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

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

Video and Web Conferencing

ECU supports several solutions for online meetings, including dedicated conference rooms and classrooms for groups or software that connects two or more individuals through a desktop, laptop or mobile device. Most tools include video, audio, whiteboard and screen sharing.

Here’s what you need to know

Dedicated hardware

High-definition cameras, multiple audio inputs, desktop computers and other equipment permanently set up in dedicated conference rooms or classrooms.

Desktop conferencing

Two or more individuals meet online through a software program or app installed on a desktop, laptop or mobile device. Most conferencing software also allows users to dial in to a meeting using a VoIP telephone for an audio connection. Available device hardware such as webcams and microphones determine how users connect.

Conference room/classroom

Equipped with dedicated AV equipment to connect two or more participant groups.
Find an ECU conference room through the Classroom Technology database.
Schedule a classroom or conference room by emailing the team at videoconferencing@ecu.edu. Techs set up the room and provide support, as needed.

Sensitive information

A conferencing tool, whether hardware or software, must be approved for use with certain types of information. Your solution may depend on whether or not meeting topics include HIPAA, FERPA or other sensitive information. To learn more, visit the sensitive data website.