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General Questions

January 29, 2016

Turning Off Contact Info from Mail (OS X El Capitan)

With Apple OS X El Capitan (10.11), Apple introduced a feature that picks out email addresses from the Mail application and populates it within Contacts. It is meant to serve as a nice assistant when drafting emails however it is perhaps a little too eager.

When using the Mail application at the University, this feature will pull information from the signature line of mailing lists that generally have the name of the list as part of it. Mail will pull that address and associate it with the sender regardless of whether they are a list administrator–a mere post to the list can trigger it.

In order to disable this feature, you must go into the Contacts application and open the application’s Preferences window (Contacts > Preferences or Command-,), then uncheck the box to Show contacts found in Mail (seen below):

Contacts_1

Once that box is unchecked, you will see a prompt asking if you really want to do this. Click Turn Off to proceed:

Contacts_2

Links to Additional Content

UO mailing lists are the main interference of this software feature. If you are a list administrator, click here to read about how to remove the list address from the signature line.

October 1, 2015

MATLAB Installation Process

Purpose

This article is designed to help guide users through the MATLAB installation process for campus-only computers.

Installation takes three steps: creating a MathWorks account, downloading the software, and installing the software onto your machine while associating your MathWorks account.

Creating a MathWorks Account

Go to www.mathworks.com to create your account. Be sure to use your University email address to do so (e.g., duckid@uoregon.edu).

MathWorks Sign In

Downloading MATLAB

Next you need to associate your MathWorks account with the campus license

(Click here for the activation codes; accessible via Duck ID login.).

Once you are logged in, click on the View My Licenses button then…

AssociateLicense2

…click on Associate License to enter the license code

AssociateLicense1

Copy and paste the code into the field then click Associate License.

AssociateLicense3

From here, you will be redirected to download any of the last eight versions to install for Windows 32-bit and 64-bit, Mac OS X 64-bit, and Linux. Select the desired option to correspond with your operating system.

Then, follow the steps on the MathWorks website to download the appropriate file.

Installation

Open up the MATLAB download (which will be a compressed file) and select the Installation executable file program then follow the installation instructions. Installation will require either an association to your MathWorks account or a file installation key.

Windows

Downloaded installer file — If you click Run when you select the installer on the MathWorks website, the installer starts automatically. If you saved the installer instead, double-click the self-extracting installer file in the folder where you saved it. The name of the self-extracting installer file is matlab_release_$ARCH, where release is the release you are installing (for example R2015b) and $ARCH is the selected architecture.

The installer should start automatically after file extraction is complete.

To restart the installer later, click setup.exe. This file is located in the top level of the folder where you extracted the files.

Mac OS X

If you or an administrator downloaded the product files and copied the extracted files to your computer, a network share, or to media, go to the top level of the folder where the product files are located and double-click the InstallForMacOSX icon to begin the installation.

Gaining access without network connectivity

Access to MATLAB can be granted to users without network connectivity. The process is the same as listed above but with a few differences. In order to proceed by this method, users will need the following:

  • HostID (or MAC address)
  • The version of MATLAB you would like to install (e.g., R2015b)
  • Operating System

MathWorks has extended documentation on this process which can be found here.

Links to Additional Content

MathWorks has a full guide on installing MATLAB for various situations. Click here to proceed.

 

July 13, 2015

How to clear your Java cache (Windows)

Purpose

This article is designed to guide users through clearing the Java cache on their machines.

The process described below is for Windows 7 users.

Click here for the process for Mac OS X users.

Process

Click on the Start Menu, select the Control Panel.

Select Programs

javacache1

Then click on Java (32-bit)

javacache2

Note: Even if your machine is running a 64-bit version of Windows 7, it will still say 32-bit.

Then under Temporary Internet Files, click Settings…

javacache3

Then click on Delete Files…,

javacache4

Then click OK.

Note: When clearing cache due to Banner updates, be sure to also select Installed Applications and Applets.

javacache5

Once the above window closes, you may close out of the Java settings.

