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The IT Weekly Archive for the Office of Information Technology at the University of Tennessee, Knoxville.
April 17
[ITWEEKLY] IT Weekly, April 17, 2015

April 17, 2015

Zoom Video Conferencing- UT’s Solution of Choice

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

·         screen share?

·         work collaboratively on documents? 

·         present while delivering a Powerpoint slide deck?

·         record a meeting?

·         invite anyone in the world to attend?

 

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

 

Upcoming Change to UT SharePoint External Authentication

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

 

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

 

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

 

 

SharePoint Roadmap

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

 

UPDATE: Office 365/Volmail Faculty & Staff Email Migrations

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

 

·   College of Law

·   Haslam College of Business

 

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

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

 

New to MATLAB? Check out the new MATLAB Onramp course

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

 

Complimentary MATLAB Training

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

 

Course Content and Duration

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

 

Getting Started

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

 

Workshops for April 20-24, 2015

Instructor-Focused:

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

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

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

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

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

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

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

SharePoint:

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

 

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

 

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

 

Computer Security: YOU Are the Target

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

 

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

 

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

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

April 10, 2015

Skype for Business Replacing Lync

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

 

The benefits of Skype for Business include:

• Updated application with a Skype-inspired design 
• Instant messaging, voice/video calling and conferencing
• Desktop sharing capabilities
• Web access to Skype for Business meetings for anyone without an installed client, including invited guests – no UT affiliation or credentials required
• Presence indication based on each person’s Outlook calendar, current Skype for Business activities, and manual settings.
• The full Lync feature set is included; no features or functionality will be lost.

 

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

 

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

 

OIT Software Distribution: Securing the Human

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

 

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

 

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

 

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

 

UPDATE: Office 365/Volmail Faculty & Staff Email Migrations 

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

 

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

 

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

 

Software Update: Qualtrics Research Suite

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

 

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

 

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

 

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

 

Workshops for April 13-17, 2015

Instructor-Focused:

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

SharePoint:

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

 

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

 

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

 

Computer Security: Passwords

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

 

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

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

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

April 2, 2015

Online@UT (Blackboard Learn) Upgrade Coming…

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

 

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

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

 

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

 

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

 

Results of 2015 OIT Customer Satisfaction Survey

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

 

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

 

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

 

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

 

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

 

 

UPDATE: Office 365/Volmail Faculty & Staff Email Migrations

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

 

·   Chemistry

·   Records Management Office

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

·   Retirees with no dept. affiliation

·   UTSA ITS & IRIS teams

 

Some of the larger academic unit migrations scheduled for April include the colleges of Architecture & Design, Business, Law, Nursing, and Social Work. OIT is beginning to schedule larger administrative units’ migrations for summer, and will then schedule smaller ones around those. Any dept./unit interested in scheduling a migration date should review the Office 365/Volmail Departmental Migration web page and contact the OIT HelpDesk at (865) 974-9900.

 

Software Update: NVivo by QSR International

What is it? NVivo is a qualitative analysis software package that supports both qualitative and mixed methods research. It lets you collect, organize, and analyze content from interviews, focus groups, discussions, surveys, documents, audio and visual files, images, social media data, web pages, and spreadsheets. It also offers multiple ways to visualize and report data, including graphs, charts and cluster analysis. Within the program, one can search and all or parts of data, sort data based on variable attributes or classifications and display a matrix of codes or coding structures. Video and Audio files can be transcribed and analyzed within the program. It also interfaces with EndNote, Mendeley, and Zotero for conducting a paperless literature review.

 

Where can I run it? NVivo is available at no additional charge to faculty, staff and students at all UT campuses for installation on university-owned and personally-owned Windows PCs and Macs. The download and installation instructions are at http://oit.utk.edu/software. For UTK, NVivo is also available on OIT’s Apps@UT server.

 

How can I learn it? For UTK, OIT offers workshops on NVivo each semester, and you can schedule a one-on-one tutorial any time by calling the OIT HelpDesk at 974-9900. You can also visit NVivo’s Support page at http://www.qsrinternational.com/support.aspx or watch tutorials from QSR International’s YouTube channel at https://www.youtube.com/channel/UCnfY7xiVmjJ-y0Y3cFN0MJw.

 

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

 

Workshops for April 6-10, 2015

Instructor-Focused:

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

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

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

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

 

SharePoint:

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

 

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

 

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

 

Computer Security: Think twice before you download.

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

 

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

 

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

 

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

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

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

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

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

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

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

March 27, 2015

File Storage Options for Faculty, Staff, and Students

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

 

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

 

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

 

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

 

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

 

Make Sure You Receive Your Email!

