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The IT Weekly Archive for the Office of Information Technology at the University of Tennessee, Knoxville.
May 27
[ITWEEKLY] IT Weekly, May 27, 2016

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May 27, 2016

SPSS Data Collection (mrInterview) To Be Retired

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

 

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

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

 

Changes to UTK Wireless coming in July

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

 

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

 

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

 

What do you need to do now?

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

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

 

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

 

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

 

Software Update: Mathematica by Wolfram Research, Inc.

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

 

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

 

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

 

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

 

Workshops for May 30 – June 3, 2016

Instructor-Focused:

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

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

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

Researcher-Focused:

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

 

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

 

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

 

Data Loss Prevention: The Key is YOU!

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

 

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

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

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

 

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

 

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

 

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

 

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

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

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

 

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

 

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

 

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

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May 20, 2016

Adobe Contract Update

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

 

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

 

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

 

When and where can I purchase the new software?

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

 

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

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

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

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

 

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

 

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

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

 

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

 

Creative Cloud, including Acrobat Pro

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

 

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

 

Captivate and Presenter

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

 

Safety Tips for Outlook and Outlook on the Web

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

 

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

 

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

 

Software Update: Maple by Maplesoft

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

 

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

 

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

 

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

 

Workshops for May 23-27, 2016

Instructor-Focused:

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

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

Researcher-Focused:

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

 

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

 

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

 

Computer Security Update: Don’t Click!

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

 

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

 

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

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

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May 13, 2016

New Home Page Experience for Office 365 Users

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

 

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

 

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

 

Adobe Contract Update

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

 

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

 

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

 

AutoCad and ArcGIS Now Available on Apps@UT

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

 

Software Update: LISREL by Scientific Software International

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

 

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

 

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

 

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

 

Workshops for May 16-20, 2016

Instructor-Focused:

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

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

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

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

Researcher-Focused:

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

 

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

 

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

 

Computer Security Update: Secure File Transfer

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

 

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

 

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

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

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May 6, 2016

Away from your email over the Summer?

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

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

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

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

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

 

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

 

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

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

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

 

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

 

Email Access After Leaving UT

Faculty and staff retain access to their UT email account for 1 year after leaving the University. Retirees with 10+ years of creditable service can request a permanent email account.

 

Students are allowed to retain their Volmail account when they graduate or leave UT. OIT encourages students to go ahead and setup the Volmail password reset options now. In the event that a password is forgotten or you have trouble signing in, you will be able to answer your security questions and create a new password. Once your NetID access has expired, OIT will be unable to reset your password. Information about setting your Volmail password options is available in the OIT Knowledge Base or you may contact the OIT HelpDesk online or call (865) 974-9900 for assistance.

 

Do You Eduroam During the Summer?

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

 

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

 

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

 

Software Update: LabVIEW by National Instruments (NI)

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

 

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

 

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

 

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

 

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

 

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

 

Workshops for May 9-13, 2016

Instructor-Focused:

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

 

Researcher-Focused:

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

 

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

 

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

 

Computer Security Update: Mal-awareness

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

 

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

 

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

 

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

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April 29, 2016

New Qualtrics Insight Platform Coming to All Users May 1

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

 

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

 

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

 

OIT Has Disabled Office 365’s Clutter Feature

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

 

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

 

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

 

Software Update: JMP by SAS Institute

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

 

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

 

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

 

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

 

Workshops for May 2-6, 2016

Instructor-Focused:

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

 

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

 

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

 

Computer Security Update: Data Loss Prevention (DLP)

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

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April 22, 2016

DNS Issue Update

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

 

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

 

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

 

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

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

OIT wants YOU!

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

 

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

 

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

 

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

 

Software Update: ImageJ by National Institutes of Health

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

 

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

 

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

 

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

 

Workshops for April 25-29, 2016

Instructor-Focused:

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

 

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

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

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

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

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

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

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

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

 

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

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

 

SharePoint:

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

 

 

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

 

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

 

Computer Security Update: Email and Sensitive Information

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

 

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

 

Why should you care?

 

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

 

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

 

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

 

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

 

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

 

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April 15
[ITWEEKLY] IT Weekly, April 15, 2016

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April 15, 2016

UTK Adobe Update

Our current enterprise Adobe contract expires on May 20th and the UT System Office has been finalizing our next enterprise agreement. The target start date of the new contract is May 21. While we will continue to finalize the specifics of distribution and management, we wanted to get the word out about a few significant differences that will affect UTK faculty and staff.

