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The IT Weekly Archive for the Office of Information Technology at the University of Tennessee, Knoxville.
May 22
[ITWEEKLY] IT Weekly, May 22, 2015

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May 22, 2015

Septimana Horribilis

This week we had 2 separate, typically routine events that disrupted the availability of many OIT services, including MyUTK and Blackboard for Mini-term.   These two events (a certificate renewal and a firmware upgrade) are normally performed without interruption to the campus community, but this week did not afford us that luxury.

 

On Monday night we had an extended outage on one of our primary database clusters (referred to as “Julius”) when we renewed the security certificate. Risk of failure in this activity is low and, regrettably this time, we performed this maintenance outside of the normal maintenance window to address an active problem with an OIT server.  One of the two servers in the cluster accepted the upgrade without issue, but the other one did not, causing an outage on Monday evening to MyUTK among other services.  After troubleshooting with Microsoft support, we determined it was best to remove the offending server, lose some redundancy and establish a basic level of service. We continued to work with Microsoft support thru Tuesday and Wednesday to restore the full cluster.  As soon as we had the solution, we scheduled an outage during our normal maintenance window to minimize the impact to the campus community.  These changes were made without incident on Wednesday night and the database cluster resumed normal operation.

 

When we do incident notification, we work to be brief and to the point. In the case of something as broad ranging as the Julius cluster, we realize few people outside our organization know what Julius is. Moving forward, we will continue to work to be brief and to the point, but we’ll also seek to be as informative as we can in our communication.

 

On Thursday we had an extended outage on one of our VMware clusters which houses approximately 600 virtual servers.  These servers provide services to many departments at UT, including OIT, Student Life, Athletics, Enrollment Services, and the College of Communications.  During the normal OIT maintenance window on Wednesday night the storage admins upgraded the firmware on the device that provides the storage to the VM cluster. This upgrade introduced a software bug that caused the VMware cluster to try and remedy the issue.  The software bug was quickly patched, but OIT staff and others had to work around the clock to clean up the issues caused by the software bug.  One particular bit of bad timing had to do with Blackboard for Mini Term, which is hosted separately from our normal Blackboard system. We understand the hardship this may have caused by being down for a single day in such an intense time. For the most part, the VM cluster has been back in operation since approximately 3:00am this morning.  Once the VM cluster was operational, IT system administrators began restoring services and the majority of disrupted services were available by 8:00 AM.

 

Our apologies for either an overly technical or non-technical (depending on your level of expertise) explanation. Please understand our primary commitment is to the reliability and availability of the services we offer the campus community. Where we have procedures that can be changed to strengthen that commitment, we will do so. If you have any questions, please feel free to contact us.

 

Wireless Upgrade Benchmarks

It can be challenging to ‘see’ improvements in wireless connectivity, as many factors play into actual performance for a given individual at a given time. With that said, we’ve tried to visualize for you the improvements in the academic buildings made in our recently concluded wireless upgrade leveraging the latest access point (AP) technology. The speeds below are theoretical; in the best cases one could expect 50-60% of the published speeds. Out of a total of 4,600 access points on campus, over 1,800 APs were upgraded from the 125 model to the 225 model. The chart below suggests the throughput improvements where red is the area closest to an AP, Yellow extends a little further and so forth. While the replacements didn’t necessarily expand the coverage footprint, more people in a given area will get better performance than before. As always, if you have any problems, please contact the OIT HelpDesk at (865) 974-9900 or http://help.utk.edu . 

 

 

 

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 recommends video workshops at Lynda.com (https://oit.utk.edu/Training/online-training/lynda), DataCamp.com and a set of two-minute “twotorials” at http://www.twotorials.com. The main web site at http://r-project.org/ 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.

 

UPDATE: Office 365/Volmail Faculty & Staff Email Migrations

OIT migrated approximately 500 accounts this week for a total of ~6,800 in Office 365/Volmail and ~7,550 remaining in Tmail. These are the depts./units that migrated this week:

·   Chemical & Biomolecular Engineering

·   Student Life including

-    Career Services

-    Center for Leadership & Service

-    Center for Student Engagement

-    Dean of Students

-    New Student & Family Programs

-    Rec Sports

-    SEE Center

-    SGA Sorority & Fraternity Life

-    Student Counseling Center

-    Student Health Service

-    Student Judicial Affairs

-    Student Media

-    University Center

-    University Housing

 

 

 

 

Migrations have now been completed or scheduled for almost all UTK administrative units. Several non-migrated academic departments have also contacted us to schedule Summer migrations. Email users do not need to be onsite for a migration, but they will need to follow online instructions or contact the Help Desk afterwards to reconnect. Remaining depts./units interested in migrating should review the Office 365/Volmail Departmental Migration web page and contact the OIT HelpDesk at (865) 974-9900 with their migration date & time preference(s).

 

Workshops for May 25-29, 2015

Instructor-Focused:

LiveOnline@UT 3 (Bb Collaborate Plan and Publish), May 28, 1:00pm - 2:00pm

 

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

 

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

 

Computer Security: Securing Your Mobile Devices

Mobile Devices and smartphones are becoming the primary way we communicate and even store personal information. With the increase capabilities of smartphones, it is crucial that individuals also implement better security practices to ensure that their device and personal information are safe.

 

One of the most important steps to securing your device is ensuring that you have the proper passwords in place, you are updating the device regularly, and that you monitor your privacy settings regularly. OIT, through SANs Securing the Human, provides a training module titled “Securing Your Mobile Devices” that discusses the risk associated with the new smartphone capabilities. Further, the module discusses the risks associated with third party applications and Bluetooth while also giving the user helpful security tips to avoid becoming a victim to cyber security hacks.

 

To review the “Social Networking Module”, go t0 https://security.utk.edu/awareness and click on the BIG RED BUTTON image at the top of the page. You will be prompted to enter your NetID and Password.

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

 

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

 

May 15
[ITWEEKLY] IT Weekly, May 15, 2015

May 15, 2015

Wireless 802.11b Support Ending on July 1

Have you ever used a walkie-talkie or a two-way radio? Do you recall the noise that happens if you try to talk when somebody else is already talking on the channel? Wi-Fi works in much the same way: for communication to occur on a channel, only one device at a time can talk, and if any other device talks at the same time, the transmission will suffer from interference.

 

Wi-Fi networks follow a fairly intricate protocol called “arbitration” for determining the order in which devices get to use the channel, and this is what allows dozens of devices to access the channel millions of times a second, which can give the appearance of simultaneous communications, but again, in reality only one device can talk at a time. Which means that the oldest, slowest devices… Slow…. Things…. Down…. For…. Everybody.

 

The earliest Wi-Fi devices to become popular used the IEEE 802.11b standard, which only supported speeds of 1, 2, 5.5 and 11 Mbps. Other standards allowed devices to communicate at *much* higher speeds (.11a and .11g offered up to 54 Mbps; .11n up to 300 or 450; .11ac up to 1.3 Gbps), and that means that they can get their allotment of communication time on the channel, say what they need to say for that moment, and back off rather quickly for another device to speak. But the 802.11b device? Not so much. When a Wi-Fi cell (one access point and a handful of clients) acknowledges the presence of a single .11b device, everything slows down for every device, since all the faster devices have to be backward compatible for the b device.

