We did it! We survived the first month of Spring term online! It was a herculean effort for the faculty adapting pedagogy and for the staff rethinking business processes to work remotely. There have been some hiccups, yet the results so far have been extraordinary. It has been such a blessing to see everyone collaboratively navigating obstacles to keep delivering on SPU's mission.
There are a few updates this week, primarily focused on working from home safely. Zoe, who is 2, wants you to stay safe, both physically and digitally. Please take 3 minutes to watch this summary video about keeping safe digitally while working from home and remember the CIS Helpdesk is here to help if you have questions or need assistance.
Remote Access (VPN) Launched
CIS has finalized the transition to a new virtual private network (VPN) solution that provides a more reliable and faster connection to campus. You only need to use the VPN to sync your My Documents, access files on Matthew, backup your files, or connect to on-campus systems like Raiser's Edge. Download and install the Fortinet VPN Client (Windows) to get started.
Computer Backup
Files on your SPU computer are only backed up when you are on campus or connected to the VPN. Make sure you regularly connect to the VPN so you can sync recent copies of your documents and backup your files in case of computer failure or theft. You may also want to move your data from your Documents folder to your OneDrive for Business cloud storage folders.
MFP Printer in C-Store
A Multi-Function Printer has temporarily been installed in the C-Store. This will provide the campus community printing services while other locations are inaccessible due to building closures.
CIS Training Program
The CIS Training Program exists to spread knowledge across campus about the tools available to them and how they can help in each person's work, as well as showing best practices for use of technology to serve our students in the best ways possible. Don't see what you're looking for? Reach out to the team and request training on a new topic.
May Training: Online File Storage
Did you know there are online file storage solutions available to you as an SPU employee that will ensure you and your department always have access to the files you need? RSVP for a link to join CIS’s virtual training on Wednesday, May 13, or Thursday, May 14.
Cybersecurity and Working from Home
As you continue to work remotely, keep cybersecurity in mind. That means protecting your devices and data, just like you would in the workplace. You can also review last year's Cybersecurity Awareness Month blog posts: (Week 1, Week 2, Week 3, Week 4)
Summary Working From Home Safely Video (3min)
Take a few minutes to watch this short video that highlights the top safety issues you'll encounter working remotely.
Use What’s in SPU's Tech Toolbox
Tools like Google Docs and Dropbox are convenient but do not have many of the protections or regulatory compliance standards of SPU-provided tech tools. Use SPU-provided tools and systems to stay cyber-safe when you work from home. Only use SPU provided computers when working with sensitive data. See the Technology Services Catalog for a list of University provided tools and see the Regulated Data Chart for information details on which systems are safe for regulated data.
Why it’s important: SPU provided systems and tools are designed to protect data and devices. Cybercriminals have an interest in both, whether you’re working in the office or at home. Additionally, certain types of University records have retention requirements and CIS conducts extensive backups of such files. These include individual work files you manage within your My Documents, as well as departmental files on the Matthew server. If you store files elsewhere, we are not able to retain backup copies for compliance or recovery. Always store SPU data only on SPU managed systems!
Control the Impulse to Improvise
Employees often work in teams, and that can mean using collaboration tools like instant-messaging platforms and video-meeting rooms. If a tool isn’t working right, you might be tempted to download a substitute. Don’t do it! SPU has Desktop Analysts and Business Analysts that can help find the right software and business processes to both meet your needs and comply with business or academic requirements.
Why it’s important: As noted above, SPU has vetted collaboration tools and makes sure they’re secure. You can’t be sure a quick-fix tool you’ve downloaded has the same protections. You could inadvertently introduce a software program with a security flaw or violate a regulatory compliance standard that could breach the privacy of SPU students or expose the University to fines.
Secure Your Home WiFi
Make sure that your home WiFi has a password and that you have encryption turned on. Watch this video on Creating a Cybersecure Home (Other Languages).
Why it’s important: Without a WiFi password, anyone near your home can access your home network exposing sensitive data and passwords.
Stay Current on Software Updates and Patches
You might get reminders that software updates are available for your computer, laptop, tablet, or mobile device. Don’t wait. Update. Also, keep in mind you can configure your devices to update automatically.
Why it’s important: Updates help patch security flaws and help protect your data. Updates can also add new features to your devices and remove outdated ones.
Keep Your VPN Turned On
A VPN — short for virtual private network — can help protect the data you send and receive while you work from home. SPU's VPN is only available on University issued computers and provides a secure link between you and SPU by encrypting data and scanning devices for malicious software such as viruses and ransomware. The new SPU VPN (noted above) provides much faster speeds by using new "split tunneling" technology to only route business traffic to SPU.
Why it’s important: VPNs help protect against cybercriminals and snoops from seeing what you do online during a workday. That might include sending or receiving financial information, strategy documents, and sensitive institutional data. A VPN helps keep that information secure from cybercriminals and competitors.
Beware of Coronavirus-Themed Phishing Emails and Scams
Cybercriminals are exploiting the coronavirus outbreak to send fake emails with dangerous links to employees. Here’s how it works. The email messages may appear to come from company officials and might ask you to open a link to a new company policy related to the coronavirus. If you click on the attachment or embedded link, you’re likely to download malware onto your device. Don’t click.
Why it’s important: A phishing email with malicious software could allow cybercriminals to take control of your computer, log your keystrokes, or access sensitive business information and financial data.