 

First, we are unable to split out Acrobat DC into a separate purchase. To get Acrobat, you will need to purchase the Creative Cloud suite.

 

Second, the cost model is changing to an annual billing plan:

   Creative Cloud - $50/annually; once purchased, you will be entitled to install the software on 2 devices, one of which MUST be a UT owned machine. Individual copies will need to be purchased for a lab environment.

   Captivate - $349/annually

   Presenter - $149/annually

As in the past, these prices are heavily discounted from retail. Since we are unable to break out Acrobat, the Creative Cloud price is even more heavily discounted to allow those who need Acrobat DC to purchase at an affordable price.

 

If you need to purchase Creative Cloud now, VolTECH will sell it for $50/year, and you will be compliant under the new agreement until May 21, 2017.

 

If you purchased and installed Creative Cloud or Acrobat from our current contract, you will need to plan to purchase Creative Cloud (or a substitute). After purchasing under the new contract, you will need to uninstall your current version and install the new version under the new contract. If you continue to use software purchased under the original enterprise agreement after May 20, you will be in violation of the license agreement. If you are no longer using your Adobe software, please remove it from your computer to avoid a violation of the license agreement.

 

The costs above apply only to the UT Knoxville departmental purchases. If you have questions for another UT unit including UT System Administration, Institute of Agriculture, Institute of Public Service, Health Science Center, Chattanooga, and Martin, please contact your unit’s Chief Information Officer.

 

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

 

Changes to UTK Wireless coming in July

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

 

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

 

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

 

What do you need to do now?

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

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

 

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

 

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

 

OIT to Disable Office 365’s Clutter Feature

After listening to feedback from the university community regarding Microsoft’s Clutter e-mail feature, OIT has been working with Microsoft to develop a solution for turning off Clutter. At 9:00 a.m. Tuesday, April 19, OIT will turn off Clutter for all Office 365 users.

 

It will take several hours to run through all the accounts. After this time, e-mail will no longer be sorted to the Clutter folder, and any messages in the Clutter folder can be moved to the Inbox or deleted.

 

If you wish to continue using the Clutter feature, you can turn it back on by following the instructions in the OIT Knowledge Base. If you have any questions or need assistance, contact the OIT HelpDesk online or call (865) 974-9900.

 

Software Update: HLM

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 on 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 web site.

 

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 974-9900.

 

Workshops for April 18-22, 2016

Instructor-Focused:

·   Cloud Storage Options at UTK, April 18, 9:30am - 10:45am

·   Online@UT 01 (Introduction to Online@UT - Blackboard Learn), April 19, 9:00am - 11:00am

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

·   Online@UT 05 (Grade Center in Blackboard Learn), April 22, 9:00am - 11:00am

SharePoint:

·   SharePoint Permissions (Handling Confidential Data), April 19, 9:40am - 11:40am

 

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

 

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

 

Computer Security Update: Avoiding Computer Infections

1,000,000 emails per day, destined for utk.edu email boxes are examined by Microsoft. 90% of these messages are spam, but sometimes spam or unsolicited email gets past the filters and show up in your Inbox.

 

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

 

If you receive unsolicited email or email that is clearly phishing email. Forward the message with full headers to abuse@utk.edu. To get the full headers, please see the Knowledge Base articles for Outlook for Windows and Outlook for Mac

 

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April 08
[ITWEEKLY] IT Weekly, April 8, 2016

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April 8, 2016

Summer Accessibility Program

The UT System recently adopted an Accessibility Policy that reiterates its commitment to providing and supporting a teaching and learning environment that is accessible to all.

 

   Get ahead of the curve!

   Ensure your instruction and course materials are accessible for all students!

   Learn more about accessibility from the students’ perspective!

    

Join us for the Summer Accessibility Program, a hands-on workshop for instructional faculty. Over the course of 12 hours (3 half-days), you will engage with students, collaborate with accessibility experts, and learn more about tools/methods used to convert course materials to meet accessibility standards.

 

Dates: EITHER June 6, 7, 8 OR June 14, 15, 16

Time: 8:30a.m. – 12:30p.m.

Location: 406 Greve Hall

 

Agenda:

Day 1:

·   Understand the end-user experience

·   Hear from students with disabilities and the Office of Disability Services staff

·   Experience tools that will help you determine if materials are accessible

Day 2:

·   Learn how to create accessible documents: Microsoft Word, PowerPoint, and PDFs

·   Get hands-on time to make your course syllabus accessible

Day 3:

·   Create accessible course assignments

·   Create a course introduction video, including captioning

·   Wrap up

Sessions will be facilitated by staff from ODS (Office of Disability Services), OIT, TennTLC (Tennessee Teaching and Learning Center), and Online Programs. 