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

 

You have 2 options to ensure receipt of University emails:

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

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

 

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

 

UPDATE: Office 365/Volmail Faculty & Staff Email Migrations

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

 

·   Small Animal Clinical Sciences

·   Large Animal Clinical Sciences

·   Vet Hospital Operations

·   Biomedical and Diagnostic

·   Veterinary Medicine-Admin

·   Biosystems Engineering & Soil Science

·   UTIA Advancement, Supplies & Services, and retirees

 

OIT has begun scheduling administrative units for summer migrations, although there are still opportunities for academic departments to migrate during the spring semester while the majority of their faculty members are still on campus. Any dept./unit interested in scheduling a migration date should review the Office 365/Volmail Departmental Migration web page and contact the OIT HelpDesk at (865) 974-9900.

 

Software Update: Mplus by Muthén & Muthén

What is it? Mplus analyzes Structural Equations Models (SEM) that can include both continuous and categorical latent constructs. As their web site states, it can also analyze "both cross-sectional and longitudinal data, single-level and multilevel data, and data that come from different populations with either observed or unobserved heterogeneity. Analyses can be carried out for observed variables that are continuous, censored, binary, ordered categorical (ordinal), unordered categorical (nominal), counts, or combinations of these variable types."

 

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

 

How can I learn it? The web page is at http://www.statmodel.com/features.shtml, and SEM information is at www.gsu.edu/~mkteer/semnet.html. To learn Mplus, we recommend the program's help files.

 

Where can I get support? OIT offers Minimal Support for this software

 

Workshops for March 30 – April 3, 2015

Instructor-Focused:

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

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

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

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

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

SharePoint:

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

 

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

 

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

 

Computer Security: Knowing Your Smartphone Limits

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

 

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

 

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

March 20, 2015

Make Sure You Receive Your Email!

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

 

You have 2 options to ensure receipt of University emails:

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

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

 

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

 

MS Office for UT-owned & personally-owned computers

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

 

UT-owned Computers

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

 

Personally-owned Computers and Devices

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

 

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

 

UPDATE: Office 365/Volmail Faculty & Staff Email Migrations

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

 

·   Bursar’s Office

·   Biosystems Engineering & Soil Science

·   Extension Evaluation and Staff Development

·   Soil, Plant and Pest Center

·   UT Extension Offices – Central Region counties

·   UTIA Chancellor

 

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

 

Origin Pro Licenses Increased to Enhance Availability

What is it? Origin Pro, developed by OriginLab Corporation, is graphing and data analysis software that provides a comprehensive solution for scientists and engineers who need to analyze, graph, and professionally present data. Origin Pro's point-and-click interface allows you to start using it quickly, yet its wide range of advanced features provides for your growing needs.

 

Where can I run it? For UTK, Origin Pro is available on Apps@UT and the computers in the OIT public computer labs. The simultaneous user limit for Origin Pro is now five. Two additional licenses were installed March 18, 2015 on the OIT server.

 

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

 

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

 

Workshops for March 23-27, 2015

Instructor-Focused:

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

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

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

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

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

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

 

SharePoint:

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

 

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

 

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

 

Computer Security: Vishing (Phone Phishing)

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

 

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

 

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

 

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

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

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

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

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

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March 13
[ITWEEKLY] IT Weekly, March 13, 2015

 

March 13, 2015

OIT’s 2015 Customer Satisfaction Survey

Today is the last day to participate! In order to understand your information technology needs, we need your input. Please complete this brief technology services satisfaction survey, which will take about ten to fifteen minutes. https://tiny.utk.edu/oitcustomersurvey . Your responses are anonymous and will be shown only in summary reports. After completing the survey, you can choose to enter a drawing for $100. There is no purchase or fee of any kind required to participate.

 

Feedback last year contributed to various upgrades in wireless infrastructure, MyUTK redesign, availability of Google Apps/Gmail, and other initiatives. Your input counts!

 

Classroom Search Tool

In a recent survey to teaching faculty, there was a good amount of feedback regarding technology in the classroom. If your summer or fall teaching schedule assignments have been confirmed, you may want to check out the “Classroom Search” tool in the myUTK portal, in the My Services list. This classroom search aids faculty in determining if their assigned classroom meets their needs and can provide a heads up on technology you might not be familiar with. Faculty can search by building and room number, room capacity, or even down to specific equipment or furniture features of a classroom.

