Faculty and Staff Technology News | July 31, 2018

WebEx Upgrade Coming August 1

Please Note: WebEx is a cloud-hosted service and is subject to continuous updates scheduled by Cisco.

On Wednesday, August 1, Cisco is launching a new interface for WebEx Meeting Center. This upgrade includes a redesigned interface with updated options for accessing meeting controls, controlling video layouts and sharing content.Training Center, which is typically used by faculty for instructional web conferencing is not affected by this upgrade.

What’s New

Centralized Meeting Controls

Meeting controls are docked at the bottom of the meeting screen. The controls hide when not in use and re-appear when you move your mouse.

New Sharing Options

The Sharing option is quickly accessible from the Meeting Controls dock. When used, thumbnails help you quickly find content you want to share.

Video Only Layouts

Users can choose one of three video-only layout options.

  1. Active Speaker Video: Single video of attendee who is actively speaking displays.
  2. Active Speaker and Thumbnail: Large video of active speaker displays center screen along with scrollable list of thumbnail videos at bottom of screen.
  3. Grid View: Scrollable video grid of all attendees.

Video + Sharing Layouts

Users can choose one of three Video + Sharing layout options.

  1. Active Speaker and Thumbnail: Thumbnail video of active speaker displays next to content and a scrollable list of videos of attendees displays above content
  2. Side-by-Side View: Scrollable grid of videos displays next to shared content
  3. Floating View: Floating panel displays videos and can be moved or resized.

ECU Buccaneer Redirects Students to Eduroam

Starting July 31, 2018, students connecting to the Buccaneer network will be redirected to enroll into eduroam, ECU’s primary network. This redirect process is in preparation for the decommissioning (shut down) of the Buccaneer wireless network scheduled for December 13.

Eduroam offers a secure connection, protecting your data from malicious activity. Eduroam is also a global wireless network for research and education institutions. Enrolling in eduroam allows you to travel to participating institutions and connect to the eduroam network with your existing ECU credentials.

For a list of participating institutions within the United States, visit https://www.eduroam.us/institutions.

For device-specific instructions on enrolling into eduroam, please go to http://www.ecu.edu/itcs/help/eduroam

Need help? Call the IT Help Desk at 252.328.9866 | 800.340.7081.

macOS Dropping Support for 32-bit Applications

The current version of macOS High Sierra is the last version of macOS to run 32-bit apps. Once your system upgrades to the next version of macOS, you will receive the following message when you launch a 32-bit application:

“<NameOfApp> is not optimized for your mac. This app needs to be updated by its developer to improve compatibility.”

If you receive this message, contact the app’s manufacturer for the 64-bit version. Once you install the 64-bit version, there should be no further problems. ITCS is currently checking ECU’s managed apps for this conflict, including those on the ECU Download Center.

To check your Mac apps in advance, follow these steps:

1.      Click the Apple icon.
2.      Choose About This Mac. A dialog box opens.

3.      Click the System Report button.
4.      Scroll down to the Software section.

5.      Choose Applications. A list of apps opens. See the 64-Bit (Intel) column. “Yes” indicates a 64-bit app.

Banner 9 Finance Forum

Save the Date!! If you are a Banner user, join us Monday, August 6, for a 3-hour Banner 9 Finance Forum. This half-day session will introduce you to Banner 9 Finance as well as easy navigation to your favorite forms.

Registration opened July 2 through Cornerstone. We anticipate each session to fill up quickly, so reserve your seat as soon as possible! Sessions will be streamed live and recorded. See you there—

Microsoft Intune Replaces AirWatch for Mobile Device Management

We all enjoy the convenience of information access through many devices:  office computers, laptops, tablets and mobile phones, both personal and university-purchased. However, we also balance this access with two of our most important responsibilities at ECU, data protection and data security.

ITCS assists us in minimizing the risk of a data breach while enabling anywhere productivity by implementing standard security protections that follow state and federal mandates. Two of these standards are Mobile Device Management (MDM) and Mobile App Management (MAM).

