Campus Digital Signage Upgrade

The Visix/AxisTV Digital Signage solution provides our campus with an easy way to broadcast information to engage students, faculty, staff and visitors throughout various strategic campus locations. During this academic year, IT will be upgrading our Digital Signage players, which will require a software update. We are currently reviewing the upgrade requirements, as well as creating training sessions and materials in order to upgrade this service with minimal disruption. The various departments that maintain Digital Signage content will be contacted to schedule this upgrade.

E911 Location Information

As of February 16, 2020 University Police must automatically be notified if someone dials 911 from a University phone according to Kari’s Law.  Further, The Ray Baum Act has adopted rules to ensure that any “dispatchable location”  is conveyed with 911 calls to emergency dispatch centers.

We ask that you please notify us if you independently move your office so we can maintain proper location data and remain in compliance with these laws.  To update your information,email and include:

  • Your name
  • Office telephone number
  • Building and room of where you moved to

We will update our data to ensure you remain safe in case of emergency.

Meet our newest team members!

Richard Smith, Information Security Analyst

  • Your ideal escape from technology: Fishing, kayaking, or watching sports.
  • Print books or E-books?  E-Books, less bulky and easier to carry.
  • Best App I have on my phone: Google Maps, my go to navigation app.

Dave Zwanch, Network Administrator

  • Print books or E-books? E-books. Paper feels better, but you can’t beat the convenience of an E-book.
  • Ideal escape from technology: My daily after-work walk with my dog, Scout.
  • Favorite computer game: Doom. A classmate, Lisa, gave me the shareware in 3rd grade.  Fast forward a few decades and now I work in IT and she and I are married.
  • Worst computer game of all times: Has to be ET for the Atari, what other game can say it almost destroyed an entire industry.
  • Best App I have on my phone: Currently “Trailforks” for finding new mountain bike trails.


Chad McCall, Technology Support Center Analyst

  • Do you prefer Print books or E-books? Print books…definitely.
  • What is your ideal escape from technology? Going home…then reading a paper book.
  • What is the first game system you ever owned? Nintendo Entertainment System.


Student Attendance and Early Alert Application Announcement

After a successful pilot in the spring 2021 semester, the Student Success Attendance and Early Alert system will be implemented during the Fall 2021 semester as a means to support student success.  While the system will be primarily used by course instructors teaching first year courses with General Education attributes FYS, FYW, FYOC, and FYDT, the system can be accessed by any instructor on campus teaching in the regular and/or special terms.  The system will replace all notice of academic difficulty forms.

The easy-to-use system allows an instructor to submit an early alert related to academic performance, attendance, tardiness, and/or minor engagement issues as early as week two of the semester when the system opens.  Early alerts are sent to the student’s advisor on record for processing and early intervention.  The system will remain open until the midpoint of the semester.

The “Student Attendance and Early Alert Application” is intended to have the following student outcomes:

  • Increase student class attendance and participation.
  • Improve student engagement with professors and academic advisors.
  • Prompt students to share responsibility for their academic success by maximizing use of campus resources.

Documents – including instructions and guidance – for course instructors and advisors can be found here on the website of the Office of Student Retention and Completion.  There is also a system demonstration video on that website.  Any questions about the system can be directed to Nicholas Truncale, Director of Student Retention and Completion, at

Global Chip Shortage May Not End Anytime Soon

The 2020–21 global chip shortage is an ongoing crisis in which the demand for integrated circuits is greater than the supply. The chips are often called semiconductors or microchips and function as the brains of our electronics. This shortage is impacting more than 169 industries and has led to major shortages for most electrical devices. There are chips in nearly everything electric you own, from your phone to your computer to your car. There are even chips in items you wouldn’t expect, such as your washing machine, electric toothbrush and refrigerator.

This worldwide chip shortage and supply chain issues are affecting delivery of IT equipment purchased by the University including new and replacement computers and peripherals, network infrastructure gear and classroom technology.

Information Technology staff have been in constant contact with the University’s technology partners to monitor the situation and have been notified of extended lead times across the board. Before this shortage, computers would ship within several weeks. As of the end of August, lead times are at 18-20 weeks depending upon the specific configuration. We expect the lead times to increase even more throughout the Fall as other universities are trying to equip their campuses for the Fall semester as well.

If you have any questions regarding delays on purchases of University-owned devices or equipment, please contact the Technology Support Center.

Phishing and Spam Reminder

With the start of the new school year, we have seen an increase  malicious actors have been busy, leading to a rise in phishing and spamming attempts.  The University email system directs (by default) emails identified as spam to the junk mail folder. As such, we ask that you remain cautious when opening emails in this folder.

Here are two examples of recent phishing attempts that have occurred at the University:

Example 1:

This example starts out asking for a cell phone number, then quickly progresses to the ‘get me some gift cards’ scam.  If you are unsure, verify the request before providing any information.

Example 2:

The following phish is crafted to look legitimate, with the exception that the Technology Support Center would never send out a notice threatening deactivation of any account without additional context. This phish is an attempt to steal user login credentials. If the user hit ‘Click Here’ they would be redirected to a page to enter login credentials, which would then be used by the malicious actor to attempt to gain access to University systems.  Again, if in doubt, please verify a request before providing any information.

Student Absences due to Quarantine/Isolation: Notification Process Improvement

The return to campus in Fall 2020 posed new challenges for students, staff and faculty alike. The need for students to quarantine and isolate created not only logistical tasks for the Division of Student Life, but also student absence reporting responsibilities in the Division of Academic Affairs.

