IT Update News from 03/2020

Changes to Zoom meeting defaults

March 31, 2020

As of April 1, the Yale default settings in Zoom have been changed to enhance security during a Zoom meeting. Changes include:

Initially, screen sharing is only enabled for the Host. However, Hosts can allow other participants to share their screen by “managing participants in a meeting”...

Scheduled maintenance - phone system equipment - March 22

March 19, 2020
Summary Yale ITS will perform scheduled phone equipment maintenance in the RPE room located at 100 Church Street South on Sunday, March 22, from 5:00 - 7:00 a.m. The work is not expected to cause any interruptions. Please share this message with individuals in your area who need this information...

Reminder: Unconscious Bias Training for employees must be completed by end of FY20

March 19, 2020

Reminder: Unconscious Bias Training for employees must be completed by end of FY20

In support of the One IT @ Yale and...

Yale Medicine clinical phone upgrade completion

March 19, 2020

Migration of Yale Medicine’s and Clinical Departments’ inbound patient phone lines to a brand new on-premises phone system was successfully completed in February 2020. This new phone infrastructure increases phone reliability and call quality.

Yale ITS and vendor teams worked collectively...

Possible action required: Antivirus Service (Cylance) - March 24

March 19, 2020

At 10:00 a.m., on Tuesday, March 24, ITS will perform routine maintenance on Yale’s antivirus service (Cylance) to remove duplicate devices.

Additionally, Cylance will function less efficiently on devices that have not connected to the internet within the last six months. Additional...

Tech help

March 18, 2020

The ITS Help Desk is receiving an unusually high number of calls and chat requests at this time. Priority of response is given to individuals whose jobs involve direct patient care, followed by faculty support and the rest of the community. IT encourages the community to review guidance on the...

Scheduled network maintenance - Thursday (3/19) evening

March 18, 2020

Yale ITS will perform additional maintenance on the campus network on Thursday, March 19, from 8:00 - 10:00 p.m. No disruptions to services are expected as work is performed. This additional maintenance is in support of increasing Yale’s internet capabilities for members of the Yale...

Zoom's capacity for 300 attendees and unlimited meeting length

March 18, 2020

Yale’s Zoom video conferencing service offers all members of the Yale community the ability to host virtual meetings with up to 300 attendees, unlimited meeting length, breakout rooms, recording, and other features of the Zoom Pro license.

If you do not see these features when hosting a...

IT's response to supporting remote work

March 17, 2020

To support the Yale community during a period of remote teaching, learning, and working, Information Technology (IT) has taken measures to amplify its support:

Webpages, with remote working resources, were developed for students, faculty, clinical faculty and staff,...

When (and when not) to use VPN

March 17, 2020
Why do some applications and services require VPN? Yale’s Virtual Private Network (VPN) is a way to securely access Yale’s restricted on-campus services and restricted resources on the University or Yale-New Haven Health System (YNHHS) networks from a non-Yale internet source. While VPN...

Coronavirus (COVID-19) workplace guidance

March 17, 2020

Staff are encouraged to review workplace guidance provided by Janet Lindner, Vice President for Human Resources and Administration , which includes information about pay and time off,...

Check the IT Calendar of Events for updates

March 17, 2020

With many people working remotely, please check the IT Calendar of Events to see if the event you are planning to attend is still on, moved to Zoom, postponed to a later...

Internal Communications virtual office hours

March 16, 2020
Each week, Internal Communications offers virtual office hours on Mondays from 3:00 - 5:00 p.m. During your consultation we can support you by: Determining if your news or event should be shared in an IT Update...

Need an easier way to find a meeting time that works for everyone?

March 5, 2020

Are you frustrated trying to find meeting times that work for everyone?

FindTime, an add-in for Outlook and Outlook Web App, helps you pinpoint good meeting times by looking at available free/busy data for your attendees, and allows you to create a poll where attendees can vote on the...

