Digital Security Tips for Summer Travels

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As summer approaches and many of us prepare for conferences, research trips, or well-deserved vacations, it’s crucial to prioritize digital security while traveling. In this newsletter, we’ll share essential tips to help you protect your data and devices when you’re away from the office.

  1. Update your devices Before departing, ensure your laptops, smartphones, and tablets are updated with the latest security patches and software versions. This reduces the risk of vulnerabilities being exploited by cybercriminals.
  2. Enable two-factor authentication (2FA). Activate 2FA on your important accounts, such as email and cloud storage services. This adds an extra layer of protection, requiring a second form of verification (e.g., a code sent to your phone) in addition to your password.
  3. Use a virtual private network (VPN). When connecting to public Wi-Fi networks at airports, hotels, or cafes, use a trusted VPN service to encrypt your internet traffic. This prevents others from intercepting your data. Simmons provides a VPN for faculty and staff, which you can set up before your trip.
  4. Be cautious with public USB charging ports. Avoid using public USB charging ports in airports or other locations, as they may be compromised. Instead, use your own power adapter and a wall outlet, or carry a portable battery pack.
  5. Enable device encryption. Encrypt your laptop’s hard drive and your smartphone’s storage. This ensures that your data remains protected even if your device is lost or stolen. Most modern devices have built-in encryption options in their settings.
  6. Use a privacy screen Consider using a privacy screen on your laptop to prevent others from viewing your screen in public spaces. These thin, adhesive filters make your screen appear dark to anyone not directly in front of it.
  7. Be mindful of your surroundings. Be aware of your environment when working on sensitive information in public spaces. Choose a spot where others can’t easily see your screen or overhear your conversations.
  8. Keep your devices with you. Never leave your devices unattended in public places, even for a short time. If you must leave your laptop in a hotel room, consider using a portable lock to secure it to a fixed object.

By following these digital security best practices, you can help safeguard your data and devices while traveling. If you have any questions or concerns, please don’t hesitate to reach out to our IT support team.

Safe travels and stay secure!

Workday Interface Changes

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Exciting changes coming to the Workday homepage this January!

Inbox Reimagined

In an effort to streamline and improve usability, the Workday “Inbox” is being moved to ‘My Tasks.”  The “My Tasks” feature will have enhanced search capabilities and will enable high-volume users to easily filter, sort, and search for their tasks, as well as save their searches.

Visit the Workday Support Site

Benefits & Pay Hub

Replacing the individual Benefits App and Pay App is a new, combined, Benefits & Pay Hub. You will find it as a new app in your Application Menu. This is the new location to view your tax documents, payslips, and update benefit elections. 

Please reach out to [email protected] with any questions about the Benefits & Pay Hub. 

User Guides

Jobs Hub

The Careers application is being updated to the Jobs Hub. New opportunities are continually posted to the Jobs Hub for our employees to explore. If you are a hiring manager or search committee manager, please access the Job Requisition Workspace application for recruiting resources. Students who are interested in working on campus, or for off-campus work study can also use this app to access the Student Job Board. 

Navigating Gmail’s Shift from HTML to Standard View for Accessibility

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Google’s decision to phase out the Basic HTML view of Gmail, a mainstay for screen reader users, marks a significant move towards a more accessible web. By early 2024, users are encouraged to transition to the Standard view, which has seen numerous enhancements in usability and accessibility.

What’s Changing?

The Basic HTML view, familiar to many in the university’s accessibility community, is set to be disabled in favor of the more feature-rich Standard view. Google has prepared resources, including a detailed guide, to assist screen reader users in adapting to this change.

Improved Accessibility in Standard View

Google has significantly upgraded the Standard view, focusing on easier navigation for keyboard and screen reader users. This improvement is part of Google’s commitment to enhancing digital accessibility for all users.

Implications for University Community

This transition is pivotal for our university community, particularly for those who depend on screen readers. While adapting may present initial challenges, the enhanced features and improved accessibility of the Standard view offer long-term benefits.

