Category: Elevate the Stakeholder Experience

Tips for Multi-Factor Authentication Efficiency

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Since UF adopted multi-factor authentication (MFA), the number of compromised GatorLink accounts has decreased by 99.7%. Using the multi-factor authentication app provides additional protection to the university’s systems and services. This means your personal information as well as your research files, proposals, and all university data, is better secured.

Tips to enhance your MFA experience:

1. Add a second device to your MFA account, in case your primary device is lost or stolen. UFIT created a short video explaining how to add a device.
2. Use a passcode to authenticate even without an internet connection or cell service. Open the Duo app, then tap the University of Florida drop-down tab on the home screen. Type in the six-digit code provided when logging into UF services.
3. Check the “Remember Me” option to not be prompted to authenticate for 10 hours, as long as you’re using the same browser on the same device.

Visit it.ufl.edu/2fa or contact the UF Computing Help Desk (helpdesk@ufl.edu, 352-392-HELP/4357, 132 Hub) for assistance using multi-factor authentication.

Training Available for Setting Up T4 Website

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Looking for best practices to help you with TERMINALFOUR (T4) site setup? UFIT developed self-guided training that campus power users can refer to whenever they need to refresh their skills: Best Practices for T4 Site Set Up.

The Best Practices training explains how to stand up a T4 site using the official UF template. This training is designed to give power users a deeper understanding of the TERMINALFOUR environment components, including page layouts, page content, and site configuration. It also enables viewers to become familiar with UF digital standards for the web and how to apply best practices for managing their website in TERMINALFOUR. A prerequisite for taking Best Practices is to have completed the Web Developer (Technical) UF_ITT332_CUR training. Visit the Getting Started with T4 to learn more, including what ARS security roles are needed to manage content in UF’s T4 environment.

UFIT has several online and instructor-led TERMINALFOUR trainings available, including one focused on managing the ‘contributor’ and ‘moderator’ roles. Visit UF’s myTraining site and search on “T4” to see a list of T4 offerings. Anyone with questions about T4 training or maintaining your site is welcome to email webmaster@ufl.edu for assistance.

GatorCloud Options Keeps Your Files and Data Safe

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Recently, the Eastern Seaboard (including Florida) was hit with gas shortages, followed by temporary spikes in costs, long lines, and the stress of wondering how long it would last. While this crisis ended after only a week, it brought home the dangers–the community upheaval and its associated costs–of what can happen as a result of a ransomware attack.. When you click on a link in a phish, you could be downloading malicious software that can infect your device and its files. A great way to protect your devices and all that is stored on them is to use the storage options available on the GatorCloud.

The free UF-provided versions of Dropbox, Google, and OneDrive have more security than the personal versions of these services: Your Gatorlink login credentials are required for access. Plus, if you lose your laptop (or other device), or if it is stolen or compromised, the files stored in the UF options are recoverable. A chart on https://cloud.it.ufl.edu/ shows how much storage you get and how to get started with any of the GatorCloud options. Additional assistance is available from the UFIT Help Desk.

Supporting Faculty Video Needs

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Faculty can now record course videos or professional work on their own time. UFIT recently opened its On-Demand Studio, offering a quick and easy alternative to filming lectures, trainings, or presentations.

UFIT produces instructional videos related to an official UF course at no cost to the instructor or department. The On-Demand Studio enables faculty to create professional-quality videos through a self-serve process for courses, research, or pre-recorded conference presentations. The studio is professionally set up with lights, a camera, and a green screen. Follow the instructions labelled in the room to start recording. The studio is located in the HUB room 225 and is open on weekdays from 8:00 a.m. – 5:00 p.m.

Faculty can book time in the studio by using the calendar link on the On-Demand Studio webpage. A complete list of instructions, what to bring, and FAQs are also available. Please contact the academic media productions team with any questions
or to schedule a consultation.

Returning to Campus Facilitated by UFIT

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Through mid-April, UF Information Technology has allocated more than 10,000 staff hours in support of UF Health’s Screen, Test & Protect initiative. Under UF Health leadership, UFIT quickly worked to understand the procedural requirements as well the data, reports, and dashboards needed to support this once-in-a-generation undertaking. Data privacy and FERPA/HIPAA compliance remained at the forefront of all staff efforts. Some curated numbers (through April 12) include:

• Nearly 80,000 UF community members submitting more than 556,000 screening forms and scheduling more than 282,000 COVID-19 tests
• More than 90 jobs running each day in support of data reporting needs, executing 2,700+ steps to process information from UF Health and UF enterprise systems
• Enabling a waitlist allowing 111,000 individuals to register for the vaccine, and scheduling more than 85,000 vaccinations. Online forms were created via a collaboration with the Florida Department of Health in Alachua County and UF Health

A fuller context and detail of the work undertaken by UFIT to support return to campus efforts is available on the Senior VP and Chief Operation Officer’s website.

