Introducing: 25Live Pro

Simmons University has recently launched our new events management and scheduling system, 25Live Pro – which has replaced R25.

Why 25Live Pro?

After extensive research, we selected 25Live Pro as our new room scheduling solution. This service offers more features, ease of use, and scalability for the Simmons University community:

  • A 100% web-based solution
  • Easy searching of events, and available location
  • Better performance, intuitive, easy to use interface for creating events
  • Space utilization reporting
  • Improved security

Access the new system and training

In order to access the new system, visit events.simmons.edu and log in using your Simmons username and password.

To facilitate the transition to 25Live Pro, we are holding training sessions until October. Please click HERE to sign up for a training session.

For any questions about this new service, please contact John Woja at [email protected] or at 617-521-2003.

Compromised Credentials

Decorative image with a lock

A credential dump is a list of email addresses and other information sometimes including passwords that are published or sold online. When you read coverage on the news about the data breach of a big company like LinkedIn or Dropbox there is often a subsequent credential dump being leaked.  More often, however, credential dumps take the form of lists that come from numerous smaller data breaches from many compromised websites over the course of several years.

These lists are commonly exploited because of insecure password practices.  According to a 2018 study, 59% of users mostly or always use the same password or variation of the same password across multiple online accounts; 62% of users use the same passwords between work and personal accounts; only 55% of users update their password after news of a site or service leaking their credentials; and 61% of users claim “fear of forgetting” as the primary reason for reusing passwords.  Hackers rely on practices like these to gain access to seemingly unrelated accounts after credentials are leaked.

What about my Simmons account?
Simmons Technology receives regular updates from information security sources that will notify us when our users’ credentials are potentially leaked and our Service Desk staff is ready to assist with account compromise and password reset procedures. Additionally, we require the use of SharkPass for our web applications which adds an additional layer of security to your login.

What else can I do?
Luckily, there are a few resources available to reduce the impact of credential dumps:

  • Check your accounts!  Have I Been Pwned is a web service that allows you to search across multiple credential dumps to see if your email address has potentially been compromised.
  • Stop reusing passwords across different websites and services.  LastPass is a password manager and password generator that stores and encrypts passwords for different websites.
  • Change your passwords.  For your Simmons account, visit preferences.simmons.edu and reset your password from time-to-time. Remember to choose strong passwords of at least 8 characters including both letters and numbers, and at least one non-alphanumeric character (e.g. “$1MmonsC0l1eg3”).
  • Enable two-factor authentication, like Sharkpass, on where available on external accounts.  Two Factor Auth (2FA) provides a good list of sites and services that support it.

Questions or concerns about Information Security?
Contact Richard Phung, Information Security Analyst.

Introducing: Zoom

Zoom logo

Simmons Technology is excited to announce Zoom – our new web conferencing solution to replace GoToMeeting. Zoom services will begin later this month, with the official switch from GoToMeeting taking place on May 31st.

Why are we switching to Zoom? As general best practice, the Simmons Technology Business Solutions Office evaluates campus wide technology services every three years. Seven months ago, we began the evaluation process of GoToMeeting. We distributed an RFP to five vendors and have narrowed down the finalists to Zoom and GoToMeeting. We concluded that Zoom offers more control over meetings that could maximize the remote learning experience. These features include:

  • Simpler intuitive user interface
  • Greater screen and webcam sharing capacity
  • Virtual breakout rooms
  • Virtual waiting room
  • Delegated scheduling privileges
  • More control over cloud recording/sharing
  • Seamless Simmons Moodle integration

To learn more about Zoom, we will be holding two information sessions:

  • May 7th 12:30pm – 1:30pm in Kotzen (L001) 
  • May 8th 11:30am – 12:30pm in C103

If you are interested in receiving personal assistance with Zoom, we will be having drop-in sessions during the following dates:

  • May 6th – May 10th, 3pm – 5pm in L330

Additionally, Zoom offers excellent free online resources about its features and services:

Questions or concerns about Zoom? Contact Ken Chan, Business Solutions Analyst.

Do You Know About Twinning?

The phone Twinning features of the Simmons phone system allow your desk phone calls to also ring on your cell phone or home phone. It’s a useful feature for employees who work remotely and need to make calls. Because the feature works with your desk phone, you’ll never have to give out your personal phone number while remote.

Twinning Directions:

Note: to initially set up twinning you MUST contact the Service Desk. Make sure to include your extension and the number you would like twinned.

To turn twinning on:
From the remote phone that you have set to be twinned, dial (617) 521-3997. When you hear a tone, twinning has been enabled.

To turn twinning off:
From the remote phone that you have set to be twinned, dial (617) 521-3998. When you hear a tone, twinning has been disabled.

For more information on Twinning, please contact the Service Desk at 617.521.2222 or [email protected].