Embracing the Change

As we move towards a more inclusive digital environment, Google’s support resources are invaluable for a smooth transition. For more information and access to the guide, visit Google’s Support Page.

Annual Password Changes are Coming

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Changing passwords regularly is a good practice for maintaining digital security.  Simmons is moving towards an annual password change requirement.  If you haven’t changed your password in the last year, please consider doing so now.  Test your password strength and follow these instructions.

Security Against Unauthorized Access:  Regularly changing passwords reduces the risk of unauthorized access to your accounts.  If someone gains access to your password, changing it promptly can prevent continued unauthorized use.

Don’t re-use passwords:  Using unique passwords for each site localizes the risk in the event of a password breach.  Cybercriminals often use credential stuffing attacks, where they use leaked username and password combinations to gain unauthorized access to multiple accounts.

Password Complexity:  Changing passwords provides an opportunity to update and strengthen the complexity of passwords.  This includes using a combination of uppercase and lowercase letters, numbers, and special characters, making it harder for attackers to guess or crack passwords.  Avoid patterns (qwerty, 12345, abcdefg, etc.), and passwords that are easy to guess (Simmons2024!).

Preventing Identity Theft:  Regularly updating passwords is a proactive measure against identity theft.  If your login credentials are stolen, changing the password promptly can prevent criminals from using your identity for malicious purposes.

Moodle Upgrade

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Earlier in January, Simmons Moodle was upgraded to version 4.1.  This new version provides an improved user experience that is simplified, responsive, and more consistent.  Thank you for your understanding during this process.

Please explore some of the new features found in Moodle by reviewing the “What’s New in Simmons Moodle” page that is linked at the top of your Moodle Dashboard.  If you have any questions, please contact us at [email protected], or by using the “?” symbol in the bottom-right corner of your Moodle page.

Elevate Your Skills This Winter with LinkedIn Learning

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Discover the Power of Continuous Learning

As winter break beckons, it’s an opportune time for personal and professional development. Enter LinkedIn Learning, an online platform offering a diverse range of courses spanning business, technology, and creative fields. With its expert-led tutorials, LinkedIn Learning stands out as a flexible and practical tool for skill enhancement. Whether you’re a tech enthusiast keen on exploring AI and machine learning, a creative mind diving into graphic design, or a business professional looking to sharpen your leadership or analytical skills, this platform has something for everyone.

Why LinkedIn Learning is Your Ideal Winter Companion

LinkedIn Learning’s greatest strength lies in its vast library of courses, taught by industry veterans, providing both theoretical knowledge and practical insights. The platform’s integration with LinkedIn allows learners to easily add completed course certifications to their profiles, bolstering their professional online presence. What sets LinkedIn Learning apart is its personalized approach, offering course recommendations based on your interests and career goals, making it a tailored and efficient learning journey.

Embrace the Opportunity for Growth

This winter break, transform your downtime into a productive learning experience with LinkedIn Learning. The skills you acquire could significantly impact your career trajectory, open new opportunities, or simply boost your confidence in your professional abilities. Start your learning journey on LinkedIn Learning today and take a significant step towards enhancing your skill set and future-proofing your career.

Visit LinkedIn Learning, explore its extensive course catalog, and embark on a journey of self-improvement and professional development. Your future self will thank you for this investment.

December’s Cybersecurity Focus: Charity and Disaster scams

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Are you following the Israel-Gaza crisis in the news and want to help by donating to a charity? Scammers follow the news, too, and are at the ready. Just like in the wake of a natural disaster, scammers set up fake charities and fake websites to take advantage of your generosity. Here’s how to avoid charity scams and make sure your donation counts.

First, slow down and take some time to research and plan before you donate to make sure your money helps real people in need and not the charity scammers.

