August 2009 Archives

How do I forward my voicemail to e-mail?

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  1. Log into your account at https://go4msg.umn.edu/webmail/webmail/login-javascript.jsp. If you have not logged into gopher messaging before, your temporary password is your 5-digit extension followed by an exclamation point (e.g.: 51234!).
    forward_voicemail01.jpg
  2. Click Options.
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  3. Click Mail Filters.
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  4. Click Edit in upper right.
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  5. In the box below Forward to E-mail Addresses, enter your University e-mail address (and any others you want to be notified at separated by commas). For example: yourX500@umn.edu, yourself@MSN.com, Me@yahoo.com
  6. Check the Forward All Mails Enabled box.
  7. If you want to keep a copy of the message in Gopher Messaging, check the Keep a Copy box.
  8. Click Update.

Check the Gopher Messaging Frequently Asked Questions for more information.

Malware hits University via Facebook

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Recently, a number of computers at the University of Minnesota have become infected with a worm on the social networking site Facebook. Once this worm infects a computer, it attempts to gather personal information, such as passwords and credit card numbers.

Follow the link below for more details. http://safecomputing.umn.edu/safepractices/koobface.html

This was written by a user for users.

To get to the Incidents Abroad database: Go into student database, click on "Incidents" (lower right), and then on "My Cases" (lower bar). That will give you a list of all the existing incident records to which you have access.

To view or modify an existing case: After clicking on "My Cases," select the one you wish to get into.

To instead create a new record: Click on "New Incident" in the bar at the bottom.

To categorize a new incident: Select one of the options offered by the "What?" dropdown menu. If that menu does not offer an appropriate option, select none of them and instead write in. In addition, select one of the two options offered in the "Type" field. The purpose of this field is to distinguish cases where the student is a victim from those in which s/he is a perpetrator. If the latter, select "Disciplinary Case"; otherwise select "Non-Disciplinary Case."

To fill in the "When?" field: Calendar pops up; click on date.

To identify the student: In the "Participant" field, click on the little sun next to "Name," then log in. That will give you access to the student database. Now type in the name of the student.

To complete the "Participant" field when the incident is not student-specific: If for example, the record is to document how LAC is dealing with an overall program issue such as a flood or a political crisis, simply skip the "Participant" field. You will still be able to establish the incident record.

To elaborate as needed on what is in the "Summary" field: Use the "Details" field. Click below the tab heading in order to create the box in which to write. Fill in the "Relationship To This Incident" field

To add a person to the "Contacts" list: Click on the little sun at the top. You cam add someone outside LAC/OIP just to show who is involved, even if that person cannot get access to the database. An addition can even be from outside the U of M; no x500 is required. The hope eventually is to allow overseas staff to get access. Stacey, Jodi, Sheila, Martha, and Meredith will appear in this field automatically for any new incident.

To establish or change "Access" level of a contact: Highlight the person, then click on the lock in the pertinent line in the column, "Access To This Record." You cannot change the full access rights that Stacey, Jodi, Sheila, Martha, and Meredith automatically received when the record was created.

To delete a person from the contacts list: Click on the red X. You cannot delete or change the access level of Stacey, Jodi, Sheila, Martha, or Meredith; they all automatically appear on each case with "Full Access" rights.

To tell people that you have created an incident record: Click on "Email" in the bottom bar. That will automatically create an email to the other authorized record viewers informing them that the record has been created. (You will be asked whether Meredith is to be included; respond "No" in most cases; she should receive the email only in fairly dire incidents). Do not add details to the email; we want to leave all incident information secure in the Incidents Abroad database rather than only semi-secure in an email.

To assign a task: Click on the "Tasks" tab, then on the pencil next to "Action." Describe the task, then click on the pencil below "Assigned To." To send the responsible person notification that s/he has been assigned the task, click on his/her name, which will create an email message.

To note problems or nuances in trying to complete the task: Click on the "Action" pencil again and write in the box.

