Volunteer

390 Form

m3support — Thu, 28 Apr 2022 22:28:11 +0000

390 Form m3support Thu, 04/28/2022 - 22:28

Affiliate Form

m3support — Thu, 28 Apr 2022 22:28:11 +0000

Affiliate Form m3support Thu, 04/28/2022 - 22:28

Apple Software Update Schedule

m3support — Thu, 04 Aug 2022 16:58:24 +0000

Apple Software Update Schedule

The calendar below outlines the IS managed 3rd party software update schedule for Apple devices. Please note that this calendar does not include Zero-Day vulnerability security updates that MUST be pushed through, at times without notice. If you have any questions and/or comments, email [email protected]">Miguel Villalobos.

m3support Thu, 08/04/2022 - 16:58

Change Your Active Directory (AD) Password

m3support — Thu, 06 Jan 2022 22:11:35 +0000

Change Your Active Directory (AD) Password

An AD Password Change Is Required

All academics, staff and affiliates, including those from Health Sciences and UC San Diego Health, will be required to change AD passwords to meet enhanced security requirements, including a new 12 character minimum length. All users must change AD passwords during their scheduled time periods, even if their current password is 12 or more characters.

When Is This Happening?
The Health Sciences and UC San Diego Health password change period is August 12 through September 22. Find more information and a list password change dates at security.ucsd.edu

Tips & Tricks
FAQs
Changing Your AD Password
Updating AD password using Windows Standard Workstations
- Onsite: To update AD password while onsite/connected to the UCSD network
- Remote/Off-Network: To update AD password while remote/off network (Working from Home, a non-university network such as public Wifi)
Updating AD password using personal devices or a UCSD Health Managed Mac

Tips and Tricks

The new password requirements will be checked against known compromised passwords in addition to the new password length and complexity minimum standards.
If possible, we recommend changing your password while onsite using the UC San Diego Health network because changing your password remotely may not occur immediately due to inherent delays with remote computing.
We also recommend restarting your computer prior to resetting your password.
Before you follow steps to change your password, be sure you create a password that is: Different from any previous passwords; At least 12 characters long; Includes characters from at least 3 of the following 4 categories (uppercase, lowercase, numbers, symbols); Not a single, recognizable word or your username. Using a passphrase is a more secure option.

Frequently Asked Questions (FAQs)

How to prevent your account from getting locked out after changing your password?

If you have used multiple Windows standard workstations, logout of all of them to prevent getting locked out.

It is also a good idea to clear your network preferences on any devices that may be connected to ucsd-protected/ebranly. Ensure you update your password on all of these devices after you change your password.

Why Am I getting DUO password prompts on my Office Applications, Teams, etc?

Post password reset you will be prompted to reauthenticate on various Office applications. If you are outside of a UC San Diego Health network (Working from Home, a non-university network such as public Wifi) or disconnected from the VPN, you will also be prompted to validate your identity with Duo two-step verification. If you need assistance with setting up Duo two-step authentication, please see the Changing your AD Password section below

Changing Your AD Password

To prevent being locked out of your AD account ensure you update your password on all devices used. This includes email clients on mobile device such as phones and tablets.

Ensure you are enrolled On both Campus and Health Duo Systems

Campus:

Please see the following Video Tutorial if further guidance is required Duo Video Tutorial

Health:

When visiting the Health Duo registration portal off network you will be prompted for a username and password.

Please ensure you enter in "ad\yourusername" in the username field and your normal AD password.

Updating AD password using managed Windows workstations

Onsite: To update AD password while onsite/connected to the UCSD network

While logged in using current credentials press Ctrl + Alt + Del
Select Change a Password
Enter the old (current) password, New Password and Confirm the New Password by re-entering

Remote / Off-Network: To update AD password while remote/off network

Log in to your workstation
Ensure you are connected to the Health VPN - ucsdh-vpn.ucsd.edu
Press Ctrl + Alt + Del
Select Change a Password
Enter the old (current) password, New Password and Confirm the New Password by re-entering
Press Ctrl + Alt + Del
Select Lock - *DO NOT LOG OUT* If you logout at this time you will lock yourself out from the workstation and must bring the workstation onsite for remediation
Proceed to unlock and login using new AD Credentials

Updating AD password using Kiosks (Clinical Workstations), personal devices or UCSD Health Managed Mac

Utilize the password change tool webpage to update your AD password.

