Tech Tip: Multi-Factor Authentication Troubleshooting

Some users may be experiencing issues with the rollout of multi-factor authentication (MFA), especially when connecting to VPN or using mail apps other than Outlook. Here’s some common issues and how to fix them. 

First, to check your MFA settings, go to https://aka.ms/mfasetup and sign in with your E-town credentials. There, you can change your primary method of authentication, as well as setting any desired secondary ones. Make sure that you do not set up the office phone option, as MFA is not required when connected on the campus network. 

VPN users will only receive a notification sent to their primary choice. If that choice is the Authenticator app, you will not see a notification; you will need to open the app to see the code.  

If your email is set up using a native mail app (e.g., iOS’ Mail app, Android’s Mail app, Mac Mail), it may not automatically switch to MFA. To remedy this, remove the email account and re-add it. 

For additional information, including how to remove and re-add an email account, check out the ITS Knowledgebase. 

Any questions about MFA can be directed to the Help Desk at helpdesk@etown.edu or ex.3333. 

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Tech Tip: New Digital Signage Form

ITS’ digital signs are one of the best ways to promote your event to the campus community. Now, ITS has a new streamlined process for the submission of digital signage requests. Instead of emailing the Help Desk, you should now fill out the form on Jayweb. There is a page for students, one for faculty, and one for staff (note: you will need to be signed in to view the page). 

Signs must be requested on behalf of a department or student group. You are limited to one slide displaying at a time. Slides can only be displayed for one week. 

Make sure that your digital sign submission follows these rules, as ITS may deny your request if it does not comply. 

  • Format: 1920 x 1080 px (16:9 ratio). Images should be a .png file, and videos should be .mp4.  
  • Hierarchy: most important information at the top, details, dates, and times underneath.  
  • Background: use gradients or a solid color for readability. 
  • Font: use an easy to read font, not thin or cursive. Make sure that it shows up well against the background. 

Lastly, make sure to keep your sign simple: it should be readable in under 10 seconds. 

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Tech Tip: VPN Authentication Method

VPN now requires multi-factor authentication (MFA) to sign in. Users should note that the code will only be sent via their primary authentication method, and not any secondary methods that have also been set up. Therefore, it is important that you make sure to have the device that the code will be sent to nearby when connecting to VPN. 

Any questions about this process can be directed to the Help Desk, at helpdesk@etown.edu or ex.3333. 

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What’s Multi-Factor Authentication?

In an effort to stay one step ahead of the cybercriminals, Information & Technology Services is working to provide multi-factor authentication (MFA) to protect you. Usernames and passwords are increasingly becoming a target for theft and often, the target (you) isn’t even aware of someone else accessing the account. MFA adds an additional layer of protection to your account by verifying your identity when an unknown connection is initiated. Until this verification is complete, no one can access your account, even if they know your password. 

You’ve probably already used multi-factor authentication when accessing your bank account, Gmail app, and even gaming sites. If you haven’t, here’s how it works: You enroll a device as a point of contact, when an attempt to log-in to your account from an unknown device is detected, you will receive a phone call, text message, or alert from the Microsoft Authenticator app. If the attempt is legitimate, you simply approve the request. If you weren’t trying to access your account, you decline the request and the log-in will be denied. These prompts will occur for each device attempting to connect from outside the College’s network, and each device (excluding VPN connections) can be enabled for 30 days. 

You can self-enroll in the system at any time by following the instructions in our knowledgebase. The articles provide additional information about each type of authentication and the steps to complete the process. 

If you have any questions, please feel free to reach out to the Help Desk at helpdesk@etown.edu or 717-361-3333. Thank you for your help in our testing and we appreciate your support in helping protect the College’s systems from cybercrime. 

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VPN Users Must Enroll in MFA

A security upgrade conducted on January 28th requires users to enable multi-factor authentication (MFA) to use VPN services. As part of this, signing into VPN now uses email credentials, rather than special VPN password. If you are already enrolled in MFA, you do not need to do anything in response to this change. If do not use MFA, you will need to enroll. You MUST enroll in MFA to use VPN; you will not be able to connect otherwise. To enroll in MFA, follow the instructions in our knowledgebase.  

