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The IT Weekly Archive for the Office of Information Technology at the University of Tennessee, Knoxville.
August 18
[ITWEEKLY] IT Weekly, August 18, 2107

 

August 18, 2017

 

OIT HelpDesk: Extra Hours this Weekend

OIT will have extra staff on hand this weekend to help students as they move in. Students can receive help over the phone, by email, or in person at Hodges Library. Typical requests include connecting to the network, setting up email accounts, logging into Canvas, and all the other services related to getting ready for classes. 

 

 


 

Test Flights

Are you taking an online course?  If so, you may just be using Zoom, our UTK cloud-based conferencing technology which allows faculty, staff, and students to have high-quality interaction in real time from their computers and mobile devices.

 

You’re invited to join us online for the Fall 2017 Test Flights!

Test Flights provide faculty and students an opportunity to join an online meeting and test the communication tools available to meeting participants. Test Flights will be held via the Zoom application.

 

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

  • Monday, August 21, 11:00am to 1:00pm
  • Tuesday, August 22, 5:00pm to 7:00pm

 

Check out the Getting Start Guide and System Requirements information page for more information about Zoom and Test Flights.  Contact the OIT HelpDesk at 865-974-9900 for assistance setting Zoom up or getting connected.

 


 

A Scantron Alternative

Are tired of walking across campus to turn in Scantron sheets or to update your key?

 

OIT is piloting Akindi, a web based assessment system that automates the creation and grading of multiple choice examinations. It is accessible through Canvas, and it uses your departmental copy machine to scan and score bubble-forms. This is a trial evaluation of the Akindi software; all current Scantron services are also available.

 

Akindi allows you to:

·        Sync with your Canvas class roster to create personalized answer sheets

·        Print your answer sheets on plain paper from any printer

·        Sort multiple sections and test versions electronically after scanning rather than physically doing so beforehand

·        Scan the completed answer sheets on any document scanner

·        Upload a pdf of scanned forms or, if scanner has email capability, send the pdf directly to Akindi

·        Handle changes to the key, multiple correct answers, and differential item weighting online

·        Review student performance and item analysis results online

·        Sync the exam grades with your Canvas grade book and email students their grades

 

To start using Akindi, log on to your Canvas account, click “Launch Akindi” and watch the brief introductory video. More detailed training videos are available on their Getting Started web page. While using Akindi, a chat window is available for help directly from the company.

 

Visit the OIT website to learn more about Akindi and our traditional Scantron services or contact the OIT HelpDesk online or at 865-974-9900 for assistance.

 


Microsoft Office for Faculty, Staff, and Students

Faculty, Staff, and Students have access to Microsoft Office for personally owned devices at no additional cost. The campus agreement with Microsoft provides access to the Microsoft Office Pro Plus desktop applications, Office for iPad, and the online Office Web Apps. Eligible accounts can download Microsoft Office ProPlus applications on up to 5 devices (PC, Mac, and mobile device). These applications include Word, Excel, PowerPoint, Outlook, and OneNote. Access and Publisher are also bundled with the Windows installation.

 

Accessing your Office 365 Pro Plus subscription

Log in to download the software from either location

·        portal.office.com/OLS/MySoftware.aspx  

·        Log in to Office 365, select the gear icon, then Office 365 Settings, then Software.

 

Additional information about this program is available online at oit.utk.edu/proplus.   Contact the OIT HelpDesk online or at 865-974-9900 for assistance with Microsoft Office.

 


Reminder: Upgrade for TurningPoint

OIT upgraded our TurningPoint software on August 18, and the new integration between TurningPoint and Canvas is now available.  If you have not installed the new TurningPoint 8.2 software, log in your Turning Technologies account and download the new version.

 

If you are new to clickers, sign up for the TurningPoint Basics workshop.

 

On Monday, August 21st, OIT will be hosting a Zoom session from 8:00 am-4:00 pm to answer any questions and to assist you in setting up TurningPoint with the new Canvas integration. Join us online on Monday at tiny.utk.edu/clickersupport.

 

If you need assistance upgrading or using your TurningPoint software, contact the OIT HelpDesk online or at 865-974-9900 for assistance.

 

 


R & RStudio

What is it? 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, 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.

 

What can I use if for? Since R and RStudio are open source software, anyone can use them for almost any purpose. Here are the license details for R and RStudio.

 

Where can I run it? Being free, you can install R and RStudio, on any Linux, Mac or Windows computer. They are both also available on OIT’s  Apps@UT server and in the OIT public computer labs. There is no simultaneous user limit for their use. People with extreme computational requirements can also run R batch jobs on JICS’ Advanced Computing Facility.

 

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

 

Where can I get support? OIT offers Full Support for R and RStudio. The best web site to ask questions or look up answers regarding R programming is Stack Overflow. The best place to ask questions or look up answers regarding statistical analysis in R is Cross Validated. You can request assistance by calling the OIT HelpDesk at 865-974-9900.

 


Workshops for August 21-25, 2017

 

Instructor-Focused:

Getting to Know Canvas

·        August 21, 9:30 am – 11:30 am (ZOOM)

·        August 25, 1:00 pm – 3:00 pm

 

Teaching in a Technology Enhanced Classroom (TEC) 1

·        August 22, 10:00 am – 11:30 am

·        August 22, 2:30 pm – 4:00 pm

·        August 23, 12:30 pm – 2:00 pm

·        August 25, 3:00 pm – 4:30 pm

 

Office 365:  Overview

·        August 22, 10:00 am – 11:00 am

·        August 22, 3:00 pm – 4:00 pm

 

BYOD with WolfVision Cynap

·        August 22, 1:00 pm – 2:00 pm

·        August 24, 10:00 am – 11:00 am

·        August 25, 3:00 pm – 4:30 pm

 

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

 

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

 


Spoofing for Phish?

As the school year gets underway, it’s important to be vigilant when checking your email.  There are a couple of techniques that scammers are using to steal your information.

Spoofing

Spoofing is the modification of an e-mail header so that the message appears to have originated from someone or somewhere other than the actual source. Spoofing is often used by spammers and can be accomplished by changing the "FROM" e-mail address.

E-mail spoofing may occur in different forms, but all have a similar result: a user receives an email that appears to have originated from one source when it actually was sent from another source. E-mail spammers often use spoofing in phishing attempts to convince you to open, and possibly even respond to, their solicitations.

 

Phishing

Phishing is when scammers try to contact you through your UT email account to collect your personal information, such as your password, credit card numbers, account numbers, PINs, or Social Security numbers. It could be a phishing email if…

·        There are misspelled words in the email or it contains poor grammar. They’re getting better so don’t depend on “just” this indicator alone.

 

·        The message is asking for personally identifiable information, such as credit card numbers, account numbers, passwords, PINs, or Social Security Numbers.

 

·        The message is telling you to login to verify your account or “else.”

 

·        The domain name in the message isn't the one you're used to seeing. It's usually close to the real domain name but not exactly the same. For example: (One of the links below is GOOD, One is BAD!!)

Phishing website: http://****desk-verify.sitey.me/
Real website: http://helpdesk.utk.edu

As a reminder, OIT will post email scams to the Recent Email Scams tab within the OIT System Status Center.  You can check this site to see if a suspicious email has already been reported.  If you have concerns about a specific email, you may report the email to OIT via abuse@utk.edu or contact the OIT HelpDesk.

OIT also takes steps to block anyone on the UTK network from going to a bogus or malicious site. Additionally, OIT will reach out to a website provider and inform them that a site hosted on their system is participating in malicious activity. However, it all starts with you. If it looks “phishy,” call OIT and report it. If you realize that you have fallen for a phishing email and logged in with your UT credentials, call the OIT HelpDesk at (865) 974-9900.

Remember: no one in OIT, the OIT HelpDesk, or any legitimate online entity will ever ask you for your password via email.

