OIT News

OIT News

Office of Information Technology

Staff Technology News: Tips on Working Remotely

April 8th, 2020 by OIT News

Distributed via email to staff on 4-8-2020.

Staff Technology News (photo of dog in lap of man at computer)

We each have our individual challenges working from home- such as Annabelle who lives with a Rice OIT staff member. We hope you will find these resources helpful.

We Are Here For You

The Office of Information Technology is committed to supporting the university as many of us adjust to teaching, learning, and working remotely. Below are some of the tools and resources available to connect us and enable us to continue operations. If you are experiencing issues or need assistance, contact the OIT Help Desk.

Support

You can call Help Desk staff from 7:00 a.m. – 6:00 p.m., Monday – Friday at 713-348-HELP (4357). Walk-in services have been suspended. You may also submit a request by completing our online help form or sending an email. Or look for the answer to your question by searching our KnowledgeBase.

Remote Resources

The Preparing for Remote Working page offers steps for preparing to work at home and is followed by a reference guide of functional tools, such as how to store files, how to connect to secure Rice resources, and more. Be sure to check out the Technology Guide to Remote Working as well with links to information on how to collaborate on files and best practices for working remotely.

Tools

Managing Office Phones

You can manage your office phone remotely using the features of the new VoIP phone system. Single Number Reachwill allow you to set up an additional phone number (such as your mobile phone) that will also ring when your office line is called during scheduled times (e.g. Monday through Friday, 8-5pm). Call forwardingdirects calls to voicemail or another number. Access your voicemail remotelyby calling 713-348-3000 and following the prompts.

Video Conferencing

Zoom is a collaboration and online meeting tool. Zoom License accounts (formerly called Pro accounts) are available to all Rice faculty, staff, and students. Zoom can also be used in Canvas to allow instructors to schedule online meetings within Canvas. Google Hangouts Meet is an alternate tool for virtual meetings and is accessible through the GSuite platform.

Alert: If you use Zoom, please keep it updated so you will have the latest security fixes to prevent Zoombombing and other potential privacy issues. Read more aboutZoom Meeting Privacy and Security.

Software

Staff are eligible for free and discounted softwareincluding Adobe Creative Cloud, Crashplan, Office 365, Matlab, Mathematica and more. Many of our vendors have extended the usage of our licenses to allow employees and students to be able to download the software onto their personal computer at no cost to them.

Secure Connections

Additional software may be needed to securely connect to Rice resources. Using VPN (virtual private network) securely connects your computer to the Rice network. Duo provides an extra authentication step and is required by some systems, such as VPN and Esther.

Home Network

One of the challenges of working remotely can be your home Internet service. If you are having issues, check out these helpful tips from Internet2 (Rice is a member of this collaborative research and education technology community.)

Tips for Troubleshooting Home Connectivity

Optimizing Your Home Network for Working and Learning

Security Reminder

Follow university guidelinesto protect your computer and Rice data. Keep your guard up against email scams designed to obtain your account information, especially during this crisis.

Posted in OIT Publication, Systems and Services | Comments Off on Staff Technology News: Tips on Working Remotely

Graduate Student Technology News: Tips on Working Remotely

April 8th, 2020 by OIT News

Distributed via email to graduate students on 4-8-2020.

Graduate Student Technology News (photo of dog at laptop)

We each have our individual challenges working from home- such as Banjo who lives with a Rice OIT staff member. We hope you will find these resources helpful.

We Are Here For You

The Office of Information Technology is committed to supporting the university as many of us adjust to teaching, learning, and working remotely. It is critical for you to remain connected and in communication with your instructors and other students as we finish the semester online. Below are tools and resources available to support your online experience. If you are also an instructor, see the section on remote teaching at the end of this newsletter. If you are experiencing issues or need assistance, the OIT Help Desk is available to support you.

Support

You can call Help Desk staff from 7:00 a.m. – 6:00 p.m., Monday – Friday at 713-348-HELP (4357). Walk-in services have been suspended. You may also submit a request by completing our online help form or sending an email. Or look for the answer to your question by searching our KnowledgeBase.

Remote Learning Resources

There are many resources online to support your remote learning experience. While each student may have different needs, there is a Preparing for Remote Learning checklist with considerations to prepare for and enhance your remote learning experience. The Rice University Guide to Remote Learning provides an overview of resources with step by step instructions. You may also want to view the Student Guidelines for Remote Learning for suggestions and guidelines on participating in online meetings.

Tools

Video Conferencing

Zoom is a collaboration and online meeting tool. Zoom License accounts (formerly called Pro accounts) are available to all Rice faculty, staff, and students. Zoom can also be used in Canvas to allow instructors to schedule online meetings within Canvas. Google Hangouts Meet is an alternate tool for virtual meetings and is accessible through the GSuite platform.