Mobile Device Management configures certain security settings on a personal or ECU-owned mobile device to allow access to sensitive ECU data. Examples of devices that might require MDM include:

  • Department laptop/tablet carts where devices are checked out or used by many members
  • A personal mobile device that accesses sensitive or protected information.

ECU’s previous MDM product, AirWatch, has been retired and replaced with Microsoft Intune. If your device was previously configured with AirWatch, you can now enroll with Intune. See these step-by-step instructions from Microsoft. Intune is available for Windows, Mac, iOS and Android.

Mobile App Management allows departments to lock down certain applications to comply with security policies. For example, MAM could be used to prevent downloads from Outlook. ITCS is currently testing this Intune feature with ECU systems over the next few months.

We all appreciate the convenience of BYOD (bring your own device) at ECU. And the Microsoft Intune service allows access to needed information without sacrificing security.

Enterprise Vault Items Move Back to Your Mailbox

ITCS prepares for the move to Office 365 email

As ECU moves toward moving faculty/staff email to Office 365, the next step is migrating Enterprise Vault items back to your mailbox.

At a Glance

1.      ECU is moving faculty/staff email to Office 365 during 2018-19.

2.      Enterprise Vault items migrating BACK to mailbox is the next step.

3.      Users don’t need to prepare for this migration.

4.      Once they are moved back to your mailbox, items will follow ECU expiration rules, including those messages stored in your Online Archive folder.

5.      Users will be free to organize their messages as they need through manual archiving.

6.      Users should check Junk folder.

7.      Call the IT Help Desk for help.

The Big Picture

Moving both email systems (faculty/staff and students) to Office 365 will help you communicate more effectively with your students. For example, it will be easier to coordinate calendars and work with many of the other tools and apps available with Office 365, such as Teams, OneNote, Planner, Sway and more.

What to Expect

During the migration, items dated within the last three years go back to your mailbox while everything else migrates to your Online Archive folder. Your mailbox will expand to accommodate current messages as well as vault items. You receive an email once the move is complete.

How to Prepare

There is nothing you need do to prepare for this part of the project. However, after the transfer, you can manage your mailbox to suit your needs. For example, create a folder in the Online Archive and drag/drop items from your mailbox or create a rule to automatically archive particular messages.

Information to Know

  • The Online Archive folder is available through Outlook (Windows) and Piratemail (Mac and Windows).
  • Online Archive items are subject to the same expiration rules as all other mailbox folders.

Have Questions or Need Help? Contact the IT Help Desk at 252.328.9866 | 800.340.7081

Office 365: OneDrive Storage and Teams Make Work Easy

OneDrive
So you’ve started storing work files in your OneDrive folder and configured the sync feature. Now, take this to the next level with real-time collaboration. Learn how through this Microsoft article on collaboration.

Teams
Would your department or research team like to learn more about how to use Microsoft Teams to your advantage? Contact Learning Platforms’ Allen Dennis to schedule a presentation. Allen gives you the overview of how to create a team, how to add members, how to manage the file space, conduct meetings and more.

For the self-starters, here are a few self-help options:

August IT Training

Register through Cornerstone: www.ecu.edu/itcs/help/cornerstone

WebEx for Instruction: Virtual Classroom

Monday, August13
2:00 p.m. – 4:00 p.m.
Online

Friday, August 17
10:00 a.m. – 12:00 p.m.
Joyner East 204

WordPress Official Website Training

Wednesday, August 22
9:00 a.m. – 12:00 p.m.
Austin 309

VoiceThread

Friday, August 3
10:00 a.m. – 11:30 a.m.
Online

Tuesday, August 7
11:00 a.m. – 12:30 p.m.
Austin 308

TurningPoint Audience Response System Workshop

Wednesday, August 15
2:00 p.m. – 3:30 p.m.
Joyner East 204

REDCap Basic User Training

Thursday, August 30
9:00 a.m. – 10:30 a.m.
Laupus Library Rm. 2502G

My Mediasite Training

Monday, August 6
1:00 p.m. – 2:30 p.m.
Austin 309

Wednesday, August 8
2:00 p.m. – 3:30 p.m.
Austin 309

Wednesday, August 15
2:00 p.m. – 3:30 p.m.
Austin 309

Tuesday, August 21
1:00 p.m. – 2:30 p.m.
Austin 309

Wednesday, August 22
2:00 p.m. – 3:30 p.m.
Austin 309

May – June 2018 Faculty and Staff Technology News

The Spam Quarantine Email Returns to Your Inbox

and other updates for staff email

ECU is modernizing staff email to prepare for the upcoming move to Office 365

So far, the online archive folder is now active, and we’ve turned on Microsoft Exchange Online Protection which includes a spam filter, encryption tool and a data loss prevention service.

You may have noticed you now periodically receive a spam quarantine email. While we are still in the process of refining this tool, here’s what you can do right now to manage your quarantined messages.

There are four maintenance actions from which to choose:

  1. Do nothing. Captured messages are deleted after 14 days.
  2. Release a message back to the Inbox. Click the Release to Inbox link from the spam notification message. This is a one-time event, and subsequent emails from the same address will continue to be quarantined.
  3. Report as Not Junk. Click the Report as Not Junk link in the spam notification message. Messages from this address go directly to Microsoft for analysis.
  4. Unsubscribe to the newsletter. Most unsubscribe links are at the bottom of a marketing email. Release a quarantined message, open it and click the unsubscribe link found at the bottom of the message.

Next Steps

Enterprise Vault Items. With the retirement of the Enterprise Vault, we are now preparing to migrate stored items back to your email account. For current staff, the last three years of vaulted email will return to your Inbox – mailbox size will expand to accommodate both current messages and vault items – and all other vault items older than three years migrate to your online archive folder.

Retired and non-employee vaulted messages move back to the Inbox as the Online Archive is not available for these users.

Staff Email Moves to Office 365. Once all other features are in place, staff email will migrate to Office 365 during 2018-2019. We will announce more on this as details become available.

ITCS Spotlight

Linda Barry receives Internet2Inclusivity Award

Lisa Barry, a member of the ITCS Network Services Team, was recently awarded the Internet2 Inclusivity Award. One of four women to receive the award, Lisa attended the Internet2 Global Summit held the week of May 6 in San Diego.

The Internet2 Inclusivity Award is a scholarship established in 2014 by the Internet2 community as part of a larger community-led effort to improve diversity and inclusion in the information technology field within research and education. This scholarship provides recipients the opportunity to engage in discussions around the latest applied innovations and best-practices for their campuses, as well as access to mentors and a network of women IT and technology professionals.

Lisa joined ITCS in 2015 as a network engineer and quickly demonstrated her aptitude for advanced networking challenges. She currently serves as a network analyst with responsibilities that include administration of enterprise-level network services including firewalls, VPN systems, intrusion detection and prevention systems. Lisa also maintains identity services, access control systems and load balancing for backend servers. She is dedicated to providing excellent user experiences while maintaining a high standard of network security and performance.

To learn more about the Internet2 community, visit their website.

Sensitive Information, Encryption and You

Email encryption easy as 1-2-3

Do you work with sensitive information? Do you email that information from your computer or a copier to parties outside the ECU network? Then take note: Encryption is a simple two-step process that keeps sensitive information out of the wrong hands.

Email is never secure as hackers can, with the appropriate tools, steal a message while it is in transit between the sender and recipient. Therefore, it is required that email containing sensitive information sent outside the ECU network be encrypted.

Encryption options

Encryption scrambles a message’s text so that it is unreadable. You have two ways to do this with ECU email:

Option 1. Tag the message as sensitive (Windows)

  1. From the email’s menu bar, click the bottom right arrow in the Tags section. The Properties dialog box opens.
  2. From the Sensitivity drop-down menu, choose Confidential.

