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Microsoft Teams meeting recordings will now be saved to OneDrive and SharePoint

Wednesday, October 7th, 2020

What does this mean?

Microsoft has opted to change the storage space where new Teams meeting recordings are stored on, and served from, to OneDrive and SharePoint (ODSP),  instead of Microsoft Stream. This change will occur in the next few months and more information will be made available at a later date.

How does this affect Stellenbosch University?

This change impacts the organisation in several ways:

  • New features

The move to ODSP immediately unlocks long-awaited features including external and guest sharing, with improved transcription quality, speaker attribution, transcript content search, and other features to follow in 2021.

  • Meeting storage

Non-Channel meetings will be stored in the OneDrive of the person who clicked the record button in a special folder labelled “Recordings” – that sits at the top of the recorder’s OneDrive. Channel meetings will be stored in a folder labelled “Recordings” under a folder named after the channel under the Team’s document library.

  • Permissions

All meeting invitees – except for external users – in non-channel meetings will automatically get a shared link to access the meeting recording. External users will need to be explicitly added to the shared list by the meeting organiser or the person that clicked the record button. For Channel meetings, permissions will be inherited from the owners and members list in the channel.

What should I do to prepare?

For now, you as the user should do nothing. This is an automated process being implemented on a server level. We at IT will be testing these new features extensively before any implementation will be made on the user environment. More information will be communicated at a later date.

[ARTICLE BY BRADLEY VAN DER VENTER]

IT HUB – operating hours during COVID

Monday, September 21st, 2020

Current operating hours for the IT HUB are 09:00 – 16:00

You can also call the IT HUB at 021 8089289, but preferably log a request on the ICT Partner Portal. This can be done as follows:

1 Log an issue report on the ICT Partner Portal at https://servicedesk.sun.ac.za/
2 Sign on with your SU username and password.
3 Select the “ICT Partner Portal” service desk.
4 “Students select the IT HUB option. Staff select the  option depending on the type of issue.
5 Fill in the necessary information – if there is an asset number, please include it. 
6 Add any additional information in the description field.
7 Copy any related images, files and emails to the attachment area.
8 A staff member will make contact once the report has been logged and schedule an appointment.

All services offered by the IT HUB in the Admin A building – collection of equipment and all other types of support – are available by prior arrangement only. Students should make appointments by logging a call at the online service desk in advance. Appointments can no longer be logged at the entrance to the IT HUB and call log ID (ICT-#) can no longer be done at the IT HUB .

Students and staff members who have lost their student/staff cards are the only unscheduled visitors allowed at the IT HUB, and only between 11:00 and 14:00 daily.

Hardware support during lockdown

Monday, September 21st, 2020

Even though Information Technology has been fully operational during lock down, most of our support is done remotely.  Some of our staff are in office on a rotational basis making hardware repairs and receiving deliveries possible.  However, we are still adhering to Covid-regulations and contact with staff are limited to the absolute necessary.

Stellenbosch campus:

  • Currently no deliveries are made to clients by IT.
  • Tuesday, Wednesday and Thursdays:   Suppliers deliver equipment to our offices.
  • Staff may pick up their orders at our offices between 08:00 to 15:30
    IMPORTANT:  If you have placed an order and it has been delivered, you will receive an automatic message from our system when the order has been processed, however this does not mean you should come to the offices and pick up your equipment. We will send you an email with a specific date to pick up your order.  (Example of email) 
  • Device repairs:  If you have equipment which needs to be attended to, log a request as usual and a technician will contact you where after you will receive an email with a date and instructions on when to bring the equipment to our offices and again when to pick it up.

Tygerberg campus:

  • Wednesdays:  Deliveries from Stellenbosch campus to Tygerberg
  • Pickup of new orders:  You will be contacted by a technician with a specific time for collection. 
  • Device repairs:  The same as Stellenbosch campus

For any enquiries, please log a request on the ICT Partner Portal. Please remember to provide a cell phone number where we can contact you.

Developing a stronger support base for Learning Technology Systems

Wednesday, September 9th, 2020

Over the past 6 months, the Learning Technologies teams (IT & CLT) have had the responsibility of ensuring that all students and staff are effectively supported on SUNLearn, SUNOnline and associated Learning Technology Systems. These efforts have included increasing the number of support agents, working collaboratively with Faculty representatives and Blended Learning Coordinators, and using available data to understand where the need lies with the University community.

This past weekend, the call centre dedicated to SUNLearn and other learning technologies, was upgraded by the IT Microsoft Specialists. This upgrade now allows staff or students to select either “General SUNLearn support” or “SUNLearn Assessment” support as the reason for their call. Assessment queries are diverted to more senior support officers before being routed to the rest of the team should the senior staff be busy on another call. This change is in response to recommendations from the University Ombudsman, the Business Continuity Committee for Online Learning, and, as a result of quality assurance mechanisms and monitoring on the LearnHelp service desk.

New support officers are currently undergoing intensive training in preparation for support during examinations and assessments scheduled from October. At the same time, the 2nd and 3rd level support teams for Learning Technologies in IT are preparing for annual upgrades and completing final testing schedules for any issues that may have come up in the past 3 months. All in all, a very busy time ahead!

As you head into preparation periods for end of year assessment and activities, please reach out to the support team with any questions you may have.

Support hours are as follows:

Monday – Friday: 08h00 – 22h00
Saturday: 08h00 – 16h30

Learning Technologies Service desk
Learning Technologies Call Centre: 021 808-2222

Reminder to enrol for MFA

Tuesday, September 8th, 2020

Last month we told you about the planned implementation of MFA (Multi-factor Authentication). Thank you to the 28 671 staff and students who have already enrolled to use MFA..

If you are still unsure what MFA entails, here is some information

Although we have not activated MFA yet, soon all staff and students will be required to use multi factor authentication when using any of the Microsoft 365 applications (Outlook, Sharepoint Online, OneDrive for Business, etc.) to protect their information university’s network. If you haven’t enrolled yet, we strongly advise you do so as soon possible by following these steps.

If you have any questions first consult our FAQs and if this does not answer your question, please log your request on our ICT Partner Portal and a technician will contact you. If you have any questions you would like to add to our FAQs, you’re welcome to send an email to help@sun.ac.za and we’ll add them to the list.

 

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