National Cyber Security Awareness Month
In order to mitigate the risk of data loss due to a lost or stolen laptop, all laptop computers that belong to UNTHSC must be encrypted. Laptop encryption can protect you and your department from a data breach, which can result in potential fines in excess of $1.0 million per incident and civil liability. Federal law (HIPAA, HITECH), as well as State of Texas Administrative Regulations requires the protection of certain data and holds individuals as well as organizations responsible for implementing security controls to protect data from unauthorized access in the event of theft or loss of a device.
As part of October’s Cybersecurity Awareness Month, ITS will be hosting “Encryption Days” in LIB 202 (Helpdesk Area) from 8:00 AM – 2:00 PM Monday – Friday. Drop off your laptop by 2:00 PM, and in most cases (see FAQ’s below) your laptop will be ready for pick up the same day. Every individual that brings their laptop in during the month of October for encryption will be entered into a drawing to win one of three $25 Target gift cards! The department that has 90% encrypted laptops at the end of October will also receive an Apple iPad Mini 2!
The length of time for encryption depends upon the age of the computer, the computer hardware, and the operating system. If the laptop does not meet encryption requirements, it may need to be replaced, or held for additional work (see FAQ’s below).
A list of laptops assigned to your area/department (per Property Control) is available upon request to the ITS Helpdesk via email to firstname.lastname@example.org. If any of these laptops are no longer in use by your department, we ask that an ETN http://www.unthsc.edu/operations/wp-content/uploads/sites/24/Equipment_Transfer_Notification_2_21___1_.pdf be completed in order to update the property records as required by Institutional asset management policy. It is likely that laptops older than 4 years will either have to be re-formatted in order to support encryption, or will not be compliant and will have to be sent to surplus and replaced.
The Institutional Compliance Office is currently tracking the overall progress, and effort to encrypt all Institutional laptops. We will be reporting metrics to the HSC Executive Team, and the Board Of Regents as part of the Institutional risk management program.
Q. How often should computers be replaced?
A. Per State of Texas guidelines and institutional procedures, all computers should be replaced in their 4th year.
Q. What if the computer is too old?
A. All laptops must be encrypted. If the computer hardware and software will not support encryption, it must be replaced. ITS will work with you to address immediate needs, however, other arrangements will need to be made as soon as possible.
Q. What if the operating system (software) doesn’t support the encryption client?
A. If the computer hardware is new enough and compatible with the encryption process, ITS will wipe the computer, re-load the appropriate operating system, and encrypt. This may take 1-2 days.
Q. How long does the encryption process take?
A. If the hardware and software are compatible, the IT process to begin encryption usually takes 15-20 minutes. Total encryption time varies depending on the size of the hard drive, amount of files on it, and speed of the hardware. Encryption can complete while the computer is being used for other purposes.
Q. Where do I go to get information on purchasing new computers?
Q. Are you encrypting Mac laptops too?
A. Yes, definitely. Age and operating system FAQ’s still apply.
Q. Can I get my laptop encrypted when it’s not my Encryption Day?
A. You can call the Helpdesk at 817-735-2192 and arrange for a time that is convenient to you.
New Account Request Application
Over the last several months, ITS has been working to enhance the current IT accounts request process that is used to request, track and approve IT account and resource access for UNTHSC faculty, staff and contractors. Improvements include a completely online and paperless IT account and resource request tracking, notification, and approval process that eliminates paper based accounts request forms currently in use. A new Information Security Training module that seamlessly integrates with the IT accounts request process is also slated for release.
Key elements of the new process are listed below
- Department heads and delegated approvers will receive an approval request via e-mail whenever a staff member from the department requests a new IT account, e-mail, access to departmental data folders, or access to enterprise UNTHSC applications.
- Approval is necessary to ensure that only appropriate personnel get access to important departmental data and applications.
- Approval authority can be delegated to several people in each department to prevent delays in processing.
- Each member of the department with approval authority will receive a notification e-mail when members of the staff put in a new request for access; any member of this group can elect to approve (or deny) the request.
This new process will go into effect on December 1st, 2014. Please review these documents for a high-level overview of the new process, and detailed instructions on using the new app. We appreciate your support and are happy to answer any questions.
Faculty and Staff Email Changes – Office 365
What to Expect Post Migration
Windows Outlook Clients
After being migrated, you will be prompted to restart your Outlook (Windows) client. Upon restarting, the client will take some time to reconfigure the profile. This should take no more than 10 minutes. You may be prompted several times.
If you are using the Outlook client for Mac, the profile configuration process completes very quickly. You will be prompted to accept a certificate, but will not be prompted to restart the client.
The new link is http://outlook.com/unthsc.edu. Your login name for the web client is now your full email address, email@example.com. If you log in to http://webmail.unt.edu (current web access URL) and your account has been migrated, your login will be redirected to the Office 365 login https://outlook.com/unthsc.edu. At the completion of the project, the webmail.unt.edu URL will be pointed directly to the Office 365 web client.
Mobile Device Settings
Configure mail settings to those shown below:
- Change the server name to outlook.office365.com
- Change the user name from UNTHSC\euid0001 to your email address First.Last@unthsc.edu.
- If your device has a field for “domain”, leave it blank
Reconfigure the account profile with the above information.
Android and Windows Mobile Devices
Delete the e?mail account and recreate it with the above information.
Detailed information can be found at our Mobile Devices site.
- Android and Windows mobile devices will likely require the account to be deleted and then recreated on the mobile device. See the instructions above.
- Calendar sharing between users works best if both users/peers are in the cloud. If one member is on premise, calendar sharing is limited to free/busy information.
- Shared folders between peers may need to be recreated; both users/peers must be in the cloud.
- If you used special characters (?,*,_,etc) in the names of your folders, you may have to remove them (via the web) and rebuild your profile before you can successfully login using the Outlook client.
Have questions? Visit our Office 365 page for answers!
Protecting Your Work and Online Accounts From Phishing Attempts.
Phishing is the act of attempting to acquire information such
as usernames, passwords, and credit card details (and sometimes, indirectly,
money) by masquerading as a trustworthy entity in an electronic communication.
Communications purporting to be from popular social web sites, auction sites,
banks, online payment processors or IT administrators are commonly used to lure
There are many key factors and good practices to keep in
mind to help protect your online and work accounts from any phishing attempt.
Here are 8 of the most important:
8. Email is the easiest way for the bad guys to gain your
trust. They will use company logos, and dialogues that can mimic legitimate
requests from institutions that you do business with, and work for. Be wary of
ANY email requesting your personal information. ITS technicians and administrators will NEVER ask you for your
password. If in doubt, do not click on any links or download any file that
you are not 100% sure is from a trusted source. Always check the validity of
the sender’s email address. (example: An email claiming to be UNTHSC ITS will
have “@unthsc.edu” or “@unt.edu” in the email address)
7. False web pages can work hand in hand with malicious
email. There are often links in emails leading to webpages that request your
personal information. It is imperative to make sure these are trusted web pages
before visiting or inputting your personal information. Always look at the web address to check its
validity. (Example: www.google2.com , The” 2” is a giveaway that this is not
the legitimate site www.google.com )If in doubt, close the email and go
directly to the source that the email is claiming to be from.
6. File attachments may accompany a phishing email.
Typically, the malicious sender is trying to trick you into opening the
attached file. In most cases, a virus or malware then infects your PC. Be very
careful with ANY attached files in ANY email. Just like false web pages, these
attachments may resemble a file from an organization that looks legitimate, and
innocent. When in doubt, check to make sure this is a trusted email and source.
5. Verifying your account: UNTHSC ITS will NEVER ask you to
verify your account. ITS technicians and
administrators will NEVER ask you for your password. As with any email,
make sure any request to update passwords or personal information is from a
trusted source. When in doubt, close this email and go directly to the source.
4. Anyone claiming to owe you money: Always be skeptical of
anyone claiming to owe or deliver money to you. Even if this is a banking
institution, close the email, and visit your trusted banking site.
3. Free software is another tool used to gain information
from you and your computer. Often times, free games and programs will install
spyware on your machine that can track when and what you do on your PC. This
includes what you type and what sites you log into. Unless you know for sure
that free software is trusted/safe, it is best to avoid it.
2. Passwords are your secret, personal information. Never
share passwords with co-workers or friends. It is a good practice to update
passwords regularly. Using the same password for multiple accounts can lead to
all of your accounts being compromised. If you fear that your account has been
compromised, update your password immediately and contact ITS helpdesk. If you
use the same password for multiple accounts, you will need to update all of
these accounts to keep your information secure. ITS technicians and administrators will NEVER ask you for your
1. Common sense is your best tool to combating phishing.
Being safe is always the best course of action. When in doubt, question the
Keeping these tips in mind will make our campus safe, and
our institutional data secure.
For further inquiries or help with any online security
issues, contact ITS Helpdesk at 817-735-2192 or email us at firstname.lastname@example.org
UNTHSC Badge Replacements
UNTHSC is in the process of replacing all faculty and staff ID/Security badges to ensure all contain our current logo. A few things will change:
- The badges will list the individuals’ names and whether they are faculty, staff, students or contractors, they also will list the individual’s department name or college.
- Titles will no longer be listed.
