OIT News – April 2011

OIT News

Monthly news briefs, information and announcements
Office of Information Technology, NC State University
Issue 42, April 2011

Follow OIT on Twitter @NCStateOIT
For up-to-the minute reports on OIT systems, see SysNews
For help with computing problems, contact the NC State Help Desk

01: University to send P2P copyright infringement notifications on wireless network
02: N
ew campus voice mail system coming May 3
03: Migration of faculty and staff email accounts to Google Apps continues
04: OIT to reduce campus phone charges through fiscal year 2015
05: OIT managed desktop environment transition continues
06: NC State Help Desk to change operating hours

07: VMware infrastructure services available
08: OIT to implement security changes to WRAP authentication page 
09: Certification of security access to Human Resources and Financial systems due April 29
NC State to host free electronic recycling and paper shredding event on April 20
11: OIT Lunch & Learns: “Sustainability at NC State,” “James B. Hunt Library,” “iPads in Education” and “GoLinks”
12: SAR training sessions scheduled
13: Update your Web browser and other software on your PC

01: University to send P2P copyright infringement notifications on wireless network
At the end of spring semester 2011, NC State University will begin forwarding notifications regarding purported peer-to-peer (P2P) copyright violations on the campus Nomad wireless network to alleged offenders.  

NC State is required by the Higher Education Opportunity Act (HEOA) of 2008 and the Digital Millennium Copyright Act (DMCA) of 1998 to implement procedures, including technology-based deterrents, to prevent unauthorized distribution of copyrighted material (music, movies, videos, games, software, books, and other files) via P2P applications or other means. The university currently receives monthly more than 300 P2P DMCA notifications from various copyright holders.

Incidents will be automatically referred to appropriate campus officials in Student Conduct or Employee Relations, and steps will be taken to help individuals stop unauthorized downloading or distribution of copyrighted materials. Repeated copyright violations may result in disciplinary actions at the university for a student or an employee and may serve as evidence in court. Offenders can also be subjected to civil and criminal penalties for copyright infringement.

In order to both protect and inform campus network users, the university is investigating ways to provide more proactive warnings to individuals regarding P2P activity for which they can be held liable. These improvements are expected to be piloted in fall 2011.

For more information about copyright infringement, including civil and criminal penalties, please visit the U.S. Copyright Office website and its FAQs Web page.

To learn more about P2P file sharing, visit NC State’s Peer-to-Peer File Sharing website. For assistance with removing P2P file sharing applications and copyright infringing materials, contact the NC State Help Desk at 515-HELP(4357).

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02: New campus voice mail system coming May 3

Due to a large volume of customer inquiries within the past week, OIT Communication Technologies (ComTech) is postponing the April 14 deployment of Cisco Unity Connection, the new campus voice mail system. This will allow more time for users to set up their new voice mail accounts and ComTech to implement other requested changes to voice mail accounts.

The new system will be active for all main campus and College of Veterinary Medicine (CVM) Research Building users on Tuesday, May 3 and for the remainder of CVM voice mail users shortly thereafter.

Setting up your voice mail account:

·      Please set up your new voice mail account before Friday, April 29 in order to access your voice mail messages in the new system.

·      For detailed instructions, see Setting up Your Voice mail.


·       A replacement for the aging campus Octel voice mail system, Cisco Unity Connection will consolidate the voice mail systems of Main Campus and CVM into one highly-resilient, feature-rich system.

·       In addition to the traditional telephone interface, the new voice mail system will offer you Unified Messaging, the ability to access your voice mail via an email client.
CAUTION: If you choose to use this service, then the NC State central email archiving and retention service will archive your voice mail. No one, including administrative personnel, can alter or remove archived voice mail messages until the 10-year data retention period ends. For more information, visit the Voice Mail Archiving at NC State Web page.

Accessing your voice mail:

·       New voice mail. When the new voice mail system is activated, you will be able to access your voice mail messages by calling 512-MAIL(6245).