 

Zoom Recording Options

Zoom now has two types of recording capabilities: local recording and cloud recording. Local recordings are saved to your personal computer. Cloud recordings are saved to the Zoom Cloud where they can be viewed, shared via a URL, and downloaded. Both options provide MP4 video and M4A audio files. Keep in mind that you can still share locally recorded files using any number of available options (Mediasite, iTunesU, YouTube, OneDrive, Google Drive).

 

To enable Zoom cloud recording, log in to your Zoom profile page and enable cloud recording under the recording options. You are good to go!

 

To record a meeting/class to the Zoom Cloud, all you need to do is select “Start Cloud Recording” from the record button. Be sure to stop the recording at the conclusion of your session. When your cloud recording has been processed, you’ll receive an email from the Zoom Cloud to let you know it is available. To share your Zoom cloud recording, log in to your profile page and select “My Recordings.” From there, you’ll be able to play, share, download or delete your recording. If you choose to share your recording, you’ll be provided with a URL that you can email or post to your Blackboard Learn course site. You can even require a password to access the file.

 

As always, if you have any special needs or requests related to the best ways to share Zoom recordings, simply contact the OIT HelpDesk online <http://help.utk.edu/footprints/contact/> or call (865) 974-9900.

 

Happy Zooming!

 

UPDATE: Office 365/Volmail Faculty & Staff Email Migrations

We migrated almost 500 accounts this week and now have 2,722 in Office 365/Volmail and 12,339 remaining in Tmail. Almost all of March is dedicated to migrating UT Institute of Agriculture (UTIA) departments/units; these are the ones that migrated in whole or in part this week:

 

·   Agriculture & Resource Economics

·   AgResearch Administration

·   Animal Science

·   Biosystems Engineering & Soil Science

·   Family & Consumer Sciences

·   Food Science & Technology

·   Plant Sciences

·   Sponsored Programs

·   UT Extension Offices – Western Region

 

 

The colleges of Law and Nursing have both scheduled April migrations, as have several individual departments and Athletics. Any department/unit interested in scheduling a migration date should review the Office 365/Volmail Departmental Migration web page and contact the OIT HelpDesk at (865) 974-9900.

 

Software Update: Mathematica

What is it? Mathematica, by Wolfram Research, Inc., 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 5000 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 and UTHSC 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 at http://oit.utk.edu/software. 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 Mathematica workshops each semester. You can schedule a one-on-one tutorial any time by calling the OIT HelpDesk at 974-9900. The Mathematica Learning Center at http://www.wolfram.com/support/learn provides an extensive collection of Mathematica tutorials, examples, and other resources to learn about Mathematica. Use the Wolfram Mathematica Documentation Center at http://reference.wolfram.com/mathematica/guide/Mathematica.html to learn Mathematica using the definitive guide that covers all functions and provides extensive tutorials and examples. It also provides How To guides, which describe how to carry out tasks with step-by-step instructions.

 

Where can I get support? OIT offers Full Support for Mathematica. For assistance, contact the OIT HelpDesk at 974-9900. The Wolfram contact support information at http://www.wolfram.com/support/contact/ has links to Documentation and How To guides, 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 your completed message form located at http://www.wolfram.com/support/contact/email/?topic=Technical.

 

Workshops for March 16-20, 2015

Instructor-Focused:

·   Online@UT 08 (Managing Your Blackboard Site and Content), March 16 9:00am - 11:00am

·   Online@UT 01 (Introduction to Online@UT - Blackboard Learn), March 17, 9:00am - 11:00am

·   LiveOnline@UT 1 (Introduction to Bb Collaborate), March 17, 1:00pm - 3:00pm

·   Zoom Video Conferencing, March 18, 9:00am - 10:00am

·   Prezi for Faculty 1 (Basics), March 19, 9:00am - 11:00am

·   Camtasia for Windows 1 (Instructional Video on Windows PC), March 19, 1:30pm - 3:30pm

 

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: It’s TAX season!

Tax season is in full swing and criminals are seizing the opportunity for scams. Because of the rise in major data breaches, which have exposed individuals’ sensitive information on a large scale, we should be even more vigilant in taking steps to minimize our risk of Identity theft and other online-related crime. Scammers leverage every means at their disposal to separate you from your money, your identity, or anything else of value they can get. Scams may include mocked-up websites and tax forms that look like they belong to the IRS to trick you into providing your personal information.

 

Vigilance about your online security practices is necessary every day. Below is a list of tips to help you avoid becoming a victim of an online tax scam.

