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The IT Weekly Archive for the Office of Information Technology at the University of Tennessee, Knoxville.
June 24
[ITWEEKLY] IT Weekly, June 24, 2016

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June 24, 2016

Introduction to Canvas

As you know, UTK is transitioning from the Blackboard Learn LMS to Canvas over the course of the  next year. Blackboard and Canvas will run in parallel through May 31, 2017, when Blackboard will be retired. Canvas will be available to faculty for the Fall 2016 Semester. We are working hard to stand up the production environment, plan migration of courses, and a myriad of other tasks. 

 

If you are interested in using Canvas for Fall 2016 classes, please complete a Helpdesk Support Ticket as soon as possible. Additionally, you may wish to attend an Introduction to Canvas Workshop or drop in for an open consultation. We are also happy to schedule special  group workshops by request. Keep an eye to your email and the Online.utk.edu website for updates and online training opportunities.

 

You may register for any of the following opportunities at our Training/Workshop Registration page:

 

Getting to Know Canvas Workshops:

9:00am – 11:00am, Greve 520: July 1, 5, 7, 25, 27, 29

1:00pm – 3:00pm, Greve 520: July 11, 13, 15, 19, 21 and August 8, 10, 12

 

Open Consultations for Transition to Canvas:

9:00am – 11:00am, Greve 520: August 2 and 4

 

Mobile Printing Now Available

OIT is happy to announce that student printing on the UTK campus is now more convenient and easier than ever to use. Thanks to an upgrade of the VolPrint system and the addition of a mobile printing module, students may now print from not only their own personal laptops, but also from their tablets, iPads and smartphones. Students have been asking for this convenience and we are happy to announce it is now available and ready for their use.

 

Utilizing money loaded on their UTK VolCard accounts, students can print from virtually anywhere to any VolPrint printer. VolPrint printers are located in many convenient locations across campus including the OIT labs as well as other departmental areas. Full instructions for using mobile printing, as well as other VolPrint information, can be found at Printing on campus. Please contact the OIT HelpDesk at (865) 974-9900 for any additional questions.

 

Software Update: 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.

 

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

 

How can I learn it? Origin's online documentation at 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. Free technical support from Originlab is included with UTK's Maintenance Package. OriginLab provides four ways for you to contact their technical support representatives: (1) call 1-800-969-7720 and select Option 6, Monday through Friday from 8:30AM to 6PM EST; (2) use the Online Chat option available through the company website; (3) send email to their tech support email address tech@originlab.com or (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 June 27 – July 1, 2016

Instructor-Focused:

·   Getting to Know Canvas, June 27, 9:00am - 11:00am

·   Improving Your Web Pages' Visibility in Search Engine Results, June 27, 12:00pm - 1:30pm

·   Using Skype for Business for Online Office Hours, June 28, 9:00am - 11:00am

·   Camtasia for Windows 1, June 28, 1:00pm - 3:00pm

·   Open Consultations for Transition to Canvas, June 29, 9:00am - 11:00am

·   iPad 2 (Mobile Learning for the Classroom), June 29, 10:00am - 12:00pm

·   Getting to Know Canvas, July 1, 9:00am - 11:00am

 

 

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

 

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

 

October: National Cyber Security Awareness Month (NCSAM)

Recognizing its 13th year, NCSAM is a collaborative effort between the U.S. Department of Homeland Security (DHS) and its public and private partners, including the National Cyber Security Alliance, to raise awareness about the importance of cybersecurity and individual cyber hygiene.

 

NCSAM 2016 Themes:

 

Each week in October is dedicated to a specific cybersecurity theme with corresponding messaging. The themes listed below offer the opportunity for government and industry to get involved in cybersecurity activities most relevant to them. To engage Americans across the Nation, key events will be coordinated in geographically diverse locations. We encourage you to align your NCSAM plans to the following weekly themes:

 

Week 1:   October 3-7, 2016 – Topic: Every Day Steps Towards Online Safety with Stop.Think.Connect.™.

Week 2:  October 10-14, 2016 – Topic: Cyber from the Break Room to the Board Room

Week 3:  October 17-21, 2016 – Topic: Recognizing and Combatting Cybercrime

Week 4:  October 24-28, 2016 –Topic: Our Continuously Connected Lives:
What’s Your ‘App’-titude?

Week 5:  October 31, 2016 – Topic: Building Resilience in Critical Infrastructure

 

The hashtag for NCSAM will be #CyberAware – we encourage you to use this both before and during the month of October to promote your organization’s involvement in raising cybersecurity awareness.

 

For more information, please contact the Stop.Think.Connect.™ Campaign.

 

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June 17
[ITWEEKLY] IT Weekly

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June 17, 2016

Reminder: Changes to UTK Wireless

This summer, OIT will be reducing the number of UTK wireless networks from four to two in order to increase the throughput of the wireless network. On July 25th, the broadcasted networks for connecting to wireless will be ut-open and eduroam.

1.    UT-open: The unsecured network available to faculty, staff, students, and visitors. A new portal will be put in place to manage network registration and visitor access.

2.   Eduroam: The secure network available to faculty, staff, and students. Eduroam will replace the ut-wpa2 network and offers all of the existing functionality. In addition to wireless access at UT, faculty, staff, and students will be able to obtain Internet connectivity when visiting other participating eduroam institutions. More information about eduroam, including a list of participation institutions, is available at the eduroam website.

 

What do you need to do now?

·   If you are connected to ut-open, you will not need to take any action.

