SPECIAL PULL-OUT OIT SECTION ND ND Vol. 12, No. 2 • September 2014OIT Google offers a host of electronic resources
In June, all faculty and staff Google Apps at Notre Dame offers many other tools that can enhance your were moved to Gmail and Google productivity and provide collaborative options. Some of the most popular tools Calendar. This move opened the include: Box update door to many benefits, including Box is one of the collaborative Box Sync 4: This new application was the fact all faculty, staff and students • Google Drive: Store files in Google to access them anywhere. Share files services available to faculty, staff completely rebuilt from its previous are now on the same email and with anyone inside or outside of Notre Dame, with collaboration features to and students. You can store files for version. You can sync your computer calendar system. You may also share meet your needs. your own use, or share with people files to the Box website so you have your calendar with anyone within at Notre Dame or anywhere in the access to the latest file versions from or outside of Notre Dame, sync it • Google Docs: Create rich documents with images, tables, equations, world. any computer or device. Other across multiple devices and integrate drawings, links and more. Share and edit in real time. enhancements improve the quantity it with your Gmail account. Over the past several months, Box has of synced files, name support, ability Your Gmail account offers a full • Google Sheets: Keep and share lists, track projects, analyze data and track enhanced some features, including: to sync individual files and provide 30GB of storage. It also has an results with this powerful spreadsheet editor. error alerts. Additional information is automated system that helps detect Box Notes: An easy-to-use document available at oithelp.nd.edu/shared- spam by identifying viruses and • Google Groups: Create a discussion group to communicate and collaborate feature that allows multiple people file-space/box/sync/. suspicious messages, finding patterns with ease. This versatile tool can be used as a shared inbox, support forum or to work on a document at the same across messages and learning from email list. time. You can quickly take notes, Collaboration and Sharing: Box has what other Gmail users commonly share ideas and collaborate in real improved collaboration and sharing mark as spam. • Google Hangouts: A convenient chat feature right within Gmail. You can time with your team—without tasks to improve scalability and ease Gmail also offers other tools that hold a voice or video chat, or use a Hangout to meet with up to 15 people. leaving Box. The documents are of use, as well as maintain security. can help you work more efficiently, Web-based documents and don’t Additional information is available including a powerful search feature • Google Sites: If you need to build and publish a website, project site or require any other software in order at support.box.com/hc/en-us/ so you can find an email by just team site, do it here. It is a quick and easy way to publish a site without the to create, view or edit. Box Notes articles/203167777. typing in a few key words, and a need for code. will replace the current Box feature secure email archive so you can move Web Documents. Additional messages out of your inbox to keep it For additional information about these and other tools available in Google, information is available at oithelp. more manageable. go to oit.nd.edu/google. nd.edu/shared-file-space/box/ using/#boxnotes.
Which collaboration tool is right for me? Google Box Sakai Notre Dame faculty, staff and students can take Do you need to store highly sensitive information? advantage of several free collaboration tools. (See CorpFS below.) The best choice for you depends on your Do you need to manage a class or course and share specific needs and preferences. information with students? Do you need an integrated team site with documents, Consult your department IT staff or contact calendars, tasks, etc.? the OIT Help Desk to learn more about any Do you need to collaborate on a document with another of these tools. user in real-time? Do you need to store, share and collaborate on files with users outside of ND?
