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News from the World of ICT
Welcome to another issue of the ICT newsletter!
News From the World of ICT is our way of sharing with the Maxwell community who we are, and what we do.
From events in the Global Collaboratory, to computing tips and tricks to make your day a little easier, you’ll learn something new in every issue!
Issue #27 August 2017
Page 2 - A Word from the Director... http://ict.syr.edu/ Page 3 - A Word from the Director...August / 2017 ICT Newsletter
This summer, the Maxwell School joined the campus in migrating to a new version of Microsoft Windows 10
that provides two enhancements. The first is an “in-place” upgrade feature that no longer requires ICT to re-image the desktop when a new version of Windrows is released. In the future, ICT will schedule Windows desktops to reboot at a convenient time when no one is logged in, such as nights or weekends, to pick up the upgrade. The second is a feature called User Experience Virtualization (UE-V). This feature centralizes application settings, such as your
Outlook signature or a file path in Stata, and will apply those settings across all the SU Windows domain computers. In short, your personal settings will follow you when you login to any EU-V enhanced desktop on the Syracuse Windows domain.
The Maxwell School is providing a new service for Maxwell and Arts & Science students. Starting this fall, Maxwell and Arts & Science students will
be able to earn a Microsoft Excel certification. This certification, called Microsoft Office Specialist (MOS) Excel 2016, is recognized around the world. It will certify that the student is proficient with Excel and will give both Maxwell and Arts & Science students a
competitive edge in the workforce. ICT will provide the online learning tools, practice tests, and will host a testing center in Eggers Hall. Details of this service will be announced for the fall semester.
Last fall, ICT started a research initiative for the Maxwell students by providing robust computing resources and statistical software not previously available for student research. This fall, ICT continues with that effort by offering additional remote computing solutions using specialized hardware for large scale quantile regressions. ICT will also be installing Stata MP4 (a multiprocessor version of Stata) on the lab computers for their coursework. Any Maxwell faculty or student in need of computing resources (large or small) for research are encouraged to email [email protected] and one of our research specialists will meet with you to discuss your needs.
A Word from the Director...In this issue:
A Word from the Director... ............2
Ektron Update ....4
Emerging Technology .........8
Faculty Focus ....11
Student Focus ...12
Tips and Tricks ..14
ICT Staff Focus ..16
The Global Collaboratory ....22
Fun Stuff ...........23
Additional Information ......24
Help Info ...........25
The campus accessibility group continues to finalize a set of accessibility guidelines that will provide information to faculty and staff on how and when to obtain resources, such as sign language interpreters and captioning equipment for events and classes. ICT, in conjunction with the campus initiative Accessible Syracuse (https://www.syracuse.edu/life/accessibility-diversity/accessible-syracuse/), also provides courses for the Maxwell community that instruct users on how to make web pages and office documents accessible. If you are interested in attending or learning more about the courses, please email [email protected].
Upcoming Accessibility TrainingApply Accessibility to Office Documents and PDFs
• Thursday, August 3rd, 9:30 a.m. - 11:30 a.m.• Thursday, September 7th, 9:30 a.m. - 11:30 a.m.• Thursday, October 5th, 9:30 a.m. - 11:30 a.m.• Thursday, November 2nd, 9:30 a.m. - 11:30 a.m.• Thursday, December 7th, 9:30 a.m. - 11:30 a.m
Did you already attend the Apply Accessibility to Office Documents and PDFs training, but need a refresher? Register for a REVIEW session!
Build an Accessible Document-REVIEW• Thursday, August 15th, 1:30 p.m. - 3:30 p.m.• Tuesday, October 10th, 1:30 p.m. - 3:30 p.m.
Page 4 - Ektron Update http://ict.syr.edu/ Page 5 - Ektron UpdateAugust / 2017 ICT Newsletter
Ektron Update
June 15th, 2009, is the date Maxwell launched a redesigned web presence in a new web Content Management System (CMS) called “Ektron”. Some eight-years later, we are still
building and managing our web presence through this same platform. Over these years, we’ve upgraded Ektron, the virtual servers it’s running on, as well as various other components under its hood. While not a perfect system, throughout these years we have not had any “unplanned” Ektron downtimes of any significance. This is quite an accomplishment for any complex stack of technology!
