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The IT Weekly Archive for the Office of Information Technology at the University of Tennessee, Knoxville.
July 24
[ITWEEKLY] IT Weekly, July 24, 2015

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July 24, 2015

Create Engaging Courses with OIT's Support

We encourage the UTK instructors of all ranks — from a tenured faculty to graduate teaching assistants — to take advantage of the OIT Faculty Assistance service that helps faculty develop digital course materials. You might need a visual illustration for your presentation or you plan to move a course component online. The OIT specialists will meet with you, discuss your needs, and assist in developing a product that meets your requirements. We are also available to meet with you,  listen to your ideas and offer suggestions and technology solutions to help in your course. Schedule a time to talk to us!

 

OIT Faculty Assistance areas of support include web and graphic design, multimedia development, video production, and redesign of a course for partially or fully online delivery. Please contact OIT HelpDesk online or call (865) 974-9900.

 

Online@UT (Blackboard Learn) Course Copy Best Practices

Did you know you could reuse your Blackboard Learn course materials from semester to semester? You can! We’ve developed a 5-step checklist to walk you through using the Course Copy function. As you begin developing your Spring 2015 Blackboard Learn course sites, please follow our best practice checklist to copy your course content. Following these guidelines will optimize the course copy process and preserve server space at the same time. If you have any questions, please don’t hesitate to contact OIT HelpDesk online or call (865) 974-9900.

 

Secure File Transfer

Vault (UT Secure Courier) is a secure file transfer application that allows users to easily 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 works equally well 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.

 

You can easily access the Vault yourself or contact OIT HelpDesk online or call (865) 974-9900 if you have any questions or need assistance.

 

Software Update: ArcGIS Software News

ArcGIS software can be used to capture, store, manipulate, analyze, manage and present all types of geographically referenced data for a variety of geodatabase management functions and research applications.

 

The latest release of this software, version 10.3, will be available to UT faculty and staff at the OIT Software Distribution site on July 24th, 2015.

 

At that time, version 10.1 will still be available but version 10.2.2 will be removed from distribution. OIT will continue to provide annual license renewals for ArcGIS 10.0 and all higher releases as long as they are supported by Esri.

 

ArcGIS can also be used in most OIT computer labs. For available locations, see the OIT Lab Services searchable database. Beginning Fall semester 2015, ArcGIS 10.3 will be the only version running at these locations.

 

Contact the OIT HelpDesk (865-974-9900) if you have ArcGIS questions, need new license codes, or want to request an ArcGIS product not available at the Software Distribution site.  Students cannot download ArcGIS products but they can obtain a Student Edition of ArcGIS by contacting the HelpDesk.

 

Workshops for July 27-31, 2015

 

No workshops this week.

 

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

 

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

 

Computer Security: Cyber-threats to state agencies

Information Security centers in the U.S. are currently monitoring the following situations, as well as others throughout the U.S. and world:

 

·         Israel-HAMAS/Palestinian conflict 

·         Russian/Ukrainian conflict

·         Malaysia Airlines flight MH17

·         Air Algerie flight MD-83

·         Potential terrorist attack in Norway

 

International events such as the ones listed above frequently generate a great deal of news media coverage and often result in the creation of malicious websites purporting to contain information or pictures, but utilized to deliver malware. Spam email campaigns often exploit these events as well, in an attempt to infect victims with malware or steal their credentials. Either activity may result in a network compromise. Be alert! The emails can come from friends who have fallen prey to malware. They may not know that their account is being used to spread malware.

 

"Hactivists" use computers and computer networks to promote political ends, chiefly free speech, human rights, and information ethics. Hactivists frequently target state and local government agencies and their employees - this means YOU! "Malware" is software that is intended to damage computers and computer networks.

 

Some DO's and DON'T's:

·         DON'T open suspicious emails, including spam and phishing emails, or attachments, or those coming from untrusted sources;

·         DON'T click on links contained in suspicious emails, or emails or social networking posts from untrusted sources;

·         DON'T click on links to unknown or untrusted websites for view information, pictures, or video regarding the event;

·         DO use different passwords for each website and network account;

·         DO use up-to-date antivirus, anti-spyware, and anti-adware protection software and deploy a firewall;

·         DO apply appropriate patches and updates.

 

To reduce the likelihood of an opportunistic hacktivist attack:

·         Conduct vulnerability scans of Internet facing systems and applications. Focus on identifying and remediating Structured Query Language (SQL) injection (SQLi) and Cross Site Scripting (XSS) vulnerabilities;

·         If you are using a Content Management System (CMS) such as WordPress, Joomla, or Drupal, make sure the application is updated, patched, and secure;

·         If you are using PHP on your webserver, make sure the system is running the most recent version of PHP;

·         Ensure log files contain a sufficient amount and type of data to support forensic analysis, and monitor log files for unauthorized or suspicious Internet connections.

 

If you get fooled by a carefully-crafted email and mistakenly click on a link only to realize you have been duped, call the OIT HelpDesk immediately and report the incident. If you receive suspicious emails, forward the headers along with the email to abuse@utk.edu. For information on gathering the header information, see this OIT Knowledge Base article - or call the OIT HelpDesk at (865) 974-9900.

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

 

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

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July 17, 2015

Choosing a Flat Panel Display

Flat panel displays come in Consumer Grade and Commercial Grade. Many staff, being appropriately budget conscious, will look to Consumer Grade displays for Commercial applications as they are cheaper and they look good in an at–home setting. Consumer Grade displays typically use a “TV Grade” LCD Module. While this grade of LCD Module works well for motion video and cable TV, it does not work as well for computer presentations.