To update progress (or lack thereof) on a task: Click on "Status" and select the appropriate option. For example, to show you are working on a task, click on the "Status" pencil and select "In Progress." When task is complete, change this same field to "Complete." You will also need to click on the "End" pencil and write in the date, as neither of these actions (writing in date under "End" and selecting "Complete" under "Status") automatically triggers the other.

To document new developments: Click on the "Log" tab, then on the sun that will appear at the top; that will give you a box in which to write.

To add an image, Word document, PDF, etc., to the record: Click on the "Documents" tab. Select the appropriate box from the column at the right. (Use "Other" for PDFs, Word documents, etc.). Then proceed as you would for attaching a document to an email message. Each document that has been added to the record will now have a separate line in the "Documents" field.

To add an email to the record: If the document you wish to attach is an email message you have received, click on the "Documents" tab. Then switch to your Mail program, select the email you wish to add to the record, and click "Forward" but do not actually send it anywhere. Instead, highlight and copy the to-be-forwarded email, including its heading (date, to/from whom, etc.). Return to Incidents Abroad database and click the "Clipboard Text" button in the right column. Then delete the draft of the email to be forwarded and also the original email. Go to the Mailbox pull-down menu and select "Erase Deleted Messages." Now the email is safe because the only record of it is in the secure Incidents Abroad database.

To view an existing document: Select the "Documents" tab. Click on the line corresponding to the document you wish to view. Now click on the little binoculars near the right of that line and the document will appear.

ci_resourcecenter03.jpg

  1. Pull down the Scripts menu to "Set Confucius Institute Hours..."
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  2. Edit the text in the Hours window and click Save.
    ci_resource_center02.jpg

The Office of Information Technology (OIT) offers a new initiative called UTools. The first phase of the OIT UTools initiative is to expand OIT's current software license program and recommend an evolving Delicious-based list of free or low cost open-source and shareware applications and tools. Below are the exciting changes that you will see starting Aug. 6, 2008.

Expansion of OIT's Current Software License Program

OIT is pleased to announce a collaborative effort with the Office of Distributed Education and Instructional Technology and the Academic Health Center to offer the three most common faculty toolkit software tools at a drastically reduced cost. Under the new program, all current U of M faculty and staff will be able to purchase Adobe Acrobat Pro, Dreamweaver, and PhotoShop Elements at approximately 40% of the already discounted U of M Adobe software license price. For example, Adobe Acrobat Pro will cost only $25 for faculty and staff through this program (approximate retail price is $449).

All Adobe software orders can be placed through the OIT Software License program online order form at www.umn.edu/software. Questions regarding the discounted software options can be sent to software@umn.edu.

As a result of this new program, as of Aug. 6, the Faculty Toolkit program will no longer be available. Currently, the Faculty Toolkit program restricts the "free" software options to only five faculty classifications, leaving many faculty and all staff not eligible for this option.

Delicious-Based List of Free or Low Cost Open-Source and Shareware Applications and Tools

OIT will recommend an evolving Delicious-based list of free or low cost open-source and shareware applications and tools. OIT will work with the University Community to align applications and tools to the University of Minnesota mission of research and discovery, teaching and learning, and outreach and public service. This use of the Delicious social networking application will facilitate community sharing of information, recommendations for online tools, and more. Visit the UTools website (www.umn.edu/oit/utools) for more information and a direct link to the Delicious Web site. Questions regarding the open-source initiative can be sent to dmc@umn.edu.

Additional software and applications will be added to the UTools initiative. Please check UTools for upcoming opportunities.

Online Technology Training - Atomic Learning

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GPS Alliance provides access to Atomic Learning - an online training service that provides short interactive training modules for software products.

  1. Go to GPS Alliance Atomic Learning
  2. Login with your GPS Alliance username and password.
  3. Click the logo to enter GPS Alliance's Atomic Learning portal.
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Why Atomic Learning for Online Technology Training?