·      Old voice mail. You will be able to access old messages stored on the Octel voice mail system for 30 days after the new system is activated. Afterwards, on Thursday, June 2, the Octel voice mail system will be decommissioned, and all messages deleted. Detailed information on how to access your old messages will be available on the Voice mail website soon. You will not be able to forward old voice mail messages to the new system.


·       For help or additional information, please send an email to voicemail@ncsu.edu.

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03: Migration of faculty and staff email accounts to Google Apps continues
The Next Generation (NexGen) team continues moving forward with plans to migrate all faculty and staff email accounts to Google Apps Education Edition. The team has already moved student email accounts to Google Apps, with the final student migrations completed last fall. Two major phases remain: the migration of the remainder of faculty and staff accounts on Unity/Webmail and the migration of user accounts on the WolfWise/GroupWise email system.

The NexGen team plans to migrate the email accounts of those faculty and staff still using Unity/Webmail by the end of June. Approximately 1,000 employee accounts were recently moved from Unity/Webmail to Google Apps, and the 13,000 users still on the Unity/Webmail system will be receiving information shortly on their account migration to Google Apps.


WolfWise/GroupWise users will be the last set of customers to move to the new environment. OIT has tested and is procuring software that will aid in the migration of email, calendars and address books to Google Apps @ NC State. Once OIT obtains the software and completes final testing, OIT will select a subset of WolfWise/GroupWise users to migrate early. Upon successful completion of these pilot groups, OIT will develop a more detailed timeline for moving the rest of the WolfWise/GroupWise accounts. 


In the near future, OIT will provide demonstrations and training on Google Apps @ NC State, as well as provide targeted information to specific groups of customers as they get closer to their migration date.

For information on the migration or how to use Google Apps, visit the Google Apps @ NC State website. For more information on the NexGen charge, see the NexGen website.

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04: OIT to reduce campus phone charges through fiscal year 2015
The Office of Finance and Business and the Office of the Provost have partnered with OIT to fund the second phase of the campus Internet protocol (IP) telephony initiative. As a result, OIT is in a unique position to pass along cost savings associated with the project sooner than previously anticipated.

Effective July 1, 2011, OIT will reduce the monthly phone rate from $9 per line to $7 per line. This rate will stay in effect through fiscal year 2015. The rate for fiscal year 2016 is anticipated to increase to $8 per line as a result of expected software licensing increases.

OIT also does not anticipate an increase in the data or infrastructure rate for fiscal year 2012. Beginning in fiscal year 2013, however, OIT will pursue a rate increase to fund life-cycle replacement of critical data network equipment.

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05: OIT managed desktop environment transition continues
The Office of Information Technology continues to develop a new managed desktop environment that will replace the current Novell-based environment used by 3,000 NC State employees.

The new environment will enhance OIT’s ability to manage and support client workstations at scale. It will be based on Windows Active Directory and will use Windows 7 as a workstation operating system. OIT has completed the deployment of the KBox automated asset management system on current client machines and is preparing the managed desktop service level agreements (SLAs) for the 2011-2012 fiscal year.

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06: NC State Help Desk to change operating hours
Effective Monday, May 16, the regular operating hours of the NC State Help Desk will be 8 a.m. to 5 p.m. Monday through Friday. The Help Desk is closed on weekends and during normal university holidays.

This change does not affect the operating hours of the Walk-In Center in Room 101 of the West Dunn Building. The Walk-in Center is open from 8 a.m. to 7 p.m. Monday through Friday and from noon to 5 p.m. on Saturday. The Walk-in Center is closed on Sunday and during university holidays.

In addition to changing its operating hours, the Help Desk is reorganizing its business operations to better respond to campus support needs. For more information about the organizational changes, visit About Technology Support Services website.

For more information or for help, please contact the NC State Help Desk at help@ncsu.edu or 515-HELP (4357). 