 

How to clear your Java cache (Mac OS X)

Purpose

This article is designed to guide users through clearing the Java cache on their machines in preparation of the November 11, 2014 Banner updates.

The process for clearing the cache is for Mac OS X users.

Click here for the process for Windows users.

Process

Go to the  menu and click on System Preferences…

javacachemac1

 

Click on the Java icon…

javacachemac2

 

Then under Temporary Internet Files, click on Settings…

javacachemac3

 

Then click on Delete Files…

javacachemac4

Then click OK.

Note: When clearing cache due to Banner updates, be sure to also select Installed Applications and Applets.

javacachemac5

Note: If this has been done recently, there will be a quick Terminal icon that will show up in the Dock and then disappear. If that is the case, click Cancel.

Once the above window disappears, close the Java settings.

October 24, 2013

Updating Matlab License

These are instructions for those who have an expiring license of Matlab

Note: If you would prefer to have an ITC to come assist with this process please submit a ticket to CASIT Help Desk.

(more…)

March 28, 2013

Sensitive University Data

Sensitive University Information

(Please note, until the UO adopts an official policy on what is Sensitive University Data, the below list is one that CASIT is using as a working model.)

Sensitive University Data is data that is considered Registered Confidential or Confidential. It is data that is regulated by Federal or State laws including but not limited to:

  • Family Rights and Privacy Act (FERPA)
  • Health Insurance Portability and Accountability Act (HIPAA)
  • Electronic Communications Privacy Act (ECPA)
  • Gramm-Leach-Bliley Act (GLBA)
  • Children’s Online Privacy Protection Act (COPPA)
  • Freedom of Information Action (FOIA)
  • Connecticut Personal Data Act
  • Federal Trade Commission (FTC) Act
  • Red Flag Rule (Identity Theft Regulation)
  • Other relevant University policies or procedures.

The following data elements require the highest level of protection. This list may expand based on future regulatory requirements. This list is not to be construed as a comprehensive list. Other data may also require similar protections. Contact CASIT to discuss the security measures that must be implemented for all other data that is not considered public.

SSN and Other Personally Identifiable Information

  • Name (First name or initial and Last name), when stored or displayed with one or more of the other listed data elements
  • Social Security Number
  • Driver’s license number
  • State identification card number
  • Financial account numbers such as credit, debit, or bank account numbers
  • Passport number
  • Alien registration number
  • Health insurance identification number

Credit Card Information

  • Primary Account Number (when stored with any other information below)
  • Cardholder Name
  • Service Code
  • Expiration Date

(Individual) Student University Records

  • Grades/Transcripts/Test scores
  • Courses taken/Schedule
  • Advising records
  • Educational services received
  • Disciplinary actions
  • Student Financial Aid, Grants, and Loans
  • Financial account and payment information including billing statements, bank account and credit card information
  • Admissions and recruiting information including test scores, high school grade point average, high school class rank, etc.
  • Student Personnel records

Personal Health Information

  • Information that identifies the individual, or could reasonably be used to identify the individual, including, but not limited to name, addresses, telephone/fax number, medical record number, telephone number, birthday, admission/discharge date, vehicle ID and serial number, device IDs and serial number, certificate/license numbers, biometric identifiers, full-face images, other unique identifying number/characteristic/code.
  • Information about the patient’s past, present or future physical or mental health or condition
  • Information relating to the provision of, or payment for, health care

Financial Data

  • Employee financial account information
  • Student financial account information – aid/grants/bills (covered under FERPA)
  • Individual financial information
  • Business partner and vendor financial account information

 

March 27, 2013

Cloud Storage Security Matrix

CASIT CASIT Google Apps for Education Google Apps for Business SpiderOak Google Drive (Personal) DropBox Box
Initial Allocation 50GB Home & 100GB Dept 25 GB 25 GB 2 GB 5 GB 2 GB 5 GB
Initial Cost Free Free $50/user/year Free Free Free Free
Data Mining NO NO NO NO YES YES YES
FERPA YES YES YES YES NO NO NO
HIPAA YES NO YES YES NO NO NO
Data-at-rest in USA (ITAR) YES NO NO YES NO NO NO
Backup YES (to tape, + off-site) cloud cloud cloud cloud cloud cloud
Cost for Additional Storage $0 just ask $4/month /25GB $100/Year /100GB $2.50/month /25GB $100/Year /100GB $10/month /25GB
Notes 100% on campus Encrypted transmission Encrypted transmission 100% Encrypted transmission and stored fully encrypted in the USA Encrypted transmission – Dropbox uses Amazon's Simple Storage Service (S3) for storage

