Updates from the Office of Instructional Technology

Updates from the Office of Instructional Technology

February 2024

New Password Reset Service Launching March 4

ECU transitions to the new PirateID Self Service password reset service on March 4, 2024. This new service replaces our current password reset interface.

The new PirateID Self Service enforces identity and security policies while allowing ITCS to quickly apply new industry-standard updates as required. However, you’ll only notice the intuitive interface that walks you through resetting your password or unlocking your account.

Here’s how to enroll:

  • Log in to passwordreset.ecu.edu.
  • Choose your email address for a verification code, then enter the emailed code.
  • Create two verification questions with answers.
  • Enter your mobile number for SMS verification.
  • After your enrollment is confirmed, change your password.
  • See this IT KB step-by-step enrollment tutorial (screenshots included).

Changes for the Management of Teams, SharePoint, OneDrive and Groups

Memo from Zach Loch, ECU’s CIO

Microsoft Teams and SharePoint are two of THE most useful collaborative services at ECU with constantly-improving tools to help achieve your work, research and instructional goals.

Recently, we’ve updated management practices for Teams and SharePoint owners to ensure data protections in line with ECU security policies.

Whether you are a team owner, SharePoint site owner or group member, please take a moment to review ECU data security and data governance policies:

Practice update 1. All ECU teams are now private*

All teams are now private to reduce information security concerns. The Teams service checks hourly for public teams and switches them to private. Owners receive an email notification.

Next steps for owners

  • Review sensitive data policies and guidelines for ECU users.
  • Within Teams, click the more icon (ellipsis) beside your team’s name to access settings. Add members, channels and more.
  • Review and update the permissions of your site through the Manage team option.
  • *If you need an exception to the private requirement, submit your justification through the Teams Support service request.

Practice update 2. MS 365 group expiration enforcement begins

When a Teams team or SharePoint site is created, a Microsoft 365 group is also created to manage membership and permissions. Beginning February 2024, we are implementing an annual MS 365 group expiration requirement to control:

  • Orphaned groups (no owner)
  • Abandoned groups (no recent activity)
  • Team sprawl (server junk)

Next steps for owners

  • Delete unnecessary teams through settings. Pending deletion for an inactive team shows in the Activity feed.
  • Check team/site owners. Two are required; one as the main owner and at least one backup. Add using the Add member team setting. If a team’s owner has left ECU, submit the Teams Support service request.

Active groups/teams/sites are renewed automatically. The following actions trigger auto-renew: SharePoint – files are viewed, edited, uploaded, downloaded, moved or shared; Teams – a channel is visited; Outlook – group is joined/edited, a group message is written, read or liked; Forms – a form is viewed, created, edited or submitted.

Renewal notifications** for inactive groups over a year old are emailed to owners 30 days, 15 days and one day prior to expiration. If a group is not renewed, it is deleted along with its associated content, team, site. A deleted team is only recoverable within 30 days of deletion.

**Please do not reply to any renewal notifications. They are sent from an unmonitored email account.

Email Encryption

As email security challenges continue and sensitive data leaks are all too common these days, I want to take a moment to provide information about Email encryption.

What is Email Encryption?

Encrypting an email message in Outlook means it’s converted from readable plain text into scrambled cipher text. Only the recipient who has the private key that matches the public key used to encrypt the message can decipher the message for reading.

When would I need to use Email Encryption?

When you need to protect the privacy of an email message.

Are your sensitive emails being sent out correctly?

If you are unsure it is best to review the University Encryption policy located below.

Can students, staff, and faculty send encrypted emails?

All students, faculty and staff can send encrypted emails to any email address, using Outlook or Webmail. The emails are encrypted in transit and at rest in the recipient’s mailbox, including any attachments. Recipients cannot remove the encryption, so forwards and replies to the email remain encrypted.

Email Encryption Guide

Sharing Panopto Recordings with Multiple Sections

If you have multiple sections that share Panopto recordings, know that I have decided to embed those recordings within each Canvas course module. Returning to our oldie-but-goodie method will create consistency for students who no longer have to worry about sections missing recordings.

Embracing Artificial Intelligence

I am pretty sure that each of you have heard the words “Artificial Intelligence” surfing around a bit more in the past year. If you haven’t, you will, just hang tight. The more I hear talks about Higher Education and how the usage of AI will soon become second nature to us all, I can’t help but want to learn more about it. I found an article that discusses 4 AI Imperatives for Higher Education in 2024.

  1. Responsible AI Will Be Critical as Complex Issues Persist
  2. Institutions Must Take AI Skills Training Seriously
  3. Advancing AI Literacy Will Empower Innovation in Teaching and Learning
  4. AI Will Expand Across Teaching and Learning and Beyond

In your spare time, take a moment to read it by clicking HERE to access the article.

How can AI help achieve educational goals? How are you planning to use AI in your courses or in your everyday job responsibilities? Where do you think AI going is going in the next five years and how will it impact teaching and learning? What benefits do you foresee? What are some of your concerns? I would love to hear your thoughts.

If you are curious like me, take a peek at 15 crazy AI experiments to try online: https://imerit.net/blog/15-crazy-ai-experiments-to-try-online-today-all-una/ or here are a few free AI apps to try: