Secure Email Service

 

Dear Colleagues:
In the course of our daily work for the College, we sometimes need to send or receive private or personally identifiable information via the email system.  As Faculty and Staff at St. John Fisher College we have a responsibility to protect the privacy and confidentiality of student data, employee data, and proprietary College information.  This information could include protected student information (grades, transcripts, class schedule, etc), sensitive personally identifiable information (SSN’s, Driver license or State ID#’s, Passport #’s, DOB, Account passwords, etc), Credit Card information and Electronic Health Care information.

If you have the need to send a secure email outside of St. John Fisher College, OIT is providing a service to ensure that the email and any attachments can only be read by the intended recipient.  This will only work for email sent to a recipient outside of St. John Fisher.

To send a secured email the St. John Fisher sender has to put “[SECURE]” at the beginning of the subject line of the email and then send the email as normal.  Based on the tag “[SECURE]”, the email will get routed through an encryption filter.  The recipient will then receive an email with a link that will direct them to the Barracuda Message Center to retrieve their email.  The recipient will use the Barracuda Message Center to view, reply or download the original email.

For more information, please see the OIT website or contact the OIT Service Desk.

https://sjfc.teamdynamix.com/TDClient/KB/ArticleDet?ID=33026

 

Phishing alert 7/9/15 11:10AM

Dear Campus Community, You may have received an e-mail message that looks like the one below. Please be advised that this message is a hoax message and it should be ignored and deleted: The message may look like the following: “ICT Service Desk require you to upgrade to the latest e-mail Outlook Web Apps 2015 , kindly Click on **link removed** to upgrade to the latest e-mail Outlook Web Apps 2015 Connected with Microsoft Exchange (c) 2015 Microsoft Corporation. All rights reserved” As always, OIT will NEVER ask for personal information (e.g. username/password, date of birth, SSN, etc.). If you have any questions, please contact the OIT Service Desk at 385-8016 or by e-mail at oitservicedesk@sjfc.edu<mailto:oitservicedesk@sjfc.edu> . Thank you, The Office of Information Technology

It’s Important to Think About Your Password

Dear Colleagues,

A recent situation occurred where a user’s network account may have been compromised.

This is a reminder that our password security is important. Before everyone finishes all of our end of the semester activities please take a few moments to think about how secure your password is.

  • Is it complex enough that it cannot be easily guessed?
  • Have you written it down somewhere, that someone could have found it?
  • Has someone watched you type it in and figured out what it was?
  • Is the computer and the website you’re about to log into secure?
  • Can I trust this email that’s asking for my account information?

Everyone has access to important information and it is everyone’s job to keep it safe and secure. If these questions make you think twice, you should reset your password to be safe. Go to the SJFC web page and search for “Password” to find information on how to reset your password today.

And Remember – Protect Yourself and our Community!!

  • Never reply to suspicious emails, tweet, or posts with your personal or financial information.
  • Never enter your password after following a link from an email that you don’t trust.
  • Don’t send your password via email.
  • OIT will NEVER ask for your password by email.
  • Only sign in to your account when you are 100% sure you’re on the real site.
  • Report suspicious emails, phishing scams and any other questionable situations.

Thank you,

The Office of Information Technology

OIT Alert: Printer Supply Scam

Dear Colleagues, OIT and the Print Center have received reports from Faculty and Staff that they received phone calls from someone claiming to work with the campus to supply printer ink and toner. Please be aware this is a Scam that results in automatic contracts being made which will charge you for the supply of inks and toners. We would like to advise everyone that you will not be contacted directly by our vendors and to not give anyone your printer make or model if they call. Please contact the help desk at 585-385-8016 with any questions. Thank you, The Office of Information Technology & The Print Center —————————————- Office of Information Technology Help Desk St. John Fisher College e-mail: helpdesk@sjfc.edu<mailto:helpdesk@sjfc.edu> phone: 585.385.8016 http://oit.sjfc.edu/

Reminder: College Policy on Email Use

Dear Faculty and Staff,

 

As a reminder, in 2013 the College published an Email Policy.  The policy is an extension of the College’s Appropriate Use and Privacy Policy and provides detail and clarification on the appropriate use of the College’s Email System.  It is the product of a joint effort undertaken by members of both the faculty and staff.  