·   If you are connected to ut-wpa2, we recommend that you connect to eduroam. The eduroam network is already available and allows secure access to services like T-Storage and the Microsoft Licensing Server. Instructions for getting connected with eduroam are available in the OIT Knowledge Base.

 

If you have any questions about this change or would like assistance connecting to eduroam, please contact the OIT HelpDesk online or call (865) 974-9900.

 

Self-Classification

Beginning in July 2016, faculty and staff who register UT-owned devices on the UT Network will be required to classify the system 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.

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.   In order to protect our data (your data), we must first identify where it “lives” and take measures to protect it.

 

How?

1.    Require 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 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.

3.   Under the new process, users will receive an email reminder prior to 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 loss of network access for the device, requiring the user to register the device again.

5.   Beginning in January 2017, OIT will programmatically phase-in the legacy systems that were registered prior to July 15, 2016.

 

Questions regarding data-classification should be directed to 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 OIT's software download page. For UTK, NVivo is also available on OIT’s Apps@UT server.

 

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

 

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

 

Workshops for June 20-24, 2016

Instructor-Focused:

·   Implementing the UTK Search Engine in Your Website, June 20, 12:00pm - 1:30pm

·   Creating Accessible Word, PowerPoint, and PDF Files on a Mac, June 20, 1:30pm - 4:00pm

·   Getting to Know Canvas, June 21, 1:00pm - 3:00pm

·   Creating Accessible Word, PowerPoint, and PDF Files on a Mac, June 23, 9:00am - 11:30am

·   Getting to Know Canvas, June 23, 1:00pm - 3:00pm

Researcher-Focused:

·   SPSS 2 (SPSS Data Analysis), June 22, 2:00pm - 4:00pm

SharePoint:

·   SharePoint Lists (Manage Projects and Organize Processes), June 20, 1:30pm - 3:30pm

 

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

 

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

 

Computer Security: Ransomware

Regardless of the name, Cryptolocker, Cryptowall, or CryptoDefense, the principle is the same. These are malicious software (MALWARE) that encrypt files on your system’s hard drive using an unbreakable key which may be decrypted by the attacker once a ransom is paid, typically by online currency, such as Bitcoin.

 

Most ransomware is delivered via email, typically as shipping notices from delivery companies. These types of emails are getting better, looking more and more legitimate with near-perfect language. Ransomware is also delivered via drive-by-download attacks on compromised websites. Just by visiting an infected website, you can pickup ransomware.

 

The most common defense against ransomware is a backup of your device. In order to be most effective, a backup should be “serialized,” with older versions of files available in case newer versions have been corrupted or encrypted. There are automated backups that come native on Windows or on Apple computers but they require that you configure them, allowing more frequent backups. OIT also provides backup and recovery services for filesystems and databases. To find out more about purchasing these services, call the OIT HelpDesk at (865)974-9900.

 

It’s always a good idea to keep the systems on your devices patched and up-to-date with the most current versions as attackers prey on vulnerable systems.

 

Ransomware is real. CryptoWall alone generated over $325 Million for its developer in 2015. The average ransom, paid in Bitcoin, is typically between $200 and $10,000. It’s also a moving target with variations being deployed constantly. Save your data, back it up AND by all means, TEST your ability to recover your data. It is your best defense.

 

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June 10
[ITWEEKLY] IT Weekly, June 10, 2016

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June 10, 2016

Upcoming Changes to www.utk.edu

The Office of Communications and Marketing will be launching the new www.utk.edu website in the coming weeks. (You may have already seen email sent to the CAMPCOMM mailing list regarding this initiative.)

 

If you are using the 2007 or 2012 templates and have not already taken action to prepare for this change, your website may not load images, javascript, or stylesheets. If you are currently referencing an asset on www.utk.edu in your website’s HTML or CSS, you should update all of those references to point to “images.utk.edu”.

 

For example: Change your reference from “http://www.utk.edu/stylesheets/templates/stylesheets/oldbrowsers.css” to “http://images.utk.edu/stylesheets/templates/stylesheets/oldbrowsers.css”

 

If you are using the current 2015-16 website template, or if you host a WordPress site through the Office of Communications & Marketing, you will not be affected by this change.

 

If you have any questions regarding this change, please contact the Office of Communciations and Marketing at 865-974-0765 or webteam@utk.edu.

 

Adobe Contract Update

Our contract with Adobe was signed on May 20, 2016 and OIT is actively working on the new packages and distribution methods for Creative Cloud, Captivate, and Presenter. The grace period with the old version continues while we prepare the new versions for deployment. Detailed below are the options for software under the new contract. We expect access to the software to be available on July 11, 2016. However, orders for the UT Knoxville campus can be made through VolTech now.

 

In our new contract, Adobe has changed how the software is licensed. We no longer have a site license for Acrobat DC and Creative Cloud for all institutional machines. We are unable to split out Acrobat DC into a separate purchase. If you need Acrobat DC, you will need to purchase the Creative Cloud suite. Individuals who purchase Creative Cloud will be assigned named licenses and can install the software on two computers; one must be an institutional machine. Once available, individual copies will be distributed through Adobe’s online portal. Users will be able to pick and choose which applications can be installed on their computer. A named license for Creative Cloud may be purchased through VolTech for $50/year.*

 

We will also be offering a packaged version Captivate and Presenter for faculty & staff. Automatic software updates do not work Captivate and Presenter, however, OIT will repackage these versions a minimum of twice a year to update the software. Captivate and Presenter are $349/computer/year and $149/computer/year, respectively.*

 

*All prices are valid for UT Knoxville departmental purchases between now and June 30, 2017. Purchases made using this cost structure before July 1, 2016 will be grandfathered in for the first year of the Adobe agreement. If you are with the UT System, Institute of Agriculture or the Institute for Public Service, please check with your respective Chief Information Officer for additional information.