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07: VMware infrastructure services available
OIT and Information Technology and Engineering Computer Services (ITECS) have partnered to create a combined VMware infrastructure service for IT support groups on campus. The service provides customers with reliable virtual machine hosting of leased virtual resources to run their dedicated system images. Using VMware virtualization, both OIT and ITECS have realized significant cost savings through smaller data center and server room footprints and reduced hardware management time. For more information or to request this service, visit the VMware Infrastructure Services Web page.

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08: OIT to implement security changes to WRAP authentication page

Effective Friday, April 15, campus users will see changes to the familiar WRAP authentication page. WRAP provides a reliable means for users to log in once to access multiple university-secured Web pages.

To make it difficult for phishing attackers to “spoof” or “fake” the NC State WRAP page, OIT is adding several elements to help you identify the authentic WRAP page. Authentication pages will now contain a dynamically-generated security image that displays the correct time, security certificate information, and your IP address. You should verify that the security image is displaying all of this information correctly before entering your password.

If any of the security checks fail, you will see an image, such as a stop sign or caution sign, with instructions to type in the main WRAP authentication Web address, https://webauth.ncsu.edu, to verify a safe login with the proper security image.

For more information or to view an example of the security image, visit https://webauth.ncsu.edu/wrap/whatisthis.html. If you have questions, please contact the NC State Help Desk at 515-HELP(4357) or via email at help@ncsu.edu.

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09: Certification of security access to Human Resources and Financial systems due April 29
OIT Security and Compliance is requesting campus deans and vice chancellors to review and certify their staff’s security access to the Human Resources and Financial systems by Friday, April 29. The University Data Management Procedures require each dean and vice chancellor semi-annually (usually in April and October) to review his or her staff’s security access to university computer systems and to annually check that staff security profiles have been certified.

Deans and vice chancellors can review their staff’s security access to the Human Resources and Financial systems via the MyPack Portal. In the Portal, select the For Faculty and Staff tab, Security Access – SAR and then Security Reports. The Security Reports show both active and inactive employees who are currently assigned to their department/OUC and have access to the system. The Web Security Exception Report displays both active and inactive individuals who are not employed in a dean or vice chancellor’s department/OUC, but who have security access to department records. The exception report, however, is only available to SAR Division-Level Approvers. If you have any questions, please contact the NC State Help Desk at 515-HELP(4357) or via email at help@ncsu.edu.

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10: NC State to host free electronic recycling and paper shredding event on April 20
NC State will hold its spring e-waste recycling and paper shredding event from 10 a.m. to 2 p.m. on Wednesday, April 20 on Centennial Campus at the corner of Partners Way and Main Campus Drive.

Aimed at raising awareness on the toxicity electronics pose in landfills, this free event is sponsored by Waste Reduction and Recycling (WRR), Synergy Recycling, Shimar Recycling, and the Centennial Campus Partnership. Bring all of your unusable personal electronics to recycle including the following:

  • Computers, laptops, mainframes and monitors (CRTs and flat screens)
  • Telephones, cell phones and telephone systems
  • Fax machines, office equipment, printers and copiers
  • Banking, financial and medical equipment
  • Electronic circuit boards and components
  • Stereo equipment, games, PDAs, rechargeable batteries, CDs and DVDs
  • Televisions (There is a $5 fee per television.)

NOTE: All university-owned electronics must be sent to Materials Support Surplus.

There also will be free and secure paper shredding services available for the campus and surrounding communities with a limit of up to eight boxes (not to exceed 50 pounds each) per organization or person. For more information, visit the NC State Recycles website.