 

How To Recognize Online Tax Scams

·   Requests for personal and/or financial information, such as name, SSN, bank or credit card account numbers or security-related information, such as mother's maiden name, either in the email itself or on another site to which a link in the email directs you;

 

·   Inclusion of exciting offers to get you to respond, such as mentioning a tax refund or offering to pay you to participate in an IRS survey;

 

·   Threatens a consequence for not responding to the email, such as additional taxes or blocking access to your funds;

 

·   Has incorrect spelling for the Internal Revenue Service or other federal agencies;  uses incorrect grammar or odd phrasing;

 

·   Discusses "changes to tax laws" that include a downloadable document (usually in PDF format) that purports to explain the new tax laws (these downloads are populated with malware that, once downloaded, may infect your computer).

 

How To Avoid Becoming a Victim

·   Submit your tax returns as soon as possible in order to prevent someone else from filing under your name.

 

·   Secure your computer. Make sure your computer has the latest security updates installed. Check that your anti-virus and anti-spyware software are running properly.

 

·   Carefully select the sites you visit. Do not visit a site by clicking on a link sent in an email, found on someone's blog, or in an advertisement. The website you land on may look just like the real site, but it may be a well-crafted fake.

 

·   Do not use public Wi-Fi to file your taxes.

 

·   Never send sensitive information in an email; it may be intercepted by criminals.

 

If an email claims to be from the IRS, it's a scam -- the IRS will not contact you via email, text messaging or your social network, nor does it advertise on websites. If the email appears to be from UT, your bank, your broker, etc., claiming there is an issue with what they reported for you and you need to verify some information, it might be a scam. Do not respond to the email. Contact the entity directly before responding.

 

For more information:

Taxpayer Guide to Identity Theft:

http://www.irs.gov/uac/Taxpayer-Guide-to-Identity-Theft

 

IRS Dirty Dozen Tax Scams for 2015:

http://www.irs.gov/uac/Newsroom/IRS-Completes-the-Dirty-Dozen-Tax-Scams-for-2015

 

Report Phishing:

Send the headers from the email to abuse@utk.edu. Call the OIT HelpDesk at (865) 974-9900 for assistance.

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March 06
[ITWEEKLY] IT Weekly, March 6, 2015

March 6, 2015

OIT’s 2015 Customer Satisfaction Survey

We're listening! In order to understand your information technology needs, we need your input.

 

If you have not already done so, please complete this brief technology services satisfaction survey, which will take about ten to fifteen minutes. https://tiny.utk.edu/oitcustomersurvey

 

Your responses are anonymous and will be shown only in summary reports. After completing the survey, you can choose to enter a drawing for $100. There is no purchase or fee of any kind required to participate.

 

Feedback last year contributed to various upgrades in wireless infrastructure, MyUTK redesign, availability of Google Apps/Gmail, and other initiatives. Your input counts!

 

Quick & Easy Course Communication

Stuck at home? Power out? Running late for class? Need to get word to your students but don’t have access to your computer or internet connection? These last few weeks of crazy weather proved to remind us all how important timely communication surrounding classes can be. In the event of university closure, class cancellation, or the need to provide a quick assignment update, the Blackboard Mobile Learn application (available via the University of Tennessee Mobile App) will meet your needs. Simply launch the University of Tennessee Mobile App, Open the Blackboard Mobile Learn App, login and access your courses. Within each of your course sites, you can post a class announcement or send email to the students in your class. It works just like being logged into Blackboard on your personal computer, doesn’t require wifi access, and can be done via your cellular data plan.

 

Want to Turn Your Conference Room into a Zoom Room?

Many of you have adopted the university’s Zoom desktop video conferencing solution. You’ve participated in numerous meetings on your personal computer, but you’ve been wondering how you might employ the Zoom capabilities in your conference room so that you could Zoom with others in a group. The answer to that question is yes. Just a few simple additions can turn your conference room into a Zoom room.

 

Suggested Equipment:

·      1 Personal Computer (PC or Mac). Keep in mind that a dedicated computer is not required. Users may simply bring their own computer!

·      1 High Definition Web Camera with microphone. Pan/Tilt/Zoom feature is desirable. For larger rooms, consider adding a desktop microphone.

·      LCD/LED Monitor or projector with screen.

 

Contact the OIT HelpDesk at http://help.utk.edu, or (865) 974-9900 and get an appointment with OIT Engineering Services for professional consulting on the best and most economic options available.

