Incoming Student & Resident Tech Requirements

Home , Cabinet (file format)

Incoming Student & Resident Tech Requirements Contents Introduction ...... 2 Minimum Laptop/Desktop Requirements ...... 2 Which Version of Windows Operating System Am I Running? ...... 2 Where to Purchase New Personal Devices ...... 2 Minimum Antivirus Requirements ...... 3 Antivirus for Phones and Tablets ...... 3 Choosing an Antivirus Product ...... 4 Minimum Virtual Privacy Network Requirements ...... 4 General ...... 4 Virtual Private Network (VPN) ...... 4 Virtual Desktop Infrastructure (VDI) ...... 5 Desktop Client ...... 5 Web Client ...... 5 Encryption ...... 5 What is Encrypting Your Personal Device? ...... 5 Why Isn’t a Login Password Enough? ...... 5 Verify That Your Version of Windows Supports Encryption ...... 6 Encrypt Your Windows Device (Device Encryption) ...... 11 What Is Device Encryption? ...... 11 Is It Available on My Device? ...... 11 Take a Screenshot of Your Device ID (Windows) ...... 12 Encrypt Your Windows Device (BitLocker) ...... 14 Take a Screenshot of Your Proof of Encryption (Windows) ...... 16 Encrypt Your Apple Device ...... 20 Take a Screenshot of Your Serial Number (Apple) ...... 22 Take a Screenshot of Your Proof of Encryption (Apple) ...... 23 Tufts-Approved Tools for Staying Connected ...... 25 Zoom Recommendations ...... 25 How to Log in to Your Tufts Zoom Account ...... 25 Tufts Zoom User Guide ...... 25 Zoom Help Center ...... 25 Cisco Webex Recommendations ...... 25 Cisco Jabber Recommendations ...... 25

Page 1 of 25

Introduction

This past year has required all of us to rely heavily on technology as we participate virtually in academic and social activities. As an incoming member of the Tufts University School of Dental Medicine (TUSDM), you will continue to engage in online academic experiences, and in addition to these online classes, you will also be expected to communicate with your classmates and instructors using Tufts-approved applications, conduits, and technology. This increasing use of technology comes with an increasing concern about security and privacy. Therefore, TUSDM requires your personal devices (laptops, tablets, phones) to meet certain security and encryption requirements, which we have outlined in the following pages. TUSDM also recommends certain verified applications/tools for connecting and communicating with peers and school representatives. Minimum Laptop/Desktop Requirements

To conduct any Tufts-related business (e.g., classes, exams, email, axiUm, and other dental-related applications) your personal device must meet the following minimum specifications (see Table 1):

Table 1: Minimum Laptop/Desktop Requirements

Specification Minimum Recommended Operating System Mac OSX 10.14 or Windows Mac OSX 10.15 or Windows 10.1903 (64 bit) 10.1903 (64 bit) Processor Intel i5 Intel i5 Screen Size (inches) 13 15 RAM (GB) 8 16 Hard Drive Capacity (GB) 256 512

For any Windows operating system, the release date must be March 2019 as a minimum, but a release date of 2020 or later is recommended.

Which Version of Windows Operating System Am I Running?

If necessary, here is a link for determining which version of Windows you are currently running on your personal device:

• https://support.microsoft.com/en-us/windows/which-version-of-windows-operating-system-am-i- running-628bec99-476a-2c13-5296-9dd081cdd808

Where to Purchase New Personal Devices

If necessary, here are some links for purchasing new personal devices, including products from Apple, Dell, and Lenovo:

Page 2 of 25

• Apple: https://www.apple.com/us_edu_53153/shop?afid=p224%7C6759139&cid=AOS-US- CAMPUS-ShopNow • Dell: http://www.dell.com/us/eep/p/?cs=2236&scat=root&link_number=17970622&isredir=true • Lenovo: https://www.microsnelaptops.com/tufts/store_main.aspx Minimum Antivirus Requirements

Faculty, students, and staff must have antivirus software installed and running on their personal devices. Several antivirus options are available, for free and for purchase:

• Trend Micro: Faculty, students, and staff may purchase a version of Trend Micro through the university at a discount. Instructions are located at https://access.tufts.edu/antivirus. • Other Inexpensive or Free Antivirus Options: Many of the vendors listed below offer both free and for-purchase versions of their software. We recommend downloading or purchasing these directly from the vendor’s website or through a reputable retailer, such as Amazon, Best Buy, etc. Make sure when downloading software, that the website is a trusted site like download.cnet.com, support.apple.com, or the primary vendor: ▪ Avast: www.Avast.com ▪ AVG: www.AVG.com ▪ Avira: www.Avira.com ▪ Bitdefender: www.Bitdefender.com ▪ Malwarebytes: www.malwarebytes.com ▪ McAfee: www.mcafee.com ▪ Panda: www.pandasecurity.com ▪ Sophos: www.Sophos.com ▪ Symantec Norton: www.Norton.com

Never purchase or load antivirus software from a pop- up dialog box or from a link sent to you in an email (unless you just ordered it and it is the installation message). If you want that vendor’s product, always go to the original vendor site or a known distribution site. Why? Criminals often use pop-ups or emails to trick people into downloading files embedded with malicious software in order to steal credit card information through a fake purchase process.