Residence Wireless Improvements

Last January we reported the completion of Simmons Technology’s work to upgrade the WiFi network infrastructure on both the academic and residence campuses. We are pleased to announce that based on continued feedback, we have made additional improvements to WIFI on the residence campus over the summer.

For the best connection to the upgraded wireless network, we recommend connecting your computers and mobile devices to the Simmons Secure network. For devices such as gaming consoles, you may also need to choose the Simmons network to get online.  If you need help connecting your devices to the network or experience any issues with WiFi on either campus, please contact the Service Desk for assistance.  It is important that you contact us, so we can address any issues.

Information Security Program

Simmons Technology will be administering several Information Security initiatives over the coming academic year.  The University’s Information Security Policy has been thoroughly revised to include updated language factoring in the numerous ways people engage with, and store data, on their mobile devices, computers and in the cloud.  The new policy will be distributed in October in conjunction with the mandatory password update process. We will also be distributing the new Information Security Policy as part of our Information Security Awareness program.  Stay tuned for our traveling roadshow where we will be visiting administrative offices with our “What Data Goes Where” question and answer sessions.

Did you know?

  • Information Security Awareness Training compliance is a requirement according to Massachusetts General Law (Chapter 93H – 201 CMR 17.00)
  • In 2017, the average cost of a data breach was $3.62 million ($7 million in the U.S.)
  • Information Security is everyone’s responsibility!

Simmons Technology appreciates your cooperation in our effort to improve the overall security of University data. To read more about information security and the handling of sensitive information visit our Information Security page:

Infosec.simmons.edu

Please contact [email protected] if you have any questions or feedback.

Additional AEDs Now Available on Academic Campus

Image of a heart with text AED, Automated External DefibrillatorThe Police and Public Safety Department, with the assistance of Buildings and Ground, installed Automated External Defibrillators (AEDs) in each of the Academic Buildings over the summer. These AEDs are small electronic devices that can provide lifesaving assistance for a victim in cardiac arrest.

 

You will see them on the main floors of all the Academic Buildings in white wall mounted cabinets.  For more detailed information about AEDs at Simmons please reference this guide.

In the event of a medical emergency be sure to call 911 and the Police and Public Safety Department’s emergency line at 617-521-1111. If you have any non-emergency questions, please contact the Police and Public Safety at [email protected].

Gmail Has A New Look!

From settings, choose "Try the new Simmons Mail" optionGoogle has released new, improved features to Gmail and they are now available to the Simmons community.
New features include:

  • Click on attachments—like photos—without opening or scrolling through large conversations.
  • Use the new snooze button to postpone emails to a convenient future date or time.
  • Easily access other apps you use often, like Google Calendar, Tasks (now available on Android and iOS) and Keep.
  • Gmail will also “nudge” you to follow up and respond to messages with quick reminders that appear next to your email messages to help ensure nothing slips through the cracks.
  • Smart Reply via suggested replies to Gmail on the web to help you reply to messages faster.
  • On mobile, high-priority notifications can notify you of important messages to help you stay focused without interruption. Gmail will also start suggesting when to unsubscribe from newsletters or offers you no longer care about.

Click here for a handy sheet (PDF) about these features.

Getting started:
Go to Settings (the cog wheel in the top right corner of your inbox) and select “Try the new Gmail.” If you’d like to switch back later down the road, you can go to the same place and select “Go back to classic Gmail.”

Please contact the Service Desk at 617-521-2222 for more information.

New Printers Rolling Out Across Campus

Picture of a printerOver the past two months Simmons Technology has been working closely with our print vendor, Toshiba, to conduct an in-depth assessment of our printing needs to identify opportunities for improving this service.

As a result of this assessment, Simmons Technology will soon be rolling out new Multi-Function Devices (MFD) on both campuses for faculty, staff and student printing. The new printers will have a different look and more importantly, these devices include new features such as integration with Google Drive. Initially, we will work with key department contacts to install the new equipment. We plan to follow up with  ‘how to’ emails and offer training for the enhanced features.

Please contact Roy Balcom, [email protected] if you have any questions about the roll-out schedule.

Save Time with Sharkpass

"Remember me 30 days" option is at the bottomIn our continued effort to improve information security for our community, the College rolled out Sharkpass in May 2017. We had record adoption of this product.  Below are some helpful hints for using Sharkpass aka Duo.

  • You can avoid the hassle of identifying yourself every time you login on the same computer and browser by simply clicking the “Remember me for 30 days” checkbox on lower half of the authentication screen
  • Acknowledging the Duo “push” from the Duo mobile application is the most streamlined approach and the least expensive option for the College.
  • If you don’t have a mobile device and you are frequently verifying your identity by telephone, you transaction could be simplified with a hardware token.

Please contact the Service Desk at 617-521-2222 for more information.