Tag Archives: 2012

Viruses and malware: Not just for Windows anymore

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We know that many people on campus make Macs their first choice when purchasing a new laptop. We also know that Apple has long had a reputation for being impervious to viruses, malware, and other malicious code, and that people sometimes think only computers with Windows become infected with viruses. Unfortunately, that’s just not true.

In the last few weeks, Apple has been at the center of a security controversy because of a piece of malicious software called the Flashback Trojan. This software was installed without people’s knowledge, on an estimated 600,000 Macs via a security defect. This was the largest known infection of Macs to date, and a good reminder that everyone should be aware of the importance of security, no matter what brand of computer you own.

Luckily, Apple has responded quickly to develop a tool to remove Flashback and there is also a website (created by antivirus software maker Kaspersky Lab) where you can check to see if your Mac has been infected.

These are great solutions to this particular outbreak, but there are a couple of things you can do to keep your Mac safe all the time. First, make sure that your Mac’s software is up to date (Click the Apple logo in the upper left corner of your screen, and then click “Software Update”). Frequently, Apple releases security updates and other important improvements to software, and letting the Software Update tool download and install these updates makes your computer safer. Secondly, you should have up-to-date antivirus software running on your Mac. Simmons offers a free download of Sophos antivirus for all students, staff, and faculty.

Remember, computer security is important no matter what kind of computer you have. If you take simple steps now to protect your computer, it will save you time, effort, and money in the long run.

Keep it secure with Xfer

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A quick reminder from Simmons Technology: When you need to send confidential information, don’t use email, use Xfer, the Simmons Secure File Transfer service.

Xfer allows confidential information to be uploaded and downloaded from an encrypted website here at Simmons. You upload a file, enter the recipient’s email address, and then they receive a link to download the file. You can even send information securely to non-Simmons recipients.

Xfer is the perfect way to send files that contain sensitive personal or financial information and it conforms to the Simmons Security of Sensitive Information Policy.

To get started, go to xfer.simmons.edu and enter your Simmons user name and password. There is also a “Getting Started” link with information on how to use Xfer.

Gmail and Google Apps for Students are on the Way!

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At Simmons Technology, we are always looking for ways to provide our customers with the best technology and to do so in ways that increase efficiency and value. As part of these efforts, we are constantly assessing our current services and upgrading them when it is clear that we can improve performance and customer satisfaction. This is one of those moments.

In late May, following the conclusion of spring semester and graduation, we will be introducing Google Apps for Education (including Gmail) to all students as part of our Simmons Connection project. At that time, all student email will be migrated from Webmail to Gmail, including any email you have stored in Webmail. We recognize that this will be a big change and we want to take this opportunity to let you know what will happen, when it will happen, and how it will impact and improve your use of technology.

First, we’d like to tell you why we are making this important change. We’re aware that many students at Simmons already use Gmail for personal email and that many also forward their Simmons email to Gmail. This alone presents a distinct advantage over our current Webmail client. In addition, Gmail includes services like integrated chat, voice, and video conferencing, as well as simple syncing with mobile devices (iPhone, iPad, Android, Blackberry, etc.). These are all significant upgrades to our current service. Google also provides a range of other services beyond Gmail, which will be useful to students, including Google Calendar and Google Docs.

On top of the direct benefits to students, moving to Google Apps represents an important organizational and budgetary improvement. Google Apps for Education is free and it is hosted and supported by Google. This means that we will be able to free up resources at Simmons for other significant technology initiatives and to refocus the work of our support staff on other services important to you. A practical example of the savings is reflected in the storage quota that will be included with Gmail. Students will soon have a 25 gigabyte storage quota. This is more than one-hundred times the amount of storage we are currently able to provide based on our budget and server capacity.

We do recognize that there will be many questions about this change and how it will work. To help answer those questions, we will be including more information in the April and May newsletters, creating an informative website that will help you navigate Google Apps, providing training sessions in April, June, and September, and having technology staff host information sessions on both the Academic Campus and the Residence Campus. Of course, you are always welcome to call or email the Service Desk to get answers to your questions directly.

Right now, we are in the process of testing Google Apps and we are looking for students to use the service and provide feedback. Clicking this link will take you to a sign-up form where you can volunteer to be an early adopter. Based on your availability in the coming months, we will choose volunteers from this list and help you switch to Gmail and begin using other Google Apps. It is very important to us that we get feedback from students before we open this new service to the entire student body. Your questions and comments will help guide us as we move forward. If you currently have a Gmail account for personal use, your new Simmons Gmail account will work alongside it and you can switch between accounts at any time without having to log out of one account and log in to the other.

Our goal is to make the transition to Google Apps on May 25th. Making this change between semesters will minimize any disruption in email services and allow students time to adjust before a new semester begins.

We hope you will also read the other two articles in this month’s TechNews. They will address data security and privacy concerns at Google and our plans for faculty and staff email and calendaring.