 

You will receive Adobe Acrobat Pro (1 year subscription) or equivalent assistance to help you create accessible course materials.

 

You must register to reserve a spot as there is limited seating.

 

For questions, contact either Jennifer Gramling at jgramlin@utk.edu or Jean Derco at jderco@utk.edu.

 

For more information about accessibility, go to UT's Accessible Information, Materials & Technology website.

 

Stay Connected with OIT

You have several options when it comes to keeping informed of what’s happening at OIT.

·   Subscribe to IT Weekly: Weekly news about IT Services on campus.

·   Subscribe to the OIT Instructional and Research Support eNewsletter: Monthly news from OIT”s Instructional and Research Support teams.

·   Subscribe to the OIT System Status Center: Email updates for the status of OIT services.

·   Follow us on Twitter:@UT_OIT

·   Like us on Facebook: UT_OIT

 

The OIT HelpDesk posts updates about technology on campus, reported issues and problems, and will respond to most questions and comments on Twitter. Twitter and Facebook are a great resources for timely updates on OIT announcements.

 

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

 

Software Update: ChemBioDraw

What is it? ChemBioDraw 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? ChemBioDraw is available at no additional charge to UTK and UTSI faculty, staff and students for installation on university-owned and personally-owned Windows PCs and Macs. The download and installation instructions are at OIT's software distribution site. For UTK, ChemBioDraw 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 ChemBioDraw.

 

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

 

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

 

Workshops for April 11-15, 2016

Instructor-Focused:

·   Creating Accessible Word, PowerPoint, and PDF Files (Windows), March 11, 1:00pm - 3:00pm

·   Online@UT 09 (Assessment Rubrics in Blackboard Learn), March 12, 1:00pm - 2:00pm

·   Introduction to LiveOnline@UT (Zoom), March 14, 1:00pm - 2:00pm

·   My Mediasite, March 15, 9:00am - 11:00am

SharePoint:

·   SharePoint Documents (Creating, Editing, Co-authoring), March 12, 9:40am - 11:40am

 

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

 

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

 

Computer Security Update: Be Aware of Phishing Scams

First and foremost, all users should utilize a spam filter, keep all of your systems patched and your anti-virus software up to date. The second 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. 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. Do not call the number provided in the email. Or, have the company send you something through the US mail (which scammers won’t do).

·   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.

·   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 antivirus 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 at (865) 974-9900.

 

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April 01
[ITWEEKLY] IT Weekly, April 1, 2016

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April 1, 2016

Update on Office 365’s Clutter Feature

In recent weeks, OIT has received a significant increase in the number of calls concerning important email messages or deadline notifications that have been missed because emails have been sorted into the Clutter folder, rather than being delivered to the Inbox. When the Clutter feature was released by Microsoft, it was set to be turned on by default. At the time, there was no option to change the default. OIT is in communication with Microsoft regarding the feedback we have received from the campus community and is developing a solution for turning off Clutter for all Office 365 users. Users who like Clutter will still have the option to turn it back on.

 

For now, OIT recommends regularly checking your Clutter folder for important messages which can be moved back to the Inbox if desired. With the way Clutter is designed, this action will let Clutter know that these messages are important and not to be sorted. Alternatively, instructions for turning off Clutter are available in the OIT Knowledge Base

 

If you have any questions or need assistance, please contact the OIT HelpDesk at 865-974-9900 or http://help.utk.edu.

 

SPSS Modeler to be removed from Apps@UT

SPSS Modeler, data mining and text analytics software application, will be removed from Apps@UT (apps.utk.edu) at the end of the semester and is no longer available at the OIT Software Distribution site.

 

If you wish to continue to use Modeler, IBM has developed a program for college and university professors. The IBM Academic Initiative includes no-charge software and courseware, access to hardware as well as training.  To find more information, go to the IBM Academic Initiative web page.

 

Another alternative to Modeler is SAS Enterprise Miner. SAS Enterprise Miner is available on Apps@UT and at the OIT Software Distribution site.

 

There is also free, open source option for data mining, KNIME.