Spring has arrived. Classes begin Monday and normally students would be returning to campus. Yet these are not normal times. Despite the challenges, so many have worked so hard to prepare our community to continue carrying out its mission. As we head into Easter weekend I pray that we all find time to pause and reflect so that we begin next week refreshed and ready to support our students.
CIS Helpdesk Support for Spring Term
The CIS Helpdesk is closed to walk-in support. If you need assistance please submit a ticket, call 206.281.2982, or email help@spu.edu. The Helpdesk will provide support from 7:30am-5pm M-F. Evening support from 5pm-9pm will be provided Monday through Thursday, from April 13th to May 21st. This may be revised if there are changes to social distancing guidelines form the state.
Remote Access to Campus
Department File Shares and VPN Access
CIS has completed a proof of concept for new VPN technology and is beginning to roll it out to individual departments. The VPN is needed to access department file shares from off campus as well as some client based applications, such as Raiser's Edge.
Student Employees Work From Home
CIS is working on a solution to allow remote access to individually designated on-campus desktops, including workstations used by student employees. If you have student employees for whom this approach will provide needed access to on-campus resources, such as departmental file shares, please have your department head Submit a Help Desk Ticket, including the usernames of the student employees. We will begin expanded testing the week of April 13th, and hope to work through pending requests shortly thereafter.
This solution is also available to faculty and staff gain access to their Windows desktop device on-campus. If this kind of remote access would be helpful for you, please Submit a Help Desk Ticket.
Remote Learning
/wiki/spaces/HDOP/pages/34637700
New academic labs are up and running in the cloud. CIS has delivered the following 9 applications, and is working on additional applications. We have reached out to department chairs to gather information on additional software needs to help us identify, prioritize, and resource applications appropriately as we continue into the quarter. Access to available applications can be found here: /wiki/spaces/HDOP/pages/34637700
Minitab • Autodesk AutoCAD • Autodesk Revit • ArcGIS • MATLAB • Multism • Maple • LabView •SketchUp Pro
Faculty Remote-Learning Resources
See the remote learning resources page for information from ETM on engaging students effectively online.
Student Remote-Learning Resources
Visit Student Remote Learning Resources and Online Campus Resources for helpful links and tools to assist you in this new digital learning environment. For additional support with Canvas, Zoom, Google Docs, and other educational technologies, visit the ETM Student Resources wiki page or review the Student Essentials for Remote Learning Course in Canvas.
The fast pace of change has made weeks feel like months as we march ever closer to the start of the Spring term. The busyness has been all the more jarring looking out the window and seeing campus shrouded in inactivity. Despite the physical distances between, it is encouraging to know that so many are working so hard to continue the educational experience for our students online. With that in mind, here are your technology updates from the past week.
Remote Access to Campus (VPN)
Work continues on resolving the VPN remote access issues. If your office is critically impacted, please have your department head or dean contact the CIS HelpDesk.
CIS Helpdesk Support for Spring Term
If you need assistance please submit a ticket, call 206.281.2982, or email help@spu.edu. The Helpdesk will provide support 7:30am-5pm M-F. Evening support from 5pm-9pm will be provided Monday through Thursday from April 13th - May 21st.
The CIS Helpdesk is closed to walk-in support. If you need in-person support, please contact the Helpdesk to make an appointment. Only 1 person will be allowed into the CIS space at at time to maintain social distancing. Appointments can be made M-F 10am-3pm for the first week of school and alternating Mondays/Tuesdays from 10am-3pm for the remainder of the term.
Academic Labs and Software
Work continues to get academic labs hosted in the cloud. The team is on track to begin testing with select faculty next week. CIS plans to deliver the following 10 applications by the start of the term. Additional applications will follow. If you have additional software that is critical and needs to be prioritized, please speak with your dean.
Minitab • Autodesk AutoCAD • Autodesk Revit • ArcGIS • The Food Processor • MATLAB • Multism • Maple • LabView •SketchUp Pro
Adobe At-Home
Adobe is offering free use of Adobe Creative Cloud for all students, faculty, and staff through May 31. We are working with Adobe to extend access through the end of our spring quarter.
Zoom Pro: Security and Privacy
There have been a number of recent security issues with Zoom making headlines (WSJ) lately. As usage has increased, so has the abuse of Zoom's easy-to-use and open platform. See the following articles to understand key issues and how to secure your Zoom classes and meetings. At this time we recommend
Scams and Cybersecurity
Scammers worldwide are taking advantage of the COVID-19 crisis. Lax security and fractured communications during a rapid pivot of business and technology operations create a perfect environment for fraud. Stay vigilant as well as healthy.
Student Employees Work From Home
If you have student employees who lack the computing resources to do their work remotely, have your department head contact the Office of Student Employment (OSE@spu.edu). Please be prepared to provide information on the number of student employees impacted and the resources they need access to.
CIS is exploring remote desktop solutions that may allow students and employees to access on-campus workstations remotely. When contacting the Office of Student Employment, also note whether there is a desktop computer on campus that the student normally uses.
Loaner Computers for Students
The Technology Support Services team at the CIS HelpDesk has prepared a limited number of used computers to loan to students needing a device for the Spring term. Please have students contact the Center for Learning (cfl@spu.edu) for the evaluation of need. Approved students will be able to return the device at the end of the loan term or purchase it from the University.
Remote Call Centers and Phones
CIS has set up internet-based call centers for several campus offices including CIS, Student Financial Services and Admissions. If your area is in need of routing your department's call center to those working remotely, reach out to the CIS Helpdesk. The service cost is $33/person/month. If you need your individual phone forwarded, please submit a support ticket to the CIS Helpdesk.