 

UPDATE: Office 365/Volmail Faculty & Staff Email Migrations

We migrated almost 500 accounts this week and now have 2,242 in Office 365/Volmail and 12,803 remaining in Tmail. Almost all of March is dedicated to migrating UT Institute of Agriculture (UTIA) departments/units; these are the ones that migrated in whole or in part this week:

 

·   4-H

·   Agricultural Leadership, Education & Communications

·   Biosystems Engineering & Soil Science

·   College of Agricultural Sciences and Natural Resources administration

·   Entomology & Plant Pathology

·   Forestry, Wildlife & Fisheries

·   UT Extension Offices - Eastern Region

·   UTIA administrative offices

·   VolCard Office

 

 

Any department/unit interested in scheduling a migration date should review the Office 365/Volmail Departmental Migration web page and contact the OIT HelpDesk at (865) 974-9900.

 

Software Update: LISREL

What is it? LISREL, by Scientific Software International, 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 web page is at http://www.ssicentral.com/lisrelhttp://www.gsu.edu/~mkteer/semnet.html.

 

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

 

Workshops for Mar 9-13, 2015

Instructor-Focused:

·   Online@UT 02 (Assessments in Blackboard Learn), Mar. 10, 1:00pm - 3:00pm

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

·   Multimedia Development for Faculty, Mar. 12, 9:00am - 11:00am

·   Video Everywhere: A New Video Option for Blackboard Learn, Mar. 12, 1:00pm - 2:00pm

·   Captivate 1 (Hands-On With Adobe Captivate), Mar. 13, 10:00am - 12:00pm

Researcher-Focused:

·   SQLite 1 (Basics), Mar. 9, 1:00pm - 2:30pm

·   JMP Basics, Mar. 10, 9:00am - 11:00am

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

·   SAS Basics, Mar. 12, 1:30pm - 3:30pm

 

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.

 

With Sensitive Data Comes Great Responsibility

Many faculty and staff are granted access and required to work with sensitive data[1] on a daily basis. However, with such permission comes great responsibility. It is crucial that users implement security best practices to protect the sensitive data they work with.

 

Most users are familiar with the proper procedures for disposal of paper records or documents that contain sensitive data; after processing the information, the documents are shredded. For those of you dealing more in digital data, here are a few simple tips for managing that information:

 

·         Know where the sensitive data is stored. This might seem simple, but individuals working with sensitive data may easily download documents containing the data on a daily basis. Further, with the increased reliance on cloud storage, USBs, and email archives, it is increasingly important that users know where that sensitive data is being housed. Knowing where the information is stored is the first step to being able to delete the data when necessary.

·         Make sure and fully delete the documents containing sensitive data when you’ve finished processing it. For example, if you have processed the information and uploaded it to a server, delete the local copy. Additionally, moving a document to the trashcan of your computer does not delete the data. Users must take the extra step necessary to empty their trash folder.

·         Be familiar with the University’s policies concerning sensitive data storage, and re-familiarize yourself with the risk associated with working with the data. While working with this type of data may be a part of your daily practice, becoming overly comfortable with the data lends its self to disposal oversights that will not only put the data at risk, but you and the University as a whole.

 

[1] UT Policy IT0115 - http://policy.tennessee.edu/it_policy/it0115/line.gif

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February 27
[ITWEEKLY] IT Weekly, February 27, 2015

February 27, 2015

OIT’s 2015 Customer Satisfaction Survey

Next week, OIT will be distributing its annual Customer Satisfaction Survey. This survey is your chance to rate OIT and provide input regarding your information technology needs. Last year, the feedback we received from the 2o14 survey significantly shaped direction of some of the work OIT accomplished throughout the past year!

 

In 2014, some of the areas suggested numerous times for improvement included wireless coverage, cellular coverage, collaboration tools and MyUTK.

 

For wireless coverage, OIT has installed an additional 400 access points on campus and upgraded 40% (over 1,800 in all) of the existing access points to a newer version of AP that provides 40% greater usage density per access point.

 

Cellular coverage remains questionable in certain buildings, but we continue to work with the cellular providers on potential solutions and hope to show improvement in these problem areas in 2015.

 

In regards to collaboration tools, Sharepoint remains an attractive solution, but we have also enabled the Google and Microsoft Office365 solutions for all of campus. Expanded email services and cloud storage options are just part of the functionality offered in these suites. In addition, Zoom is now available to the campus for high quality video conferencing capability.

 

Finally, MyUTK received a complete makeover in 2014, looking to be more of a campus portal with targeted messaging and to create ease of access to multiple student/faculty services.

 

Look for an email from Joel Reeves, Assistant Vice Chancellor and Chief Information Officer, next week and help OIT continue to understand and meet your technology needs.