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11: OIT Lunch & Learns: “Sustainability at NC State,” “James B. Hunt Library,” “iPads in Education” and “GoLinks”

OIT’s Brown Bag Lunch and Learn series will present the following upcoming workshops:

  • “Sustainability at NC State – Reduce your Pawprint!” will be held from noon to 1 p.m. on Thursday, April 21 (Earth Day Eve) in 216 Scott Hall. Lindsay Batchelor, program coordinator for the University Sustainability Office, will talk about what NC State is doing to move forward as a leader in sustainability and how you can get involved in efforts on campus and in the community. The presentation will end with a short video, and a question and discussion session will follow. To register for this workshop, visit Classmate.
  • The “James B. Hunt Library” presentation will be held from noon to 1 p.m. on Wednesday, April 27 in 216 Scott Hall. Honora Eskridge, director of Centennial Campus Research Services, will share floor plans and architectural renderings of the building, which is currently under construction and slated to open on Centennial Campus in January of 2013. Located on the academic oval, the building will be an intellectual and social forum for the campus community, showcasing the latest technologies and research achievements of the university. In addition to a state-of-the-art Automated Book Delivery System (ABDS), the Hunt Library will include virtual browsing, video-conferencing, on-line room scheduling, collaborative projection, whiteboards, video walls, and technology-enabled furniture. In the design of this landmark building, NC State seeks to create the best learning and collaborative space in the country. To register, visit Classmate.
  • “iPads in Education” will be held from noon to 1 p.m. on Wednesday, May 18 in 417 Poe Hall.
    Nathan Stevens of the College of Education Media Center and Adam Rogers of NCSU Libraries will discuss how their organizations are utilizing iPad lending initiatives, how students are using iPads, and how faculty might integrate them in their classrooms. If you don’t own or have access to an iPad or iPad 2, you can try one during this session. If you do have one, bring it along! To register for this workshop, visit Classmate.
  • “GoLinks: NC State-branded Shortened URLs” will be held from noon to 1 p.m. on Wednesday, May 25 in 216 Scott Hall. With GoLinks, university employees can create a short, memorable link that begins with http://go.ncsu.edu and redirects to a longer URL. Once created, the target of a GoLink can be changed without having to change the GoLink itself.Nick Young of OIT Outreach, Communications and Consulting will explain how to create both customized and random GoLinks and how GoLinks might be used to track usage and effectiveness of your communications. To register for this workshop, visit Classmate.

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12: SAR training sessions scheduled
Security Access Request (SAR) training for campus requestors and approvers of access to secured university data will be held from 9:30 a.m. to noon on Tuesday, May 10 and on Tuesday, June 7 in ITTC Lab 2 of D.H. Hill Library. Please visit Classmate to view available classes and to sign up for training.

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13: Update your Web browser and other software on your PC
Your Web browser is a primary way for your computer to get infected with viruses and other malware. Web browsers are widely used to distribute third-party software programs, and hackers often use either Web browsers or plug-ins to exploit software vulnerabilities.

To safeguard your Web browser and software programs, OIT Security and Compliance recommends the following tips:

  • Make sure you accept all automatic updates suggested by your browser software vendor. These are often security fixes. “Automatic software updates” is usually the default setting for the latest browsers.
  • Make sure that your Web browsers are at least at the following (or later stable) version level: Microsoft Internet Explorer Release 7 or 8 (Versions before Release 7 are particularly vulnerable to attacks and should be updated immediately.), Mozilla Firefox Version 3.6 or 4.0, Apple Safari 5.0 and Google Chrome 10.0.
  • Check for current security updates for these popular software products, which are particular targets for hackers: Adobe Acrobat (and Reader), Adobe Flash, Apple Quicktime, and Sun Java (You should consult with your system administrator before updating to a new release of Java.)
  • Think twice before clicking on a browser plug-in because it might be from a hacker! Make sure that your browser plug-ins are up-to-date. Qualys offers a website that performs a quick check on your browser to help you identify common security issues. You will need to run Qualys BrowserCheck from each of the browsers you have installed.
  • Get a free version of Secunia Personal Software Inspector, which detects and installs missing security patches for your PC.
  • Use Microsoft Update to update your security fixes in Microsoft software (including Internet Explorer). Please check with your systems administrator before turning on automatic updates via Microsoft Update. However, all critical Microsoft security patches should be applied for safety reasons.

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For help with computing at NC State, visit the NC State Help Desk website, phone 515-HELP (4357), or visit Room 101, West Dunn Building.

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