Oct 23 2018 FACCUS meeting agenda

Agenda

Location: PAS 2030

1:30-3:30pm

  1. Approval of minutes from last meeting

  2. Anything to add to today's agenda?
  3. Various projects/initiatives/updates - Information Systems & Technology (IST)
    • 2FA update and web page (Andrew W, Jason T)
    • iss-app and the compromised search tool (Ryan G)
    • Overleaf update (LaTeX collaborative writing and publishing tool) (tentative) (Steve C)
    • Windows 7 end of life, and updates (Stephen M)

      • Ensure patches up to date

      • Jan 14, 2020 end of life

    • DeliverPoint (Stephen M)
    • MS Teams update (Lisa T)
    • personal.uwaterloo.ca update (Lisa T)
    • RT updates (Lisa T)
    • IST Networks group update (Lisa T)
    • New Help & Support page (Lisa T)
    • Email accounts when people leave UW (Lisa T)

      • Undergrads

        • Keep their O365 email accounts but lose features (details at https://uwaterloo.ca/information-systems-technology/services/microsoft-office-365-education/access-by-audience )

        • If they don’t graduate they don’t keep their @edu

      • Current Alumni are on one of three different mail platforms:

        • Undergrads who graduated since we’ve moved to Office 365 will have an Office 365 email account (@edu).

        • Undergrads who graduated prior to this will have mailservices (if they had that during school).

        • Undergrads who graduated prior to mailservices may have no email account, but they can still use a mail forward to have “@uwaterloo.ca” mail delivery address, if they wish.

        • Grad student alumni may have connect accounts, depending on when they graduated. Lisa is looking into more details for grad student accounts

      • Graduate students

        • Grad students have connect accounts. Lisa is looking into more details about graduate student accounts.

      • Staff/faculty:

        • https://uwaterloo.ca/information-systems-technology/services/faculty-and-staff-email/about-faculty-and-staff-email/status-changes-affecting-accounts

        • If they leave before retirement they cannot keep their UW email (this is technically at the discretion of the department).

      • Post docs 

        • Currently manual sponsorships in WatIAM, to create. This may change in the future. Currently their email would stop working properly once they leave unless another assertion is made.

    • Exchange/connect email limits and alternatives (Lisa T)

      • Max number of messages a connect account can send within a 24 hour period is 1000. There are also other limits (see urls below)

      • We recommend using a mailman mail list instead, using software such as GroupMail, or registering with our bulkmail server. Details are at:

        • https://uwaterloo.ca/information-systems-technology/about/policies-standards-and-guidelines/email/sending-email-many-recipients-mass-email

          https://uwaterloo.ca/information-systems-technology/services/bulk-mailing

    • Reminder of change in Graduate Students status, as of Jan 1, 2019

      • Graduate students not paid by Human Resources will no longer be included in the employee security group. All graduate students are in the IdM-SA-Graduate Studies security group.

      • If you control access to a system(s) that includes graduate students, you may need to allow access to all grad students via this security group, instead of using the employee status.

  4. Should part-time employees who are also full-time ugrad students have their N: drive on fileu or on files? (Jennifer K)
  5. Follow up from May brainstorming (Lisa T)
    • Discuss action planning for

      • Opportunities to collaborate and work together on things that impact multiple area's.

      • Report on new projects

      • Mattermost channel (MS Teams instead...)

      • Informal communications for emerging issues

      • Planning new initiatives

  6. Faculty/area updates (all)
    • Introductions for any new members
  7. Who to host next FACCUS meeting? (AHS?)