 

The University of Oregon has not yet created a clear policy on cloud storage but is working on one. Users should proceed with caution – laws regarding data storage have not kept up with current technological offerings.

TERMS

(Please note the below list of terms are terms that we are using as working definitions.)

FERPA – The Family Educational Rights and Privacy Act of 1974, is a federal law that pertains to the release of and access to educational records. The law applies to all schools that receive funds under an applicable program of the US Department of Education.  FERPA applies to personally identifiable information in educational records. This includes items such as the student’s name, names of family members, addresses, personal identifiers such as social security numbers, and personal characteristics or other information that make the student’s identity easily traceable.

HIPAA – The HIPAA Privacy Rule established national standards to guard the privacy of a patient’s protected health information. Protected health information includes:
1) Information created or received by a health care provider or health plan that includes health information or health care payment information plus information that personally identifies the individual patient or plan member.
2) Personal identifiers include: a patient’s name and email, web site and home addresses; identifying numbers (including Social Security, medical records, insurance numbers, biomedical devices, vehicle identifiers and license numbers); full facial photos and other biometric identifiers; and dates (such as birth date, dates of admission and discharge, death).

ITAR – Federal regulations promulgated and enforced by the Department of Commerce, Export Administration Regulations (EAR), and the Department of State, International Traffic in Arms Regulations (ITAR), prohibit the unlicensed export of specific technologies for reasons of national security or protection of trade. If University research involves such specified technologies, the EAR and/or ITAR may require the University to obtain prior approval from State or Commerce before allowing foreign nationals to participate in the research, partnering with a foreign company and/or sharing research—verbally or in writing—with persons who are not United States citizens or permanent resident aliens.

Export control regulations have the potential to harm the quality of University research, undermine publication rights, and prohibit international collaboration if the dissemination of University research is not placed in the public domain and does not qualify for the “fundamental research” exclusion (see below). The consequences of violating these regulations can be quite severe, ranging from loss of research contracts to monetary penalties to jail time for the individual violating these regulations.

Fundamental Research – The export control regulations do not apply to the results of “fundamental research” at universities and other institutions of higher learning. Under the EAR and the ITAR, fundamental research is defined to mean “basic and applied research” in science and engineering at accredited institutions of higher learning in the United States where the resulting information is ordinarily published and shared broadly within the scientific community. Fundamental research is distinguished from research where the results are subject to access or publication restrictions for proprietary, national security or foreign policy reasons.

Data Mining –  is the computer-assisted process of digging through and analyzing enormous sets of data and then extracting the meaning of the data. Data mining tools predict behaviors and future trends, allowing businesses to make proactive, knowledge-driven decisions. Data mining tools can answer business questions that traditionally were too time consuming to resolve. The tools scour databases for hidden patterns, finding predictive information that lies outside expectations. Consider the implications if every telephone call you make, every credit card purchase you make, every flight you take, every visit to the doctor you make, every warranty card you send in, every employment application you fill out, every school record you have, your credit record, every web page you visit was all collected together? A lot would be known about you.

Data at rest – Any data that is stored on a device as opposed to data that is traversing a network.

Encryption – An algorithmic process of encoding data to make it unintelligible except to users with the keys to decode the data.

Sensitive University Data – University Data that includes information that personally identifies individuals and any other data that is identified by law, regulation, policy or practice as confidential or registered confidential. (See Sensitive Data Checklist for specific data included in this category.)

University Data – Items of information that are collected, maintained, and utilized by the University for the purpose of carrying out institutional business subject to or limited by any overriding contractual or statutory regulations. University Data may be stored either electronically or on paper and may be of many forms (including but not limited to: text, graphics, images, sound, or video).