Option 2. Encrypt a message using [sendsecure] (Windows or Mac)

  1. Type the words, [sendsecure] anywhere in the subject line of an email. Be sure to include the brackets.

Decryption process

Once received, the recipient clicks, Read the message, to begin decryption of the email. The recipient is prompted to

  1. Log in to a Microsoft, Yahoo or Google account, OR
  2. Generate a one-use passcode to open the message.

Recipient follows the prompts in the dialog box. See these step-by-step encryption/decryption instructions that include screen shots for more details.

Encryption is REQUIRED when sending to users outside the ECU network. However, it is not necessary to encrypt information when sending from ECU employee to ECU employee.

Caution!

Encryption can only be set through the email system – information emailed through a copier is NOT encrypted. If you need to send a copy of sensitive information to someone outside the ECU network, first send the copied information to your email Inbox, then send to the recipient using Option 1 or Option 2 through your ECU email account.

For further information, visit the email encryption website.

Sync Your Files to OneDrive for Business

Anywhere access for your
non-sensitive ECU information

We all know Piratedrive is available and approved for storage of ECU sensitive data.

And then there’s OneDrive for Business cloud storage as part of our Office 365 subscription. This 1TB space allows you to store, share, collaborate and edit your information from anywhere.

But did you know you can now automatically sync files from your computer to your OneDrive storage?

Set up the sync feature on your computer:

Log in to pirate365.ecu.edu and open your OneDrive space (click the app launcher, upper left).

Click the Get the OneDrive apps link (lower left of the screen).

Follow the operating system-specific prompts for set up.

Visit the OneDrive page to learn about other features of your OneDrive space. Or see this OneDrive training from Microsoft.

June IT Training

Register through Cornerstone

www.ecu.edu/itcs/help/cornerstone

WordPress Official Website Training

Wednesday, June 13

9:00 a.m. – 12:00 p.m.

Austin 309

Thursday, June 28

1:00 p.m. – 4:00 p.m.

Austin 309

WebEx for Instruction: Virtual Classroom

Thursday, June 14

2:00 p.m. – 4:00 p.m.

Joyner East 204

Wednesday, June 20

10:00 a.m. – 12:00 p.m.

Online

Web Accessibility

Tuesday, June 19

9:00 a.m. – 10:30 a.m.

Online

VoiceThread

Monday, June 25

10:00 a.m. – 11:30 a.m.

Online

TurningPoint Audience Response System Workshop

Tuesday, June 12

10:30 a.m. – 12:00 p.m.

Joyner East 204

March 2018 Technology News

ECU Email Evolves

Here’s your roadmap

Over the next few months, ECU is modernizing faculty and staff email. There are four steps to this remodel:

  • Enable the new cloud-based Online Archive folder
  • Switch to Office 365 Exchange Online Protection
  • Move Enterprise Vault items back to your mailbox
  • Migrate staff mailboxes to Office 365
Online Archive Folder – March 29

Your Online Archive will be enabled on March 29. The online archive is 100GB of storage that resides in the folder pane of Piratemail and Outlook (Windows only) and is available whether on or off campus. To learn more, visit the email refresh page.

Microsoft Exchange Online Protection – April 8

On April 8, ITCS boosts email security by switching to the cloud-based Microsoft EOP service. There are three distinct parts to Microsoft’s EOP:

  • A malware and spam filter
  • An encryption tool
  • A data loss prevention service

The EOP transition should be seamless as we are updating current tools. For example, you will still receive a spam notification.

Enterprise Vault Restoration – Begins April

The last three (3) years of stored Enterprise Vault items move back to your email account. Older items, over three (3) years, migrate to your Online Archive folder.

Email Migration to Office 365

During FY2018-2019, staff email will migrate to Office 365. Please stay tuned for further announcements and visit the email refresh website.

ITCS Team Spotlight

Operations | Systems & Application Support

Have you ever wondered who keeps the ECU network humming, even during the middle of the night, holidays and weekends? This is just one of the responsibilities of our Operations team – they wear many hats.
Three shifts also give after-hours assistance in customer support, 24/7 Data Center maintenance, building security and safety, with a few hardware tasks thrown in as well. Manager Rocky Howell says that, “Our team’s responsibilities are wide-ranging, but we enjoy the variety and opportunity to keep abreast of all aspects of information technology. We do all we can to support ECU users.”

