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The IT Weekly Archive for the Office of Information Technology at the University of Tennessee, Knoxville.
June 23
[ITWEEKLY] IT Weekly, June 23, 2017

 

June 23, 2017

 

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

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

·            MyUTK

·            Meal Plan Management

·            Volcard Deposits

·            Software Downloads

·            Other custom applications hosted by OIT

 

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

 

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

 

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

 

Move Over Google Maps, Make Way for ArcGIS Online

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

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

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

 

Update: Classification Survey

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

 

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

 

Classify your devices online at classify.utk.edu.

 

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

 

 

Maple by Maplesoft

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

 

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

 

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

 

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

 

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

 

Workshops for June 26- June 30, 2017

Instructor-Focused:

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

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

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

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

 

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

 

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

 

Computer Security: Security Awareness Training is Mandatory

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

 

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

 

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

 

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

 

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

 

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

 

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

 

June 16, 2017

 

Need Help with Canvas?

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

 

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

 

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

 

Pro Tips:

 

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

 

New Workshop: Digital Tools for Assessing Experiential Learning

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

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

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

Anyone engaged in experiential learning is
welcome to register!  

 

Additional Adobe Creative Cloud Offerings

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

 

 

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

 

LISREL by Scientific Software International

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

 

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

 

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

 

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

 

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

 

 

Workshops for June 19- June 23, 2017

Instructor-Focused:

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

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

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

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

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

 

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

 

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

 

Computer Security: Using Cloud Storage

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

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

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

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

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

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

 

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June 09
[ITWEEKLY] IT Weekly, June 9, 2017

 

June 9, 2017

 

Collaboration Tools: Office 365 Groups

Departments, committees, teams….collaboration and working together is just part of any job at UT. Groups in Office 365 let you choose a set of people that you wish to collaborate with and easily set up a collection of resources for those people to share. You may access your group through Outlook on the Web or Outlook 2016 for Windows. Watch the video to learn more about Office 365 groups or check out Microsoft’s website.

 

Office 365 Groups include the following:

 

  • Shared Inbox – For email conversations between your members.
  • Shared Calendar – For scheduling events related to the group
  • Shared OneDrive – A central place for the group to store and share files
  • Shared OneNote Notebook – For gathering ideas, research, and information
  • Planner – For assigning and managing project tasks among your group members

 

Check out the OIT Knowledge Base for detailed instructions on creating the group and contact the OIT HelpDesk at 865-974-9900 for assistance creating and using Office 365 Groups.

 

Faculty and Staff: Microsoft Office and OneDrive Access After Leaving UT

Once you have left the University, your Microsoft Office ProPlus subscription will end, and access to the desktop suite and web applications will be unavailable. At this time, you will need to enroll in other available consumer or commercial offers from Microsoft or third-party retailers. Additionally, access to the files stored in your UTK OneDrive for Business and Google Drive will be unavailable and the files deleted. OIT recommends backing up and transferring your files to another third-party service if you wish to keep any of this data. If you have any questions, please contact the OIT HelpDesk at 865-975-9900 or help.utk.edu.

 

LabVIEW by National Instruments (NI)

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

 

What can I use if for? Faculty, staff, and students can use LabVIEW for university-related academic (not administrative) purposes. Students typically use LabVIEW in a lab environment. However, LabVIEW can be installed on student-owned PCs for research use; student installation for course work is prohibited. Use that benefits outside organizations requires the purchase of a commercial license.

 

Where can I run it? LabVIEW is available at no additional charge to UTK and UTSI faculty and staff for installation on university-owned Windows, Macs and Linux PCs. The download and installation instructions are on OIT’s software download site.

 

How can I learn it? The source of learning LabVIEW is at NI academic training page. Note: Login Required for LabVIEW online training. LabVIEW Core 1, 2, and 3 is free under UT’s NI Subscription Service Program (SSP) contract; LabVIEW Self-Paced Video Training for Students website geared toward students and offers videos, exercises, and self-quizzes.

 

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

 

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

 

 

Workshops for June 12- June 16, 2017

Instructor-Focused:

Getting to Know Canvas (Zoom), June 12, 2:00 pm – 4:00 pm

Getting to Know Canvas, June 15, 10:00 am – 12:00 pm

 

Researcher-Focused:

Qualtrics 2 (Reporting and Analysis Tools), June 14, 1:30 pm – 3:30 pm

 

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

 

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

 

UT Disaster Recovery Exercise

This week, seven OIT staff traveled to an off-site recovery center. Their mission: test their recovery procedures to restore the UTK Network, Banner, Archibus, IRIS, ANDI, and the TERA environments. The test was successful in that the procedures enabled us to recover all five systems and establish a secure network infrastructure to protect the systems and information. OIT staff and end-users tested the systems remotely from Knoxville to validate their restoration. UT System Administration staff and users from IRIS, The Office of Research and the UT Foundation verified the UT Enterprise systems. End-user testing contributed greatly to the success of the test, validating that the university has the ability to recover these critical systems in the event of a campus-wide disaster. Planning and unit testing by the Backup and Recovery team and Network Services group set the other teams up for a successful restoration. Thanks and KUDOS are in order to all of the Disaster Recovery (DR)  Test Team as well as the staff who worked remotely from Knoxville to make the DR Test a success.