 

*All prices are valid for UT Knoxville departmental purchases between now and June 30, 2017. Purchases made using this cost structure before July 1, 2016 will be grandfathered in for the first year of the Adobe agreement. If you are with the UT System, Institute of Agriculture or the Institute for Public Service, please check with your respective Chief Information Officer for additional information.

 

If you have any questions, please contact the OIT HelpDesk online or call (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 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."

 

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

 

How can I learn it? There are short courses at the Muthén & Muthén web site, 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.

 

Workshops for June 13-17, 2016

Instructor-Focused:

·   Open Consultations for Transition to Canvas, June 17 (Fri), 1:00pm - 3:00pm

Researcher-Focused:

·   Qualtrics Web Survey Design 1, June 14 (Tue), 10:00am - 12:00pm

·   Introduction to NVivo, June 15 (Wed), 1:30pm - 3:30pm

·   Introduction to NVivo, June 16 (Thu), 1:30pm - 3:30pm

·   Using Data Analysis Features of NVivo, June 17 (Fri), 10:00am - 12:00pm

·         

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

 

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

 

Computer Security: Compromised Workstations

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

 

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

 

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

 

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

 

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

 

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

 

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June 03
[ITWEEKLY] IT Weekly, June 3, 2016

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June 6, 2016

Changing Campus Landscape affects Cellular Coverage

As new buildings are erected on campus, some have noticed that the signal bars on their wireless devices have decreased. While the campus is surrounded by cellular towers, as new buildings go up, the signals from the towers can be blocked in certain areas. For example, the carriers have a large tower presence in the CSX rail yard on the west end of campus. As the new Stokely residence hall was raised, users on the east side of the building noticed a significant drop in service. This is due to the energy efficient way the new buildings on campus are constructed and the sheer size of the structures themselves. The more energy efficient the buildings are, the less wireless signals can penetrate the building. When construction has concluded, OIT will be working with the carriers to conduct a study of on-campus signal strength to determine future steps. In the meantime, if your carrier offers a WiFi-calling feature, you may want to activate it and join the UTK wireless network to better enhance your cellular capability. Contact your carrier for a complete list of supported devices, but below are a few from the three major carriers in this area.

 

Verizon offers the service but only if their signal is unavailable. The devices on their network that support the feature are:

·   Apple iPhone 6, 6 Plus, 6s, 6s Plus, SE

·   HTC10, LG- G4 & G5,

·   Samsung Note 5,

·   S6 Edge, S& & S7 Edge

 

AT&T offers the service and will handoff conversations between WiFi and cellular. The devices on their network that support the feature are:

·   Apple iPhone 6, 6Plus, 6S, 6S Plus, SE

 

Sprint offers the service but will not hand off between cellular and WiFi. At this time we do not have a complete list of Devices but All Apple iPhone 6 and above are supported and we believe most Android devices are supported.

 

Below is a map showing the cellular towers that the majority of the carriers use primarily to serve campus.

 

If you need help getting your cell phone connected to UT’s wireless network, contact the OIT HelpDesk at (865) 974-9900.  If you have questions regarding your phone’s or carrier’s capabilities, please contact your carrier

 

 

 

 

Open Source KNIME Now Available on Apps@UT Server

KNIME (pronounced “nime”) is a free and open source data science tool that is easy to learn and use. Each step in an analysis is represented by icons that you drag onto a diagramming surface. The order of the steps is determined by arrows that show the flow of data or models from icon to icon. You can reuse analyses on new data sets simply by pointing the data import icons to the new data and telling KNIME to execute the entire workflow again. KNIME is also available for Windows, Mac, and Linux from KNIME.org.

 

Software Update: MATLAB and Simulink

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

 

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

 

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

 

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

 

Workshops for June 6-10, 2016

Instructor-Focused:

·   Camtasia for Mac, June 7 (Tue), 2:00pm - 4:00pm

Researcher-Focused:

·   SAS Programming Basics 1, June 7 (Tue), 12:00pm - 2:00pm

·   Image Processing Using ImageJ, June 8 (Wed), 10:00am - 12:00pm

·   SAS Data Analysis, June 8 (Wed), 1:30pm - 3:30pm

·   R 1 (R Programming) , June 9 (Thu), 9:10am - 11:30am

·   JMP Basics, June 9 (Thu), 12:00pm - 2:00pm

·   SPSS 1 (Basics), June 10 (Fri), 1:00pm - 3:00pm

SharePoint:

·   SharePoint Overview, June 6 (Mon), 1:30pm - 3:30pm

 

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

 

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

 

Computer Security: How to spot a phishing email

It could be a phishing email if…

·   There are misspelled words in the e-mail 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 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 exact. For example:

-         Phishing website: www.regionsbanking.com

-         Real website: www.regions.com

 

Remember, no one in OIT, the OIT HelpDesk, or any legitimate online entity will ever ask you for your password. We know who you are and have other ways of accessing your accounts if we need to.

 

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May 27
[ITWEEKLY] IT Weekly, May 27, 2016

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May 27, 2016

SPSS Data Collection (mrInterview) To Be Retired

SPSS Data Collection (formerly called mrInterview) will be retired at the end of June 2016. Any data you wish to keep will need to be downloaded from the server before the end of the June.  Qualtrics Insight Platform is the currently supported web survey software and replaces SPSS Data Collection.