Once enrolled in MFA, when a user attempts to connect to VPN, you will be prompted to enter a code sent via your chosen authentication method. You will also see these prompts when accessing your email (or other Office 365 apps) when first connecting from a new device and after 30 days since the code was entered. Note that the 30-day exemption does not apply for VPN, so you will need to enter a code each time. 

For more information on why ITS has chosen to utilize MFA, see this knowledgebase article. 

If you have any questions or concerns about this process, you can contact the Help Desk at helpdesk@etown.edu or ex.3333. 

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Tech Tip: iOS 13 and E-town’s Wifi

New devices running iOS 13 or later require a connection to EC_Guest_Wifi (not EC_Setup_Wifi) when the device is being setup because of a configuration change in iOS 13.

If possible, setup your device at home, then connect to E-town’s wifi when you’re on campus using the normal iOS connection instructions as detailed in this Knowledgebase article. 

If you have not previously set up your device, connect it to EC_Guest_Wifi for the setup period, then switch to EC_Setup_Wifi to connect to E-town’s wifi.

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Happy Holidays from Phishing Scams

Phishing is word that strikes fear in the heart of anyone concerned with cybersecurity (which should be everyone). These scams increase in frequency over the holiday season, since people are busier and less likely to carefully inspect a message to verify its legitimacy. What are the tell-tale signs of a phishing attack? 

Phishing is more than just email. Hackers may try to attack via phone call, text message, or other messaging systems too. If you don’t know who’s contacting you, or the offer seems too good to be true, stay safe and don’t respond to the bait. 

Remember the telltale signs of phishing. Does that email contain copious grammatical errors, a vague introduction that doesn’t mention your name, or an urgent message that’s scary? Does it contain an offer that seems too good to be true, or ask you to verify your password? It’s probably phishing. 

Check who sent the message. Is their email address something like universityhelpdesk@ymail.com? Or does it have an unknown domain name that doesn’t seem at all related to the place that they’re claiming to contact you from? 

Don’t be convinced because it “looks official.” Scammers are getting better and better at making a phishing attack appear to be legitimate by using real company logos and contact information. Even if an email looks like it’s real aesthetically, look carefully for signs of phishing in the actual content. Don’t react emotionally, even if the message looks scary. This is the response that the hackers want! 

Never reveal your password. Never. A message asking you to verify your password is almost certainly malicious. Remember, ITS will never ask for your password! 

Don’t open links or attachments. If the message seems to be even the faintest bit suspicious, do not open any attached links or files. This is how hackers install malware on your computer. 

When in doubt, contact and verify. Contact the person or company that the message claims to be from, be it a friend, coworker, or even a company that you regularly shop at. 

Don’t talk to strangers! That old childhood rule still applies. If you don’t know who’s calling or messaging you, be cautious. If they’re asking for personal information or making odd requests, hang up that phone and don’t do what they say. 

Don’t pick up abandoned flash drives. Cybercriminals sometimes leave flash drives with malware on them for unsuspecting victims to pick up and plug into their computer, unknowingly installing malicious programs. 

Report possible phishing to ITS. Do you think you’ve received a phishing email? Report it using the Phish Alert ButtonIf you think you may have clicked on a link that you shouldn’t have or given someone your personal information, contact the Help Desk at ex.3333 or helpdesk@etown.edu. 

  

Adapted from https://er.educause.edu/blogs/2016/11/february-2017-learn-what-it-takes-to-refuse-the-phishing-bait 

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VPN Connection Changes

VPN, or Virtual Private Network, allows the user to access network resources (including private and public folders) and software while off campus. The VPN system sends all traffic from your remote computer to the college’s network through an encrypted channel providing a secure method to access these resources. 

Some changes to the process of connection to VPN on college-owned Windows computer have been made this semester. You now need to select a certificate after entering your VPN username and password. Make sure to choose the certificate named admin-vpn.etown.edu or academic-vpn.etown.edu (the certificate you see will depend on the software installed on your computer). If you don’t see either of those certificates, choose the one named username@w107.etown.edu or username@w108.etown.edu. More information about this process can be found in this Knowledgebase article 

If you are using a Mac, the process has not changed.  

If you have never used VPN before but are interested in using it, you must submit a request for a VPN connectionIf you have not used VPN for a while and are interested in testing the process, or have any concerns about this process, please contact the Help Desk at helpdesk@etown.edu or ex.3333. 