 

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June 02
[ITWEEKLY] IT Weekly, June 2, 2017

 

June 2, 2017

 

 

 

OIT has officially retired Blackboard as the University’s Learning Management System (LMS). After a full year transition, Canvas is the primary academic LMS for UTK. Over 1,300 courses and 1,000 instructors used Canvas during the Spring Semester. All Blackboard content has been preserved and is available for import into Canvas upon request.

 

As  part of the Canvas deployment, Unplag will become the new plagarism detection tool for undergraduate assignments.  All data stored previously in SafeAssign has been preserved successfully moved to Unplag. In the coming months, we’ll discuss more how Unplag fits in our environment, as well as iThenticate, an anti-plagarism tool that leverages a collection of more than 26 million published research articles for check professional and higher-level academic work.

 

One of the initial shortcomings identified in Canvas has been the lack of a class-based photo roster. OIT is working with the Volcard office and will have class-based photo roster application available through MyUTK for the Fall semester.

 

In addition to standard Canvas workshops, OIT is offering weekly Virtual Canvas Camps to help you become Canvas Ready.  Join us Mon/Wed/Fri from 9 am-noon and Tue/Thu from 1 pm-4 pm via Zoom,http://tiny.utk.edu/canvas-zoom

 

 

Email Access for Faculty and Staff After Leaving UT

Faculty and Staff who leave in good standing will retain access to their email account for one year after leaving the University. Faculty or staff that are still performing work for, but are no longer paid by the University can retain access to email and other IT services by being sponsored by a department. The request for sponsorship form is online at oit.utk.edu/forms. Faculty members with emeritus status retain access to most IT services. However, OIT recommends working with your department to make sure your emeritus status is set in IRIS. Retirees with at least ten years of service are eligible for OIT email accounts.  Retirees will need to submit the Request for E-mail Account and Retention of University Email Address form to Retirement Services. If you have any questions, please contact the OIT HelpDesk at 865-975-9900 or help.utk.edu

 

KNIME by KNIME GmbH

What is it? KNIME is free and open source software for data science. It uses a workflow (flowchart) interface that lets you control the flow of your analysis by connecting icons with arrows. Each icon represents one step in your analysis and is configured with dialog boxes. This makes it easy to learn and yet able to perform complex analyses without having to learn a programming language.

 

Where can I run it? You can download it from KNIME.org to run on your PC, Mac, or Linux computer. Any number of users can also run it at the same time on the Apps@UTK server.

 

How can I learn it? OIT teaches workshops each semester on it. The company also has a KNIMETV channel on YouTube as well as an online self-training page.

 

Where can I get support? OIT offers Minimal Support for KNIME. The company runs a discussion forum where people can help one another with technical support issues.

 

 

Workshops for June 5- June 9, 2017

Instructor-Focused:

Getting to Know Canvas, June 6, 1:00 – 3:00 pm

Getting to Know Canvas, June 9, 9:00 am – 11:00 am

 

Researcher-Focused:

Qualtrics 1 (Web Survey Design), June 7, 10:00 am – 12:00 pm

 

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

 

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

 

Alphabet Soup

It is hard for Information Technology professionals to carry on any technical discussion without using acronyms. Justifiably, a listener or reader may have the urge to rush to "Google" a term so that they can follow a discussion. FYI, most of the phrases used in IT-Speak are "initialisms" (See: Google).

 

Discussions involving Cyber Security are no different. When questions such as, "How can we reduce the chances that something like WannaCrypt would impact us? What can we do as a campus?" come up, the answers most certainly will include terms such as authentication or configuration management.

 

Initialisms that represent systems which enhance our ability to protect information resources: "Active Directory" (AD) and "System Center Configuration Manager" (SCCM). There are other systems or applications we could add to this discussion, but these two are systems that are available and supported through OIT.

 

Active Directory is a method of keeping track of people and computers and providing a way for them to prove their identity (authentication) to access IT resources they need to do their jobs. Think of it as phone book containing the names and addresses of computers and all of the faculty, staff, and students on-campus.

 

SCCM is a software management suite provided by Microsoft that allows users to manage a large number of Windows-based computers. SCCM features remote control, patch management, operating system deployment, network protection and other various services.

 

How would these systems help us limit the impact of an attack of ransomware like WannaCrypt? One feature of AD is the ability to set "policies" on workstations that would mandate automatic updates of operating systems (OS). Devices affected by WannaCrypt were missing software updates issued three months ago. A feature of SCCM is that it enables administrators to "push" critical updates out to many devices at one time and in a uniform manner, ensuring that devices are all equally protected in a timely manner.

 

Both of these systems have been around for years. We have suffered through the growing pains of both. Can they get better? We can hope, but these are dependable services. Along with other systems like "LDAP" along with a secure, robust and redundant network, they enable OIT to provide services to the campus that help mitigate or reduce the effects of cyber attacks such as WannaCrypt.

 

For answers to questions about these or other services supported by OIT, please call the OIT HelpDesk at 865-974-9900.

 

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May 26
[ITWEEKLY] IT Weekly, May 26, 2017

 

May 26, 2017

 

Check out the New OIT Website!

Our new site has simplified layouts, fewer pages to sort through, and an all-new site search. Visit oit.utk.edu to check out all the changes!

