TAG Meeting Notes 2014-05-07

7 05 2014

TAG Meeting May 7, 2014 12:00pm-1:00pm

Jeremy Brees, Tim Cannon, Teresa Conte, Kim Daniloski, Dave Dzurec, Tara Fay, Jim Franceschelli, Eugeniu Grigorescu, Calvin Krzywiec (guest), Andrew LaZella, Kristen Yarmey

TAG thanks Library Dean Charles Kratz for sponsoring lunch for our meeting today.

1. BYOD Strategy Draft

Calvin Krzywiec joined us as a guest to present and discuss a draft version of IR’s strategy for accommodating the BYOD (Bring Your Own Device) trend. Cal is Assistant Director of Network Security & Engineering and served as chair for the IR Strategy Group tasked with studying BYOD. The group is currently seeking feedback from campus stakeholders to incorporate into a final strategy.

Cal explained that the group’s objectives were driven by increasing demand among students and faculty for access to institutional services from personal mobile devices. The group’s top priority is supporting BYOD for teaching and learning, while a secondary priority is protecting the security of institutional data.

For teaching and learning (see p. 2-4 in the draft), IR’s BYOD objectives include:

  • Investigate and implement untethered teaching/learning solutions
  • Focus classroom upgrades on providing collaborative, flexible workspaces
  • Leverage virtual desktop/application technologies and client devices to reduce reliance on physical lab infrastructure
  • Leverage virtual desktop/application technologies to provide ubiquitous access to lab software resources
  • Investigate and implement secure electronic assessment solutions
  • Expand lecture capture to additional locations

The draft identifies several barriers to BYOD implementation that were also raised by faculty members in TAG’s informal survey on specialized software and computer labs.  These include:

  • Expensive licensing fees for specialized software
  • Potential disparities in student computer ownership
  • Inaccessible and/or limited power sources
  • Security for electronic assessment/computerized testing
  • High demand on wireless network

The draft strategy recommends partnership with CTLE to support faculty needs as well as engagement with faculty during the implementation of BYOD-related strategies. Jim said that IR will work with TAG to recruit faculty volunteers to test out tools and services. While the precise timeline for rolling out these changes isn’t yet determined, there are some pilot projects already in motion. Faculty members in KSOM are piloting software for securing a browser (for computerized testing) using lab computers running thin clients. Teresa noted that the Nursing department would be very interested in piloting computerized testing tools in McGurrin. IR also plans to pilot test untethered teaching/learning options in the fall – TAG will get more information on this in the summer. Tim volunteered to participate in this pilot. IR has already been piloting Panopto lecture capture and will be looking to add this capability to additional classrooms for Fall 2014. Mobile printing is also in process.

Regarding network and authentication issues: Cal said that IR will be replacing the Cisco NAC client with encrypted SSID authentication, so that users will be able to log in to the University network from their device without downloading and installing CNAC. Once a device has been logged in,  it will stay logged in – users won’t have to reauthenticate multiple times during the day to stay on the network.

The second half of the draft (p. 4-9) addresses faculty and staff devices. One issue addressed is primary computing devices (for most faculty, our desktop computer). While currently primary devices are purchased and provided by the University, alternative models such as reimbursement or stipends for equipment and software purchases could be discussed.

Secondly, in order to protect institutional data, the draft proposes a three-tiered mobile device management (MDM) system:

  • Mandatory: This tier applies to all University issued devices and requires an enrollment in a MDM system that enforces the implementation of technical controls on the device, such as lock code, lock when idle, remote wipe capabilities, device encryption, and potentially even location tracking for locating a lost device.
  • Optional: This tier applies to all non-­‐corporate owned staff, faculty, and affiliate devices connecting to University systems, including email. Enrollment in the MDM solution is optional but the expectations of minimal technical controls and the requirement to notify PIR of a lost/stolen device are defined in institutional policy. Employees must agree to allow the University to wipe the device when it is lost/stolen or the employee separates from the institution.
  • Exempt: This tier applies to student devices. This tier has no requirements but offers guidance to students on how to secure their devices.