 

Qualtrics Insight Platform is a powerful online survey research tool. A basic account is free to all faculty, staff and students for university-related work (e.g., instructional or academic research projects, administrative purposes). To create a new account or log into an existing account, go to Research Support's "Web Surveys" page. (oit.utk.edu/research/websurveys)

Need help migrating your old surveys to Qualtrics or creating new surveys? To request an appointment for assistance, call the OIT HelpDesk at 974-9900 or complete the OIT HelpDesk Contact Form.

 

Changes to UTK Wireless coming in July

This summer, OIT will be reducing the number of UTK wireless networks from four to two in order to increase the throughput of the wireless network. Starting on July 25th, the broadcasted networks for connecting to wireless will be ut-open and eduroam.

 

UT-open: The unsecured network available to faculty, staff, students, and visitors. A new portal will be put in place to manage network registration and visitor access.

 

Eduroam: The secure network available to faculty, staff, and students. Eduroam will replace the ut-wpa2 network and offers all of the existing functionality. In addition to wireless access at UT, faculty, staff, and students will be able to obtain Internet connectivity when visiting other participating eduroam institutions.

 

What do you need to do now?

         If you are connected to ut-open, you will not need to take any action.

         If you are connected to ut-wpa2, we recommend that you start connecting to eduroam. The eduroam network is already available and allows secure access to services like T-Storage and the Microsoft Licensing Server. Instructions for getting connected with eduroam are available in the OIT Knowledge Base.

 

More information about eduroam, including a list of participation institutions, is available at the eduroam website.

 

If you have any questions about this change or would like assistance connecting to eduroam, please contact the OIT HelpDesk online or call (865) 974-9900.

 

Software Update: Mathematica by Wolfram Research, Inc.

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

 

Where can I run it? Mathematica is available at no additional charge to faculty, staff and students at UTK, 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, the Newton Linux Cluster and on the computers in the OIT public computer labs. There is no simultaneous user limit for Mathematica.

 

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

 

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

 

Workshops for May 30 – June 3, 2016

Instructor-Focused:

·   Teaching in a Technology Enhanced Classroom (TEC), June 1, 10:00am - 11:30am

·   Teaching in a Technology Enhanced Classroom (TEC), June 1, 3:00pm - 4:30pm

·   Using Skype for Business for Online Office Hours, June 2, 9:00am - 11:00am

Researcher-Focused:

·   JMP Basics, June 2 (Thu), 10:00am - 12:00pm

 

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

 

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

 

Data Loss Prevention: The Key is YOU!

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

 

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

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

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

 

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

 

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

 

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

 

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

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

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

 

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

 

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

 

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May 20
[ITWEEKLY] IT Weekly, May 20, 2016

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May 20, 2016

Adobe Contract Update

We have received several questions this week regarding the May 21st deadline for Adobe and wanted to address them.

 

We received word today the UT System Office has gotten the contract with Adobe signed. As noted below, you will have a grace period with the old version while we prepare the new versions for deployment. If you purchase now Creative Cloud now for $50/year, you will be good for one year from the contract date.  

 

If you purchased and installed software from our current contract (May 20, 2013-present), you are currently in compliance and will be until further notice. We will start next week working on the build out of the appropriate processes to deal with individual connections to Creative Cloud, lab or group management of Creative Cloud and individual installs for Presenter and Captivate. Once these are in place, you will be expected to uninstall the old version and re-install the updated version. To gain access to the software under the new contract, you must purchase a new license from VolTech.

 

When and where can I purchase the new software?

Purchases can be made at VolTECH and any purchase made using the price structure below will be grandfathered in for the first year of the next Adobe agreement, regardless of when it actually starts.

 

   Reminder: To get Acrobat DC, you will need to purchase the Creative Cloud suite.

   Creative Cloud* (includes Acrobat DC)- $50/annually; once purchased, you will be entitled to install the software on 2 devices, one of which MUST be a UT owned machine.  One license will need to be purchased for each machine in a lab environment.

   Captivate* - $349/annually; one license per device

   Presenter*-$149/annually; one license per device

 

* The costs above apply only to UT Knoxville departmental purchases. If you are with the UT System, Institute of Agriculture or the Institute for Public Service, please check with your respective Chief Information Officer for additional information.

 

Once purchased, where do I go to download Adobe software?

For immediate use, you can continue to download the software from OIT’s Software Download site.

 

Once the new software is available, we will send email with instructions to those users who have purchased the software under the new contract.  Additional details pertaining to each product are below.

 

Creative Cloud, including Acrobat Pro

Once we have access to the Adobe portal, we will make the software available to those users with named licenses first. 

 

For those who plan to manage a lab environment or manage their unit’s desktops through SCCM, distribution will come as soon as possible after the individual access is implemented.  These distributions must be packaged separately and will take some time to prepare the software.

 

Captivate and Presenter

Captivate and Presenter distributions will be made available after the Creative Cloud distributions.  These distributions must be package separately and will take some time to prepare the software.

 

Safety Tips for Outlook and Outlook on the Web

Exchange Online Protection (EOP) already protects users at UTK with industry-leading spam and malware prevention.  However, these attacks are so well-crafted that they may appear to be legitimate. Over the coming weeks, Microsoft will be providing additional information when users check their email in Outlook on the Web and in the Outlook desktop clients.

 

Moving forward, as an example, a red Safety Tip in an email message will mean that the received message contains something suspicious. It is recommended to delete these types of email messages without opening them. Continual updates will be made to add more features to Safety Tips to ensure that users have the best, most protected experience. Users will not need to do anything to prepare for this change and may be notified in both Outlook and Outlook on the Web that the feature is available to them.