Supporting Academic Accessibility Efforts

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UFIT is hosting Fix Your Content Day sessions as part of UF’s support of of Global Accessibility Awareness Day. These sessions will empower instructors, TAs, and academic support staff to maximize use of Ally and make courses accessible for all learners. Ally is an easy-to-use tool that generates accessibility reports, providing a score that correlates to the accessibility of the content, and offers suggestions for quickly fixing content. Two sessions will be offered on May 20. Participants may drop-in for all or part of either session:

• 10:00 a.m. to 12:00 p.m.
• 2:00 p.m. to 4:00 p.m.

Fix Your Content Day is free. Pre-registration is not required. To participate, log in to the Canvas event page, select a session, and enter the Zoom lobby. Attendees will be paired with an e-Learning specialist or instructional designer who will discuss their course’s Ally report and identify ways to make content more accessible. UFIT’s Center for Instructional Technology and Training (CITT) offers several options for creating inclusive courses, including Ally in Canvas, Designing an Inclusive Course, and Accessibility Fundamentals. For more information, please contact the CITT.

Infusing AI Into the Undergraduate Experience

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According to a study by Gartner, artificial intelligence (AI) job creation will reach two million net-new jobs in 2025. To prepare graduates for an AI-enabled workforce, UF has begun integrating AI across the curriculum. Every student now has the opportunity to develop a competency in AI regardless of their field of study.

Several new and existing courses include AI in their syllabi. The UF AI website provides a list of all AI-related majors, minors, and courses. Students can also complete a certificate in AI Fundamentals and Applications. The program is available for undergraduates of all majors, and requires a fundamentals course, an ethics course, and one college-specific course.

To learn about applications of AI across the university, students can attend seminars, workshops, and other events. The Center for Undergraduate Research (CUR) is hosting a virtual Artificial Intelligence in Research workshop on April 14, from 4:00 – 5:00 p.m. Denisse Ventura, one of the CUR ambassadors organizing the event, said that all current undergraduates could benefit from understanding AI:

“Not only would students be equipped with skills that can make them more competitive in the job market, but they would also bring unique perspectives that can better diversify the growing research area.”

Using Tech to Enhance Wellness

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While campus is beginning its return to a lively and populated place, many activities are still curtailed. This can lead to loneliness and feelings of isolation that impact physical and emotional health. Online resources and apps for mental and physical wellbeing are available to the UF community. Here are some tech-enabled options to help you achieve a better sense of wellbeing and connection with other Gators:

1. SilverCloud
UF’s Counseling and Wellness Center offers a free version of the SilverCloud app for students. SilverCloud provides self-guided programs and interactive tools for mindfulness meditation. The app also has tools for life balance and time management.
2. RecSports Virtual Fitness Series
To keep Gators connected and active, RecSports released a virtual fitness series led by certified trainers. Take these free, virtual workout and yoga classes at your own pace to generate endorphins and stay active each day.
3. Online Group Counseling
Share your experiences with a small group of peers and a counselor, who facilitates the conversation. The Counseling and Wellness Center offers weekly talk groups via Zoom for Black, women, LatinX, and graduate students. The CWC also hosts weekly talk groups on connecting with others through creative activities and through nature.

Self-Help, Expert Help When You Need It

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The UF Computing Help Desk website has self-help resources for students, faculty and staff, accessible from anywhere, at any time. Among the how-to pages are step-by-step instructions for connecting to eduroam and the UF VPN, setting up UF GatorMail on your phone, updating passwords on your phone, and managing your GatorLink account. For visual learners, how about putting that RTS bus time to good use by watching a video on UFIT’s YouTube channel? There are nearly 100 videos on https://www.youtube.com/GoGatorsUFIT, with more added each month.

For 24/7 assistance regarding technical services you cannot fix on your own, the Help Desk has you covered. During regular business hours, in-person and online consultations cover: VPN and wireless network connections, email services, GatorLink account issues, UF systems, e-Learning [Canvas] support, desktop application support, and thesis and dissertation formatting assistance. After hours (nights and weekends) phone support includes account management issues and general tech information.

There are multiple ways to connect with UF Computing Help Desk experts: Visit (132 Hub), call (352-392-HELP/4357), email (helpdesk@ufl.edu), or submit a myIT ticket to the team. Remember to have your UFID number handy!

Visit UFIT’s YouTube Channel for IT Help

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UFIT has produced a variety of videos supporting a wide range of campus needs. Along with many excellent teaching and learning videos available, there are nearly 90 short, helpful videos on UFIT’s YouTube channel. We’ve also created a Gator Student playlist, HiPerGator and UF Research playlist, and a Canvas e-Learning playlist. Among the videos added this month are:

Gator Students: How to Use the Phish Alert Button in O365 Email

Instructors: Starting Up the HyFlex Classroom Technology

Campus: How to Enable Zoom Closed Captioning

More videos, including one on AI at UF and another for the 2021 Tech Fair, are in the production stage and will debut on UFIT’s YouTube this spring.