With little time to plan a thorough absence notification process, Student Health and the Dean’s Offices collaborated this past Fall by sharing lists of students on quarantine/isolation three times a week. From these lists, the staff of the Dean’s Office manually looked up each student’s schedule and then wrote an email to each faculty member informing him/her/they of the student’s attendance status. The process was labor-intensive and time-consuming. End-of-term feedback from faculty indicated that the processing delay and the varying senders and content made it difficult to understand each student’s individual status.

In January, staff from Student Health, Student Life, Information Technology, and the Provost’s Office met to reimagine the absence notification process. Some goals of the new process, they agreed, were to 1. centralize the data so that it was accurate and timely, 2. improve the speed of the notification process, 3. utilize consistent notification text, and 4. designate one point of contact for the process.

As a result of their intradepartmental collaboration, the process was finalized just in time for the start of the Spring 2021 term. In sum, student data from Medicat, the software used by contract tracers to ascertain quarantine/isolation time periods, is deposited daily in a SharePoint site. An algorithm designed by IT de-duplicates the student records, leaving only new student records for processing. These student records are combined and merged into a new template with the output of the Argos report “GEN STUDENT SECTION” to collect schedule information for the new students in quarantine/isolation. This new data set is then automatically mail merged in Microsoft Outlook to send individual faculty notification emails from a new email account named “” that was created for the process. All told, the mostly automated process takes roughly 15 minutes a day, as compared to the hours dedicated to the tasks in the fall term.

Dr. Sufyan Mohammed, Professor, Department of Communication and Media, describes how this new process has helped him track students in quarantine/isolation: “I am very pleased with the new faculty notification process that informs faculty about students that are in quarantine or isolation. I receive the notifications faster than I did last semester and it is a great way of keeping track of students that may need some extra assistance. The timely notification also gives me time to plan any makeup exams or projects the students may have missed. I also teach students from all three colleges and I am glad the process is consistent across the University. Thank you for setting up such an efficient system in such a short time.”

Article by Julie Ferguson, Registrar, Office of the Registrar and Academic Services and Nicholas Truncale ’06, G’07, Director of Student Retention

Printing safely with UniPrint

The Weinberg Memorial Library continues to offer an academic research environment while adhering to the COVID-19 protocols. The library identified the printing areas as high traffic with the users congregating while waiting to release their print jobs and retrieve their printouts. Another reason the library needed to upgrade the printing process was to improve the printing process for users. There were intermittent issues happening more frequently that needed to have a permanent fix. The library researched software on the market and found our current pay-per-print software had an upgrade that provided the best solution. UniPrint is one of the many products by Pharos Systems and the version of software eliminates the need for a release or pay station and offers a new component for “touchless printing.”

The new version of UniPrint offers users the ability to access the Print Center from any PC, iMac, tablet, or mobile device if they are using the campus network. Mobile devices require use of an app obtained from the App Store or Google Play, while other devices connect directly using a browser. Users benefits from this upgrade include.

▪ Uploading their files directly to the print queue.
▪ Previewing files before printing.
▪ Viewing Royal Card funds in the Print Center.
▪ Sending the file to print without use of the release/pay station.
▪ A “touchless” option that uses a QR Code at the printer of choice to initiate printing.

The “touchless” option allows users to change printers on the fly if they approach the selected printer to find an issue or a bottleneck. In the current systems users had to resend their job to another printer. Users printing a document containing personal information can upload the file to the print center, then print out the document while being at the printer to retrieve their document.

At present, the library is conducting a pilot program where work study students are putting the new process and documentation to the test. The results have prompted a few changes to the documentation and found small glitches that have since been addressed. The feedback has been positive with comments showing excitement for new process to be rolled out. With a successful pilot, the library has targeted the Fall Semester to go live with the process.

Article by Mary Kovalcin, Library Systems Coordinator at the Weinberg Memorial Library

Rank and Tenure Review Moves Online

The Provost’s Office has the important task of managing the Rank and Tenure and Annual Evaluation of faculty processes at the University. This process includes multiple layers of review; faculty are evaluated in the areas of teaching, scholarship and service by department members, Deans and, in the case of Rank and Tenure, the Board of Rank and Tenure. This year, the office was faced with the challenge of transforming the mainly paper-based process into a paperless undertaking. Furthermore, the office was tasked with facilitating discussions, deliberations and votes in the most confidential and private manner as possible.

The first step in the process transformation was to create an area for faculty to share their dossiers and work products with departmental colleagues. Infrastructure and Security Services, IT, created an individual SharePoint folder for each full-time faculty. The folder was earmarked with permissions and privileges to allow fellow department members and Deans to review the work of the faculty and write an evaluation. These permissions/privileges were added and removed to each faculty member’s folder based on the timing of each step in the evaluation process.

After written assessments were complete, departmental meetings were held on Zoom. A secret vote was conducted in the areas of teaching, scholarship and service. Microsoft Form templates were created and distributed to allow the vote to occur. These templates assured that only the department chair would see the results of the vote. In the last step of the process, the department chair used the information from the assessments and vote in his/her final evaluation.

All told, there were 369 evaluations done by faculty, department chairs and deans. Over 400 Microsoft Form templates were used to collect over 500 votes. 200-300 files were uploaded, shared and managed in the process.
The success of the online, paperless process can be attributed to the innovations introduced by Sharepoint, Zoom and Forms. The use of these technologies in upcoming academic years will definitely continue to be explored.

Article by Richard Walsh, Assistant Provost of Operations and Data Analytics Officer