Alert: If you use Zoom, please keep it updated so you will have the latest security fixes to prevent Zoombombing and other potential privacy issues. Read more about Zoom Meeting Privacy and Security.

Remote Lab Access

Depending on the course, you might need to remotely login to a lab computer using virtual desktop access. You will need to install VMWare Horizon Client.

Software

Students are eligible for free and discounted software including Adobe Creative Cloud, Crashplan, Office 365, Matlab, Mathematica and more. Many of our vendors have extended the usage of our licenses to allow you to download the software onto your personal computer at no cost.

Secure Connections

Additional software may be needed to securely connect to Rice resources. Using VPN (virtual private network) securely connects your computer to the Rice network. Duo provides an extra authentication step and is required by some systems, such as VPN and Esther.

Home Internet

One of the challenges of learning remotely can be your home Internet service. If you are having issues, check out these helpful tips from Internet2, a collaborative research and education technology community that Rice belongs to.

Tips for Troubleshooting Home Connectivity

Optimizing Your Home Network for Working and Learning

Research Computing

If you already use Rice research computing resources, access remains the same since using research computing resources is done remotely. If you are interested, the Center for Research Computing staff welcomes the opportunity to support your research computing needs. CRC staff can offer advice and set up services from high-performance computing/high-throughput computing (HPC/HTC) to research virtual machines and cloud (ORION) to research data facility (RDF).

Security Reminder

Follow university guidelines to protect your computer and Rice data. Keep your guard up against email scams designed to obtain your account information, especially during this crisis.

Instructor Resources

Support

Learning Environments staff are available by phone at 713-348-4989 to help you troubleshoot and answer problems while you are teaching. Business hours are from 7:00 a.m. – 6:00 p.m., Monday – Friday but support staff members are on call in the evenings.

Remote Teaching Resources

The Preparing for Remote Teaching page has been created to help you with questions in your role as an instructor. The Remote Teaching Resources guide in Canvas offers steps for communicating with your students, creating a course in Canvas, using Zoom, securing Zoom for privacy and a number of additional functional tools, such as how to share documents, record a lecture, give a live lecture, create an assessment, and more.

Canvas

Rice’s learning management system, Canvas, is designed to manage your courses and student communications. You can find information on using Canvas in the Remote Teaching Resources module within Canvas. You can also get 24/7 support via chat or phone from within Canvas. For details, log in to Canvas and click on the Help icon. For tips and tricks, follow the Teaching and Learning with Canvas blog.

Recording Your Lectures/Lessons

There are a couple of options for recording your lessons for viewing offline or asynchronous delivery. Zoom allows for recording and works well when you are presenting to a live audience. If you wish to record your lessons in advance, Kaltura works well for this. Kaltura is a lecture capture tool and can receive multiple inputs (webcam, doc cam, etc.).

Posted in OIT Publication, Students, Systems and Services, Teaching and Tech | Comments Off on Graduate Student Technology News: Tips on Working Remotely

Undergraduate Technology News: Tips on Working Remotely

April 8th, 2020 by OIT News

Distributed via email to undergraduates on 4-8-2020.

Undergraduate Technology News (photo of two students with pets)

Since many students are home, you might see a wagging tail or hear a meow in the middle of a live class. Meet Zoom fur buddies Edison and Hanna Gratch (Hanszen ’21) on left and Rosie and Madison Morris (Sid Rich ’21) on right.

We Are Here For You

The Office of Information Technology is committed to supporting the university as many of us adjust to teaching, learning, and working remotely. It is critical for you to remain connected and in communication with your instructors and other students as we finish the semester online. Below are tools and resources available to support your online learning experience. If you are experiencing issues or need assistance, the OIT Help Desk is available to support you.

Support

You can call Help Desk staff from 7:00 a.m. – 6:00 p.m., Monday – Friday at 713-348-HELP (4357). Walk-in services have been suspended. You may also submit a request by completing our online help form or sending an email. Or look for the answer to your question by searching our KnowledgeBase.

Remote Learning Resources

A number of excellent resources are available online to support your remote learning experience. While each student may have different needs, there is a Preparing for Remote Learning checklist with considerations to prepare for and enhance your remote learning experience. The Rice University Guide to Remote Learning provides an overview of resources with step by step instructions. You may also want to view the Student Guidelines for Remote Learning for suggestions and guidelines on participating in online meetings.

Tools

Video Conferencing

Online meetings and interactions can be an excellent way to stay engaged, get help when you need it, and feel supported. Zoom is a collaboration and online meeting tool. Zoom License accounts are available to all Rice faculty, staff, and students. Your instructors may use Zoom in Canvas for online meetings. You can also use it to schedule meetings or study sessions with other students. Google Hangouts Meet is an alternate tool for virtual meetings and is accessible through the GSuite platform.