 

In an environment such as UT, one plan for Commercial Grade Displays. This level of monitor uses a higher grade LCD Module with tighter specifications resulting in higher quality computer images. Other advantages of Commercial Displays include:

·   having a wider selection of inputs,

·   built for 24/7/365 operation,

·   better diagnostic tools,

·   heavy duty cabinets that are typically larger allowing for better ventilation,

·   a longer life than consumer displays.

 

Quality of presentation and longer life actually make Commercial Grade Displays a better value. Many consumer displays have limited or no warranty when used in a commercial application. If you would like help choosing the right display whether you are looking for a flat panel or projector, please contact OIT HelpDesk online or call (865) 974-9900.

 

UPDATE: Office 365/Volmail Faculty & Staff Email Migrations

OIT migrated ~1,200 accounts the past three weeks for a total of 9,777 in Office 365/Volmail and 3,536 remaining in Tmail. These are the depts./units that migrated during that period:

 

·   Facilities Services’ majority of accounts (~500)

·   Center for Transportation Research

·   VolShop

·   Modern Foreign Languages & Literatures

·   Mechanical, Aerospace and Biomedical Engineering

·   Institute for a Secure and Sustainable Environment

·   Psychology Clinic

·   UT Press

·   Reliability & Maintainability Center

 

 

If an email account is overlooked and discovered on Tmail/Exchange after a department has migrated, the person or owner should first get the account ready to migrate per the pre-migration checklist (e.g., core folder item counts have been checked and/or resolved). Then, contact the OIT HelpDesk at 865-974-9900 to request to have the account migrated. It will be migrated within one business day and you will be notified afterward.

 

Software Update: SPSS SamplePower by SPSS

What is it? SamplePower helps you plan your study by figuring out the smallest number of subjects (or experimental units) you would need to find a significant result.

 

Where can I run it? SPSS SamplePower 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 http://oit.utk.edu/software.

 

How can I learn it? To learn SPSS SamplePower, refer to the documentation found under the Help menu.

 

Where can I get support? OIT offers Minimal Support for SamplePower.

 

Workshops for July 20-24, 2015

Instructor-Focused:

·   Captivate 1 (Hands-On: Going Beyond PowerPoint), July 20, 10:00am - 12:00pm

 

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

 

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

 

Acceptable Use of Information Technology Resources

UT Policy IT0110 - ACCEPTABLE USE OF INFORMATION TECHNOLOGY RESOURCES POLICY (AUP) governs the use of the university's information technology resources in an atmosphere that encourages free exchange of ideas and an unwavering commitment to academic freedom. By using the Information Technology resources at UT, you are agreeing to abide by the policies outlined in the AUP.

 

Every time you change your password, you are prompted to acknowledge your agreement to abide by the AUP. When you participate in the annual Security Awareness training, the last module requires that you acknowledge the AUP. Do you read it? Or, is it like the End User Licensing Agreement (EULA) that you blow by when you install software, clicking "I Accept" without really reading what you're committing to? The AUP is very broad and reaching - it also applies to YOU when you connect your personal laptop or other mobile device to the UTK Network. It also mandates that we keep systems connected to the UTK network up-to-date.

 

You can view the AUP along with other IT policies at http://policy.tennessee.edu/it_policy/. If you have any questions about the AUP, please contact the OIT HelpDesk at 865-974-9900.

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

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

 

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

 

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

 

July 10
[ITWEEKLY] It Weekly

July 10, 2015

Upcoming iTunes U Change

On July 2nd Apple announced a major change in the iTunes U service. Apple will be discontinuing the iTunes U private sites on September 1st, 2015.

 

What does this mean for UT?

Faculty members who have been using iTunes U private sites will no longer have the option to create private iTunes U sites for their courses. In addition, any content currently hosted within iTunes U private sites will need to be backed-up before September 1st. Content that is not backed-up before September 1st will be lost and unrecoverable; Apple is turning off the machines hosting this content on September 1st.

 

Does this affect me?

This change will only affect users who have created an iTunes U private site via Blackboard. iTunes U public sites will be unaffected by this service change.

 

What is going to happen? What will this look like?

Apple is turning off the machines that host the iTunes U private site content on September 1st. All content hosted on these machines will be unavailable starting September 1st.

 

OIT will keep the Blackboard iTunes U building block turned on until Monday, August 31st, 2015 so that users can access their private sites to download back-ups of all content currently hosted within iTunes U private sites. OIT will turn off the Blackboard iTunes U building block on Tuesday, September 1st, 2015. We will be unable to assist users with iTunes U private site content starting September 1st, 2015.

 

How do I access my private iTunes U site?

Here are steps for accessing your content hosted on iTunes U private sites:

1. Login to Online@UT from https://online.utk.edu
2. Navigate to the course site with an associated iTunes U private site.
3. Click “Course Tools” from the Course Management menu on the left side of the screen to expand the tools list.
4. Locate and click “iTunes U” from the expanded Course Tools list to open the iTunes U Control Panel.
5. Click the “iTunes U” button next to “Reveal in iTunes” to open the private site in the iTunes application.
6. In the iTunes application, locate and click “Course Content” tab to see the list of content.
7. Click the “Get” button on the far right side of the screen to start downloading an item. Repeat this step until all content is downloaded to your local machine.
8. You may need to repeat steps 6 & 7 to download all content from the other available tabs, including “All of UT,” “Drop Box,” “Shared” & “Archives.” NOTE: Most users only uploaded content to the “Course Content” tab so don’t worry if no content shows on the other tabs.

The content will download to the default iTunes Media folder on your machine. If you have problems or would like assistance with the process above, please contact the OIT HelpDesk.

 

What is the impact for UT?

UT will continue to offer iTunes U public sites. Starting September 1st, 2015 UT will no longer offer or support iTunes U private sites.

 

If you would like to setup a new iTunes U public site, or if you have questions, please contact OIT HelpDesk online or call (865) 974-9900.

