News

Classroom and Technology Upgrades & Assistance

January 13, 2022

Over the winter break, Media Technology Services commissioned 14 additional classrooms with HyFlex technology to accommodate remote learning. HyFlex technology-enabled classrooms include both cameras and microphones that connect directly to the computer for use with Zoom. Select classrooms also include integrated Echo360 automated lecture capture systems for recording class sessions. These recent upgrades bring the total number of Brandeis classrooms with upgraded HyFlex technology to 78.

As we prepare to return to in-person learning on Tuesday, Feb. 1, MTS is available to meet faculty individually or in small groups in classrooms to assist with technology questions. To request assistance in a classroom, please contact Media Technology Services at mts@brandeis.edu.

LATTE Upgrade

Jan. 4, 2022

8 a.m - 5 p.m.

LATTE, the university learning management system, will undergo a system update on Tuesday, Jan. 4, 2022, from 8:00 a.m. to 5:00 p.m. The system will be unavailable during this time. The team is evaluating system enhancements and new features that may be applied during the upgrade - more information will be shared in the next InBrief. For more information about the upgrade, please email help@brandeis.edu.

Data Governance Program Update

November 18, 2021

The Council of Data Trustees met monthly from March through August to discuss our Data Governance Program’s goals, objectives, roles and responsibilities, and the approach moving forward. As part of their work, they drafted a foundational Data Governance Policy which includes guiding principles and policy statements to ensure university data is accurate, accessible, and secure. The Policy is currently being reviewed by the University Policy Committee and will be shared with the community once approved. 

The Data Trustees also identified Data Stewards within each of their domains, and a Data Stewardship Council has been formed to lead the definition and classification of data within their domains. They will continue to meet regularly throughout the fall and spring semesters.

For questions or more information about the program, please contact Anne Marando or Ian Rifkin.

Workday@Brandeis - Support Update

Dec. 1

Starting Monday, Dec. 1, all Workday-related support inquiries should be directed to help@brandeis.edu or 781-736-4357. The Workday@Brandeis team and Technology Help Desk will continue to collaborate on issue resolution to ensure timely response and service. Please visit the Workday@Brandeis website to view the full library of resources for HR/Finance and Student including job aids, instructional videos, and FAQs.

Workday Student Go Live Event

November 4, 2021

On October 13, Brandeis staff including the Workday Student project team, key partners from across campus, and representatives from Workday and Huron Consulting Group came together to celebrate the launch of Workday Student. The event was sponsored by the university and project leadership to bring everyone together in person after hundreds of hours spent in virtual meetings and across time zones. On the unseasonably warm and sunny fall day, Jim La Creta, University CIO, shared the executive team’s appreciation for the team’s contribution in bringing a modernized student information system to the campus community. The new system introduced streamlined processes and an improved student experience. Visit the Workday@Brandeis project events webpage to view photos from the go-live celebration. For additional information and resources about Workday Student, please visit the Workday@Brandeis website.

Technology Purchase Procedures & Policies

November 4, 2021

ITS and Finance would like to remind the community that all computers and computer hardware that are used for university-related business should only be purchased using the proper Procurement channels. Faculty and staff should refer to the Computer Purchase Policy and the Brandeis University P-Card Policy for established purchasing procedures.

Purchases can be made via Punchout Catalogs through Marketplace+ (contact Procurement Services for access). On the Marketplace+ homepage, select the vendor logo under Additional Stores. Dell items should be purchased via the Dell punchout and Apple products should be purchased through either the SHI punchout or by requesting a customized quote from Apple by working with Information Technology Services (ITS) and Procurement. Computers and computer hardware should not be purchased independently using either the P-Card or personal funds and requesting reimbursement. Computer peripherals such as monitors, keyboards, mice, and headsets can be purchased from Amazon or GovConnection through Marketplace+; they do not need to be exclusively purchased through Dell, Apple, or SHI. 