Other Specialized Options
Business intelligence Google Apps is a suite of cloud Sakai is a collaboration and Box is a cloud storage or workflows tools that allow you to create and learning environment that system that allows you to store and sp.nd.edu store documents, collaborate, and facilitates teaching, learning and synchronize your files across devices, synchronize files across devices. assessment. Faculty can share share folders or files and Google also offers a full suite of office files with students, conduct collaborate with users inside and tools such as docs, spreadsheets and online quizzes/tests and manage a outside of Notre Dame. Store highly sensitive presentations. gradebook. information oithelp.nd.edu/corpfs Sample Uses Sample Uses Sample Uses • Create a survey that saves • Create individual “dropboxes” for • Save a document on your responses to a spreadsheet. students to submit assignments. computer and opening it from • Edit a proposal document with a • Manage grades for a course. your smartphone. Back up desktops colleague at the same time. • Send a link to a large file instead of emailing it as an attachment. or laptops google.nd.edu sakai.nd.edu box.nd.edu backup.nd.edu OIT 2 | NDWorks | September 2014 Computer & IT resources
OIT HELP DESK are available not only for telephone Center is a fee-for-service repair Online training opportunities and email support, but you can also facility available to faculty, staff and Need to learn something, but can’t New classes for fall Computer & visit them in 128 DeBartolo Hall. students. find the right class? The OIT has a Office classes have been upgraded Technology Support They are also available to chat online The Service Center is an limited number of premium licenses to Office 2013 and Adobe training during regular office hours. For authorized provider for warranty for the lynda.com online training (Photoshop and InDesign) has been those who prefer self-service, you repairs on Apple, Dell and Lenovo site. These licenses, available for $20 The Office of Information upgraded to Creative Cloud. Other can find a wealth of information on computers. It also can provide for for a month or $200 for a year, are new classes include: Technologies (OIT) Help Desk the OITHELP website at oithelp. non-warranty service on these and individual licenses (i.e., to be used by provides IT support to all members nd.edu. other computer brands as well as one person only and not to be shared • Basic Gmail Functions of the Notre Dame community. You most HP monochrome laser printers. within a department). A license gives Learn the basic function and may contact the OIT Help Desk Location and contact information you access to all of the 1,500-plus features of the Gmail interface for assistance with computer issues Phone: 574-631-8111 The pricing is more competitive courses on the training site as well as • Basic Google Calendar Functions (Windows and Macintosh operating Chat: help.nd.edu than most local computer service access to the accompanying exercise Learn the basic function and systems) and desktop applications Email: [email protected] providers, with quality service and files. To see the courses available, go features of the Google calendar supported by the OIT, as well as OIT Web: assyst.nd.edu faster turnaround time. And you to lynda.com. • Storage and File Sharing at managed services such as insideND, Location: 128 DeBartolo Hall don’t have to go far. email and calendaring, ND Google Notre Dame Special request training Learn the difference between Apps, ND-Secure wireless, Shared Support Hours When you drop off your computer OIT Training also provides Google Drive, Box and Netfile File Space (CorpFS and NetFile), Monday–Friday to be repaired, you can also arrange special request training options ND VPN and PrintND. and when to use each for storage 8 a.m. to 5 p.m. to rent a laptop so you can remain including one-on-one and small and file sharing Closed Wednesdays noon to 1:30 productive. The Service Center group technology instruction, as Did you know that the No. 1 p.m. also offers multi-unit rentals for well as guest instruction in faculty • Google Apps problem reported to the Help Desk is Extended hours begin Aug. 31 events. Available are Lenovo- and classrooms when students need Learn Google Apps through an related to passwords? Last year, more 2014. During the academic year: Apple-branded laptops (all including technology training. introduction to Docs, Sheets than 36 percent of all contacts were Sunday, 3 to 8 p.m. Microsoft Office software, wireless and Slides as well as Drive and login-related questions or problems. Monday–Thursday, open until Internet connectivity and helpful Training consultation Groups Here are some tips on maintaining 8 p.m. utilities for campus life such as VPN Instructional designers are • Mail Merge Options in Office, access to your email account: and PrintND). Reservations are not available to help individuals, groups Google and Gmail 1. Your NetID password expires required and rental rates are as low as or departments create their own Learn to perform mail merges (must be changed) every 180 IT service status: $5 per day. training. Services include everything using Google Apps such as days. You can do so at password. be in the know from helping you determine the best Docs, Sheets and Gmail or using nd.edu even if it has already The ND Computer Service Center delivery method to helping your staff Microsoft Office products