Antivirus for Phones and Tablets

There are antivirus applications for phones and tablets. Always purchase these products through vendor-approved and -tested phone/tablet software sites. We recommend these websites:

• iOS/Apple Devices: iTunes, Apple App Store, or www.apple.com • Android/Google Devices: Google Play Store play.google.com/store • Windows Devices: www.microsoftstore.com

Page 3 of 25

Choosing an Antivirus Product

Choosing an antivirus product can seem overwhelming. There are so many choices available, and not all products maintain their effectiveness. When deciding, consider aspects such as your operating system, budget, features, and ease of use. In addition to vendor sites, here are some other sites to that provide good product information:

• AV Test: ▪ https://en.wikipedia.org/wiki/AV-TEST ▪ https://www.av-test.org/en/about-the-institute/

• The best antivirus software for Android: https://www.av-test.org/en/antivirus/mobile- devices/android/ • The best antivirus software for Windows Home User: https://www.av-test.org/en/antivirus/home- windows/ • 12 Security Suites for Mac OS X: https://www.av-test.org/en/news/news-single-view/12-security- suites-for-mac-os-x-put-to-the-test/ Minimum Virtual Privacy Network Requirements

General

We at Tufts University are committed to network security and reliability. If you will be using Virtual Desktop Infrastructure (VDI) and/or RemoteLab while off campus, YOU MUST connect to the Tufts Virtual Private Network (VPN) BEFORE starting VDI or RemoteLab. If you have any questions or problems, email [email protected].

Here is a link for working remotely:

• https://it.tufts.edu/training-working-and-teaching-remotely

If possible, install Webex, Jabber, and VPN applications on your phone, too.

Virtual Private Network (VPN)

• https://access.tufts.edu/vpn

After downloading, make sure the Uniform Resource Locator (URL), i.e., the website address, you are connecting to is vpn.tufts.edu/duo. Then log in using your Tufts username and password. The second password is how you authenticate using Duo. You can type “push,” “phone1,” or the six-digit passcode that Duo Mobile generates every minute, e.g., “123 456.”

Page 4 of 25

Virtual Desktop Infrastructure (VDI)

Desktop Client

• https://my.vmware.com/en/web/vmware/info/slug/desktop_end_user_computing/vmware_horizo n_clients/5_0#win64

Web Client

• https://vdi.it.tufts.edu/portal/webclient/index.html#/ Encryption

Personal devices such as iPhones and iPads already come encrypted.

When working with sensitive data on your personal device, such as HIPAA-regulated information or student research, your computer must be encrypted. Encryption protects such data if your personal device is lost or stolen. Follow the instructions to encrypt your specific operating system below. If you have any questions or problems, email [email protected]. When you send an email, please format it in the following manner:

1. In the Subject line, type “dental school boston desktop support for encryption issues”.

2. In the body of the email, include which kind and version of operating system you are using and a detailed explanation of the encryption issue you are having.

What is Encrypting Your Personal Device?

Encrypting your personal device, such as your laptop, is like locking all your files in a language only you know. You can log in and use your laptop normally and not see a difference, but if you are not logged in, the files are unreadable to anyone else.

Why Isn’t a Login Password Enough?

To prevent someone else from gaining access to your laptop, setting a password is a great first step! However, a password only stops someone from logging in to your laptop. This would not stop a hacker from copying all your laptop’s data onto their computer. Imagine that your laptop is like a filing cabinet. Setting a password is the same as protecting the filing cabinet with a lock and key. But this won’t stop someone from picking the lock. This is where encryption comes in. It’s a step above and beyond protecting your laptop with a password. Encryption makes all your data unreadable and therefore useless to anyone, no matter how they access your laptop. Encryption protects your data even if your laptop breaks. Even if no one can log in, the data is still there, fully encrypted.