Alert: If you use Zoom, please keep it updated so you will have the latest security fixes to prevent Zoombombing and other potential privacy issues. Read more about Zoom Meeting Privacy and Security.

Remote Lab Access

Depending on the course, you might need to remotely login to a lab computer using virtual desktop access. You will need to install VMWare Horizon Client.

Software

Students are eligible for free and discounted software including Adobe Creative Cloud, Crashplan, Office 365, Matlab, Mathematica and more. Many of our vendors have extended the usage of our licenses to allow you to download the software onto your personal computer at no cost.

Secure Connections

Additional software may be needed to securely connect to Rice resources. Using VPN (virtual private network) securely connects your computer to the Rice network. Duo provides an extra authentication step and is required by some systems, such as VPN and Esther.

Home Internet

One of the challenges of learning remotely can be your home Internet service. If you are having issues, check out these helpful tips from Internet2, a collaborative research and education technology community that Rice belongs to.

Tips for Troubleshooting Home Connectivity

Optimizing Your Home Network for Working and Learning

Security Reminder

Follow university guidelines to protect your computer and Rice data. Keep your guard up against email scams designed to obtain your account information, especially during this crisis.

three students with dogs

More faces you might see on Zoom! left to right: Nanuq and Athena Chien (Jones ’21), Minnie and Alex DeAnda (Sid Rich ’21), and Hannah George (Wiess ’21) and Jasper.

Posted in OIT Publication, Students, Systems and Services | Comments Off on Undergraduate Technology News: Tips on Working Remotely

Campus Technology News for Staff, Fall 2019

October 21st, 2019 by Hanna Gratch

This message was distributed to the Rice community on October 3, 2019.

John Williams, Digital Information Accessibility Coordinator, will be offering a variety of practical workshops in October explaining how to make digital resources (such as .pdf files and videos) accessible and offering guidance on how to ensure Canvas course pages and email campaigns are usable by the entire campus community. (See Supporting Digital Access below.)

NEWS

Introducing a New Enterprise Resource Planning (ERP) System

Chris Williams was hired this summer as the new ERP Project Director and will oversee the project to implement Oracle Cloud as Rice’s new unified business system for human resource, payroll, and financial systems. Project completion is expected in the summer of 2021.

E-signatures Streamlining Campus Processes

Adobe Sign, a digital signature tool, is providing a solution for the approval of campus electronic processes. Adobe Sign has been implemented in all schools and 20 administrative departments. As adoption continues, more administrative groups will be added and digital forms and documents will continue to be developed. A notable usage example is Human Resources’ Personal Action Form (PAF), which was redesigned for digital use and has been commended for facilitating the hiring process.

Updated Registration System

This fall, new undergraduates enrolled in courses using an updated registration system that was developed in conjunction with the Office of the Registrar and Academic Advising. Students communicated the importance of being able to plan out their schedule, search by subject, keyword, course number and/or the day/time of the week. In addition, students wanted a visual representation of their schedule, links to course and instructor evaluations and other miscellaneous details about courses, all within one window. The upgraded system delivers that. All students will use the new system for spring registration.

Supporting Digital Access

Last spring, OIT hired John Williams as a Digital Information Accessibility Coordinator. He serves as an advocate for awareness and education about supporting access to electronic resources by all individuals including those with visual, auditory, motor or cognitive disabilities. In addition to offering practical advice to support Rice’s current tools and resources, John will work to improve awareness about the need for everyone to discuss accessibility with vendors when considering the purchase of any new technologies. New products should meet standards and guidelines, such as Web Content Accessibility Guidelines (WCAG) and Universal Design for Learning (UDL). By working with the Rice community and technology vendors, the goal is to ensure that Rice websites, web applications, online courses, and digital content can be understood and easily navigated by everyone. In October, John will host a series of awareness workshops.

Windows 10 Migration Reminder

The last remaining Rice-owned computers running Windows 7 must be upgraded to Windows 10 this fall as a campus information security precaution. Microsoft is discontinuing support and security updates to Windows 7 after January 14, 2020. Learn more.

SERVICES

Instructor Resources

If you are new to working with Canvas or want to learn more advanced techniques for managing your courses, a variety of training options are available (workshops, one-on-one appointments, tips blog, and online tutorials). Telephone or chat support is available for Canvas–24 hours a day, 7 days a week. For chat links and phone numbers, click on the Help icon when logged into Canvas or see this KnowledgeBase article.