 

Network Services will stop broadcasting 802.11b speeds, which would have the effect of silencing any b device, thereby speeding things up for any cell that has a b device in it. Fortunately, there are remarkably few on campus. In April, we only saw 20 such devices out of 70,000, and we’ll be reaching out to those users to help them consider their options. The target date to stop broadcasting 802.11b devices is July 1, 2015. Please contact the OIT HelpDesk at 865-974-9900 or http://help.utk.edu if you have any questions or concerns.

 

Office 365/Volmail Feature: Clutter

If you use Office365/Volmail for your email, you may receive a message in your Inbox with information about a new feature called “Clutter.” This email is generated by Microsoft and is a legitimate message. You can follow the link to enable Clutter, or disregard and delete the message.

 

Clutter is a feature in Office 365 designed to move low priority messages out of your Inbox and into your Clutter folder, saving you time when you scan for important messages. Clutter looks at how you’ve handled similar message in the past to determine which messages you’re most likely to ignore. It then moves those messages to a folder called Clutter. Please note that Clutter is not automatically enabled, though a Clutter folder may have been created in your mailbox automatically. If you would like to enable the Clutter feature please follow the instructions in Knowledge Base article https://help.utk.edu/kb/entry/2580 under “How do I turn on Clutter.”

 

More information about Clutter can be found in the OIT Knowledge Base at https://help.utk.edu/kb/entry/2580. If you have any questions about the Clutter feature, please contact the OIT HelpDesk at 865-974-9900 or http://help.utk.edu.

 

National Instruments Engineering Technology Road Show

OIT and NI invite you to attend the National Instruments Engineering Technology Road Show to see the latest technologies and trends in data acquisition, embedded control, monitoring and testing. Join us for an in-depth technical presentation, live product demonstrations and consultations with NI field engineers.

 

Where: Room 524, Min H. Kao Electrical Engineering and Computer Science Building

When: Tuesday, May 19, 2015, 11:30 a.m. to 3:00 p.m.

Cost: Free event for UT registered students, faculty and staff includes lunch at 11:30 a.m.

 

Agenda highlights:

Technical Presentation (Noon): Top 3 Challenges of Developing a Measurement System

In this technical session, the top three challenges of developing measurement, control and test systems that often stretch the limits of configuration-based design will be discussed.

 

Product Demonstrations (1:00 p.m.):

·         Data Acquisition using NI CompactDAQ and LabVIEW

·         Embedded Control Monitoring using NI CompactRIO and LabVIEW

·         Software Based Instrumentation using NI PXI and LabVIEW

 

Project Consultation with NI Engineers:

NI engineers will be on-site to discuss the latest technology advancements for solving your test, measurement, and embedded design challenges in your research applications and teaching labs. Take advantage of these experts being on campus to get your questions answered.

 

Registration: To register or for more information, visit National Instruments’ webpage.

 

Software Update: JMP Pro 12 is Available for Downloading

JMP is statistical discovery software from SAS that provides a comprehensive set of statistical and graphical tools. The latest release JMP Pro 12 enables users to run analyses faster, especially with large data sets, has major improvements to a number of popular JMP platforms including Graph Builder, Cluster, Discriminant, and Ternary. Many modeling platforms now offer an interactive model editing dashboard that lets you quickly assess the impact of adding and removing terms.  In JMP Pro 12, many new analytic functionalities were added for sophisticated analyses such as Multiple Correspondence Analysis, Destructive Degradation, and Process Capability platforms. JMP Pro 12 has also greatly improved performance on larger problems using the Mixed Model or Generalized Regression personalities of Fit Model.

 

JMP is available to faculty, staff and students at the Knoxville and Memphis campuses and can be downloaded for no additional charge at http://oit.utk.edu/software. Other UT campuses must purchase JMP directly from SAS Institute. JMP runs on Windows 32-bit and 64-bit systems and Mac Intel systems.

 

UPDATE: Office 365/Volmail Faculty & Staff Email Migrations

OIT migrated ~150 accounts this week for a total of 6,282 in Office 365/Volmail and 8,449 remaining in Tmail. These are the depts./units that migrated this week:

 

·   Honors & Scholars Program

·   Office of Institutional Research & Assessment (OIRA)

·   Educational Advancement Program (EAP)

·   Multicultural Student Life

·   Office of Equity & Diversity (OED)

·   OUTreach Center

·   Office of Communications and Marketing including:

-    Creative Communications

-    Video & Photography Center

-    Media & Internal Relations

-    WUOT

 

 

 

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We plan to schedule Fall migration dates for the remaining academic depts. in Arts & Sciences and Engineering unless they contact us to request a Summer one. Administrative units still using Tmail should review the Office 365/Volmail Departmental Migration web page and contact the OIT HelpDesk at (865) 974-9900 with their Summer migration date & time preference(s).

 

Workshops for May 18-22, 2015

Instructor-Focused:

·   Camtasia for Mac, May 19, 9:00am - 12:00pm

·   Online@UT 01 (Introduction to Online@UT - Blackboard Learn), May 20, 1:00pm - 3:00pm

·   Prezi for Faculty 1 (Basics), May 21, 9:00am - 11:00am

 

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

 

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

 

Computer Security: Social Networking Sites

With the continuing growth in use of social networking sites, cyber security criminals are taking advantage of the platform to reach you and your personal information. If you use these services, it is crucial that you take the necessary steps to ensure that you and your information are protected.

 

Based on the information you’ve shared or others have shared about you, security criminals are able to guess your password, impersonate you online, and even steal your identity. It is crucial that with the increase use of social media sites, and the “over-share” culture associated with those sites, that social media users do not become over confident and dismissive of the costly security risk associated with their online presence.

 

OIT, through SANs Securing the Human, offers a training module that can help you better protect your information. The module, titled, “Social Networking Safely,” provides viewers with an overview of risk associated with social media websites, as well as simple solutions to protect you and your personal information. Further, the module addresses how third party applications and games linked with your social media page can put you and your account information at risk. While all social media sites are different, it is also crucial that users learn the different security and privacy settings available, so that they can best protect themselves against targeted cyber security criminals.

 

To review the “Social Networking Module”, go to https://security.utk.edu/awareness and click on the BIG RED BUTTON image at the top of the page. You will be prompted to enter your NetID and Password.

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

 

May 08
[ITWEEKLY] IT Weekly, May 8, 2015

May 8, 2015

Online@UT (Blackboard Learn) Unavailable NEXT WEEK…

Next week, the Online@UT (Blackboard Learn) course management system will be upgraded. While most of the upgrade is behind the scenes (bug fixes, etc.) there are a few enhancements to existing tools that you may find of interest:

·         Easier SafeAssign integration and enhanced originality reports

·         Instructors will have full access to a “student view” of course sites

·         Better course copy functionality

 

The upgrade will require an outage from May 12 @ 10:00am until May 18. Full details on the upgrade, instructions on how to use Blackboard if you are teaching during mini-term, and other information can be found on our Blackboard Learn UPGRADE page. This upcoming upgrade serves to prepare our systems for a major Blackboard Learn release next year (May 2016) that will include an entirely new and improved user interface.

 

Microsoft Discontinuing Windows 2003 R2 Server Support

On July 14, 2015 Microsoft is discontinuing support of the Windows 2003 R2 Server operating system. This means there will be no upgrades, patches, or security fixes available after this date. To help mitigate the IT security risks to the University, OIT is requiring that all servers, both physical and VMs, with Windows 2003 or older operating systems meet one of the following criteria:

·         Upgraded to a Microsoft supported server OS, preferably 2012

·         Decommissioned

·         Granted an Exemption

 

After July 15, 2015 servers found on the UT network that do not met one of the above criteria will have their network access revoked.