Research data – scholarly work of faculty or students, and intellectual property that do not contain personally-identifiable information or other data protected by law or University policy. The data, records, files or other evidence, irrespective of their content or form (e.g. in print, digital, physical or other forms), that comprise research observations, findings or outcomes, including primary materials and analyzed data.

Last updated: 10/22/2015

May 3, 2012

Dropbox and Google Drive?

Storing your data in the cloud with Dropbox or Google’s Drive service?

First we will address the brand new Google Drive service, announced in April 2012. All of the confusion about data privacy and ownership with Google Drive can be summed up with a statement in their terms of service: “You retain ownership of any intellectual property rights that you hold in that content. In short, what belongs to you stays yours.” Our Google spokesperson recently said, “As our Terms of Service make clear, ‘what belongs to you stays yours.’ You own your files and control their sharing, plain and simple. Our Terms of Service enable us to give you the services you want–so if you decide to share a document with someone, or open it on a different device, you can.”

From an educator’s point of view, Google’s Drive service now falls under our OUS contract, and does provide the same protections to you as your Google Apps for Education (GAE) account does. In short, your GAE account provides FERPA compliance, which includes Google’s Drive service. We directly asked our Google representative about Google Drive and FERPA and received this answer:

“Drive is built directly into Docs and thus is covered by your current Apps for EDU agreement.”

Unfortunately, the same is not true for Dropbox. According to Dropbox: “Unfortunately, Dropbox does not currently have HIPAA, FERPA, SAS 70, ISO 9001, ISO 27001, or PCI certifications.”

At this time, CASIT cannot recommend using Dropbox.

If you would like to store data in the cloud, we also recommend SpiderOak, which claims HIPPA compliance and has ‘zero-knowledge’ privacy environment. The SpiderOak service will allow you to encrypt your data. SpiderOak offers both a free and a paid service.

https://spideroak.com/

If you would like to know more about storage in the cloud, please contact the CASIT Helpdesk experts.

May 13, 2011

Site Licensed Software & Volume License Purchases

Read about Site Licensed Software on it.uoregon.edu
List of Licensed Software
Site License Advisory Group
Site License Request Calendar
Suggest a Software Site License

May 10, 2011

Installing & Running Windows Virtual PC

Installing

FYI: This MUST be done in internet explorer

  1. Go to: http://www.microsoft.com/windows/virtual-pc/download.aspx and follow the steps on the webpage
    • (Step 2) Select Operating System and Language
    • (Step 3) Download the files in the order specified – left to right

The first file, Windows XP Mode, may prompt a “Windows Validation Required” warning, just follow the instructions by downloading and running the WindowsActivationUpdate.exe file.

  • Restart the computer after the program runs successfully.

Download WindowsXPMode file –> Save File –> Run

    • Select the predetermined prompts to save to the Program files location
    • Finish the installation by accepting license terms, creating a Password for log in, selecting Automatic Updates, and then start the set-up.
  1. Next download Windows Virtual PC
  2. Download Windows XP Mode update and install any updates that pop up.
  3. Restart Computer

Running XP Mode

  1. Go to Start button –> All Programs –> Windows Virtual PC –> XP Mode then select the program you need to run.

 

April 29, 2011

Manage Duck ID

Information to help you manage your Duck ID.

What is your Duck ID?

Your Duck ID is the part of your UO email that comes before the “@uoregon.edu” (example: username@uoregon.edu). If you don’t have an UO email account, it is likely that you still need to claim your DuckID. For more information about your Duck ID please click here.

Change your password

Go to https://duckid.uoregon.edu/ and login to change your password or click on “Forget Password?”

Forward Email

To forward your University of Oregon email please go to https://duckid.uoregon.edu/forward and fill out the form. Please enter your forwarding email correctly because you won’t be able to verify your email is going to the correct address.

To remove a forward please go to https://account.uoregon.edu/noforward/ and fill out the form.

Vacation Auto-responder

To setup a vacation auto-responder please go to https://duckid.uoregon.edu/vacation/ and fill out the form to enable the responder.