For purchases that may fall outside these policies, community members must work with ITS and Procurement to ensure compliance with the policies noted above. In addition, the use, distribution, and disposal of computer equipment (regardless of age or value) should only be done so with the knowledge of ITS in accordance with the University's Written Information Security Policy. Please contact Procurement Services (procurement@brandeis.edu) or ITS (help@brandeis.edu) for additional information or questions.

Computer Health Check

October 21, 2021

With the change in season, it’s a good time to conduct a computer health check to ensure your laptop or desktop is up to date with the latest and greatest software updates and security patches. The Technology Help Desk would like to remind everyone to check their machine for updates and recommends starting the updates at the end of the business day to help minimize any downtime. Don’t forget to restart your computer after applying an update - in fact, a weekly restart is a must to keep your machine updated and running smoothly! Visit the ITS website for helpful back-to-school technology reminders. For questions or assistance, contact the Help Desk in person in the Goldfarb Library (Mon-Fri, 8 a.m. to 7 p.m. or Sat-Sun 8 a.m. to 1 p.m.), submit a ticket (help@brandeis.edu), or call 781-736-4357.

Security Awareness Webinar - How to Identify Phishing Emails

Oct. 28
11:00 a.m. - noon

Interested in learning more about how to protect yourself from phishing attacks? Join the ITS Security team for a security awareness webinar on Thursday, Oct. 28 from 11:00 a.m to noon. The session will provide an overview of social engineering, highlight how to spot phishing messages designed to get your personal data, and talk about the potential consequences of these cyber attacks. The event coincides with National Cybersecurity Awareness Month. Learn simple tips and tricks on how to #FightThePhish and how to maintain a secure computing environment for yourself and the university. Register to attend the upcoming webinar. Please send any questions you have ahead of time to security@brandeis.edu

Visit the ITS website for more security tips and tricks and helpful resources including how to create secure passwords or staying digitally safe. For more information about security awareness, contact the ITS Security team at security@brandeis.edu.

Zoom Desktop Client - Required Update Nov. 1

October 7, 2021

Starting Monday, Nov. 1, users who have not updated their Zoom desktop client in the last 9 months, will be required to update the application. The update process doesn’t take very long, but can be an inconvenience if the forced update occurs when you’re about to start a meeting. You can avoid running into the forced update by periodically ensuring that your Zoom client is running the latest version which will give you access to all of the latest features and security enhancements. Please visit the Zoom support page for detailed instructions on how to update your Zoom application or refer to the following summary: open the Zoom desktop client on your computer, click on your initials in the top right corner of the application, then select “check for updates”. For questions or assistance, contact the Technology Help Desk at help@brandeis.edu.

Learning Management System Assessment - Update

October 7, 2021

The learning management system (LMS) assessment announced over the summer is progressing on schedule. Members of the Academic Technology Advisory Committee (ATAC) approved the search process and selection of an external consulting firm, SharperPoint Consulting Group LLC, to conduct the assessment. The project is underway and will consist of interviews, listening sessions, an evaluation of the LMS landscape at peer institutions, a financial analysis, and a support model review.

The project team has begun scheduling interviews with faculty, staff and students and is reviewing system data and documentation. Two campus listening sessions – open to the entire Brandeis community – are scheduled for early November. Please join the team to share your feedback about LATTE.

We will continue to share updates on the assessment and subsequent findings in upcoming news briefs. For questions, please contact Jonathan Estwing.

LATTE - New Features

October 21, 2021

LATTE, the university learning management system, recently updated the Quickmail feature. Quickmail is a block within LATTE that provides instructors the ability to do selective, bulk emailing within courses. When using Quickmail, users will now see a new user interface. In addition, there are new features such as attaching files, adding email signatures, and scheduling messages for delivery at a later date. This update addresses an issue with the delivery of messages to recipients with course shells that have 150 or more enrolled users. Learn more about the new features in this Learn LATTE article. Visit the ITS website to view a more detailed list of recent changes. For questions or issues, please send an email (include screenshots, if applicable) to library@brandeis.edu.

