Microsoft Exchange Online is Coming to the College of Nursing

By the end of this fiscal year, Ohio State Office of the Chief Information Officer (OCIO) will migrate our email accounts from local servers to Exchange Online from Microsoft (MS).  This will increase email storage, simplify integration with other MS Office services and improve stewardship of university resources by leveraging the high-quality cloud services that are now available.

Your email, calendar items, contacts, tasks and notes will be migrated to the cloud after university business hours on July 16, 2018. Please close your Outlook and Skype for Business/Lync clients at the end of your work day on July 16, 2018.  After migration, OCIO will send a follow-up email to confirm your account was migrated to Exchange Online successfully. Because email accounts will be migrated in nightly batches, if you access other calendars and email accounts (in addition to your primary lastname.# account), you may notice a temporary disruption in permissions.  Any interruption will be temporary and will only occur if some accounts that you access have been migrated online, and others have yet to be migrated. To help you prepare, an Exchange migration checklist and additional Skype tips are available online. Your Outlook client or device should automatically reconfigure after your migration. If it did not reconfigure, be sure that you are using a supported client and/or mobile application.

You can check Microsoft’s online system requirements for Office. These requirements also apply to Exchange Online. If you have additional questions, please contact the IT Service Desk via online Self Service, or by phone at 614-688-4357 (HELP).  If you run into any issues after the date of your migration, please also feel free to contact the CON IT team at con-it@osu.edu.

 

Flash Friday recap: Remote Access and Network Drives in the CON

In the College of Nursing’s latest Flash Friday, Erik Yarberry from the CON IT department explained in easy-to-understand language how he keeps us securely connected with each other and with our data.  He answered the following questions:
~ How do VPN and the Remote Desktop really work?
~ What are the differences between our CON network drives? Which ones can I access and when?
~ Why can’t I keep things on my own desktop on Remote Desktop? Why shouldn’t I keep a bunch of files and folders on my own computer desktop?
~ How does Duo work?

If you missed his half-hour webinar, you can view the recording online.

He displayed a pair of great side-by-side diagrams illustrating the difference between our Remote Desktop and VPN.  Here they are!

Remote Desktop Server Overview

VPN Overview

Creating Flashcards on H5P

The previous blog entry showed how to make a basic accordion style review tool on H5P. This entry will teach you how to use H5P to create online flashcards. The online flashcard tool is a great way to present a large amount of study material, as long as the material requires only a brief explanation or rationale. The process is a bit more complex than the accordion style list, but the outcome is much more customizable. Below is an example flashcard set to study commonly used medical abbreviations. Most of these cards are simply text on both sides. Cards 3 and 4 give examples of how to use audio and image clues on a flashcard set.

To create a flashcard set, start at the H5P content screen (you will need to create a free account) and select “dialog cards” from the drop down menu.

These first dialogue boxes will set the title for your project, the title that appears at the top of the card pile, and the general instructions for the card pile.

The first dialogue box for your card will determine what shows on the front of the card. The second dialogue box shows what will appear on the back of your card. Initially, you will only have one blank card. To add more cards, you must click the blue “add dialog” button on the left menu.

Card 3 is unique in that I added an audio clue to the card. To do this, scroll down until you see the section for “audio files” then click on the grey rectangle to upload your audio file. You can upload audio files with a URL or from uploading a saved MP3 from your computer. It’s also possible to record your own audio files to upload. It’s important to be aware of any copyrights your file may have, and to cite them properly. Citations will appear in the “Rights of Use” button on your flashcard set.

Card 4 is unique because it has a visual clue that appears on the card (images will appear on the front and back of the card). Images are uploaded just like audio files, except you will upload images under the “image” section. Just like audio files, be aware of the copyrights your image may have and cite them properly.

At the bottom of the page you will have the option to further edit actions and behaviors of the card deck. For this tutorial I left those options as default, but I encourage you to play with them and contact CON IT for any additional assistance you may need. You will also have the option of editing what buttons will appear on the final flash card deck. Once you are satisfied with your flashcard deck, click the pink “save” button. If you followed the directions posted here, you should end up with a deck identical to the one at the top of this blog post. For help configuring your deck, or assistance in implementing flashcards in your classes or study groups, please contact CON IT for additional assistance.