 


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August 11
[ITWEEKLY] IT Weekly, August 11, 2017

 

August 11, 2017

 

VolPrint Goes Green

In an effort to encourage a "greener" approach to printing, OIT, in conjunction with the Student Government Association (SGA) and Technology Fee Advisory Board, will be making a change to the VolPrint charge model on August 14th. 

 

The new fees for black and white printing are:

  • $0.03   first side of the page
  • $0.01   second/duplex side of the page.

 

Previously, the fee was $0.02 per page for black and white. Under the new model, the charge for a single page, 2-sided document remains the same at $0.04.   If you choose to only print on a single side, the charge will increase by $0.01 per page printed. Color printing charges will remain the same. 

 

By using the duplex printing, you will not only use less paper; you save the resources used to create the paper including water, trees, energy, and waste.

 

Recommended printing alternatives are:

  • Ask others to provide materials to you in electronic format – and do the same for them (e.g. class notes, e-mail, and other non-copyrighted material).
  • Send/share files electronically.
  • Email Internet addresses (URLs) to yourself so you can access a site later.
  • Email files or note to yourself as a quick way to save information for use at a later date.
  • Use your T-storage. You can access (H: drive) from any computer lab on campus and by using the VPN from off campus.
  • Use your Office 365 OneDrive and Google Drive for additional file storage.

 

Changes Coming to TurningPoint

OIT will upgrade our TurningPoint software on August 18.  Once complete, the new integration between TurningPoint and Canvas will be in place. This upgrade provides enhanced integration with Canvas and several other new features in your TurningPoint software. New features include:

·       Auto-updates between Canvas courses and TurningPoint when you log in to the software on your computer

·       Notifications of newly registered students

·       The ability to send grades to Canvas with the click of a button. 

 

Prepare for the change today by downloading the new TurningPoint 8.2 software!

1.       Log in your Turning Technologies account on the Turning Technologies' website.

2.    From the top menu, select Downloads

3.      Select the correct operating system under TurningPoint 8.

 

Turning Technologies will be on campus on August 17th and 18th to answers your questions. If you are new to clickers, sign up for the TurningPoint Basics workshop.

 

On Monday, August 21st, Kortney Jarman will be hosting a Zoom session from 8:00 am-4:00 pm to answer any questions and to assist you in setting up TurningPoint with the new integration to Canvas. Join him online on Monday at http://tiny.utk.edu/clickersupport.

 

Need Help in Your Technology Enhanced Classroom (TEC)?

More than 300 classrooms across campus have technology enhancements, which include touch panel controls for system components, computer display via projector, interactive touchscreens, and in many cases, WolfVision Cynap, a high-quality document camera, and interactive projector screens.

 

Faculty, GTAs, and staff can request one-on-one or group training to learn how to use the technology in your classrooms. Training workshops are also offered at the beginning of each spring and fall. Quick Start guides are available in each classroom that will remind you how to connect your laptop to the projector and if your room is equipped with one, the SMART device.

 

If you find yourself in a jam at the beginning of class, call the TEC Hotline, 865-974-9110, for immediate assistance.

 

For non-emergency requests, contact the HelpDesk at 865-974-9900 or online. Additional information about the technology-enhanced classrooms is available on OIT’s TEC website.

 

Microsoft Office 2007 to be retired October 10

Microsoft Office 2007 will officially reach its end of life on October 10, 2017.  

 

What does this mean to you?  If you are still using Office 2007, you will need to upgrade to a newer version of Office before this date. Otherwise, on October 10, Outlook will stop working, and you will no longer be able to send or receive email.  Additionally, Microsoft will no longer provide technical support, bug fixes or security updates, which will make your computer more vulnerable to attack.

 

Where can you download newer versions of Microsoft Office?

University-owned computers
Download Microsoft Office from the OIT Software Distribution web site.

 

Personally-owned computers
Several options are available, including your Office 365 ProPlus subscription.  Check out the OIT Knowledge Base for detailed information about your options.

 

OIT recommends that you always upgrade to the most current version possible.  Please call the OIT HelpDesk at 865-974-9900 for any questions concerning your upgrade options, or, for assistance with the upgrade.

 

Qualtrics Research Suite by Qualtrics, Inc.

What is it? Qualtrics Research Suite, 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.

 

What can I use if for? Students, faculty, and staff can use Qualtrics for university-related academic or administrative purposes. Use that benefits outside organizations requires the purchase of a commercial license.

 

Where can I run it? Qualtrics is a cloud based service. To create a new account or log in to an existing account, use our web surveys page.

 

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 865-974-9900. Qualtrics also provides a variety of training materials on their support page.

 

Where can I get support? OIT offers Full Support for Qualtrics. For assistance, contact the OIT HelpDesk at 865-974-9900.

 

Workshops for August 14-18, 2017

Instructor-Focused:

Teaching in a Technology Enhanced Classroom (TEC) 1

·       August 15, 9:30 am – 11:00 am

·       August 16, 9:00 am – 10:30 am

 

Getting to know Canvas

·       August 15, 2:00 pm – 4:00 pm

·       August 17, 10:00 am – 12:00 pm (ZOOM)

·        

TurningPoint Basics

·       August 17, 8:30 am – 10:00 am

·       August 17, 10:30 am – 12:00 pm

·       August 17, 1:30 pm – 3:00 pm

·       August 18, 8:30 am – 10:00 am

·       August 18, 10:30 am – 12:00 pm

 

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

 

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

 

Encryption- Protecting Sensitive Information

What is encryption? Encryption is the conversion of electronic data into another form, called ciphertext, which cannot be easily understood by anyone except authorized parties. This conversion allows you access to your files while limiting the ability of others to read and understand your data. The primary purpose of encryption is to protect the confidentially of digital data stored on computer systems or transmitted via the internet.

 

Over the last ten years, enterprise-wide use of encryption has jumped from 15 percent to 37 percent, according to a 2016 study conducted by the Ponemon Institute.

 

Major encryption categories and considerations include:

 

•   Database, data storage centers, and big data repository encryption

•   Email encryption

•   Application-level encryption

•   Hard drive encryption (full disk encryption [FDE] or an intermediate disk encryption)

•   Encryption of financial transactions

•   Internet connections: secure sockets layer (SSL), transport layer security (TLS)

•   Public/private cloud encryption, and cloud gateway encryption

 

The types of industries using encryption vary, too. As would be expected, industries that have strict compliance and regulation—like finance and healthcare—are the biggest users of encryption. But its use is growing industry-wide, from retail and tech companies to manufacturers and the public sector. That’s because no one is immune to many of the mistakes that encryption can protect, like employee error.

 

Your laptop, mobile devices, and USB flash drives can store a tremendous amount of sensitive data. However, if you lose any of these devices, anyone can read your information including your emails, documents, and photos. Encrypting your data is a great tool to use to prevent unauthorized people from accessing your data, if lost, stolen, or even hacked.

 

You can also send encrypted email through your UTK email account. For more information, see OIT’s Knowledge Base Article: https://help.utk.edu/kb/index2.php?func=show&e=683

 

Want to know how to use encryption for your data and files? OIT, through SANs Securing the Human, provides a training module titled, “Encryption-Protecting Sensitive Information” that can help you understand the benefit associated with encryption. Further, the module includes a step-by-step overview of how encryption works to protect your sensitive information. This overview helps you understand what to encrypt and when to encrypt so that you can best protect your information from unauthorized eyes.  

 

To review the “Encryption Module,” go to the Security Awareness Training and click on the “Begin Security Awareness Training” link at the top of the page. You will be prompted to enter your NetID and Password.

 

 

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August 04
[ITWEEKLY] IT Weekly, August 4, 2017

 

August 4, 2017

 

Apple AirPlay, Google Cast available across campus

Have you ever wanted to use AirPlay or Google Cast in your office, conference room, or dorm room to stream from your mobile device?  You can now setup your device to allow up to 10 people, including yourself, to use AirPlay or Google Cast.  Sharing is designed to work between devices within a single building only. (You may notice the ability to discover or share to devices in other buildings, but OIT does not support that functionality at this time.)

 

When you register your AppleTV or Chromecast, you will have the option to assign NetIDs for sharing.  You can edit this list at any time from the network registration web site > View All Your Registrations. Detailed instructions for registering these devices are available in the OIT Knowledge Base.

 

This technology is already in use in any classroom using the new Cynap devices.  These devices use location-based sharing instead of user-defined sharing.  To allow location based sharing in your classroom, contact the OIT HelpDesk. 

 

Eduroam certificate updated

On August 3, 2017, Network Services updated the TLS certificate that allows secure authentication between your devices and the eduroam network.  Most clients are unaffected by this.  However, some clients (mainly iOS and macOS) may receive a warning.  

·       For iPhones and iPads, the warning will state that the certificate (radius.ns.utk.edu USERTrust RSA Certificate Authority) is not verified.
Choose “Accept” to fix the issue.

·       On macOS, there will be an alert suggesting you to "examine the server’s certificate.”
Clicking “Continue” and then authenticating (using the credentials for your computer, NOT your NetID and password) to “Update Settings” will fix the issue.

 

The new certificate is valid for three years.  If you have any questions regarding this announcement, please contact the OIT HelpDesk at 865-974-9900.

 

OneDrive, Google Drive, and other Cloud-based File Storing Solutions

Are you looking for a place to save your files, documents, and other university business that is accessible from anywhere?  Share with other colleagues? UT has contracts in place with two leading online solutions, Microsoft OneDrive for Business and Google Drive.  Both of these solutions were named Leaders in the Gartner 2017 Magic Quadrant for Content Collaboration Platforms (CCP).  University usage policies for these solutions are online (Microsoft, Google). 

 

The University does not have approved terms and conditions for other popular Cloud-based file storage solutions such as DropBox or Box. These solutions should not be used for official University business.

 

 

One Drive

Google Drive

Quota

1 TB_

Unlimited

Team/Groups

Yes

Yes

Sync Client

Yes, including Groups

Yes

File Sharing

Yes

Yes

Certified – FERPA*

Yes

Yes

Certified – PII*

Yes

Yes

Certified – HIPAA/PHI*

Yes

No

Recycle Bin

90 days

25 days

 

OIT provides full support for OneDrive for Business and Google Drive.  We offer classes and on-demand training for your department.  If you have any questions about these solutions or would like help getting started, please contact the OIT HelpDesk online or at 865-974-9900. 

*FERPA - The Family Educational Rights and Privacy Act is a Federal law that protects the privacy of student education records. More Information.

 

*PII - Personally identifiable information (PII) is any data that could potentially identify a specific individual. Any information that can be used to distinguish one person from another and can be used for de-anonymizing anonymous data can be considered PII.

 

*HIPAA/PHI - The Health Insurance Portability and Accountability Act of 1996 protects most “individually identifiable health information” held or transmitted by a covered entity or its business associate, in any form or medium, whether electronic, on paper, or oral. The Privacy Rule calls this information protected health information (PHI).

 

Backups for your servers and applications

Is your department running a server or a special application without backups?  OIT will work with you to connect your server to the OIT backup system.  Once everything is set up, we will provide automated scheduled backups. Departments and official campus organizations are eligible to use this service for a fee.  Learn more about OIT’s Backup and Recovery service

 

QDA Miner by Provalis Research, Inc.

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

 

What can I use if for? Students, faculty, and staff can use QDA Miner for university-related academic or administrative purposes. Use that benefits outside organizations requires the purchase of a commercial license.

 

Where can I run it? QDA Miner is available at no additional charge to faculty, staff and students at all UT campuses for installation on university-owned and personally-owned Windows PCs. The download and installation instructions are at OIT’s software download page. For UTK, QDA Miner is also available on OIT’s Apps@UT server and in the OIT public computer labs. There is no simultaneous user limit for QDA Miner.

 

How can I learn it? For UTK, OIT offers workshops on QDA Miner each semester, and you can schedule a one-on-one tutorial by calling the OIT HelpDesk at 865-974-9900. Tutorials are also available on QDA Miner’s tutorial website.

 

Where can I get support? OIT offers Full Support for this software. For assistance, contact the OIT HelpDesk at 865-974-9900.

 

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

 

Workshops for August 7-11, 2017

Instructor-Focused:

Teaching in a Technology Enhanced Classroom (TEC) 1

·       August 7, 9:30 am – 11:00 am

·       August 10, 9:00 am – 10:30 am

 

Getting to Know Canvas

·       August 7, 1:00 pm – 3:00 pm

·       August 11, 9:00 am – 11:00 am

·       August 11, 9:00 am – 11:00 am  (Zoom)

 

TurningPoint Basics

·       August 8, 8:30 am – 10:00 am

·       August 8, 10:30 am – 12:00 pm

·       August 8, 1:30 pm – 3:00 pm

·       August 9, 9:00 am – 10:30 am

·       August 9, 11:00 am – 12:30 pm

·       August 9, 2:00 pm – 3:30 pm

 

BYOD with WolfVision Cynap

·       August 8, 9:00 am – 10:00 am

·       August 9, 9:30 am – 10:30 am

 

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

 

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

 

Protecting Data on Your Smart Phone

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

 

·          Avoid storing pictures locally on your laptop, smartphone or tablet.

 

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

 

·          Encrypt, encrypt, encrypt. It may seem an overhyped functionality, but making your data undecipherable to hackers is a strong defense. Latest generation Android devices have an embedded full-device encryption feature that can encrypt all data, including applications, downloaded files and pictures. If your phone has PIN capabilities, SET IT! This will enable encryption.

 

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

 

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

 

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

 

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

 

·          Don’t share confidential information on open Wi-Fi hotspots unless you use a proper mobile security solution to block unrequested connections. Hackers can monitor your traffic and grab your banking credentials and compromising pictures without your knowledge. NOTE: UT-Open and is an open hotspot, meaning the data is NOT encrypted between your device and the access point. Eduroam offers the only encrypted service between your device and the network on campus. You can authenticate to Eduroam using your netid@utk.edu and password credentials.

 

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

 

 

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July 28
[ITWEEKLY] IT Weekly, July 28, 2017


July 28, 2017

 

New myUTK Class Photo Rosters

Starting this fall, faculty can access their class photo rosters through the myUTK portal!  Navigate to the ‘My Schedule’ section of myUTK and click the camera icon next to the corresponding class. Photos can be seen only by the instructor of record for each class and cannot be seen by enrolled students. In addition to student photos, instructors also have access to the Tennessee ID (TNID) and email address for each student. For help with locating photos using myUTK, please contact the OIT HelpDesk at 865-974-9900.

 

How Does an Employee Get Access to Technology at UT?

Have you ever wondered how a new employee gets added to the system? When a new employee is hired, the hiring department should complete the IRIS Transaction: ZPHRRECORD000 – Record Pending Employee and use your department’s Pending Employee position. The new employee will be added to IRIS and assigned a NetID in the directory, and an email account will be created. This process takes a few days before the account has been added to all the appropriate systems. Once the NetID is ready, you can download software, log in to your desktop and computers at the library, access MyIRIS Employee Self-Service, and much, much more.

 

If you find yourself in a bind and need a NetID for a new employee sooner than the typical cycle allows, you can request one by filling out our online Request for NetID Form. The form is available at oit.utk.edu/forms > Request a NetID (Network Identifier) for a Person. This account will be manually created, and as a result, will have limited access to UT resources until the new employee’s information has traversed the various systems. Requests for new NetIDs are typically processed within one business day.

 

If you have any questions, please contact the OIT HelpDesk online or call (865) 974-9900.

 

VolPrint

Is your department drowning in printer debt from student printing in your computer labs?  You can join the VolPrint program to recover some of the printing costs in your labs. Contact the OIT HelpDesk to start the discussion.

 

Update: Classification Survey

The Classification Survey initiative continues as we ask faculty, staff, and student employees using university computing equipment to complete a brief survey identifying the type of data stored, viewed, or processed on their university-owned equipment.