If you are seeking to increase your proficiency or improve your comfort level using classroom and lab equipment, request an individual training session. If you ever need urgent technical assistance in a classroom, call 713-348-4989. (After business hours, a classroom technician will be paged to call you back and assist you over the phone.)

Research Computing

The Center for Research Computing (CRC) welcomes the opportunity to support your research computing needs. CRC staff can offer advice and set up services from high-performance computing/high-throughput computing (HPC/HTC) to research virtual machines and cloud (ORION) to research data facility (RDF).

LinkedIn Learning

Faculty and staff can subscribe to the online training resource, LinkedIn Learning (formerly Lynda Pro). An annual subscription license is $85, which will be prorated based on date of purchase. If interested, complete an OIT Help Desk ticket and provide your full name, NetID, email, fund/org and billing contact.

Adobe Creative Cloud

As part of an enterprise license agreement with Adobe, faculty and staff can use Creative Cloud applications (Photoshop, Illustrator, InDesign, and more). To learn how to set up your AdobeID and install the software on your computer, see this KnowledgeBase article.

CrashPlan: Backing Up Your Rice Computer

If you store files locally on your Rice-owned computer (laptop or desktop), it is highly recommended that you back up those files to protect against hardware malfunctions, accidental deletions, or other mishaps. CrashPlan is simple to use, highly efficient, and very secure. The annual cost of the service is around $80 per year and is payable with a Rice fund and org code. To learn more, read this CrashPlan article in the OIT Knowledgebase.

Free and Discounted Software

Faculty and staff are eligible for free or discounted software.

OIT Annual Report

Learn more about OIT’s projects and initiatives by reading the 2018-2019 OIT Annual Report.

SUPPORT

Technology Help

OIT’s Help Desk is the central point of contact for computing help and support. OIT Help Desk staff answer technical questions and route service requests to other OIT professionals. You can submit requests any time via an online form. You can also call (713-348-HELP (4357)) or drop by (Mudd 103) during office hours (Monday – Friday: 8:00 am – 5:00 pm, excluding holidays). Student consultants are also available in the evening on the first floor of Fondren Library (Sunday – Thursday: 7:00 – 11:00 pm).

Online Resources

To learn more about the Office of Information Technology’s services, go to the OIT web site, https://oit.rice.edu. For an easy-to-search source of instructions about services and tools, use the OIT KnowledgeBase at https://kb.rice.edu. Use the IT Status Page at https://status.rice.edu to check for any system outages or to subscribe to updates on specific services.

Posted in OIT Publication | Comments Off on Campus Technology News for Staff, Fall 2019

Student Tech News for Undergraduates, Fall 2019

October 21st, 2019 by Hanna Gratch

This message was distributed to the Rice community on October 3, 2019.

OIT offers computing services and resources from poster printing to troubleshooting to free/discounted software.

NEWS

Updated Registration System

This fall, new undergraduates enrolled in courses using an updated registration system that was developed in conjunction with the Office of the Registrar and Academic Advising. Students communicated the importance of being able to plan out their schedule, search by subject, keyword, course number and/or the day/time of the week. In addition, students wanted a visual representation of their schedule, links to course and instructor evaluations and other miscellaneous details about courses, all within one window. The upgraded system delivers that. All students will use the new system for spring registration.

Adobe Creative Cloud

Students can use Adobe Creative Cloud applications (Photoshop, Illustrator, InDesign, and more) on Rice computers in the labs including Fondren Library. Initially, you will need to set up an AdobeID so you can login via lab workstations to access the suite of Adobe products. Learn more.

Student Input

Last spring, an OIT service team was formed to look at the student digital experience while at Rice including registration, communication, learning management systems, classrooms, wireless, and other technological interactions. Many suggestions gathered at focus groups have already been implemented and others are in progress. If you would like to participate in the next focus group session, email ITinput@rice.edu.

SERVICES

Free and Discounted Software

Undergraduate students are eligible for free or discounted software.

Printing Posters

The Mudd Lab Operations Center has five plotters for printing posters. You can find instructions on printing in this KnowledgeBase article. OIT Help Desk staff in Mudd 103 can help you as well. The Operations Center is open Monday – Friday: 8:00 am – 2:00 pm, 3:00 – 5:00 pm. The OIT Help Desk is open Monday – Friday: 8:00 am – 5:00 pm.

The cost of printing posters is $3 per foot for plain paper and $7 per foot for glossy paper. (See also rates and locations for other OIT lab printers.) Printing charges are billed via your Esther account each month. You should review your print charges periodically looking in Esther under the Student Services tab. Once the charges are submitted, the Cashier’s office cannot adjust the balance. You can request a refund for print jobs due to a malfunction of the printer (smudges, faint toner, etc.) at the OIT Help Desk (Mudd 103) within seven days.