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Microsoft Office on Shared Computers

At the start of this semester, ITS announced that users were now required to sign into Microsoft Office on computers in classrooms, labs and other shared environments. Some users are reporting that when attempting to sign into Office on a shared device, they see an error message which reads “You’ve reached your sign-in limit. To continue on this device, please sign out of Office on another device using your Microsoft account portal.”  

This message appears when a user is signed into Office on too many devices. Users are limited to five active devices of three different types (e.g., personal computer, phone, lab computer).  

To remedy this, make sure to not check “Stay signed in” when signing into Office, and make sure to sign out of Office before logging out of the shared machine. You can also sign out of other devices using the instructions on this Microsoft support page.  

If you have any concerns about this process, you can contact the Help Desk at helpdesk@etown.edu or 717-361-3333 (ex.3333). 

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Canvas Left Navigation Menu Style

Canvas recently changed the style of the left navigation menu. Previously, buttons hidden from students were light gray with an asterisk next to them. Now, hidden buttons have a small crossed-out eyeball icon next to them. There has been no functionality change, just a visual one. 

The syllabus button will be hidden, but students still have access to the Canvas syllabus page because per our template, it is set to the course home page. Students can access this page by clicking “Home” just as they always have. Content items such as assignments, pages, and quizzes should be linked from the modules area so students can access all course content in one place. 

For more information on this recent update, check out the Canvas Release Notes. 

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Adobe License Expiration Message

Back in August, all E-town users (faculty, staff, and students) using college-owned devices were required to sign in to activate Adobe applications (Acrobat and Creative Cloud) before using the software. This change is due to Adobe’s implementation of a new licensing model.  

Now, some users are seeing a message that their Adobe license is about to expire. This message may appear if the user is not signed in. To fix this, follow the instructions below to sign into Adobe with E-town credentials.  

To access any Adobe software installed on campus computers, start the software and choose Sign-In when prompted. Enter your full E-town email address (including @etown.edu) and when redirected to the Elizabethtown College login page, enter your email address and password. You will only need to sign in to one Adobe application for the process to activate all Adobe products installed on the computer. 

If you have created your own Adobe account using your E-town email address, you will be prompted to choose between an Adobe ID and an Enterprise ID: choose the Enterprise ID option to be redirected to the Elizabethtown College login page. Only users with Enterprise accounts can access the Adobe software on campus. 

For single-user computers, the activation will persist through restarts of the computer and you will remain signed in on that computer until you specifically choose to sign out (or change your password). 

Users of shared machines (including labs and classrooms) will be prompted to confirm that they are still using the software every 90 minutes; this is an Adobe setting, not one that is available to change at this time. Also because of the locked nature of the lab and classroom computers, the activation will not persist when the computer is restarted. 

Please contact the Help Desk (helpdesk@etown.edu or extension 3333) if you have difficulty activating any Adobe software or if you have any additional questions or concerns. 

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SurveyMonkey Updates

Back in July, SurveyMonkey added a new layer of security to their service, which only allowed sign-ins on two devices at a time. When Survey Monkey is accessed from a new computer a verification code is required to gain access. Since the EtownEmployees and BlueJays accounts are often accessed from many different computers, this added layer of security makes these accounts difficult to access. 

Users who wish to sign into these SurveyMonkey accounts can now contact the ITS Help Desk to receive the verification code as soon as they sign in. Just click Log in, enter the Survey Monkey account username and password, then call the Help Desk to receive the verification code. This change will allow users to gain access to Survey Monkey during the hours that the ITS Help Desk is open, rather than just during regular staff business hours. 

If you have a simple survey, or a survey that you need to access frequently, ITS encourages using Microsoft Forms. Since it is linked to a user’s individual account, there is no need to request a code! Microsoft Forms is included in Office365 and is free and available to all faculty, staff and students. Forms has most of the functionality of SurveyMonkey. 

For more information on SurveyMonkey, see this Knowledgebase article. 

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New Spam Filter System

On Monday, October 7th, ITS activated an enhanced spam filtering system which is designed to give the user more control over which emails are delivered. Previously, the system had two categories for email – deliver or block.  This made some messages get blocked that may have been legitimate messages.  Now, the system has three categories – deliver, quarantine, or block.  While ITS will still block messages that are clearly spam/malicious, some messages that the system determines are “spammy” will now be quarantined and managed by the user, through the Barracuda system.