 

 

Coming soon! Chat with the OIT HelpDesk

OIT is launching a brand new way to get in touch with the OIT HelpDesk. Starting June 1, you can now chat online with a HelpDesk representative. A link to chat is available in the banner at the top of every page on the new OIT website. Chat is a great way to get help with quick questions like finding your NetID, resetting your password, configuring your email, registering your device, and more. OIT chat will be available Monday thru Friday, 8am-5pm ET, except for days the university is closed.

 

Update: Classification Survey

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

 

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

 

Classify your devices online at classify.utk.edu.

 

Since January 23, 23,300 university-owned devices have been classified; approximately 19,000 university-owned devices remain on the classification list.  If you have any questions or need assistance, please contact the OIT HelpDesk online or at 865-974-9900.

 

Blackboard retires on May 31! Are you ready?

OIT is offering weekly Virtual Canvas Camps to help you become Canvas Ready before Blackboard retires on May 31, 2017.

 

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

 

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 the 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 Health Science Center through their respective technology fees for installation on Windows and Mac computers. The download and installation instructions are at OIT’s download site. For UTK, JMP is also available on Apps@UT  and the computers in the OIT public computer labs. There is no simultaneous user limit for JMP.

 

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

 

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

 

 

Workshops for May 29- June 2, 2017

Instructor-Focused:

Getting to Know Canvas, June 1, 9:30 am – 11:30 am

 

Student-Focused:

Nvivo, May 31, 3 pm – 4:30 pm

SPSS 2 (SPSS Data Analysis), June 2, 1 pm – 2:30 pm

 

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

 

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

 

Data Loss Prevention: The Key is YOU!

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

 

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

 

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

 

Scenario 3: A UT employee just finishes their family’s 2016 Tax Return in TurboTax and sends a PDF of the return through their UT email account, complete with their SSN, their spouse’s SSN, and their children’s SSN’s to their Yahoo!, Gmail, or Hotmail account.

 

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

 

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

 

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

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

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

4.      UT staff can use “Encrypt” in the Subject line of your email (when using the university’s Office 365 service), and the contents and attachments will be delivered to internal or external recipients through Microsoft. (BETTER)

 

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

 

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

 

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Larry Jennings
Associate Chief Information Officer

The University of Tennessee, Knoxville
Office of Information Technology
Knoxville, TN 37865

ljenning@utk.edu
865-974-1619

Big Orange. Big Ideas.

 

May 19
[ITWEEKLY] IT Weekly, May 19, 2017

 

May 19, 2017

 

WannaCrypt

On Friday, May 12, the WannaCrypt virus was released into the Internet and infected numerous, unpatched Windows-based computers in countries around the world (primarily European) with a Ransomware component. If the computer was infected, the files on the computer and any connected computer could be encrypted with an unknown password which would only be revealed if a ransom of $300 was paid. At this point, the virus has been stopped. However, variations of this infection method will probably be created in the near future. The Windows vulnerability exists for all Windows versions (XP, Windows 7, Windows 8.x, Windows 10 and all Windows Server versions.

 

Microsoft released the patch (MS17-010 SM) for the vulnerability for all supported operating systems in March.  This week, additional patches for Windows XP, Windows 8, and Windows Server 2003 have been released as well. 

 

OIT staff are in the process of verifying the university-owned systems on our network have the appropriate patches installed. OIT staff have also validated that our primary backup systems are running as expected and that network controls at the campus perimeter are also running as designed.

 

Things for you to do to reduce any outbreak:

  • Update your operating system.

·       If you see the icon on the bottom corner of your Windows computer or a pop-up saying Windows Updates are available, install those updates. After the updates are installed, your computer will need to reboot.

·       Instructions for updating Windows are available in the OIT Knowledge Base

  • Stop and think before you click on any link in email or web page that you may suspect is bad.
  • If you are unsure if a message or web page is safe, call the OIT HelpDesk at 865-974-9900 for assistance.

 

Request OIT Workshops

Do you need technology training on your schedule? Contact OIT online to schedule a workshop for your group!

 

In addition to our scheduled and advertised workshops, the OIT trainers will work with you to schedule a workshop from our active list of topics. When scheduling a training session, your group should include five or more participants (20 maximum in OIT's training facility).

 

Instructors
Would you like to know how a particular instructional technology can meet needs in your Academic area?

 

Staff

Does your department have a training need? Wondering how Office 365 or G-Suite can improve managing the office?

 

Students

Does your class require a technology skill you and your classmates need? (Ask your instructor to sponsor an OIT workshop)

 

Here are just a few of the topics OIT training team offers:

o   Managing course content with Online@UT (powered by Canvas)

o   Using Office 365 (sharing documents, calendars and collaborating in online meetings)

o   Creating Web pages

o   Collaborating with Google Apps

o   Creating online lectures, conducting office hours and conferencing with Zoom

o   Recording and delivering lectures with MyMedia Site

o   Gathering data with Adobe Acrobat or Google Forms

o   Delivering courses with Zoom

o   Engaging students with iPads (mobile learning in the classroom)

 

ImageJ by National Institutes of Health 

What is it? ImageJ is a free, open source image processing program that can display, edit, analyze, process, save and print various 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 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 anytime by calling the OIT HelpDesk at 865-974-9900. Documentation, including the ImageJ User Guide, tutorials, and examples, can be downloaded from the software’s main website.