 

Instructions on how to classify your devices are available in the OIT Knowledge Base.

 

Classify your devices online at classify.utk.edu.

 

Since January 23, 40,200 university-owned devices have been classified; approximately 12,350 university-owned devices remain on the classification list.  If you have any questions or need assistance, please contact the OIT HelpDesk online or at 865-974-9900.

 

 

Origin Pro by OriginLab Corporation

What is it? Origin Pro 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.

 

What can I use if for? Students, faculty, and staff can use Origin for university-related academic or administrative purposes. Use that benefits outside organizations requires the purchase of a commercial license.

 

Where can I run it? For UTK, Origin Pro is available on Apps@UT and in the OIT public computer labs. The simultaneous user limit for Origin Pro is ten.

 

How can I learn it? Origin’s online documentation is an excellent source of information including the User Guide, Tutorials, Quick Help on specific topics, programming examples and reference information. The Video Tutorials page has many great Origin software videos. Plus, OriginLab provides free, live training webinars that teach you how to perform various tasks in Origin Pro.

 

Where can I get support? For UTK, OIT offers Minimal Support for Origin Pro. Technical support from Originlab is available at no additional cost with UTK’s Maintenance Package.

 

OriginLab provides four ways for you to contact their technical support representatives:

  1. Call 800-969-7720 and select Option 6, Monday through Friday from 8:30 AM to 6 PM ET
  2. Use the Online Chat option available through the company website
  3. Send an email to their tech support team, tech@originlab.com
  4. Select Support on the main web page for links to the additional support resources, such as the Technical Support FAQ, the User Forums and the File Exchange that provides a venue for sharing files and custom applications with other users.

 

Workshops for July 31 – August 4, 2017

Instructor-Focused:

  • Creating Accessible Documents on a Mac, August 1, 2:30 pm – 4:30 pm
  • Teaching in a Technology Enhanced Classroom (TEC) 1, August 1, 3:30 pm – 5:00 pm
  • Getting to know Canvas (Zoom), August 2, 10:00 am – 12:00 pm
  • Getting to know Canvas, August 3, 9:30 am – 11:30 am
  • BYOD with WolfVision Cynap, August 4, 3:30 pm – 4:30 pm

 

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

 

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

 

Self-Classification

All UT-owned devices on the UT Network are required to be classified by the Primary User of the device according to the type of information they store or process on the device.

 

Why?

  1. We have to - UT Policy IT0115 requires users to identify and document information types stored or processed by each information system. The policy further requires that each campus must develop or adopt and adhere to a formal documented program for categorizing information. This classification process IS UTK’s process to meet the requirements of the policy.
  2. We ought to - Threats to our data (your data) grow every day. Victims of Phishing emails, Drive-By-Downloads from compromised websites, or BRUTE force attacks to our systems all contribute to leak sensitive information to unauthorized users. We all are stewards of the university’s data and the first layer of defense.
  3. We don’t want to inadvertently expose data that could harm UT or its constituents - To protect our data (your data), we must first identify where it “lives” and take measures to protect it. There’s no better way to find out WHAT someone stores or processes on their devices than to ask them. Asking WHAT you process or store allows us to classify your device(s) and make sure that the device is protected to the level required for its classification.

 

How?

  1. Require Primary Users to identify the type of information they store or process on the UT-Owned device they operate at the time of registration.
  2. Require Primary Users to re-classify the device on an annual basis or whenever the type of information they process changes.

 

What?

  1. The implementation of an online system where primary users for newly registered devices will have 30-days to classify their device by selecting the type of information they process or store (e.g. Academic Data, Financial Data, Research Data, or General Identification information)
  2. Under the new process, the primary user of a device will receive an email reminder every day for 30-days or until the device is classified. The email will contain a URL to classify.utk.edu and is sent automatically from a UTK email address.
  3. Under the new process, users will receive an email reminder before the annual re-classification date (one-year after registration).
  4. All UT-Owned systems must be classified by the primary user of the device. Failure to classify a UT-owned system will result in loss of network access for the device, requiring the user to register the device again.

 

Questions or problems regarding data-classification should be directed to the OIT HelpDesk at 865-974-9900.

 

 

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July 21
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July 14, 2017

 

Summer 2017 Classroom Upgrades

This summer OIT’s IT Engineering Services team has been hard at work upgrading the technology in several classrooms across campus.  While work continues, the classroom upgrades listed below should be complete before classes start this fall.  Upgrades vary in each room but include new touch screen panels, new projectors, and Wolfvision Cynap devices.

 

  • Art and Architecture: 109
  • Buehler: 472, 555
  • Communications: 208, 251, 317
  • Engineering and Science Annex: 223, 413
  • Jessie Harris: 114, 243, 244, 413, 414, 424, 425
  • Haslam Business: 102, 103, 104, 112, 113, 121, 124, 125, 130, 131, 132, 136
  • Haslam Music: G007, G009, G018, G022, G025, G068
  • Morgan Hall: 212A
  • Nursing: 315, 317
  • Physics: 415, 608
  • SMC: G2

 

Attend one of our training workshops on classroom technology, including the Wolfvision  Cynap devices.  The Cynap system allows you as an instructor to bring your device and connect to your tablet, phone, or laptop wirelessly or to let up to four students in your class connect and share wirelessly.  Learn how to incorporate the new TurningPoint software in your class, start using clickers for the first time, or discover how to best use Smartboards, document cameras, and other technology in your classes. 

 

Check Out the Workshops for:

 

Do you need to figure out what type of technology is available in your classroom?  Check out the Classroom Search tool in MyUTK. This classroom search aids faculty in determining if their assigned classroom meets their needs and can provide a heads up on technology you may not have used before.

 

Update Your TurningPoint Software

Good news!  TurningPoint is upgrading its software to better work with Canvas. If you are using TurningPoint this fall, you will need to download the new version of the TurningPoint software by August 18 to stay current with the new features and to keep using clickers in classes this fall.

You can begin the process of updating to TurningPoint 8.2 today. On August 18, previous versions of TurningPoint will not work.


New features of TurningPoint 8.2 include:

  • New look and feel
  • An autosync function which will reduce the times you need to update your rosters.
  • Create Content Offline mode: allows users to create and edit content without logging into the software
  • Receiver warning messages for unsupported receivers
  • Ability to multi-select, multi-delete, and multi-export sessions
  • Advanced integrations with Canvas
    • New instructor interface
    • Course rosters follow instructor sign on, no matter what computer you use
    • Receive notice of newly registered students and send grades to Canvas with a click of a button
    • Simplified student registration process with setup wizard and new interface
  • Ability to convert Windows presentation for use on Mac
  • Updated charts with enhanced Windows performance

 

Want training or a refresher? Sign up for the TurningPoint Basics workshop.

 

OIT Audiovisual Technology

Is your department looking for an A/V solution for your conference room?  Are you looking to use projectors, digital signs, document cameras, microphones, video conferencing, etc.?  OIT’s Audiovisual Technology team will consult with you to find the best solution and assist with the installation.  Learn more about the Audiovisual Technology service.

 

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.

 

What can I use if for? Students, faculty, and staff can use NVivo for university-related academic or administrative purposes. Use that benefits outside organizations requires the purchase of a commercial license.

 

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 OIT’s software download page. For UTK, NVivo is also available on OIT’s Apps@UTserver.

 

How can I learn it? For UTK, OIT offers workshops on NVivo each semester, and you can schedule a one-on-one tutorial anytime by calling the OIT HelpDesk at 865-974-9900. You can also visit NVivo’s Support page or watch tutorials from QSR International’s YouTube channel.

 

Where can I get support? OIT offers Full Support for NVivo. For assistance, contact the OIT HelpDesk at 865-974-9900.

 

Workshops for July 24 - 28, 2017

Instructor-Focused:

·         Office 365:  Sway, July 24, 12:40pm – 2:40pm

·         Cloud Storage Options at UTK, July 25, 9:40am – 10:40am

 

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

 

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

 

Risk – Why We Emphasize Information Security

Information security is about addressing or reducing RISK. It's easy to overlook this when all you hear is talk about passwords, firewalls, encryption, policies or two-factor authentication. These are all forms of technology we use to reduce the risk that our information (i.e. university data, personal data) is disclosed to an unauthorized person or persons.

