NSO IT 2020

A warm welcome to all who are joining the GU-Q this August from the IT team. We are thrilled to be partnering with you as you participate in an exciting educational journey.

Our mission as the business enablers is to facilitate high-quality teaching and learning, research, student experience and the community, through reliable, effective, secure, accessible and scalable IT solutions.

We offer a wide range of IT services to students, staff and faculty. Our primary functions include the operations of:

  • The IT helpdesk user support, to help you with all your IT incidents and requests
  • The classrooms audio visual technologies, to ensure non-disruptive delivery of online/hybrid/in-class teaching
  • Supporting teaching and learning strategies
  • Business and collaboration applications, such as, Zoom, Google Apps, etc.
  • IT infrastructure and security, to ensure you have secure and non-disruptive connectivity to the information resources

We have put together useful IT orientation content for you which will enable you to learn about the IT services on offer with best practice advice on their use.

We are here to support you with all your IT needs.

Thank you

Farukh Zeeshan – Chief Information Officer

GU-Q IT Organizational Structure

A short video by Andre Hajjar (IT Client Services and User Support Manager) on IT Help Center function, its responsibilities and an introduction it its team.

The IT User and Audio Visual (AV) Support team is responsible for providing first line support and serves as a single point of contact to gain assistance in IT and AV issues and all your IT needs.

All IT incidents and requests must be reported to IT via email guqhelpcenter@georgetown.edu or telephone +974 4457 8130. Our office is based in the lower ground floor, room LE09, next to the Mailroom.

We provide technical support to staff, faculty and students on the use of the technology, such as, Zoom, Box, Google Apps, VPN, Wireless, NetID, Printing, Microsoft Windows/Office, MacOS etc.

The GU-Q IT website contains useful help pages on IT services https://www.qatar.georgetown.edu/campus-life/services/information-technology, you can also visit the University Information Services website at https://uis.georgetown.edu.

GU-Q IT User and AV Support Team Structure

A Short Video by Farukh Zeeshan (CIO) describing the AUP, its principle and key points

What is it?

The AUP establishes the appropriate use of computing and network resources and embodies the principles of respect and reverence for every person that are at the core of Georgetown’s Catholic, Jesuit identity.

Applies to anyone using the University’s information technology resources.

Guiding Principles

You are encouraged to make innovative and creative use of information technologies in support of education and research.

The computing and network facilities of the University are limited and should be used wisely and carefully with consideration for the needs of others.

This policy is intended to respect the rights and obligations of academic freedom.

https://security.georgetown.edu/it-policies-procedures/computer-systems-aup

Key Points:

  • Fair use allows you to enjoy legally acquired music, movies and software, but you must avoid unauthorized redistribution or use of copyright content.
  • Digital Millennium Copyright Act (DMCA) https://security.georgetown.edu/technology-policies/dmca-notification-procedures
  • Don’t conduct activities that tie up network resources, these include:
    • Using the network to transfer large media files, such as downloading or uploading music or movies using a file sharing service
    • Unauthorized modification, alteration, and deletion of computers, networks, software, applications or files.
  • You are responsible and accountable for the use and security of the electronic devices you own or the GU-Q computers (e.g. library)
  • You should be cautious about making information about yourself and others available on the Internet (e.g. Social Media etc.

A short video by Asad Malik (Senior IT Infrastructure and Security Engineer) on the Identity and Password Protection

Two-Factor Authentication

Georgetown University has implemented Duo two-factor authentication for all NetID Single Sign On applications. Two-factor authentication provides added password security by requiring a unique code in addition to your password before successful authentication to an application. This unique code is usable only once and can be pushed to your mobile or desk phone. If your password credentials become hacked, the chances that someone will be able to use them maliciously is reduced when using two-factor authentication.

The University Information Security Office requires everyone to enroll in Duo, the University’s solution for two-factor authentication. It’s a great way to protect your NetID password and to ensure the security of University data and your own information.

