Canvas Analytics?

·       How do I view Analytics for my course?

·       How do I view Analytics for a student?

·       What are course statistics?

·       Where do I find the course access report for an individual student?

 


QDA Miner by Provalis Research, Inc.

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.

 

Learn more about QDA Miner on OIT’s Research Software website.  Learn when to use it, where to run it, how to learn, and where to get help.

 


Upcoming OIT Workshops

OIT will be offering workings for the following topics this week.  Check out the Online Calendar to see the schedule and register for any OIT workshop.

 

  • Adobe Lightroom
  • Canvas Analytics for Student Success
  • Canvas Foundations:  Getting Started
  • LiveOnline@UT (Zoom)
  • Open Educational Resources (OER)

 

If you are unable to attend these sessions or want to learn more about these topics, check out our online training offerings (including Lynda.com).

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.

 


Be Alert for Phishing Scams

First and foremost, all users should utilize a spam filter, keep all of your systems patched and your anti-virus software up to date. The second line of defense against phishing is you. If you are vigilant and watch for telltale signs of a phishing email, you can minimize your risk of falling for one.

 

Telltale signs of a potential phishing email or message include messages from companies you don’t have accounts with, spelling mistakes, messages from the wrong email address (e.g. info@yourbank.fakewebsite.com instead of info@yourbank.com), generic greetings (e.g. “Dear user” instead of your name), and unexpected messages with a sense of urgency designed to prompt you into responding quickly, without checking the facts. “Resume” and “Unpaid Invoice” are popular attachments used in phishing campaigns.

 

Here are some scenarios you may encounter:

 

·          An email appearing to be from the “fraud department” of a well-known company that asks you to verify your information because they suspect you may be a victim of identity theft.

·          An email that references a current event, such as a major data breach, with a malicious link to set up your “free credit reporting.”

·          An email claiming to be from a state lottery commission requests your banking information to deposit the “winnings” into your account.

·          An email with a link asking you to provide your login credentials to a website from which you receive legitimate services, such as a bank, credit card company, or even your employer.

·          A text message that asks you to call a number to confirm a “suspicious purchase” on your credit card. When you call, the operator will know your name and account information and ask you to confirm your ATM PIN. (This is a form of SMSishing.)

 

What should you do?

 

Recommendations:

·       Be suspicious of unsolicited emails, text messages, and phone callers. Use discretion when providing information to unsolicited phone callers, and never provide sensitive personal information via email.

·       If you want to verify a suspicious email, contact the organization directly with a known phone number. Do not call the number provided in the email. Or, have the company send you something through the US mail (which scammers won’t do).

·       Only open an email attachment if you are expecting it and know what it contains. Be cautious about container files, such as .zip files, as malicious content could be packed inside.

·       Visit websites by typing the address into the address bar. Do not follow links embedded in an unsolicited email.

·       Use discretion when posting personal information on social media. This information is a treasure-trove to spear phishers who will use it to feign trustworthiness.

·       Keep all of your software patched and up-to-date.  Home users should have the auto-update feature enabled.

·       Keep your antivirus software up-to-date to detect and disable malicious programs, such as spyware or backdoor Trojans, which may be included in phishing emails.

·       If you receive what you believe is a phishing email, forward the email along with the source headers to “abuse@utk.edu.”

 

If you do “take the bait” and fall for a phishing scam, call the OIT HelpDesk at 865-974-9900.

 


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April 02
[ITWEEKLY] IT Weekly, April 2, 2018

 

Title: OIT Weekly at The University of Tennessee, Knoxville - Description: Office of Information Technology's weekly newsletter

April 2, 2018

 

T-Storage

This week, we'll be looking at T-Storage as a solution to help you easily store and share your files with others.  Check out the OIT Weekly archives for our previous discussions on Google Drive and Microsoft OneDrive for Business.  If you have questions about any of these solutions, contact the OIT HelpDesk at 865-974-9900 or visit the OIT Website

 

What is T-Storage?
T-Storage is an on-campus solution that allows you to store UT-related photos, stories, designs, drawings, recordings, videos – almost anything, in a networked storage area.  T-Storage has been approved for Family Educational Rights and Privacy Act (FERPA) information.  Protected health information (PHI) should not be stored on T-Storage. Personally identifiable information (PII) must be encrypted if you use T Storage. There are a number of ways to accomplish this. Please contact the OIT HelpDesk if you have questions regarding encryption of data on T-Storage.