Page 5 of 25

Verify That Your Version of Windows Supports Encryption

Microsoft Windows comes in various versions and editions. Versions of Windows are Windows 7, Windows 8, Windows 10, and Windows 11 (as of July 2020); editions of Windows are Home, Education, Pro, and Enterprise. For example, you might have Windows 10 Home or Windows 10 Pro. Windows versions 10, 11, or higher Pro, Enterprise, and Education editions support encryption using a program called BitLocker.

In this section, we will check that you have Windows 10+ Pro, Enterprise, or Education. If you don’t, we’ll upgrade your version of Windows to Windows 10 Education.

1. On the task bar, click Start . The Start menu is displayed.

2. On the Start menu, click the Settings icon (it looks like a gear). The Settings dialog box is displayed.

3. On the Settings dialog box, click System (it’s typically located on the upper left-hand side). The System dialog box is displayed.

4. On the System dialog box, on the left-hand side, scroll to the to the bottom of the System menu and click About.

5. On the right-hand side, you will see information about Device specifications and Windows specifications. Scroll to the Windows Specifications section to see which edition of Windows you have. This will be to the right of the heading “Edition.”

6. If you see you have Windows 10 or Windows 11, either Pro, Enterprise, or Education, you’re set! Close this section and follow the instructions in the section Encrypt Your Windows Device (Device Encryption)

For more information, refer to https://support.microsoft.com/en-us/windows/device-encryption-in- windows-10-ad5dcf4b-dbe0-2331-228f-7925c2a3012d.

What Is Device Encryption?

Device encryption helps protect your data, and it's available on a wide range of Windows devices. If you turn on device encryption, the data on your device can only be accessed by people who've been authorized. If device encryption isn't available on your device, you may be able to turn on standard BitLocker encryption instead.

BitLocker is not available on Windows 10 Home edition.

Is It Available on My Device?

Device encryption is available on supported devices running any Windows 10 edition. If you want to use standard BitLocker encryption instead, it's available on supported devices running Windows 10 Pro, Enterprise, or Education. Some devices have both types of encryption. For example, a Surface Pro which

Page 6 of 25

runs Windows 10 Pro has both the simplified device encryption experience, and the full BitLocker management controls.

To see if you can use device encryption:

1. In the search box on the taskbar, type System Information, right-click System Information in the list of results, then select Run as administrator. Or you can select the Start button, and then under Windows Administrative Tools, select System Information.

2. At the bottom of the System Information window, find Device Encryption Support. If the value says Meets prerequisites, then device encryption is available on your device. If it isn't available, you may be able to use standard BitLocker encryption instead.

To turn on device encryption:

1. Select the Start button, then select Settings > Update & Security > Device encryption. If Device encryption doesn't appear, it isn't available. You may be able to turn on standard BitLocker encryption instead.

2. If device encryption is turned off, select Turn on.

Take a Screenshot of Your Device ID (Windows)

In this procedure, you will need to have the About dialog box displayed. The About dialog box contains your laptop’s device ID.

1. In the Search bar, type “About.” The Search results are displayed.

Page 7 of 25

2. From the Search results, click on About your PC. The About topic from the Settings dialog box is displayed.

3. On the About topic, scroll down to Device specifications and look for Device ID. That’s the number we need.

Page 8 of 25

4. Take a screenshot of the Device ID. Press Ctrl+Alt+PrtScn and paste (Ctrl+V) the screenshot into a blank Word document.

5. Encrypt Your Windows Device on page 11.

6. If you have Windows 10+ Home, Windows 7, or Windows 8, you will have to upgrade to Windows 10 Education, which you can do for free through Tufts. Continue with these instructions. ▪ If you need to upgrade an additional device, you will probably need to pay for it. ▪ If you have Windows 7 or Windows 8, and the below upgrade instructions don’t work because your laptop does not permit the upgrade, we strongly recommend you purchase a new laptop

Page 9 of 25

with a newer version of Windows. Microsoft (and many accompanying software and applications) no longer support Windows 7 or 8.

7. If you currently have Windows 7, 8, or 10 Home—continue with these instructions and let’s upgrade you to Windows 10 Education—it’s free! This is going to restart your computer, so save and close any open files.

8. Go to https://tufts.onthehub.com and log in using your Tufts credentials.

9. Select Windows 10 Education. ▪ If you don’t see the purple Windows 10 Education icon on the first screen, please type Microsoft Windows Education in the Product Search bar.

10. Click Add to Cart, then go to Check Out.

11. Enter your UTLN and name (type it in exactly as listed in the example box on the screen). Select Accept.

12. Select the Agree button and make sure to copy the product key information from the screen (usually right click > Copy). Don’t close this window in case you don’t successfully copy the key.