 

Where can I get support? OIT offers full support for ImageJ. For assistance, contact the OIT HelpDesk at 865-974-9900.The software’s main website also includes a user’s guide and FAQs, and the ImageJ Information and Documentation Portal has still more helpful information.

 

Workshops for May 22-26, 2017

Instructor-Focused:

Social Media, LinkedIn and Your Resume, May 23, 1:00 pm – 2:00 pm

Getting to Know Canvas, May 23, 2:00 pm – 4:00 pm

Getting to Know Canvas, May 24, 1:30 pm – 3:30 pm

Getting to Know Canvas, May 25, 9:30 am – 11:30 am

 

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

 

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

 

WannaCrypt: What’s Next?

Most of the world is aware that late last week, cyber-criminals released the WannaCrypt (or WannaCry) ransomware on the world, infecting more than 230,000 computers in over 150 countries. The malicious code at the heart of the WannaCry virus that hit computer systems globally late last week was apparently stolen from the NSA, repackaged by cybercriminals and unleashed on the world for a cyberattack that now ranks as among the most disruptive in history.

 

Like most ransomware, WannaCry spreads across local networks and the Internet to systems that have not been updated with recent security updates, to directly infect any exposed systems. Although the NSA advised Microsoft of the exposure of the issue earlier this year, devices weren’t uniformly updated. Microsoft made the patch available in mid-March.

 

At UTK, we were fortunate (knock on wood). Out of roughly 15, 000 UT-Owned desktops and servers, “most” were patched. OIT also provides several other controls at the network level to protect devices on our network from the Internet. The network at UTK is a fluid environment; devices come and go on a daily basis. Moreover, the types of configurations that private-sector companies use to protect their devices are challenging to implement at UTK due to the distributed control nature of educational institutions where openness and the exchange of ideas are the norm.

 

The times; they are a-changin. Thankfully, so is the technology and the time required to implement the controls. In 2017, we have better tools to help mitigate or reduce the impact these types of attacks have on our institution. The challenge is the culture of acceptance of these tools and perhaps, the sacrifice of some of the autonomy we have had in the past.

 

WannaCrypt is the tip of the iceberg. More attacks will come and perhaps hit closer to home. The tools that the NSA had used for years to gather intelligence are on the open-market; cyber-criminals will capitalize on the WannaCrypt attack. What should you do? Should we shut down our devices and go back to paper and manual procedures?

 

Departments must collaborate with OIT to protect the university’s information – desktops, laptops, servers, email accounts, etc. The tools exist, but they must be leveraged. Technologies such as Active Directory policy management, encryption of hard drives, configuration management, vulnerability management, and multi-factor authentication are not “cutting-edge”; they’re proven, and they’re available.

 

The technologies that OIT supports are more agile and flexible today. Highly specialized controls can be applied in degrees; some more aggressively than others. One-size does not fit all. All that it takes is that initial call to the OIT HelpDesk at 865-974-9900 to begin the partnership; sooner is better than later.

 

 

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May 15
[ITWEEKLY] IT Weekly, May 15, 2017

 

May 12, 2017

 

Preview the New OIT Website and Send Feedback

The preview of the new OIT website is now available, and we would love to hear your feedback.  If you would like to help us test the new website, follow these directions:

 

  1. Go to oitprod.utk.edu
  2. Navigate through the site to find services you are interested in and test the site search.
  3. Complete a 3-question site survey. You can also follow the “Tell us what you think!” link in the site’s left menu (desktop) or under the homepage search box (mobile).
  4. Complete a survey about the search. To send feedback on the site search, you can also follow the “Help us improve the search results” link from the Search Results page.

 

We will gather the feedback and look for improvements we can make to the site. We look forward to hearing from you!

 

2017-2018 Adobe Software Renewals

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

 

The contract continues to be based on specific, named users and requires UT to assign licenses to a specific employee for all products.  Departments may continue to purchase licenses for use by their student employees engaged in departmental (non-academic) work. 

 

Pricing:

  • Creative Cloud (includes Acrobat DC)*: $50/year per NetID or lab computer
  • Captivate: $349/year per installation
  • Presenter: $149/year per installation

 

*Pricing for Creative Cloud is valid for UT Knoxville departmental purchases only.  If you are with another campus unit, including UT System Administration, Institute of Agriculture, or the Institute of Public Service, please check with your respective Chief Information Officer for additional information.

 

How do I renew my Adobe products?

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

 

When placing your order, please include the following information:

Creative Cloud

  • Named License: include the NetID and affiliation (faculty/staff/student)
  • Lab License: include the NetID of the Lab Manager and operating system when placing your order.

Captivate and Presenter

  • Include the NetID of the user and operating system when placing your order.

 

Canvas is here! Are you ready?

OIT is offering weekly Virtual Canvas Camps to help you become Canvas Ready before Blackboard retires on May 31, 2017.

 

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

 

HLM by Scientific Software International, Inc.

What is it? HLM from Scientific Software International is a package that does Multilevel Models that are also often called Hierarchical Linear Models (HLM). An example of a multilevel model is a regression equation showing how studying increases grades. That relationship may differ at different levels, such as teachers within schools within districts.