 

The OIT Knowledge Base

Do you have a new phone and need to know how to set up your Volmail account or set up a vacation message/autoreply in Outlook? Check out the OIT Knowledge Base online at http://oit.utk.edu/kbIt is packed with information and troubleshooting tips for UT services such as Online@UT, SharePoint, TmailVolmail, T-Storage and much more!

 

We’ve heard from several faculty members about how helpful the Knowledge Base is. A few of the comments we’ve received about the Knowledgebase include:

 

“This is great! The Knowledge Base had just what I needed to fix my problem. I was back in business and ready for class ASAP”

 

“This simple solution made my day. Being constrained to the lite version of web access was driving me mad. The Microsoft workaround would not install. Many thanks!”

 

Software Update: SPSS Modeler by SPSS

What is it? SPSS Modeler is a comprehensive data-mining package, which uses an easy-to-learn flowchart user interface. It can read SPSS datasets, as well as import data from many other sources.

 

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

 

How can I learn it? To learn the basics of Modeler, start the package and choose Tutorial from the Help menu. The manuals are included in the installation files.

 

Where can I get support? OIT offers Minimal Support for SPSS Modeler.

 

Anything else I should know? Modeler is the only SPSS product that is limited to installation on computers owned by the University. Contact the OIT HelpDesk for a license activation code.

 

Workshops for July 13-17, 2015

Instructor-Focused:

• Camtasia for Mac, July 13, 9:00am - 12:00pm
• Insight for the Computer Lab Classroom, July 13, 10:00am - 12:00pm
• PowerPoint for Faculty 1b (PowerPoint with Voiceover on a Mac), July 13, 2:00pm - 3:00pm
• Zoom Video Conferencing, July 14, 10:00am - 11:00am
• Online@UT 01 (Introduction to Online@UT - Blackboard Learn), July 14, 1:00pm - 3:00pm
• Online@UT 03 (Blogs and Wikis in Blackboard Learn), July 15, 1:00pm - 3:00pm
• LiveOnline@UT 1 (Introduction to Bb Collaborate), July 16, 9:00am - 11:00am
• Online@UT 02 (Assessments in Blackboard Learn), July 17, 1:00pm - 3:00pm

Researcher-Focused:

• Qualtrics Web Survey Design 1, July 14, 10:00am - 12:00pm

 

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

 

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

 

Computer Security: Peopleware

A landmark study was released in 2007 that helped confirm conventional wisdom about the large number of re-used passwords and the poor quality of user passwords. The study looked at the password usage habits of over 500,000 users. What the study found is that the average user used an average of 7 passwords/week. The study showed that those passwords were shared with an average of 25 sites! If a user is using the same password on Facebook as they use for the NETID login, which is the same for their Gmail AND their banking passwords, it is immediately evident that there’s a perfect storm coming. The study also contains information on successful phishing attempts. The data indicates that something on the order of .4% of the population falls victim to a phishing attack each year. Remember that this study was performed in 2007. Social networking has grown; mobile devices have multiplied like rabbits, and every site wants a login and a password and the phishermen are out in force.

 

The news is full of stories of high-profile individuals whose accounts are compromised. Their phones are erased; their email accounts are emptied; their photos are GONE. The vulnerabilities aren’t technical – they’re human. Whether it’s a phishing attempt that lands the user or a “guessed”-password that unlocks multiple accounts, the technology is working as it should. We can add more layers of technology such as multi-factor authentication (bio-metrics, tokens, voice recognition) but in the end, it’s the “peopleware” that we have to keep patched.

 

Peopleware is the term used to describe the interaction a person has with technology, and it’s time to update your peopleware! The latest version doesn’t allow clicks on embedded links in unsolicited emails. However, there are still bugs that haven’t been addressed. Be diligent in your password creation and its reuse.

 

If you’re one of those .4% of the population that clicked on a link that “looked okay” and you suspect your UT credentials have been compromised, please notify the OIT HelpDesk immediately at 865-974-9900

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

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

 

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

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

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July 3, 2015

Video Conferencing Options

If you are looking to use video conferencing as a way to minimize travel or travel time, OIT recommends using Zoom, Skype for Business, and OIT Engineering Services for video conferencing solutions. Zoom and Skype for Business are provided to Knoxville area units at no additional cost.  These solutions are an alternative to many services that you may have paid for in the past, including WebEx, Citrix GoToMeeting, Adobe Connect, join.me and AT&T Connect Meeting.

 

Skype for Business

You get everything you need for conversations in one app—IM, audio calls, video calls, online meetings, screen sharing and content sharing. Up to 250 people (both UT and visitors) can join a single meeting.

For additional information, please visit the OIT Skype for Business website.

 

Zoom

Zoom, a cloud-based technology, allows faculty, staff and students to have high-quality interaction in real time from their computers and mobile devices.  Zoom's web-based conferencing uses high-quality video and audio and is accessible on MacOS, Windows, iOS and Android mobile devices.  With a Zoom Pro account, you can connect standards-based H.323 and SIP video conferencing systems via the Zoom ‘Room Connector’ feature.  Zoom also includes free telephone bridging, so you can bring in participants via telephone as well. The Zoom recording feature will allow you to save a session for future reference and/or send it to those who are unable to attend.


For additional information, please visit the
Zoom – Getting Started website.

 

OIT Engineering Services

OIT Engineering Services provides the University with a number of video conferencing services. We can provide connections to single or multiple facilities for distance education, research collaboration, and administrative meetings, saving time and travel costs.  We will also design, purchase and install video conferencing systems (or any combination thereof) for departments that wish to deploy their own systems. 
For a full list of services including Facilities, Bridging Services, Portable Systems, Recording, and Consulting, please visit the
OIT Engineering Services website.