expired. As long as you remember The OIT has a variety of different is located at 102 IT Center (Bldg. learn how to conduct training. • Using Contacts in Google your old password, that page will ways to inform you about IT #1061). Hours are Monday–Friday, Learn how to use your Contacts still accept it. service status. Choose one of these 8 a.m. to 5 p.m. You may contact the Class documentation and Contact Groups effectively 2. If you sign up for the Forgotten convenient methods/services and get service center by phone at 631-7477, Reference material for some Password Service at accounts. a quick update: or email at [email protected]. popular applications (e.g., Microsoft • Google Groups nd.edu/passwordenroll, you Office and Adobe Creative Suite) and Learn about the various types of can reset your password at any Service status listing on the OIT for Notre Dame-specific systems, as Google groups you can create time, even if you’ve forgotten it, website: oit.nd.edu OIT TECHNICAL TRAINING well as links to other online support, and how they may enhance your by answering the questions you Facebook: facebook.com/ can be accessed through links at oit. productivity enroll with. oithelpdesk nd.edu/training-classes. • Forms and Survey Tools at Twitter: @oithelpdesk Classroom and hands-on Notre Dame Some interesting OIT Help Desk Google+ technical training Campus use of OIT training labs Learn the difference between statistics: The OIT Training and Transition Two computer training labs are Google Forms, Adobe Acrobat group offers technical training available on a limited basis to Notre Forms, Dynamic Forms and • In fiscal year 2013-14, the OIT ND COMPUTER opportunities for faculty, staff and Dame groups for training activities Qualtrics Forms and when to Help Desk received an average of SERVICE CENTER students through a variety of training in which the OIT is not directly use each 866 requests for help per week. options. involved. The labs are located in ITC • More than 70 percent of calls are Computer hardware B003 (eight seats) and ITC B001 (16 answered within 30 seconds by a Instructor-led classes seats) and include computers that customer service representative. service and computer Our highly skilled instructors lead run both Windows and Macintosh • More than 73 percent of rental classes in Microsoft Office and Adobe operating systems. questions are solved within one Did you know that there is a (Photoshop, InDesign and Acrobat) hour by the Help Desk. convenient facility on campus that products. All regularly scheduled For further information on any of • The average customer satisfaction can service your computer quickly classes are free for faculty and these options, contact the Training rating is 4.86 out of 5. and economically when you have students. To see the current listings, Office at 574-631-7227 or email Customer service representatives issues? The ND Computer Service visit oit.nd.edu/training-classes and [email protected]. click on Discover IT. PHOTO PROVIDED PHOTO PROVIDED BARBARA JOHNSTON September 2014 | NDWorks | OIT 3
FACULTY FOCUS A new look for Sakai Classroom technology update
online presence for courses. For staff and students, it is a useful tool to help organize and track departmental and student projects.
The Sakai learning management Below is a list for Sakai resources system was upgraded in June. and additional information: Based on feedback from faculty and students, the Sakai team redesigned • Sakai website is sakai.nd.edu. the site to include several of the recommendations. • Kaneb Center for Teaching & “The main goal was to enhance Learning the site so it is easier for faculty to • NspireD2: An informative blog use, and more intuitive for students,” that includes tips and reviews said Laura Gekeler, Sakai site about integrating technology administrator. into teaching and learning. Handy drop-down menus were ltlatnd.wordpress.com added to allow “one-click” access • The Kaneb Center staff is to the instructor’s course sites and available for one-on-one selected tool. The left-hand menu teaching consultations. To that contains the tools was modified schedule an appointment so the tools can be re-ordered so the online, go to learning.nd.edu. ones that are used most often appear • Center website is first. kaneb.nd.edu. The ability for instructors to customize their sites has improved. • OIT Help Desk The most frequently used tools Phone: 631-8111 display by default; the other tools Email: [email protected] remain hidden until they need to be Chat: help.nd.edu used. Sakai is available to all faculty, staff • Hesburgh Library Registrar classrooms including video conferencing, Other campus departments also and students. For faculty, it provides Email: [email protected] The Audio Video Technologies video streaming, video and audio operate computer labs for special a unified platform to organize an Website: library.nd.edu and Facilities Design team works production and post-production purposes, their own students or both. closely with the Office of the services, including media duplication. All OIT-operated student computer Registrar to design, build and support For additional information about labs also offer high-quality, black- technology-enhanced learning spaces our services, go to learningspaces. and-white printing. Color printers on campus. More than 98 percent nd.edu. are available in Bond Hall, DeBartolo of the Registrar’s classrooms are Hall, Hesburgh and LaFortune. For equipped