 

The Email Policy provides clarification of the following:

·         a distinction between official College email communications and unofficial email communications;

·         endorsed usages of the All_Students, All_Faculty and All_Staff email distribution lists;

·         etiquette for selected email features and message decorum;

·         appropriate use of email;

·         use of College name and logo in email;

·         venues for unofficial email communications;

·         assignment of Student Club and Organization email distribution lists;

·         assignment of accounts; and

·         College expectations of email account holders.

 

The full Email Policy is located on the OIT website at:  http://www.sjfc.edu/campus-services/oit/documents/SJFCEmailPolicy.pdf.

 

One of the central goals of the Email Policy is to redirect “unofficial” emails to other email distribution lists instead of the All Faculty and All Staff lists.  The Email Policy holds out three email distribution lists as venues for discussions and announcements that are outside of the “official” business of the College.  The three lists are in the Cc: field of this email.  The lists are set up so that you can add yourself to and remove yourself from them at your convenience.

 

For instructions on use of the distribution lists for unofficial communications, please visit: http://www.sjfc.edu/dotAsset/b3c28952-c212-4c5d-80fb-9556195b3622.pdf.

 

The Appropriate Use and Privacy Policy can be found at:  http://www.sjfc.edu/campus-services/oit/home/policies/aup.dot.

 

Please contact the help desk at 585-385-8016 or helpdesk@sjfc.edu with any questions.

 

Thank you,

The Office of Information Technology

OIT Alert: Phishing Attempt

Dear Campus Community,

 

You may have received an e-mail message that looks like the one below.  Please be advised that this message is a hoax message and it should be ignored and deleted: The message may look like the following:

 

Subject: Admin Verification

 

Dear User,

For your own Security, We are having a system Re-activation for all staff.

Please: *Link Removed*

Thank you & note this is secured

CONFIDENTIAL NOTICE AND DISCLAIMER

This e-mail message together with any attachment or reply should not be considered private or confidential because they may be archived and may be subject to public disclosure under certain circumstances, such as requests made pursuant to Wisconsin public records law. This e-mail and any attachments are intended solely for the use of the individual or entity to whom they are addressed. If you have received this e-mail by mistake, delete this e-mail from your system and do not distribute, copy, or disclose it. Please note that the views or opinions presented in this e-mail are solely those of the author and do not necessarily represent those of the West Bend Jt. School District #1.

 

As always, OIT will NEVER ask for personal information (e.g. username/password, date of birth, SSN, etc.).  If you have any questions, please contact the OIT Help Desk at 385-8016 or by e-mail at helpdesk@sjfc.edu. 

 

Thank you,

The Office of Information Technology

 

OIT Alert: Phishing Email

Dear Campus Community, You may have received an e-mail message that looks like the one below. Please be advised that this message is a hoax message and it should be ignored and deleted: The message may look like the following: Dear User, For your own Security, We are having a system Re-activation for all staff. Please: **Link Removed** to activate Thank you & note this is secured As always, OIT will NEVER ask for personal information (e.g. username/password, date of birth, SSN, etc.). If you have any questions, please contact the OIT Help Desk at 385-8016 or by e-mail at helpdesk@sjfc.edu<mailto:helpdesk@sjfc.edu>. Thank you, The Office of Information Technology —————————————- Office of Information Technology Help Desk St. John Fisher College e-mail: helpdesk@sjfc.edu<mailto:helpdesk@sjfc.edu> phone: 585.385.8016 http://oit.sjfc.edu/

OIT Alert: SJFC Wireless Certificate Renewal

Dear SJFC Community, The Certificate used for authentication when connecting to the SJFC wireless was expiring and has been renewed. Depending on the type of wireless device you have you may get prompted to Trust the new certificate when you connect. This is the same prompt you would have received when first connecting to the wireless. Help Topic for connecting to wireless on campus – http://www.sjfc.edu/campus-services/oit/services/faq-detail.dot?id=123648 Below is an example of the prompt from an iPhone and a Macbook… On an iPhone or iPad… [cid:image001.png@01D05741.498BE4E0] On a Macbook… [cid:image002.png@01D05741.498BE4E0] Please contact the OIT Help Desk at x8016 with any questions. Thank you, Office of Information Technology —————————————- Office of Information Technology Help Desk St. John Fisher College e-mail: helpdesk@sjfc.edu<mailto:helpdesk@sjfc.edu> phone: 585.385.8016 http://oit.sjfc.edu/