 

All faculty, staff, and students are assigned a T-Storage Home Area, also known as your H: drive.  Departments may request shared space by contacting the OIT HelpDesk.

 

Where can I use it?

  • OIT Computer Labs: Your home area will be mapped when you log in.
  • Your personal computer: Map drives for Windows or Mac operating systems.
    To use your mapped drive, you must be on a wired UT connection, using
    UTs secure wireless network (eduroam), or using the VPN (Pulse Secure).You can download the Pulse Secure client onlinethrough the OIT Software Download website.
  • Your iPad, iPhone, or iPod Touch: Instructions for Accessing T-Storage from iOS

 

How do I log in?

Log in with your NetID and password.

 

If your Windows computer is in Active Directory, your home area and departmental share will be mapped when you log in.

 

What is my quota? 

  • Home areas (H: drives) have a 50 GB quota.
  • Departmental areas have a 200 GB per user quota. On the departmental areas, each individual will be able to upload up to 200GB of data to the entire departmental share.

 

How can I share files with a group of people?

Departments may request a shared space, or I: drive, by contacting the OIT HelpDesk at 865-974-9900. 

 

Departmental areas are managed by Active Directory groups, and group owners may easily add or remove users from the group. 

 

Can I use T-Storage with Canvas?

Canvas does not have an integration with T-Storage.

 

Is it secure?

Data is encrypted in transit only through the VPN, encrypted wireless networks, and from Windows 8.1+.  

 

Where can I get training or assistance for T Storage?

OIT provides full support for T-Storage.  Contact the OIT HelpDesk to get started.

 


2018-19 OIT Faculty Fellow Program

OIT is now accepting applications for the 2018-19 OIT Faculty Fellow Program.  When applying, please include your vita, a letter of support from your department head, and your letter of application.  Submit your application

by Monday, April 30. Visit OIT’s website for additional information about the application process.

 

Fellows work with OIT to provide support to UTK faculty and students to enhance student learning and retention. Visit the Faculty Fellow website to see how our current OIT Fellow, Robert Spirko, has been instrumental in working with faculty to address accessibility concerns in the STEM fields.


Topic of the Week: Canvas Tips and Tricks

As much as we work with technology on a daily basis, have you ever heard a colleague say, “I didn’t know you could do that!”? Do you want to be the one sharing the knowledge? Do you like discovering hidden gems? How about uncovering tucked-away secrets? If you answered yes, then our Canvas Tips & Tricks workshop is just for you!

 

Join us as we reveal and illustrate several lesser-known features and strategies within Canvas. At the conclusion of our session, you will have learned several things you didn’t know before to make you a more successful and efficient Canvas user.

 

Sign up for Canvas Tips & Tricks online.  If you cannot attend this workshop and have questions about Canvas, contact the OIT HelpDesk.

 

If you have questions about this or other OIT workshops, contact the OIT HelpDesk online or at 865-974-9900.

 


Origin Pro by OriginLab Corporation

Origin Pro is a graphing and data analysis software that provides a comprehensive solution for scientists 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.

 

Learn more about Origin Pro on OIT’s Research Software website.  Learn when to use it, where to run it, how to learn, and where to get help.

 


Upcoming OIT Workshops

OIT will be offering workings for the following topics this week.  Check out the Online Calendar to see the schedule and register for any OIT workshop.

 

·       Canvas Tips and Tricks

·       Canvas Assignments, Assessments, and Grades

·       Google Forms

 

If you are unable to attend these sessions or want to learn more about these topics, check out our online training offerings (including Lynda.com).