SUPPORT

Technology Help

OIT’s Help Desk is the central point of contact for computing help and support. OIT Help Desk staff answer technical questions and route service requests to other OIT professionals. You can submit requests any time via an online form. You can also call (713-348-HELP (4357)) or drop by (Mudd 103) during office hours (Monday – Friday: 8:00 am – 5:00 pm, excluding holidays). Student consultants are also available in the evening on the first floor of Fondren Library (Sunday – Thursday: 7:00 – 11:00 pm).

Canvas Support

At the beginning of each semester, you can take a student Canvas workshops (see the Canvas Training Center). Telephone or chat support is available for Canvas–24 hours a day, 7 days a week. For chat links and phone numbers, click on the Help icon when logged into Canvas or see this KnowledgeBase article.

Online Resources

To learn more about the Office of Information Technology’s services, go to the OIT web site, https://oit.rice.edu. For an easy-to-search source of instructions about services and tools, use the OIT KnowledgeBase at https://kb.rice.edu. Use the IT Status Page at https://status.rice.edu to check for any system outages or to subscribe to updates on specific services.

OIT Ambassadors

Each college has an OIT Ambassador to help you find the computing services you need as well as monitor your college’s lab for issues and to refill paper in the printer.

Photos of the OIT College Ambassadors

Posted in OIT Publication, Students | Comments Off on Student Tech News for Undergraduates, Fall 2019

Campus Technology News for Faculty, Fall 2019

October 21st, 2019 by Hanna Gratch

This message was distributed to the Rice community on October 3, 2019.

John Williams, Digital Information Accessibility Coordinator, will be offering a variety of practical workshops in October explaining how to make digital resources (such as .pdf files and videos) accessible and offering guidance on how to ensure Canvas course pages and email campaigns are usable by the entire campus community. (See Supporting Digital Access below.)

SERVICES

Instructor Resources

If you are new to working with Canvas or want to learn more advanced techniques for managing your courses, a variety of training options are available (workshops, one-on-one appointments, tips blog, and online tutorials). Telephone or chat support is available for Canvas–24 hours a day, 7 days a week. For chat links and phone numbers, click on the Help icon when logged into Canvas or see this KnowledgeBase article.

If you are seeking to increase your proficiency or improve your comfort level using classroom and lab equipment, request an individual training session. If you ever need urgent technical assistance in a classroom, call 713-348-4989. (After business hours, a classroom technician will be paged to call you back and assist you over the phone.)

Research Computing

The Center for Research Computing (CRC) welcomes the opportunity to support your research computing needs. CRC staff can offer advice and set up services from high-performance computing/high-throughput computing (HPC/HTC) to research virtual machines and cloud (ORION) to research data facility (RDF).

LinkedIn Learning

Faculty and staff can subscribe to the online training resource, LinkedIn Learning (formerly Lynda Pro). An annual subscription license is $85, which will be prorated based on date of purchase. If interested, complete an OIT Help Desk ticket and provide your full name, NetID, email, fund/org and billing contact.

Adobe Creative Cloud

As part of an enterprise license agreement with Adobe, faculty and staff can use Creative Cloud applications (Photoshop, Illustrator, InDesign, and more). To learn how to set up your AdobeID and install the software on your computer, see this KnowledgeBase article.

CrashPlan: Backing Up Your Rice Computer

If you store files locally on your Rice-owned computer (laptop or desktop), it is highly recommended that you back up those files to protect against hardware malfunctions, accidental deletions, or other mishaps. CrashPlan is simple to use, highly efficient, and very secure. The annual cost of the service is around $80 per year and is payable with a Rice fund and org code. To learn more, read this CrashPlan article in the OIT Knowledgebase.

Free and Discounted Software

Faculty and staff are eligible for free or discounted software.

OIT Annual Report

Learn more about OIT’s projects and initiatives by reading the 2018-2019 OIT Annual Report.

NEWS

Introducing a New Enterprise Resource Planning (ERP) System

Chris Williams was hired this summer as the new ERP Project Director and will oversee the project to implement Oracle Cloud as Rice’s new unified business system for human resource, payroll, and financial systems. Project completion is expected in the summer of 2021.

E-signatures Streamlining Campus Processes

Adobe Sign, a digital signature tool, is providing a solution for the approval of campus electronic processes. Adobe Sign has been implemented in all schools and 20 administrative departments. As adoption continues, more administrative groups will be added and digital forms and documents will continue to be developed. A notable usage example is Human Resources’ Personal Action Form (PAF), which was redesigned for digital use and has been commended for facilitating the hiring process.