After-Hours Customer Support

If you require assistance with an IT resource after the Help Desk is closed, Operations is available to reset your passphrase, unblock your account and send out campus-wide emergency notifications.
Additionally, Operations provides limited Tier 1 technical support to callers during nights and weekends. They always try to solve your problem on the spot, but if resolution isn’t possible, they forward your request to the appropriate team.

Data Center Equipment and Performance Monitoring

Operations is also a major player in our four campus data centers. Not only do they install and remove servers, server racks and other networking equipment, they monitor server performance as well as network performance and Banner activity through the appropriate software programs to make sure these systems are running as efficiently as possible.

Building Security and Maintenance

Security is a huge concern for any university, and ECU is no exception. While other ITCS teams research standards and policies for information technology, Operations monitors Data Center security through closed circuit TVs and hourly walk-throughs of the Cotanche Building. This team also controls building access through key management and visitor badges.

Inventory Management

In between building walk-throughs, systems performance monitoring, and user support, Operations is also charged with removing and destroying the hard drives from retired ITCS computer systems and management of all ITCS equipment inventory.
While no special certifications are required for a position with Operations, graduation from a four-year institution with a major in IT, computer science, telecommunications or a closely-related field is desired. The experience necessary for this team includes hardware installation, power usage, circuit panel and AC know-how, network connections and more.

Did You Miss October’s NCSAM Presentations?

It’s not too late – they are now online

During the October 2017 National Cyber Security Awareness Month, ITCS Information Security invited speakers to discuss security best practices for the workplace. If you missed these great presentations live, we’ve now posted them online:

Expanding ecuBIC Capabilities – Introducing Power BI!

Produce interactive dashboards and reports

Banner users and other ECU staff who create specialized reports using East Carolina University’s Business Intelligence Center (ecuBIC) can now access the Power BI analytics tools to produce interactive dashboards and reports. Power BI simplifies data preparation, exploration and visualization resulting in both internal and external information viewable from your office desktop or mobile device.
To learn more, join us during our next stop on the ecuBIC Futures Roadshow, where we will provide a demo-packed presentation of the Power BI feature set.

ecuBIC Futures Roadshow
Thursday, April 19
8:30 to 10:00 a.m.
Mendenhall Student Center, Room 221
Registration in Cornerstone (login required)

Questions? Contact Manager Scotty Stroup, ITCS Enterprise Analytics.

Students Can Now Copy and Scan Documents Through Pirate Print

There is no charge to scan

Students can now copy and scan documents in several campus computer labs. Copies cost $0.02 for b/w and $0.10 for color (per page). There is NO CHARGE to scan.

  • Brody 2L37 | Fletcher Music Library | Health Sciences Campus Student Center
  • Joyner Library | Laupus Library | Umstead Hall | Ross Hall

To learn more, visit the Pirate Print website.

April IT Training

Register through Cornerstone

www.ecu.edu/itcs/help/cornerstone

WordPress Official Website Training

Wednesday, April 11
9:00 a.m. – 12:00 p.m.
Austin 309

Tuesday, April 24
1:00 p.m. – 4:00 p.m.
Austin 309

University Writing Portfolio Orientation

Wednesday, April 11
10:00 a.m. – 11:00 p.m.
Joyner East 204

TurningPoint Audience Response System Workshop

Wednesday, April 4
9:00 a.m. – 10:30 a.m.
Laupus Library Room 2502G

SabaMeeting Virtual Classroom

Thursday, April 19
10:00 a.m. – 12:00 p.m.
Austin 309

SabaMeeting Intermediate Training

Wednesday, April 11
3:00 p.m. – 5:30 p.m.
Laupus Library 2502G

CommonSpot Beginner Training

Tuesday, April 17
2:00 p.m. – 4:00 p.m.
Austin 309