The draft proposes that a remote wipe could be partial rather than complete, “removing only corporate data.”

Kristen raised concerns about the Optional tier, which would apply to many faculty-owned mobile devices. Firstly, the exact definition of “corporate data” may need to be clarified. According to Appendix VIII (“Copyright”) of the Faculty Handbook, in most (but not all) circumstances, faculty retain copyright over works created as part of their normal teaching, research, and service duties – including research data, lecture notes, videos of lectures, syllabi, etc.  Kristen will look into existing University policies and documents to better understand what types of records (email?) would fall under this policy. Kristen also raised concerns about references to wiping data (including email) upon “employee separation,” which for faculty may take different forms (emeritus, phased retirement, terminal sabbatical, etc).

The BYOD Strategy Group will be compiling feedback into the next draft of the report. Kristen will write up summarized feedback from TAG’s discussion as a formal response to the draft document.

2. Brief Updates 

(The BYOD discussion took up most of the meeting, so updates were rushed.)

Identity Finder automated scans (Kristen)

Kristen has been working with Adam Edwards and Scott Finlon in Information Security to answer faculty questions about Identity Finder automated scans. Kristen has updated the Identity Finder FAQ with clarifications from Information Security.  There are still some faculty concerns about the scanning and reporting process (which was approved by the President’s cabinet back in June 2013); however, we have addressed as many as possible.

Information Security would like to begin the automated scans. TAG members present at the meeting felt ready to move forward with scanning faculty machines. Dave will report at this Friday’s Senate meetings that scans will begin. Kristen will work with Adam to coordinate a schedule and an all-faculty email notification.

Test Scanning Services (Jim)

Jim reported that IR will be changing the hours of Test Scanning Services effective Monday, May 12, 2014.  The service will continue to be provided from Alumni Memorial Hall, Room 001. Tests may be dropped off and results picked up Monday through Friday, from 8:30 am to 4:30 pm.  Based upon demand and operational requirements, immediate service while you wait may not be available.  IR will continue to strive to meet the needs of our customers and will provide a 24 hour turnaround of test scanning results.  Jim asked that faculty please plan accordingly as we approach the end of the Spring term.  Jim will contact regular users of the test scanning service with more details.

Desire2Learn (Eugeniu)

Additional Desire2Learn workshops are being planned for the summer – see CTLE’s workshop calendar for the updated schedule. Eugeniu also reminded TAG members that faculty should back up any student data (including grades, discussion forms, and dropbox submissions) in Angel that they wish to keep. Step by step instructions have been emailed out, but CTLE staff will also hold workshops on this during Senior Week for anyone who needs assistance (see ). Student access to Angel will be turned off as of May 30, but faculty will have access until July 31. After that, data stored in Angel will no longer be available.

PR Department/Program Website Initiative (Dave/Teresa)

We ran out of time for in-person updates on this project. Lori had sent Kristen updates via email. Kristen will post these notes to the TAG site in a separate update.

4. Adjournment

The meeting adjourned at 1:05pm. TAG will not meet again as a full group until Fall 2014, but projects and communication (via email) will continue during the summer.

[Updated immediately after posting with correction to Cal’s title]

Office 365 Upgrade – Dec 1

21 11 2013

Announcement from TSC, sent out in an all-faculty email on 2013-11-18:

Microsoft Office 365, our hosted email system, is scheduled to be upgraded beginning on Sunday, December 1st at 7:00 pm.  This upgrade may take up to 72 hours to complete.  Important items to note:

  • During this time, customers will continue to have access to their email.
  • We recommend customers access email via the portal (my.scranton.edu) for uninterrupted email access.
  • Customers using the Outlook client or mobile devices may experience an hour or so during the upgrade, when their account is converted, where they will be repeatedly prompted for their password.   We recommend that customers wait an hour and try accessing their email again in the client or on their mobile devices  –  or access email via the portal (my.scranton.edu).
  • This upgrade will provide additional features and functionality including Sky Drive Pro for faculty and students (25GB of free storage space).
  • To see what’s new and learn more about Office 365, please visit www.scranton.edu/pit/its/office-365/index.shtml.