Database Strategy and Methodology

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There are many database environments from which to choose and new options arriving all the time. Advancement is inevitable and, in technology specifically, that advancement comes at a high rate. Because of this situation, it is important to have a development methodology implemented so as to not be "led of course" and waste time pursuing flashy new tools promising benefits that may or may not be realized.

Desired qualities for an OIP database development tool:

  • Standards-based
  • Ability to communicate with other systems and formats
  • Ease of implementation
  • Ease and speed of development
  • Cross-platform development
  • Affordable - taking into account development time, user experience, etc.
  • Strong user community

OIP has long been a FileMaker-based office for its database tool. FileMaker continues to lead its competitors in the workgroup database development space because of its robust design, yet approachability and ease of use. It can be used easily by novices and expand to support large workgroups with complex needs. It is not intended to be an enterprise database tool - the University already spends plenty of money on that. Instead, FileMaker implements standards-based connectivity options to connect to enterprise systems as well as other systems, file formats, etc.

One of the great benefits for seasoned developers is that it is designed as a rapid-development tool, so it saves great amounts of time because standard tools and processes are already built in, but is self-contained so no other technologies are needed for implementation of solutions.

Therefore, OIP will continue to utilize FileMaker as its core database development tool.

For web pages with database back-end needs, OIP will utilize the free and ubiquitous PHP language for its connectivity between FileMaker and websites. PHP is the most commonly used environment of its class and there are massive amounts of information available on development, as well as pre-built tools and applications to snap in to any solution.

Use of Workstations and Servers

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Workstation and server space, in particular, can seem limitless, but it is not and does cost OIP money to provide. It is important for all staff to manage the items stored on OIP servers so that the space provided is being utilized appropriately - to achieve the missions of OIP and the University of Minnesota. OIP workstation and server space is not to be used for storage of personal items.

The University's position on usage of University-owned equipment:

Computers, networks and electronic information systems are essential resources for accomplishing the University of Minnesota's mission of instruction, research, and service outreach. The University grants members of the University community shared access to these resources in support of accomplishing the University's mission.
These resources are a valuable community asset to be used and managed responsibly to ensure their integrity, security, and availability for appropriate educational and business activities. All authorized users of these resources are required to use them in an effective, efficient, and responsible manner.

Acceptable Use

  • Information/data and systems may only be used by authorized individuals to accomplish tasks related to their jobs. Use of the information and systems for personal gain, personal business, or to commit fraud is prohibited.
  • Information not classified as Public must be protected, and must not be disclosed without authorization. Unauthorized access, manipulation, disclosure, or secondary release of such information constitutes a security breach, and may be grounds for disciplinary action up to and including termination of employment.

First, you must use the University's pre-configured VPN if you are connecting from outside the University of Minnesota. Download the UofM's VPN software from OIT's web page.

DepartmentName of Server
CARLAcarla
China Centerchina_center
Confucius Instituteconfucius_institute
Dean's Officedeans_office
ISSSisss
LAClac

Mac OS X

  1. In the Finder, select "Connect to Server..." from the Go menu.
    vpn_connect01.jpg
  2. In the Server Address field enter: ireland.gps.umn.edu/Name of Server (see table above).
  3. Click on the "+" to add it to your "Favorite Servers."
  4. Click Connect.
    vpn_connect02.jpg
  5. Enter your username and password and click Connect.
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  6. The server will appear on your desktop. Drag the icon that appears on your desktop into your dock to the right of the separator line, near (but not in) the Trash.
    vpn_connect04.jpg

Windows

  1. Select "Run..." from the Start menu.
    vpn_connect05.jpg
  2. In in the Open field enter: \\ireland.gps.umn.edu\Name of Server (see table above).
  3. Click OK.
  4. Enter your username and password and click OK.
    vpn_connect07.jpg
  5. A window opens showing the contents of the server.
    vpn_connect08.jpg
  6. Click, hold and drag the icon from the address field at the top left of the window to your desktop. A shortcut named "Shortcut to [IP Address and Server Share name]" will be added to your desktop.
    vpn_connect09.jpg

Linux

If you're a Linux user, contact oiptech@umn.edu.