13. Enter the product key into Windows. Click on the Search icon on the bottom task bar.

14. In the search bar, type in the words Control Panel; when it displays, click it to open it.

15. Click on the System and Security option, then click System (usually the third item on the list).

16. Select Change Product Key (usually on the bottom right).

Page 10 of 25

17. Paste in the new product key that you copied from the On the Hub website.

18. The upgrade will take about 10 minutes, then there will be a restart, after which you have completed the upgrade and are now running Windows 10 Education.

Encrypt Your Windows Device (Device Encryption)

For more information, refer to https://support.microsoft.com/en-us/windows/device-encryption-in- windows-10-ad5dcf4b-dbe0-2331-228f-7925c2a3012d.

What Is Device Encryption?

BitLocker is not available on Windows 10 Home edition.

Is It Available on My Device?

To see if you can use device encryption:

Page 11 of 25

19. In the search box on the taskbar, type System Information, right-click System Information in the list of results, then select Run as administrator. Or you can select the Start button, and then under Windows Administrative Tools, select System Information.

20. At the bottom of the System Information window, find Device Encryption Support. If the value says Meets prerequisites, then device encryption is available on your device. If it isn't available, you may be able to use standard BitLocker encryption instead.

To turn on device encryption:

21. Select the Start button, then select Settings > Update & Security > Device encryption. If Device encryption doesn't appear, it isn't available. You may be able to turn on standard BitLocker encryption instead.

22. If device encryption is turned off, select Turn on.

Take a Screenshot of Your Device ID (Windows)

In this procedure, you will need to have the About dialog box displayed. The About dialog box contains your laptop’s device ID.

23. In the Search bar, type “About.” The Search results are displayed.

Page 12 of 25

24. From the Search results, click on About your PC. The About topic from the Settings dialog box is displayed.

25. On the About topic, scroll down to Device specifications and look for Device ID. That’s the number we need.

Page 13 of 25

26. Take a screenshot of the Device ID. Press Ctrl+Alt+PrtScn and paste (Ctrl+V) the screenshot into a blank Word document.

Encrypt Your Windows Device (BitLocker)

Now that you have a version of Windows that supports encryption, let’s encrypt your device. You should currently be running Windows 10+ Pro, Enterprise, or Education. If you aren’t sure what Windows version and edition you have, close this section and go through the steps in the above section, Verify That Your Version of Windows Supports Encryption.

Page 14 of 25

1. Head to Windows Control Panel > System and Security > BitLocker drive encryption (it might also be called Manage BitLocker).

2. If you aren’t sure where the Control Panel is, search for it using the Search icon on the Task bar.

3. The BitLocker drive encryption application displays the status of the drives attached to the system. Your operating system drive is (C:), which is what you need to encrypt.

4. If encryption for the C: drive is on, you’re done! If you see “Turn on BitLocker,” continue with these instructions.

5. Select the C: drive and click Turn on BitLocker. Follow the prompts to create a password that will function as your encryption key. This key is a backup unlocking method in case you forget your password. Keep it somewhere private and safe, such as tufts.box.com.

If you turn on BitLocker and then forget both your log in password and your recovery key, you will not be able to log in to your laptop. Your files and settings will be lost forever as we cannot recover encrypted drives—so save that key!

Do not send your recovery key. Tufts will not save or store your recovery key. Save your recovery in a safe spot that is not within your device for future reference.

You're done encrypting! The next step is to send us proof. See Take a Screenshot of Your Device ID (Windows) on page 12 and Take a Screenshot of Your Proof of Encryption (Windows) on page 16.

Page 15 of 25

Take a Screenshot of Your Proof of Encryption (Windows)

We cannot accept screenshots that show that encryption is in progress (it must be complete).

1. In the Search bar, type “Encryption.” The Search results are displayed.

2. From the Search results, click on Device encryption settings. The Device encryption topic from the Settings dialog box is displayed.

Page 16 of 25

3. Take a screenshot of the Device ID. Press Ctrl+Alt+PrtScn and paste (Ctrl+V) the screenshot into the Word document you pasted your Device ID into.