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.

 


Downloading: Think Twice

Computer and smartphone users must manage a plethora of updates and downloads to keep their software and applications up-to-date and running. We have become so accustomed to these necessary updates that we quickly scroll through the end-user license agreement (EULA) clicking “agree” before reading any fine print, often without any noticeable problems. However, as this has become more common, so have the frequency of “PUPs.”

 

“PUPs” is an acronym for Potentially Unwanted Programs. These programs are often spyware or adware applications that are installed along with the desired application that you agreed to download. This might leave you asking: “How did I download unwanted spyware or adware that I didn’t agree to?” Therein lies the trick, you did agree to the download. That end user license agreement that you scrolled through so quickly, those agreements will contain information about PUPs and inform the users that the additional program will be installed with their desired program.

 

So what are the downsides to having PUPs on your computer or device? They may contain built-in keyloggers that record your keystrokes or monitor your browser activities putting your sensitive data at risk. Furthermore, they are often hard to remove from your device, and they can have long-term effects even after removal hindering your productivity.

 

What can you do about PUPs? Below are a few tips to help you avoid being infected by PUPs.

·       Make SURE it’s really an update or installation from a trusted source. If you get an alert that your Adobe Flash program is out of date, go to adobe.com and verify it yourself.

·       Read the end user license agreements before agreeing to the terms. Free does not always mean free. Being familiar with the terms and conditions associated with your download can help you avoid downloading unwanted PUPs.

·       Always choose the custom or advanced installation and never accept the express or standard install.

·       When downloading from a portal, always use the actual download and stay away from oversized flashing download buttons.

·       Make sure you have antivirus and anti-malware software and keep your system, software, and devices up-to-date.

 


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March 26
[ITWEEKLY] IT Weekly, March 26, 2018

 

Title: OIT Weekly at The University of Tennessee, Knoxville - Description: Office of Information Technology's weekly newsletter 

March 26, 2018

 

OIT Annual Survey: Thank You

Thank you to everyone who completed the Annual OIT Customer Satisfaction Survey.

 

This year we received over 2000 responses, a record number.  The breakdown of survey respondents was 45% students, 40 % staff, 14% faculty, and 1% undeclared. Congratulations to Rachel Bish, the winner of the $100 gift card!

 

We are reviewing your responses and will be developing plans to incorporate many of the meaningful suggestions. In the coming months, we will be sharing the results with you, answering questions and discussing progress on our goals.  We will also share your responses with our partners in the UT System, Institute of Agriculture, and Institute of Public Service.

 


 

Microsoft OneDrive for Business

This week, we'll be looking at Microsoft's OneDrive for Business as a solution to help you easily store and share your files with others.  If you missed last week's discussion on Google drive, check it out in the OITweekly archives.  Next week, we'll talk about T-Storage, OIT's on-campus solution which allows individuals and departments to store and share files.  If you have any questions about any of these solutions, contact the OIT HelpDesk at 865-974-9900 or visit the OIT Website

 

OneDrive for Business

What is OneDrive for Business?
Like Google Drive, OneDrive for Business is online storage that allows you to store photos, stories, designs, drawings, recordings, videos – almost anything, in a networked storage area.  UT’s contract with Microsoft allows you to store Family Educational Rights and Privacy Act (FERPA), personally identifiable information (PII) data, and protected health information (PHI).

 

Where can I use it?

  • On the Web: Log in to office365.utk.edu. You can drag and drop your files into OneDrive on the web and share with anyone with a Microsoft or Office 365 account.
  • On Your Computer: Install OneDrive on your Mac or Windows computer.  When you sync your folders, OneDrive will show up as a folder on your computer. Learn more about OneDrive for your computer.
  • On Your Phone/Tablet: Install Microsoft OneDrive from the Apple App Store or Google Play.

 

How do I log in?

·         Faculty/Staff: Log in with your NetID@utk.edu email address and NetID password.

