Category: Shared Infrastructure

Campus Physical Security Enhanced by UFIT

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In addition to the security of UF systems and data, UFIT also works with campus physical security leaders to help keep campus safe for students, employees, and visitors.

UFIT’s Data Center Operations and Logistics Manager John Toner was recently recognized by the UF Police Department (UFPD) for his efforts to improve the security of the university’s East Campus. The project, led by UFPD, included determining where additional lights were needed, fixing gates, and removing debris. With his extensive knowledge of East Campus activities, John’s expertise expedited the project.

Another recent security enhancement utilizing UFIT expertise are the additional phones installed along fraternity row. This project, requested by UF Student Government, was undertaken with the Division of Business Affairs. Led by UFIT Project Manager Rob Snively, the work consisted of upgrading the telecomm system, including mass notification speakers that broadcast emergency messages, and installation of security camera mounts. More information about this project is available on the Business Affairs news website.

Mandatory 10-Digit Dialing for 352 Area Code

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Beginning October 24, local calls for the 352 area code placed from some phones will require 10 digit calling (area code + phone number). This change is due to the implementation of 988 as a nationwide number to reach the National Suicide Prevention Lifeline, which goes live on July 16, 2022. This new dialing procedure affects calls made from AT&T landlines within the UF Gainesville campus, but does not affect UF VoIP Cisco telephones. University employees can also continue to use five-digit dialing (i.e., the last number of the prefix plus the last four digits of the number) for calls made within the UF system.

Have questions about how this change impacts your work (and home) phone lines? Check the FAQ page. This new page includes what to expect when sending or receiving faxes in your department, as well as how to identify which phone your department is currently using.

UFIT provides telecommunications services for the University of Florida. Anyone with questions about their campus phone service may contact the UF Computing Help Desk by calling 352-392-HELP/4357, visiting 132 HUB, or submitting a service ticket to https://my.it.ufl.edu/.

Revised UFApps File Storage Policy

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The UFApps M:drive is designed for files actively being used and not intended to be a long-term storage solution. Beginning in January 2022, UFApps users with files stored on the M:drive will have their current files archived in a new O:Drive titled “Old UFApps M Drive.” Any file two years old or more will be purged starting January 1, 2023. Then, each December, files on the current M:Drive will be migrated to the O:Drive, and the old O:Drive archive will be purged. UFApps users will always have access to two calendar years’ worth of their M: drive files, the current year and the previous year. Also, to better reflect that it is temporary storage space, this December, the M:StudentFileStorage drive will be renamed M:UFAppsTempStorage.

UFApps users should make a habit of transferring files to another storage option. The easiest way to transfer files is to map your UFApps account to your GatorCloud account via Kumo. Visit the UFApps “start using Kumo” page to learn how. Another option is to move files with a flash drive.

Faculty, please remember that UFApps R:Drive set-up must be requested for each course every semester. Anyone who needs help with UFApps may contact the UF Computing Help Desk (132 HUB, 352-392-HELP/4357, helpdesk@ufl.edu).

Change Coming to Email Login Experience

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Modern Authentication will be enabled for supported email clients on Sunday, Sept. 26. This change is necessary to strengthen UF’s security posture: “Modern Auth” provides a more secure login experience and allows usage of multi-factor authentication for supported email clients.

How Does This Change the User Experience?
Anyone who uses an email client that supports Modern Auth will initially see a change in their login experience. After Sept. 26, users will receive a prompt similar to the login.ufl.edu webpage. Users of MS Teams, or the Outlook for iOS/Android login procedure, will be familiar with this new experience. When Modern Auth is implemented, users will also validate with multi-factor authentication. Once successfully authenticated, users will not be prompted for a password again until:

1. Their GatorLink password is changed or expires.
2. Their supported email client is inactive for more than 90 days.

What is NOT happening?
Basic authentication is NOT being disabled. UF email clients using basic authentication (e.g., IMAP and older versions of Outlook) will continue to work as expected.