 

 

An Introduction to Using H5P

In this post, I will show you how to create an accordion list, one of the many tools on H5P. Below is an example I created of an accordion to review physiology. In this example, the student is presented with a question  to consider, and then the student can double check their answer by clicking on the accordion to reveal more information. One of the benefits of an accordion list is that it can organize and present broad answers with a lot of information. Accordion lists can be embedded into Carmen to condense large chunks of information and can be given to students as an assignment to complete or as a study guide. Accordion lists are especially useful in organizing long blocks of text into digestible pieces of information, as in complicated assignment instructions or longer discussion postings. Please try out the interactive accordion below:

The creation of an accordion list is quite simple. Follow this link  to get to H5P’s content creation page (you will also need to create a free account). Once there, click on the bar in the center of the page labeled “select content type,” and “accordion” will be the first choice. After selecting “accordion” and clicking the blue “use” button, you will be presented with a blank template. In the image below I have given the list the title “Physiology Review.” The current template has one blank form. To create a second blank form, you will need to hit the blue “add panel” button (circled in red).

The following images shows how I filled out the forms to create the interactive example at the top of the page (click on the image for a larger view):

Following these steps will create an accordion list identical to the one you see at the top of this blog post. All that’s left is to finalize the list at the bottom of the page:

 

If you want to add more content, you can continue to add more panels by clicking the blue “add panel” button. If you want to edit the display buttons on your accordion list, you can do so with the check boxes. If you are finished and want to see the completed list, click the pink “save” button.

Saving will take you to a finalized version of your accordion list. If you want to make edits to your list, you can do so by clicking the “edit” button. If you want to download a copy of your list or get the embed code, you can do so by clicking the respective buttons. If you don’t want the option to have download or embed buttons, you can remove them by deselecting the check boxes on the previous screen. For assistance using the H5P accordion list in your classroom, please contact the CON IT Department for support.

Citing media from digital resources

This post will provide a walk-through for citing digital media using the American Psychological Association (APA) format. This is the most common citation style for scientific papers. Proper citation is important in that it gives credit to the original authors and owners of referenced works, and it gives readers of your paper a way to research and verify the sources that you used.

  • Citing a Video Link:

Example:

Citation:

In-Text Citations:

The video should be referenced in the text, like this:

“The OSU marching band put on an amazing halftime show (the Lantern, 2012).”

or

“The Lantern (2012) highlights the skill of the OSU marching band.”

  • Citing an Image/Graph/Chart:

The image should have a caption that includes:

  1. The word Figure (with a capital letter and in italics)
  2. A number (starting with 1, increasing in numerical order with each new figure)
  3. A title for the figure or brief description of the work
  4. The owner and publication date in parenthesis

Example:

Figure 1. Ohio State Buckeyes Logo (Buckeyes1186, 2013)

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Citation:

In text citation:

The figure should be referenced in the text, like this:

“As Figure 1 shows, OSU has the best school logo.”

  • Citing a Table

The table should have the following information:

Above the table:

Include the word Table with its number next to it (starting at 1) and a title which describes the contents of the table. Title should be in italics and capitalized in sentence case.

Below the table:

A table should be able to be understood on its own, even outside of the context of the rest of the paper. A note under the table can be used to provide extra information and context.

Example:

Citation:

In-text citation:

The table should be referenced in the text, like this:

“As shown in Table 1, I assume you will have a perfect understanding of APA formatting after reading this post.”

  • Additional Tips:

Some web resources may choose to include their reference list without the usual APA-style hanging indent because hanging indents will not display correctly on certain blogs and web platforms (See an example).  The reference entries you see above are image files intended to demonstrate how hanging indent should display in APA style.

It is important to be aware of the ownership rights of media you choose to replicate. Some sources of free use images are:

When in Doubt, Don’t Click! Avoid Email Phishing Attempts

You have probably been told in the past not to click links in emails from unknown sources, and you probably follow that rule to the letter.  Phishing attempts become more legitimate-looking every day.

When thinking about whether to click on a link, please remember these basic rules (explained in more detail in this Wired.com article):

  1. Always think twice before clicking a link in an email
  2. Consider the source (first, look at who sent the email, then hover over the link– but don’t click!– and see if the link leads to a website you recognize and trust)
  3. Report phishing attempts, or suspected attempts, to report-phish@osu.edu

Some recent items we have noticed in phishing attempts include the following:

  • Email addresses that look like OSU emails, but if you search the names at osu.edu/findpeople, no results will come up
  • Use of OSU logos, legitimate-looking email layouts, and legitimate email addresses/websites listed under the signature or in the header
  • Simple-looking emails that ask you to click a link to “validate” or “secure” your email, storage, or other information
  • Emails that look like they are written by a friend/colleague but with unknown email addresses or referring to a conversation you never had

Below are some recent examples that faculty and staff at the College of Nursing have reported.  Click on the image to view it full-size.