Questions may be directed to the Technology Support Center at extension 4357 or by emailing techsupport@scranton.edu.

Live @ Edu, Office 365, and SkyDrive

12 08 2013

On Friday (August 9th), we upgraded from Live@Edu (our Microsoft-hosted email system) to Microsoft Office 365. This announcement went out to everyone from the TSC on August 5:

Live@EDU, our hosted email system, is scheduled to be upgraded beginning on Friday, August 9th at 4:00 pm.  This upgrade may take up to 72 hours to complete.  Important items to note:

  • During this time, customers will continue to have access to their email.
  • We recommend customers access email via the portal (my.scranton.edu) for uninterrupted email access.
  • Customers using the Outlook client or mobile devices may experience an hour or so during the upgrade, when their account is converted, where they will be repeatedly prompted for their password.   We recommend that customers wait an hour and try accessing their email again in the client or on their mobile devices  –  or access email via the portal (my.scranton.edu).
  • The direct URL to outlook.com will no longer work.  Please access email via the Outlook client or by clicking on the email icon in the portal (my.scranton.edu).

This upgrade will provide additional features and functionality such as increased email quota (25GB).

It seems like the upgrade went smoothly, but please contact the TSC if you are having any email-related issues.

For anyone who uses SkyDrive —  this announcement came out this morning on the my.scranton portal:

As a result of the Office 365 upgrade, Skydrive and Messenger will no longer be connected to your Office 365 account.
It is recommended that faculty and staff move any university data from SkyDrive to their RoyalDrive accounts.
Office 365
  • Can be accessed via the My.Scranton portal by clicking on the mail icon.
  • The password for this account will be your My.Scranton password and can be changed by using the “Change PIN” link in My.Scranton.
SkyDrive and Messenger
The username for both accounts will still be your university e-mail address (i.e. firstname.lastname@scranton.edu).
Questions regarding Office 365 may be directed to the Technology Support Center at (570) 941-4357 or by e-mailing techsupport@scranton.edu. Support for SkyDrive and Messenger is available at http://support.live.com/.

Footprints Survey – Sent in Error

16 04 2012

Just a (belated) note to let everyone know that the email sent out to faculty on Friday from servicedesk@scranton.edu (titled “Technology Support Center Satisfaction Survey”) was sent in error. The link it includes is safe, but you don’t need to follow it or fill out a survey. IT Services sends their apologies to everyone for the inconvenience, and I send my apologies for posting about it three days late! :)

Text of the email in question:

From: Technology Support Center (servicedesk@scranton.edu)
To: faculty@scranton.edu
Date: Fri, 13 Apr 2012 11:43:00 -0400

Dear faculty faculty:

Your feedback is important to us! Please take a moment to fill out the attached Satisfaction Survey regarding your recently resolved issue 23706, General Information Inquiry. The information you provide will help us improve our services.

To access the survey please click the Complete Survey link in the email and complete the survey.


James Franceschelli
Director, Information Technology Services

Complete Survey

Live@Edu Junk Mail Filtering

31 01 2012

Just a note to anyone who may be checking their Live@Edu mail from another program, such as gmail. Live@Edu does its own spam filtering into a “junk mail” folder. So if you have a habit of regularly checking your spam or junk mail folders to make sure no important messages are accidentally flagged, you will need to log into Live@Edu to check your junk mail folder as well.

Alternatively, you can turn off the junk mail filtering in Live@Edu. To do this:

  1. Log in live@edu
  2. Click “Options” in the upper right hand corner
  3. Select “Junk E-Mail” from the list on the left hand side
  4. Select the button which says “Don’t filter junk e-mail” at the top of that page
  5. Click “Save” in the upper left

Voila! All your mail, even any junk mail, will be sent to your inbox, and thereby moved wherever you want it to go, hopefully caught by the spam filter in your local account.

Email Migration for Mac Users

10 01 2012

(Updated 1/12/12)

TAG got a few questions from Mac users about how the email migration will work for them.   Live@Edu is browser-based, so for the most part, the Outlook Live email interface and the server mail migration process are the same for Mac and PC users.  Mac users can follow the general instructions for claiming your account and importing any mail on the RoyalMail server.