Password Requirements

  • A strong password is one that’s hard to crack. A strong password must meet all of the following requirements:
  • Your password must be at least eight characters long.
  • It must have at least one number.
  • It must have at least one letter.
  • It must have at least one symbol (!,@,#,$,^).
  • Avoid simple variants of names or words (even foreign words), simple patterns, famous equations, or well-known values
  • Try thinking of a phrase (i.e. part of a book, poem, or song), and use it to form a password you’ll remember. For example: “All of Gaul is divided into three main parts.” would be “AoGi/3mp.”
  • Our best advice: think of a passphrase, for example: Changeyourpassword2day! According to How Secure is My Password that will take 19 septillion years to crack!

Password Tips

  1. Never tell your password to anyone, you are responsible for your own password!
  2. Never write down your password.
  3. Make your password hard to guess—do not use the name of your pet (or your children).
  4. Avoid using words found in a dictionary.
  5. Change your password at least 2x per year (enroll in password.georgetown.edu).
  6. The more random your password, the better.
  7. Be sure that you don’t use personal identifiers in your password (like your name or NetID).
  8. Never reuse passwords on different websites or across accounts
  9. Enroll in two-factor authentication through Duo!
  10. Avoid using the “Remember Password” feature: These features, typically used to access secure applications (i.e. email, calendar, financial systems) and Web browsers (i.e. Mozilla Firefox, Chrome, Internet Explorer, etc.), do not adequately protect passwords. It may be possible for a computer virus or unauthorized user to gain access to this stored information.
  11. Report compromises immediately: If you suspect your account or password has been compromised, report the incident to the IT help center guqhelpcenter@georgetown.edu or +974 4457 8130 and change the password immediately.

A compromised password not only puts your own information at risk—it may also expose sensitive University data and systems.

Remember: University representatives will never ask for your password: It is against University policy for a technology service provider to request a user’s password.

A Short video by Marco Zanferrari (Senior IT Infrastructure and Security Engineer) on Protection from Phishing

Phishing is a form of social engineering where the attacker attempts to trick people into revealing private information by sending spoofed e-mails that appear to be from reputable companies.

Phishing e-mails provide a link to a seemingly authentic website where you can login and reveal your username, password and other personal identifying information. Online scammers can then use this information to access your accounts, gather additional private information about you, and make purchases or apply for credit in your name.

General Protection Against Phishing Scams

Safe Practices

  • NEVER RESPOND TO A REQUEST FOR YOUR PASSWORD sent by e-mail, even if the request appears legitimate. GU-Q IT staff will NEVER ask for your password.
  • Do not provide identity information, including credit card numbers, when you receive an unsolicited e-mail or phone call. Do not open attachments in unexpected or suspicious e-mails or instant messages.
  • Do not click anywhere on the e-mail—even in what may appear to be white space.
  • If the e-mail or instant message provides a link to a site where you are requested to enter personal information, it may be a phish. The real link may also be masked. Move your mouse over the link and it may show a different address than the one displayed in the e-mail.
  • Be selective in what sites you provide with your GU-Q e-mail address.

What are IT Services doing to protect me?

We have deployed sophisticated filters that attempt to protect you from receiving malicious emails and spam emails. All computers supported by IT have antivirus and Anti-Malware software installed which acts as a second line of defence. Unfortunately, the perpetrators of malicious email are aware of these defences and are constantly innovating.

Report a phish

Report a phish by emailing guqhelpcenter@georgetown.edu. You can forward phishing attempts to this email.

Spear phishing

Spear phishing targets a specific person or group of people (usually within a specific organization). Spear phishing e-mails are tailored to match internal communications at the target organization and may even include personal details.

