February 2018 Technology News

Thursday, February 22, 2018

Office 365 productivity tools launched

Our Office 365 subscriptions just keep getting better and better! On February 19th, ITCS launched four important apps that make any project, whether it’s a group assignment or committee presentation, far more organized, informed and professional than ever before.

Teams. Bring your project group together in one work space through the Teams app. Features include private or team text conversations, video and audio conferencing, file storage, OneNote and Planner project tools. Everything your team needs in one place.

To get started, visit the Teams page to see the features you can use. Then, go to the Microsoft Teams training page to help your work group get started with this powerful tool.

Planner. Organize your project into “buckets,” set deadlines and assign tasks to keep everything on track. See the Microsoft Planner page to learn about all its features, then use the Lynda.com training course to learn how your project group can benefit.

Forms. Create and distribute polls, quizzes and surveys. As results are submitted, use the built-in analytics to evaluate your data. Exporting to Excel also available.

Please note: Forms is a lightweight app to collect feedback and is subject to the same terms and conditions regulating ECU’s survey tools, Qualtrics and REDCap. See the Forms page to read the terms and conditions and learn how Forms works.

Sway. Create image-rich, multimedia presentations using existing documents or from scratch. Embed video, audio, maps, documents and photos – Sway walks you through the process for reports, newsletters, projects and more. Add a password and share the link to your creations stored on the Sway website.

Learn about Sway’s features through the Microsoft Sway website and then access the Lynda.com video course. Ready to start using these powerful productivity tools?

Log in to pirate365.ecu.edu and click the app launcher icon to access these and other Microsoft productivity apps.

 

Vishing – New Name for an Old Problem

Protect your information at home and at work

Vishing, or voice phishing, is a scam that occurs over the phone. Most often, you receive a phone call from someone giving a fictitious name who attempts to trick you into revealing personal or financial information. This information is then used for identity theft, financial fraud or other criminal activity. However, as the saying goes, “forewarned is forearmed,” and learning to recognize a vishing phone call is one more weapon in your IT security arsenal.

Learn to catch a vish

Vishers (scammers) may offer non-existent, extravagant prizes, products or services to lure you in and then request your credit card number or other personal information to cover “associated fees” or the like.

Other common examples include:

  • Offers from a company with which you’ve never done business.
  • Offers from a business of which you’ve never heard.
  • An announcement that you have won a prize in a contest you did not enter.
  • Promises of unrealistic returns for your money.
  • Pressure to make immediate decisions to give the caller:
    • Money
    • Financial account information
    • Personal information
    • ECU information, including coworker names, contact or personal information
  • Threats of consequences—such as fines or penalties.
  • Unprofessional, hostile or even obscene language.
  • Unsolicited calls offering to help you with debt, unpaid taxes or previous cases of fraud.

You can learn more about these and other signs of a scam from the Federal Trade Commission (FTC) phone scam page.

Protect your information
  • If suspicious of a caller, ask him for a name and number. Advise him you will call back. Then, find the organization’s number on an official website and try to contact the person. If the caller refuses to provide this information or is persistent in asking you for information, advise him that you will not assist and disconnect the call.
  • Do not pay fees for prizes or rewards offered by phone.
  • The IRS will never ask for debit or credit card numbers by phone or demand immediate payment using specific methods like prepaid gift cards, debit cards or wire transfers. The IRS will generally contact you first via U.S. Mail.
  • Do not send money or give out personal information (such as credit card numbers and expiration dates, bank account numbers, dates of birth, or Social Security numbers) in response to unsolicited phone calls from unfamiliar companies or unknown persons.
  • Don’t trust caller ID. Phone numbers and caller identities can be faked. There have been reports of forged phone numbers from government offices, businesses and institutions.
  • Follow this guidance from the FTC:

If you receive what you suspect to be a Vish or believe you have given out university information to a scammer over the phone, please report this to the IT Help Desk 252.328.9866 | 800.340.7081.