 

If a department cannot upgrade or decommission a server by the July 14th deadline, an exemption may be requested. OIT has developed a SharePoint survey, which will be used for exemption requests. The url for the survey is: https://tiny.utk.edu/win2003. A separate request will be required for each server needing an exemption. All exemption requests are due by COB May 15, 2015.  

 

Exemption requests will be reviewed by the UTK Chief Information Officer and the UTK Chief Information Security Officer.  If an exemption is granted, options for isolation of the device will be communicated to the owner.

 

Based on OIT documentation and network scans, roughly 100 Windows 2003 servers were identified in various departments and in late January, OIT began contacting owners and system administrators of those servers. Work by departmental IT staff, to meet one of the three criteria by the deadline, is proceeding.

 

If you are aware of a Windows 2003 server(s) in your college or department and the system administrator or owner of the server has not been contacted by OIT please contact the OIT HelpDesk at 865-974-9900.

 

Launch of Freshmen Action Checklist

On May 4th, OIT,  in collaboration with Communications and Marketing, Student Life and various areas under the Provost, launched the first time freshman action checklist in myUTK to aid entering students in completing the necessary steps prior to their first day of classes. Items include registering for orientation, selecting housing assignments, signing up for important freshmen classes and numerous others action items. Within two days, close to 1,000 freshmen have reviewed their checklist and are well on their way to a successful first year!

 

NI Self-Paced Online Training for Faster Learning

Don’t miss out on the benefits of license association with UT’s Academic Site License (ASL) with National Instruments (NI), developers of LabVIEW and add-on components, available for no additional charge. Benefits include the latest software upgrades, technical support, online training and access to older versions of software. 

 

As such, UT educators, researchers and graduate students can access NI self-paced training for LabVIEW and other NI components at any time via their ni.com user profile information. Each course covers the same topics as the corresponding NI instructor-led course. The online training contains multimedia training modules, interactive quizzes to test your understanding, and challenging exercises and their solutions. 

 

What NI ASL courses can I access?

LabVIEW Core 1, 2, and 3; Object-Oriented Design and Programming in LabVIEW; Advanced Architectures in LabVIEW; DIAdem Basics; DIAdem Advanced; LabVIEW Real-Time 1; LabVIEW Real-Time 2: Architecting Embedded Systems; LabVIEW FPGA; TestStand 1: Test Development; Multisim Basics; and Ultiboard Basics.

 

How can I gain access?

NI Self-Paced Online Training is only available to UT educators, researchers and graduate students through the NI Online Training Log-In. Undergraduate students do not have access and should refer to Self-Paced Video Training for Students for LabVIEW (http://www.ni.com/academic/students/learn/) training video tutorials. For more information on new account creation and association with UT’s ASL site license, please contact the OIT HelpDesk by calling 865-974-9900.

 

UPDATE: Office 365/Volmail Faculty & Staff Email Migrations

Due to this week’s Microsoft Ignite conference, OIT didn’t migrate any accounts this week. Therefore, our totals remain at 6,140 accounts in Office 365/Volmail and 8,896 in Tmail.

 

OIT is migrating email from our on-premise Exchange “Tmail” system to cloud-based Office 365 “Volmail” for three primary reasons:

 

1.       Increased mailbox quotas—from 2GB to 50GB.

2.      Cost savings—OIT was planning to invest a sizeable amount to upgrade the on premise Exchange email infrastructure just to maintain minimal 2GB/ per person quotas. The Office 365 email service is offered as part of UT’s current Microsoft enterprise agreement and hence incurs no additional cost for hardware and software licensing.

3.      Data security—OIT chose to migrate to Office 365 vs. Gmail because Microsoft provided a higher level of data security without additional expense.

 

Since we’re nearing the 50% migration point, we’ll soon begin creating new faculty/staff mailboxes in Office 365 instead of Tmail. If you need a new employee’s mailbox moved back to Tmail until your dept./unit migrates (e.g., for shared calendar access), please have them contact the OIT HelpDesk with that request.

 

Depts./units that haven’t yet migrated should review the Office 365/Volmail Departmental Migration web page and contact the OIT HelpDesk at (865) 974-9900 with their migration date & time preference(s). By Fall OIT expects to have to start scheduling migration dates for remaining units without their input.

 

Workshops for May 11-15, 2015

Instructor-Focused:

·   Online@UT 07 (Integrating Publisher Content into Your Course Site), May 11, 10:00am - 11:00am

·   Video Everywhere: A New Video Option for Blackboard Learn, May 12, 9:00am - 10:00am

·   LiveOnline@UT 4 (Breakout Rooms and Other Bb Collaborate Tools), May 12, 1:00pm - 3:00pm

·   Online@UT 11 (Learning in Collaboration: the Discussion Forum), May 14, 1:00pm - 3:00pm

 

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

 

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

 

Computer Security: Browsing the Internet Safely

The Internet has become an essential tool numerous activities including work, school, shopping, managing finances and the list goes on. This is why it is crucial that Internet users are aware of the risk and dangers associated with sloppy security practices.

 

The browser is the primary tool for accessing the Internet. It is also the number one target for cyber security criminals. Because of this, it is essential that Internet users learn how to protect their browsers, so in turn, their browsers are able to protect them.

 

The Official of Information Technology, through SAN’s Securing the Human, offers you a quick and easy training module titled “Browsing the Internet Safely.” This module not only goes over the dangers lurking on the interest, but also provides you the information you need to insure that you and your browser are working together to fend of malicious Internet security threats.

 

To participate in the security awareness training or to review this module, go to https://security.utk.edu/awareness and click on the RED button at the top of the page. You will be prompted to authenticate using your NetID and password.

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

 

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

 

May 01
[ITWEEKLY] IT Weekly, May 1, 2015

May 1, 2015

Email Access After Leaving UT

Faculty and staff retain access to their UT email account for 1 year after leaving the University. Retirees with 10+ years of creditable service can request a permanent email account.

 

Students are allowed to retain their Volmail account when they graduate or leave UT. OIT encourages students to go ahead and setup the Volmail password reset options now. In the event that a password is forgotten or you have trouble signing in, you will be able to answer your security questions and create a new password. Once your NetID access has expired, OIT will be unable to reset your password. Information about setting your Volmail password options is available in the OIT Knowledge Base or you may contact the OIT HelpDesk at http://help.utk.edu, or (865) 974-9900 for assistance.

 

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. More information about Eduroam, including a list of participation institutions, is available at https://www.eduroam.org

 

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 prior to 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 at http://help.utk.edu, or (865) 974-9900 for assistance.

 

Online@UT (Blackboard Learn) Upgrade Coming Soon…

In less than 2 weeks, the Online@UT (Blackboard Learn) course management system will be upgraded. While most of the upgrade is behind the scenes (bug fixes, etc.) there are a few enhancements to existing tools that you may find of interest. The upgrade will require an outage period during Mini-Term (May 12 @ 10:00am until May 18). Full details on the upgrade, instructions on how to use Blackboard if you are teaching during mini-term, and other information can be found on our Blackboard Learn UPGRADE page. This upcoming upgrade serves to prepare our systems for a major Blackboard Learn release next year (May 2016) that will include an entirely new and improved user interface.