Whenever a change is made to email, there is always a concern that someone may inadvertently fall victim to email scams intended to steal UF login credentials. Anyone with questions or concerns about the legitimacy of an email should contact the UF Computing Help Desk (132 HUB, helpdesk@ufl.edu, 352-392-HELP/4357).

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.

Encryption Feature Available in O365

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UF’s GatorMail (O365) service includes an easy and fast way to encrypt email. Encryption protects the privacy of an email message and its attachments by converting the contents from readable text into scrambled text. When you encrypt the email, only the recipient(s) who have the encryption key can unscramble the message and read what you sent. Anyone without the corresponding private key–like an unintended recipient or cyberthief–sees only indecipherable text. UFIT recently completed a project to migrate UF mailboxes to O365, known as GatorMail. Within GatorMail is a new button called Encrypt. (See story image.) Here’s how to use:

1. In an email message, choose Options on the navigation menu and select Encrypt.
2. Choose the encryption restrictions you want the message to have, such as Encrypt-Only or Do Not Forward.

Visit https://www.mail.ufl.edu/‘s “Managing Email” section for more information on how encryption works and other secure emailing tips.

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.

Free Storage and Collaboration Tools

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Access to cloud-based collaboration tools has been essential for UF’s successful transition to hybrid campus life. In case you didn’t know, all students, faculty, and staff with active GatorLink credentials can get UF-Dropbox, G-Suite, and OneDrive from the GatorCloud. The advantage to using the versions UFIT provides is that you get an additional layer of security with your UF account and unlimited Dropbox and Google Drive storage! There is a very helpful chart on the GatorCloud homepage outlining what you get with each service. UFIT also recently published a new video overview of GatorCloud services.

In addition to UF-Dropbox, G-Suite, and OneDrive, GatorCloud also includes Office 365 and GatorMail. Want to learn how to make the most of these apps? Take advantage of your free LinkedIn Learning account to watch just in time training, like “Google Apps: Tips, Tricks and Techniques“, and “Team Collaboration in Office 365.”

Anyone in the UF community with questions about using GatorCloud applications or help accessing LinkedIn Learning for free may contact the UF Computing Help Desk (352-392-HELP/4357, helpdesk@ufl.edu).

When Should You Use UF’s VPN?

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The University of Florida’s
Virtual Private Network (VPN) enables faculty, staff, and students who are off-campus to securely access UF services that are generally only available when connected to the campus network. In layman language, the VPN provides a secure “tunnel” that routes your computer’s network traffic through the UF network. Since the university’s response to COVID-19 began, usage of UF’s VPN has grown significantly. However, it is not always necessary to use the VPN to achieve the goal of secure access. This is because many of the university’s campus-wide services are hosted off-site and accessing via the campus network is not required. Here’s a list of when the UF VPN is — and is not — needed:

Use the VPN to access:
• Departmental drives and network files
• UF library resources
• Remote Desktop
• myIRB

Do not use the VPN to access:
• myUFL
• ONE.UF
• University of Florida email systems
• UF SharePoint sites
• Microsoft Teams
• Skype for Business
• Zoom
• UF e-Learning (Canvas) content
• OneDrive
• UF DropBox
• UFApps

Anyone with questions about how and when to use the UF VPN should contact their local IT staff. The UFIT Help Desk can also answer questions about using the UF VPN.

Faculty and Staff Can Get Multiple Free Downloads of Office 365

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This morning UFIT went live with the Office 365 ProPlus program for faculty and staff. The program provides multiple free downloads of Office 365 to personal devices.

Microsoft made the decision to expand Microsoft Office 365 ProPlus for Education, a multiple-download program benefit which has been available to students since April 2014, to include faculty and staff. The program allows for multiple full downloads to personal devices (desktops and laptops) of Office 2013 Professional Plus, Office 2011 for Mac, and Office for iPad at no charge. In addition, UF faculty and staff can also download full software copies on up to five tablets for free and run personal copies of Office Mobile for iPhone, Android, and Windows Phone on unlimited devices.

The program website has additional information about what’s included, the links necessary to download free copies, and Office 365 training resources. Members of the university community with questions about the program or who need download assistance should email or call the UF Computing Help Desk (352-392-HELP/4357).