When Barracuda quarantines an email, you will receive an email from Barracuda that will allow you to manage those messages. You can customize what days/times you wish to receive these messages, but the default is once per day.  You will only receive the email notification if there is a message moved to quarantine.

To view quarantined emails and choose what to do with them, click the link from the Barracuda Email Security Service Quarantine Notification email and log into the web portal with your E-town email and network password. Choose the tab marked Quarantine Inbox. You can choose to deliver the message to your inbox anyway, to whitelist the email address so that the specific email and all others from that sender go to your inbox, or to delete the message (not recoverable).  For more information on Barracuda, see our Knowledgebase article or their help guide.

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Office365 Upload Center Changes

On September 17th, Microsoft Office announced that the Uploads Center used by Office365 users would be retired. In the past, users have been able to access files that did not upload properly in the Uploads Center; now, these files will be accessed by clicking the File tab, then Open, then Files Needing Attention. 

The Uploads Center will be phased out starting in October and will be completely gone in December.  

For more information and frequently asked questions, please see this Microsoft Files Needing Attention FAQ. 

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Updates to TV Channels Available on Campus

ITS recently updated the list of channels available for cable TV on campus. These channels are available both through TVs connected via a coaxial cable to a wall jack or through Xfinity on Campus.

More information on connecting to cable can be found in this Knowledgebase article.

More information on using Xfinity on Campus via your computer or mobile device can be found in this Knowledgebase article.

The updated channel list is below:

8 WBAL-11 (NBC) SD 61 BLOOM HD
9 WCAU-10 (NBC) SD 62 FS1 HD
10 WGAL-8 (NBC) HD 63 ESQUIRE HD
11 WLYH (CW) HD 64 SYFY Channel HD
12 WHP-21 (CBS) HD 65 TRU TV HD
13 WHTM-27 (ABC) HD 66 VH1 HD
14 WITF (PBS) HD 66 Emergency Alert System SD
15 WHP (CW) HD 67 FOX BIZ HD
17 WPMT (FOX) HD 68 FS1 HD
18 WPSG-57 (CW) SD 69 FXX HD
19 WPVI-6 (ABC) SD 71 GSN HD
20 WTXF-29 (FOX) SD 73 HALLMARK HD
21 MASN2 SD 74 HISTORY HD
22 NSPA2 HD 75 HMM HD
23 MASN HD 76 HSN HD
24 BIGPA HD 77 INV DSC HD
25 ROOT Sports – Pittsburgh HD 78 Lifetime Movies HD
26 ESPN HD 79 OXYGEN HD
27 ESPN2 HD 80 MTV LIVE HD
28 The Golf Channel HD 81 QVC HD
29 Fox News HD 82 Universal Kids HD
30 CNN HD 83 TCM HD
31 Headline News (CNN) HD 84 NBC Sports Philadelphia HD
32 MSNBC HD 86 UP HD
33 CNBC HD 87 MotorTrend HD
34 The Weather Channel HD 88 CSPAN SD
35 USA HD 89 CSPAN2 SD
36 TNT HD 90 CSPAN3 SD
37 TBS HD 91 DAYSTAR SD
38 A&E HD 93 Etown College SD
39 HGTV HD 100 HSN2 SD
40 Food Network HD 101 INSP SD
41 Lifetime HD 102 ION SD
42 MTV HD 103 JEWELRY TV SD
43 TLC HD 104 LEASEACC SD
44 Disney HD 105 Lancaster Local SD
45 Nickelodeon HD 106 MOVIEPLEX SD
46 Freeform HD 107 Outdoor Channel SD
47 Discovery HD 108 OWN SD
48 Travel HD 109 PCN SD
49 FX HD 111 TBN – TRINITY SD
50 AMC HD 112 TV LAND SD
51 Animal Planet HD 113 UNIVIS SD
52 Bravo HD 114 WGAL-MeTV SD
54 WE HD 115 WGN SATV SD
55 Comedy Channel HD 116 WHP-MY SD
56 E! HD 117 Etown College HD
57 BBCAM HD 118 WHTM – get tv SD
58 BET HD 120 WPMT – AntTV SD
59 National Geographic HD 121 Emergency Alert System SD
60 NBC Sports HD

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