 

UPDATE: Office 365/Volmail Faculty & Staff Email Migrations

We migrated over 560 accounts this week and now have 1,765 in Office 365/Volmail and 13,294 remaining in Tmail. These are the departments/units that migrated this week:

 

·   College of Education, Health & Human Sciences (CEHHS) administration

·   These CEHHS departments, including their affiliated centers & programs:

- Child and Family Studies

- Educational Leadership and Policy Studies

- Educational Psychology and Counseling

- Kinesiology, Recreation, and Sport Studies

- Nutrition

- Public Health

- Retail, Hospitality, and Tourism Management

- Theory and Practice in Teacher Education

 

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Remember that Volmail accounts have a 50GB quota compared to the 2GB quota in Tmail! If your department/unit is interested in scheduling a migration date, particularly in April before final exams begin, please review the Office 365/Volmail Departmental Migration web page and contact the OIT HelpDesk at (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 http://oit.utk.edu/software. 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 at http://www.jmp.com/community 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 Minimal Support for JMP. The JMP User Community web page at http://www.jmp.com/community 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 Mar 2-6, 2015

Instructor-Focused:

·   LiveOnline@UT 4 (Breakout Rooms and Other Tools), Mar 2, 1:00pm - 3:00pm

·   Zoom Video Conferencing, Mar 2, 3:00pm - 4:00pm

·   Online@UT 04 (Assignments and Plagiarism Prevention), Mar 3 , 9:00am - 10:00am

·   Turning Point Clickers 1 (Basics), Mar 3 , 1:00pm - 3:00pm

·   Online@UT 07 (Integrating Publisher Content), Mar 4, 9:00am - 10:00am

·   Online@UT 09 (Assessment Rubrics in Blackboard Learn), Mar 5, 9:00am - 10:00am

·   Turning Point Clickers 2 (Advanced Uses), Mar 5, 1:00pm - 3:00pm

 

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

 

All workshops meet on the Knoxville campus. Registration is required 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.

 

YOU are the Best Security Money Can Buy

Working inside a small office, inside an even larger department, that is inside the framework of a large educational institution such as ours can often leave users thinking that their day-to-day information security practices have little impact on the overall information security of the institution. However, that statement could not be farther from the truth.  Over the past few weeks, we’ve addressed the dangers and risk associated with insider misuse[1] and users have seen that insider misuses is the leading security threat to users’ personal information and devices, and that of the university.

 

While your institution and departments certainly implement various information security controls that are intend to protect you and your most sensitive date, your information security practice is the most important layer of security to ensure the protection of you, your colleagues, and your institution.

 

Because insider misuse is often the result of unintentional behavior, the only way to shed light on the growing problem is to bring awareness to users.  It is crucial that users understand that their daily information security practice poses a significant risk and can have a tremendous impact on more than just their personal information and devices, but their colleges and institutional data as well.

 

One way to reduce the impact of harm cased by insider misuse is to back up your computer and devices. Following the tips below can reduce the impact that information security breaches can have on you and your productivity.

·         Always plan for the worst and make backing up your devices a part of your regular routine.

·         Encrypt or password-protect your backups to ensure privacy.

·         Store your backups ‘offsite’ or in a different location (e.g. GoogleDrive or Microsoft OneDrive for Business are available to all faculty and staff)

·         Take the extra step and occasionally try to restore your data to ensure your backups are working.

 

[1] Links to previous articles concerning Insider Misuse:

https://utworks.tennessee.edu/oit/itweekly/default.aspx;

https://utworks.tennessee.edu/oit/itweekly/Lists/Posts/Post.aspx?ID=284;

https://utworks.tennessee.edu/oit/itweekly/Lists/Posts/Post.aspx?ID=285

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

February 20, 2015

OIT Private Cloud Services

OIT's Virtual Machine (VM) offering allows you to retire your old physical servers and pay only for those resources you need in a VM. Physical servers can even be converted directly into VM’s if needed. A department can maintain full control of a VM, or request system administration services (for a fee) from OIT. 

 

Costs: The average VM in our data center is currently 2 vCPU’s, 4GB ram and 200GB storage. OIT’s charge for such a configuration is approximately $30/month. Similar configurations in a commercial cloud service will typically run about $180/month. You can calculate our charges using the OIT VM order form. For additional comparison, the link at https://www.cloudorado.com/cloud_server_comparison.jsp provides costs for larger number of commercial cloud providers.

 

Major University applications such as Banner and BlackBoard run on OIT’s virtual clusters.

 

Benefits of converting to virtual machines:

·         Redundancy – A host failure will only cause a temporary outage of a VM.   The VM will start back up automatically on another host.   All components of the virtual clusters use enterprise class redundant parts.  All equipment is kept in OIT’s datacenters which can withstand power failures. 