·         Students: Log in with your NetID@vols.utk.edu email address and NetID password.

 

What is my quota? 

Microsoft is currently offering 1 TB of storage for education customers.

 

How can I share files with a group of people?

Microsoft offers Office 365 Groups to easily store, search, and access files from any web browser, Mac, or Windows PC. Unlike files in your OneDrive for Business, files in an Office 365 Group belong to the group instead of an individual. Even if members leave, the files stay exactly where they are so your team can continue to share information and get work done.

 

Office 365 Groups include the following:

  • Shared Inbox – For email conversations between your members.
  • Shared Calendar – For scheduling events related to the group
  • Shared OneDrive – A central place for the group to store and share files
  • Shared OneNote Notebook – For gathering ideas, research, and information
  • Planner – For assigning and managing project tasks among your group members

 

Check out the OIT Knowledge Base for detailed instructions on creating the group and contact the OIT HelpDesk at 865-974-9900 for assistance creating and using Office 365 Groups.

 

Can I use OneDrive with Canvas?

Canvas supports integration with Microsoft Office 365 in Assignments, Collaborations, Modules, Course Navigation, and the Rich Content Editor. This integration allows students and instructors to use, create, share, and collaborate on Office 365 files within Canvas. Users can also view their OneDrive files directly in Canvas. Learn more about using Office365 with Canvas.

 

Is it secure?

Yes, Microsoft encrypts your data at rest, on the server, and in transit.  By default, only you have access to your information, but Microsoft provides tools to share the content YOU want to share with the people YOU want to share with. Learn more about sharing files using OneDrive.

 

Where can I get training or assistance for OneDrive?

OIT provides full support for Microsoft OneDrive.  We offer classes and on-demand training for your team.  Contact the OIT HelpDesk to get started.

 


 

OIT HelpDesk Schedule for This Weekend

The OIT HelpDesk will be closed on Friday, March 30 and Sunday, April 1 for the Spring Holiday and Easter. While the university is closed, OIT will continue to monitor the 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.

 


 

Topic of the Week: Google Sites

Creating a personal website is not as difficult as it was in the past. With Google Sites you’ll simply select a style template – page layout, colors, etc. – then drag and drop your information onto your page. OIT’s Google Sites Workshop will get you on the path to creating your site.

 

Your Google Site can become a one-stop location for the information you want to share with your students: calendars, downloadable documents, videos, images, presentations, folders of information and much more. Once you have created your site, you can control it securely by deciding who can see the page.

 

Join us for the next Google Sites workshop on Tuesday, March 27, at 11:10 in HSS 201 Computer Lab. Sign up online to attend this workshop. If you are unable to attend these sessions and want to learn more about Google Sites, check out the Google Sites video on Lynda.com.*

*For easy access to this course, log in to Lynda.com first from oit.utk.edu/lynda.

 

If you have questions about this or other OIT workshops, contact the OIT HelpDesk online or at 865-974-9900.

 


 

Implementing Augmented and Virtual Reality

Join us on Wednesday, March 28, 12:20 pm to 1:10 pm in Hodges Library 220E to learn about and share practical applications for implementing Augmented and Virtual Reality for immersive, educational experiences to increase comprehension.

 

Bring your lunch and a colleague to the March Instructional Technology Community of Practice (ITCoP) panel discussion.  The presenters include Michael Camponovo, Geography; Sean Morey, English; Michelle Brannen, UTK Libraries; and OIT Course Delivery and Design Staff

Visit the ITCoP website for more information.

 


 

NVivo by QSR International

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 all or parts of the 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.

 

Learn more about NVivo on OIT’s Research Software website.  Learn when to use it, where to run it, how to learn, and where to get help.

 


 

Upcoming OIT Workshops

OIT will be offering workings for the following topics this week.  Check out the Online Calendar to see the schedule and register for any OIT workshop.

