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IT News
ALL-IT Email: Feb. 20, 2025
Tech Fair Returns Wednesday, March 5
The 2025 Tech Fair returns to the Marston Breezeway on Wednesday, March 5, from 10 a.m. - 2 p.m. This year's theme is "Building Your Future," focusing on the digital campus tools students can use to stand out to potential internship and job employers. Information about this year's spotlighted services and resources is provided in our latest YouTube video.
Check out the Tech Fair website for more information: https://it.ufl.edu/techfair.
Now Accepting: Student Technology Fee Grant Submissions
UFIT is now accepting submissions for 2025 Student Technology Fee Grant proposals. Proposals should focus on educational innovation utilizing technology. Staff, faculty and students who are interested in submitting are encouraged to partner with a college or an administrative unit.
The initial review deadline is Friday, March 21. To read this year’s criteria and important dates, visit https://it.ufl.edu/about-ufit/student-technology-fee-grants.
NaviGator AI Project Proposals
In partnership with the AI2 Center, UFIT’s Center for Instructional Technology and Training is excited to announce a new project funding opportunity for faculty. UFIT is now accepting submissions focused on utilizing NaviGator AI to enrich classroom teaching methods. Selected project(s) will receive a stipend of up to $3,000, CITT support and project implementation resources.
Submissions are due Friday, March 28, at 5 p.m. Faculty can learn more about how to submit their proposal here: https://citt.ufl.edu/artificial-intelligence/innovation-in-teaching--learning-with-navigatorai.
Tuesday, April 1 – plaza.ufl.edu to be Discontinued
Due to the implementation of new digital compliance requirements, UFIT is no longer able to support web hosting services through plaza.ufl.edu. On Tuesday, April 1, 2025, plaza.ufl.edu will be turned off and no longer accessible through FTP or the web.
Account owners will soon be notified of the upcoming service change and advised to contact their college or department’s webmaster for support relocating official university business. The UFIT Help Desk is prepared to help account owners with UF’s cloud storage and collaboration services.
New Video: Multi-factor Authentication @ UF
Cyberattacks are a prevalent threat to higher education institutions. UF’s mandate on multi-factor authentication for anyone accessing university systems is critical in protecting our community from malicious cyber activity: https://www.youtube.com/watch?v=gJuLpDi3r6c&t=1s. -
Zoom & Office
Zoom For Class Assignment Video
- UF students, faculty, and staff can update their contact information or subscription preferences at https://one.uf.edu/.
- UF Health staff can learn how to update their contact information and subscription preferences at http://go.ufl.edu/editufalertshands.
- Learn more about UF Alert, including FAQs at http://ufalert.ufl.edu/.
- Download the GatorSafe app on your mobile device at http://go.ufl.edu/gatorsafe.
- Learn more about the UF Office of Victim Services at https://police.ufl.edu/about/divisions/office-of-victim-services/
Non-Emergency Contact Numbers:
- UF Police Department: 352-392-1111 (UF Alert-Gainesville)
- UF Health Shands Hospital Contact Center: 352-265-0111 (UF Alert-Shands)
- UF Office of Victim Services: 352-392-5648 (Monday-Friday, 8-00am–500pm) or 352-392-1111 (after-hours) -
Lenel Card Readers
I need to make all occupants of McCarty Hall A, B, C, and D aware of an ongoing UF Physical Security project that will change after-hours access to these four buildings. Work has begun on the ground floor of McCarty Hall B and D to install both card readers and surveillance cameras and the new after-hour access will come online soon.
UF Physical Security administers the Lenel electronic access control system. Once installed and activated, electronic access control will be accomplished through the use of the Gator1 ID Card (either physical or electronic card), along with card readers installed near ground floor McCarty Hall entry doors. This security system will provide controlled access for faculty, staff, students, and support personnel. This system will also provide a record of who gains access through the use of the UF Gator1 ID card and allows for people to have access granted or removed easily.
Important points to know and act on soon:
- Lenel card readers are only being installed at entry doors on the ground floor of all four McCarty Halls. This is due to budget limitations with this type of security system. If needed, key access can still be accomplished by going to exterior doors on upper floors.
- Exterior doors in all McCarty Halls will be unlocked during the same timeframe as currently scheduled (typically 5:00 am–11:00 pm). The Lenel card reader system is for after-hours (e.g., weekends and university holidays) access.
- Key access to all interior doors will not be impacted by this project.
- Whoever is tasked with the management of Lenel card reader access in a unit across the McCarty Hall complex will need to sign up for training here: https://security.businessaffairs.ufl.edu/resources/training-resources-2/ . UF Physical Security is recommending that there be two persons per unit (e.g., FRE, AGY, Mission Offices) trained as that will provide for continuity if one person is away or departs from UF/IFAS. These Lenel managers within UF/IFAS will be the ones to get Gator1 ID numbers in the system for after-hour access and update as needed with department/unit additions and departures.