Note: In order to utilize this tool you must be registered with Campus Duo. If your Mac device is AD bound, please click here . (use the same link to identify whether or not your device is AD bound)

Go to https://password.ucsd.edu
Enter your AD Username
Select "I know my current AD password and would like to change it."
Follow guidelines to complete the change.

m3support Thu, 01/06/2022 - 22:11

Email Best Practices

m3support — Thu, 06 Jan 2022 22:17:38 +0000

Email Best Practices

Email is an important communications tool used throughout UC San Diego Health. Due to its ubiquity, it is often easy to overlook the importance of utilizing email security best practices to help protect sensitive data against outside threats. For us to successfully thwart malicious attacks and protect our organization, we want to communicate some important best-practice strategies that you can implement immediately. This page will highlight things you can do to help ensure data and resources remain secure.

Email security is a shared responsibility!

Security is a shared responsibility for ensuring the protection of institutional information and IT resources both as a sender and recipient of sensitive data (Protection Level 3 or 4) as defined in the University of California Data Classification policy :

Use only UC San Diego Health provided email accounts.
Never automatically redirect emails or use automatic forwarding.
Be wary of phishing scams designed to capture sensitive data such as passwords.
Report any suspicious emails to [email protected]">[email protected] .
When communicating with patients electronically, only use MyChart.
Use Microsoft Teams within UC San Diego Health Office 365 to share sensitive data. Please use your @health.ucsd.edu email (not @ucsd.edu email) to ensure you are using the Health instance of Microsoft Teams.

What information can be sent in an email?

Do not share protected information via email unless absolutely necessary. If sharing is necessary, only add the information that is essential to communicate. When sharing protected health information is required, follow the minimum necessary standard , which is sharing the minimal or least amount of information needed.

How can I securely share protected information?

The best way to share protected information is through Microsoft Teams within UC San Diego Health Office 365 . Steps to take when it is necessary to send protected information via email:

Be cautious when communicating sensitive information and assume that any message sent could be captured and delivered to unauthorized individuals;
Confirm the email address:
Delete unnecessary identifiers;
Include a privacy statement notifying the recipient when the email contains confidential information;
Use “Secure:” in the email subject to send an encrypted email,;
Encrypt attachments with passwords;
Use a different communication channel to provide the password to the recipient. For example, if files are emailed, transmit the password through Teams Chat or call the receiver to share.

How long should I keep email messages with protected information?

Once a file with protected information is processed and no longer needed, the file should be deleted. That applies to the source files, including messages in the Sent Items folder, and to received files in the Inbox or Downloads folder. If an archive is required, a department share, Microsoft Teams, or SharePoint site are the preferred locations. Purging files with protected information reduces the risk to UC San Diego Health in the event of unauthorized access.

Additional information and policies...

m3support Thu, 01/06/2022 - 22:17

Equipment Moving

m3support — Thu, 06 Jan 2022 19:14:33 +0000

Equipment Moving

Relocation of computers, laptops/docks, printers (managed), and peripherals. Phones and fax in Health Managed Locations.

Features: Pick-Up, Move, Rename, Cable Manage, Re-Label

Service owner: Health Field Support (CSFS)

Request Process: ServiceNow Catalog (3HELP.ucsd.edu -> Create Request -> Service Request)

m3support Thu, 01/06/2022 - 19:14

G Suite / Google Workspace

m3support — Thu, 04 Aug 2022 16:47:48 +0000

G Suite / Google Workspace

Getting G Suite (PDF)

To be issued a Health Sciences G Suite account, please submit a General Request on our self-service web page and indicate you wish to have an account issued to you. The Short Description should simply read, "G Suite Access Request." Because of the way the back end process functions, each individual will need to submit their own request. Submitting one form with multiple names will result in its rejection. You may also call in your request to the Service Desk at (619) 543-4357 (x34357).

