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Is Zoom safe to use?

Thursday, August 6th, 2020

Back in May we advised against using Zoom for official university matters. The reason for this decision was the severe lack in security on the Zoom platform and the subsequent multiple public security breaches which were experienced in many high profile meetings, including in government. 

Since our previous communication regarding Zoom security issues, Zoom quickly tried to clean up its act.

But the question remains, is Zoom safe to use?

Unless you’re discussing University secrets or disclosing personal health information to a patient, Zoom is fine to use. For school classes, after-work get-togethers or even workplace meetings where routine business is discussed, Zoom does not pose a high risk.

If you are joining external meetings invitations on Teams, Zoom or other platforms you should use good security practices and not share any sensitive information if you are not sure who is on the meeting with you.

Information Technology recommends the use of Adobe Connect and Microsoft Teams for meetings and online learning. These are currently the only two products that can rely on IT support. These platforms provide staff, students, and external users with access to a full stack of unified communication tools from standard devices or browser. 

We still recommend that staff, as far as possible, use the standard software we support. This enables us to provide better support, lower licensing costs and providing integration with institutional system. When adopting software as part of the institutional standard set, good fit with the University technology ecosystem is also considered. If the standard software is not adequate for your needs, it will have to be motivated and the cost will be for the individual or department’s cost. In this case the Zoom license will therefore also be at the user or departments own cost.

If you want to use Zoom for a specific use-case, you must request a consultation session with the Unified Communication Team and see if it is feasible. You can do this by logging a request on the ICT Partner Portal. 

 

 

 

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Unsubscribe from Cortana notifications

Wednesday, August 5th, 2020

Recently Microsoft activated an automatic status update which is sent to students and staff. According to the company new Microsoft 365 experiences, such as the Briefing email and Play My Emails, were enabled using Cortana enterprise services. These features are currently available for Stellenbosch University staff and students.

However, you can unsubscribe from these emails by clicking unsubscribe at the bottom of the email or unsubscribe at https://cortana.office.com/

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Teams: Useful links

Tuesday, August 4th, 2020

Due to the current situation many staff members have to switch to online platforms and there is a greater need for online meetings using Microsoft Teams. Below are a few convenient links with guides on how to use it.

Office 365 Training Center

Microsoft Teams help center

Planner Self-help guide

OneDrive help center

OneNote help center

Meetings in Teams

Schedule a meeting in Teams

Join a Teams Meeting (video)

Manage Meetings (Video)

Start an instant meeting in Teams

Share content in a meeting in Teams

Create instant meetings with Meet Now (video)

Record a meeting in Teams

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Zoom not recommended for meetings

Friday, May 8th, 2020

Over the past few weeks we’ve had to find new ways of connecting with people. Zoom has become the popular choice for anything from online exercise classes to quizzes. While it is perfectly fine for personal use, we do not recommend Zoom for your official meetings with colleagues or students. Although it’s simple to set up and free, there are multiple security risks.

Why take the risk if Microsoft Teams can do the same safely?

To help you make an informed decision we prepared a comparison table of Adobe Connect, Teams and Zoom. The comparison table shows the strengths and weaknesses of each product and the areas marked in red are serious weaknesses. Do not use a product if any area is marked red. 

SUNStream is based on Adobe Connect and runs on a server on campus which is fully integrated with SUNLearn. It will be zero-rated to allow students to access the system without data costs. This is the preferred streaming platform for lecture use and is particularly suited for larger classed as it uses a very structured approach. Adobe Connect is also fully integrated with SUNLearn.  

Teams has become the University standard for meetings and is also suitable for classes of up to 250 participants. Teams is not just a streaming service; it is an excellent collaboration platform. Teams has also been integrated into SUNLearn, allowing lecturers to use class groups within Teams. Unfortunately it will not be zero-rated soon, since it is running on the Microsoft commercial cloud. 

*  NB. If you record your meetings in teams, keep in mind that the recording will be available to everyone who attended the meeting – even if just for a short while as a guest. Don’t use your current meeting to continue a different meeting, for example with a smaller group. If you do this everyone who attended the initial meeting will be able to listen to your recording.  Rather create a separate one. More on privacy and security in Microsoft Teams.

Zoom has become very popular largely due to its ease of use – but therein lies the risk: security and ease of use are on the opposites of the scale. Zoom places the burden on the users to protect themselves. Two South African ministers have found themselves in trouble when using Zoom, the latest being reported 6 May 2020 in a so-called “Zoombombing” incident. (also see below what “Zoombombing” is) The University regards Zoom as a risk, and will not support its use.  

Also read security expert, Basie von Solms’, article on protecting your video calls on LitNet (unfortunately only available in Afrikaans) and Computerworld’s article on the do’s and don’ts of video conferencing security.

 

Zoombombing, Zoom-bombing or Zoom raiding[1] is the unwanted intrusion into a video conference call by an individual, causing disruption. The term became popularized in 2020, after the COVID-19 pandemic forced many people to stay at home and videoconferencing was used on a large scale by businesses, schools, and social groups. The term is associated with and derived from the name of the Zoom videoconferencing software program but it has also been used to refer to the phenomenon on other video conferencing platforms.[2][3][4]

SOURCE: Wikipedia

 

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ICT ready to enable business continuity

Thursday, March 26th, 2020

During the last two weeks the IT environment at SU pulled out all stops to prepare a virtual study and work environment.

Since the announcement of lock-down regulations by the President on 23d March, the possible work scenarios are now much more limited. The restriction of movement and staying at home, will effectively terminate 99% of all traditional work or study activities on campus, and will now be done online, from home.

This scenario has specific implications for all IT services and applications. Our goal is to enable all ICT-based services and applications to staff and students working from home, with the same richness and quality that existed before.

The preparation covered multiple domains, some of which we can control, and others where we depend on collaboration of service providers and national negotiations in this regard. The preparation of all computing facilities on campus for remote access will be finalised over this coming weekend, after the scheduled maintenance work is completed.

The ICT serviced desk (ICT Partner Portal) is currently inundated by support requests like access to applications and platforms. The support agents and system engineers are doing their utmost to serve everybody as soon as possible, and we appreciate the patience of our users.

I’m confident that SU will overcome the short-term challenges, and that the ICT ecosystem will enable business continuity off-campus. We’re almost there!

Attie Juyn (Senior Director: ICT)

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