Updated Registration System

This fall, new undergraduates enrolled in courses using an updated registration system that was developed in conjunction with the Office of the Registrar and Academic Advising. Students communicated the importance of being able to plan out their schedule, search by subject, keyword, course number and/or the day/time of the week. In addition, students wanted a visual representation of their schedule, links to course and instructor evaluations and other miscellaneous details about courses, all within one window. The upgraded system delivers that. All students will use the new system for spring registration.

Supporting Digital Access

Last spring, OIT hired John Williams as a Digital Information Accessibility Coordinator. He serves as an advocate for awareness and education about supporting access to electronic resources by all individuals including those with visual, auditory, motor or cognitive disabilities. In addition to offering practical advice to support Rice’s current tools and resources, John will work to improve awareness about the need for everyone to discuss accessibility with vendors when considering the purchase of any new technologies. New products should meet standards and guidelines, such as Web Content Accessibility Guidelines (WCAG) and Universal Design for Learning (UDL). By working with the Rice community and technology vendors, the goal is to ensure that Rice websites, web applications, online courses, and digital content can be understood and easily navigated by everyone. In October, John will host a series of awareness workshops.

Windows 10 Migration Reminder

The last remaining Rice-owned computers running Windows 7 must be upgraded to Windows 10 this fall as a campus information security precaution. Microsoft is discontinuing support and security updates to Windows 7 after January 14, 2020. Learn more.

SUPPORT

Technology Help

OIT’s Help Desk is the central point of contact for computing help and support. OIT Help Desk staff answer technical questions and route service requests to other OIT professionals. You can submit requests any time via an online form. You can also call (713-348-HELP (4357)) or drop by (Mudd 103) during office hours (Monday – Friday: 8:00 am – 5:00 pm, excluding holidays). Student consultants are also available in the evening on the first floor of Fondren Library (Sunday – Thursday: 7:00 – 11:00 pm).

Online Resources

To learn more about the Office of Information Technology’s services, go to the OIT web site, https://oit.rice.edu. For an easy-to-search source of instructions about services and tools, use the OIT KnowledgeBase at https://kb.rice.edu. Use the IT Status Page at https://status.rice.edu to check for any system outages or to subscribe to updates on specific services.

Posted in OIT Publication, Teaching and Tech | Comments Off on Campus Technology News for Faculty, Fall 2019

Campus Tech News for Graduate Students, Fall 2019

October 21st, 2019 by Hanna Gratch

This message was distributed to the Rice community on October 3, 2019.

OIT offers services and resources from poster printing to accessibility training to free/discounted software.

NEWS

Updated Registration System

This fall, new undergraduates enrolled in courses using an updated registration system that was developed in conjunction with the Office of the Registrar and Academic Advising. Students communicated the importance of being able to plan out their schedule, search by subject, keyword, course number and/or the day/time of the week. In addition, students wanted a visual representation of their schedule, links to course and instructor evaluations and other miscellaneous details about courses, all within one window. The upgraded system delivers that. All students will use the new system for spring registration.

Adobe Creative Cloud

Students can use Adobe Creative Cloud applications (Photoshop, Illustrator, InDesign, and more) on Rice computers in the labs including Fondren Library. Initially, you will need to set up an AdobeID so you can login via lab computers to access the suite of Adobe products. Learn more.

Supporting Digital Access

Last spring, OIT hired John Williams as a Digital Information Accessibility Coordinator. He serves as an advocate for awareness and education about supporting access to electronic resources by all individuals including those with visual, auditory, motor or cognitive disabilities. In addition to offering practical advice to support Rice’s current tools and resources, John will work to improve awareness about the need for everyone to discuss accessibility with vendors when considering the purchase of any new technologies. In October, John will be offering a variety of practical workshops explaining how to make digital resources (such as .pdf files and videos) accessible and offering guidance on how to ensure Canvas course pages and email campaigns are usable by the entire campus community.

Windows 10 Migration Reminder

The last remaining Rice-owned computers running Windows 7 must be upgraded to Windows 10 this fall as a campus information security precaution. Microsoft is discontinuing support and security updates to Windows 7 after January 14, 2020. Learn more.

SERVICES

Instructor Resources

If you are new to working with Canvas or want to learn more advanced techniques for managing your courses, a variety of training options are available (workshops, one-on-one appointments, tips blog, and online tutorials). Telephone or chat support is available for Canvas–24 hours a day, 7 days a week. For chat links and phone numbers, click on the Help icon when logged into Canvas or see this KnowledgeBase article.

If you are seeking to increase your proficiency or improve your comfort level using classroom and lab equipment, request an individual training session. If you ever need urgent technical assistance in a classroom, call 713-348-4989. (After business hours, a classroom technician will be paged to call you back and assist you over the phone.)