Duo Mobile App - Redesigned User Interface

Oct. 11

Starting Oct. 11, Duo Mobile is getting a new user interface. Duo Mobile is used for two-factor authentication to protect your Brandeis account. Duo has designed the changes to make the login experience better by updating the position of the "approve"/ "deny" buttons so that "approve" is on the right, a more natural location; and to improve the accessibility of the app. There is no change to the core functionality of Duo Mobile (e.g., receiving Duo Push, using passcodes, or managing accounts). All of your accounts will continue to be present after the update. 

No action is required on your part. If you have enabled automatic app updates on your device, Duo Mobile will update automatically (iOS: Oct. 11-18; Android: Oct. 11-15). You can also manually update Duo Mobile by visiting the Apple Store (iOS) or Google Play Store (Android). Visit the ITS website to view additional information about the upcoming change including a preview of the redesigned interface. For questions, contact the Technology Help Desk at help@brandeis.edu or 781-736-4357.

Saving a Brandesian Hawk: An Unexpected Rescue

October 7, 2021

It’s likely that many of you have seen a hawk soaring overhead - their wings spread as they glide through the sky. It’s less likely to see the majestic raptor up close and perched atop your car and taking up residence behind Goldfarb Library. Last month, many staff from ITS and the Library had this very experience as they gently tried to nudge the bird off their vehicles and to take to the skies. The seemingly uninjured hawk’s presence lingered from one day to the next and its unusual behavior prompted staffers to seek help.

Carroll Hardin, Sr. Desktop Systems Specialist in ITS, and avid animal lover shares her story of the unexpected rescue and how the AnimalHelpNow mobile app put wildlife assistance, literally, in the palm of her hands. Read the full story, view photos of the hawk’s journey from library stacks to a treatment facility, and learn more about how you can help a feathered or furry campus visitor.

Workday Mobile App - Supported Versions

October 7, 2021

The Workday@Brandeis team would like to inform the community that Workday has announced requirements for minimum operating systems as follows:

  • Apple iOS - starting Oct. 25, the mobile app will only be supported on iPhone and iPad devices running iOS 14 and higher. Future updates and support will no longer be available for iOS13 or lower.

  • Google Android OS - effective Aug. 30, the mobile app will only support devices with Android 7.0 or higher. Future updates and support will no longer be available for Android 6.0 or lower.

We recommend checking the version on your smartphone or tablets and updating to a supported operating system. For detailed instructions, visit the Apple or Google support articles on how to update iOS on iPhone or check and update your Android, respectively. For assistance, contact the Technology Help Desk at help@brandeis.edu.

Sponsored Accounts - Change to Contingent Worker Accounts

October 19, 2021

Effective Oct. 13,  the Brandeis Sponsored Accounts system will be retired and replaced with Contingent Worker accounts in Workday. As of Oct. 13, the ability to create new Sponsored Accounts will be disabled. If you previously created sponsored accounts for individuals who do not qualify for another account type, please request a Contingent Worker Account. Sponsored Accounts created prior to Oct. 13, 2021, will continue to function as expected. Starting Oct. 13, all existing Sponsored Accounts will be converted to a Contingent Worker account and will maintain the same expiration date. ITS will be contacting individuals who currently serve as a sponsor with additional information and instructions on how to review the sponsored account.

Please visit the ITS website to learn more about this project including the difference between Sponsored Accounts and Contingent Worker accounts. For questions, please contact Jonathan Estwing.

Workday - New and Improved Features

September 9, 2021

On Sept. 11 Workday will be upgraded to a new version. The system will be unavailable on Saturday from 2:00 - 6:00 a.m. while the system is updated with new and improved features that improve accessibility and overall user experience. Here is some helpful information to prepare you for the upcoming changes. The Search field has moved – it will appear centered at the top of the screen (previously on the top left). You can also choose to search by “people” or “tasks and reports” to narrow down your search results. There’s also a new way to view and select report prompts. After searching for and selecting a report (using the blue hyperlink), the prompts menu will now appear as a separate dialog window. Rather than being directed to a new page, you will stay within the current screen to set up parameters for the report. You can enter or select prompt(s) then select the ‘Ok’ button to run the report. 