with audio-video systems hours and locations of OIT-operated that allow students and faculty to Computer classrooms labs, consult the following link: present information from a variety of Two computer classrooms, oit.nd.edu/clusters_classrooms/ sources. DBRT 228 and 33, offer 30 student cluster_information.shtml. We provide a variety of portable workstations. They may be reserved equipment to faculty and students for instructional purposes through Special events to enhance classroom presentations. the Office of the Registrar. Find Do you need to plan a special You can reserve microphones, video details at learningspaces.nd.edu/ event or meeting, and are not sure cameras, audio recorders, laser classrooms-and-other-venues/. where to start? Equipment use pointers, Mac Adapters, projectors for on- or off-campus events may and screens, as well as purchase SD Student computer labs be rented through Special Event cards for cameras and additional OIT manages five student Services. Events that are not directly print quota. computer labs configured with related to class instruction may incur If you require assistance in any of approximately 220 computers a small fee. the Registrar classrooms, you can call running Windows 7 and Mac For information, go to oit.nd.edu/ New studio designed to enhance 631-8778 or stop by our office at 115 OS-X operating systems. Student academic-support/equipment- DeBartolo Hall. Our representatives computer labs offer the same software rental/. online course presentations can provide phone support or send as the Registrar classroom lectern a technician to your classroom if computers. For a list of computer needed. software, go to oit.nd.edu/academic- The OIT Academic Technologies The instructor uses fluorescent Faculty and students can also take support/oit-computer-lab- team has been exploring tools to help markers to write on a pane of glass advantage of other OIT services, locations-and-hours/#info. faculty create content for use online. with a camera on the opposite side. The team partnered with the College The image gets flipped electronically of Science to identify a tool for use at in real time. This allows the presenter Notre Dame. The tool the two teams to face the viewer, which seems more developed is Lightboard. natural and engaging. If you’ve ever watched a recording The Lightboard studio is located in of someone lecturing and writing Jordan Hall, and nearly complete. If Automated lecture capture on a blackboard, you mostly see the you’re interested in using the system instructor’s back—which is not very or have any questions, please contact engaging. The Lightboard concept Charles Barbour at cbarbour@ recording system now available addresses that in a powerful way. nd.edu or 631-2386. Do you want to record your class lectures? Now there These recordings offer many benefits to students, such as: is an easy way to do just that. The OIT has installed a classroom recording system in a limited number of rooms • Allow students to concentrate on the lecture content as within DeBartolo Hall. it is presented rather than furiously taking notes. This opt-in system allows you to record your class • Allow students to review the content at a later time lecture. It will capture all projector content, as well as the they missed or did not fully understand. front of the room. Recordings start and stop automatically • Allow students who missed class to review the lecture so no manual interaction is required. so they don’t fall behind. Once the recording is complete, it is automatically uploaded to a server and students access it through Sakai. The system is available in four DeBartolo Hall class- The recordings will be available for students to view on any rooms this fall. If you’re interested in using the system device a few hours after class ends. PowerPoint slides are or have any questions, please contact Charles Barbour at analyzed and students can search for terms used during a [email protected] or 631-2386. class to easily find content within a recording. OIT 4 | NDWorks | September 2014
ADDITIONAL INFORMATION Information security tips Mobile technologies take off at ND
The use of mobile devices at Notre • A central mobile device management Dame has exploded in the past few years. (MDM) pilot is in the works. This conve- Far from the early days of checking nient system allows IT administrators to email and reading documents, people apply the same management and insight on campus have different ways of using to mobile devices as we do for desktop mobile technologies. This use ranges from computers today. checking what’s for lunch at the dining hall to monitoring HVAC controls or • Student and staff mobile development checking in guests. efforts. The trick is to provide a campus resource that investigates, recommends The Mobile Device Lab is another and helps implement best-of-breed mobile resource maintained by the mobileND technologies so mobile can support many team. Located in DeBartolo Hall B003, areas across campus. the lab contains more than 30 mobile To help provide this resource, devices running every combination of mobileND was created in the Office of form factor and operating system. Information Technologies. The mission The lab is available to faculty, staff of mobileND focuses on the premise and students as a resource for evaluating that anyone can access anything (with devices, mobile software development, appropriate security controls, of course), usability