Research Computing

The Center for Research Computing (CRC) welcomes the opportunity to support your research computing needs. CRC staff can offer advice and set up services from high-performance computing/high-throughput computing (HPC/HTC) to research virtual machines and cloud (ORION) to research data facility (RDF).

Free and Discounted Software

Graduate students are eligible for free or discounted software.

Printing Posters

The Mudd Lab Operations Center has five plotters for printing posters. You can find instructions on printing in this KnowledgeBase article. OIT Help Desk staff in Mudd 103 can help you as well. The Operations Center is open Monday – Friday: 8:00 am – 2:00 pm, 3:00 – 5:00 pm. The OIT Help Desk is open Monday – Friday: 8:00 am – 5:00 pm.

The cost of printing posters is $3 per foot for plain paper and $7 per foot for glossy paper. (See also rates and locations for other OIT lab printers.) Printing charges are billed via your Esther account each month. You should review your print charges periodically looking in Esther under the Student Services tab. Once the charges are submitted, the Cashier’s office cannot adjust the balance. You can request a refund for print jobs due to a malfunction of the printer (smudges, faint toner, etc.) at the OIT Help Desk (Mudd 103) within seven days.

SUPPORT

Technology Help

OIT’s Help Desk is the central point of contact for computing help and support. OIT Help Desk staff answer technical questions and route service requests to other OIT professionals. You can submit requests any time via an online form. You can also call (713-348-HELP (4357)) or drop by (Mudd 103) during office hours (Monday – Friday: 8:00 am – 5:00 pm, excluding holidays). Student consultants are also available in the evening on the first floor of Fondren Library (Sunday – Thursday: 7:00 – 11:00 pm).

Online Resources

To learn more about the Office of Information Technology’s services, go to the OIT web site, https://oit.rice.edu. For an easy-to-search source of instructions about services and tools, use the OIT KnowledgeBase at https://kb.rice.edu. Use the IT Status Page at https://status.rice.edu to check for any system outages or to subscribe to updates on specific services.

Posted in OIT Publication, Students | Comments Off on Campus Tech News for Graduate Students, Fall 2019

Computing Advice for New Students

October 21st, 2019 by Hanna Gratch

This message was distributed to new Rice undergraduates on July 25, 2019.

Plan for your fall computer needs.

Welcome to Rice! The Office of Information Technology (OIT) is excited that you are joining the Rice community and is ready to help you. If you have computing questions over the summer, contact our Help Desk (see below). When you arrive in the fall, we can help you connect to the campus networks, use Canvas (Rice’s Learning Management System), help with computing problems, and more. Each college has a student OIT Ambassador to direct you to our services or you can contact the Help Desk directly.

Meet your OIT Ambassador.
Reach out for advice.

Each college has a resident OIT Ambassador to help you find the computing services that you need.They also keep an eye on your college’s computing lab to report problems and refill paper. They will communicate with your college via Facebook posts and emails so you will know how to contact them once you are on campus.

photos of OIT College Ambassadors

Select.

Bring your choice of computer.
Rice doesn’t require you to bring a specific type of computer, so base your decision on how comfortable you are working with a computer and its operating system. Be sure the operating system is current with the latest updates and anti-virus software is installed. The majority of students prefer the flexibility of a laptop or tablet for taking notes in class or working on group projects, but some have a desktop system as well.

Before you buy, check out these resources:
Laptop Purchase Guidelines
Dell Premier Discounts for Rice
Apple Higher Education Pricing

Obtain free or discounted software.
Certain software products are available for free or at a discounted rate to current students. Check out the list of Software Available to Students. Free products that can be installed on a personal computer include Office 365, Matlab, SAS, Mathematica and more. Discounted prices are available for Adobe Creative Cloud, Maple, SPSS and others. Your instructors will let you know what software you need for their class and that course software will be available for use in campus labs.

You don’t have to bring a printer.
You can print in your college computer lab, other campus labs, and Fondren Library for a small fee. Printing costs 7 cents per page for black ink and 35 cents per page for color. Posters and architecture/engineering plots can be printed in color on plain paper for $3 per linear foot and on glossy paper for $7 per linear foot). Printing charges are included in your bill from the Cashier’s Office.

Many undergraduates bring their own printer for convenience. Often roommates share the expense of a printer, just like a mini fridge. If you bring a printer, be aware that the Rice network does not support wireless printing so you will need a cable to connect your printer to your computer. Don’t forget to bring paper and replacement toner.

Connect.
You can easily join the campus network.

