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New Employee Orientation

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Presentation on theme: "New Employee Orientation"— Presentation transcript:

1 New Employee Orientation
University Services New Employee Orientation Technology Overview

2 Agenda Technology Support Data Privacy and Security
Software and Hardware Discounts for U of M Staff

3 Technology Support

4 Where to get technology support….before this happens

5 Or this happens…

6 U of M IT Structure If you are unsure who to contact with a question, begin with your departmental IT personnel.

7 How can I get support on my departmental systems?
Help Line # Auxiliary Services Departments (not including Housing & Dining Services) 4-1442 Facilities Management, Capital Planning, U Services, Environmental Health & Safety, Public Safety 5-1830 Dining Services 4-8357 Housing & Residential Life 5-8001 Call U of M 1-HELP for questions on central systems

8 What systems does the central U of M support (OIT)?
There are a number of applications that you may use in your job that are not supported by your departmental IS area, but are supported by the central University (OIT). Internet Accounts Enterprise Applications (e.g., PeopleSoft, Google Apps) Telecommunications Networking and wireless

9 How can I get support on central U of M systems (OIT)?
Internet Accounts As an employee of the University of Minnesota you are provided with an internet account (sometimes referred to as your x.500). This is the key to accessing many U of M systems, including Google Mail & Calendaring as well as accessing personnel information such as your paycheck.

10 How can I get support on central U of M systems (OIT)?
Internet Accounts Internet level passwords expire one year from the date they are set. You will be notified when you need to change your password.

11 How can I get support on central U of M systems (OIT)?
Google Mail & Calendar The U of M is the first Research 1 University to migrate to Google, and one of the first anywhere to offer the entire suite of apps to faculty and staff, as well as students. We are being looked upon as a leading-edge enterprise trendsetter, and many other universities are looking to us as an example and a success story. Access Gmail & GCal at Learning resources are available to everyone at:

12 How do I schedule a U Services conference room in Google Calendar?
You can only schedule a meeting in a conference room resource if you have been allowed access to it. Please cancel a conference room reservation if you your meeting is cancelled or rescheduled.

13 How can I get Voicemail Training?
Gopher messaging is a unified messaging system that allows you to access your voice mail over the telephone and online and send messages to an address. Refer to for training information and documentation.

14 How can I get Desktop Application Training?
Refer to for training information.

15 OIT Knowledge Base For answers to many frequently asked questions on IT products and services, go to:

16 Wireless Facts OIT’s wireless network is one of the largest implementations of n technology anywhere in the world. There are over 4,300 wireless access points deployed on the system. Radio frequency (RF) around campus is random due to the University's size and initial wireless deployments. Physical impediments such as thick walls, metal structures and trees all interfere with RF propagation. In some cases it may be more feasible to use wired etherjack service instead of wireless. View the wireless coverage map to see where wireless is available on campus. You must use your University Internet ID and password to use the University's wireless service.

17 Data Privacy & Security

18 Why is Data Privacy and Security So Important?
A message from the President: The information we gather, use, and share at the University, whether for research, outreach, clinical care, or education, is a valuable University asset. Because this information is so important to those we serve and so vital to our work, it is imperative that we maintain the highest standards to secure the confidentiality and integrity of private information, and the availability and integrity of public data. Learning and incorporating good data management practices in the work we do every day ensures the value of the information we use, and it keeps the trust we have earned in the communities we serve. Learning to manage data appropriately and securely is part of our shared responsibility. Robert H. Bruininks 11/8/ /30/2011

19 What data is public and what data is private?
The University collects and maintains a variety of information, including information about its students, faculty, staff and others. This information is collected in order to conduct U of M business. Information is classified as public or private based on federal and state law. For a compiled list of public and private data see:

20 Private Data Private data (e.g., SSN, birth date, credit card #’s) can only be released to the subject (i.e., owner) of the information and to those within the university who have a legitimate need-to-know, outside entities with the subject’s written permission and others as allowed by law.

21 Public data Public information is available to anyone who requests it, except in the case of student data, when the student has requested that no public information about him/her can be released without express written permission.

22 Protecting Private Data
Retrieve print-outs and faxes that contain private data immediately. If you are faxing private data – follow-up with a phone call to be sure that the fax was received. Always dispose of documents containing private information by shredding or placing in secure, confidential recycling containers.

23 Protecting Private Data
Log off completely at the end of the day. Turn off computers that are unused for extended periods of time. Lock your office or work area when you leave for extended periods of time.

24 Protecting Private Data
Keep your passwords secure Your passwords are the key to your computer and your data. Have a strategy for creating a password, remembering and changing it. Do not share your password with anyone under any circumstances.

25 Protecting Private Data
Keep your passwords secure Keep passwords in a locked location, not taped to your computer! Refer to OIT Systems Security Guidelines for help in choosing a password:

26 Protecting Private Data
DO NOT store private university data on a laptop computer or other portable device such as a Personal Digital Assistant (PDA) or a flash drive. These are very susceptible to loss and theft. Staff should assume that these devices can be lost or stolen.