 

Sending Email Messages with Attachments

When sending email messages with attachments, it is a good practice to consider the email service that the recipient uses. There are different file attachment limitations based on whether or not you, or your intended recipient, is using Tmail, Office365/Volmail, or another email service, such as Gmail.

 

If you are on Tmail, the total size of an email with attachments is 25MB for both sending and receiving.  

 

If you are on Office 365/Volmail, the attachment size is limited not only by the system setting of 35MB, but also on what your email client supports. In general, you can send and receive attachments up to 35MB between other Office 365/Volmail users, but only up to 25MB to Tmail, or other email services. However, this may be limited based on what email client you are using. Please see the chart below for details.

 

As a reminder, the UT Vault service at http://vault.utk.edu, OneDrive for Business, and Google Drive are all great alternatives for sharing large files with others in a secure fashion.

 

Attachment Size Limit

Limit internally, O365 to O365

Limit externally
O365 to/from internet

File attachments limit

250 attachments

250 attachments

File attachment size limit – Outlook for Windows

35MB

25MB

File attachment size limit – Outlook for Mac

35MB

25MB

File attachment size limit – OWA (Outlook Web App)

25MB

25MB

 

 

Software Update: ArcGIS Software News

ArcGIS software can be used to capture, store, manipulate, analyze, manage and present all types of geographically referenced data for a variety of geodatabase management functions and research applications. 

 

The latest release of this software, version 10.3, will be available to UT faculty and staff at the OIT Software Distribution site on July 24th, 2015: https://webapps.utk.edu/OIT/SoftwareDistribution/.

At that time, version 10.1 will still be available but version 10.2.2 will be removed from distribution.  OIT will continue to provide annual license renewals for ArcGIS 10.0 and all higher releases as long as they are supported by Esri.

 

ArcGIS can also be used in most OIT computer labs.  For available locations, see the OIT Lab Services searchable database:  http://www.labs.utk.edu/labs/chooselab.asp .  Beginning Fall semester 2015, ArcGIS 10.3 will be the only version running at these locations.

 

Contact the OIT Help Desk (865-974-9900) if you have ArcGIS questions, need new license codes, or want to request an ArcGIS product not available at the Software Distribution site.  Students cannot download ArcGIS products but they can obtain a Student Edition of ArcGIS by contacting the Helpdesk.

 

 

Workshops for July 6-10, 2015

Instructor-Focused:

·   Captivate 1 (Hands-On w/ Adobe Captivate), July 6 (Mon), 10:00am - 12:00pm

·   Online@UT 01 (Introduction to Online@UT), July 6 (Mon), 1:00pm - 3:00pm

·   Online@UT 03 (Blogs and Wikis in Blackboard Learn), July 7 (Tue), 9:00am - 11:00am

·   PowerPoint for Faculty 1a (PowerPoint with Voiceover), July 7 (Tue), 1:00pm - 3:00pm

·   OneShot Video, July 8 (Wed), 10:00am - 12:00pm

·   Zoom Video Conferencing, July 8 (Wed), 2:00pm - 3:00pm

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

·   LiveOnline@UT 1 (Introduction to Bb Collaborate), 07/10 (Fri), 9:00am - 11:00am

Researcher-Focused:

·   SQLite 1 (Basics), June 22, 1:00pm - 2:30pm

·   SPSS 1 (Basics), June 22, 2:00pm - 4:00pm

·   SPSS 1 (Basics), June 24, 2:00pm - 4:00pm

·   R 1 (R Programming), June 25, 9:40am - 11:40am

·   R 1 (R Programming) - online section, June 25, 9:40am - 11:40am

SharePoint:

SharePoint Designer (Using the UTK Template), July 8 (Wed), 9:00am - 11:00am

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

 

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

 

Computer Security: Avoiding Computer Infections

OIT filters an average of 1,000,000 emails per day through Exchange Online Protection (EOP). 90% of these messages are spam, but sometimes spam or unsolicited email gets past the filters and show up in your Inbox.

 

It’s a good idea to assume that unsolicited email attachments and links to web sites are infectious. There are so many of these in circulation that it’s safest to assume the worst. Random strangers, friends and family members who probably don’t know that they’re infected may send infected email attachments and links to infectious websites to you. Messages from colleagues are probably safe but even they may be infected, so take care. Emails from free webmail services such as Yahoo! and Gmail that only include a link, perhaps with a short message along the lines of “This is great! Check it out,” are almost always bad news.

 

If you receive unsolicited email or email that is clearly phishing email. Forward the message with full headers to abuse@utk.edu. To get the full headers, please call the OIT HelpDesk at (865)974-9900 or check out the Knowledge Base articles for Outlook for Windows and Outlook for Mac.

 

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

 

June 26
[ITWEEKLY] IT Weekly, June 26, 2015

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June 26, 2015

OIT Services Affected by Maintenance this Weekend

Facilities Services will be performing upgrades in the OIT Data Center located at the Kingston Pike Building on Saturday, June 27, between 8:00 AM and 4:00 PM EDT. The majority of OIT services will be available, however, you may experience intermittent or slow Internet connectivity during this time. Primary services that will be impacted include, but are not limited to, the Newton High Performance Computing Cluster and TSM backup/restore services.

 

Deleting Emails

Each of the University's email systems have different email retention polies for the Deleted Items (Trash) folders and mail that has been permanently deleted. When you delete a message using Outlook, the Outlook Web App, or the Gmail Web App, messages are moved to either your Deleted Items folder or your Trash folder.

 

Tmail: Messages are NOT automatically purged from your Deleted Items folders. Once you permanently deleted messages from this folder, it can be recovered for up to 14 days through the Recover Mailbox Tool within Outlook and the Outlook Web App. Should you need to recover entire folders or even your mailbox, the server is backed up for 14 days. Contact the OIT HelpDesk for assistance.