**Please note: This is an online resource for Health Sciences users. We do not support local clients for G Suite (the downloadable computer program such as Drive). **

Example of the form filled out:

Once your request has been received by the Service Desk, they will enter your information in DocuSign which automatically generates the attestation form which is subsequently sent to you for review and signature. Your signed attestation is forwarded to the User Access & Security team who will furnish your account.

Attestation

The back end process includes an attestation that every individual must agree to in order to be granted their Health Sciences G Suite account. The basic understanding of the attestation is this: Health Sciences will issue you a G Suite account provided you agree to not store any PHI/PII (Protected Health Information / Personally Identifiable Information) on the G Suite cloud.

How Do I Login?

Once your account has been issued, please go to gsuite.ucsd.edu and ensure you login using your @ucsd.edu account.

1. Gsuite.ucsd.edu

2. Redirect to the Single Sign-On Page

3. Successful login

Included G Suite Apps

Classroom
Docs
Drive (unlimited per user storage space)
Hangouts
Sheets
Sites
Slides

m3support Thu, 08/04/2022 - 16:47

How to Encrypt Files

m3support — Thu, 06 Jan 2022 22:21:16 +0000

How to Encrypt Files

University of California policy and standards require sensitive data to be encrypted. Sensitive data is data classified as needing Protection Level 3 or 4 (P3 or P4). See the University of California data classification page for details. Protected Health Information (PHI) is always classified as P4.

Use Microsoft Teams as a secure platform for sharing information.

Password Requirements

Passwords are the key to protecting files. Use a strong password. See the UCSD site for password requirements and management tips .

Passwords Sharing

Once you’ve created an encrypted file, you need to provide the password to the recipients. The passwords and credentials need to be in different communication channels. For example, if the files are emailed, either text or call the recipient to share a password. Or, if files are shared in Microsoft Teams, share the password using another application, (do not use Teams Chat).

Saving Passwords

Manage your passwords in a secure location that only you can access. See the UCSD site for password requirements and management tips .

File Retention

Data files need to have retention requirements defined. Once a file with protected information is processed and no longer needed, the file should be deleted. That applies to the source files, including messages in the Sent Items folder, and to received files in the Inbox or Downloads folder. If an archive is required, a department share, or SharePoint site are the preferred locations. Purging files with protected information reduces the risk to UC San Diego Health in the event of unauthorized access.

Additional Help

m3support Thu, 01/06/2022 - 22:21

Incident Support/Troubleshooting

m3support — Thu, 06 Jan 2022 19:14:33 +0000

Incident Support/Troubleshooting

On-site/remote “break-fix” support of end user computing equipment (hardware) and standard applications. Does not include vendor managed/provided equipment or applications.

Features: Identify, Resolve, Triage, Escalate

Service owner: Health Field Support (CSFS)

Request Process: ServiceNow Catalog (3HELP.ucsd.edu -> Create Request -> Order Equipment)

m3support Thu, 01/06/2022 - 19:14

Information Security

m3support — Thu, 06 Jan 2022 20:02:53 +0000

Information Security

We engage in the design, implementation and maintenance of security systems that protect our data against unauthorized use, disclosure, modification, damage and loss and risk assessment of technology deployed throughout the organization.

Features: Information Security is committed to our user community by establishing appropriate Information Security governance structure that enables collaboration and support for new information security initiatives. We proactively protect the confidentiality of data, preserve the integrity of data and promote authorized use of data only. We accomplish this by promoting security awareness, internal risk assessments, threat detection and monitoring, malware detection and much more.

Service Owner: Ken Wottge, Director

Request Process: If you notice any computer behavior that is off-key or have accidentally clicked on a suspicious link, immediately contact your Service Desk at x34357. You may also wish to review our Security Policies at https://policy.ucop.edu/doc/7000543/BFB-IS-3 as well as our Information Security Awareness reminders at https://security.ucop.edu/resources/security-awareness/.

How do I user the service?
If you notice any computer behavior that is off key or have accidentally clicked on a suspicious link, immediately contact your Service Desk at x34357. You may also wish to review our Security Policies at https://policy.ucop.edu/doc/7000543/BFB-IS-3 as well as our Information Security Awareness reminders at https://security.ucop.edu/resources/security-awareness/.

m3support Thu, 01/06/2022 - 20:02