 

UPDATE: Office 365/Volmail Faculty & Staff Email Migrations

OIT migrated a record high ~750 accounts this week for a total of 6,140 in Office 365/Volmail and 8,896 remaining in Tmail. We appreciate all of the groups that volunteered to migrate in the Spring, including the 4 colleges who migrated from April 13-27! These are the depts./units that migrated this week:

 

·   College of Nursing

·   Athletics (all units incl. Thornton Athletics Student Life Center)

·   Bredesen Center for Interdisciplinary Research and Graduate Education

·   Retirees affiliated with already-migrated depts./units (e.g., OIT, UTPD, CCI, IPS, EHHS)

·   Vice Provost for Academic Affairs’ direct reports

 

We’ll plan to schedule Fall migration dates for the remaining academic depts. in Arts & Sciences and Engineering unless they contact us to request a Summer one. Un-migrated administrative units should review the Office 365/Volmail Departmental Migration web page and contact the OIT HelpDesk at (865) 974-9900 with their Summer migration date & time preference(s).

 

Software Update: Mathematica 10.1.0

For faculty and staff, a new version of Mathematica for Sites, Mathematica 10.1.0, is available through the UT site license. A new version of Mathematica for Students for Sites has not been announced but should be available soon. Mathematica 10.1.0 adds enhancements to performance, coverage and convenience – as well as several major new algorithmic achievements such as image identification and user-defined grammar rule deployment.

 

How to Upgrade:

Existing users of this license have recently been automatically notified of this new release through email sent by Wolfram Customer Service. The email includes a new Activation Key for Version 10.1.0 and a Wolfram User Portal link for the installer download that can be used immediately. If you are an existing user of this license but you cannot locate your email from Wolfram Customer Service, you may sign in to the Wolfram User Portal using your Wolfram ID at https://user.wolfram.com/portal/login.html to download the installer and view your assigned Activation Key.

 

If you are installing Mathematica for the first time, please follow the instructions for creating a Wolfram account given in the OIT Mathematica installation document at https://web.dii.utk.edu/softwaredistribution/.

 

What’s New?

Additional details about this upgrade are available at http://www.wolfram.com/mathematica/quick-revision-history.html. For interesting perspectives from the developers of the new Wolfram Language features, visit the Wolfram blog at http://blog.wolfram.com/tag/10.1.

 

Workshops for May 4 - 8, 2015

Instructor-Focused:

·   Online@UT 08 (Managing Your Blackboard Learn Course Site), May 4, 1:00pm - 3:00pm

·   LiveOnline@UT 1 (Introduction to Bb Collaborate), May 5, 1:00pm - 3:00pm

·   Online@UT 05 (Grade Center in Blackboard Learn), May 6, 1:00pm - 3:00pm

·   Online@UT 01 (Introduction to Online@UT - Blackboard Learn), May 7, 1:00pm - 3:00pm

·   LiveOnline@UT 2 (Engagement in Bb Collaborate), May 8, 9:00am - 11:00am

·   My Mediasite, May 8, 1:00pm - 2:00pm

 

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

 

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

 

Computer Security: Safe Email Practice

Email is still the primary way that we communicate with our coworkers, peers, and even our family and friends. Cyber security criminals are catching on quickly and are using email as their primary means to access your personal information, address books, and even compromise your accounts. This is primarily done through the means of “Email Phishing.” Essentially, email phishing is a social engineering tactic that forges emails and accounts to try and trick you into clicking on malicious links, providing personal information, or allowing access to your address book. The tough part about avoiding email phishing attempts is that they can be extremely difficult to spot and easy to fall prey to if you are quick to click and trusting of links provided in emails. That is why it is crucial that you know what to look for and avoid so that you can avoid becoming a victim.

 

The Office of Information Technology, through SANs Securing the Human, provides information security awareness training on this topic. The security module, “Use Email Safely” not only provides you with tips on how to change your email security practices, but also provides you with the tools you need to catch a phishing scam before it catches you. After viewing the short module, individuals will have the knowledge they need to be about to spot different types of phishing attempts, malicious emails, and validate and screen unwanted emails. By implementing these tips and tricks users can insure the safety of their personal information and that of their email address books.

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

April 24, 2015

File Storage Options for Faculty, Staff, and Students

The university provides three approved file storage options. Information about storing sensitive information is available in the OIT Knowledge Base.

 

T-Storage: T-Storage (you might know this as the H: drive on your computer) provides a central location on premise for users and departments to store files and is available to all Knoxville faculty, staff, and students. Files are backed up and retained for up to 90 days. Additional information, including details for hourly, daily, and monthly back-ups are available on the OIT T-Storage website.

 

OneDrive for Business: OneDrive for Business is available through your Office 365 account. You can store documents and photos online so they can be accessed from any Internet-connected computer and be shared with others. Information about the retention of deleted files is available in the OIT Knowledge Base. Additional information about OneDrive, including the usage policy, is available on OIT’s Office 365 page.

 

Google Drive: Google Drive on your Mac, PC, Android or iOS device gives you a single place for up-to-date versions of your files from anywhere. Information about the retention of deleted files is available in the OIT Knowledge Base. Additional information about Google Drive, including the usage policy, is available on OIT’s Google Apps page.

 

If you have questions about which option is best for you, contact the OIT HelpDesk at (865) 974-9900.

 

Online@UT (Blackboard Learn) Upgrade Coming…

Next month, the Online@UT (Blackboard Learn) course management system will be upgraded. While most of the upgrade is behind the scenes (bug fixes, etc.) there are a few enhancements to existing tools that you may find of interest. The upgrade will require an outage period during Mini-Term (May 12 @ 10:00am until May 18). Full details on the upgrade, instructions on how to use Blackboard if you are teaching during mini-term, and other information can be found on our Blackboard Learn UPGRADE page. This upcoming upgrade serves to prepare our systems for a major Blackboard Learn release next year (May 2016) that will include an entirely new and improved user interface.

 

OIT Participates in the TN Higher Education IT Symposium

Several OIT staff members participated in the annual Tennessee Higher Education IT Symposium (THEITS) in Chattanooga April 19-21. THEITS provides an informal forum for IT professionals to present and learn about technological needs and solutions of TN higher education institutions. This year’s focus was on “Leveraging IT to Empower Students to Complete College.” The keynote speaker Dr. Candice McQueen, Tennessee’s Commissioner of Education, talked about the important role of technology in improving Tennessee education. UTK Assistant Vice Chancellor and CIO Joel Reeves served as the Symposium Program Chair. Nine OIT staff members presented 5 sessions on OIT’s best practices in project management, faculty support, mobile learning, and professional development. View the program details at http://www2.tntech.edu/itsymposium/ITSymposium-Printable-Program-2015.pdf

 

Online@UT: End of Semester To-Do List

Instructors, this semester’s end will be upon us before we know it. Once grades are submitted, take some important steps to back up your Blackboard Learn course sites. The following tasks are strongly encouraged:

1.       Save a backup of your Grade Center.

2.      Export/Archive your course site.

3.      Copy course content from a past semester’s course site.

 

If you need some assistance, contact the OIT HelpDesk at (865) 974-9900 or submit a support request.

