Division of Administration and Finance - News & Notes

IN THIS ISSUE


Active Shooter Drill Saturday, August 15

This Saturday August 15, University Police will be conducting an “Active Shooter Exercise” in the Liberal Arts #1 building. This semi-annual exercise is part of an ongoing effort to train our police officers on rapid response to an active shooter event. Participants in the training exercise will consist of role players and training personnel – all of whom are sworn officers. In effect, police officers will respond to an area identified as the location of an active shooter event and neutralize the “threat.” In an effort to create a more realistic training exercise, police officers will use “simmunition rounds” that are similar to paintball rounds.

The University Police Department has used active shooter scenarios to train its personnel for many years. This exercise is part of an ongoing effort to remain current in techniques and applications for responding to an in-progress emergency. By continuing to train for the unexpected, we will be better prepared to deal effectively with such an event – should it ever occur.


Begin the Academic Year at Convocation

In less than two weeks, the university’s annual Convocation will bring the campus community together to mark the start of the 2015-16 academic year. Join colleagues from across campus on Friday, August 21 to hear from President Jane Close Conoley, Interim Provost David Dowell, Academic Senate Chair Praveen Soni and ASI President Jose Salazar.

A reception and continental breakfast will take place in the Dance Courtyard at 8 AM. The program will begin at 9 AM in the Carpenter Performing Arts Center with a student performance.


Microsoft Office 365 and One Drive for Business Available

Faculty and staff can download Word, Excel and other Microsoft Office software on up to five personal devices for free through Microsoft Office 365. Collaborating on projects is easier now, too, with One Drive for Business.

The Office 365 suite of software includes Word, Excel, PowerPoint and Outlook. Office 365 can be installed on personal devices running Windows, Mac, IOS, as well as Android and Windows-based phones and tablets.

OneDrive for Business, a cloud-based file storage service, provides the ability to easily share documents and collaborate with others inside and outside the university.

All active CSULB faculty (including lecturers), staff and auxiliary employees are eligible for this Office 365 software as long as they are employed by the university. Emeritus faculty and staff are not eligible. Teaching Assistants and Graduate Assistants can access Office 365 for free through the Student Advantage program.

For a complete list of available Office 365 software titles and information on how get started accessing these titles, please visit the Office 365 Web page.


Parking Lot Update

This summer several parking lots were closed for improvement projects. Those lots are currently open or scheduled to be open shortly before the semester begins. The following is a list of openings:

  • Lot 8 – opened July 27, 2015
  • Lot 6 – opening August 21, 2015
  • Lot 1 and Lot 3 – opening August 23, 2015

Parking Lot 19 will be closed on August 18, 2015 due to construction at Hillside Residence Halls for the installation of an elevator.  The lot closure will be from 12 AM through 3 PM.

We anticipate parking congestion during the first few weeks of the semester. As a reminder, alternative options are available:

  • Parking is available for those with CSULB parking permits at the Assumption of the Blessed Virgin Mary Greek Orthodox Church, 5761 E. Colorado, Long Beach, CA, 90814, Monday, August 24 through Thursday, August 27. Shuttles will run roundtrip to CSULB from 7 AM to 7 PM during these days.
  • A new CSULB shuttle service has been added and is available in nearby residential areas (see map). This shuttle runs Monday through Thursday from 7:30 AM to 11 PM.
  • Many other forms of sustainable transportation are always available, check out our Sustainable Transportation website to learn more.

Using Cloud Storage Securely

The convenience and availability of online storage, such as OneDrive, Google Docs and Dropbox, makes storing your personal and professional documents and pictures in “the cloud” easier than ever. However, it is very important to use cloud storage services securely at home and work. To do so, here are a few tips.

Password Strength and Frequency
Yes, you’ve heard it before. Weak passwords give cybercriminals easy access to your data. General rules include changing your passwords at least annually; using a passphrase with a mix of letters, numbers and symbols; not sharing your password; and not using a password that is related to your personal life. The campus Password Standard is a good reference tool for creating strong passwords.

Encryption
Encryption is the first level of defense for cloud services. It is important to encrypt data when it is stored and when it is being uploaded or downloaded. Cloud service providers use encryption, which employs very complex algorithms to protect and conceal stored data. Before you upload or download your data, verify that your browser or cloud storage application uses an encrypted connection. Look for the “https://” (where “s” stands for “secure”) or the padlock beside the URL in your browser.

Confidential Information
Storing confidential information in the cloud is risky, so avoid this practice. If you have a business need to store confidential data, please coordinate with your college or department technical contact to ensure the data is properly protected and behind campus data center firewalls. For other campus data storage needs, all college and department employees have access to secure campus file shares that are easily accessed when connected to the campus network. If you are not using secure file shares for your campus data, please inquire with your college or department technical contact.

Sharing
One of the compelling features of many cloud storage services is the ability to share documents with friends and coworkers. Ensure you understand the various levels of access, which may include making a document open to anyone with internet access or privately shared with individuals or groups. In addition, you can often adjust the access level to enable others to either only view or to edit documents.

Back Up Your Data
Get in the habit of backing up your personal cloud data, just as you should do with files stored on your home computer. You can do this by using a secondary source, such as an external hard drive or secondary cloud service. It’s the best way to ensure you do not lose important files.

In Summary:

  1. Update your passwords if they don’t meet the general rules noted above and change them often.
  2. Be sure to verify that your cloud service provider uses encryption, and ensure you use an encrypted connection when accessing cloud storage.
  3. Delete or move any sensitive or confidential data from the cloud.
  4. If you’ve shared documents, check that you have shared them at the appropriate level.
  5. Back up your vital personal files on a secondary source if you have not already done so, and do so routinely.

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California State University, Long Beach, www.daf.csulb.edu