 

·         Adobe Photoshop

·         Canvas Tips and Tricks

·         Canvas Assignments, Assessments, and Grades

·         Google Sites

·         Google Forms

 

If you are unable to attend these sessions or want to learn more about these topics, check out our online training offerings (including Lynda.com).

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.

 


 

Vishing (Phone Phishing)

In a world of constant communication, cybercriminals are able to use many devices to reach your personal information. As email and computer users are aware, email phishing is among the most common threat to your devices and account information. Unfortunately, phishing emails are not the only way people can try to fool you into providing your personal information in an effort to steal your identity, commit fraud, or compromise your accounts.

 

The term “vishing” refers to voice phishing. Essentially, this type of phishing occurs when criminals use the phone to solicit your personal information. Vishing relies on social engineering techniques to trick you into providing information that others can use to access your important accounts or devices. Because vishing is carried out over the telephone, it is up to you to recognize the signs of a fraudulent vishing attempt.

 

Vishing scammers may often reach out to you under the guise of a reputable company, bank, the IRS, or even IT Support, and request access to account or computer information. In the news recently, vishing scammers have been posing as Tech Support Representatives for HP and Windows, calling their victims and requesting information about the departmental printers. These types of vishing scams are increasing, and it is up to you to recognize the threat.

 

Below are a few tips to help you avoid being fooled by a vishing attempt:

·          If you receive an unsolicited email or phone call asking you to call a number and you suspect it might be a fraudulent request, look up the organization’s customer service number and call that number rather than the number provided in the solicitation email or phone call.

·          Forward the solicitation email to the customer service or security email address of the organization, asking whether the email is legitimate.

·          If you receive a suspicious phone call, always verify the source of the call or request before providing any information.

·          In general, do not provide personal information or information about departmental equipment to anonymous or otherwise “odd” callers.

 


 

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March 19
[ITWEEKLY] IT Weekly, March 19, 2018

 

Title: OIT Weekly at The University of Tennessee, Knoxville - Description: Office of Information Technology's weekly newsletter

March 19, 2018

 

Google Drive

Are you paying for an upgraded Google Drive? Are you looking for a place to save your files and documents?  OIT has three solutions to help you out!  UT has contracts in place with Google Drive and Microsoft OneDrive for Business which were named leaders in the Gartner 2017 Magic Quadrant for Content Collaboration Platforms (CCP).  If you require file storage that is hosted on-premise by OIT, we also offer T-Storage which allows individuals and departments to save and share files.

 

Over the next three weeks, we’ll be discussing each of these solutions to help you understand your options.  The first topic is Google Drive.  Stay tuned next week to learn about Microsoft OneDrive for Business.  If you have any questions about any of these solutions, contact the OIT HelpDesk at 865-974-9900 or visit the OIT Website

 

Google Drive

What is Google Drive?
Google Drive is online storage that allows you to store photos, stories, designs, drawings, recordings, videos – almost anything, in a networked storage area.  UT’s contract with Google allows students, faculty and staff to store both Family Educational Rights and Privacy Act (FERPA) and personally identifiable information (PII) data, but not protected health information (PHI).

 

Where can I use it?

  • On the Web: Log in to drive.google.com.  You can drag and drop your files into Google Drive and share them with other Google users.
  • On Your Computer: Install Google Drive File Stream on your Mac or Windows computer and Google Drive will show up as a folder on your computer. Learn more about Google Drive File Stream.
  • On Your Phone/Tablet: Install Google Drive from the Apple App Store or Google Play.

 

How do I log in?

·       Faculty/Staff: Log in with your NetID@utk.edu email address and NetID password.

·       Students: Log in with your NetID@vols.utk.edu email address and NetID password.

 

What is my quota? 

Google Drive is currently offering unlimited storage for education customers.

 

Can I preserve my Microsoft Office file types if I use Google Drive?