Wireless connections are available in buildings across campus and limited outdoor areas. When in your college room, plug in to the wired network port for better performance. Wired connections are recommended for high bandwidth traffic like gaming or streaming video. OIT distributes ethernet cables at no charge to on campus students so they can take advantage of the speed and reliability of the wired network. (Note: some devices might need a USB to ethernet adapter.) When you arrive, you can visit the OIT Help Desk in Mudd 103 to pick up an ethernet cable. Learn more about the wireless and wired networks and how to connect gaming equipment.

Achieve.
You can access campus tools and resources.
Some systems require your Rice student ID number (starts with S) and others your Rice NetID (starts with your initials) to login. To learn more about a resource, search in kb.rice.edu.Email – managed by Google
Storage – use Google Drive or Rice Box
Canvas – academic course system
Esther – administrative system
Labs – computers, software, and printers

Protect.
Secure your information and university resources.
Never share your passwords. Select unique passwords for Rice systems (or use a password manager). Be wary of messages that appear to be from the university and require you to verify your account. These phishing messages are scams to gain access to Rice resources. You can contact the Help Desk if you are unsure if a message is legitimate.Two-factor authentication with Duo, is required for accessing the online account management system (mynetid.rice.edu), VPN (virtual private network), and will be rolled out to more Rice systems in the future. Duo adds an extra layer of security by requiring your password and an additional verification method. Learn more.

Resolve.

We can help you with questions and problems.
The OIT Help Desk is the centralized contact for information technology support services including account management, connectivity to Rice network, password reset, general troubleshooting, mobile device support, VPN configuration, and email setup. If you are having problems setting up your Rice accounts, contact us this summer (see below). After you arrive on campus, you can call or drop by the Help Desk as well. During the academic year, student consultants are also available in Fondren Library in the evenings to answer questions.

We are excited you are joining Rice!
Contact us with your questions now or after you arrive.

OIT Help Desk

BUSINESS HOURS

8 am – 5 pm
M – F (except holidays)
Mudd 103
713-348-HELP (4357)

EVENING HOURS

7 pm – 11 pm
Su – Th (after Labor Day)
Fondren Library, 1st floor

Request help:
https://oit.rice.edu/request-help
helpdesk@rice.edu

Setup your computer for the Rice network:
http://oit.rice.edu/services/networks-wirelessSearch KnowledgeBase for online instructions:
https://kb.rice.edu

Our mailing address is:
Office of Information Technology, Rice University, P.O. Box 1892, Houston, TX 77251–1892

Posted in OIT Publication, Students | Comments Off on Computing Advice for New Students

Reminder: Importance of Protecting Private Information

October 7th, 2019 by Hanna Gratch

This message was distributed to the Rice community on September 17, 2019.

Colleagues,

Recent headlines continue to show increased attacks designed to gain access to our accounts and internal resources, including the private information of members of our community.

As a reminder, University Policy 808, the Protection of University Data and Information, requires that all members of the community take appropriate precautions to protect the privacy of information entrusted to our care.

University Policy 808, Protection of University Data and Information
https://policy.rice.edu/808

We can reduce Rice’s risk of exposure by following a few simple guidelines:

Only collect information needed to support the University. Keep the information only as long as necessary and then purge the information safely.
Only grant access to private information to those with a need to know. Remove access when no longer needed.
Develop and publish information handling procedures for your department. Train staff on these procedures. Review and update these procedures regularly. Provide refresher training annually.
Use technology-based solutions to help protect information:
- Password protect devices storing private information.
- Use encryption on all devices, especially laptops, tablets, and phones.
- Only use Rice-approved cloud services like Rice’s Box.com and Google Drive to share files instead of sending them via email.
- For help with these solutions, contact the OIT Helpdesk by calling 713-348-4357 (HELP) or by emailing helpdesk@rice.edu.

More information about how to safely use information technology resources can be found here:

Guidelines for the Use of Information Technology
https://vpit.rice.edu/guidelines-use-information-technology

Other general information on this topic is available on the Information Security Office Home page
https://vpit.rice.edu/information-security

Protecting the privacy and security of institutional data is your responsibility, and a responsibility we all share as members of this community.

If you think that data has been or may have been compromised (e.g. a hacking attack, or an unencrypted lost laptop), you must notify the Information Security Office immediately by calling 713-348-6754 or by emailing itso-l@rice.edu.

Thank you for your help.

Marc Scarborough
Chief Information Security Officer

Posted in In the News, Security | Comments Off on Reminder: Importance of Protecting Private Information

OIT Staff Members Awarded RICE MILE

October 7th, 2019 by Hanna Gratch

Congratulations to Sarah Gonzales, Diane Yee, and John Croft

Congratulations to Sarah Gonzales, Diane Yee, and John Croft, who received the RICE MILE award in August this year!

Posted in In the News | Comments Off on OIT Staff Members Awarded RICE MILE