Outlook 2010/2013

OWA

 

Office 365/Volmail: Messages are NOT automatically purged from your Deleted Items folders. Once you permanently deleted messages from this folder, it can be recovered for up to 14 days through the Recover Mailbox Tool within Outlook and the Outlook Web App.

Outlook 2010/2013

OWA

 

Gmail/Volmail: Messages ARE automatically purged from your Trash folders. Messages that have been in Trash more than 30 days will be automatically deleted. Once a message has been permanently deleted, it cannot be recovered.

 

During calendar year 2015, OIT will be migrating faculty/staff Tmail users to Office 365/Volmail. Please note the retention differences in those services. If you would like more information, please call the OIT HelpDesk at (865) 974-9900.

 

Software Update: SPSS by SPSS, an IBM company

What is it?  SPSS is the most widely used statistics package at UT. It does a broad range of statistics and graphics, and it is easy to learn and use. It is also easy to transfer data from SPSS into R or SAS to access any esoteric analyses. While most users prefer the SPSS easy to use GUI interface, more advanced users can take advantage of the programming language. The SPSS programming language can be used to automate repetitive tasks, to leave an audit trail of the steps you took, and to get the package to do something that it was not originally designed to do.

 

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

 

How can I learn it? OIT offers workshops on SPSS each semester, and you may schedule a one-on-one tutorial by calling the OIT HelpDesk at 974-9900. There is also an introductory tutorial available in SPSS under Help. The other help files are also very detailed and easy to learn from.

 

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

 

UPDATE: Office 365/Volmail Faculty & Staff Email Migrations

OIT migrated ~800 accounts the past two weeks for a total of 8,572 in Office 365/Volmail and 4,719 remaining in Tmail. These are the depts./units that migrated during that period:

 

·   Fleet Management

·   Former employee and “leftover” mailboxes from UTIA, EECS, EHHS, etc.

·   Center for Renewable Carbon

·   Dining Services

·   Department of Theatre

 

Unmigrated academic depts. or administrative units should review the Office 365/Volmail Departmental Migration web page and contact the OIT HelpDesk at (865) 974-9900 with their preference for a July, Sept, or Oct migration date & time. (OIT will not be scheduling any additional Aug migrations per limited support staff availability due to the start of the fall semester.) Each batch migration of up to 200 accounts generally takes one hour to finalize, with each user losing access to new email for ~5-10 minutes. Email users do not need to be onsite for a migration, but they will need to follow online instructions or contact the Help Desk afterwards to reconnect.

 

Workshops for June 29 – July 3, 2015

Instructor-Focused:

·   Google Appliance 1 (Utilizing the UT Google Search Appliance), June 29, 1:00pm - 2:30pm

·   Cloud Storage Options at UTK, June 30, 10:00am - 12:00pm

·   Online@UT 02 (Assessments in Blackboard Learn), June 30, 1:00pm - 3:00pm

·   Creating and Delivering Online Lectures, July 1, 10:00am - 12:00pm

·   Online@UT 03 (Blogs and Wikis in Blackboard Learn), July 2, 9:00am - 11:00am

SharePoint:

·   SharePoint Lists (Manage Projects and Organize Processes), July 1, 9:00am - 11:00am

 

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

 

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

 

Computer Security: 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 19
[ITWEEKLY] IT Weekly, June 19, 2015

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June 19, 2015

REMINDER - SANS Securing the Human

Last October, 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 university purchased a program that is hosted by SANS, by far the largest source for information security training and security certification in the world.

 

In February, 2015, notices went out to ALL faculty and staff at UTK instructing them on how to log in and participate. A reminder will go out in the next week to those that have not started the training.

 

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.

 

Although the training is not yet mandatory, department heads have been encouraged to require staff to complete the training. The training will be refreshed on an annual basis. The 2015 training will remain open until December 31, 2015.

 

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.

 

Windows 10

We are sure you have all seen the Microsoft ads announcing the release of Windows 10 and that you should be reserving your copy now. Please note that no reservation is necessary for your university-owned machines! If you are getting these notices on your office machine asking you to reserve your copy now, it indicates that you are not running the Enterprise version of Windows provided by our university contract. This may have occurred because you are still running the version of Windows that shipped with your computer and you have never upgraded. This is not a problem but we do recommend that you upgrade your machine to our Enterprise license when convenient. Currently supported and available from the OIT Software Download Site are both Windows 7 and Windows 8.

 

Our Enterprise edition of Windows 10 will be available for download from the OIT Software Download Site about a week after its official release from Microsoft at the end of July. Although it will be available for immediate use, we always recommend that users wait until Service Pack 1 has been released before upgrading. If you do choose to upgrade immediately, we recommend that you always backup all of your data before doing so. If you need assistance with any upgrades or installations, please contact the OIT HelpDesk at 974-9900 and ask for Desktop Support to arrange an appointment.

 

Adobe Creative Cloud 2015 Update

Adobe recently released a 2015 update to their Creative Cloud suite of products, which included updates to many of the applications in the suite. Information about new features of the products can be found directly on Adobe’s website. The 2015 applications will be available to download from the OIT Software Download Site on Friday, June 26. Although Adobe does not require it, OIT is recommending that users uninstall any previous versions of Creative Cloud before upgrading to 2015 to prevent any conflicts with the software.