 

For complete information on the new Safety Tips feature, visit the Office 365 blog. For questions about this feature or other aspects of handling suspicious messages, contact the OIT HelpDesk online or call (865) 974-9900.

 

Software Update: 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.

 

Where can I run it? Maple is available at no additional charge to faculty, staff and students at all UT campuses 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’sApps@UT server, the Newton Linux Cluster, and on the computers in 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 974-9900. If you need assistance from Maplesoft, visit their support web page. There you can browse the FAQs, request assistance via the Technical Support Request Form or contact the Technical Support Team by sending email to support@maplesoft.com or call (800) 267-6583 Ext 413 Monday – Friday, 9AM to 5PM EST. You can view or download manuals from their documentation center.

 

Workshops for May 23-27, 2016

Instructor-Focused:

·   Office 365 Overview (Faculty / Staff focused), May 23, 10:00am - 12:00pm

·   Google Forms (Faculty / Staff Focused), May 25, 9:00am - 10:00am

Researcher-Focused:

·   Image Processing Using ImageJ, May 26, 10:00am - 12:00pm

 

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

 

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

 

Computer Security Update: Don’t Click!

Did you know that the root of the word 'security' comes from the Latin 'securus'; SE + cura meaning "to care" so feeling no care; safe, certain. The thought also comes to mind that there might be diametrically opposed way to look at this, as in; "security is something that results when you do care."

 

Make sure you take the time to care about security today and every day. Think about the simple things that you've been taught to be more security aware, to make it so that you and others have one less thing to care, or worry, about because you did it right the first time.

 

Don't click suspicious links in emails, don't open attachments from unknown sources, don't give out your password to anyone, use a password protected screensaver and activate it anytime you walk away from your computer. Be more aware so that you can feel secure and be secure!

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May 13
[ITWEEKLY] IT Weekly, May 13, 2016

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May 13, 2016

New Home Page Experience for Office 365 Users

Microsoft is updating the default Office 365 portal experience for users to make it more intuitive and consistent across devices. The new home page simplifies access to your services and recent documents while making it easier to install applications with a single click.

 

The new Office 365 home page experience is available today for logged in users who navigate to office.com. Over the next few months, users who try to connect from the old experience will be redirected to the new one. Users who are not logged in will have a different experience than those who are. You will not need to do anything to prepare for this change.

 

For complete information on the New Home Page Experience, visit the Office 365 blog. For assistance with using the updated portal, contact the OIT HelpDesk online or call (865) 974-9900.

 

Adobe Contract Update

The UT System office is in process of finalizing the next enterprise agreement with Adobe. Although the contract is not finalized yet, we hope it will be within a few days. In anticipation of the new contract, users can now purchase Adobe Creative Cloud for $50/annually and this purchase will be grandfathered in for the first year of the next Adobe agreement, regardless of when it actually starts. Please note that the only version of the software currently available is the ‘old’ version from the OIT download site.

 

Once the contract is signed, it will take a few weeks to get the authentication and distribution mechanisms in place. Priority will be given to distributing Creative Cloud first, followed by Captivate and Presenter.

 

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

 

AutoCad and ArcGIS Now Available on Apps@UT

OIT is pleased to announce that we now offer access to the AutoCad and ArcGIS applications through our Apps@UT service, utilizing four new high-powered graphics servers. Early beta testers have commented favorably on the applications’ responsiveness and convenience. Users will now be able to access these applications from any machine without the normal video card limitations of the past.  To access AutoCad or ArcGIS, login to Apps@UT and navigate to the ‘Graphix’ folder.  Please note that Apps@UT access is limited to users with a Knoxville locality. If you have any questions concerning the applications or usage of Apps@UT, please contact the OIT Helpdesk at 974-9900.

 

Software Update: 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.

 

Where can I run it? For UTK, LISREL is available on Apps@UT and the computers 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 May 16-20, 2016

Instructor-Focused:

·   Introduction to LiveOnline@UT (Zoom), May 17, 9:00am - 10:00am

·   Using Skype for Business for Online Office Hours, May 17, 10:00am - 12:00pm

·   Transitioning from Bb Collaborate to LiveOnline@UT (Zoom), May 19, 1:00pm - 3:00pm

·   Creating Accessible Word, PPT, and PDF with Office 2013, May 20, 9:00am - 11:00am

Researcher-Focused:

·   What's New in Qualtrics: The Qualtrics Insight Platform, May 17, 1:00mm - 2:00pm

 

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

 

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

 

Computer Security Update: Secure File Transfer

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

 

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

 

Vault can be accessed at https://vault.utk.edu/. Please contact the OIT HelpDesk at (865) 974-9900 if you have any questions or need any assistance.

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May 06
[ITWEEKLY] IT Weekly, May 6, 2016

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May 6, 2016

Away from your email over the Summer?

Planning that long overdue beach vacation this summer? You can set an Out of Office reply that will be sent on your behalf. Instructions for configuring automatic replies can be found in the OIT Knowledge Base:

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

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

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

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

 

Over the coming weeks, Microsoft will be rolling out Enhanced Automatic Replies for Outlook on the Web as a new feature for Office 365 accounts. When you set an automatic reply (Out of Office) message, several new features will be available.

 

·   Block Off your Calendar: When setting up an automatic reply, you can choose to block off your calendar for time you will be away and Outlook will create an appointment for the duration of your vacation. Anyone with access to your calendar can then see the times you will be out of the office and schedule appointments around your vacation.