25 Science Park Diaper & Wipes Drive collecting through March 13

March 5, 2020

The fifth annual Diaper & Wipes Drive sponsored by the Yale Working Women’s Network and Two Men and A Truck , will take place from Monday, March 2 through Friday, March 13. Donation boxes will be hosted in the 25 Science Park main floor lobby...

John Barden clarifies IT career programs

March 5, 2020

Yale’s Chief Information Officer, John Barden, addresses questions asked by the community through our Ask John survey feature. This week, John explains the difference between IT’s various college intern programs.

I am unclear on the differences between...

It's "time" to review the NTP Standard

March 5, 2020

Network Time Protocol (NTP) allows distributed systems to maintain accurate time against national standards. Accurate time is necessary for consistent log data across our distributed infrastructure. Adherence to this standard enables Yale to further harden security through event correlation,...

Staff movement, new hires, and milestones - February 2020

March 5, 2020

Congratulations to IT staff who recently celebrated a milestone, moved, or joined our organization in February. Welcome or congratulate your colleagues using Yale’s digital greeting cards .

Milestone...

Ask John!

March 5, 2020

Our “Ask John!” segment invites you to take a moment to share your questions and ideas about our work or any other questions you might have for Yale’s Chief Information Officer John Barden. Questions will be answered in upcoming issues of IT Update .

...

Cellular Team saves Yale $100K+ through winter review project

March 5, 2020

The cellular team of Andrea Capelli and Kim Mastroianni, along with intern Katherine Simonetti, undertook a winter project to recoup savings by reviewing cellular devices through our top two providers–Verizon and AT&T. After identifying a total of 3,425 mobile devices, they aimed to review...

Best practices for managing spam and phishing emails

March 5, 2020

ITS continues to work on reducing the volume of unwanted email delivered to Yale inboxes. Every day, 600 thousand emails sent to Office 365 users are detected and filtered as spam. Protect yourself by staying informed and utilizing a recently released feature to report messages.

First,...

Unveiling a new PMO Concierge Model and more discussed at IT Leadership Team meeting

March 5, 2020

The Leadership Team met on February 25 to discuss the following projects and updates:

Reflections on the PMO Concierge Model

Michael van Emmenes and NiCole Schlagheck provided insight into a new Portfolio Management Office (PMO) Concierge Model which connects pillars, SLT support staff,...

March InfoSec Chats and Tech Talks

March 5, 2020

Hosted by the IT Staff Development team, Tech Talks and InfoSec Chats are part of a series of learning sessions for the IT community. Each session features one of a wide variety of topics targeted toward IT professionals. We will provide snacks.

Upcoming Sessions

CANCELLED: Tech...

Scheduled Maintenance: Schwarzman Center telecom room - Sunday, March 15

March 5, 2020
Summary Yale ITS will perform electrical maintenance in the Schwarzman Center main telecommunicatoins room on Sunday, March 15, from 5:00 - 8:00 a.m. We expect no disruptions to services as work is performed. Please share this information with individuals in your area of...

Scheduled F5 network maintenance - Possible action required - March 8

March 5, 2020
Summary Yale ITS ITS will perform scheduled maintenance impacting the F5 network on Sunday, March 8, from 5:00 - 7:00 a.m. As maintenance is performed, some of Yale’s websites and web-based applications may experience brief connectivity issues lasting up to 10 minutes; please refresh the page...

Accessibility in the Microsoft Tool Set - Postponed

March 5, 2020

The interactive presentation on Accessibility in the Microsoft Tool Set is postponed.

The presentation will cover:

How developers can incorporate Microsoft immersive reader to make applications accessible How content creators can use accessiblity capabilities in...

Start planning for the upcoming IT Town Hall/Knowledge Exchange

March 5, 2020

Calling all IT service owners and support providers!

Whether you are in the Library, a distributed technical team at one of the professional schools, or within ITS—we want you to present at this year’s IT Knowledge Exchange. This year’s event will be part of an expanded IT...