How do I change my password on my Mac?

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  1. Click the server icon in your dock. If you don't have a server icon in your dock, see directions below.
    change_pass_mac01.jpg
  2. Select "Change Password..." from the gear menu in the lower left. change_pass_mac02.jpg
  3. Enter your old and new passwords and click "Change Password." change_pass_mac03.jpg

No Server Icon in Dock

  1. In the Finder, select "Connect to Server..." from the Go menu. vpn_connect01.jpg
  2. In the Server Address field enter: ireland.gps.umn.edu/Name of Server (see table below).
  3. Click "Connect" in the lower right corner. vpn_connect03.jpg
  4. Resume step 2 above.
DepartmentName of Server
CARLAcarla
China Centerchina_center
Confucius Instituteconfucius_institute
Dean's Officedeans_office
ISSSisss
LAClac

When connecting from a wireless or non-UofM network (this also includes the use of "UofM", "UofM Guest" and "UofM Wirelss" that appears when selecting a wireless option on the UofM campus) to University of Minnesota network resources requires use of a Virtual Private Network (VPN). A VPN provides a secure connection to remote networks by creating a protected, individual "tunnel" between your computer and that remote network.

Even using email can involve some risk. Without the security of VPN, the information you type or send could be intercepted on the "open highway" of the internet. VPN software for you personal computer is free and can be downloaded from the OIT website.

Use VPN if both these conditions apply:

  • Connection: You are using a wireless connection on campus or connecting to the University from a non-University of Minnesota Internet Service Provider (ISP), such as through AOL or MSN or with a cable modem or DSL.

  • Data: You will, or might, transmit sensitive data such as passwords, credit card information, social security numbers or any confidential information by any means while connected to the Internet; you need access to restricted University resources
Step-by-step instructions for installation and configuration of the VPN software provided for free for your use on personal computers.

Data Privacy and Security

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We have put much effort into configuring OIP servers, workstations and laptops to be as safe as possible and yet accessible as needed. Below is an email from Steve Cawley, Chief Information Officer for the University of Minnesota:

The number one way to avoid having to deal with the new [data security] law is to store as little legally protected information as possible, centralize the private data that is needed as much as possible, and maintain a high level of security for the private data. Social security numbers, patient information, private student data, etc should be stored on servers that are well-secured, with as little private information as possible on personal computers and portable devices. It is easier to concentrate limited resources on securing a few servers as opposed to many computers throughout your unit(s).

Review the list of private data. If you currently store any items, move them to a server and remove them from your workstation. Private data may be in Word documents, email and email attachments, databases and spreadsheets.

The OIP File Server, OIP FileMaker Database Server, and PeopleSoft are the only places these items should be stored. If you have a business reason to store these items locally, contact oiptech and we'll find a way to secure them.

Examples of Private Data

  • Social security number
  • Trade secrets or intellectual property such as research activities
  • Birth date
  • Home phone number
  • Home address
  • Health information
  • Student grades
  • Location of assets
  • Parking leases
  • Anonymous donors
  • Gender
  • Ethnicity
  • Citizenship
  • Citizen visa code
  • Veteran and disability status
  • Linking a person with the subject about which the library user has requested information or materials
  • Non-directory Student Information may not be released except under certain prescribed conditions. Non-releasable information includes:
  • Grades
  • Courses taken
  • Schedule
  • Test scores
  • Advising records
  • Educational services received
  • Disciplinary actions
  • Credit card numbers

Laptops

Another message from Steve Cawley:

A laptop computer or other portable device such as a Personal Digital Assistant (PDA) is very susceptible to loss and theft and, in fact, so susceptible that staff should assume that it will be lost or stolen. Storing private data elsewhere such as on a server or not storing it at all if the data is no longer needed, is a much better choice.

For the full standard on securing data at the University of Minnesota, visit http://www1.umn.edu/oit/security/privatedata.html

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Call 4-2049

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