 

If this is too abstract, here's another example - we have locks on our doors and locks on our cars. Why? Because there's a "risk" that someone will decide they need our personal belongings more than we do. There's a threat - the thief; there's a vulnerability - an unlocked door or car. The level of risk (aka. “Risk Tolerance”) we're willing to accept depends on what we're protecting, the existence of a threat, and the extent that we're vulnerable.

 

The same holds true for protecting our information. We take great care to protect sensitive information (health information, credit cards, SSN's). There's a threat - the hacker; there's a vulnerability - an unlocked workstation. If you have access to sensitive information because of your job or if you have personal documents that you store on your devices, then the level of risk that you’re willing to accept should be lower.

 

We are working and living in a time when information means money. Just like your personal possessions at home, information should be protected because there's a constant effort by folks to take it from us. We become easy targets when we increase our vulnerability by not locking our workstations or by sending or storing sensitive information in our email. That means we are accepting a higher level of risk. Are you in a position to accept risk on-behalf of the university? Most of us are not so we must be good stewards of the university's information and information resources and protect it as if it was our own.

 

Information security general practices are in place to help the university community reduce risk and protect the confidentiality, integrity, and availability of its information resources. Start by doing the basics: lock your workstation when you're away from your desk; don't click on links in unsolicited emails; don't share your NetID password with anyone; keep your software updated and patched; protect the data.

 

 

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July 14
[ITWEEKLY] IT Weekly, July 14, 2017

 

July 14, 2017

 

IT Security Awareness Training is Required by Policy

In October 2014, UT Policy "IT0123 - Security Awareness, Training, and Education” went into effect. The policy requires that each campus develops plans and procedures to ensure that users have the opportunity to receive role-based security training. The policy also requires that ALL faculty and staff complete training annually. The university purchased a program that is hosted by SANS, one of the most trusted and by far the largest source for information security training and security certification in the world.

 

Newly-hired, full-time staff and faculty are enrolled twice per month and granted access to the training and will receive an email when training has been assigned. In the near future, units will be provided a list of staff who have and have not completed their training for 2017.

Departments are responsible for ensuring staff are compliant with IT 0123.  The 2017 training will be available until December 31, 2017.

 

The training consists of a number of videos that cover specific security topics. The videos range anywhere from 1 to 5 minutes in length (1-2 hours total to complete training) and are intended to raise awareness and influence user behavior that will reduce security risks. The training allows the users to complete the training at their own pace, monitor their progress, and revisit completed training. Completion of training is updated to IRIS on approximately a quarterly basis.

 

The emails generated from the hosted solution are sent automatically to UTK staff on behalf of Bob Hillhouse, UTK Associate CIO and Chief Information Security Officer, with a return address of “noreply@securingthehuman.org.” Accordingly, this email has led to some calls to the OIT HelpDesk from staff who have been taught to question and inspect unsolicited emails where the reply-to address doesn’t “look quite right.” We appreciate everyone’s diligence in this regard. We have also included in the email a link to a local, UTK website where users can log into the training program - https://security.utk.edu/awareness.

 

UT Policy does not specify that the security awareness training be from SANS. Staff receiving security awareness training through other means must contact OIT to ensure that the training meets compliance with university policy requirements.

 

Users having questions on the validity of the training emails or having difficulty in completing the training should call the OIT HelpDesk at 865-974-9900.

 

Freshman Orientation

Every summer, OIT participates in Freshman Orientation by staffing a booth during the Campus Information Assistance Fair. The booth is in Hodges Library from 1:00 PM to 4:00 PM on day 2 of orientation and gives new students and their parents the opportunity to ask questions about technology at UT. Our top questions from these sessions include:

·         Q:  Do I really get Microsoft Office for free?

A:  Yes! Check out http://oit.utk.edu/proplus for details

·         Q:  What type of computer should I buy for school?
A:  OIT supports both Windows and Macintosh computers. Check with your college for any specific requirements, but otherwise, pick a computer that best fits your day-to-day needs and budget.

·         Q:  How do I check my email?
A:  Students can access both Office 365 email and Gmail from
http://volmail.utk.edu. Your email will be delivered to the account you chose to be primary when setting up your password for the first time.

 

Reminder: 2017-2018 Adobe Software Renewals

Adobe Creative Cloud, Captivate, and Presenter can now be renewed for this fiscal year.  To continue using the Creative Cloud suite, you must renew your subscription by August 31, 2017. The Adobe contract 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. 

 

Contact VolTech to renew your Creative Cloud, Captivate, and Presenter Licenses. 

 

Additional information, including ordering and installation instructions, is available at oit.utk.edu/adobe.

 

Mplus by Muthén & Muthén

What is it? 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.” 

 

What can I use if for? Students, faculty, and staff can use Mplus for university-related academic or administrative purposes. Use that benefits outside organizations requires the purchase of a commercial license.

 

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

 

How can I learn it? There are short courses at the Muthén & Muthén website, and general SEM information is at SEMNET. To learn Mplus, we also recommend the program’s help files. 

 

Where can I get support? OIT offers Minimal Support for this software. For assistance, contact the OIT HelpDesk at 865-974-9900.

 

Workshops for July 17 - 21, 2017

Instructor-Focused:

·         Getting to Know Canvas (Zoom), July 17, 9:30 am – 11:30 am

·         Creating Accessible Documents on Windows PC, July 18, 9:40 am – 11:40 am

·         Digital Tools for Experiential Learning, July 19, 9:00 am – 11:00 am

·         Turning Point Basics, July 19, 9:30 am – 11:30 am

·         Digital Tools for Experiential Learning, July 19, 1:00 pm – 3:00 pm

·         BYOD with WolfVision Cynap, July 19, 1:00 pm – 3:00 pm

·         Creating Accessible Documents with Adobe Acrobat DC, July 20, 9:40 am – 11:40 am

·         Google Forms, July 20, 1:30 pm – 3:30 pm

·         Getting to know Canvas, July 21, 9:00 am – 11:00 am

 

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

 

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

 

Spotting and Avoiding Phishing Attacks

What is Phishing? Phishing is essentially someone trying to get you to DO something through email, usually volunteer personal information or click on a link, which enables them to compromise you, your accounts, or your computer in some way. Other kinds of phishing may require you to open an attachment or a link, which can infect your computer with spyware or malware.

 

While we are all taught to be wary of phishing scams that may sneak their way into our email inboxes, there are a few practical steps users can take to avoid becoming a victim of phishing scams.

 

o Protect your sensitive information. It is crucial that you try and avoid sending bank account information, social security numbers, and personally identifiable information over email. If you absolutely MUST send sensitive information, type the word encrypt anywhere in the subject and the information will be sent securely. This encryption ONLY applies when you use your UTK Office365 Email account. For more information, check out the OIT Knowledgebase article: help.utk.edu/kb/entry/683

o Check the email address. Always check the source of the email. Emails that come from odd-looking addresses, are misspelled or inaccurate, or appear to be made up of random combinations of letters or numbers are usually an indication of suspicious activity. Be especially vigilant when reading email on your mobile devices such as smart phones or tablets.

o Do not click on links. One way to check a link’s validity is to hover over the link without clicking. When doing this, the link destination will appear at the bottom left corner of your screen. This feature allows you to check the accuracy of the link. However, if ever in doubt, google the address you might need rather than clicking on the link provided.

o Do not open attachments. Be wary of unsolicited attachments, as they are an easy way for scammers to compromise your computer.

 

The key to avoiding phishing scams is to be vigilant when managing emails. While it is easy for users to manage their inboxes quickly, not checking the source and legitimacy of emails, attachments, and links can put you in danger in a matter of seconds. Putting in the time, it takes to check the legitimacy of an email or link can save you time, money, and peace of mind in the future. If you do receive a suspicious email, follow these instructions.