 

UPDATE: Office 365/Volmail Faculty & Staff Email Migrations

OIT migrated ~300 accounts this week for a total of 5,409 in Office 365/Volmail and 9,658 remaining in Tmail. These are the departments/units that migrated this week:

 

·   College of Social Work

·   Children’s Mental Health Services Research Center (CMHSRC)

·   Social Work Office of Research & Public Service (SWORPS)

·   History

·   Howard H. Baker Jr. Center for Public Policy

·   Student Success Center

·   First-Year Studies

·   Tennessee Teaching and Learning Center

 

OIT can migrate depts./units in batches of up to 200 accounts. Each batch migration generally takes 1 hour to finalize, with each user losing access to new email for ~5-10 minutes. Administrative units should review the Office 365/Volmail Departmental Migration web page and contact the OIT HelpDesk at (865) 974-9900 with their migration date & time preference(s); migrations are being scheduled on a first come, first served basis.

 

New Software Release:  Maple 2015

Maple 2015, introduced March 4, 2015, is now available.  UT students, faculty and staff may download the Maple software at no additional cost and install it on UT-owned and personally-owned computers for UT educational purposes.  Licenses for the former release, Maple 18, can be extended until May 31, 2016.  Maple 18 is currently the version in use on the OIT Apps@UT server and the computers in the OIT public labs and will be updated to Maple 2015 before the Fall 2015 semester.

 

What’s New in Maple 2015?

Maple 2015 is a major new release of the Maple computing software for education, research and development including mathematics, statistics, engineering and the sciences.  Maple 2015 includes updates and additions to the computation engine and user interface.  These advances include new facilities for application development, advances in mathematics, new Clickable Math tools and expanded support for statistics.  The new math tools include two new palettes and 60 new interactive Math Apps covering topics in math, physics, statistics, chemistry and finance.  See all new features in Maple 2015 or watch the video at http://www.maplesoft.com/products/maple/new_features/.

 

How to Download Maple 2015

Students, faculty and staff at all UT Campuses may log on to the OIT Software Distribution site at https://webapps.dii.utk.edu/SoftwareDistribution/login.aspx and download the Maple 2015 installation instructions and the appropriate Maple program file(s) under Maplesoft.  Maple 2015 is available for Windows 32-bit and 64-bit, Mac 64-bit and Linux 32-bit and 64-bit.   Maple 2015 is not supported on Windows Vista.

 

Maple 18 users who want to extend their license to May 31, 2016 should download the Maple renewal document which contains the renewal instructions and the new Maple 18 Purchases Codes.

 

Workshops for April 27 – May 1, 2015

Instructor-Focused:

·   Online@UT 09 (Assessment Rubrics in Blackboard Learn), April 27, 1:00pm - 2:00pm

·   Online@UT 04 (Assignments & Plagiarism Prevention/Detection), April 28, 1:00pm - 2:00pm

·   Zoom Video Conferencing, April 30, 1:00pm - 2:00pm

·   LiveOnline@UT 3 (Bb Collaborate Plan and Publish), May 1, 9:00am - 10:00am

SharePoint:

·   SharePoint Lists (Manage Projects and Organize Processes), April 28, 12:40pm - 2:40pm

 

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

 

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

 

Computer Security: 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 other 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. SAN’s Securing the Human Security Awareness Training provides a short training module that not only educates you on the dangers associated with social engineering, but also provides you quick tips to avoid becoming a victim. 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. Securing the Human provides you the tools you need to able to spot, avoid, and report social engineering scams that can not only threaten you, but your friends and address books.

 

To review the security awareness training modules, type: https://security.utk.edu/awareness into your browser. Click on the large red button at the top of the page and log in with your NetID/Pwd.line.gif

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

April 17, 2015

Zoom Video Conferencing- UT’s Solution of Choice

If you are currently paying to use video conferencing services like GoToMeeting, WebEx, or other pay services… STOP!  Zoom has quickly become the video conferencing solution of choice for UTK. It is available for use to faculty, staff and students at no additional charge. Zoom enables users to have interactive, high-quality video and audio conferences from laptops, desktops, and mobile devices. Do you want to:

·         screen share?

·         work collaboratively on documents? 

·         present while delivering a Powerpoint slide deck?

·         record a meeting?

·         invite anyone in the world to attend?

 

You can do ALL of these things and more with Zoom. To learn more about Zoom, and how it can assist you in teaching and learning, administrative meetings, and research collaboration, sign up for an online OIT Zoom Workshop at https://oit.utk.edu/Training/Pages/default.aspx. The next Zoom Video Conferencing workshop is April 30 from 1:00 – 2:00pm. Don’t miss it!

 

Upcoming Change to UT SharePoint External Authentication

This morning, Friday, April 17, OIT upgraded the SharePoint third party authentication to Google’s newest account protocol. This change is due to Google’s decision to discontinue their current authentication method.

 

This change affects the Sharepoint sites UTHOSTS, UTWORKS and UTKPORTAL. Our update will allow these SharePoint sites to continue to accept Google logins for users that are external to UT. As a part of this change, any user who has previously registered a Google account with SharePoint will need to once again register their Google account. Once the user has re-registered their Google account, the SharePoint Site Collection Administrator will need to once again grant access to the site.

 

If you have any questions about this change, or need assistance granting permissions a SharePoint site, please contact the OIT HelpDesk at (865) 974-9900.

 

 

SharePoint Roadmap

With the successful launch of Office365 Pro Plus for faculty and staff and with the migration of campus email to the O365 cloud (along with all the benefits that provides), OIT is pursuing plans for the next SharePoint upgrade. With Microsoft’s tight alignment of the Office Product Suite with SharePoint for effective use of collaboration tools, OIT is looking to provide that same integration with its on-premise SharePoint solution. Stay tuned to IT Weekly for information regarding the timeline for the SharePoint upgrade.

 

UPDATE: Office 365/Volmail Faculty & Staff Email Migrations

This week OIT migrated over 630 accounts for a total of 5,116 in Office 365/Volmail and 10,001 remaining in Tmail. These are the departments/units that migrated this week:

 

·   College of Law

·   Haslam College of Business

 

OIT is now working to schedule administrative units’ migrations for summer. Specific migration dates &

times are being scheduled on a first come, first served basis. Any unit interested in scheduling a migration date should review the Office 365/Volmail Departmental Migration web page and contact the OIT HelpDesk at (865) 974-9900.

 

New to MATLAB? Check out the new MATLAB Onramp course

If you are new to MATLAB and are looking for a way to get started, check out the new MATLAB Onramp through the MATLAB Academy at https://matlabacademy.mathworks.com. MATLAB Onramp is an online course that includes demonstrations, quizzes and hands-on MATLAB practice sessions via the use of an integrated, web-based version of MATLAB, allowing you to apply the new skill immediately. As you work through the course, you can try different solutions to the problems asked and get immediate feedback.

 

Complimentary MATLAB Training

The MATLAB Onramp course is complimentary for UT faculty, staff and students who are registered users of the UT TAH Academic Site license. If you are not a registered user, first download the OIT MATLAB installation document at https://web.dii.utk.edu/softwaredistribution/ and follow the steps for creating a MathWorks Account.

 

Course Content and Duration

The course content is provided in short, well-defined modules that enable you to jump to the topics that you want to learn most. The course covers the basics of importing data, manipulating arrays, creating visualizations, etc. The duration of the course is about two hours to completion; however, you can take the course at your own pace.  After starting the course, you can leave and go back to it at any time.

 

Getting Started

To get started, go to the MATLAB Academy site (https://matlabacademy.mathworks.com), or you can access the course from MATLAB (R2014b or R2015a) by selecting Help > MATLAB Academy from the Home tab.

