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Enrol for MFA

Monday, July 27th, 2020

We are well aware of the growing risks of working online – whether it’s at our offices or at home as we’ve been doing recently. The downside of working from home is that it opens opportunities for cyber-attacks and security risks are higher.  You can easily fall prey to these security risks when there are more distractions and concerns than usual while working from home.

To protect our staff and students from security attacks in our current situation, as well as when we return to our offices one day, it is important to implement extra security measures. Information Technology has been researching and testing multi factor authentication or MFA over the past few months as an additional measure to protect personal information and data. More about MFA here.

In short, this will mean that, for certain services, you will be prompted to provide more information in order to authenticate your identity as a Stellenbosch University student or staff member. 

By mid-August all staff and students will be required to use multi factor authentication to secure their information and the university network. Although MFA is not mandatory at the moment, you can already enrol by​ following these steps.

* Instructions are in pdf-format and you will need Adobe Acrobat or similar software which can open pdf documents. If the file takes long to open and gives a time-out, it could be due to a slow internet connection. Also try opening the link in a different browser ((FireFox, Chrome or Edge) and clear your browser’s cache. 

If you have any enquiries or need assistance, please log your request on our ICT Partner Portal and a technician will contact you. 

 

 

Hardware support during lockdown

Wednesday, June 24th, 2020

Even though Information Technology has been fully operational during lock down, there are some functions we haven’t been able to perform. Since Level 3 some of these functions, such as repairs and receiving deliveries are possible again.  However, this does not mean that our offices are open every day and we can receive visitors.

Stellenbosch campus:

  • Currently no deliveries are made to clients by IT.
  • Mondays, Wednesday and Fridays:   Suppliers deliver equipment to our offices.
  • Tuesdays and Thursdays:  Staff may pick up their orders at our offices. 
    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.

Learning Technology teams continue to work overtime

Monday, June 22nd, 2020

We recently shared some of the many projects that our Learning Technologies team and partners were working on in preparation for moving our Teaching and Learning online. We have continued to work long hours to try and ensure that teaching and assessment experiences for lecturers and students are as enjoyable as possible.

In the past two months we have begun and concluded many exciting projects while also working hard on strengthening the stability of SUNLearn in preparation for the exam period. With over 4000 queries received by the learnhelp service desk since March, we acknowledge the efforts that everyone has made in moving online, from the students to the support team.

Some of the highlights from our Learning Technology Systems department include:

  1. Integrating a number of textbooks from publishers into SUNLearn modules
  2. Working with the Science Faculty to launch and integrate a virtual laboratory into SUNLearn
  3. Activating a number of MS Teams for specific modules
  4. Launching the first phase of testing a Learning Analytics system linked to SUNLearn
  5. Expanding our service desk for SUNLearn and other learning technologies to run daily until 10pm and on Saturdays as well.

We thank you, our colleagues and students for your patience throughout this process as we continue to work towards creating the best learning environment online that we can.

[Article by Lianne Keiller – Manager: Learning Technology Systems]

Updating your personal information

Monday, June 22nd, 2020

Due to the implementation of stricter laws regarding the protection of data, Information Technology can no longer change passwords on behalf of staff and students. We therefore recommend that you use the online password self-help function. 

However, to successfully use this function, your cell phone number or external email address has to be recorded on the system. Information Technology cannot update this information since our staff are not authorised to work on the HR databases. If you information is incorrect or incomplete, you can update it by doing the following: 

  1. Staff and students can update information by signing on at http://www.sun.ac.za/useradm and updating the various fields on the first page. 
  2. Staff can contact Human Resources by sending an email to sun-e-hr@sun.ac.za or contact them at 021-8082753.
  3. Students can contact Client Services by emailing info@sun.ac.za or contact them at 021-8089111.

More detailed information on the password self-help function.

 

OneDrive for Business

Monday, June 22nd, 2020

What is OneDrive for Business?

OneDrive for Business is Microsoft’s file-hosting service that allows you to store, share and synchronise work files.  It is certified against the internationally recognised information security standards, but you are still responsible for using it in a safe and secure way.

Why use OneDrive for Business?

  • It provides 5TB of cloud storage space for each staff member and student. This means you have ample space to store your documents
  • Your data will always be available from anywhere, anytime, on any device with an internet connection
  • Your documents will also be backed up and safe if you have problems with your device’s hardware or if it gets lost or stolen.

How do I access OneDrive for Business?

All staff automatically has access to OneDrive and can be accessed in the following ways:

  • OneDrive desktop application

If you don’t have access to the OneDrive for Business application, you can download it here: https://microsoft.com/en-za/microsoft-365/onedrive/download.

  • Web Interface

Log on to Office365 with your email address and password.

  • OneDrive is also accessible via my.sun by clicking on the Office365 link or searching for Office365 in the search field.

What if I have been using OneDrive personal, Dropbox and other cloud storage options? 

You can keep on using them, but it is very important that you only use these storage options for your personal data.

OneDrive for Business and SharePoint online are available under the US MS Licence agreement for storage and sharing of institutional data. The storage and sharing of institutional data are not allowed on Dropbox, OneDrive personal or any other cloud storage

Important to know:

  • Familiarise yourself with copyright regulations. Make sure you know what you can store and share online.  SU copyright agreements do not extend to storing of documents protected under the copyright law on OneDrive for business or any other public store space.
  • You are entirely responsible for your own information. Be careful who you give rights and access to, as it will compromise your information if it’s visible to unwanted people.
  • You are responsible for synchronisation between online and local data. Synchronisation between online and local information needs to be set up correctly and done on a regular basis.
  • Keep in mind that access to cloud services when on campus will not incur any costs, but if you work from home your own data will be utilised.
  • If a staff member resigns or a student leaves the university, they will no longer have access to the information stored on their OneDrive. Remove any data stored on Microsoft One Drive and copy it on your own external hard drive or other online cloud storage, for example, Google Drive or Drop Box before you leave the university.

Further information:

https://www.agileit.com/news/benefits-of-microsoft-office-365-onedrive-business-collaboration/

 

 

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