Post COVID-19 - RETURN TO CAMPUS communication

Coming Back to the Office? Here are a few things to consider and a few steps you can take to address some of these considerations.

Prior to joining any UTexas Network:

If your machine is not managed by CNS IT, please consider asking CNS IT to set it up for management. This reduces your need to "harden" your system(s) to meet the minimum requirements needed to navigate the UT network. You can also start by installing our Nessus Agent (so just curious, is there a particular reason to put these on Box? I can and dont mind, but the installers are available here: https://security.utexas.edu/nessus-agents#automating-deployment.This app sends user and system vulnerability information to the campus Information Security Office. It also helps identify any systems that might need extra attention to ensure they are not compromised or suffer ransomware attacks while on the UT network. If you are using a personal machine, we advise that you work with your department to obtain a University-owned device. If you are an instructor, you may request a system from CNS-IT via our help form: https://cns.utexas.edu/help. Please note that this is limited to one machine per requestor. The system is replaced every 4-5 years depending on the state of the system.

Joining any UTexas Network:

• Wireless Networks:

If you have been out of campus for a while, chances are you probably need to reconnect to the utexas wireless network. Steps to connect to the network are here: Connect to utexas Wireless Network

• Wired Networks:

Some buildings have now employed what is called General Networks. This service acts similar to wireless in that it requires that you sign in with your EID. Once this process is completed, your system is then inventoried against your EID.

Mac: Connecting to General Networks: macOS

Windows: Connecting to General Networks: Windows

Alternatively, every port activation now requires that you identify details for the machine to be connected. Please be sure to supply everything from the list below when submitting a port activation request.

• EID of PI or Responsible Owner of device:

• Department: 

• Building:

• Room:

• Wall port:

• Type of device (computer, phone, printer, instrument, microscope, etc):

• Operating system:

• UT Tag if available:

• MAC address:

• Are other devices connecting to it (if so please detail):

• Do you need remote access from on/off campus to this system:

• Is this for research or administrative use:

• If this is a computer, will this be dedicated to a single-user, multi-user, or will it not have a defined user?:

This detail should be sent to help@cns.utexas.edu

Hardware Replacements:

ATTENTION: Please note there are significant manufacturing delays with technology at the moment so the sooner you get your order/request in, the better your chances are at having that system up and running for Fall 2021.

Is your hardware older than 6 years? Consider a hardware replacement!

• Instructional Staff: If you are instructional staff, feel free to request a complete system from CNS IT. The department handles funds supplied by the Dean’s Office to address undergraduate instructional needs.

• Departmental Staff: If you wish to replace your system, please initiate the process with a deployment survey to make sure you get something that will handle your needs for the next 4-5yrs.

University Data:

Employees should make an effort to utilize UTBox (https://utexas.box.com) to store all University Data. There are so many benefits that can easily improve workflows and help units organize and take control of data.

• Box Training: (Select Log in with Box)

https://box.csod.com/LMS/catalog/Welcome.aspx?tab_page_id=-67&tab_id=-1

• Benefits of using UTBox:

1. Access it anywhere– save a PowerPoint in your office and then open it in the classroom, library, coffee shop, home, airport, hotel, or conference center.
2. Use it on multiple devices– save files on your desktop and open them later on your laptop, tablet, or smartphone.
3. Work across platforms– sync up a to-do list from a Windows machine and modify it on a Blackberry, Mac, Linux, iPhone, or Android device.
4. You decide what to sync– unlike Dropbox, Box lets you decide which folders automatically sync to your various clients.
5. The app is optional– if the computer doesn’t have Box installed, simply access your files from a browser.
6. It’s good to share– set up a folder that is accessible by a specific set of Box accounts. Try this with students, colleagues, committee members, co-authors, family, or other groups.
7. Make items public– create a folder that is available to anyone who has the link; you can even link to an item from a course website (here’s an example).
8. "Back up" essential files– everything you save in a synced Box folder is automatically copied, not only to “the cloud” but also to other devices connected to your account.
9. Keep files in sync– always have your most recent to-do list or browser bookmarks. Every device will show the latest file updates you made on other devices.
10. One less thing to forget– become less reliant on that USB flash drive or portable hard drive.
11. We have a history– my files have a “version history” (not true for Free Personal Accounts). When I replace a file in a directory, the previous version is filed away and I can recall it later.
12. It's FREE– The University of Texas at Austin has purchased an enterprise Box account. Currently, the service is considered a common good so as long as you are affiliated with UT, you have full access to the service. There is a file upload limit of 15GB but very few files ever hit that size.

Alternative to UTBox: Microsoft OneDrive: 

• https://office365.utexas.edu/onedrive
• Perfect for Administrators and Departments that depends on Office365 products like email/calendar and Teams!

Backups:

Every UT employee should make the effort to ensure they have a backup of their critical university data. The University utilizes Code42 (UTBackup). Managed machines have the app installed but there are many factors that can prevent a backup from running. Always make sure to review whether or not you have a current backup. 

• Check status of your backup: Backup Status
• If you do not have it installed or need instructions on reactivating/signing in: Code42 CrashPlan UT Backup

Find out which macOS your system is using:

https://support.apple.com/en-us/HT201260

Steps to take with an Upgrade:

• macOS Updates and Upgrades
• Windows Updates

♦ I can't upgrade and am not in compliance. What's next?

There are certain instances that qualify for exceptions. If you feel strongly that you cannot proceed with these steps and must have an exception filed for you, please submit a ticket so that we can facilitate the process for this.

TICKET: https://cns.utexas.edu/help