 

Workshops for April 20-24, 2015

Instructor-Focused:

·   LiveOnline@UT 1 (Introduction to Bb Collaborate), April 20, 9:00 - 11:00am

·   Online@UT 01 (Introduction to Online@UT - Blackboard Learn), April 20, 1:00 - 3:00pm

·   Online@UT 06 (Structuring Your Blackboard Learn Course Site), April 21, 1:00 - 3:00pm

·   IT Community of Practice, April 22, 12:20 - 1:10pm

·   Camtasia for Windows 2 (Advanced Topics), April 22, 1:30 - 3:30pm

·   Digital Badges and Certificates: Recognition for What You Teach, April 23, 2:00 - 3:00pm

·   Online@UT 03 (Blogs and Wikis in Blackboard Learn), April 24, 9:00 - 11:00am

SharePoint:

·   SharePoint Designer (Using the UTK Template), April 21, 12:40 - 2:40pm

 

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

 

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

 

Computer Security: YOU Are the Target

The first step to implementing better security practices is to recognize that you, the individual user,  are the primary target. Whether you are faculty, staff, or students, cyber security criminals are not only targeting you for you personal information to commit fraud and identity theft, but they are also targeting you to harm the campus. Essentially, cyber criminals are out to make money, and unfortunately it has become an increasingly lucrative business with your help. Because cyber crimes have become increasingly sophisticated they are able to compromise and leverage the normal campus user.

 

Too often, people believe no one would want to attack them because they have nothing of value. As a result, they do not take the necessary steps to protect themselves, their family, or their information. That is why Securing the Human offers a training module that provides you with the information you need to understand what makes you a target, why you are more likely to be targeted, and the harm that can result because of poor planning. Don’t fall prey to faulty misconceptions. Learn how to protect yourself before you realize how valuable you identity really is.

 

Staff can take the security awareness training by going to https://security.utk.edu/awareness; click on the BIG RED button and log in using your UT credentials.line.gif

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April 10
[ITWEEKLY] IT Weekly, April 10, 2015
 

April 10, 2015

Skype for Business Replacing Lync

Between April 14th and April 30th, during the monthly Microsoft update cycle, your Lync 2013 client will be upgraded to Skype for Business. Over the next month, Microsoft will roll out new features associated with Skype for Business.

 

The benefits of Skype for Business include:

• Updated application with a Skype-inspired design 
• Instant messaging, voice/video calling and conferencing
• Desktop sharing capabilities
• 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.
• The full Lync feature set is included; no features or functionality will be lost.

 

At this time, Microsoft has not announced any changes to the Lync 2011 client for Macs or the Lync client for mobile devices. Your Lync clients should continue to work with the new Skype for Business service.

 

If you have any questions or are not using this service and would like to learn more about it, please visit the OIT website, http://oit.utk.edu/skype or contact the OIT HelpDesk at 865-974-9900.

 

OIT Software Distribution: Securing the Human

OIT launched its 2015 Security Awareness Training on February 1 of this year. The training is currently being offered online through SANS “Securing the Human” program. SANS Securing the Human provides computer-based security training for faculty and staff with the goal of providing you the tools you need to improve your security practices, thus protecting yourself, your department, and the University from security threats.

 

Wondering what you and your department can do to encourage and promote security awareness? OIT, through our user agreement with SANS Securing the Human, has provided you access to UT specific posters, screensavers for both Macintosh and Windows, and a repository of newsletters that all contain useful tips and information about security awareness training and best practices. The materials are located on the OIT software distribution webpage under the SANS Institute available downloads. These materials are available to all to encourage security awareness among their departments, colleagues, and peers.

 

Because a little awareness goes a long way, we encourage departments to use these materials and information as tools to promote the importance of working towards a more secure campus IT environment.

 

The SANS material, as well as other licensed applications are available at https://web.dii.utk.edu/softwaredistribution/.

 

UPDATE: Office 365/Volmail Faculty & Staff Email Migrations 

This week OIT migrated almost 500 accounts for a total of 4,483 in Office 365/Volmail and 10,687 remaining in Tmail. These are the departments/units that migrated this week:

 

• College of Architecture and Design
• Geography
• Nuclear Engineering
• Physics & Astronomy
• School of Art
• Technology Integration Services (HaslamCollege of Business)

 

OIT is now working to schedule administrative units’ migrations for summer. Any unit interested in scheduling a migration date should review the Office 365/VolmailDepartmental Migration web page and contact the OIT HelpDesk at (865) 974-9900.

 

Software Update: Qualtrics Research Suite

What is it? Qualtrics Research Suite, by Qualtrics, Inc., is a powerful online survey research tool is available to all faculty, staff and students at UTC, UTK and UTM. Once you create your Qualtrics account, you will be able to design simple to complex surveys in a web browser, distribute the survey, run frequencies as it continues to collect data and then download your data. For in depth analysis, you can export your data to an SPSS, CSV, TXT or Excel file. A basic account is available to all faculty, staff and students for university related work such as academic research projects (instructional or academic) and administrative purposes.

 

Where can I run it? Qualtrics is a cloud-based service. To create a new account or login to an existing account, visit http://oit.utk.edu/research/websurveys.

 

How can I learn it? For UTK, OIT offers workshops on Qualtrics each semester, and you can schedule a one-on-one tutorial by calling the OIT HelpDesk at 974-9900Qualtrics also provides in-depth video tutorials,which can be accessed by clicking on the yellow Help and Tutorials button once you log into your Qualtricsaccount.

 

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

 

Workshops for April 13-17, 2015

Instructor-Focused:

• Video Everywhere: A New Video Option for Blackboard Learn, April 13, 9:00am - 10:00am
• Online@UT 11 (The Discussion Forum in Blackboard Learn), April 14, 9:00am - 11:00am
• My Mediasite, April 15, 9:00am - 10:00am
• Online@UT 05 (Grade Center in Blackboard Learn), April 15, 9:00am - 11:00am
• Zoom Video Conferencing, April 15, 11:00am - 12:00pm

SharePoint:

• SharePoint Permissions (Handling Confidential Data), April 14, 12:40pm - 2:40pm

 

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

 

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

 

Computer Security: Passwords

As exams and the grading period are approaching, faculty, staff, and students should understand the importance of not only having a strong password to protect their data, but also taking strong steps to protect their passwords. The OIT Security Awareness Training through SANS Securing the Human provides you with the steps you need to ensure your passwords are up to par and working hard to protect your sensitive data.

 

The Securing the Human “Passwords” module not only tells you how to create strong passwords but how to securely use and protect your passwords. The short five-minute video and corresponding newsletter provides you the dos and don’ts of password creation and protection. So what is the first step you can take to implement better password practices? Check out the Securing the Human Password module and better educate yourself on the importance of a strong password. Below are a few tips from the training that can help you get started:

• Make your password as long as possible.
• If available, make your password multiple words.
• Use a mix of numbers and letters in your passphrase/password.
• Always mix lowercase and uppercase letters.
• Incorporate symbols into your passphrase/password

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

April 2, 2015

Online@UT (Blackboard Learn) Upgrade Coming…

Next month, the Online@UT (Blackboard Learn) course management system will be upgraded. While most of the upgrade is behind the scenes (bug fixes, etc.) there are a few enhancements to existing tools that you may find of interest. The upgrade will require an outage period during Mini-Term (May 12 @ 10:00am until May 18). Full details on the upgrade, information on how to use Blackboard if you are teaching during mini-term, and other information  can be found on our Blackboard Learn UPGRADE page. This upgrade serves to prepare our systems for a major Blackboard Learn release next year (May 2016) that will include an entirely new and improved user interface.