 

Software Update: SAS by SAS Institute

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

 

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

 

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

 

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

 

Workshops for June 22-26, 2015

Instructor-Focused:

·   Online@UT 01 (Introduction to Blackboard Learn), June 22, 9:00am - 11:00am

·   My Mediasite, June 22, 2:30pm - 3:30pm

·   My Mediasite, June 23, 10:00am - 11:00am

·   LiveOnline@UT 1 (Introduction to Bb Collaborate), June 26, 9:00am - 11:00am

Researcher-Focused:

·   SQLite 1 (Basics), June 22, 1:00pm - 2:30pm

·   SPSS 1 (Basics), June 22, 2:00pm - 4:00pm

·   SPSS 1 (Basics), June 24, 2:00pm - 4:00pm

·   R 1 (R Programming), June 25, 9:40am - 11:40am

·   R 1 (R Programming) - online section, June 25, 9:40am - 11:40am

SharePoint:

SharePoint Permissions (Handling Confidential Data), June 24, 9:00am - 11:00am

 

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

 

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

 

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

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June 12
[ITWEEKLY] IT Weekly, June 12, 2015

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June 12, 2015

Wireless 802.11b Support Ending on July 1

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

 

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

 

With that bit of education, Network Services is pleased to announce OIT will stop broadcasting 802.11b speeds, which would have the effect of silencing any b device, thereby speeding things up for any cell that has a b device in it. If you are concerned about your device, please note that in April, we only saw 20 such devices out of 70,000, and we’ll be reaching out to those users to help them consider their options. The target date to stop broadcasting 802.11b devices is July 1, 2015. Please contact OIT HelpDesk online or call (865) 974-9900 if you have any questions or concerns.

 

ReDesigned FYS 100 Launches

The 2015 edition of the UT Knoxville First Year Studies (FYS) 101 course is a product of a partnership between the UT System and the TN Board of Regents to pilot the edX course delivery system.

 

First-Year Studies (FYS) 100 is an online course completed by all first-year students before they arrive on the UTK campus. FYS 100 was redesigned with assistance from OIT to become primarily scenario-based, making it more engaging and meaningful for students. Campus experts helped to develop the scenarios, which reinforce each student's personal responsibilities within a university community. Many students and faculty/staff provide tips for success via short optional videos that are scattered throughout the modules. FYS 100 also includes Life of the Mind, UTK’s common reader program. This thought-provoking program is the first academic experience for first-year students.

 

Almost 5,000 students are currently enrolled in FYS 100!

 

Qualtrics vs. Survey Monkey

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

 

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

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

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

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

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

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

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

·   provides robust reporting tools.

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

·   automatically optimizes surveys for mobile and desktop viewing.

·   gets full support from OIT.

 

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

 

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

 

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

 

Software Update: ChemBiodraw 15.0

PerkinElmer’s ChemBiodraw is the complete drawing tool of choice for chemists and biologists to create publication-ready, scientifically intelligent drawings for use in ELNs, databases and publications and for querying chemical databases. The latest ChemBioDraw Ultra Version 15.0 provides customizable drawing tools for common pathway diagrams, biological and chemical structure essentials such as rings, bonds, chains, atoms and functional groups. It includes a large collection of templates for membranes, DNA/RNA, enzymes, receptors, ion channels, organelles, microorganisms, etc. 

 

ChemBioDraw is available to faculty, staff and students at the University of Tennessee Knoxville Campus with no additional charge. Instructions for obtaining, installing and activating ChemBioDraw can be downloaded from the OIT Internet Downloads area of http://oit.utk.edu/software.

 

Learn more about ChemBioDraw at http://scistore.cambridgesoft.com/.

 

UPDATE: Office 365/Volmail Faculty & Staff Email Migrations

OIT migrated almost 500 accounts this week for a total of 7,756 in Office 365/Volmail and 5,504 remaining in Tmail. These are the depts./units that migrated this week:

 

·   Religious Studies

·   Enrollment Services including

-    Undergraduate Admissions

-    Financial Aid and Scholarships

-    University Registrar

-    One Stop Express Student Services

-    Strategic Enrollment Reporting & Analysis (SERA)

·   English

·   Center for International Education (CIE)

·   English Language Institute (ELI)

 

 

 

 

 

Unmigrated academic depts. or administrative units should review the Office 365/Volmail Departmental Migration web page and contact the OIT HelpDesk at (865) 974-9900 with their preference for a July, Sept, or Oct migration date & time. (OIT will not be scheduling any additional Aug migrations per limited support staff availability due to the start of the fall semester.) Each batch migration of up to 200 accounts generally takes one hour to finalize, with each user losing access to new email for ~5-10 minutes. Email users do not need to be onsite for a migration, but they will need to follow online instructions or contact the Help Desk afterwards to reconnect.

 

Workshops for June 15-19, 2015

Instructor-Focused:

·   Captivate 1 (Hands-On: Going Beyond PowerPoint), June 15, 1:30pm - 3:30pm

·   PowerPoint for Faculty 1a (Narrated PPT on Windows PC), June 16, 9:00am - 11:00am

·   Creating and Delivering Online Lectures, June 16, 1:30pm - 3:30pm

·   Camtasia for Windows 1 (Creating Online Instructional Video), June 17, 9:00am - 11:00am

·   Online@UT 03 (Blogs and Wikis in Blackboard Learn), June 17, 1:00pm - 3:00pm

·   OneShot Video, June 18, 10:00am - 12:00pm

·   Online@UT 02 (Assessments in Blackboard Learn), June 19, 9:00am - 11:00am

SharePoint:

·   SharePoint Documents (Creating, Editing, Sharing, Co-authoring), June 17, 9:00am - 11:00am

 

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

 

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

 

Computer Security: Wi-Fi Security

If you have ever used wireless access in a coffee shop, restaurant, or airport, you have opened yourself up to the risk associated with using public wi-fi. Wireless technology has become so prevalent and widely used that we often don’t think twice when connecting to the internet. However, this technology has made it easier for cyber security criminals to monitor and even steal your information when you are connected to wi-fi.