Page 17 of 25

4. In the Word document, under the two screenshots, type your Tufts email address.

Page 18 of 25

5. Save the Word file using the naming convention “firstname.lastname.ENC.” For example, nadeem.karimbux.ENC.

6. Send the Word file to [email protected].

Page 19 of 25

Encrypt Your Apple Device

This section applies to Apple computers—MacBooks, iMacs, Mac Pros, etc. If you have an iPad, it comes encrypted! Make sure your passcode is set and Find My iPad is turned on—then, if you only have an iPad, you're done! On Apple computers, Mac OS X comes with an encryption feature called FileVault, so you don’t need to download any extra software. You just need to turn FileVault on. Here’s how to do that:

1. Open the Apple menu.

2. Select System Preferences.

3. Select Security & Privacy.

Page 20 of 25

4. Click FileVault.

5. There is a large button on the right-hand side. ▪ If that button is grayed out and says, Turn Off FileVault, then your Mac is already encrypted. You can now take and send us some screenshots. See Take a Screenshot of Your Serial Number (Apple) on page 22 and Take a Screenshot of Your Proof of Encryption (Apple) on page 23.

▪ If instead the button reads “Turn on FileVault”, continue with these instructions.

6. The Security preferences pane is locked by default, so click the lock icon in the bottom left.

7. You’ll be prompted for an administrator name and password—since you’re on your personal laptop, this is likely your regular username and password you use to log in to the computer.

8. Select Turn on FileVault. ▪ If your Mac has multiple user accounts, you will be asked to identify the user accounts that will be allowed to unlock the encrypted drive (to start the computer or recover from sleep or hibernation). If you’re not sure, select all users.

Page 21 of 25

▪ Explanation: Users not enabled for FileVault unlock will only be able to log in to that Mac after an unlock-enabled user has started or unlocked the drive. Once unlocked, the drive remains unlocked and available to all users, until the computer is shut down.

9. After enabling users for disk unlock, you will be shown your recovery key. It likely looks like a series of numbers and capital letters, in groups of four, separated by hyphens. This key is a backup unlocking method in case you forget your password. Keep it somewhere private and safe, such as tufts.box.com.

If you turn on FileVault and then forget both your log in password and your recovery key, you will not be able to log in to your laptop. Your files and settings will be lost forever as we cannot recover encrypted drives—so save that key!

Do not send your recovery key. Tufts will not save or store your recovery key. Save your recovery in a safe spot that is not within your device for future reference.

10. FileVault will take between 10–80 minutes to turn on. When you've completed the process of turning on FileVault, you may be prompted to restart your Mac.

You’re done encrypting! Now send us proof. See Take a Screenshot of Your Serial Number (Apple) on this page and Take a Screenshot of Your Proof of Encryption (Apple) on page 23.

Take a Screenshot of Your Serial Number (Apple)

1. On the Main menu, click Apple > About This Mac. The About This Mac dialog box is displayed.

2. Press Command+Shift+4 to take a screenshot of a specific section, i.e., the About This Mac dialog box.

3. Paste the screenshot into a blank Word document.

Page 22 of 25

Take a Screenshot of Your Proof of Encryption (Apple)

We cannot accept screenshots that show that encryption is in progress (it must be complete).

1. With the FileVault tab displayed, press Command+Shift+4 to take a screenshot of a specific section, i.e., the FileVault tab.

2. Paste the screenshot into the Word document you pasted the About This Mac dialog box into.

3. In the Word document, under the two screenshots, type your Tufts email address.

Page 23 of 25

4. Save the Word file using the naming convention “firstname.lastname.ENC.” For example, nadeem.karimbux.ENC.

5. Send the Word file to [email protected].

Page 24 of 25

Tufts-Approved Tools for Staying Connected

Zoom Recommendations

• tufts.zoom.edu • https://sites.tufts.edu/ets/zoom/ • https://it.tufts.edu/guides/audio-and-virtual-conferencing-zoom (Pushed out to Tufts-managed workstations. Users should get the install once they log in to VPN.)

How to Log in to Your Tufts Zoom Account http://tuftsedtech.screenstepslive.com/s/19028/m/94934/l/1217401-how-do-i-log-into-zoom

Tufts Zoom User Guide

• https://it.tufts.edu/guides/audio-and-virtual-conferencing-zoom/audio-and-virtual-conferencing- zoom

Zoom Help Center

• https://support.zoom.us/hc/en-us • https://support.zoom.us/hc/en-us/articles/201362283-Testing-computer-or-device-audio

Cisco Webex Recommendations

• https://tufts.webex.com/webappng/sites/tufts/dashboard/home (Use computer audio when possible.)

Cisco Jabber Recommendations

• Download Jabber https://access.tufts.edu/jabber.

On the website, you will be able to find helpful tips. Once Jabber is installed, click on the app, and Jabber will ask you to first enter your [email protected] (e.g., you would enter your UTLN [first letter of your first name followed by the first five letters of your last name] and then 01 -- [email protected]). The you will enter your Tufts username (e.g., jsmith01) and Tufts password. Once doing so, you should be in.

Page 25 of 25