Issue 8, February 12, 2021

This communication was generated by UTHSC Information Technology Services to educate and inform our campus community about available technology tools, training opportunities, news and events that will help you and the university achieve excellence in patient care, education, research, and community service.
Let us know what you'd like to see in the newsletter!
In this edition...
  1. Review/Update Your Work and Personal Information
  2. Zoom HIPAA Update
  3. Saving Your Zoom Recording
  4. New Faculty and Staff Resource
  5. Question of the Week
  6. Tip of the Week
  7. Becoming Indistractable
  8. Better Meetings with Microsoft Teams
  9. Tips of the Week
  10. Staying Secure on Social Media

Zoom HIPAA Update

We have had a lot going on with Zoom the last few weeks, including the new Zoom HIPAA upgrade.

Here are a few takeaways from the upgrade:

  • This upgrade is mandatory, but easy to do – just follow these instructions.
  • This upgrade puts attendees in Waiting Rooms by default. Waiting Rooms are great for larger groups to ensure you know all attendees before letting them into the meeting, But, for smaller, regularly scheduled meetings, you can turn this option off by following these settings instructions.
  • Always set a password when scheduling meetings to keep your meetings safe!
  • Set meetings to mute all attendees on entry to cut down on crowd noise.
  • You must save your Zoom recordings locally, on OneDrive, or on SharePoint. For more information, please visit Mapping Your Zoom Recordings.

Having problems with the upgrade?

If your account reverts to a Basic account after performing the new Zoom HIPAA instructions, log off and log back into Zoom. Your account should be reset to a Licensed Pro account.

If previously scheduled meetings are requiring a passcode that you didn’t get or acting odd in any way, resend the meeting invitation.

If you have any difficulties, please visit the Zoom web page for more information or contact the Helpdesk at 901.448.2222.

Review/Update Your Work and Personal Information
 
Did you know if you don't review/update your work and personal information:
  • Your paper W-2 form may end up in the hands of a stranger?
  • ITS technicians or facilities may not be able to find you when you submit a request for service?
  • Your benefits paperwork may be sent to the wrong home address?
  • You may not get a UTHSC Alert message in case of an emergency?
Follow these simple steps to check your work and personal information in IRIS:
  1. From any UTHSC web page, click on the top menu titled Resources and choose MyUT (may require login and/or authentication).
  2. Click the Employee Self-Service folder icon at the top of the page.
  3. Click Personal Profile (under Most Frequently Used on the right or click the P in the alphabetical listing to see it)
  4. You can change any of these fields by clicking on the pencil in that section:
    1. Emergency Contact
    2. Work phone number
    3. Home address
    4. Home phone number
    5. Phone release status
  5. Make updates then click the Save and Back button and the information will automatically be updated in IRIS.
You cannot update your name, work address, education information, or immigration or resident status. To updated any of that information, please see the Updating Your Work and Personal Information web page.
 
Have more questions? Please contact your business manager or HR at 901.448.5600.

Saving Your Zoom Recording

There are four ways to save your Zoom Recordings: on your local hard drive, in the Zoom Cloud, on OneDrive, or on SharePoint.

We DO NOT recommend you save meeting recordings to the Zoom Cloud for two reasons.

  1. The Zoom Cloud is NOT HIPAA-compliant like OneDrive and SharePoint. Even if you think no one is going to mention HIPAA, FERPA, PII, etc. information, better safe than sorry.
  2. Recordings in the Zoom Cloud are generally deleted after 120 days. You don’t want to save a recording there only to find it gone when you need it.

Want to learn how to map your Zoom recordings to OneDrive or SharePoint?  Visit Mapping Zoom Recordings.

New Faculty and Staff Resource

New to the university? Visit out Helpdesk Faculty and Staff page as a quick ITS reference guide to everything you need to know from info about your email and NetID to how to download Microsoft Office.
Question of the Week

SharePoint, OneDrive, Teams - I'm confused as to which platform to use to share documents. Help!

The awesome part of this is you can share documents with colleagues from any of these platforms.

The hardest part is understanding which one you should use, but we have a handy Document Management Overview page that lists both a quick and easy table comparison and a more detailed comparison between all three platforms.