1.       Check the OIT System Status Center at help.utk.edu/status/#scams to see if it has been reported.  Delete the message if it is listed.

2.      If the email is not listed on that page, forward the email along with its source headers to abuse@utk.edu. You can find information on how to report suspicious emails in the OIT Knowledge Base.

 

If you DO click on a link that you realize (too late) may be a phishing attempt, call the OIT HelpDesk immediately at 865-974-9900.

 

 

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July 07
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July 7, 2017

 

 

Collaboration Tools:  Office 365 Teams

Has your department used, or considered using, a messaging tool such as Slack? If so, Microsoft has recently released a brand-new application for Office 365 called Teams. Teams is a chat-based workspace available as part of your Office 365 account.  A team is a collection of people, conversations, files, and tools that are easily accessible in one place.  You can create new teams or add teams to your existing Office 365 groups.  To use Teams, you can install the app on your computer or mobile device or access it via the web.  Watch the video to learn more about Teams or check out these articles on the Microsoft support website.

 

Questions?  Contact the OIT HelpDesk at 865-974-9900 for assistance.

 

New Way to Get Your Scantron Results

Starting summer 2017, OIT will send Scantron exam results through the new encrypted email feature in Office365. You will receive a notification through Microsoft Office365 that you have received an encrypted message from scantron@utk.edu. This email will contain the instructions on how to process your Scantron results file.

If you would like to use this feature to encrypt an email to send to a student or colleague, remember you just need to type the word encrypt in your subject line, for example, “First draft of Chapter 1: encrypt.” If you have questions, c
ontact the OIT HelpDesk at 865-974-9900.

 

Transitioning to Canvas

OIT has officially retired Blackboard as the university’s learning management system. After a full year transition, Canvas is the primary academic learning management system for UTK.

 

The OIT Canvas team continues to assist faculty in the transition as we approach the fall semester.  Please share this information with your department as we have several options when assisting faculty.  Get on our calendar now to ensure adequate time to prepare for the fall semester.

 

What you need to know

1.       All Blackboard content has been preserved and is available for import into Canvas upon request.

  1. Unplag is the new plagiarism detection tool for undergraduate assignments.  All data stored previously in SafeAssign has been preserved successfully moved to Unplag.
  2. We are continuing to work on the class-based photo roster and expect it to be available through MyUTK for the Fall semester.

 

Training/Assistance

  1. Instructor-led training is offered weekly in Greve 520 and online.  Select the type of class you wish to attend to view the schedule.
  2. Online Canvas Camps.  During these sessions, our team is available to discuss and answer any questions you may have about Canvas.  Join us Mon/Wed/Fri from 9 am-noon and Tue/Thu from 1 pm-4 pm, http://tiny.utk.edu/canvas-zoom
  3. The Canvas Getting Started Guide is available on the OIT website and includes the three steps to getting started, the instructor’s guide, and instructional videos.

 

Please contact the OIT HelpDesk online or at 865-974-9900 with any of your Canvas questions.

 

MATLAB and Simulink by MathWorks, Inc.

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

 

What can I use MATLAB for? Students, faculty, and staff can use MATLAB for university-related academic or administrative purposes. Use that benefits outside organizations requires the purchase of a commercial license.

 

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

 

How can I learn it? For UTK, OIT offers MATLAB workshops each semester. You can also learn Matlab from Mathworks videos and webinars and Lynda.com  from OIT online training library. Manuals for all products are online at Mathworks help site. MATLAB and Simulink tutorials are online at Mathworks support site.

 

Where can I get support? OIT offers Full Support for MATLAB. For assistance, contact the OIT HelpDesk at 865-974-9900. For free online and telephone support with the MathWorks Support team, or call 508-647-7000 from 8:30 AM – 10:00 PM EST, Monday – Friday.

 

Workshops for July 10 - 14, 2017

Instructor-Focused:

o   Google Forms, July 10, 10:00 am – 11:00 am

o   Getting to Know Canvas, July 11, 9:00 am – 11:00 am

o   TurningPoint Basics, July 11, 1:30 pm – 3:00 pm

o   Creating Accessible Documents on a Mac, July 12, 1:30 pm – 3:30 pm

o   TurningPoint Basics, July 13, 9:00 am – 10:30 am

o   Getting to Know Canvas (Zoom), July 13, 2:00 pm – 4:00 pm

 

Student-Focused:

o   Office 365: Overview, July 10, 12:40 pm 2:40 pm

o   Adobe InDesign 1 (Basics), July 12, 10:10 am – 12:10 pm

o   Social Media, LinkedIn, and Your Resume, July 12, 3:00 pm – 4:00 pm

 

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

 

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

 

Why Do People Fall For Social Engineering Scams?

According to Verizon’s 2016 Data Breach Investigation Report, 30 percent of phishing messages were opened by their intended target, and about 12 percent of recipients went on to click the malicious attachment or link that enabled the attack to succeed. A year earlier, only 23 percent of users opened the email, which suggests that employees are getting worse at identifying phishing emails -- or the bad guys are finding more creative ways to outsmart users.


Reasons That the Scams Are Still Working?

‘Well, it looked official.'

Official-looking emails that appear to be work related – with subject lines such as “Invoice Attached,” “Here’s the file you needed,” or “Look at this resume” -- still have employees stumped, experts say. A recent survey by Wombat Technologies found that employees were more cautious when receiving “consumer” emails regarding topics like gift card notifications, or social networking accounts than they were with seemingly work-related emails. A subject line that read, “urgent email password change request,” had a 28 percent average click rate, according to the report.

 

‘You missed a voicemail!’

Scammers have been trying to install malicious software through emails designed to look like internal voicemail service messages since 2014. Businesses often have systems set up to forward audio files and messages to employees, which is convenient but hard for users to discern as a phishing hoax.

 

Free stuff

Most people can’t resist free stuff – from pizza to event tickets to software downloads – and they’ll click on just about any link to get it, phishing experts say. Adding to the danger, many of these download sites are bundling software, and you also have to download something else that you don’t even want. You should first check to see if your organization has already licensed the software, or if it’s truly free software, then go directly to the software vendor’s website to download.

 

Social media surfing at work

People who surf Facebook, Twitter and a host of other social media sites can potentially open the door for cyber thieves because the scams require less work for them, and it’s also a relatively new area of awareness training for employees. Think about that ROI from the bad actors’ perspective, instead of having to send 1,000 emails to get one hit, they already know a great deal of information about you.

 

As a reminder, OIT will post email scams to the Recent Email Scams tab within the OIT System Status Center.  You can check this site to see if a suspicious email has already been reported.  If you have concerns about a specific email, you may report the email to OIT via abuse@utk.edu or contact the OIT HelpDesk.

 

Remember, no one in OIT, the OIT HelpDesk, or any legitimate online entity will ever ask you for your password via email.  

 

Referenced Articles:
http://www.verizonenterprise.com/verizon-insights-lab/dbir/2016/
http://www.networkworld.com/article/3122472/security/five-social-engineering-scams-employees-still-fall-for.html#tk.rss_all

 

 

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June 30
[ITWEEKLY] IT Weekly, June 30, 2017

 

June 30, 2017

 

New Cost Model for Virtual Machines (VM)

Beginning July 1, the cost model for virtual servers will decrease by 55% and will be applied to all systems currently hosted by OIT.  In April 2017, we completed a year-long project to replace our six-year-old VM infrastructure.  With the new contracts, we received very favorable pricing, and we are able to pass those savings on to you.