·   Automatically Decline Meeting Invitations: While you’re enjoying the sun and sand, let Outlook handle your calendar by automatically declining meeting invitations during the period you set as away. You can customize the reply someone will receive when attempting to schedule a meeting while you’re away.

·   Automatically Cancelled Calendar Appointments: Need to make room for a vacation on your calendar? The Enhanced Automatic Replies feature will give you the option to clear your calendar and automatically send out cancellation notices in the event appointments have already been scheduled during the time you will be out. When choosing to clear your appointments, you can select the appointments to keep and which to cancel.

 

For complete information on the Enhanced Automatic Replies for Outlook on the Web, visit Microsoft’s website. For assistance setting your Out of Office notification, contact the OIT HelpDesk at (865) 974-9900.

 

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 online or call (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. Go to Eduroam for more information, including a list of participation institutions.

 

If you are traveling to a university that offers an Eduroam wireless network, you will need to make sure you have connected to the Eduroam wireless network at your home institution 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 online or call (865) 974-9900 for assistance.

 

And, as a reminder, OIT will be reducing the number of UTK wireless networks from four to two in July. If you are a current ut-wpa2 user, you should switch to Eduroam today. Eduroam provides the same secure access to services like T-Storage and the Microsoft Licensing Server with additional roaming benefit.

 

Software Update: LabVIEW by National Instruments (NI)

What is it? LabVIEW is a graphical program commonly used by scientist and engineers for data acquisition, instrument control and industrial automation. UT’s NI Academic Site License for LabVIEW Teaching and Research (Large) includes the LabVIEW Professional Development System (LabVIEW PDS) and several add-on modules and toolkits. View the lists of all the application-specific modules and toolkits available, including current and previous versions, at the company's academic software download site.

 

Where can I run it? LabVIEW is available at no additional charge to UTK and UTSI faculty and staff for installation on university-owned Windows, Macs and Linux PCs. Students typically use LabVIEW in a lab environment; however, LabVIEW can be installed on student-owned PCs for use when doing research only. Student installation for course work is prohibited. The download and installation instructions are on OIT's software download site.

 

How can I learn it? The National Instruments LabVIEW support page has links to free educational resources, labs, exercises and tutorials that teach how to use LabVIEW and incorporate it into a multitude of engineering and science disciplines. You can also use the comprehensive documentation available within your LabVIEW session, such as LabVIEW Help, Find Examples, Find Device Drivers or Web Resources.

 

Other resources that are good for learning LabVIEW are: (1) LabVIEW Self-Paced Video Training for Students website geared toward students and offers videos, exercises and self-quizzes; (2) Free 6-hour LabVIEW Introduction Course teaches the basics and vocabulary so that you can post questions to the discussion forum;(3) Self-Paced Online Training for LabVIEW Core 1, 2, and 3 is included with the UT’s NI Subscription Service Program (SSP) contract (login required);(4) NI recommendation for best LabVIEW desk reference book is LabVIEW for Everyone; (5) NI recommendation for best book for learning to write clean, modular and effective LabVIEW code is the LabVIEW Style Guide.

 

Where can I get support? OIT offers Minimal Support for LabVIEW. For assistance, see the company's support web site.

 

Anything else I need to know? NI Field Engineers visit UTK periodically to provide LabVIEW training and to help researchers setup LabVIEW projects. You can connect with the NI Southeast Academic Field Engineer for Tennessee on their NI Academic Community web page.

 

Workshops for May 9-13, 2016

Instructor-Focused:

·   My Mediasite, May 10 (Tue), 1:00pm - 3:00pm

 

Researcher-Focused:

·   What's New in Qualtrics: The Qualtrics Insight Platform, May 11, 11:00am - 12:00pm

 

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

 

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

 

Computer Security Update: Mal-awareness

When you hear people refer to “computer viruses,” they often mean Trojans, worms, or spyware. Malware is short for “Malicious Software.” Malware can damage systems or data, steal private/personal information, etc. Most forms of malware are secretive and sometimes very hard to find let alone eradicate. Antivirus software is an important control against malware but it is not perfect. It HAS to be constantly updated to be effective and even then it may not detect all current malware.

 

You can help by making sure your antivirus software and system patches are up-to-date and that your scheduled virus scans are running properly. You should also keep good backups (utilize your T-Storage). If your computer is damaged by a malware infection, there may be no alternative but to wipe and reload the entire system. Watch out for warning messages from the antivirus software but if a warning tells you to do something, it is safest to call the OIT HelpDesk for advice at (865) 974-9900. Malware can be installed when people click fake warnings from shady websites – avoid them.

 

Here is more information on Antivirus and Malware prevention, or visit the OIT Knowledgebase and search for “antivirus” or search for “malware.”

 

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April 29
[ITWEEKLY] IT Weekly, April 29, 2016

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April 29, 2016

New Qualtrics Insight Platform Coming to All Users May 1

Qualtrics will be moving all users to their new interface, Qualtrics Insight Platform on May 1. The Qualtrics Insight Platform has an improved layout and design, as well as many new features to help you simplify and streamline your workflow. Additionally, the new user interface lays the foundation for an exciting new way of managing your projects through Qualtrics. Qualtrics is an extremely powerful, easy to use survey platform that is available to all faculty, staff and students at no additional cost via the Technology Fee.

 

Until May 23, users will be able to toggle between the new and old interface by selecting the Profile icon in the new platform (or the gray name button in the old platform) located in the upper right. Surveys (now called projects) and data will be unaffected by the interface change. Reports, on the other hand, have been greatly improved. Reports created in the Reporting tab in the old interface will be available in the new interface under the Printed Reports tab. Initial Reports, which are the default set of reports, now appear under the Reports tab. One thing to note, any changes made to reports in the new interface will be lost if you toggle back to the old interface. Data and surveys will remain unaffected.