testing and benchmarking. anywhere, anytime on any device. Devices in the lab represent current Be smart with your passwords Making your password strong developments and technologies in the device market as It’s the message you don’t like to Why do I need a strong password? The mobileND team is involved in several projects that well as current topics on campus, which are often not the see. “Your password has expired. Aside from breaking in and stealing reach across campus, including: same thing. Please enter a new one.” You may them, there are two popular ways to MobileND is a resource to campus for everything ask yourself, “Why do I have to keep hack a password. The first is trying • The ND mobile app launched in April and has nearly mobile. For more information on mobileND, go to changing my password?” every combination of letters to come 7,000 downloads. This convenient app is available for mobile.nd.edu. You can download the ND Mobile app at up with the password. The second is iOS and Android and on the Web. The team continues mobile.nd.edu/app. Here’s why: to try every word in the dictionary in to work with campus departments to bring new Passwords were invented to prevent combinations until you get it right. functionality to the app. valuables from being stolen or Think it can’t be done? Hackers destroyed. They were probably used use specialized computer programs before recorded history, but certainly designed to do both these things at by the time of the Roman Empire, lightning speed. proving who you were required a password. In 1961, an MIT professor To see how quickly a password can named Fernando Corbató started be discovered, consider these facts: requiring passwords to access an early computer system. • A one-letter password can be Which Wi-Fi should I use? guessed in 26 tries. In 1962, an MIT researcher • A two-letter password takes 676 named Allan Scherr became the first tries. password hacker. He stole passwords • A three-letter password takes from that system because he wanted 17,576 tries. more than his daily allotment of four hours of computer time. Clearly, a longer password is better. The problem is the same today, Adding numbers also makes the but multiplied many times. Instead password more difficult to hack. of one system, you have passwords Using a dictionary to guess for everything: banking, games, your password is quick and easy. Facebook, Twitter, investments, Substituting numbers for letters tickets to a movie, email, your doesn’t really work either. Hackers e-reader, etc. And just like in 1962, can use dictionaries with those someone out there would love to combinations as well. steal your password for profit or destruction. Remember, strong passwords follow some very basic rules: One password for everything? Long passwords are better than No way! short ones—10 characters is the Some people solve the password minimum. problem very simply by using the Adding numbers or symbols (like same password for everything. This is + or @) makes a password strong. a lot like using the same key for your Don’t use words that can be found house, car, bike lock and safe deposit in a dictionary. box. When on campus, there are several Wi-Fi network options available. Here is a quick guide to be sure your phone, If you can keep the key safe, you’re Help for your Memory laptop or tablet are connected to the correct network: fine. But if someone else gets that one So instead of one simple password, single key, say goodbye to your car, now you need a dozen complicated ND-Guest: Eduroam: ND-Secure: bike and valuables in your home. ones that aren’t in the dictionary. A network for visitors to campus, This network enables members of A secure wireless network providing Any good hacker knows How do you keep it all straight? but not for faculty, staff or students. the eduroam consortium to use faculty, staff and students access to humans are lazy. If a hacker gets A password manager program is It is not secure and will not let Wi-Fi at these locations with their campus resources who use a valid one password, they will try it on a good tool to help you remember you connect to your Notre Dame own credentials. Faculty, staff and NetID and password. It’s designed everything. In late 2013, hackers passwords for all of your accounts. A services. It’s like Wi-Fi at your local students from other universities can to give you access to all your Notre attacked Facebook and stole millions single password opens the password coffee shop: open to all. log in to this network with their Dame services. To connect to ND- of passwords. Your Facebook name is manager, which contains all your own user name and password while Secure, go to connect.nd.edu. your email address. If they get your other passwords, and can even visiting Notre Dame. If you visit Facebook password and you use the generate complicated passwords for another Eduroam campus, you can same password for everything, they you! log in with your Notre Dame NetID can log into your email now. Your Password Safe is the recommended and password during your visit. For email contains notices from your program at Notre Dame. There are information, go to oithelp.nd.edu/ banking website, Twitter, investments versions of Password Safe for your networking/wireless/#eduroam. and so on. One key opens them all. Android device or iPhone, as well as Mac and PC computers. You can download it from the Software Downloads page on the OIT website at oit-nd.edu/software-downloads.