27 Protecting Private Data
Keep your laptop secure If you have a U of M owned laptop, you must take responsibility to keep it physically secured. Laptops should NEVER be left unsecured in your office. A laptop security lock is another way to further detect theft. If a laptop is stolen, notify your manager and your area IT Help Desk. They will file a police report and notify OIT Security. This is in accordance with the reporting procedures that are defined in the USIS Security of Sensitive Data policy.

28 What if I don’t use a computer in my job?
Some U Services workers don’t regularly interact with data in their job (e.g., FM Building and Grounds Worker, Dining Services Food Service Worker). There are things you can do as the eyes and ears” of the University to keep private data secure. Turn in and report any laptops, flash drives or PDA’s that you find to your Supervisor. Lock and secure all rooms after cleaning Report ANY suspicious activity to the U of M police.

29 Public Jobs: Private Data Training
The Public Jobs: Private Data training program has been developed to help workforce members and volunteers on all campuses of the University of Minnesota learn about securing University data.

30 Public Jobs: Private Data Training
The training consists of three primary courses that focus on best practices for securing data in your job. Data Security in Your Job - You will learn about actions to develop a secure work environment. Securing Your Computer Workstation - You will learn about actions that increase risk to your computer and how to create and use strong passwords. Using University Data - You will learn about practical techniques to reduce risks associated with using and sharing data.

31 How do I stay secure using e-mail?
Do not use a non-University provided account to send University-related information as they are not appropriate or secure. Only addresses are supported by OIT and centrally administered servers.

32 How do I stay secure using e-mail?
Never open an attachment from an unknown source. Attachments should only be opened from known contacts.

33 How do I stay secure using email?
Don’t use the links in an to get to any web page if you suspect the message might not be authentic. Call the company or log onto the web site directly by typing the address into your browser. Is this legitimate?

34 How do I stay secure using email?
SCAM: Original Message Subject: Important: Account Verification Update!! !? Date: Tue, 12 May :22: From: Web Help Desk Reply-To: To: undisclosed-recipients:; Your mailbox quota has been exceeded the storage limit which is 20GB as set by your administrator,You are currently running on 20.9GB. You may not be able to send or receive new mails until you re-validate your mailbox. To re-activate your account please click the link below Thanks and we are sorry for the inconviniences Localhost The University of Minnesota will NEVER ask for your password in an .  Please do not respond to these s and delete them immediately.  Thank you.

35 How do I stay secure using e-mail?
Beware of Spear Fishing Scams: In a spear fishing scam, the message can seem genuine because it appears to come from a legitimate source, such as the University of Minnesota. In recent months, there have been increasing numbers of customized attacks against the U of M, and some of them have been quite effective at tricking students, faculty, and staff into divulging personal information.

36 How do I stay secure using email?
Most phishing attacks at the U of M attempt to get internet ID’s and passwords rather than money. With this information, someone can get attack you by: Buying big-ticket items such as computers from U web sites and charging them to you; Gaining access to your banking information or redirecting your paycheck to another bank account; Sending malicious s from you that can land you in serious legal troubles; Selling information to other crooks.

37 How do I stay secure using email?
You should immediately be suspicious of an if it does the following: It asks for your internet password or SSN. It contains upsetting or exciting statements that express urgency. It is poorly written and is not addressed to you personally. Contact your tech department and the 1-Help Technology Helpline if you think you are a victim of a phishing scam.

38 Protect your home computer
If you use your home computer to access U of M systems, it is important to keep your computer secure and to regularly patch and update your software as needed.

39 U of M Safe Computing Web Site
Security News Instructions on how to secure a personal machine Instructions for what to do if your computer is infected with a virus FREE Symantec AntiVirus for home use for all staff and students

40 Examples of what can be accessed from home:
Remote access to & Calendar U of M Web Sites Voice Mail Departmental systems (use secure VPN client if remote departmental system access is necessary)

41 U of M Security Policies
OIT Security has a number of important security policies that may affect you. All employees must comply with the Acceptable Use of Information Resources policy. These polices are located at: Your department may also have their own security policies that are aligned with these OIT Security policies. Contact your departments technical personnel if you have any questions on any of these policies.

42 Software and hardware purchases for U of M staff
U of M faculty and staff are eligible to purchase computer software are reduced prices: Software: Faculty and staff who use Microsoft Office programs and the Windows operating system on their University-owned computers can use a second copy of a limited selection of products on either a laptop or desktop computer that he or she personally owns or leases. Hardware:

43 Mobile Technology Statistics
The average teenager sends more than 3,000 text messages each month. Office of Information Technology (OIT) websites are accessed nearly 4,000 times a month by people using mobile devices. In October alone, OIT websites were accessed 3,444 times by people using mobile devices. Website visits with mobile devices has doubled over the last year. The most popular devices used to access OIT websites are Androids, iPads, and iPhones. They each account for over a 1,000 visits a month. According to EDUCAUSE Center for applied research, the percentage of college students who use mobile devices daily was up to 43% in We anticipate that this percentage will only continue to grow.

44 Summary Questions Your internet account is the key to many U of M systems.  True  False If I don’t use a computer daily in my work, I don’t need to worry about keeping private data secure. The U of M offers many technology training options:

45 Summary Questions There is only one technical support line number for the entire U of M.  True  False It is OK to store private data on a laptop as long as I lock it up when I am not using it. Any attachment that comes from a well known website is OK to open..

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