Online Privacy: How to Keep Control of Your Data

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In recent months, the changing privacy policies of popular websites have been making news. From Facebook to Google, there has been much warranted concern among users of these popular online services about how their data is being used. We’d like to address the value of privacy and data security for all Simmons users as well as privacy concerns during our transition to Google Apps for Education.

On March 1, Google implemented a new privacy policy that allows the company to collect and combine user data across their many services (Google.com, Gmail, and YouTube, among others). While Google has stated that the policy is a logical step and will create a more unified and targeted user experience, including better search results, watchdogs have expressed concern with an increased lack of privacy when using online services.

As we increasingly rely on commercial services as part of our everyday, online lives, it is important to remember to be vigilant about your data and how it is used. Services frequently change how they collect data, so it is important to be aware of this and to update your settings as necessary. If you are interested in checking your privacy settings on Google and Facebook, you can get started with the links below.

Google Dashboard – On this site, you can view and change your settings for all Google services.

Search History Personalization – Here, you can get answers to questions about how Google tracks your search history and personalizes its results.

Ads Preferences Manager – You can choose to opt-out of personalized ads, and learn more about how Google collects data to display relevant ads, by going to this site.

Facebook Privacy Settings – From here, you can manage who sees what you share when you’re on Facebook.

Lastly, you always have the option to not sign in to certain services when using them. For example, you do not need to be signed in to run searches on Google or to view videos on YouTube. You can also clear your cookies regularly so that stored data is purged before the next time you use these services. These steps require the most work (logging into and out of accounts) but will track the least amount of data.

We would also like to take this opportunity to address Google’s privacy policy and data collection in relation to our upcoming switch to Google Apps for students. Fortunately, the policies that apply to Google’s commercial services are superseded by the individual contracts signed with colleges and universities that use Google Apps for Education. These policies stipulate that we own our own data and that Google cannot use it for any commercial purposes.

Other schools (including Brown University, Yale University, University of Pennsylvania, and University of Delaware) that are currently using or implementing Google Apps for Education have also reviewed their contracts to ensure that their data is secure and unaffected by Google’s commercial policy changes. If you would like to learn more about Google Apps for Education and its privacy policies, you can read this guide provided by Google.

The Simmons Technology staff will continue to monitor all services and we will be proactive in making sure our data is safe.

Faculty and Staff Email Changes

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As you have probably noticed in the articles above, the switch to Google Apps for Education is happening for students only at this time. While we recognize that Google’s products, especially Gmail, are immensely popular, we also recognize that different users have different needs.

Because faculty and staff at Simmons require smooth integration of calendaring with meeting and project planning tools, we are still working to assess what products will best meet these needs.

Currently, we are considering moving faculty and staff email and calendars to Microsoft Exchange (including Outlook for email). As we continue to get feedback from you and assess your needs, we will work with you toward an appropriate upgrade solution.

For the time being, we will continue to fully support our existing email services for faculty and staff. Thank you for your patience as we conduct due diligence on this very important and complex service change.

Simmons Connection: Your New Source for Information

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You spoke, we listened.

In order to create a better and more useful one-stop location for Simmons information, we have begun a project to replace MySimmons. The new system, called Simmons Connection, will improve on the existing portal and add new features, such as email integration, collaboration tools, and, soon, integration with Simmons Moodle.

In January, we sent a survey to students asking what you liked about MySimmons and what you would like to see changed or added to a new system. Based on this feedback, we began designing Simmons Connection from the ground up with your needs in mind. For example, we are working to add features you requested, such as a combined calendar/course schedule, as well as access to other Simmons services without having to log in separately.

In addition to building the Simmons Connection, we are also designing mobile apps so you can access this information from any device.

Simmons Connection will be available to students beginning Summer 2012. As soon as it’s ready, we’ll send an announcement along with information about new features and how to use them.

And don’t worry, Simmons Connection isn’t just for students. We will soon be sending a separate survey to faculty and staff to find out what features you want and need and we’ll then begin designing a version of Simmons Connection just for you.

3-D Printing: A Tech Revolution in the Making

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Picture this: You’re taking a biology course and your syllabus says you need a model human skull. But rather than going to the bookstore, or ordering one from Amazon, your professor prints out the models while you’re in class and hands them to you on your way out the door. This might seem a bit far fetched, but maybe not for much longer.

In fact, 3-D printing has been used by manufacturers as a tool for creating prototypes quickly and inexpensively for almost two decades. More recently, developments in the technology have led to a boom in printers designed for large-scale manufacturing (including airplane components, and artificial limbs and joints) as well in-home use.

While it sounds like magic, the process of creating an object with a 3-D printer is actually pretty straightforward and transparent. First, you need to design a three-dimensional object using software that can render models of them. These range from expensive commercial software, such as Autodesk, to Google’s free software, called SketchUp. If you don’t have the time or inclination to learn new software and design your own objects, you can download objects designed by others (including that model skull for your biology class) on websites like Thingiverse.