 

You can check out the key changes and additions Qualtrics has made to each part of the platform. OIT will be offering “What’s New in Qualtrics” workshops over the summer that will help make transitioning to the new interface easier. You can find a list of available workshops on our site, just search for Qualtrics. You can also request a one-on-one overview of the new Qualtrics interface by contacting the OIT HelpDesk online or by phone at 865-974-9900.

 

OIT Has Disabled Office 365’s Clutter Feature

After listening to feedback from the university community regarding Microsoft’s Clutter e-mail feature, OIT ran a process that ran from April 19-23 that turned off Clutter for all Office 365 users.

 

As of April 23, e-mail is no longer sorted to the Clutter folder unless the feature is enabled. If you wish to enable the Clutter feature, you can do so by following the instructions in the OIT Knowledge Base. Any messages that have been sorted to the Clutter folder can be moved to the Inbox or deleted.

 

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

 

Software Update: JMP by SAS Institute

What is it? JMP is software for data management, analysis and visualization and it is commonly used in applications such as design of experiments, scientific research and quality control. It is particularly strong in visualizing data interactively, offering tools such as multiple linked graphs and 3D rotating scatterplots. The software consists of two products: JMP and JMP Pro. JMP Pro contains everything in JMP plus advanced techniques for predictive modeling, cross-validation, model comparison and one-click bootstrapping. A scripting language is also available in JMP and JMP Pro.

 

Where can I run it? JMP is made available at no additional charge to faculty, staff and students at UT Knoxville, UT Tullahoma and UT Memphis through their respective technology fees for installation on Windows and Mac computers. The download and installation instructions are at OIT's download site. For UTK, JMP is also available on OIT’s Apps@UT server and on the computers in the OIT public computer labs. There is no simultaneous user limit for JMP.

 

How can I learn it? The JMP User Community web page provides Web Resources where you can watch on-demand webcasts, a Learning Library that includes guides, tutorials and demos and a JMP Discussion Forum where you can ask questions and share information about the JMP software.

 

Where can I get support? OIT offers Full Support for JMP. The JMP User Community web page also provides JMP Support Resources, which include the JMP Knowledge Base, JMP FAQs on the JMP software features and how-to use JMP for various statistics, and a library of JMP documentation. SAS Institute offers free telephone support at (919) 677-8008, online support by submitting a SAS Technical Support Form located at http://www.jmp.com/support/ and email support.

 

Workshops for May 2-6, 2016

Instructor-Focused:

·   Transitioning from Bb Collaborate to LiveOnline@UT (Zoom), May 2, 9:00 - 11:00am

 

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

 

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

 

Computer Security Update: Data Loss Prevention (DLP)

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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April 22
[ITWEEKLY] IT Weekly, April 22, 2016

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April 22, 2016

DNS Issue Update

Last month, we experienced a significant interruption in service and we feel that it is important to keep the community abreast of our investigation. The interruption in service was caused by a device generating an abnormally large amount of DNS (Domain Name Server) activity on our network. We have removed the device and are in the process of examining it.

 

DNS servers provide a “phone book” of websites and destinations. On average, we respond to more than 3,000 look up requests per second and approximately 100,000 updates per day. During the disruption, updates to the server increased by 700% which prevented the DNS servers from responding to queries. Our current configuration has served us well for 15 years, including the last 4 years of unprecedented wireless device growth on campus. Regardless of why the abnormal activity occurred, we will be taking some steps to minimize the risk to connectivity of such an event going forward. We will be replacing the servers with new ones, which will quadruple the capacity for this critical service. In addition, we will be structuring the set up to ensure the look up function will have dedicated capacity to function. We understand the campus need for a robust and resilient network and will continue to strive to provide that.

 

For a more in-depth description of the problem, please contact the OIT HelpDesk.

 

So You’ve Made a Zoom Recording… Now What?

Perhaps the number one support topic we get the most questions about isn’t technical at all. It’s about recording. So let’s do a quick review of Zoom recording, and take a look at a few available options for distributing recorded Zoom sessions.

 

We get a lot of questions about what exactly your recording will capture. Your recording will generally capture what you see on your own screen.

 

Local recordings, which come standard with all Zoom accounts are saved to your personal computer. Your recordings will always provide you with MP4 video, M4A audio, and a text chat archive.

 

Start Recording: You start recording by pressing Record on the bottom of your Zoom meeting window. You will know that the session is being recorded because a red light will appear in the upper left corner of you Zoom window. Your recording will encode when you end the Zoom session.

 

Your Local Recording: Your recordings are all stored on your hard drive by default in your Documents folder in a file named Zoom. A two-hour class session can typically result in a 200MB file.

 

Editing Zoom Recordings: Zoom recordings certainly don’t need to be edited, but there might be time when you want to remove some dead space. Virtually any editing software can take care of a MP4. We’ve used Quicktime, Camtasia, and iMovie to do simple MP4 edits.

 

Sharing Zoom Recordings: Zoom recordings can easily be uploaded to sharing services such as YouTube and Vimeo. If you want to share with only a select audience, you can send the recordings directly.

 

Office 365 Video: Office 365 Video is an intranet website portal where people in the UT organization can post and view videos. It's a great place to share videos of executive communications or recordings of classes, meetings, presentations, or training classes. Office 365 Video displays a thumbnail image of each video on the site. You will select a thumbnail to view a particular video and it will play right in your web browser. You will only be able to see the videos that you have permission to view. We are completing procedures whereby channel access can be restricted to specific groups. An example would be a specific class roster, updated daily to reflect class enrollment. More to come on that!