·         Outage-free resource changes - Add CPUs, memory, NICs, and hard drives without interruption to the running virtual machine.

·         Snap Shots – This is your “undo” button.  Take a snapshot before a risky change.  Should the change fail, immediately revert back to the snapshot.  If the change is successful simply delete the snapshot.

·         Server portability – VMs are just a set of files, which can be copied or moved from one virtual environment to the next.

 

Last Chance to Participate: Survey for Teaching Faculty

If you teach, you can still take the “Resources for Teaching Faculty” survey, which asks questions about faculty support needs regarding teaching and learning. Faculty input will inform four units on campus: OIT’s Instructional Support, TennTLC, Online Programs, and the Campus Classroom Upgrade Committee. The survey will close March 5, so please plan to provide your input!

 

UPDATE: Office 365/Volmail Faculty & Staff Email Migrations

We migrated almost 400 accounts this week and now have 1,331 in Office 365/Volmail with 13,845 remaining in Tmail. These are the departments/units that migrated this week:

 

·   College of Communication & Information

·   UT Police Department

·   Andy Holt Tower 4th floor

·   Parking & Transit Services

 

 

We’ll be migrating the UT Institute of Agriculture during March, and about half of April is now scheduled. If your department/unit is interested in scheduling a migration date, please review the Office 365/Volmail Departmental Migration web page and contact the OIT HelpDesk at (865) 974-9900.

 

Software Update: Image J

What is it? ImageJ (by National Institutes of Health) is a free, open source image-processing program that can display, edit, analyze, process, save and print various image types. 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 http://imagej.nih.gov/ij/docs/index.html.

 

Where can I get support? OIT offers Full Support for ImageJ. For assistance, contact the OIT HelpDesk at 974-9900. The main web site at http://imagej.nih.gov/ij/ includes FAQs and their Documentation Wiki at http://imagejdocu.tudor.lu, has more FAQs for ImageJ.

 

Workshops for Feb 23-27, 2015

Instructor-Focused:

·   Online@UT 05 (Grade Center in Blackboard Learn), Feb. 23, 9:00am - 11:00am

·   Digital Badges and Certificates: Recognition for What You Teach, Feb. 24, 9:00am - 10:00am

·   LiveOnline@UT 3 (Bb Collaborate Plan and Publish), Feb. 24, 11:00am - 12:00pm

·   Multimedia Development for Faculty, Feb. 24, 1:00pm - 3:00pm

·   Turning Point Clickers 2 (Advanced Uses), Feb. 25, 9:30am - 11:30am

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

·   Online@UT 03 (Blogs and Wikis in Blackboard Learn), Feb. 25, 1:00pm - 3:00pm

·   Online@UT 06 (Structuring Your Blackboard Learn Course Site), Feb. 26, 9:00am - 11:00am

·   Online@UT 08 (Managing Your Blackboard Learn Course Site), Feb. 26, 1:00pm - 3:00pm

·   Teaching with Mobile Devices, Feb. 25, 10:00am - 12:00pm

Researcher-Focused:

·   Google Appliance 1 (Utilizing the UT Google Search Appliance), Feb. 23, 1:00pm - 2:30pm

·   SAS Basics, Feb. 24, 1:30pm - 3:30pm

·   SPSS 1 (Basics), Feb. 26, 11:15am - 12:35pm

 

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.

 

Protecting Your Email Protects More Than Just You

Insider misuse of email is one of the most common threats to both individuals and institutions. Because of the significance of this threat, it is crucial that individuals are aware of certain computer practices that can lead to insider misuse and likely put you, your address book, and your institution at risk.

One tip for avoiding institutional email exposure is to limit the use of the institutional email account to business use only. This includes refraining from using the institutional email account when registering for any online accounts, personal listservs, or in online forums. This can be easily accomplished by creating a secondary, personal account either through Gmail, Hotmail, or various other providers that you will use in the place of your institutional email when necessary. Further, as a general best practice rule, limiting the use of your institutional email to strictly business matters can significantly reduce the risk that you will be exposed to any malware or scams that may be circulating through your personal address book or affiliate websites that may have your secondary email.  

 

Although the lines of work life and personal life are growing increasingly blurry, assessing the increased risk that individual behavior may have on an intuitional account will help individuals and colleagues better understand that the threat they impose is not only to their own accounts and work productivity, but to the institution and the colleagues around them.

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February 13
[ITWEEKLY] IT Weekly, February 13, 2015

February 13, 2015

REMINDER: Campus Survey for Teaching Faculty

If you teach, please take the “Resources for Teaching Faculty” survey, which asks questions about faculty support needs regarding teaching and learning. Faculty input will inform four units on campus: OIT’s Instructional Support, TennTLC, Online Programs, and the Campus Classroom Upgrade Committee. If you receive this survey, please take the time to complete it and make your needs known!