We’ve gotten questions about some special cases, though, so IR passed along these recommendations for Mac users…

If you have local Thunderbird email on your Mac:

  • The best way to move your local mail from Thunderbird to Live@Edu is to copy it back to the RoyalMail server before your scheduled migration.  Then, when you migrate your account, all of your mail will be imported into Live@Edu.
  • The quota on RoyalMail is too low for most people’s local email, though, so you’ll have to request more space. To do that…
  • Navigate to Go > Library > Thunderbird > drill down to Mail Folder; Select File from the top menu bar > Get Info to determine how much additional space you’ll need on RoyalMail.  Then…
  • Log a ticket with the Technology Support Center (570-941-4357, techsupport@scranton.edu, or via Footprints) and request an increase to your RoyalMail quota, specifying how much space you’ll need.
  • When you’ve gotten your quota increase, upload all of your local mail to the RoyalMail server so that it can be migrated over.  Note that this can be a rather time-consuming process.

If you have Entourage 2008:

  • You can either set up Entourage 2008 to access your Live@Edu account (see Microsoft’s documentation), or…
  • If you have a University-provided Mac, request the installation of Office 2011 for Mac by contacting the Technology Support Center (570-941-4357, techsupport@scranton.edu, or via Footprints).

If you use Mac Mail: 

If you use Gmail: 

Many thanks to Diane Kennedy in IT Services for all the help and recommendations!

Email Migration for Gmail Users

10 01 2012

DISCLAIMER: IR has warned TAG that faculty need to be extremely careful about using Gmail.  Our Information Security Manager Tony Maszeroski says, “Individuals shouldn’t, in general, be storing their University credentials on external systems… there are HUGE potential issues with storing University email on external systems that end users need to be aware of –  (FERPA, Court-ordered eDiscovery, Business continuity (access to separated employee’s email accounts), International legal jurisdiction, PATRIOT act requests, etc).” See Tony’s Guidance on the Use of Cloud Applications by Individuals for details.


Not that TAG recommends it, but on the off chance that some of you might be using Gmail to read your University email, and should you hypothetically want to continue doing so, you will need to change your account settings in Gmail after your University email has been migrated (see the migration schedule here).

1. The morning after your overnight migration, log in to my.scranton and claim your new account (step by step instructions).

2. The last step of claiming your account is logging out and logging back in to my.scranton, so that you see the Live@Edu icon in the upper right of your my.scranton home page.  Click on that icon to get into your Live@Edu account.

3. Look for a question mark at the top right of your Live@Edu web app. Click on it and select “About” from the drop down menu.

4. You’ll get a page of information. From this page you need:

  • External POP setting: Server name, Port, and Encryption method
  • External SMTP setting: Server name, Port, and Encryption method

5. Log in to your Gmail account.

6. At the top right of Gmail, click on the gear icon and select “Mail Settings.”

7. Click on “Accounts and Import.”

8. Under “Check Mail using POP3,” click on “Add a POP3 mail account you own.”

9. In the pop-up window, put your new Live@Edu email address – for most of us, that’s firstname.lastname@scranton.edu.

10. You’ll then be asked for your mail settings:

  • Your username is your new email address – firstname.lastname@scranton.edu
  • Your password is your new password (remember, you had to reset it when you claimed your Live@Edu account).
  • POP Server – put in the server name that you found on the “About” page of your Live@Edu account.
  • Port – put in the POP port number from your “About” page.
  • Check the box for “Always use a secure connection (SSL) when retrieving mail”.
  • “Leave a copy of retrieved messages on the server”: If this box is not checked, Gmail will download the mail locally and then delete from Live@Edu. Your mail will be in your Gmail account, but that is the only place where it is stored. If you would like to access your mail via Live@Edu as well as Gmail, click this box.
  • “Label incoming messages”: You have the option to automatically put a label on all the mail coming in from this account. Labels in Gmail are like folders in other mail applications. This will help you keep your “work email” separate from your personal email, if you want to make this distinction.
  • “Archive incoming messages”: Gmail allows you the option to simply not put the messages in your main inbox. Chances are, you don’t want this button checked.