 

The Office of Information Technology, through SANs Securing the Human, provides a training module and newsletter that address the risk associated with wi-fi use. Further, the module provides individuals with the most effective tips and security practices that they can implement to protect themselves when using wireless internet. Knowing the extent to which others are able to monitor your activity when you are using wi-fi is crucial when deciding what wi-fi network to connect to, which websites to visits, whether to use a virtual private network, and even when deciding whether to install your own wi-fi network. The module and newsletter provides individuals with the information they need to decided which security protection to implement and when. A little caution goes a long way, and that is certainly true in the age of free wireless Internet, so take the time to know your options when choosing to connect.

 

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

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June 05
[ITWEEKLY] IT Weekly, June 5, 2015

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June 5, 2015

Going Out of Town?

If you’re going on vacation or will be away from your email, you can set an Out of Office reply while you are away. Instructions for configuring automatic replies can be found online for both Tmail and Volmail:

 

·         Tmail: http://help.utk.edu/kb/entry/604/

·         Volmail: http://help.utk.edu/kb/entry/2581

 

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

 

REMINDER: Campus Pack for Online@UT

OIT’s “Campus Pack for Online@UT” licensing contract for the Campus Pack suite of interactive learning tools (e.g., blogs, journals, wikis, and podcasts) expires on June 30, 2015. To maintain the functionality of student interaction and engagement in your course sites, OIT can help you transition to the built-in Blackboard Learn blog, journal, and wiki tools.

To save Campus Pack content, export it from your Blackboard Learn course site before June 1st, Summer 2015.

 

If you need assistance with exporting or want more information on the Blackboard Learn tools, please don’t hesitate to contact OIT HelpDesk online or call (865) 974-9900.

 

Change Your Links to OIT Software Downloads Site

What is this?  Some of the OIT servers are being replaced because they are running Windows 2003, which won’t be supported by Microsoft after mid-July.

The OIT Software Download site is affected and will be re-hosted to a new server with a more current version of the Windows operating system.

 

Who is affected? To some degree, all users of the OIT software downloads site.

 

Who should take action? Webmasters, content providers, SharePoint site administrators, anyone who provides content that contains the expiring link to the OIT software downloads site. 

 

What is the old link?

https://webapps.dii.utk.edu/softwaredistribution/

https://web.dii.utk.edu/softwaredistribution/

 

What is the new link?

https://webapps.utk.edu/oit/softwaredistribution/

 

To see all the links to the old downloads site, enter the following two commands into Google:

links:https://web.dii.utk.edu/SoftwareDistribution

links:https://webapps.dii.utk.edu/SoftwareDistribution

This will show you places where you need to make a change.

What happens when the site is redirected on Monday morning, June 8?

The end users will see a pretty picture of Ayers Hall with links to the new site, and they will be automatically redirected to the new site after a brief period of time.

 

Can you show me an example of what the user experience will be?

Click on: https://webappsdev.dii.utk.edu/softwaredistribution/

 

How long will the redirect stay in place? From the time that we cut the site over until the webapps.dii server is physically shut down, probably mid-July.

 

So is this an emergency change for the content providers? No, not at all. Even if you don’t change your links, the user will gently be redirected to the new site.

 

But what about after July 15th, or thereabouts? Once the power is off, the redirect won’t work, and your links will be broken.

 

If you have questions regarding these changes, please contact the OIT HelpDesk at (865) 974-9900.

 

MATLAB Site License Renewal Update

The annual term license renewal for UT’s MATLAB Campus-Wide license is complete.  UT MATLAB users can now activate their MATLAB products to extend the expiration date to August 1, 2016.

 

For faculty and staff using the Total Academic Headcount Campus license, the activation process has not changed.  In particular, your MathWorks account is still associated with your license.

 

For students using the Total Academic Headcount Student license, the activation process now requires you to manually associate your MathWorks account with the license each year.  The “Associate License” process requires students to input the new Activation Key.  To get the Key, download the OIT online MATLAB installation or the MATLAB renewal document from the OIT online software distribution web page after logging in at https://web.dii.utk.edu/softwaredistribution/.

 

The MATLAB Campus-Wide license options are for academic use only and may not be used for commercial work or used by anyone after leaving the University.

 

UPDATE: Office 365/Volmail Faculty & Staff Email Migrations

OIT migrated over 350 accounts this week for a total of 7,261 in Office 365/Volmail and 5,978 remaining in Tmail. (The overall total number of mailboxes decreased by almost 1,000 this week due to OIT’s semi-annual purge of former employees who have been gone for more than one year.) These are the depts./units that migrated this week:

 

·   UT Libraries

·   Enrollment Services’ IT Tech Team

·   Sociology

·   Thompson-Boling Arena

·   Graduate School & Admissions

 

The 14 remaining unmigrated academic depts. (all in Arts & Sciences and Engineering) can schedule a July, Sept, or Oct date by reviewing the Office 365/Volmail Departmental Migration web page and contacting the OIT HelpDesk at (865) 974-9900 with their preference for a migration date & time. Each batch migration of up to 200 accounts generally takes one hour to finalize, with each user losing access to new email for ~5-10 minutes. Email users do not need to be onsite for a migration, but they will need to follow online instructions or contact the Help Desk afterwards to reconnect.