 

March IT Training

Register through Cornerstone

www.ecu.edu/itcs/help/cornerstone

CommonSpot Beginner Training
Wednesday, March 21
9:00 a.m. – 11:00 a.m.
Austin 309

Creating Accessible Content for Instruction
Tuesday, March 13
11:00 a.m. – 12:00 p.m.
Austin 309

iWebfolio E-Portfolio Training
Thursday, March 15
3:00 p.m. – 4:00 p.m.
Laupus Library Room 2502G

SabaMeeting Virtual Classroom
Tuesday, March 20
10:00 a.m. – 12:00 p.m.
Online

Thursday, March 22
3:00 p.m. – 5:00 p.m.
Joyner East 204

University Writing Portfolio Orientation
Monday, March 12
12:00 p.m. – 1:00 p.m.
Joyner East 204

VoiceThread
Tuesday, March 6
2:00 – 3:30
Joyner East 204

Wednesday, March 21
9:00 a.m. – 10:30 a.m.
Online

WordPress Official Website Training
Wednesday, March 14
9:00 a.m. – 12:00 p.m.
Austin 309

Tuesday, March 27
1:00 p.m. – 4:00 p.m.
Austin 309

NCSA’s Data Privacy Day is Sunday, January 28

Celebrate by Making Data Privacy and Security Your New Year’s Resolution!

What personal information are you sharing?

Often, the terms data privacy and data security are considered interchangeable. While they are related, they are not the same at all.

Data privacy addresses user control over how personal information is collected, used and shared, while data security refers to the actual protection of data.

In celebration of National Cyber Security Alliance (NCSA) Data Privacy Day, we’ve collected a few privacy tips and resources to help you gain (or regain) control of your personal information.

  • Personal information is like money. Value it. Protect it. Be mindful of who gets your information and how it is obtained.
  • Own your online presence. Set privacy and security settings to your comfort level for information sharing. It’s OK to limit how and with whom you share information.
  • Lock down your login. A username and password is no longer enough to protect key accounts like email, banking, and social media.Turn on the strongest authentication tools available, such as biometrics, security keys or two-factor authentication. ECU is implementing MFA for student email.
  • Keep a clean machine. Update your security software, web browser and operating system to have the best defense against viruses, malware, and other online threats. ECU offers a free download of Symantec EndPoint antivirus, Windows 10 upgrade and the latest MS Office version for your personal computer.
  • Share with care. Information you post lasts a lifetime. Before posting something about yourself or others online, think about how it might be perceived now and in the future and who might see it. See these social media guidelines for ECU users.
  • Secure your devices. Every device should be secured by a password or strong authentication ‒ finger swipe, facial recognition, etc. These security measures limit access to authorized users only and protect your information if devices are lost or stolen. See these resources for data encryption.
  • Think before you app. Information about you, such as the games you like to play, your contacts list, where you shop and your location, has tremendous value. Be thoughtful about who gets that information and understand how it’s collected through apps.

 

Privacy Insights for ECU Faculty and Staff

Privacy is good for business

In recognition of this year’s DPD theme, “Respecting Privacy, Safeguarding Data and Enabling Trust,” the tips below can help you, as an ECU employee, protect the data in your care, whether student, staff, faculty, patient or donor.

  • If you collect it, protect it. Follow ECU policies, regulations and standards  to keep individuals’ personal information safe from inappropriate and unauthorized access.
  • Be open. Think about how the consumer may expect his or her data to be used, and design settings to protect this information by default. See this one-page best practices handout.
  • Build trust. Communicate clearly and concisely about the steps we take to achieve and maintain privacy. ECU Regulation on SSN and PII.
  • Maintain our culture of privacy. See this list of storage solutions for sensitive information.
  • Conduct due diligence and maintain oversight of partners and vendors. If someone provides services on your behalf, you are responsible for how your customers’ personal information is collected and used.

Sources: StaySafeOnline.org and the ITCS website.

For more information regarding data security, see the Best Practices for Information Security website.

WebEx, Multi-Factor Authentication, Voice Mail, VPN and February IT Training

Hosting a Meeting in WebEx?

Rename call-in participants in WebEx

WebEx is a great tool for conducting online meetings with other ECU staff or non-ECU colleagues. However, meeting participants who call in cannot identify themselves when they join the meeting. WebEx lists callers as “Call-in User” in the participant list which can be confusing during discussion.

However, there is a simple fix for this problem. As the meeting host, you can rename call-in users so that all participants are properly identified.

First, after determining each call-in user’s name, right-click a user in the participants’ list and select Rename. You will then be able to change the name appropriately.

Student Email Adding Multi-Factor Authentication

Self-enrollment now through February 13

As an additional layer of security, students will be required to configure Multi-Factor Authentication (MFA) for their email account beginning February 13, 2018. This means that log in will require not only a passphrase but a response from a device when logging in from off campus. Enrollment will be staggered with students receiving an email one week before the account is enabled.