But, looking back even further, using the “Wayback Machine” (www.archive.org), it’s interesting to see how the Maxwell School site has evolved throughout its life. In fact, the first capture of our school’s domain name www.maxwell.syr.edu in the Wayback Machine is recorded on December 27th, 1996!
For those who have been here awhile, you may recognize Chris Sedore’s email in the page. Moreover, we can only assume that the date after his email is likely when the page was actually created (December 1st, 1994)!
If we fast-forward into October of 1997, we can see the site taking form - gaining new links and pages of content, and a link to the same [email protected] email address we use today!
Not too much changes until we hit Y2K, otherwise known as the year 2000, when the page gains a table structure and simplified navigation bar. (Note: broken images are common when viewing content through the Wayback Machine.)
https://web.archive.org/web/20000303055109/http://www.maxwell.syr.edu:80/
Maxwell School and the World Wide Web ~Part One~
https://web.archive.org/web/19961227053045/www.maxwell.syr.edu/
https://web.archive.org/web/19971015154635/www.maxwell.syr.edu/
Continued on page 6.
Page 6 - Ektron Update http://ict.syr.edu/ Page 7 - Ektron UpdateAugust / 2017 ICT Newsletter
Then in 2001, we see a couple of different designs appear. The later teal design will eventually serve the school all the way up until the release of Ektron in 2008!
https://web.archive.org/web/20010302050131/http://www.maxwell.syr.edu:80/
https://web.archive.org/web/20011106020216/http://www.maxwell.syr.edu:80/
In the next ICT newsletter, our discussion will return to Ektron. How it has been used, what it has looked like throughout the years, and perhaps begin a discussion about web site plans for the coming years!
.Ektron Update, continued from page 5.
Matt Coulter
Page 8 - Emerging Technology http://ict.syr.edu/ Page 9 - Emerging TechnologyAugust / 2017 ICT Newsletter
Emerging TechnologyThis page will introduce you to emerging technology we’ve found
interesting. For more information regarding technology presented, please click a link provided.
When Amazon introduced the Echo, many people were amazed at its capabilities. The Echo was first introduced to Amazon Prime members in June of 2014. It was introduced to the general public a year later in June of 2015. The device continuously listens to all speech, monitoring for the wake word to be spoken, which is primarily set up as “Alexa”. Echo’s microphones can be manually disabled by pressing a mute button to turn off the audio processing circuit. You can ask the Echo just about any question, such as baseball scores or the weather. You can also give it commands such as “play soft jazz” or “add milk to my shopping list.” Echo’s natural life-like voices result from speech-unit technology. High speech accuracy is achieved through sophisticated natural language processing (NLP) algorithms built into the Echo’s text-to-speech (TTS) engine.
Not to be outdone, Google and Apple are getting into the game.
Google Home was introduced in late 2016. Google Home enables users to speak voice commands to interact with services through the Home’s intelligent personal assistant called Google Assistant. A large number of services, both in-house and third-party, are integrated, allowing users to listen to music, look at videos or photos, or receive news updates entirely by voice. Google Home also has integrated support for home automation features, which lets users speak commands to the device to control smart home appliances. Multiple Google Home devices can be placed in different rooms in a home for synchronized playback of music. An update in April, 2017, brought multi-user support - allowing up to six people to engage with the device. The product itself has a cylindrical shape with 4 LEDs on the top for visual representation of its status. The cover over the base is modular, with different color options offered through Google Store intended for the device to blend into the environment.
Google Home sells for $129.
The HomePod is a smart speaker created by Apple Inc., similar to the Amazon Echo and Google Home. It was first announced on June 5, 2017, at the Apple Worldwide Developers Conference. The HomePod is scheduled for release in December, 2017, and will be available in white and space gray.
The HomePod sells for $349.As a less expensive alternative, Amazon released the Echo Dot, which features a smaller form factor and improvements over the Echo’s technology. You also have the ability to change the wake word to “Echo” or “Computer,” in addition to “Alexa.”
The Echo sells for $179 and the Dot $49.
Battles of the Voice Controlled Smart Speakers
Continued on page 10.
Page 10 - Emerging Technology http://ict.syr.edu/ Page 11 - Faculty FocusAugust / 2017 ICT Newsletter
While the price varies, these units are constantly getting smarter and more efficient through updates. Business Insider posted an article including a survey illustrating how folks use smart speakers.