 

If your department is considering virtualization, contact the OIT HelpDesk for a consultation.  Submit your request for a VM online at help.utk.edu/footprints/vm/

 

BENEFITS OF SERVER VIRTUALIZATION

  • Administrative access to the virtual server
  • Increased reliability
  • High availability options
  • Flexibility to grow resources – memory, disk space or CPUs – often on-the-fly without any downtime
  • Snapshots

 

BENEFITS OF MOVING A PHYSICAL SERVER TO A VM

  • Provides the benefits of virtualization as mentioned above, without the overhead of maintaining a physical server or a data center – including conditioned power, air, etc. – to store the server
  • High availability options without purchasing additional servers

 

OIT HelpDesk Closed for July 4th

The OIT HelpDesk phone support will be closed on Tuesday, July 4 for Independence Day. The Walk-In HelpDesk located in Hodges Library will close at 5:00 PM on Monday, July 3 and reopen at 9:00 AM on July 5.  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 help.utk.edu/status.

 

OIT Welcomes 2017-2018 Faculty Fellow: Robert Spirko

Robert Spirko, senior lecturer in English and an OIT 2016-17 Faculty Fellow, will be returning for a repeat engagement. He brings a strong passion for accessibility and pedagogy along with varied experience in using technology for classroom engagement and collaboration. Spirko operates with great zeal to encourage faculty to not only make accessibility changes to their course content but to measure the effectiveness of those changes as a means of professional development.  

Spirko feels that accessibility should go beyond mere compliance, “While accessibility certainly includes aspects like document format, through models like Universal Design for Learning, accessibility can expand our thinking about teaching practices.” Moreover, Spirko thinks accessibility is crucial to the university’s mission, “It’s another way to support and promote diversity here. We need to model accessibility for our students, and we need to teach them how to create accessible materials themselves in their communications. In a couple of years, every student graduating from UT ought to have at least some familiarity with the basics of accessibility, both as a recipient and as a producer of information.”

Spirko has been instrumental in working with faculty in various capacities and plans to build upon his efforts at OIT to provide valuable print, online, and video accessibility resources.

 

Collaboration Tools:  Office 365 OneDrive and Google Drive

All faculty, staff, and students have access to Office 365 OneDrive for Business and Groups through your Office 365 account, and Google Drive through your G Suite for Education account.  Each gives you one place where you can store, share, and access up-to-date versions of your files and folders online.  Additionally, you can sync either one to your computer or mobile device or access it via the web.

 

If you have any questions about these tools or need help getting started, contact the OIT HelpDesk at 865-974-9900 or sign up for the Cloud Storage Options workshop on July 25.

 

Features of OneDrive for Business and Groups:

o   1 TB quota that can be elevated to 5 TB for individuals or 25 TB for groups

o   Ability to create and reply to comments on files to get feedback or add ideas

o   Option for departments to create an Office 365 group with attached OneDrive storage

o   Maximum 10 GB file size

o   Group collaboration

o   Certified for HIPAA/PHI, FERPA, and PII data

 

To learn more about getting started with OneDrive, visit the Microsoft support website or watch

these videos.

 

Features of Google Drive:

o   Unlimited Storage

o   Option to share individual files or whole folders

o   Ability to create and reply to comments on files to get feedback or add ideas

o   Certified for FERPA and PII data

 

To learn more about getting started with Google Drive, visit Google Drive Help or watch this video.

 

Mathematica by Wolfram Research, Inc.

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

 

What can I use if for? Students, faculty, and staff can use Mathematica for university-related academic or administrative purposes. Use that benefits outside organizations requires the purchase of a commercial license.

 

Where can I run it? Mathematica is available at no additional charge to faculty, staff and students at UTK and UTSI for installation on university-owned and personally-owned Windows, Mac and Linux computers. Each UT campus maintains its own download and installation instructions. The download and installation instructions for UTK are on OIT’s software download site. For UTK, Mathematica is also available on OIT’s Apps@UT server, and in the OIT public computer labs. There is no simultaneous user limit for Mathematica. People with extreme computational requirements can also run Mathematica batch jobs on JICS’ Advanced Computing Facility.

 

How can I learn it? The Mathematica Learning Center provides an extensive collection of Mathematica tutorials, examples, and other resources to learn about Mathematica. Use the Wolfram Mathematica Documentation Center to learn Mathematica using the definitive guide that covers all functions and provides extensive tutorials and examples. It also provides How-To’s which describe how to carry out tasks with step-by-step instructions. The Lynda.com online training library also offers Mathematica training videos for the UT community.

 

Where can I get support? OIT offers Minimal Support for Mathematica. For assistance, contact the OIT HelpDesk at 865-974-9900. The Wolfram support page has links to Documentation and How-To’s, Support Articles, and the Wolfram Community. UT is a Premier Service subscriber which means you have telephone and email access to Wolfram experts who can help with Mathematica programming. For Advanced Technical Support, call (217) 398-6500 or submit a message form.

 

Workshops for July 3 - 7, 2017

Instructor-Focused:

o   Getting to Know Canvas, July 3, 1:00 pm – 3:00 pm

o   Getting to Know Canvas, July 5, 10:00 am – 12:00 pm

 

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

 

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

 

A Clean Desk

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

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

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

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

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

 

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June 23
[ITWEEKLY] IT Weekly, June 23, 2017

 

June 23, 2017

 

Patch Wednesdays: Standardizing the update schedule for OIT’s Windows Servers

OIT is standardizing our security update schedule for all OIT-managed Windows servers.  These servers will be updated weekly during the normal maintenance window, 10:00 pm Wednesday thru 6:00 am Thursday ET.  During this time, some of our centrally managed applications may experience a brief interruption in service.  These applications include, but are not limited to:

·            MyUTK

·            Meal Plan Management

·            Volcard Deposits

·            Software Downloads

·            Other custom applications hosted by OIT

 

Why is OIT making this change? Microsoft, Apple, and other operating system developers regularly release updates to patch vulnerabilities discovered in their operating system.  Once a vulnerability is found, it is only a matter of time – and sometimes not much time at all – before attackers use that information to devise exploits.  Most recently, many Windows systems were vulnerable to the WannaCrypt virus, including some OIT servers. 

 

Recommendations: OIT recommends that you also update your computer and mobile devices as soon as updates are released.  By enabling the auto-update feature, critical updates and patches will be managed for you.  In addition to your antivirus software, these updates provide protection from malicious attacks.

 

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

 

Move Over Google Maps, Make Way for ArcGIS Online

Google maps paved the way for moving mapping functionality into the cloud. ArcGIS Online, a free, cloud-based content management system for working with geographic information, is now available to create interesting and interactive web maps. 

With ArcGIS Online, users have access to geocoded data that can be combined with personal data sets. Web maps can be converted into story maps or hosted on individual websites. Web maps can gather real-time data, crowd-sourced data or be used for group presentations and public information outside of UTK. Additionally, it is smartphone-enabled.

UTK students, faculty, and staff can create a UTK ArcGIS Online account by logging into the
UTK maps area at ArcGIS.com with their NetID and password. No desktop GIS software is required for its use. With this UTK ArcGIS online account, users also have access to ESRI for Office as well as many other ESRI apps. If you have questions or need help with ArcGIS Online, contact the OIT HelpDesk online or call (865) 974-9900.

 

Update: Classification Survey

The Classification Survey initiative continues as we ask faculty, staff, and student employees using university computing equipment to complete a brief survey identifying the type of data stored, viewed, or processed on their university-owned equipment. 

 

Instructions on how to classify your devices are available in the OIT Knowledge Base.

 

Classify your devices online at classify.utk.edu.

 

Since January 23, 25,500 university-owned devices have been classified; approximately 16,400 university-owned devices remain on the classification list.  If you have any questions or need assistance, please contact the OIT HelpDesk online or at 865-974-9900.

 

 

Maple by Maplesoft

What is it? Maple is a technical computing environment for problem-solving designed for students in mathematics, statistics, engineering, and science. Maple features palettes, interactive assistants, context-sensitive menus, and tutors. Maple has Clickable Math tools for solving complex mathematical problems in small steps, adding to the student learning process. The Smart Popups and Drag-to-Solve tools help students learn mathematics through guided experimentation. Maple also includes a large number of Math Apps that provide both students and teachers interactive illustrations and insight into concepts from math, statistics, physics, and finance.