 

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

 

How can I learn it? You can learn HLM from the Help files, which contain the entire manual. However, to understand the manual, you also need the book by the program’s developers, Raudenbush and Bryk, Hierarchical Liner Models, Applications and Data Analysis Methods.The web page is at the company’s main website.

 

Where can I get support? OIT offers minimal support for this software. We can help you analyze HLM models using other software that we fully support. For assistance, contact the OIT HelpDesk at 865-974-9900.

 

Workshops for May 15-19, 2017

Instructor-Focused:

Getting to Know Canvas, May 15, 10:00 am – 12:00 pm

Getting to Know Canvas, May 17, 9:00 am – 11:00 am

Skype for Business – Lucky 7, May 18, 9:00 am – 10:00 am

Getting to Know Canvas, May 19, 1:00 pm – 3:00 pm

 

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

 

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

 

Are you really being secure online?

Browsing the web and interacting with websites in a secure fashion is immensely important in today’s connected world. Everyday things like posting grades, advising, online banking, shopping, or submitting your taxes involve sharing financial and sensitive information online. This makes browsing securely something that everyone should consider more closely. Here are some ways to connect to the Internet and browse websites securely, as well as how you can double check that you are being secure.

 

1.      Use a Secure Wi-Fi Network

Wi-Fi access is widely available, but many of the free connections are to unsecured public Wi-Fi that will leave your information traveling openly! On an unsecured public Wi-Fi network (like UT-Open), cyber criminals can easily access the data you are transmitting because your information is not encrypted. How do you know the Wi-Fi network is one you should trust? Ask someone who should know – call the OIT HelpDesk or if you’re traveling on business, ask the hotel concierge or the barista at the coffee shop, etc. There are no rules about naming your Wi-Fi network, so many Wi-Fi networks run by malicious actors use names that you expect to trust. Ask - don’t trust the name!

 

 

A more secure public Wi-Fi network like EDUROAM requires your NETID/password credentials to gain access the use encryption. Networks using encryption are typically marked with a small lock symbol next to the name of the network. Some hotels and shops that provide free Wi-Fi to customers provide access to their secure networks by providing you with credentials or an access code when checking in, making a purchase, or on request.

 

2.      Secure your information in transit

Keep an eye out for that little lock icon on your browser, or the “https” in the URL! Sites that are taking security seriously will encrypt the sensitive information you are exchanging with the site. This is a strong way to ensure that your online activities like shopping or submitting personal information are protected. The small lock icon or “https” at the beginning of the URL are indicators that encryption is currently in use. The lock icon is commonly found in the address bar on the most popular browsers, including Chrome, Firefox, Safari, Edge, and Internet Explorer.

 

 

3.     Verify the website

When you are looking for information or products online, make sure you are on the website you intended to visit, or are going to the correct site.

 

One particular sneaky technique used by cyber criminals is called typosquatting. Typosquatting is when someone purposely owns a website that is similar to a trusted website but with a typo in the address. For instance, the website “thisissafe” might be trusted, but the website “thisisafe” could be a malicious website using typosquatting. People are often linked to these incorrect, but very closely named websites through phishing emails sent out by malicious actors. Many websites look the same, and sometimes criminals or other unscrupulous folks use the names and logos of trustworthy companies to mislead you. This is especially critical when you are viewing the site on a mobile phone. In some forms of attack, a user being led to a false, but convincing copy of a known website will be prompted to enter their legitimate credentials, which are stolen by the malicious actor who set up this ruse.

 

A good practice is to not click a link that is provided in your emails, and to instead go type the intended website’s address directly into your browser to ensure you get to the right place.

 

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May 05
[ITWEEKLY] IT Weekly, May 5, 2017

 

May 5, 2017

 

Massive Phishing Attack Targets Gmail Users

This week, many Gmail users received a targeted phishing attack by a contact offering to share a Google doc. Clicking the link in the email directed the user to the attacker's application, which falsely claimed to be Google Docs and asked for access to the user's account. If the user clicked the “Allow” button, the hackers were granted access to the user’s email and contacts.  They used this access to send out additional phishing notices. 

 

Google addressed the issue within approximately one hour from when they became aware of it and confirmed that customer data such as the contents of emails and documents was not exposed. This scam not only affected UT students but many of Google’s customers and was widely reported earlier this week. Read the NBC article for more information about this event.

 

If you believe that your account was compromised during this event, we recommend that you change your NetID password through OIT’s Account Management page.  Google removed the hacker’s access to the compromised accounts shortly after they became aware of this scam.

 

Coming Soon: New OIT Website

You asked, and we listened! The UT campus has shared website suggestions with us through surveys, online requests, and feedback sessions. In response, OIT’s new site will feature a simplified layout, fewer pages to sort through, and an all-new search box designed to cut through the clutter. Our site-wide upgrade will also include a major boost for accessibility and mobile-friendliness. Visit oit.utk.edu in mid-May for a link to a sneak peek, or come back in late May to check out the live site!

 

Away from your email over the Summer?

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

 

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

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

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

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

 

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

 

Office 365: Delve

Delve is a visual bookmarking tool (think Pinterest for your Office 365 files) that may help you discover information within Office 365 that's interesting to you right now. When using Delve, you can group and share related documents within OneDrive for Business. For example, you can create a board to collect all project documents for your team or class. Boards make it easy to collect and discover content, and they are easy to share with others, too.