 

READ THIS: If you use Campus Pack in Online@UT

Our licensing contract for the Campus Pack suite of interactive learning tools – blogs, journals, wikis, and podcasts is expiring on June 30, 2015. To maintain the functionality of student interaction and engagement in your course sites, we can help you transition to the built-in Blackboard Learn blog, journal, and wiki tools.

 

If you have existing Campus Pack content that you would like to save, please have these materials exported from your Blackboard Learn course site before the start of Summer 2015 courses on June 1st. (Remember that Online@UT will be unavailable between May 12-18 for an upgrade)

 

If you need assistance with exporting or want more information on the Blackboard Learn tools, please don’t hesitate to contact the OIT HelpDesk at 865-974-9900 or submit a help request ticket at http://help.utk.edu.

 

Results of 2015 OIT Customer Satisfaction Survey

Thank you to the 1,823 people who responded to the 2015 OIT Satisfaction Survey. Respondents consisted of 39.8% students, 14.2% faculty, 44.2% staff and 1.8% who did not indicate their status.

 

Using the Techqual format for the second straight year, we are able to evaluate delivery of core services and a number of campus-specific services as well. Of the 13 core areas identified for higher education institutions, you rated us significantly higher than minimum service expectations on 10 items and you rated us as statistically meeting expectations on the other three.

 

The conclusions are that OIT is meeting or exceeding the required expectations of campus for technology services. Our investments in wireless infrastructure and increased bandwidth seem to be paying off, as you rate our delivery much higher than you did in 2014. Wireless coverage area is still a concern, as is cellular coverage in some areas.

 

Overall, all areas received a positive perception and our perceived level of delivery is up in most areas from 2014. Broken down by students, faculty, staff, the faculty, as a group, continue to push us to be better and we’ll be looking at ways to improve service delivery. You may see the entire 2015 UTK Techqual Survey results at OIT 2015 Customer Satisfaction Survey.

 

Congratulations to Tyler Lewelling, Counselor in Undergraduate Admissions. Tyler was the lucky winner of the gift card drawing.

 

 

UPDATE: Office 365/Volmail Faculty & Staff Email Migrations

This week OIT migrated over 300 accounts for a total of 3,990 in Office 365/Volmail and 11,202 remaining in Tmail. These are the departments/units that migrated this week:

 

·   Chemistry

·   Records Management Office

·   Retirees affiliated with already-migrated depts./units (e.g., MTAS, OIT, Parking, TPTE)

·   Retirees with no dept. affiliation

·   UTSA ITS & IRIS teams

 

Some of the larger academic unit migrations scheduled for April include the colleges of Architecture & Design, Business, Law, Nursing, and Social Work. OIT is beginning to schedule larger administrative units’ migrations for summer, and will then schedule smaller ones around those. Any dept./unit interested in scheduling a migration date should review the Office 365/Volmail Departmental Migration web page and contact the OIT HelpDesk at (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 at http://www.qsrinternational.com/support.aspx or watch tutorials from QSR International’s YouTube channel at https://www.youtube.com/channel/UCnfY7xiVmjJ-y0Y3cFN0MJw.

 

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

 

Workshops for April 6-10, 2015

Instructor-Focused:

·   Online@UT 08 (Managing Your Course Site and Content), April 7, 1:00pm - 3:00pm

·   Online@UT 07 (Integrating Publisher Content), April 9, 9:00am - 10:00am

·   LiveOnline@UT 2 (Engagement in Bb Collaborate), April 9, 1:00pm - 3:00pm

·   Online@UT 02 (Assessments in Blackboard Learn), April 10, 9:00am - 11:00am

 

SharePoint:

·   SharePoint Documents (Creating, Editing, Sharing & Co-authoring), April 7, 12:40pm - 2:40pm

 

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

 

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

 

Computer Security: Think twice before you download.

Today, 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 a 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 key loggers 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 form 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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Follow @UT_OIT on Twitter for up-to-date announcements regarding OIT events and outages.

 

March 27
[ITWEEKLY] IT Weeky, March 27, 2015

March 27, 2015

File Storage Options for Faculty, Staff, and Students

In Fall 2014, the campus signed agreements with Microsoft and Google that provide cloud-based file storage for all faculty, staff, and students. Now we have 3 different university approved file storage options. Information about storing sensitive information is available in the OIT Knowledge Base.

 

T-Storage:T-Storage provides a central location for users and departments to store files and is available to all Knoxville faculty, staff, and students. Files are backed up and retained for up to 90 days. When you log in to a work computer, T-Storage is typically made available as the H: drive. Additional information, including details for hourly, daily, and monthly back-ups are available on the OIT T-Storage website.

 

OneDrive for Business: OneDrive for Business is available through your Office 365 account. You can store documents and photos online so they can be accessed from any Internet-connected computer and be shared with others. Information about the retention of deleted files is available in the OIT Knowledge Base. Additional information about OneDrive, including the usage policy and the link to log in, is available on OIT’s Office 365 page.

 

Google Drive: Google Drive on your Mac, PC, Android or iOS device gives you a single place for up-to-date versions of your files from anywhere. Information about the retention of deleted files is available in the OIT Knowledge Base. You can access Google drive but going to google.com and clicking “Log In” in the upper right corner. Additional information about Google Drive, including the usage policy, is available on OIT’s Google Apps page.

 

If you have questions about which option is best for you, contact the OIT HelpDesk at http://help.utk.edu or (865) 974-9900.

 

Make Sure You Receive Your Email!

Are you having trouble receiving official email from the university? In many cases, the email is being delivered to your account, but your email client may be moving it to the Junk E-mail folder. Many Microsoft clients, such as Outlook 2010/2013, Outlook 2011, and Outlook Web Access, use rules defined by Microsoft to filter mail in your client. If you use an email client, all email is filtered for junk/spam on two levels. First, all incoming and outgoing mail is filtered by our spam service, EOP. Second, all incoming mail that makes it past EOP is then delivered to your email account where your email client will then check and filter the email again (with more stricter rules).

 

You have 2 options to ensure receipt of University emails:

1.   Add common UT addresses to your Safe Senders list. Any email received by these senders will be delivered to your Inbox. OIT recommends the following addresses: chancellor@utk.edu, president@tennessee.edu, provost@utk.edu, utsystemnews@tennessee.edu, and ut-alert@utk.edu. Instructions for adding users to the Safe Senders list can be found in the OIT Knowledge Base at http://help.utk.edu/kb/entry/1641/. Don’t forget to check your Junk E-mail folder periodically for legitimate emails. If you find one, add the sender to your Safe Senders list!

2.  Disable your junk email filters in your email client. Any mail that makes it past the EOP scan will be delivered to your inbox. Instructions for managing your junk email settings are available in the OIT Knowledge Base, http://help.utk.edu/kb/entry/700.

 

If you have any questions or would like assistance changing your Junk E-mail settings, please contact the OIT HelpDesk at http://help.utk.edu or (865) 974-9900.

 

UPDATE: Office 365/Volmail Faculty & Staff Email Migrations

This week OIT migrated over 500 accounts for a total of 3,503 in Office 365/Volmail and 11,557 remaining in Tmail. These are the departments/units that migrated in whole or in part this week to conclude the UT Institute of Agriculture’s migration:

 

·   Small Animal Clinical Sciences

·   Large Animal Clinical Sciences

·   Vet Hospital Operations

·   Biomedical and Diagnostic

·   Veterinary Medicine-Admin

·   Biosystems Engineering & Soil Science

·   UTIA Advancement, Supplies & Services, and retirees

 

OIT has begun scheduling administrative units for summer migrations, although there are still opportunities for academic departments to migrate during the spring semester while the majority of their faculty members are still on campus. Any dept./unit interested in scheduling a migration date should review the Office 365/Volmail Departmental Migration web page and 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. Licensing is based on concurrent usage and allows four people to run it at the same time.