11. Click “Add Account.” Gmail will attempt to access the account and will show you an error message if it cannot.

12. Next, Gmail will ask you if you want to be able to send mail from your University email account. If so, click “Next Step.”

13. Pick your display name. Your email address should already be there.

14. “Treat as an alias” – Gmail historically has treated your added email addresses as aliases, so it treats mail sent from your scranton.edu address the same way as mail sent from your Gmail address. The option to deselect “Treat as an alias” is pretty new – see Google’s explanation here.  For most of us, you’ll probably want to continue treating your scranton.edu address as an alias, so keep this box checked.

15. Click “Next Step.”

16.  Now you have an option:

  • “Send through Gmail (easier to set up)”: This is easier. BUT, it just looks like the mail is sent from you. If you use this method, it’ll say something like sent by you@scranton.edu, but the actual electronic breadcrumbs will be myaccount@gmail.com. If you’re ok with that, go ahead and click there. They’ll send you a verification email, click the link, and you’re good to go.
  • “Send through scranton.edu SMTP servers”: This will make sure that your mail will be sent through Live@Edu’s servers.  If you select this, you’ll be given a form to type in. Use the SMTP server, port, and encryption method from your Live@Edu “About” page to fill in the remaining boxes.  Your username is still your email address – firstname.lastname@scranton.edu.

17. Click “Add Account.” Gmail will send you a confirmation email. Click the link in that email, or enter the confirmation code and click “Verify.”

18. Done!  Go back to “Accounts and Import” under “Mail Settings” to delete your old account from “Send Mail As” and “Check Mail Using POP3.”

19.  Update any listservs, etc that you subscribe to with your new address.  Don’t forget — you’ll still receive email sent to your old address (lastname2@scranton.edu), but you won’t be able to send mail from that address.

Email Update: Schedules and Addresses

3 01 2012

A few more updates on the email migration.  First of all, the schedules are now posted:

There are some online tutorials and instructions posted for faculty, including a flow chart for the migration process and configuration guides for iOS and Android devices [after you’ve been migrated].

And there’s in-person training available, with both PREP sessions (walking you through the email migration process) and USE sessions (introducing you to Outlook Live).

Last but not least, we’ve gotten some more information from IR about email addresses.  Details below, but the bottom line is that Live@Edu email address will be created from your first and last name on official record with the University.  No “non-standard” accounts will be created.

Here’s IR’s explanation for this policy:

The Live@edu email migration is underway.  Over the past year, the PIR Division has worked on establishing the new environment, testing migration methods, creating training and documentation, and developing an Identity and Access Management System (IAM).  The IAM system will manage all University accounts and is the foundation for access to the new email system.  In the future, the IAM system will allow federation of identities with other institutions.  An identity federation lets you use locally assigned credentials to gain access to remote organizations.  It is critical that all accounts are created and managed under this new, more structured process.  All University students, faculty, and staff will be issued an official University of Scranton email account.  In order for us to properly follow the IAM process, all University of Scranton email accounts will be pulled from the corporate database in the following format: FirstName.LastName@Scranton.edu.  Only first and last names on official record with the University of Scranton will be used in the creation of email accounts.  The official email account is also used as your new email address.

Some members of the University community have been using non-standard accounts that may include initials and department numbers, nicknames, or simply just last names.  Unfortunately we are unable to continue to create non-standard accounts.  Alias addresses will be created for all historic email accounts.  The alias will allow email to be delivered to those individuals; however, all email sent out will follow the FirstName.LastName@Scranton.edu format.  Understandably, this may create some challenges for users that have used non-standard accounts.  The new Live@edu email system will provide faculty and staff the ability to customize their display name.

Live@edu provides a display name field that appears next to the email address and is also listed in the corporate address book.  Faculty and staff can customize their display name by changing their prefix, first name and suffix.  Modification of the last name in the display name is not permitted. Initial defaults will establish the display name with the prefix, first name, last name & suffix as listed in the banner database.  As part of the Live@edu email migration, faculty and staff will be provided instructions on how to change their display name.