Resources

A good resource to help identify and avoid falling for a phishing scam: https://security.georgetown.edu/phishing-examples

Safety tips

Some tips from Bank Safe Online:

  • Online Best Practices! Your digital footprint is your online presence in today’s technology-based environment. This footprint is all over the Internet. It is therefore important to ensure your digital profile matches the profile you are intending to share. It is also critical to guard your privacy — not only to avoid embarrassment, but also to protect your identity and finances!
  • Phishing is still a threat. Always remember that banks will never contact customer by email to ask for passwords or any other sensitive information by clicking on a link and visiting a website.
  • The email address that appears in the ‘from’ field of an email is not a guarantee that the email came from the person or organization that it claims to have originated from.
  • Fraudsters are unlikely to know your real name, so the email may address you in vague terms, for example ‘Dear Valued Customer’.
  • Phishing emails will probably contain odd ‘spe11ings’ or ‘cApitALs in the ‘subject’ box and contain spelling or grammatical errors in the email – this is an attempt to get around spam filters and into your inbox.

Georgetown brings the power of Google to your fingertips no matter where you teach, work, and learn. Georgetown Google Apps accounts come with most of the apps (see list below) that are included with a personal Google account, so you can do pretty much anything in your Georgetown Google Apps account that you can in a personal Google account.

Sign in by going to https://apps.georgetown.edu.

Google Apps Features

With Georgetown Google Apps, you can:

  • Send and receive email using Google Mail
  • Set up calendar appointments and personal reminders using Google Calendar. View other GU users Google calendars
  • Maintain a list of your favourite contacts
  • Chat/Meet with classmates and colleagues using Google Hangouts
  • Create, upload and share documents (text, spreadsheets, presentations, and forms) using Google Docs
  • Access Google Drive from your computer using Google Drive File Stream

You can find out more about Google Apps features and much more here.

A short video by Farukh Zeeshan (CIO) on the Zoom best practices

Zoom web conferencing software is designated by the University for teaching, learning and business use and is governed by the University’s existing Acceptable Use and Privacy policies.

The following material will help you get started with Zoom and protect your meetings.

The Software Webstore allows students, faculty, and staff of Georgetown University to download software for free or at discounted prices. We hope this site will be the first place you visit when seeking software for use as a faculty, staff, or student of Georgetown University.

Eduroam (educational roaming), is a single, secure, wireless internet service available at the GU-Q and many other participating institutions worldwide.

GU-Q students can use the wireless at any institution that participates in the eduroam service using the same username and password they use to log onto the wireless on the GU-Q campus. Once your wireless device is setup for use at the GU-Q, it will work at any eduroam location.

Please visit the eduroam website to learn more about the service and how to access setup instructions.

Georgetown University in Qatar provides secure Print, Photocopy and Scan using your NetID or GUQ ID card. To get started, you must register your GUQ ID card on the printer and install the printers onto your computer. It is important to complete the printer setup in the order listed below.

Full instructions on How to register your GUQ ID card and setup printers on your computers can be found HERE.

Following are some of the key feature of the printing service:

  • Follow-You Printing
    • Reduces print waste
    • Mobility
    • Enhances security
    • Protects confidential documents
  • GUQ ID Card Logon
  • Multi-function
    • Scan
    • Copy
    • Print
    • USB
  • 25 locations
  • 24 hours save

The GU-Q VPN service provides secure communication back to the campus network. VPN servers employ encryption and other security measures to ensure that any data sent on the Internet will not be intercepted.

Please follow the instructions on how to install the VPN application on your personal device.

As part of the University’s Office 365 subscription, all staff, faculty and students are entitled to download, install and activate up to 5 copies of Microsoft’s Office applications on personal computers or mobile devices for as long as they remain members of the University.

Install the latest version of Microsoft Office and get the latest updates of applications like Word, Excel, PowerPoint, OneNote, and more on your devices.

Please note, if you have been issued with a GU-Q laptop then Microsoft Office is already installed on your laptop, you do not need to take any action.

Full instructions to install Office on up to 5 personal computers (PCs, Macs and Mobile Devices) can be found HERE.

If you have trouble, contact guqhelpcenter@georgetown.edu

Microsoft Teams is Microsoft’s enterprise communication tool. Teams combines persistent chat rooms, video/voice, file sharing, meetings, and many other features into one application.

Please visit the Microsoft Teams webpage to learn more about the service.

Zoom is the University’s designated service for conducting business meetings and remote instruction, however, University offers a choice of communications tools, such as Google Hangouts, Microsoft Teams.