Examples of Recent Phishing Emails

This email has been flagged by the administrator as a possible phishing attempt (red flag #1), and if you hover over the link without clicking, you’ll see it does not go to a osu.edu webpage. Also please note the convincing-looking signature line, and the very suspicious line above this assuring you that it is legitimate.

See that the link above does not lead to my.osu.edu, and note the grammatical errors in the email.

The above email contains a link that does not lead to a osu.edu page.  It also contains questionable grammar such as “All staffs and students” and “portal to access the below”.

The link in the above email does not seem legitimate, and the “From” line of the email seems odd too, as it does not have an email address but only a name. I looked up the sender below for more information.

It turns out, the “sender” is a real OSU employee, but if you notice in the original email, the “From” box has a comma between last name and first and in the center of the email the comma is missing. If you do not know the sender or you are not expecting an email from them, assume this is a phishing attempt.

Sometimes it helps to do a Google Search or a “Find People” search on the sender of an email. Above is what I found out about “Wilhem Veen,” a name which appeared numerous times above.

 

Thanks for reading! Please remember to always consider the source and hover over links before clicking them. When in doubt, don’t click! Forward any suspicious emails to report-phish@osu.edu

 

 

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Office 365 for Personal Computers

The Office of the Chief Information Officer (OCIO) is rolling out Office 365 for faculty and staff on July 25, 2017. The following products will be available as part of the phase one release:

  • Office 365 ProPlus – Mac/PC Licenses for full Office installs; enables Mobile Office
  • Office Online – Work in the cloud using Word, Excel, PowerPoint, OneNote, and PDF documents in your web browser
  • OneDrive for Business – One (1) terabyte of cloud storage; needed for Office Online
  • Sway – Easily create engaging, interactive, web-based reports and presentations
  • Forms – Quizzing function available through Office 365
  • Planner – Create new plans, build a team, assign tasks, and update status in a few easy steps
  • Delve – Discover current information likely to be most interesting to you across Office 365

To get started with Office 365 for faculty and staff, refer to the Office 365 Employees article as well as the FAQ for employees on Office 365. For information on the data that can and cannot be placed in OneDrive for Business, consult the Ohio State Institutional Data Policy.To access Office 365, use the office365.osu.edu webpage.

To log in, click the ‘Faculty/Staff’ button and use your lastname.#@osu.edu and password. If you are a student as well as a university employee, you will have two Office 365 accounts: for one, you will use your lastname.#@osu.edu to log in, and you will use your lastname.#@buckeyemail.osu.edu to log in to the other. It is important to note that if an employee is also a student, they will have two separate and unique accounts, one for employee work and one for student work. They must log into each separately.

To install Office 365, refer to the Installation of Office for Windows/Mac for Employees Knowledge Base article. Note: Office 365 should NOT be installed on any Ohio State-managed equipment. Employees must contact their local IT before attempting an installation on university managed computers.

Cybersecurity Part 3: Educate Yourself About Web Addresses

In our first two posts about Cybersecurity, we defined different threats and discussed what the College of Nursing IT department does, as well as what you can do, to protect our data at the College of Nursing.  This post will go over some additional information about reading website addresses that will help you to be safer when browsing the web.

Below in black/blue/red/green you can see the full web address of the RN to BSN program introduction on the CON website.  You will notice four distinct parts of the address. Below, we will go over those parts of the web address.

Http(s): The letters “http” ahead of a website signify the Hypertext Transfer Protocol, and the “S” added here indicates that the connection is encrypted (or, coded to keep unauthorized viewers from seeing the information being transferred).

Domain: The domain name is the name of the website that you are accessing. In the case above, nursing.osu.edu is the domain name of the College of Nursing.  All of the subsequent pages that you can reach from the College of Nursing’s website are “nested” into this domain.  In this particular case, nursing.osu.edu is connected to the overall osu.edu domain which you can reach by clicking the link at the very top of the page.  In much the same way that books have chapters with sub sections, the larger “osu.edu” domain connects to the smaller “nursing.osu.edu” domain which has many pages attached to it.