Here’s where to start:

  • Donate to charities you know and trust with a proven track record with responding to a humanitarian crisis.
  • Research the organization — especially if the donation request comes on social media. Search the name plus “complaint,” “review,” “rating,” or “scam.” And check out the charity with the Better Business Bureau’s (BBB) Wise Giving Alliance, Charity Navigator, Charity Watch, or Candid. If the message was from a friend, ask them if they know the organization themselves. Find out exactly how much of every dollar you donate goes directly to the charity’s beneficiaries.
  • Be cautious about giving to individuals on crowdfunding sites. Some scammers pretend to be concerned citizens collecting for a cause but their true intentions are to pocket your money rather than give it to the cause. Giving to someone you personally know and trust is safest. Review the platform’s policies and procedures. Some crowdfunding sites will check out postings asking for help after a humanitarian crisis to confirm they’re legit. Others don’t.
  • Donate money rather than goods unless you confirm what’s needed. If you want to send goods like clothing or supplies, it’s a good idea to confirm with the charity what items they are collecting.
  • Don’t donate to anyone who insists you pay by cash, gift card, wiring money, or cryptocurrency. That’s how scammers tell you to pay. If you decide to donate, pay by credit card, which gives you more protections.
  • Confirm the number before you text to donate. Go straight to the charity to confirm the number. If it’s not their number, use a number you know is real or go to the charity’s website to donate.

To learn more, go to ftc.gov/charity. Source: https://consumer.ftc.gov/consumer-alerts/2023/10/safely-donating-response-israel-gaza-crisis

Winterizing Your Laptop: Essential Tips for the Cold Season

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Keep Your Tech Toasty: How to Protect Your Laptop This Winter

As the chill of winter sets in, it’s not just your wardrobe that needs adjusting. Your laptop, a crucial companion in your daily life, also needs special care to combat the cold. Here are essential tips for winterizing your laptop:

  • Temperature Control: Laptops are sensitive to extreme temperatures. When moving from a cold environment to a warm one, condensation can form inside, which might damage the internal components. Allow your laptop to acclimatize gradually to indoor temperatures before turning it on. 
  • Battery Care: Cold temperatures can drain battery life more rapidly. Keep your laptop fully charged and consider carrying a portable charger. Avoid leaving your laptop in a cold car for extended periods, as this can significantly impact battery health.
  • Moisture Management: Winter means more moisture, be it from rain, snow, or condensation. Ensure your laptop bag is waterproof or has a protective sleeve. If your laptop does get wet, turn it off immediately and let it dry thoroughly before use.
  • Static Electricity Precautions: The dry winter air increases static electricity, which can be harmful to electronic devices. Use an anti-static wrist strap or regularly ground yourself by touching a metal object to prevent static discharge.
  • Regular Cleaning: With more indoor time, your laptop might accumulate more dust and debris. Regularly clean the keyboard, screen, and vents to ensure optimal performance and to prevent overheating.
  • Software Updates: Keep your software up-to-date. Winter is a great time to perform necessary updates and backups, ensuring your laptop runs smoothly.
  • Heating Solutions: Avoid using your laptop in excessively cold areas. If you must, consider using a laptop heating pad to maintain a stable temperature.
  • Travel Considerations: If you’re traveling, ensure your laptop is securely stored in a padded compartment. Sudden jolts or drops in temperature during travel can be damaging.

By following these simple steps, you can ensure that your laptop stays safe and functional throughout the winter season. Remember, a little care can go a long way in maintaining the health and longevity of your tech devices. Stay warm and connected this winter!

Printer Fleet Refresh Update: Moves Beginning This Week

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This week marks the start of our Printer Fleet Refresh at Simmons, as we begin relocating and reducing printers across campus. This move, a part of our strategy to optimize printing resources, will see a 50% reduction in devices, focusing on high-need areas and incorporating advanced features like ‘Tap to Print’ and enhanced scanning. For any queries or assistance, please contact the Technology Service Desk. Thank you for your support during this transition!