 

Microsoft has updated the personalized search within Delve to be more intuitive and relevant to your work.

 

Log in to Office 365 to use Delve.  For more information about Delve, go to Microsoft’s What is Office Delve? or Delve Support page.

 

ChemDraw Professional by PerkinElmer Informatics

What is it? ChemDraw Professional is a drawing tool for chemists and biologists used to create publication-ready, scientifically intelligent drawings for use in ELNs, databases and publications, and for querying chemical databases.

 

Where can I run it? ChemDraw Professional is available at no additional charge to UTK and UTSI faculty, staff and students for installation on university-owned and personally-owned computers (Windows and Mac). The download and installation instructions are at OIT’s software distribution site. For UTK, the software is also available on OIT’s Apps@UT server and in the OIT public computer labs. There is no simultaneous user limit for its use.

 

How can I learn it? To watch Webinar videos, read informative articles and watch feature demos, go to their main webpage and select Chemistry and then ChemDraw.

 

Where can I get support? OIT offers Full Support for ChemDraw. For additional technical support, browse the Cambridgesoft Technical Support  site. You may also download manuals, search or ask a question in the Support Forum, or contact the support team via their web form.

 

Workshops for May 8-12, 2017

Instructor-Focused:

Getting to Know Canvas, May 9, 1:30 pm – 3:30 pm

Getting to Know Canvas, May 10, 9:30 am – 11:30 am

Getting to Know Canvas, May 11, 2:00 pm – 4:00 pm

 

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

 

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

 

Securely Using Mobile Apps

Mobile devices, such as tablets, smartphones, and watches, have become one of the primary technologies we use in both our personal and professional lives. What makes mobile devices so versatile are the millions of apps we can choose from. These apps enable us to be more productive, instantly communicate and share with others, train and educate, or just have more fun. However, with the power of all these mobile apps comes risks.

 

Here are some steps you can take to use and make the most of your mobile apps securely.

 

  • The first step is making sure you always download mobile apps from a safe, trusted source. Cyber criminals have mastered their skills at creating and distributing infected mobile apps that appear to be legitimate. If you install one of these infected apps, criminals can take complete control of your mobile device. By downloading apps from only well-known, trusted sources, you reduce the chance of installing an infected app. What you may not realize is the brand of mobile device you use determines your options for downloading apps.

 

  • Regardless of which device you are using, an additional step you can take is to avoid apps that are brand new, that few people have downloaded, or that have very few positive comments. The longer an app has been available, the more people that have used it, and the more positive comments it has, the more likely that app can be trusted.

 

  • Make sure the app is safely configured and protecting your privacy. Always think before allowing a mobile app access: do you want to grant the app the permission it asks for and does the app need it? For example, some apps use geo-location services. If you allow an app to always know your location, you may be allowing the creator of that app to track your movements, even allowing the app author to sell that information to others. If you do not wish to grant the permissions, deny the permission request or shop around for another app that meets your requirements.

 

Mobile apps, just like your computer and mobile device operating system, must be updated to stay current. Criminals are constantly searching for and finding weaknesses in apps. They then develop attacks to exploit these weaknesses. The developers that created your app also create and release updates to fix these weaknesses and protect your devices. When your apps are updated, always make sure you verify any new permissions they might require.

 

Reference https://securingthehuman.sans.org/resources/newsletters/ouch/2017#2017

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

 

April 28, 2017

 

Encrypted Emails

Do you ever need to send protected or confidential information via email?  OIT is now offering two solutions to send email securely.  The first option, UT Vault, is a secure file transfer service that allows you to send large files quickly and securely.  UT Vault is available at vault.utk.edu.

 

The second option is to send encrypted email directly from your Office 365 account. To encrypt your message, add the word encrypt as a simple predetermined code word, or trigger, to the subject line of an email sent from your Office 365 account and the message will be encrypted. You do not need a special interface or website for sending, and the message notification goes directly to the recipient’s inbox for easy retrieval. The rule will only pick up the exact trigger word of encrypt and not words like encryption or encrypted but will pick up punctuation.

 

For example, the following subject lines would cause the message to be encrypted:

  • Learn more about how to encrypt email
  • It’s important to encrypt!
  • Encrypt: End of term course grades

 

The OIT Knowledge Base has additional information about using these encryption triggers.  If you have any questions, please contact the OIT HelpDesk online or by phone, 865-974-9900.

 

Update: Classification Survey

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

 

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

 

Classify your devices online at classify.utk.edu.

 

Since January 23, 21,000 university-owned devices have been classified; approximately 21,500 university-owned devices remain on the classification list.  If you have any questions or need assistance, please contact the OIT HelpDesk online or at 865-974-9900.

 

Canvas is here! Are you ready?

OIT is offering weekly Virtual Canvas Camps to help you become Canvas Ready before Blackboard retires on May 31, 2017.

 

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

 

Atlas.Ti By Atlas.Ti Scientific Software Development

What is it? ATLAS.ti is one of two qualitative analysis software packages offered at UT that allow the researcher to organize, analyze, report and visualize data in both text and multimedia formats. ATLAS.ti also allows users to transcribe directly into the program and has an accompanying iPad and Android app for multimedia data collection.