Notice: At the end of your vacation you need to use the same form to disable the vacation responder.

View Quota

To view your University of Oregon email quota please go to https://duckid.uoregon.edu/quota/ and fill out the form.

Spam Filtering

To view/change spam filtering for University of Oregon email please click here.

April 1, 2011

Change your Duck ID password

To change your Duck ID password go to https://duckid.uoregon.edu

Log in to change your password.

Duck ID Password Information
The password associated with your Duck ID has several restrictions on it to ensure a strong password that will help prevent unwanted access to your account.

A valid password will be 8-32 characters long and have at least 3 of the 4 following:
one or more numbers (0-9)
one or more letters (abc…)
one or more upper-case letters (ABC…)
one or more special characters (!@#$%^&*)

A password cannot:
be one of your last 3 passwords
contain your email address or name
be a word in the English or Spanish dictionaries
be a common keyboard sequence (asdfghjk or qwertyui, for example)
Additionally, your password will expire every 180 days. One week before your password expires we will send you a notice via email, telling you when your password will expire and how to change it.

Configuring Time Machine

This article will discuss configuring Time Machine with a local hard drive.

Configuring Time Machine Locally

  1. First plug in your external drive to the computer. (firewire is preferable, but both usb and firewire work)
  2. Make sure your drives are partitioned. (See Partitioning Hard Drives for more details)
  3. If the drive is partitioned and in the mac, it should prompt you, yes or no, if you want to use the external drive as a backup.
  4. If that does not occur, go to Applications>Time Machine and run (double click) the program.
  5. Once Time Machine launches click the button, Select Backup Disk…
  6. In the new window, choose which drive you want to back up to.
  7. Done.

Installing Student Data Warehouse

Use of the data warehouse requires the installation of three components:

  • Oracle SQL*Net / 11g Client
  • Cisco IPSec VPN
  • OpenText BI Query software

This webpage will guide you through installing these three components.

Important Install Notes

All Users:

If you are running an Operating System which manages local accounts (i.e., XP, NT, Win 2000, etc.):

Your user account must have the appropriate privileges in order to update the registry and system directories. Generally, the best results are achieved when the user account which accesses the DWHS is given administrative rights before running the DWHS Installation program. Administrative rights can be revoked after the installation has successfully completed. Talk with your Computer Support Specialist regarding this before attempting installation.

Windows 7 Users

Please be aware that neither the BI Query software nor the Oracle 11g Client we supply is certified to work with Windows 7. However, you may be able to run these programs under Windows 7, even though such use is not encouraged or supported.

64 bit Operating Systems Unsupported:

Cisco’s IPSec VPN software will not run in a 64 bit environment, nor will BI Query. We have been unable to get these programs to run in 32 bit compatibility mode.

Software Requirements for BI Query

  • Windows XP Pro SP2 or later, Windows Vista Enterprise

Hardware Requirements for BI Query

  • CPU – PIII 1GHz Recommended (PIII 350 MHz Minimum)
  • Memory: 512 MB RAM recommended (256 MB Minimum)
  • 256-color, VGA-compatible display recommended
  • 500 MB free disk space required

Oracle 11g Client Installation

The Oracle 11g Client software provides connectivity to the Data Warehouse. This software allows you to retreive data from the Data Warehouse onto your computer.

Follow the Instructions on the following link

Click here for instructions on how to install the Oracle 11g Client

VPN Installation

The Cisco IPSec VPN (Virtual Private Network) provides the security required for you to use the Data Warehouse. It encrypts all information transmitted from the Data Warehouse to your computer.

Download and Run the VPN Install Program

  • Click on the link below and follow instructions for installing the VPN software.
  • Close all other applications, as you will need to reboot your computer after running the VPN installer.
  • Run the file you saved by double clicking on it.

VPN Installation

BI Query 10 Installation

The BI Query software provides the interface for you to report on, retrieve, and manipulate data from the Data Warehouse.

Follow the Instructions on the following link

Click here for instructions on how to install and setup BI Query