 

Workshops for June 8-12, 2015

Instructor-Focused:

·   Creating and Delivering Online Lectures, June 8, 10:00am - 12:00pm

·   Online@UT 01 (Introduction to Online@UT - Blackboard Learn), June 8, 1:00pm - 3:00pm

·   Zoom Video Conferencing, June 9, 10:00am - 11:00am

·   My Mediasite, June 9, 1:00pm - 2:00pm

·   Camtasia for Mac, June 11, 9:00am - 12:00pm

·   Insight for the Computer Lab Classroom, June 11, 10:00am - 12:00pm

·   Zoom Video Conferencing, June 11, 2:00pm - 3:00pm

·   LiveOnline@UT 1 (Introduction to Bb Collaborate), June 12, 1:00pm - 3:00pm

Researcher-Focused:

·   SAS Basics, June 8, 10:00am - 12:00pm

·   SAS Basics II: Data Analysis, June 10, 10:00am - 12:00pm

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

·   NVivo for Various Types of Qualitative Research Designs, June 10, 5:00pm - 7:00pm

·   Qualtrics Web Survey Design 1, June 11, 1:00pm - 3:00pm

·   JMP Basics, June 12, 10:00am - 12:00pm

·   Research Services 1 (Research Software and Services Overview), June 12, 10:10am - 11:10am

SharePoint:

·   SharePoint Overview, June 10, 9:00am - 11:00am

 

 

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

 

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

 

Computer Security: Data Destruction

With the increased reliance on smartphones and other devices, increasingly more sensitive information and data are stored in these locations. While users may not realizes it, simply deleting emails, documents, or other files that may contain sensitive data does not completely rid your device of the data itself.

 

Whether storing information on your hard drive, camera memory stick, tablets, backup tapes, USB flash drives, or even smartphones, to fully rid the device of the sensitive data the user may consider “wiping” the device. Wiping is a process where every byte of your file is overwritten. Wiping ensures that the files or data are permanently deleted and the information remaining on your computer is secure.

 

The Information Security Office, through SANs Securing the Human, provides individuals with the tools and information they need to know what devices may need to be wiped, when to wipe, and how to wipe a device. Further, the training module discusses how different wiping programs may provide you with different options in order to overwrite larger amounts of data. Finally, the module provides simple tips on how to obtain information that may have not yet been overwritten, but only simply deleted.

 

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

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May 29
[ITWEEKLY] IT Weekly, May 29, 2015

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May 29, 2015

Document Cameras in the Classroom

OIT provides the technology support for the 191 Registrar-controlled classrooms on campus. In our most recent customer survey, it was very apparent there are a number of faculty who feel very strongly that document cameras should be a baseline requirement in the classroom technology stack. On the other hand, we’ve heard people anecdotally discussing the demise and phasing out of document cameras. To set the record straight, there are currently 141 Registrar-controlled rooms with document cameras and another 12 being updated this summer to include document cameras. This means that almost 75% of the rooms we support do have document cameras for use. If this is a feature you utilize as an instructor, please check out the Classroom Search feature at myutk.utk.edu, search for rooms in your area with document cameras and request that service be available to yourself for future teaching location assignments.

 

Freshman Orientation

This summer, OIT is participating in Freshman Orientation by staffing a booth during the Campus Information Assistance Fair. The booth is in Hodges Library from 1:00 PM to 3:00 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/MSadvantage for details

·         Q:  Is there wireless internet around campus?

A:  Yes. All academic buildings and residence halls have wireless internet access. Several outdoor areas including Presidential Court, Humanities, and Ayres Hall courtyard also have wireless access available.

·         Q:  Can you help me set up my email on my phone?

A:  Yes! (And online instructions are available at http://email.utk.edu.)

 

Software Update: SigmaPlot by Systat Software, Inc.

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

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

How can I learn it? To get started with SigmaPlot you can watch the tutorials at http://www.sigmaplot.com/quick-tutorial/sigmaplot-quick-tour.php

Where can I get support?  OIT offers Minimal Support for SigmaPlot; however, there is an active user group at http://www.linkedin.com/groups/SigmaPlot-Users-Group-4355721.

UPDATE: Office 365/Volmail Faculty & Staff Email Migrations
OIT migrated ~350 accounts this week for a total of 7,126 in Office 365/Volmail and 7,160 remaining in Tmail. These are the depts./units that migrated this week:

·         Office of Research & Engagement

·         Sponsored Projects Accounting

·         Environmental Health & Safety

·         Print and Mail Services

·         Warehousing & Surplus

·         Materials Science & Engineering

·         McClung Museum

Academic depts. or administrative units that have not migrated should review the Office 365/Volmail Departmental Migration web page and contact the OIT HelpDesk at (865) 974-9900 with their preference for a migration date & time. Administrative units must migrate before August and academic depts. before November.

 

Workshops for May 25-29, 2015

Researcher-Focused:

Introduction to NVivo, June 3 (Wed), 5:00pm - 7:00pm

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

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

Computer Security: Encryption- Protecting Sensitive Information
Your laptop, mobile devices, and USB flash drives 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 date, if lost, stolen, or even hacked.

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.

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 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 https://security.utk.edu/awareness and click on the BIG RED BUTTON image at the top of the page. You will be prompted to enter your NetID and Password.

 

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May 22
[ITWEEKLY] IT Weekly, May 22, 2015

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May 22, 2015

Septimana Horribilis

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

 

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

 

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

 

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

 

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

 

Wireless Upgrade Benchmarks

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

 

 

 

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

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

 

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

 

How can I learn it? OIT offers workshops each semester and recommends video workshops at Lynda.com (https://oit.utk.edu/Training/online-training/lynda), DataCamp.com and a set of two-minute “twotorials” at http://www.twotorials.com. The main web site at http://r-project.org/ lists addresses for support “mailing lists” and manuals.

 

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

 

UPDATE: Office 365/Volmail Faculty & Staff Email Migrations

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

·   Chemical & Biomolecular Engineering

·   Student Life including

-    Career Services

-    Center for Leadership & Service

-    Center for Student Engagement

-    Dean of Students

-    New Student & Family Programs

-    Rec Sports

-    SEE Center

-    SGA Sorority & Fraternity Life

-    Student Counseling Center

-    Student Health Service

-    Student Judicial Affairs

-    Student Media

-    University Center

-    University Housing

 

 

 

 

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

 

Workshops for May 25-29, 2015

Instructor-Focused:

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

 

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

 

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

 

Computer Security: Securing Your Mobile Devices

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

 

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

 

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

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