Reminder about confidentiality

This week we added a feature to RefTool to display the OSU photo ID on record for ONID accounts. This feature was added to facilitate identity verification, e.g. when providing a Duo bypass code.

Please note that photo IDs are sensitive data. We have access to this data in order to perform our job functions. You should not be looking at any data that you do not have a business need to look at.

As stated in the OSU Acceptable Use of Computing Resources: “Refrain from unauthorized viewing or use of another person’s computer files, programs, accounts, or data.”

Also we are subject to the provisions of FERPA, federal law that protects student data. All IT employees are required to do FERPA training in order to access RefTool. You can retake FERPA training at any time here: https://registrar.oregonstate.edu/ferpa-training-module

Also note that as professionals, we should not be discussing sensitive data with colleagues unless there is a business need to. This is especially true when posting to semi-public forums such as Slack. Please be cognizant of other customers in the room who may overhear (or see) sensitive information about themselves or someone else.

RefTool Update

Hello all,

On this Wednesday from 5:10 pm to 5:20 pm, RefTool will receive a major update! This update will facilitate the Service Desk’s vetting process to providing password reset PINs to ONID users. There are 2 new features.

Masking Alternate Contact Information

Currently, by default RefTool displays the user’s alternate email and phone number in full:

Screenshot of alternate contact information before the update

After the update, RefTool will mask the client’s alternate contact info by default.

Screenshot of alternate contact info after update

Users of RefTool can reveal the alternate contact info by clicking on the “Show alt. contact” button. Doing this also displays a warning to  the user not to share the full info.

Screenshot of warning message after revealing the alternate contact info

Displaying a Person’s OSU ID Picture

For ONID-based accounts ONLY, RefTool will load the OSU ID card’s picture OSU has on record for a person.

Screenshot of person's profile picture

Note that OSU do not have pictures for the accounts below:

  • General mailboxes
  • Non-ONID accounts (AD-based accounts in various domains, e.g. science, engineering, TSS)

Unless these accounts have their own profile pictures linked from somewhere, an image will not be available.

That’s all folks. As always, if you have questions, comments, or concerns, let me know!


For demonstration, all identifiable info contained in the screenshots regarding the masking of alternate contact info have been edited via Google Chrome’s Inspector. ONID user “bennybeav” and all their contact info are made up.

Security incident – postal letters

The postal letters for the May security incident are going out at the end of this week. Starting Monday, we may have some new calls from affected people. I have reopened the parent ticket and updated the KB article with the draft message.

Note that while the university is offering 12 months of free credit monitoring service, residents of Massachusetts will receive 18 months due to MA law.

Please remember to be kind and take your time helping these individuals. Thank you!

Parent ticket: https://oregonstate.teamdynamix.com/TDNext/Apps/425/Tickets/TicketDet?TicketID=9602764

KB article: https://oregonstate.teamdynamix.com/TDClient/KB/ArticleDet?ID=80754

Duo Required for COE SSH Servers

Starting at 5pm on Friday, 7/12/2019, College of Engineering will require Duo for access to all of their SSH servers, including:

  • access.engr.oregonstate.edu
  • flip.engr.oregonstate.edu
  • nome.eecs.oregonstate.edu

This means that Engineering students accessing these servers will now need to enroll in Duo.

Students have been notified of this change. Faculty who require students to connect to the SSH servers have also been notified.

We should help COE students with Duo sign-up and login issues. Please refer questions or concerns about this change to support@engr.oregonstate.edu.

Parent ticket for this change: https://oregonstate.teamdynamix.com/TDNext/Apps/425/Tickets/TicketDet?TicketID=9849651

Documentation:

Reminder about Duo tokens: Students are not eligible for a free token from the Service Desk. They can purchase one at the OSU Beaver Store, and can also have it shipped to their location. Students experiencing financial hardship who can’t afford a Duo token may contact the OSU Human Services Resource Center for assistance.

 

 

Cyrus Update

Chris let me know today that all of the Community Network customers who still had Cyrus mailboxes have been sorted. Most of them are now set to forward to their Exchange mailbox.

There are still about 1500 users on Cyrus, but IAM hopes to have them dealt with by the end of next week.

Once Cyrus has officially been shut down, I will archive the remaining KB articles for it.

KB Article: ONID Cyrus Mail Sunset