 

Recent Changes to MATLAB

Recent changes to the MATLAB and Simulink installations include updates, bug fixes and a toolbox addition to the UT site license.

 

MATLAB Updated to R2014b

MATLAB R2014b is now available on UTK’s server Apps@UT and the computers in the OIT public computer labs. Quoting the R2014b Release Notes, “Release 2014b includes a major release of MATLAB® with a new graphics system, increased support for big data, features for packaging and sharing code and source control integration. Simulink® has significant updates with new features for accelerating model building and running consecutive simulations. R2014b also includes updates to all other products.”

 

The recommended patches for MATLAB R2014a and MATLAB R2014b, which fix several bugs in these releases, have been applied. Effective January 14, MathWorks fixed these bugs in the downloaded versions on mathworks.com. For your personal installations downloaded prior to January 14, MathWorks recommends that you install the patch to MATLAB 2014a located at Bug Report ID 1090500. For MATLAB R2014b, install the patch located at Bug Report ID 1184018.

 

Toolbox Added to MATLAB Site License

The Econometrics Toolbox™, purchased by the UTK Business Analytics and Statistics Department and recently added to the UT MATLAB site license, has been installed with the MATLAB R2014b release.  The Econometrics Toolbox™ provides functions for modeling time series and economic data. For more information, visit http://www.mathworks.com/products/econometrics/.

 

For information on how to download and install the new MATLAB 2014b products, download the OIT MATLAB installation document available on the OIT Software Distribution web site after logon at https://web.dii.utk.edu/softwaredistribution.

 

UPDATE: Office 365/Volmail Faculty & Staff Email Migrations

To date, we have migrated 973 accounts to Office 365/Volmail, and about 14,222 Tmail accounts remain to be migrated.

 

Departments migrated this week:

·   IT staff for the UT Institute of Agriculture

·   Earth and Planetary Sciences

·   IT staff for the College of Communication and Information

 

Macintosh HD:Users:jderco:Desktop:Volmail2_13.png

 

We are working with representatives from the colleges of Architecture and Design, Law, Nursing, and Education, Health, and Human Sciences to identify migration dates. If your department/unit is interested in migrating, particularly in April, please review the Office 365/Volmail Departmental Migration web page and contact the OIT HelpDesk at (865) 974-9900.

 

Software Update: ImageJ

What is it? ImageJ is a free, open source, image-processing program that can display, edit, analyze, process, save and print various image types. 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 http://imagej.nih.gov/ij/docs/index.html.

 

Where can I get support? OIT offers Full Support for ImageJ. For assistance, contact the OIT HelpDesk at 974-9900. The main web site at http://imagej.nih.gov/ij/ includes FAQs and their Documentation Wiki at http://imagejdocu.tudor.lu, has more FAQs for ImageJ.

 

Workshops for Feb 16-20, 2015

Instructor-Focused:

·   LiveOnline@UT 2 (Engagement in Bb Collaborate), Feb. 16, 1:00pm - 3:00pm

·   Turning Point Clickers 1 (Basics), Feb. 17, 9:30am - 11:30am

·   Zoom Video Conferencing, Feb. 17, 2:00pm - 3:00pm

·   Camtasia for Windows 2 (Advanced Topics), Feb. 18, 9:00am - 11:00am

·   Teaching with Mobile Devices, Feb. 19, 10:00am - 12:00pm

·   Online@UT 11 (Discussion Forum in Blackboard Learn), Feb. 20, 9:00am - 11:00am

Researcher-Focused:

·   Newton 1 (Introduction to Newton HPC), Feb. 18, 3:00pm - 5:00pm

·   Mathematica 1 (Basics), Feb. 19, 1:30pm - 3:30pm

·   Newton 1 (Introduction to Newton HPC), Feb. 19, 3:00pm - 5:00pm

 

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: 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 UTK campus was introduced to the online Security Awareness Training in 2014. Over 2200 staff members completed the online training. The university purchased a program that is hosted by SANS, one of the most trusted and by far the largest source for information security training and security certification in the world.

 

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

 

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

 

Response to the training has been positive. Several staff members have asked if they could share the training with their families. Staff are encouraged to log into the training from home and share the videos. There are several modules that specifically address information security issues at home.

 

Last week, OIT implemented the 2015 Security Awareness Training program to all staff with reporting lines to the Knoxville campus. Although the training is not 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.

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