 

Kivuto WebStore for Office and Windows

OIT is happy to announce that Microsoft has partnered with the Kivuto WebStore to provide faculty, staff, and students software at little to no cost, depending on your affiliation with the University of Tennessee. Students are eligible for one copy of Windows 10 at no cost. Faculty and Staff may purchase the Windows Operating Systems and the Microsoft Office Suite for personally-owned computers at a significant discount. This purchase is a single use license and is separate from the Office 365 ProPlus download available to employees

 

Additional information is available on the OIT’s Kivuto WebStore web page. Visit the OIT Knowledge Base to see all your options for Windows Operating Systems and Microsoft Office.

 

Software Update: ATLAS.ti

What is it? ATLAS.ti (by ATLAS.ti Scientific Development GmbH) 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 UTK students, faculty and staff on the Apps@UT server. At this time only 5 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 any time by calling the OIT HelpDesk at 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 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 April 4-8, 2016

Instructor-Focused:

·   Online@UT 11 (Student Engagement: Discussion Forums), April 05, 1:00pm - 2:00pm

·   Transitioning from Bb Collaborate to LiveOnline@UT (Zoom), April 06, 1:00pm - 3:00pm

SharePoint:

·   SharePoint Overview, April 05 , 9:40am - 11:40am

 

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

 

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

 

Computer Security Update: Protecting Sensitive Data

Protecting sensitive data (SSN’s, passports, student information) is an important issue at the University of Tennessee, Knoxville. It is imperative to be aware of what types of data you handle and if it is sensitive. Once found, it is just as important to take steps to protect it. The University of Tennessee has policies and standards in place dealing with and protecting sensitive data. It is our shared responsibility to do what we can to protect sensitive information.

 

Every faculty and staff member has an obligation to do their part in protecting the sensitive information and IT systems of The University of Tennessee. UT’s IT systems allow members of the faculty and staff to work productively. Through the use of its computers and networks, faculty and staff gain access to the information and applications needed to carry out the work of the university. Much of the information is sensitive in nature and great care should be used when handling sensitive data. Every faculty and staff member has an obligation to do their part in protecting the sensitive information and IT systems of The University of Tennessee.

 

Faculty and staff need to maintain an awareness of cyber security issues, follow UT polices, and take special care in handling sensitive information. Information Technology security is not a onetime occurrence. It is an ongoing process and faculty and staff members can help by keeping their operating systems and firewalls up to date. UTK provides access to antivirus software to its staff and faulty. Malwarebytes and IdentityFinder are two other programs that can and should be installed on machines that routinely process sensitive information.

 

TIPS

 

·        Use strong passwords

·        Use antivirus software

·        Use care when opening attachments

·        Be careful clicking unsolicited links

·        Never reply to any message of email that asks for your NETID, password, account information, or anything else that would be considered sensitive

·        Never share your password with anyone

·        Stay current on awareness issues and take opportunities to receive security training

 

Please report any incident of phishing or requests for sensitive information to the OIT HelpDesk by emailing abuse@utk.edu or calling (865) 974-9900.

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March 24
[ITWEEKLY] IT Weekly, March 24, 2016

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March 24, 2016

Interruption in IT Services

As many of you know, on Monday and Tuesday, we experienced an unscheduled interruption of internet services that severely affected normal access to UT/OIT websites and services.

 

A little more technical explanation: the servers that provide our Domain Name Service (DNS maps recognizable names like www.utk.edu to the actual internet address) stopped responding to queries, which effectively disabled typical access to many UT/OIT websites and services. After several hours on the phone with the vendor on Monday, we believed we had adjusted the settings on our DNS servers to resolve the problem, but the problem returned early Tuesday morning. At the advice of the vendor, we have temporarily disabled Dynamic DNS for the wireless network to reduce the load on the servers while we investigate the origin of the problem. While the function of reverse lookup is temporarily disabled for those who use it specifically, this change will be transparent to most of the community.

 

While services were interrupted, many of our standard communication methods, such as the System Status Center, were unavailable. The OIT HelpDesk posted updates to social media and responded to comments on Twitter. You can stay connected with us by following us on Twitter @UT_OIT and liking us on Facebook, UT_OIT. To receive email updates regarding the status of OIT services, sign up online for our mailing list.

 

We understand the reliance all jobs have on being connected and we take seriously our role in providing you that connectivity. We will continue looking to identify root cause of this issue and take steps to avoid this problem going forward. As always, any problems should be reported to the OIT HelpDesk online (http://help.utk.edu) or call (865) 974-9900.

 

OIT HelpDesk Holiday Closings

The OIT HelpDesk will be closed on Friday, March 25th and the OIT Service Center at the Commons in Hodges Library will be closed from Friday, March 25th through Sunday, March 27th. While the university is closed, OIT will continue to monitor network, email, and major computer applications. To check the current status of IT systems, please visit the online IT System Status Center at http://help.utk.edu/status.