Installing the Drive File Stream application for Mac or Windows allows you to open, edit, and save Microsoft Word, Excel, and PowerPoint files as you would any other file on your computer. Google File Stream will map to Windows File Explorer and Mac Finder just like other file folders. One note: opening Microsoft Office documents from Google Drive on the Web will create a copy of the file in the corresponding G-Suite product, for example, a Word document will convert to a Google Doc. From the Web, Google offers the ability to export any G-Suite file to a Microsoft Office file or PDF.

 

 

Can my team have a Google Drive?

Yes. With Google Team Drive, you can create a shared drive for members of the Google Team Drive to easily store, search, and access files from any web browser, Mac, or Windows PC. Unlike files in My Drive, files in a Team Drive belong to the team instead of an individual. Even if members leave, the files stay exactly where they are so your team can continue to share information and get work done.

 

Can I use Google with Canvas?

The Canvas integration of Google Apps makes it easier for instructors to include collaborations, content sharing, engaging course content, and assignment distribution directly within Canvas. The integration also makes it easy for students to collaborate with instructors and fellow students on individual or group assignments. Learn more about how Google integrates with Canvas.

 

Is it secure?

Yes, Google encrypts your data at rest, on the server, and in transit.  By default, only you have access to your information, but Google provides tools to share the content YOU want to share with the people YOU want to share with. Learn more about sharing files using Google Drive.

 

Where can I get training or assistance for Google Drive?

OIT provides full support for Google Drive.  We offer classes and on-demand training for your team.  Contact the OIT HelpDesk to get started.

 


New Online@UT (Canvas) Feature: Section-Specific Announcements

With the latest updates to Canvas comes a new feature to the Announcements tool – the ability to create section-specific announcements. In any of your Canvas course sites, merged or not, you can now select to send the announcement to all sectionsone section, or multiple sections. Note, however, that section-specific announcements are not available in groups.

 

Picture this, for the Spring semester you are teaching eight sections of Psychology 110. You’ve already received assistance from OIT Support, and your eight sections are merged into one Canvas course site. Now you need to send a specific announcement to the students in PSYC110 Section 014 and PSYC110 Section 016. When you create this new announcement, you will use the Post to drop-down menu to select PSYC110 Section 014 and PSYC110 Section 016 from the list provided.  Once the announcement has posted, both the individual announcement and the Announcements page will display the section(s) that can view the announcement.

 

For questions about this new feature and assistance with Canvas, please contact the OIT HelpDesk at 865-974-9900.

 


Mplus by Muthén & Muthén

Mplus analyzes Structural Equations Models (SEM) that can include both continuous and categorical latent constructs. As their website states, it can also analyze “both cross-sectional and longitudinal data, single-level and multi-level 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.”

 

Learn more about Mplus on OIT’s Research Software website.  Learn when to use it, where to run it, how to learn, and where to get help.

 


Upcoming OIT Workshops

OIT will be offering workings for the following topics this week.  Check out the Online Calendar to see the schedule and register for any OIT workshop.

 

·       Apple GarageBand

·       Canvas Analytics

·       Canvas Foundations

·       Canvas Tips and Tricks

·       Zoom

 

If you are unable to attend these sessions or want to learn more about these topics, check out our online training offerings (including Lynda.com).

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.

 


"Free PC Scans" – AVOID THEM!

Secure Computers LLC paid a $1,000,000 fine for offering "free spyware scans" that told users their systems had been infected with spyware, even if the system was clean. They are not the only ones doing this — when you surf the Web, you are still likely to see pop-up windows like that. Some "scans" don't just give misleading results; they actually try to install unwanted software on your PC. Often the screen pop-ups only have a "scan" button, and no "cancel" or "quit" option. In fact, they could interfere with your PC no matter which of the buttons you choose.

 

Be safe: close pop-ups like this by clicking on the X in the top right corner of the browser window. Better yet, make use of the pop-up blocker features in your browser.

 

If you DO click on one of these offers, let someone know. Call the OIT HelpDesk at 865-974-9900 and let them know that you clicked on the link.

 


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

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

 

Archive now available

 

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

 

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