 

How can I learn it? The web page is at http://www.statmodel.com/features.shtml, and SEM information is at www.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 March 30 – April 3, 2015

Instructor-Focused:

·   Online@UT 04 (Plagiarism Prevention and Detection), March 30, 1:00pm - 2:00pm

·   Zoom Video Conferencing, March 31, 10:00am - 11:00am

·   Online@UT 09 (Assessment Rubrics in Blackboard Learn), March 31, 1:00pm - 2:00pm

·   Teaching with Mobile Devices, April 1, 1:00pm - 3:00pm

·   LiveOnline@UT 4 (Breakout Rooms and Other Tools), April 2, 9:00am - 11:00am

SharePoint:

·   SharePoint Overview, March 31, 12:40pm - 2:40pm

 

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

 

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

 

Computer Security: Knowing Your Smartphone Limits

In today’s world, just about anyone you see travelling has a smartphone, camera, or a whole host of electronic devices and accessories at their disposal. Whether they are using those devices to communicate, photograph, or document, personal photography is now more easily assessable than ever. However, with this convenience, it is important for smartphone users to know the appropriate limits to place on smartphone use and photography.

 

With summer drawing near, many faculty, staff, and students will be traveling around the United States and even abroad. These individuals should make themselves aware of the cultural and legal restrictions that are placed on smartphone use in different countries, cities, and even at specific locations. Among the places were smartphone photography and use may be limited are: government buildings, museums, historic sites, and even holy sites. It is important that when visiting foreign countries, individuals are aware of any posting or local rules that indicate limited or restricted use of your devices. It is to one’s benefit to become aware of the “local” rules beforehand to avoid breaking any laws or violating applicable customs.

 

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

March 20, 2015

Make Sure You Receive Your Email!

Are you having trouble receiving official email from the university? In many cases, the email is being delivered to your account, but your email client may be moving it to the Junk E-mail folder.  Many Microsoft clients, such as Outlook 2010/2013, Outlook 2011, and Outlook Web Access, use rules defined by Microsoft to filter mail in your client. If you use an email client, all email is filtered for junk/spam on two levels. First, all incoming and outgoing mail is filtered by our spam service, EOP. Second, all incoming mail that makes it past EOP is then delivered to your email account where your email client will then check and filter the email again (with more stricter rules).

 

You have 2 options to ensure receipt of University emails:

1.   Add common UT addresses to your Safe Senders list. Any email received by these senders will be delivered to your Inbox. OIT recommends the following addresses: chancellor@utk.edu, president@tennessee.edu, provost@utk.edu, utsystemnews@tennessee.edu, and ut-alert@utk.edu. Instructions for adding users to the Safe Senders list can be found in the OIT Knowledge Base at http://help.utk.edu/kb/entry/1641/. Don’t forget to check your Junk E-mail folder periodically for legitimate emails. If you find one, add the sender to your Safe Senders list!

2.  Disable your junk email filters in your email client. Any mail that makes it past the EOP scan will be delivered to your inbox.  Instructions for managing your junk email settings are available in the OIT Knowledge Base, http://help.utk.edu/kb/entry/700.

 

If you have any questions or would like assistance changing your Junk E-mail settings, please contact the OIT HelpDesk at http://help.utk.edu or (865) 974-9900.

 

MS Office for UT-owned & personally-owned computers

As part of the State of Tennessee’s Microsoft agreement, Staff and Faculty have access to Microsoft Office for UT-owned and personally-owned computers. We have created a guide below to help you decide which path to take to get Office for your computer or device.

 

UT-owned Computers

Microsoft Office for Windows and Mac is available for UT-owned computers through the OIT Software Download website. Current versions of Office include Office 2013 & Office 2010 for Windows and Office 2011 for Mac. You can install these versions on an unlimited number of UT-owned computers.

 

Personally-owned Computers and Devices

Office 365 ProPlus includes Microsoft Office Suite and Office for iOS/Android for your personally-owned computers and devices. To access your Office 365 ProPlus subscription, log in to your Office 365 Account at http://office365.utk.edu using your netid@utk.edu username and NetID Password. You can install this version on up to 5 computers. OIT does not recommend installing Office 365 ProPlus on UT-owned computers, as it will conflict with your existing Office 2010/2011/2013 installation from the OIT Software Download website and use one of your 5 available Office 365 ProPlus licenses.

 

For more information about Office 365 ProPlus, please visit https://oit.utk.edu/proplus. If you have any questions about this announcement, please contact the OIT HelpDesk by phone at (865) 974-9900 or online at http://help.utk.edu.

 

UPDATE: Office 365/Volmail Faculty & Staff Email Migrations

Over the past two weeks OIT has migrated ~750 accounts for a total of 2,973 in Office 365/Volmail and 12,099 remaining in Tmail. These are the departments/units that migrated in whole or in part this week (almost all of March is dedicated to migrating UT Institute of Agriculture):

 

·   Bursar’s Office

·   Biosystems Engineering & Soil Science

·   Extension Evaluation and Staff Development

·   Soil, Plant and Pest Center

·   UT Extension Offices – Central Region counties

·   UTIA Chancellor

 

The colleges of Business and Architecture & Design both recently scheduled April migrations. The only completely open dates remaining during the spring semester are April 20-24, although smaller departments’ migrations could possibly be combined. Any dept./unit interested in scheduling a migration date should review the Office 365/Volmail Departmental Migration web page and contact the OIT HelpDesk at (865) 974-9900.

 

Origin Pro Licenses Increased to Enhance Availability

What is it? Origin Pro, developed by OriginLab Corporation, is 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.

 

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 now five. Two additional licenses were installed March 18, 2015 on the OIT server.

 

How can I learn it? Online help at www.originlab.com/doc/ is an excellent source of information about Origin, including, tutorials, Quick Help, programming examples and reference information. OriginLab provides training webinars that teach you how to perform certain tasks in Origin Pro. For the schedule of upcoming webinars and a list of pre-recorded webinars available for viewing at any time, please visit http://originlab/webinars.

 

Where can I get support? For UTK, OIT offers Minimal Support for Origin Pro. You can send email directly to the Origin Technical Support Team at tech@originlab.com or select Support on the main web page at http://www.originlab.com for links to the additional support resources, such as the Support FAQs and the User Forums.

 

Workshops for March 23-27, 2015

Instructor-Focused:

·   Online@UT 11 (Discussion Forum in Blackboard Learn), March 23, 1:00pm - 2:00pm

·   Online@UT 03 (Blogs and Wikis in Blackboard Learn), March 24, 1:00pm - 3:00pm

·   Digital Badges and Certificates: Recognition for What You Teach, March 25, 10:00am - 11:00am

·   IT Community of Practice, March 25, 12:20pm - 1:10pm

·   LiveOnline@UT 3 (Bb Collaborate Plan and Publish), March 25, 1:00pm - 2:00pm

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

 

SharePoint:

·   SharePoint Overview, March 24, 12:40pm - 2:40pm

 

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

 

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

 

Computer Security: 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, 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 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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