 

Zoom Rooms

Did you know that Zoom can be used for more than video conferencing and collaboration from your personal PC or Mac using a small or built-in webcam? Zoom rooms are an option for you or your department as well. The following will allow a small to medium sized meeting space (up to 20 people) to be outfitted to use Zoom at much less cost than purchasing and deploying traditional video conferencing systems like Polycom and Cisco/Tandberg.

 

Title: Zoom ROom - Description: Photo of meeting participants at a conference table meeting via zoom with another group that is on a large panel computer display.

 

Components for a Zoom room include:

  • A pan, tilt, zoom webcam and microphone – we recommend the Logitech CC3000E (~$900)
  • Monitor/display – we recommend a 65” Panasonic (~$2225)
  • Wall mount or cart for the monitor/display
  • PC/Mac – we recommend the Intel NUC or Mac Mini
  • A wireless keyboard/mouse, cables, connectors and installation
  •  

Total cost is between $5,500 and $6,000. Of course, your meeting space may have some of these components, such as the display or computer, in place already, reducing the cost even further. For more information, contact the OIT HelpDesk online or call (865) 974-9900.

 

Software Update: 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 that can be used for one year by calling the OIT Help Desk at 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 can be found at UT Libraries’ Geographic Information Services web site. Extensive online help is available from Esri, including the ArcGIS Help web page.

 

Where can I get support? OIT offers Minimal Support for ArcGIS. Assistance is available through the UT Libraries’ Geographic Information Services web site. For licensing information, call the OIT Help Desk at 974-9900.

 

Workshops for March 28 – April 1, 2016

Instructor-Focused:

·   Introduction to LiveOnline@UT (Zoom), March 28, 9:00am - 10:00am

·   Creating Accessible Word, PPT, and PDF Files (Windows), March 31, 10:00am - 12:00pm

·   Camtasia for Mac, April 1, 9:00am - 11:00am

·    

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

 

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

 

Computer Security Update: What is CryptoLocker?

CryptoLocker is a type of ransomware that restricts access to infected computers and demands the victim provide a payment (ransom) to the attackers in order to decrypt and recover their files. Its primary means of infecting a computer is through phishing emails with malicious attachments. CryptoLocker appears to have been spreading through fake emails designed to mimic the look of legitimate businesses and through phony FedEx and UPS tracking notices. One of the most current phishing attempts is an email with the subject, “Annual Form - Authorization to Use Privately Owned Vehicle on State Business” with an attachment in the form of an executable file (*.exe) or an archive file (*.zip).

 

What does this malware do?

 

The malware has the ability to find and encrypt files located within shared network drives, USB drives, external hard drives, network file shares and even some cloud storage drives. If one computer on a network becomes infected, mapped network drives could also become infected. CryptoLocker then connects to the attackers’ command and control (C2) server to deposit the private encryption key out of the victim’s reach. While victims are told they have three days to pay the attacker through a third-party payment method (e.g. MoneyPak, Bitcoin), some victims have claimed online that they paid the attackers and did not receive the promised decryption key. Users and administrators experiencing a ransomware infection should NOT to respond to extortion attempts by attempting payment and instead to report the incident to the FBI at the Internet Crime Complaint Center (IC3) (http://www.ic3.gov).

 

How can you prevent infection?

 

1. Do not follow unsolicited web links in email messages or submit any information to webpages in links.

2.   Use caution when opening email attachments.

3.   Maintain up-to-date anti-virus software.

4.   Perform regular backups of all systems to limit the impact of data and/or system loss.

5.   Report malicious activity to the OIT HelpDesk by calling (865) 974-9900 or send email to “abuse@utk.edu.

6.   Secure open-share drives by only allowing connections from authorized users.

7.   Keep your operating system and software up-to-date with the latest patches.

 

The UT Acceptable Use Policy states, “Users will install, use, and regularly update virus protection software.” This applies to ANY device that you use to connect to university information technology resources. If you connect to the UT Network from home, this means you must have updated virus protection on your home computer.

 

OIT makes every attempt to block malware with technical controls but the physical controls are in the users’ hands: awareness and diligence in examining unsolicited emails. Scroll under the link and verify that the address is valid and pointing to a legitimate and trusted site. If you have questions, please call the OIT HelpDesk at (865) 974-9900 or email suspicious emails to abuse@utk.edu.

 

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