- More about Lenel card access and use can be learned by going to these two sites:
- Getting mobile credentials downloaded to one’s phone is a good idea and can be accomplished by going to the following link: Mobile Credential Download . Note that only newer Gator1 ID cards have the ability to provide access via the card readers. I have been told that Gator1 ID cards issued within the last year (having a blue stripe across the front of the card) work with the card readers being installed.
Feel free to reach out to me and/or Ronnie Cooper in IFAS-FPO with questions, concerns, etc. We continue to engage with UF Physical Security staff in an effort to make this entry access project go as well as it can.
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020225 Update - Changes to M365 Default Sharing Settings and Linking in Canvas
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UFIT will be making changes to features and file sharing in UF's Microsoft 365 environment on February 4, 2025. These changes will affect access to files that have been shared in OneDrive, Outlook, SharePoint, and Teams chat (1:1 chats or group chats) as well as the sharing options available when sharing files.
Key points for files that have been shared prior to February 4th:
- Existing ‘Anyone’ Links: File sharing links that use the ‘Anyone’ setting will no longer work. If a file was shared without specifying the sharing recipients, it will be disabled and display an error message to the person using the link to access the file.
- Examples of typical files shared that will be broken by this change are any you uploaded from your computer into a Teams chat (1:1 chats or group chats) or files you shared in email using the create sharing link option.
- Resharing Required: You will need to reshare affected files and folders and enter specific email addresses for those who need access or select the to "People in University of Florida" sharing option.
- Sharing to Non-UF Recipients (External Guests): If you share a file with people outside the University of Florida, you will need to confirm that you wish to continue to maintain the person's access to the shared file annually.
- File Sharing in Teams: If you have created sharing links to files stored in a Microsoft Teams team channel, those sharing links will not be broken by this change.
Key points for file sharing after February 4th:
- File Sharing Steps Remain The Same: After this change, the processes used to share a file in OneDrive, Outlook, SharePoint, and Teams chat (1:1 chats or group chats) will not change, but the sharing links created will be set to give less access by default.
- 'Anyone' Links Not Available: When sharing files, the "Anyone with the link" option will no longer be available. The new default will be "People you choose," requiring you to specify email addresses for those you wish to share with. You can also change who the sharing link works for to "People in University of Florida".
- Default Permissions Set To View: The default sharing permissions will change from "Edit" to "View." You can change the sharing permission to "Edit" if needed.
- OneDrive File Request Feature: This feature will no longer work. UFIT has recommended the Dropbox file requests functionality as a potential alternative.
To prepare for this change, please review and update file sharing links that you have created and are still needed before February 4, 2025. You can see the files you have shared from your OneDrive by choosing the Shared By You filter in OneDrive Online (https://uflorida-my.sharepoint.com/sharedbyyou.) From there, click on the ... option for each file, select Manage Access and then click Links to check for links that are labeled with ‘Anyone with the link can edit (or view).’ These are the links that will no longer work. You can also save a list of the files you have shared from your OneDrive, by clicking "Run sharing report" in your OneDrive settings (https://uflorida-my.sharepoint.com/?p=22&setting=1).
For more information about this change see the UFIT provided information at https://cloud.it.ufl.edu/m365-default-sharing/. If you have any questions or need assistance, please contact us by opening an IT help request at http://it.ifas.ufl.edu/newticket.
UF Information Technology (UFIT) is implementing new measures that will take effect on Tuesday, Feb. 4, to improve the security of files and links shared from Microsoft 365 products, including OneDrive, SharePoint, Outlook, and Teams.
Due to these changes, course instructors may need to make updates to their Canvas course content. If your course content includes links created in OneDrive that provide access to files hosted within OneDrive, the links will no longer work after the service update. However, access to files shared through Canvas’ Office365 LTI will not be affected.
Course instructors who created links to share content from their OneDrive accounts should remove the link and reshare the content via the Office365 plug-in inside Canvas.
The Office365 Canvas plug-in can be found in the Rich Content Editor by clicking on the “plug” icon. If Microsoft Office doesn’t show in the dropdown menu, select “View All” to find it.
Video Tutorial on using the M365 Canvas Plugin
More information about the new default sharing settings is available at https://cloud.it.ufl.edu/m365-default-sharing/. If you need assistance updating your course content or using available Canvas Learning Tools, please contact the e-Learning Support team by submitting a ticket to learning-support@ufl.edu or scheduling a one-on-one appointment via go.ufl.edu/CanvasHelp.