Visit the Workday@Brandeis website to view details of these changes and resources for HR/Finance and Student. For questions, please contact workday-help@brandeis.edu.

LATTE - New Features

August 26, 2021

LATTE, the university learning management system, was recently upgraded to increase responsiveness, performance, and accessibility and to ensure reliability and stability. In addition, here are highlights of some new functions:
  • A new activity/resource menu allows for "starring" frequently used activities, sorting activities and resources by type, and viewing recommended options.
  • Discussion forums can now be graded using new settings in the activity configuration.
  • Discussion forums now have a summary report that can be exported based on selected forums and students.
  • Instructors can download all course content from their course shell, including student shared files such as assignment submissions and content uploaded into discussion forums.
For questions about the upgrade, please contact the Help Desk (help@brandeis.edu or 781-736-4357). Contact the Library team with questions about best practices for using LATTE tools and other instructional technologies, such as VoiceThread and Perusall.

Adobe Creative Cloud - New Process

September 1, 2021

ITS would like to inform the community that effective Sept. 1, there is a change in the process for accessing the university license to Adobe-related products including Adobe Acrobat DC (professional). Users will need to download, install and log in to the Adobe Creative Cloud (ACC) application on their computer in order to continue using Adobe products. ACC is a suite of applications that includes Acrobat, Photoshop, Illustrator, InDesign which supports creation tools for graphic design, photography, video content and editing, and much more. ACC is available for free to faculty and staff; students can purchase directly from the Adobe website. Faculty and staff who use Adobe products should visit the Adobe Creative Cloud website to download and install the desktop application. From there, users can select the specific application(s) to install on their computer. Users can install ACC on up to two computers, including a personal computer.

Visit the ITS website for detailed instructions on downloading and installing ACC (for both Mac and Windows). If you have any questions or need assistance, please contact the Technology Help Desk at help@brandeis.edu or (781) 736-4357.

Workday Student - Resources for Faculty

Workday Student is here! To help you navigate the transition from Sage to Workday, please refer to the following resources: Contact the support team by emailing workday-help@brandeis.edu or calling 781-736-4357.

Brandeis Mailing Lists - Moving to Google Groups

Mailing lists play a crucial role in day-to-day operations at Brandeis, so it’s important that we use a service that’s modern, secure, reliable and dynamic. Beginning Aug.15, any new mailing lists should be created using Google Groups. Due to an outdated platform and security risks, ITS will be deprecating the aging Brandeis mailing list service (lists.brandeis.edu) and transition to Google Groups over the course of the fall semester. There is no impact to existing mailing lists at this time, but ITS strongly recommends that lists owners and administrators review their lists to ensure the membership is up to date and to delete any lists that are no longer needed.  ITS will be sharing more information in the upcoming months about the transition including migration of existing lists to Google Groups and schedule of activities. Visit the ITS website for more information about creating a Google Group. For questions about the upcoming change, please contact help@brandeis.edu.

In addition, the University is evaluating additional efficient ways for community members to build lists based on selected criteria. These dynamic lists would remain current with our community populations in Workday. We will keep you posted on this initiative throughout the fall.

LastPass Password Manager

One password to remember them all!

Are you overwhelmed by having 1,234 different passwords or creating and remembering them for each of your online accounts? Did you know that 81% of security breaches are caused by weak or reused passwords? ITS is excited to offer LastPass, a password management tool to the Brandeis community. LastPass is a secure way to store and manage your login info for your online accounts. You can also easily create a strong, unique password for every online account to improve your online security. All you need to remember is a single (master) password, so when you visit websites, LastPass can automatically fill in your credentials for you.  Learn more and enroll today.