Visit our Productivity and Collaboration Resources web page for weekly updates.

Still have questions? Contact the Helpdesk at 901.448.2222 or helpdesk@uthsc.edu.

Tip of the Week

Digital Notetaking

Throw away that pen and paper and start taking digital notes with OneNote. These notes are backed up and you can share them with others.

To access OneNote, go to our Microsoft 365 Portal, and look on the left listing of apps for OneNote (it's a purple N on a document icon). Click the icon and then click the + New notebook button to start taking notes. You can also download the app for a laptop or phone by going to your app store and searching for OneNote.

Want to learn more? Log into UTHSC's LinkedIn Learning site and check out all the courses available for OneNote.

Visit our Productivity and Collaboration Resources web page for weekly updates.

Becoming Indistractable

Whether you are working at home or in the office, there are going to be distractions. You find yourself talking to the dog, wondering what that noise was, or checking a text on your phone - distractions will happen! But, you can learn to control them, increase your focus, and get the job done with this course.

  1. Log into UTHSC LinkedIn Learning Portal.
  2. Visit the Becoming Indistractable.
Microsoft has some excellent training courses we recommend you register for:
  1. Fundamentals of Excel
  2. Virtual Training: Stay Organized with OneNote for Business
  3. Virtual Training: PowerPoint Training Level 100

Better Meetings with Microsoft Teams
Team collaboration is essential! Learn how to have better meetings with Microsoft Teams.

ITS

Remote Windows Users Should Log in to the VPN every Friday! Those working remotely from a UTHSC Windows device should log into the VPN on Friday afternoon and stay connected to receive updates and security patches. Are you a remote Mac user? We can update your computer without a VPN connection.

Lean 6 Sigma

Most everyone has a process that is not working quite as well as it should be. If you don’t, you are our hero!

Many times, we are so anxious to solve a problem, we immediately want to jump to the solution. 

When you notice something not working smoothly, write down what is happening. Try to avoid quickly jumping to, “What is the solution?” Instead, ask yourself and coworkers questions like, “Why is this happening?” “Where is the bottleneck?” and “Could we be doing this a different way?” 

Ask someone outside the process for their input. Sometimes they can see things we cannot because we are too close to the process.

If you don’t give the problem the proper consideration, you aren’t really “solving” anything except the rapidly perceived problem. The real problem may still there until you give it more careful thought.

Staying Secure on Social Media

The number of scams and malware taking advantage of social media users and platforms is constantly on the rise. Social media scams are easy to create and can target thousands of people at once due to how users interact with pages, posts, and contacts. Once your account is compromised, it can be leveraged to spread scams and malware to your network of friends or contacts. Facebook, Twitter, LinkedIn, and Instagram are a few very common examples of social media sites where you or your account could be at risk. Here are some ways that you can keep your social media accounts safer through smart online practices.
 
Shortened URLs are a common tactic used by scammers to conceal where malicious links lead since many social media sites have a character limit. Never enter your login credentials in a website that you linked to from a social media post, message, or email. Malicious websites that look like the real thing are often used to steal login credentials to compromise accounts.
 
Fake coupons are another tactic scammers use commonly on social media platforms. The scammers create a fake coupon requiring you to click a link to download it and put the coupon on a malicious website that can infect your device with malware.

Click baiting is another scam where is a “teaser” to get you to click on the link. For instance, it might suggest a really interesting story (“you won’t believe what happened next…”), challenge you (“I bet you can’t…),” or promise a “giveaway” or “sweepstake.” With the sweepstakes and giveaways, the scammer creates a fake website giving away a product. They then post the link on social media, directing users to the website to take part in the giveaway. Once there, you may be prompted to enter information, thus exposing your personal data. Treat these with the same skepticism as other suspicious emails and messages.
 
Consistently ask yourself if what you are reading is too good to be true. Look for spelling errors in the scams. Also, avoid friend request from people you do not know. If you don’t trust it, delete it. For more information about staying safe in the social media arena, contact the Office of Cybersecurity at itsecurity@uthsc.edu.

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Mar 16, 2021