Extension: The extension tells us what kind of website we are accessing.  In this case, the “.edu” extension indicates that this is a higher educational institution.  Other common domain names are listed on this Wikipedia page.  It’s good to be familiar with the most used extensions, because in recent years, fake websites have popped up that may lead you to think they are legitimate. For example, the real website for the ABC News television station is abcnews.go.com.  Recently, a fake site popped up with the web address abcnews.go.co* (notice this site ends with “.co” instead of the usual “.com”) that mimicked the real website quite convincingly.

Path: The series of words with forward slashes that follow the website extension tell your computer where to look in the domain of the website– this is basically a nested series of pages. So, in the example above, the RN to BSN program introduction connects to the undergraduate program overview page which can be found on the academic program page.

Now that you know the basic elements of a web address, try paying attention to the addresses that common links take you to.  Whenever you see a domain name that seems off (like “gooogle.com” for instance), an extension you don’t recognize such as “.co”, or you don’t trust the provider of the link, DON’T CLICK!  You can find some helpful hints from these pages as well:

How to Spot a Fake Website

Reading Web Addresses

 

*For those of you who are now terrified of clicking on a bad link, we’re glad you’re paying attention! The link above to the fake ABC website will just take you to a Wikipedia page describing the site, so feel free to check it out this time.

 

 

BuckeyePass (Duo Multi-Factor Authentication) coming to the College of Nursing

Multi-factor authentication adds a second layer of security that combines something you know (like your password) with something you have (a mobile device or phone). With just a few changes, users can take advantage of the new security measures now when authenticating to the CON VPN (known sometimes as NetExtender or SonicWall). Both single-factor and multi-factor authentication methods will be available until May 5, so now is a great time to try it out and work through any issues before the old method of logging in is no longer available.

Why:

Passwords alone are no longer secure enough to protect certain kinds of data. Increased phishing attacks against higher-educational institutions, increases in identity theft crimes, and data breaches on other websites where usernames and passwords may have become exposed all contribute to the need for multi-factor authentication. Attackers will no longer be able to access sensitive information with just a stolen password.

When:

The new, multi-factor VPN is already active and available for use. The existing, single-factor VPN will remain active until May 5th, 2017. Faculty, staff, and students connecting to the VPN will need to use the address vpn.nursing.osu.edu.

The Remote Desktop Server will begin requiring Duo authentication on the same day.

How:

Most faculty and staff have already activated their Duo account, as it is required to log into Employee Self-Service. If you have not already, please click here for more information on how to register and activate. If you need assistance, please call (614) 688-HELP.

https://buckeyepass.osu.edu/

Once you have activated, you will need to set up a new connection in your NetExtender or SonicWall Mobile Connect application. For more detailed instructions, click here.

There is a general Panopto tutorial here.

Quick Guide: Leaving Classrooms After Class

For the purposes of saving energy and money, we ask that all instructors turn off classroom projectors when you are finished using them.  Of course, if you know the next instructor is outside waiting, feel free to keep the projector on. If you know the next class won’t be using the projector for 20-30 minutes or later, please turn off the projector. 

 

Below are instructions for turning off the classroom systems. Please note that pushing the “mute display” button on the control screen will cause the projector to project a black image and will still use up some of the bulb’s life. (For most of our projectors, the bulbs run around $300 each. In the case of room 172, the bulb is around $800.)  Thus, when you leave the classroom for more than a few minutes, it’s much better for the system to turn the projector all the way off rather than muting it.

 

1) Wave your hand by the touch screen on the lectern. The little dot my finger is pointing at the motion sensor that will turn on the touch screen for you.

2) Press the System Off button.

 

3) When asked if you are sure you want to turn the system off, press on the Power Down button.

 

Here and there the Power Down button may not work exactly as intended and the projector will stay on. If that’s the case, please let us know at con-it@osu.edu and we can take a look.

 

If you are coming into a classroom and wanting to turn the projector on, first make sure that the computer is on by looking under the monitor and checking for the lime green light:

If the computer is not on, you can turn it on by pressing the green button once. The machine may take a few minutes to start up.  Again, wave your hand in front of the sensor and the touch screen should turn on. You can use the touch screen to turn on the projector as well as changing the input (from the classroom computer to a laptop, for example).

Please let us know if you have any questions about using the classroom computers, turning on/off the projectors, etc.  Also, please remember to lock the classroom doors when you leave.