People mainly use smart speakers for simple requests
Emerging Technology, Battles of the Voice Controlled Smart Speakers, continued from page 9. Faculty FocusEugene Liu
Assistant Teaching Professor / Economics Dept.
1. How long have you been at the Maxwell School? I obtained my PhD in Economics from Maxwell. I returned to Maxwell in 2011.
2. Describe how you use technology in your research and/or teaching. I primarily use PowerPoint presentations and multimedia and data contents from the Internet for teaching. I have been experimenting with apps like Kahoot! to make the lectures and classroom discussions more interactive. I used Camtasia to record and edit lecture videos for a Winterlude online class. For research, I use mostly Excel, STATA, and R for data manipulation, analysis, and data visualization.
3. What new technologies are you interested in using either in your teaching or for your personal use? With help from Matt Coulter from ICT, I am setting up a Wordpress site and exploring using Qualtrics for more interactive teaching and student assessment. I am also interested in technologies and software programs that can provide gamification of economic concepts to stimulate learning and engage young learners.
Thanks very much to Professor Liu for participating in the ICT Newsletter!
Page 12 - Student Focus http://ict.syr.edu/ Page 13 - Student FocusAugust / 2017 ICT Newsletter
Elizabeth Sedore1. What program are you currently enrolled in?
I’m a women’s and gender studies and policy studies dual major.
2. Expected gradation date? I plan to graduate in spring, 2018.
3. What would you like to do after graduation? Post graduation, I’d like to work in a program like Teach for America while getting my Master’s in Education. In the short term, I want to teach government or history; but, in the long term, I’d like to be a principal or superintendent of a public school.
4. What do you do for ICT? I’m currently a student worker for Maxwell ICT. I answer phones, deploy equipment, work the Help Desk and other miscellaneous things they may need. I’ve been working here for over a year now, it’s a great job.
5. How do you use technology in your studies? I use technology all the time in my studies, I couldn’t be a college student without it! I use Excel and other data analysis tools for policy studies all the time. I also have to use survey tools, like Qualtrics, frequently. I spent last semester teaching in New York City and had to do surveys of my students and then compile all of the data, so technology was a huge help. Of course, I use the traditional tools like Word, too. Beyond my studies, I have done website management, both as a volunteer and a paid position, as well as being an IT Consultant for a few non-profits. I use technology for every aspect of my professional and academic work.
6. What new technologies are you interested in? I’m really interested in technology for educational institutions and purposes. As a future teacher, it’s really important for me to stay current with technology so I can offer my students the best learning opportunities and create courses that interest them. From creating digital resources to using technology in my classroom, it’s really useful to help students build their knowledge and their technological skills. I’m also really invested in survey and data technologies. I’m always looking for good survey technology and better ways to present and analyze data.
Student Focus
Page 14 - Tips and Tricks http://ict.syr.edu/ Page 15 - Tips and TricksAugust / 2017 ICT Newsletter
Tips and TricksCreate and use Quick Parts in Outlook and Word 2016
If you find yourself regularly inserting the same content into an Outlook email message or Word document, save that content as a Quick Part. Once saved, a Quick Part can be inserted
into your message or document at anytime. The steps are similar in each application.
Create the Quick Part
1. Create a new email message or Word document and type the content you want to reuse; or, open a message or document that already contains the content.
2. Select the content.
3. Save the content as a Quick Part:
• Click the Insert tab on the Ribbon / in the Text group, click the Quick Parts button / select Save Selection To Quick Part Gallery.
• Enter a Name for your Quick Part / enter a Description, if you’d like / click OK.
Outlook Word
Use the Quick Part
1. In your Word document or email message, place the insertion point where you would like your Quick Part to appear.
2. Click the Insert tab on the Ribbon / in the Text group, click the Quick Parts button / select the thumbnail of the content you would like to place in your message or document.
Tammy Hnat
Note - Quick Parts are not limited to just text. You can also save an image as a Quick Part; or, combine both text and images to create your Quick Part entry.
Page 16 - ICT Staff Focus http://ict.syr.edu/ Page 17 - ICT Staff FocusAugust / 2017 ICT Newsletter
ICT Service: Mike Fiorentino, Mike Cavallaro, Brian von KnoblauchHow often should I reboot my computer? You should reboot your computer at least once a week to ensure
you are picking up the latest updates and security patches.