Email Transition Starts on Monday!

3 01 2012

TAG just got an update from IT Services about the schedule for faculty email migration to Microsoft Live@Edu.  More details to come as we get them, but here’s what we have so far:

  • TAG members will be migrated next Monday evening (January 9) along with the CTLE and a few other faculty members who requested early adoption.  IR is hoping that converting TAG first will help them better prepare for any issues that other faculty might face during the conversion.
  • A second batch of faculty will be migrated next Tuesday evening (January 10).  The next groups will migrate on the following Mondays and Tuesdays (January 16 and 17, and January 23 and 24), with the goal of converting all faculty before the start of Spring classes.
  • Each individual faculty member will receive an email with detailed instructions at least a week prior to their conversion.  If your schedule cannot accommodate your planned conversion date, let IT Services know ASAP.
  • Full schedules will be posted showing when each department will be converted.  You’ll also be able to search for an individual person’s conversion date.
  • Email addresses will be standardized as firstname.lastname@scranton.edu.  We’ve shared faculty members’ concerns about that with IT Services.  We’ll post more information as we get it.
  • IT Services recommends that faculty members set aside time the morning after their conversion to get comfortable with the new interface and to migrate any local email (that is, any Thunderbird messages stored on your desktop rather than on the RoyalMail server).
  • Training will be available – look for details in your conversion email.
  • Student email accounts were successfully migrated to Live@Edu on December 19.
  • Office 2010 upgrades will be pushed out to faculty computers via KBOX.

Email Migration – Info and Tutorials

6 12 2011

Updated 12/07/11 with additional information from IR

IR posted a notice about the email migration this morning, and linked to some additional information and screenshot tutorials that faculty might find helpful. Again, faculty will start migrating (by department) during Intersession, and you’ll get notification emails with specific details in advance.

As you look over the information, please let TAG know if you have any questions or concerns about the email migration process.  A few people have already asked about the firstname.lastname@scranton.edu addresses – we’re waiting for  a response from IR on those questions.


And here’s the announcement post from IR (link has been corrected):

The migration to the long awaited new email system, Microsoft Live@EDU, will begin later this month.  The new email platform will provide a robust email and calendar environment for all faculty, staff and students.

Migration to the new platform has already begun with the Planning and Information Resources division.  Later this month ALL student email accounts will be migrated from the current system to Live@EDU.  The student email migration will take place December 19th through December 21st.  The migration of faculty and staff email accounts will commence in January 2012.  Detailed information will be sent prior to the email conversion.

Additional information on the Live@EDU conversion is available at http://www.scranton.edu/it_training.

Questions and concerns about the account claim procedure and the Live@EDU conversion should be directed to the Technology Support Center at x4357 or techsupport@scranton.edu.

IR added more information in an email to the entire University community, including answers to some anticipated questions:

  • Email account conversions will be processed weekly on Monday and Tuesday evenings.
  • Conversions will be scheduled by department.
  • Pre-training and post-training sessions will be available.
  • Faculty members interested in converting during Intersession should email their interest to itservices@scranton.edu.
  • RoyalMail will remain available throughout the conversion.
  • You will continue to receive email addressed to you at your legacy email addresses (e.g., smithj2@scranton.edu).
  • Your login to Live@EDU will be your primary email address in firstname.lastname@scranton.edu format (e.g.,john.smith@scranton.edu). Sequence numbers will be added when required (e.g., john.smith3@scranton.edu).
  • Your login to all other University resources, including my.scranton.edu, will continue to be your existing user name (e.g., smithj2).
  • You must claim your Live@EDU account in order to continue receiving email. Following the conversion, all email addressed to you will be delivered to you at your Live@EDU account.
  • You will need to re-subscribe to any listservs or bulletin boards using your primary email address. You will no longer be sending email from your legacy email address.
  • CorpTime and Oracle Calendar will continue to be the corporate calendar solution until June 2012. Calendar users can begin using Live@EDU as a calendaring solution once converted to Live@EDU, however, all users will not be converted to Live@EDU until June 2012.