 

What can I use if for? Students, faculty, and staff can use Maple for university-related academic or administrative purposes. Use that benefits outside organizations requires the purchase of a commercial license.

 

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

 

How can I learn it? Maplesoft, Inc. provides learning materials on their training page.

 

Where can I get support? OIT offers Minimal Support by contacting the OIT HelpDesk at 865-974-9900. If you need assistance from Maplesoft, visit their support web page. You can browse the FAQs, request assistance via the Technical Support Request Form or contact the Technical Support Team by sending an email to support@maplesoft.com or call 800-267-6583 Ext 413 Monday – Friday, 9 AM to 5 PM ET. You can view or download manuals from their documentation center.

 

Workshops for June 26- June 30, 2017

Instructor-Focused:

o   Creating Accessible Documents on a Windows PC, June 26, 1:00 pm – 3:00 pm

o   Getting to Know Canvas, June 27, 2:00 pm – 4:00 pm

o   Camtasia – Level 2, June 28, 9:30 am – 11:00 am

o   Getting to Know Canvas (ZOOM), June 30, 9:00 am – 11:00 am

 

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

 

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

 

Computer Security: Security Awareness Training is Mandatory

In October 2014, UT Policy "IT0123 - Security Awareness, Training, and Education” went into effect. The policy requires that each campus develop plans and procedures to ensure that staff have the opportunity to receive role-based security training. The UTK campus was introduced to the online Security Awareness Training in 2014. The policy also requires that ALL faculty and staff complete the training annually. The university purchased a program that is hosted by SANS, one of the most trusted and by far the largest source for information security training and security certification in the world.

 

The training consists of a number of videos that cover specific security topics. The videos range anywhere from 1 to 5 minutes in length and are intended to raise awareness and influence user behavior that will reduce security risks. The training allows the users to complete the training at their own pace, monitor their progress, and revisit completed training.

 

The program is hosted and maintained by SANS. Therefore, the emails that the system generates are sent automatically to UTK staff on behalf of Bob Hillhouse with a return address of “noreply@securingthehuman.org”. This has led to a number of calls to the OIT HelpDesk from staff who have been taught to question and inspect unsolicited emails where the reply-to address doesn’t “look quite right”. The emails also contain a link to a local, UTK website where users can log into the training program - https://security.utk.edu/awareness.

 

Next week, reminders will go out to all faculty and staff who have not completed the training. Departments are responsible for communicating the need for completing the training to their staff. Newly hired staff are added twice monthly and assigned training. They will receive emails from the system when the training is assigned. The 2017 training will be available until December 31, 2017. Personnel records will be updated in IRIS to reflect completion of this mandatory training.

 

UT Policy does not specify that the security awareness training be from SANS. Staff receiving security awareness training through other means must contact OIT to ensure that the training meets compliance with university policy requirements.

 

Users having questions on the validity of the training emails or having difficulty in completing the training should call the OIT HelpDesk at (865) 974-9900.

 

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June 16
[ITWEEKLY] IT Weekly, June 16, 2017

 

June 16, 2017

 

Need Help with Canvas?

Do you want to learn more about Canvas, but can’t get away from your desk to attend a training class?  We are offering online Canvas Camps via Zoom.  Zoom is OITs interactive video conferencing solution available to all faculty, staff, and students.  Zoom can be used to deliver synchronous classroom sessions and online meetings.  Zoom sessions can be recorded for later viewing.  Learn more about Zoom.

 

The Canvas Camp sessions are not structured training classes.  During these sessions, our team is available to discuss and answer any questions you may have about Canvas.

 

Join us Mon/Wed/Fri from 9 am-noon and Tue/Thu from 1 pm-4 pm, http://tiny.utk.edu/canvas-zoom

 

Pro Tips:

 

If you need assistance connecting to the Zoom session or would like more information about Canvas, contact the OIT HelpDesk at 865-974-9900.

 

New Workshop: Digital Tools for Assessing Experiential Learning

Experiential learning embodies the idea of learning by doing. Successful experiential learning opportunities stimulate academic inquiry through detailed planning, assessment, and supervision. A positive experiential learning experience will enhance intellectual skills within students as well as stimulate civic engagement, leadership, career development, and cultural awareness. OIT is offering a technology-based workshop to help experiential learning leaders manage, assess, and supervise students who are engaged experiential learning activities. 

Digital Tools for Experiential Learning and Assessment will be delivered as a two-part workshop series.  Participants will learn the capabilities of software that can support experiential learning. Software covered in the workshop, and supported by OIT, will include Qualtrics, Nvivo11, and ArcGIS Online. 

Surveys constructed in Qualtrics can be used to measure students’ experience. Nvivo11 software will help instructors explore and analyze student growth seen in journals, audio/video recordings, and social media. Additionally, students can use ESRI mapping software to record geographic details of their experience and report to peers through the use of Story Maps. 

Anyone engaged in experiential learning is
welcome to register!  

 

Additional Adobe Creative Cloud Offerings

Adobe Creative Cloud users have been asking how they can get access to the ten free stock images advertised by Adobe.  Creative Cloud users receive the following error when they try to access these images:

 

 

Although this error indicates that your administrator can add Adobe Stock to your account, these images are not included in the current university contract and cannot be added to your account.   Adobe often advertises additional services that are not part of our contract; most often these will require a monthly subscription along with an additional charge.    Please note that all of the applications that are included as part of our contract will be visible in your Creative Cloud Desktop App with an Install option.   Please contact the OIT Helpdesk at 865-974-9900 with any additional questions.

 

LISREL by Scientific Software International

What is it? LISREL analyzes Structural Equations Models (SEM). Variations of these models include confirmatory factor analysis, analysis of covariance structures, path analysis, or causal modeling.LISREL is viewed by many as the most powerful and most difficult to learn of the SEM packages we have available.

 

What can I use if for? Students, faculty, and staff can use LISREL for university-related academic or administrative purposes. Use that benefits outside organizations requires the purchase of a commercial license.

 

Where can I run it? For UTK, LISREL is available on Apps@UT and in the OIT public computer labs. There is a two-simultaneous-user limit for LISREL

 

How can I learn it? The user and reference guides are available in the software’s Help Menu.

 

Where can I get support? OIT offers Minimal Support for this software. The Structural Equation Modeling Discussion Network is a useful source of assistance.

 

 

Workshops for June 19- June 23, 2017

Instructor-Focused:

o   Getting to Know Canvas (Zoom), June 20, 9:30 am – 11:30 am

o   Camtasia – Level 1, June 21, 9:30 am – 11:00 am

o   Getting to Know Canvas, June 21, 1:00 pm – 3:00 pm

o   Digital Tools for Experiential Learning and Assessment – Part 1, June 23, 9:30 am – 11:30 am

o   Digital Tools for Experiential Learning and Assessment – Part 2, June 23, 1:00 pm – 3:00 pm

 

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

 

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

 

Computer Security: Using Cloud Storage

With the increase use of cloud storage (GoogleDrive, Microsoft OneDrive, Dropbox, Evernote, etc), individuals should take extra precautions to ensure that personal data and university data is protected.

Cloud storage can reduce the risk involved with physically carrying data around on removable media. Users often have on-demand access to their information anywhere, and cloud service can provide users easier collaboration with others due to ease of accessing and transferring information.

However, being aware of the disadvantages of cloud computing will allow you to best utilize its services. Cloud services often run on an external or third party provider’s system, unlike systems directly under the user’s personal or institutional control. It is important to know who is actually storing the information and how it is being stored.

Cloud vendors often have transparent or inadequate service level agreements, which do not clarify their level of security and privacy regarding your data. Being aware of the security controls will help you protect the data.

It is imperative that no legally restricted or confidential data be placed in cloud environments that are not sanctioned by the University. Currently, the only cloud storage environments that are approved by the University are Google Drive (using your university account) or Microsoft's OneDrive for Business.

While cloud computing can be a beneficial utility, it is important that users are aware of the types of information being stored, where the information is stored, and what security measures are in place to protect your data.

 

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