What is the difference between logging off and rebooting? Logging off keeps the computer running and prepares it for someone else to log in. Rebooting will make the computer shut down and start up again; resetting the system. There are a complex sequence of services and programs that have to launch in a particular order before the computer can properly function. Some programs rely on other lower level programs to function and if one of those lower level programs crashes or stops working, it can affect several aspects of the computers operation. This is why we ask you to reboot your computer if you are having an issue with it. User level permissions are picked up when you log in, which is why we ask you to log off and on again to see a new folder or email proxy account.
Is this a Spam or Phishing email and how can I tell? Spam is email that is an advertisement for a product or service; these can be deleted without notifying us. If you are receiving several spam email messages, you can filter them by right clicking on them in Outlook and selecting Junk > Block sender.
Phishing is email that is trying to trick you into giving out your credentials or other sensitive information. You can tell a Phishing email from a real one by letting your mouse hover over the link in the email to see where it points. You can also look at the “From:” address listed in the message. The screenshot on the right is of a recent phishing attempt - the “From:” address and “hover” address are highlighted to show that they do not come from Syracuse University.
If you are unsure if an email is a phishing attempt, you can forward the email directly to us for verification ([email protected]). If you do give information to a phishing email, the first thing you should do is go to http://netid.syr.edu and change your password, then email us to let us know that you have done so.
ICT Staff FocusCommon Questions ICT Receives from Users
Continued on page 18.
Page 18 - ICT Staff Focus http://ict.syr.edu/ Page 19 - ICT Staff FocusAugust / 2017 ICT Newsletter
Webmaster: Matt coulterShould my card work for the IML (Interactive Media Lab)? All faculty and staff should have access to the media lab, which is located in Eggers
Hall, room 062. If your SU ID card does not allow you to enter the IML, please email Service: [email protected]. Students can sign up for access. Please email Service to schedule a time to come to the ICT Admin Office (Eggers 034E) and fill out some basic paperwork. Student access will need to be renewed after the end of the semester.
I need a new navigation menu added to my Maxwell web page. How can that be done? Before ICT can add the menu item for you, you will need to create and publish your web page. (Interestingly, most site maintainers ask for the menu to be created before they work on their new page, but we cannot create the menu until the page is ready!) When your page is ready, email [email protected] and send us the text you want in your menu, where this menu needs to be added, and the location in the Ektron WorkArea where we can find this new page.
I just updated and published a web page but I don’t see my changes yet. Why is this happening? Did I do something wrong? If the update was on a Maxwell faculty listing, there are two reasons why you might not see the change appear yet. One – edits to faculty listings go through what’s known as an “Approval Chain”. So, your edits are not technically published until they’re approved by the Dean’s Office. Two – modern web browsers have become very aggressive in “caching” pages that you’ve visited. This means that browsers save temporary copies of the files that make up web sites. This may include images, text, and assets like PDFs. If you are seeing old versions of pages, please try holding the “Shift” key down while hitting the refresh button on your browser to force the browser to grab a fresh version of your page. If you are using the Google Chrome web browser, you can also right click anywhere on the web page to bring up the “Inspector” and then right-click on the browser’s refresh button. This will give you new refresh options including one that will “Empty cache and hard reload” the page. We have found this to be the most reliable way to clear cached versions of web pages.
ICT Staff Focus, Common Questions ICT Receives from Users, continued from page 17. Systems: Ed Godwin, Dave WickisWhere did you go? We’re still here - in the basement, just in a different corner.
What are you doing down there? Managing and securing the servers and virtual machines that support both core Maxwell Services and Research Projects and computing infrastructure.
Virtual Machine? You mean like an imaginary computer or something? Can I see one? Well, my Grandpa would say that, a virtual machine – or VM – is something like a Turducken (which, if you don’t know, is a duck stuffed inside a chicken that’s stuffed inside a turkey) distilled down to brass-tacks. A VM is simply a computer operating system that’s stuffed inside another computer’s operating system – which allows the two to share computer resources between them.
I don’t know why every one of my Grandpa’s metaphors used food in it, but I do know he wasn’t sharing any of those “resources” with anyone – so maybe this definition isn’t all that apt.
Here is a link that should be a bit more clearer: What are a host, guest, and virtual machine?