- New pictures are not included. If you want a new photo taken, the charge is $5 and must be completed at least a week before the department’s printing in the Police Department. The individual must pay the fee, or, with prior approval, the department can pay via inter-departmental transfer.
- Department names are based on information in the EIS system, character limits and have been approved by the President’s Advisory Council.
- Old badges must be turned in to receive the new badge. Each department has a contact designated to handle distribution.
- Old badges will expire a week after sent to the department and will no longer work for building and parking garage access, etc.
- All badges will be replaced by the end of the calendar year.
Listed Below is the printing schedule for new badges by department:
|Batch 1||10/11/2013||Community Engagement
Office of the President
System College of Pharmacy
|Batch 2||10/18/2013||Financial Operations|
|Batch 3||10/25/2013||School of Public Health
|Batch 4||11/1/2013||UNTHealth – OBGYN
UNT System ITSS
|Batch 5||11/8/2013||UNTHealth – Business Services
UNTHealth – Community Medicine
UNTHealth – Internal Medicine
|Batch 6||11/15/2013||UNTHealth – Family Medicine
UNTHealth – Health Information Management
UNTHealth – UNTHealth
|Batch 7||11/22/2013||TCOM – Office of the Dean
TCOM – Orthopedic Surgery
TCOM – Student Admissions
|Batch 8||12/6/2013||TCOM – Clinical Education
TCOM – Medical Education
TCOM – Office of Clinical Trials
TCOM – Pediatrics
TCOM – Psychiatry
TCOM – Rural Medical Education
TCOM – Surgery
School of Health Professions
|Batch 9||12/13/2013||GSBS – Cell Biology and Immunology
GSBS – Forensic Investigative Genetics
GSBS – Graduate School of Bio/Med
|Batch 10||12/20/2013||GSBS – Integrative Physiology and Anatomy
GSBS – Office of the Dean
GSBS – Pharmacology and Neuroscience
Changes coming to Office 365 Email
On September 14, 2013, Microsoft upgraded the University’s
Office 365 email service to a new version with new features. (For an overview
of the new web mail interface, see the Microsoft article What’s
new in Outlook Web App).
How do the changes affect me?
The process should be completely automatic, and should not
require any action on your part.
However, if you experience any difficulty, please see our
troubleshooting tips below.
- Your Exchange server address should be
- Following the upgrade, you should monitor your
Junk Mail folder to make sure it is not flagging desirable mail. The settings
for junk mail seem to be more sensitive following the upgrade.
- To access Office 365 Outlook Web App go to
o365.unthsc.edu (that’s an “O” as in Office).
- Outlook Web Access (Web Mail) may prompt you to
sign out when your account is upgraded. After the service upgrade, you may experience a brief delay the next
time you log in (see below). If this
status message doesn’t go away, you may be using an unsupported browser.
- Once you log in, you’ll notice that there is an
all new look to Outlook Web App. You can
learn about the changes here – http://office.microsoft.com/en-us/support/what-s-new-in-outlook-web-app-HA102825478.aspx.
- Most changes are in looks, but important changes
to note are:
- To sign out: click your name in the upper right hand corner and choose
“Sign Out” from the menu that appears.
- Improved search: You can now search for people (contacts) as well as
emails in the search box at the top.
- Writing/editing mail: This is now done in the right hand
“Preview” pane, rather than in a pop up window, and may not work in
all browsers. If this does not work for you, try the “Light” version
of the web app (see below).
- The Outlook Web App users modern web technologies and requires a modern
browser. If you use an older browser (Internet Explorer 7, Safari 5, Firefox
16, etc.), experience slow performance, or simply prefer the old web layout:
revert to the older web layout: Click the gear menu at the top right and choose
“Display Settings.” Click “Outlook Web App version” and
check the box that says “Use the light version.” Be sure to click
“OK” at the top.
Mobile Device Configurations
iPhone / iPad
process on an iPhone or iPad may be completely seamless, or you may need to
restart the Mail app. You do not need to delete your account and recreate it!
To quit and restart mail on the
iPhone or iPad:
- Click the home button to send
Mail to the background
- Double click the home button to
bring up the recent apps dock
- Tap and hold an icon to start
the icons jiggling
- Tap the red dot on the mail icon
and it will disappear
- Tap the home button to make the
- Tap the Mail icon to start it up
This is the manual way to quit and
restart an app, and you should need to use this very rarely. It will happen
automatically after a while as you use other apps. iOS automatically quits apps
in the background whenever it needs the memory.
Most Android devices update
themselves and only require a restart. If your device does not automatically
detect the new Exchange server, edit your account settings manually with the
new server address:
Further information to setup Android devices can be found on Microsoft’s Help Site.