 

Office 362 Video Channel quotas are set to 100 GB. All content must abide by the Acceptable Use Policy (http://oit.utk.edu/aup), which governs the use of information technology at the University of Tennessee. Office 365 Video Channel Request Form

 

OIT wants YOU!

Are you a proponent for using Technology to enhance student engagement and learning in your courses?

 

If so, OIT invites you to submit a proposal to join our staff as a Faculty Fellow for the 2016-2017 academic year.

 

The OIT Faculty Fellow Program assists in advancing exemplary teaching and enriching the experience of students by implementing projects that enhance their department's use of instructional technologies. Faculty Fellows also promote the services available through OIT. Faculty Fellow(s) will receive one course release in both fall and spring semester (or a combination of course release and research/travel funds equivalent to a course release) and will serve as a Fellow for one academic year (Ten hours per week from August until April).

 

For more information, visit the Faculty Fellow Website to view the Faculty Fellow Responsibilities and Application Process. The deadline to apply is June 1, 2016.

 

Software Update: ImageJ by National Institutes of Health

What is it? ImageJ is a free, open source image processing program that can display, edit, analyze, process, save and print various imagetypes. ImageJ, written in Java, was designed with an open architecture that provides extensibility via Java plugins. Custom acquisition, analysis and processing plugins can be developed using ImageJ's built in editor and Java compiler.

 

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

 

How can I learn it? OIT offers workshops on ImageJ each semester. For UTK, you can schedule a one-on-one tutorial any time by calling the OIT HelpDesk at 974-9900. Documentation, including the ImageJ User Guide, tutorials and examples, can be downloaded at the software's main web site.

 

Where can I get support? OIT offers Full Support for ImageJ. For assistance, contact the OIT HelpDesk at 974-9900. The software's main web site also includes a user's guide and FAQs, and the ImageJ Information and Documentation Portal has still more helpful information.

 

Workshops for April 25-29, 2016

Instructor-Focused:

·   Online@UT 03 (Blogs and Wikis in Blackboard Learn), April 26, 9:00am - 11:00am

 

Turning Technologies training staff will be on campus to offer the below sessions. All faculty who use clickers need to have this training for the transition to Turning Point Cloud 6 in Fall, 2016.

·   TurningPoint Clicker Transition to Cloud 6, April 26, 9:00am - 10:30am

·   TurningPoint Clicker Transition to Cloud 6, April 26, 11:00am - 1:00pm

·   TurningPoint Clicker Transition to Cloud 6, April 26, 1:30pm - 3:00pm

·   TurningPoint Clicker Transition to Cloud 6, April 26, 3:30pm - 5:00pm

·   TurningPoint Clicker Transition to Cloud 6, April 27, 9:00am - 10:30am

·   TurningPoint Clicker Transition to Cloud 6, April 27, 1:30pm - 3:00pm

·   TurningPoint Clicker Transition to Cloud 6, April 27, 3:30pm - 5:00pm

 

·   Skype for Business (faculty/staff focused), April 28, 10:00am - 12:00pm

·   Digital Badges and Certificates, April 28, 1:00pm - 2:00pm

 

SharePoint:

·   SharePoint Lists (Manage Projects and Organize Processes), April 26, 9:40am - 11:40am

 

 

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.

 

Computer Security Update: Email and Sensitive Information

Email is like a postcard. It’s not private as you might think. Once you press “Send,” there are many paths it takes. Some are “secure” in that they stay within our UTK Email System; some are sent to all corners of the United States and beyond – these are not “secure.”

 

When you send email to another UTK email address, the email and its contents are encrypted and secure – most of the time. Users of the UTK email system may be using Outlook, just like you are. They connect to the same system you’re connected to. However, some users re-route their email to their Gmail or Yahoo! accounts – non-UTK systems. There’s no way for you to know where that email is ending up. There is no encryption of the information in this case.

 

Why should you care?

 

The campus takes great care to ensure that sensitive information (e.g. student records, personnel records, medical information, credit card information, social security numbers) is protected. If you routinely send information like this through email, you may be putting the data at risk. Even sending it internally to users on the email system is risky. We use email as a filing system. We get hundreds of emails daily. Some are critical to our jobs.

 

Messages lie in our mailboxes for long periods of time (sometimes forever). For example, if the spreadsheet containing the social security numbers and names of your student employees from Fall 2009 was sent to someone for review, it may still be there, in their email. Let’s say that the person’s account is hacked (compromised) or let’s say that their iPad is stolen. Like most folks, there’s no PIN enabled on their iPad. Suddenly, that information, even though it’s on your personal device, is potentially exposed. That’s caused disclosure of information where someone unauthorized to that information now has access to it.

 

There are other ways to send information. There’s the secure courier website (https://vault.utk.edu). There’s the feature in Microsoft Office products that allow us to password-encrypt a document before we send it. There’s also the feature in Adobe Acrobat that allows us to password-encrypt one or more PDF files before we send them. All of these protect the information and help reduce the risk that it will be exposed.

 

In short, sending sensitive information (your own or anyone else’s) = BAD; encrypting attachments that you absolutely have to send through email = BETTER; and of course, if you can avoid sending sensitive information through email = BEST.

 

It’s your data; it’s the university’s data. Regardless of the controls and systems the university provides to protect the transmission and storage of its information, they’re ineffective if we don’t take responsibility and think before we send.

 

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