For those who have or know someone with a computer need in the Academic or other-type Research space, please have them contact us at [email protected] and we’ll see if we can arrange for them to get access to one of these VMs. (Turducken sold separately.)
More information on Research Computing can be found on our Research Computing at Syracuse webpage.
Continued on page 20.
Page 20 - ICT Staff Focus http://ict.syr.edu/ Page 21 - ICT Staff FocusAugust / 2017 ICT Newsletter
ICT Training: Tammy HnatI track data for students, but need a way to keep it organized. Do you have any suggestions?
Yes! Let’s talk! Send an email to [email protected] and we’ll set up a meeting. I have many examples of how student data is currently being tracked at Maxwell. In most cases, staff members are using Access databases to keep all of that information at their fingertips. Gone are the days of rifling through paperwork in manila folders. (If you are still maintaining records this way, LET’S MEET!) Once your data is in the database, you can set up queries and reports to analyze and share the details. There is also a Maxwell Access Users Group that meets six times a year to discuss things that are going on in their databases, to learn how other people are using Access to track data, and to learn new ways of working with the application. Access is not only used to track student data - you can track just about anything in Access (I use it to track training sessions and ICT Newsletter details, for example.) So, if you want to get your worklife more organized, send ICT Training an email - if Access is not the way to go for you, I know I can make other suggestions.
I want to attend an ICT Training session, but I can’t go on the date you are offering it. Will you run that session again in the future? I try to add variety when it comes to what training sessions I run. Usually, you will not see the same session run twice in one year. However, I realize that the dates/times I choose are not going to work for everyone. If you are interested in a topic that is being taught, but cannot attend, please send ICT Training an email. I am happy to set up a one-on-one meeting with you to go over whatever was covered in the formal training session. If you want to set up a training session specific to your department’s needs, please contact me! I will create a dedicated training session for your group.
I develop training based on what I see going on with the users at Maxwell. I also appreciate your suggestions! Recently, I have had a lot of requests for Excel training - you may have noticed this has been the focus for the past couple of months. Please let me know what you are interested in - most likely, someone else in the building is also interested in that topic.
Why do I have to start making all of my documents accessible? Accessibility should always be on your mind when you are developing anything that will be read electronically, or has the potential to be read electronically. By applying accessibility to your documents, you are ensuring that as many people as possible can understand your message. People who use screen readers rely on documents being setup properly in order for the document to be read in a logical manner. For example, if you add images to a Word document that is turned into a PDF, did you know that those images will be relayed back to the listener at the end of the page, regardless of where that image appeared on the page? This can create unnecessary confusion. Abbreviations like “SU” and “NY” will sound like “sue” and “nii” when they are read back to a listener. Typing out “Syracuse University” and “New York” is the best way to ensure your message is clear.
ICT Staff Focus, Common Questions ICT Receives from Users, continued from page 19.
Event Services: Tom Fazzio
Where is the event support request form? The Request Event Support form is found on our ict.syr.edu site in the orange Additional IT Services menu.
Do I need to submit a request form to find out if the GC, Eggers 060, is available? No, just call x9003. Or, if no answer, send an email (with the event date and start and end times!) to [email protected].
Can I get more microphones? Maxwell Auditorium: ICT has an extra wireless handheld and an extra wireless clip-on that you may borrow. Eggers 220 Strasser Legacy Room: ICT can set up 6 wired table microphones for a panel discussion. Eggers 010 & 032: We can arrange with ITS, with advanced notice, to provide 2 extra wireless microphones. All rooms: ICT can operate our mobile audio cart with a full range of microphones and speakers, if necessary.
Do I really need the web conference cart for my Skype video call? Maybe, depending on your room layout preference and installed equipment. First, you need to reserve the cart if your event room does not have a camera and microphone connected to the installed computer. If you need to project content such as PowerPoint or web sites during the Skype call, you may use screen sharing or reserve the web conference cart. If the room has a camera and microphone connected to the computer and your remote site guest is the main focus of the session, then you probably don’t need the web conference cart.
Many departments update their student guides every year. Do you know if your student guide is accessible? If you are sending it out in an email, or posting it on your website, it must be accessible. I have already helped a few departments with this task - please reach out if you would like help with yours.