 

Where can I run it? ATLAS.ti is funded by the UTK Technology Fee and made available at no additional charge to all UTK students, faculty and staff on the Apps@UT server. At this time, five users can simultaneous use ATLAS.ti.

 

How can I learn it? ATLAS.ti offers free training and video tutorials from the ATLAS.ti YouTube channel. You can schedule a one-on-one tutorial anytime by contacting the OIT HelpDesk online or by phone at 865-974-9900. You can also visit ATLAS.ti’s support page.

 

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


Anything else I should know? 
Users should use the assign (and not add to library) function for primary documents while working with ATLAS.ti on the Apps@UT server. More information on these issues can be found on the “How to Use Apps@UT” web page.

 

Workshops for May 1-5, 2017

Instructor-Focused:

Getting to Know Canvas, May 1, 9 am – 11 am

Getting to Know Canvas, May 3, 1 pm – 3 pm

Getting to Know Canvas, May 5, 10 am – 12 pm

 

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

 

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

 

It's Phishing Season!

The first line of defense against phishing is you!  If you are vigilant and watch for telltale signs of a phishing email, you can minimize your risk of falling for one. Another layer of protection is to utilize a spam filter, keep all of your systems patched and your anti-virus software up to date.

 

Telltale signs of a potential phishing email or message include

·        messages from companies you don’t have accounts with,

·        spelling mistakes,

·        messages from the wrong email address (e.g. info@yourbank.fakewebsite.com instead of info@yourbank.com),

·        generic greetings (e.g. “Dear user” instead of your name), and

·        unexpected messages with a sense of urgency designed to prompt you into responding quickly, without checking the facts. “Resume” and “Unpaid Invoice” are popular attachments used in phishing campaigns.

 

Here are some scenarios you may encounter:

 

·        An email appearing to be from the “fraud department” of a well-known company that asks you to verify your information because they suspect you may be a victim of identity theft.

·        An email that references a current event, such as a major data breach, with a malicious link to setup your “free credit reporting.”

·        An email claiming to be from a state lottery commission requests your banking information to deposit the “winnings” into your account.

·        An email with a link asking you to provide your login credentials to a website from which you receive legitimate services, such as a bank, credit card company, or even your employer.

·        A text message that asks you to call a number to confirm a “suspicious purchase” on your credit card. When you call, the operator will know your name and account information and ask you to confirm your ATM PIN. (This is a form of SMSishing.)

 

What should you do?

 

Recommendations:

 

·        Be suspicious of unsolicited emails, text messages, and phone callers. Use discretion when providing information to unsolicited phone callers, and never provide sensitive personal information via email.

·        If you want to verify a suspicious email, contact the organization directly with a known phone number or have the company send you something through the US mail (which scammers won’t do). Do not call the number provided in the email.

·        Only open an email attachment if you are expecting it and know what it contains. Be cautious about container files, such as .zip files, as malicious content could be packed inside.

·        Visit websites by typing the address into the address bar. Do not follow links embedded in an unsolicited email. This is especially important when you're reading your email on your phone or tablet. The URL isn't readily viewable, so extra care should be taken to ensure it's legitimate.

·        Use discretion when posting personal information on social media. This information is a treasure-trove to spear-phishers who will use it to feign trustworthiness.

·        Keep all of your software patched and up-to-date.  Home users should have the auto update feature enabled.

·        Keep your anti-virus software up-to-date to detect and disable malicious programs, such as spyware or backdoor Trojans, which may be included in phishing emails.

 

If you receive what you believe is a phishing email, forward the email along with the source headers to abuse@utk.edu.

 

If you do “take the bait” and fall for a phishing scam, call the OIT HelpDesk immediately at (865) 974-9900.

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April 21
[ITWEEKLY] IT Weekly, April 21, 2017

 

April 21, 2017

 

Coming in May: New OIT Website

You asked, and we listened! The UT campus has shared website suggestions with us through surveys, online requests, and feedback sessions. In response, OIT’s new site will feature a simplified layout, fewer pages to sort through, and an all-new search box designed to cut through the clutter. Our site-wide upgrade will also include a major boost for accessibility and mobile-friendliness. Visit oit.utk.edu in mid-May for a link to a sneak peek, or come back in late May to check out the live site!

 

Do You Eduroam During the Summer?

Do you travel to other universities during the summer months? If so, check to see if that university provides an Eduroam wireless network. Eduroam, short for education roaming, is the secure, world-wide roaming access service developed for the international research and education community. Eduroam allows students, staff, and faculty from participating institutions to obtain Internet connectivity across campus and when visiting other participating institutions. Go to Eduroam for more information, including a list of participating institutions.

 

If you are traveling to a university that offers an Eduroam wireless network, you will need to make sure you have connected to the Eduroam wireless network at your home institution before connecting to the Eduroam network at your destination institution. Instructions for getting connected with Eduroam are available in the OIT Knowledge Base, or you may contact the OIT HelpDesk online or call (865) 974-9900 for assistance. 

 

Instructional Technologies Community of Practice:
Hear from Faculty Who Have Transitioned to Canvas

Are you seeking an effective transition from Blackboard to Canvas?  Join us Wednesday, April 26, from 12:20 to 1:10 p.m. in the Hodges Library Practice Presentation Room 220E. Bring your lunch and a colleague to hear UTK faculty share insights and experiences for effectively transitioning your course to Canvas at the IT Community of Practice meeting.