Next, you’ll need to get a 3-D printer. They are expensive, but some cost less than a new high-end computer. Try MakerBot ($1,749 for the basic home model) or Bits from Bytes ($3,500) for models that will fit in your living room. If you’re feeling a bit more adventurous, you can buy a cheaper kit from either of these companies and do the assembly yourself.

Once the printer is set up and ready to go, you can send your design to the printer and sit back while it prints out your object. The printing process consists of building up tiny layers (about 0.3 mm thick) of material (usually plastic) in three dimensions to form the object. If you want to see a printer in action, check out this video from MIT, where 3-D printing, not surprisingly, was invented.

If you don’t have the money for your own 3-D printer, you can even design something online and have it printed and sent to you, or purchase an item designed by someone else at Shapeways, the first commercial website for designing and custom printing three-dimensional objects.

While we’re probably a couple of decades away from having these printers in our homes, they’ll probably be on campus much sooner than that. Perhaps one day, you’ll even be able to send a design to Campus Print and then print out an object while you’re doing research at the library. When the time comes, we’ll be sure to let you know how it affects your printing quota.

Simmons Moodle is Passing the Test

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Last month, we mentioned that our pilot test of the new eLearning system, Simmons Moodle, was getting under way. We’re happy to report that one month into the semester, we have received positive feedback from faculty members involved in the pilot. Last week, the team released a survey within Simmons Moodle to gather feedback from their students.

One of the major highlights pilot testers have been pointing out is improved communication, both between professors and students, and between students themselves. Simmons Moodle makes it easier to send, and reply to, class-wide announcements and has additional tools for collaboration and sharing of information.

Simmons Moodle is also structured more like other web services and many members of the pilot have found it easier to use than Blackboard and have responded positively to the enhanced communication and interactivity it provides.

Rex Krajewski, Head of Library Information Services for Simmons, and a faculty member, said he has found his experience with Simmons Moodle to be “overwhelmingly positive.” He also mentioned that, “It is easier…to use as an instructor, and it seems as though the students are having an easier time using it, as well. It feels less like an add-on or extra thing to do ‘just because,’ and more like an integral part of the course.”

In the near future, we will be working with members of the Administration and representatives for each school to outline a plan to make Simmons Moodle available for all classes at Simmons. Keep an eye on upcoming issues of TechNews for more about Simmons Moodle.

GlobalViewer: Keeping Classroom Tech Running Remotely

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As you might have guessed if you read the Quick Tip in the sidebar about projectors, keeping classrooms equipped with the technology necessary to provide a top notch learning experience can be very expensive.

One of the steps we’ve taken to make classroom technology more efficient and to reduce costs is the installation of Extron GlobalViewer Enterprise. This software connects to the Simmons network and to all compatible media equipment in classrooms across campus and allows Technology to monitor the equipment and troubleshoot problems remotely.

While you won’t see this technology just by looking around, you might notice it if you have trouble with a projector in a classroom, for example. If you call the Service Desk because a projector won’t turn on or a touch panel isn’t responding, we can check to see what might be wrong and, in many cases, fix the problem immediately. This means that you don’t have to wait for someone to come to where you are to provide assistance and you can get real-time support while you’re on the phone with us!

In addition to improving support, GlobalViewer also allows us to monitor power usage, check the number of hours a projector bulb has been used, and then plan accordingly for a replacement. It keeps us on top of potential problems and leads to fewer issues and decreased downtime of classroom technology. Right now, GlobalViewer is connected to 20% of classrooms and meeting rooms and we hope to increase this to 45% in the near future.

Reporting a Lost or Stolen Laptop or Mobile Device

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In January, our Information Security Officer, David Bruce, sent out a security bulletin about how to prevent laptop theft and what to do if your laptop is stolen. This is a very important topic and we want to be sure that everyone is aware of how to prevent thefts.

Two steps you can take to keep your laptop and mobile device safe are to never leave them unattended (or to put them in a secure location like a locked office or locker while you’re away) and, for laptops specifically, to attach a security cable to it. If you need a security cable for your Simmons-owned laptop, please contact the Service Desk.

If a Simmons-owned laptop or other mobile computing device has been lost or stolen, you should follow these steps:

• Promptly report the loss to the Technology Service Desk, 617-521-2222, and to your manager.

• The Service Desk will also ask you to provide the following information, if known, so appropriate security measures can be taken:
– Your Simmons username and email address
– Any special services to which you had access (e.g. Datatel)
– Any special applications which were loaded on the device
– What types of data were saved on the device (e.g. Student data, HR data)
– If the device was powered on at the time of loss
– If passwords were encrypted and what software was used for encryption

• In addition to contacting the Service Desk and your manager, you should contact Public Safety, 617-521-1112, if the theft occurred on campus. If the theft occurred off campus, it should be reported to local police.

If you have any questions about laptop and mobile device security, please contact the Service Desk at 617-521-2222 or servicedesk.simmons.edu.