Do not forget - ICT Training runs “Apply Accessibility to Office Documents and PDFs” every month. For those people who have already attended the training, but need a refresher, I also offer a REVIEW session every other month. Upcoming dates and times are listed on page 3 of this newletter and on our “Upcoming Training Sessions” webpage - register online by clicking the date you are interested in attending, and filling out the form at the bottom of the description page.
Portland Community College developed a video that really drives home the importance of accessibility. It’s worth a watch: To Care & Comply: Accessibilty of Online Course Content
You can also visit Syracuse University’s ”Accessible Syracuse” webpage to learn more about this very important topic.
Page 22 - The Global Collaboratory http://ict.syr.edu/ Page 23 - Fun StuffAugust / 2017 ICT Newsletter
The Global CollaboratoryComputer Aided Realtime Transcription (CART)
You may have already noticed a large screen displaying live transcription at large events on campus. This is a service known as Computer Aided Realtime
Trascription, or, commonly, CART. A fair amount of planning goes into getting those words on that screen. So let’s explore what’s involved.
Your biggest takeaway from this article is: events with 100 people require CART and ICT is ready to coordinate it for you.
Why request CART for your event? We can come up with quite a number of examples of why you would want CART available during your event. It is not only for people with full loss of hearing. Many more people simply are hard of hearing, particularly in a crowded room with noisy air vents. Non-native English speakers may not pick up on the spoken language as well, or as quickly, as reading text. It offers a point of concentration for people with any level of attention deficit. The text can quickly be saved as a transcript file. And, sometimes, it is just plain fun to watch the transcriptionist try to interpret some fancy vocabulary.
When is CART needed? The university has a simple decision tree to determine when CART is needed. For non-class events, you provide CART if any of the 3 apply:
1. You expect more than 100 attendees.
2. You receive an advanced request for accommodations from an attendee.
3. Your event announcements did not include instructions to request accommodations.
Is ASL and/or CART needed for your event?
How do I get CART for my event in the Maxwell/Eggers complex? ICT includes “Book CART Service” as an option in the first page of the Request Event Support form as found on our ict.syr.edu site in the orange Additional IT Services menu. For events in other locations, email [email protected] and we’ll help connect you with the right resource.
How does CART actually work? We book your event time with a vendor who dedicates a stenographer. ICT sets up a Skype audio call to the stenographer and sends audio from the event microphones. The stenographer types what is heard into a webpage. The large display in the event room has a computer that shows that webpage and all the text as it is entered.
Tom Fazzio
Fun StuffIn May, the Maxwell School staff enjoyed a great day during their annual MAX-Q Staff Retreat
held at the Rosamond Gifford Zoo. These penguins were caught outside of their cages...
Left to Right Jackie Wells, Anthropology
Tammy Salisbury, Social Science
Sallie Cuyler, The Moynihan Institute
Angela Allen, International Relations
Left to Right Eddie Godwin,
ICT
Tammy Hnat, ICT
Tammy Salisbury, Social Science
Brian von Knoblauch, ICT
Page 24 - Additional Information http://ict.syr.edu/ Page 25 - Help InfoAugust / 2017 ICT Newsletter
Additional Information
Reserving the GC• Events hosted by groups with a Maxwell School affiliation may request use of the room up
to 12 months ahead; others may make requests 2 months ahead. Room availability may be checked by calling 315-443-9003, or by emailing [email protected] – an online request form must be submitted before confirmation is made. The reservation process will involve a discussion of technology and staffing needs during the event.
Interactive Media Lab (IML) - Access • Student access:
See Brian von Knoblauch in 034E for form. Please bring your SUID!
• Faculty & Staff access: IML access for faculty and staff should be requested by the individuals’ department. Please have your department send an email to Brian von Knoblauch at: [email protected]. No form is necessary!
IML Coverage for this semester• Please contact [email protected].• The IML is closed during ICT training sessions. Please check the
ICT Training site for details on upcoming training sessions.
Help Info
Service [email protected]
(315) 443-3847
Global Collaboratory [email protected]
(315) 443-4742
http://ict.syr.edu/
Training [email protected]
http://ict.syr.edu/training/
ICT Training Sessions: http://ict.syr.edu/ict-training-sessions-handouts/
ICT Newsletter [email protected]
http://ict.syr.edu/ict-newsletter/
Help Desk Hours (Room 034A)
Mon-Fri. 1:00 pm - 3:00 pm