 

Lisa Yamagata-Lynch and OIT staff will be hosting our last IT Community of Practice meeting of the semester.  We hope to see you there!

 

Reminder: Clicker Training on April 26-27

Turning Technologies will be leading workshops to train instructors on incorporating and using clickers in the classroom on April 26-27. Bring your questions and learn about the new features available to you. 

Sign up on our website for one of the workshops happening throughout each day.

 

 

 

 

ArcGIS from Esri 

What is it? ArcGIS is an integrated suite of software products for work with maps and geographic information. In addition to creating maps, it can be used to compile and analyze geographic data and manage geographic databases, as well as many other applications. It also provides a platform for making maps and geographic information accessible openly on the Web for an organization or a user community. Most ArcGIS features can be controlled by menus, but programming using ArcGIS’ ModelBuilder or scripting using other languages such as Python and JavaScript provide advanced functionality.

 

Where can I run it? For UTK, ArcGIS products are available on Windows machines in most OIT Computer Labs. Faculty and staff can download the software for no additional cost from the OIT software distribution site and install it on UT owned machines. Compatible operating systems include Windows, Windows Server, and Linux Servers. Students can get information about obtaining a free, student version for one year by calling the OIT Help Desk at 865-974-9900.

 

How can I learn it? To get started with ArcGIS, you can enroll in free virtual training classes through the ESRI Virtual Campus. Course listings and enrollment information are available at UT Libraries’ Geographic Information Services website. Extensive online help is available from Esri, including the ArcGIS Help web page. The Lynda.com online training library offers free ArcGIS training videos to registered members. For information, visit  http://oit.utk.edu/lynda.

 

Where can I get support? OIT offers Minimal Support for ArcGIS. Visit OIT's ESRI page for more information. Assistance is also available through the UT Libraries’ Geographic Information Services website. For licensing information, call the OIT Help Desk at 865-974-9900.

 

Workshops for April 24-28, 2017

Instructor-Focused:

Adobe Muse (Basics), April 25, 12:40 pm – 2:40 pm

Turning Point Cloud Basics, April 26, 8:30a m – 10 am

Getting to Know Canvas, April 26, 9 am – 11 am

Turning Point Cloud Basics, April 26, 8:30 am – 10 am

Turning Point Cloud Basics, April 26, 10:30 am – 12 pm

Turning Point Cloud Basics, April 26, 1:30 pm – 3 pm

Turning Point Cloud Basics, April 27, 9 am – 10:30 am

Turning Point Cloud Basics, April 27, 10:30 am – 12 pm

Turning Point Cloud Basics, April 27, 1 pm – 2:30 pm

 

Researcher-Focused:

High Performance Computing (Newton HPC), April 28, 8 am (self-direct online workshop)

Linux Command-Line Skills, April 28, 8 am (self-direct online workshop)

 

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

 

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

 

What is Social Engineering?

Social engineering is the art of manipulating people, so they give up confidential information. The types of information these criminals are seeking can vary, but when individuals are targeted the criminals are usually trying to trick you into giving them your passwords, bank information, your credit card information, or access your computer to secretly install malicious software–that will give them access to your information as well as give them control over your computer.

 

Criminals use social engineering tactics because it is usually easier to exploit your natural inclination to trust than it is to discover ways to hack your software.  For example, it is much easier to fool someone into giving you their password than it is for you to try hacking their password (unless the password is really weak).

 

Security is all about context; knowing WHO and WHAT to trust. Knowing when, and when not to take a person at their word; when to trust that the person you are communicating with is indeed the person you think you are communicating with; when to trust that a website is or isn’t

legitimate; when to trust that the person on the phone is or isn’t legitimate; when providing your information is or isn’t a good idea.

 

Ask any security professional and they will tell you that the weakest link in the security chain is YOU; the human who accepts a person or scenario at face value. It doesn’t matter how many locks and deadbolts are on your doors and windows, or if have guard dogs, alarm systems,

floodlights, fences with barbed wire, and armed security personnel; if you trust the person at the gate who says he is the pizza delivery guy and you let him in without first checking to see if he is legitimate you are completely exposed to whatever risk he represents.

 

For example, if you have a question about a charge on your credit card bill, call your bank or financial institution. Recently, there was a case where a person questioned an excessive charge on their credit card statement. They “Google’d” the customer service for the company placing

the charge and, innocently enough, went to a site that “looked about right” and had all the right words; except the URL did not belong to the company who had placed the charge. They called the number on the site and ended up giving their credit card to the person on the phone and

granting access to their work computer. It was a bogus site which mimics the customer service for all of the major social media outlets. For over 20-minutes, the criminals had access to the workstation PLUS the credit card number. Moreover, the criminals had full access to the person's email and drives. They were free to download as much from the workstation as they wanted.

 

NEVER grant others access to your computer (work or home) unless you have checked it out thoroughly. Ask your departmental IT staff before granting anyone access to your computer. You can also call OIT and seek guidance.

 

Regardless of our occupations or the level of education we’ve achieved, we’re all subject to social engineering; it’s how we’re built. Unfortunately, it’s exactly what the criminals are counting on, and they’re very good at extracting information from you. YOU are the last line of defense. All of the technical controls are moot if you give up control of your device or use passwords that are weak and subject to cracking.

 

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