Please note: Once an account is enabled for MFA, it is not not accessible until one of these methods of authentication is configured:

  1. phone call
  2. text message
  3. mobile app

In addition to methods 1, 2 and 3 above for authentication, students also receive a system-generated app password to replace their ECU passphrase in mobile apps like iOS email. Full instructions are found on the MFA website.

Voluntary enrollment is now through Tuesday, February 13. Students can visit the MFA website for more information plus step-by-step instructions, visit the nearest Pirate Techs office, Health Sciences Student Center 211 | Joyner Library 1101 or call the IT Help Desk at 252.328.9866 | 800.340.7081.

Voice Mail Transitions to Cisco Unity

Faculty and staff urged to check their voice mail PIN

Effective February 5, 2018, faculty and staff voice mail management switches from Microsoft Outlook Web App to the Cisco Unity Connection system. Voice mail messages will still be available from your email inbox and telephone on or off campus. With the addition of Cisco Unity, you’ll be able to access messages and configure settings through this new, easy-to-navigate interface.

After February 5, staff will no longer be able to reset a PIN, change a greeting or other option from the piratemail.ecu.edu options.

Through the Cisco Unity interface, you can:

Check voice mail messages: 1) Listen to messages, 2) Reply to messages, 3) Forward a message, 4) Send a new message

Configure voice mail settings: 1) Record your name, 2) Manage your standard, alternate or holiday greetings, 3) Enable a notification device, 4) Create a contact list for a standalone, generic voice mail account, 5) Create a private list for sending voice mail to a group

Change your PIN

The voice services team urges all users to log in to the interface before February and update their PIN. A PIN is used when checking voice mail through a phone (252.328.9870). Here’s how:

  1. Log in to the Cisco Unity Connection Web Inbox at https://ecuu1.intra.ecu.edu/inbox/.
  2. Click the “Settings” tab.
  3. From the “Passwords” drop-down menu, choose “Change PIN.”
  4. Type in a new PIN (numbers only).
  5. Re-type the PIN to confirm.
  6. Click the “Save” button.

Want to know more? See the attached instructions or visit the voice mail resources page details.

Need help? Call the IT Help Desk at 252.328.9866 | 800.340.7081 or submit this service request.

ECU’s Virtual Private Network (VPN)

Securely access your ECU info off campus

ECU’s Virtual Private Network (VPN) acts as a secure “tunnel” between your off-campus computer and on-campus resources. This prevents illegal interception of your data.

For example, a VPN can be used to securely connect to a personal or department Piratedrive, access mapped drives or a campus computer as part of a class assignment. Users can only connect to resources for which they already have access.

Get Started

First-time users log in to:

  • Faculty/Staff:  remoteaccess.ecu.edu, or
  • Student:  piratesvpn.ecu.edu

and download the Cisco AnyConnect SSL VPN client software. It is easy to follow the prompts to install.

When off campus, click the AnyConnect icon in your computer’s system tray and log in to begin a VPN session.

Video tutorials and printable instructions are posted on the website.

IT Training for February

See the Cornerstone training portal for locations, times and registration

 

Designing Accessible PDF Documents

Covers basic elements for designing accessible PDF files

  • Thursday, February 15
TurningPoint Audience Response System Workshop

Overview of all polling capabilities

  • Tuesday, February 20
CommonSpot Beginner Training

Required for those who will maintain a department website

  • Thursday, February 22
University Writing Portfolio Orientation

For instructors using iWebfolio for the university writing portfolio

  • Thursday, February 8
ecuBIC: Developing Reports for ECU’s ecuBIC Web Portal

Learn reporting and analysis development and data mining

  • Friday, February 23
VoiceThread

Upload slides and other multimedia into Blackboard

  • Friday, February 2
ecuBIC: Navigation and Use of ECU’s ecuBIC Web Portal

Learn navigation and use of the web portal

  • Friday, February 23
Web Accessibility

Learn accessibility considerations for your online content

  • Tuesday, February 6
SabaMeeting Intermediate Training

Learn the latest tools and advanced features

  • Tuesday, February 13
SabaMeeting Virtual Classroom

The tools for course and professional development integration

  • Friday, February 9
WordPress Official Website Training

Required training for those who will maintain a department’s WordPress website.

  • Wednesday, February 7
  • Thursday, February 15
  • Tuesday, February 27