Zoom Phone Migration Status November Update

Dear Campus Community,

I want to provide an update on the Zoom Phone migration project.

To date, SJSU has successfully transitioned over 2,000 individuals to Zoom Phone. In addition to users, the migration of other critical communication infrastructure is underway, including call centers, shared lines, Bluelight phones, wall phones, and analog devices.

We will be hosting another training session, conducted by a Zoom Trainer, on Tuesday, December 9, at 10am. This will be the same material presented in mid September, but another opportunity to hear it live, and ask questions. The trainer will walk us through features and options, and how to get the most out of your phone. If interested in attending, add this Zoom Meeting Link to your calendar. You can view a recording from September’s training session here.

Please refer to our Zoom resources website to learn about Zoom Phone features and functionality. If any department has any specific questions, and would like to set up a meeting to cover your questions, please reach out to zoom-phone-support-group@sjsu.edu, and we will schedule a meeting.

Thank you for your continued support. If you have any questions, please reach out to our Zoom project team at zoom-phone-support-group@sjsu.edu.

Thank you,
Atul Pala
Interim AVP, IT Infrastructure & Operations
& Interim Sr. Director, Customer Service
SJSU IT

Matt Lord,
Director, IT Network Services
SJSU IT

Announcing SJSUGrad AI Commencement Agent

Spartans,

University Advancement’s Special Event Department and SJSU IT are pleased to announce the introduction of a Commencement AI Agent, SJSUGrad. This collaborative effort, aligning with SJSU’s AI Everywhere strategy, will help our campus community navigate commencement while reducing workload for University Advancement. 

Commencement brings a surge of questions about parking, seating, ceremony times, and more. SJSUGrad is available 24/7, either by text or on the web, to provide immediate, appropriate answers, ensuring students, families, and guests have the information they need. 

Accessing SJSUGrad is easy for both graduates and guests. To begin, simply text “commencement” to 23108. SJSUGrad is also available at sjsu.edu/commencement. 

SJSUGrad is specifically trained to handle event-related inquiries, including parking guidance, ceremony location directions, dining options, and ticketing assistance. It relies primarily on pre-approved, university-vetted answers, making it the most reliable, up-to-the-minute FAQ resource available.

Beyond answering questions, the new agent is a critical component of our real-time communication strategy. Event staff or university police can use the SJSUGrad to instantly push time-sensitive notifications to everyone who has interacted with it. This ensures that in the event of any unforeseen changes or necessary updates on the day of the ceremony, our community will receive real-time alerts directly to their phone. 

SJSUGrad will be a critical tool for our graduates, their guests, and commencement staff. As we continue to build on our AI strategy, we look forward to implementing similar impactful agents in high-volume areas across campus.

Thank you,
Doug Hupke
Associate Vice President, Alumni and Community Engagement
University Advancement

Kara Li
Associate Vice President, Strategic Planning and Portfolio Management
Interim Associate CIO
SJSU IT

 

Google Account Maintenance

Dear Faculty & Staff,

This is a friendly reminder beginning Monday, October 13, 2025, SJSU will resume deleting sjsu⁠.edu Google accounts that have been deactivated for more than 3 years. This is in compliance with our Records Retention and Disposition policy.

As a result, any files (such as documents, records, or sheets) stored in any such former employee’s “My Drive” may be deleted. In most cases, you can create a copy of a shared file and add it to your own Google drive or a shared drive. Files stored in a shared drive will continue to be available to anyone who still has access to that shared drive.

If after Monday, October 13, 2025 you find you have any missing files, your manager can work with SJSU IT to find and restore them. Files will not be recoverable for accounts that have been deleted for 25 or more days.

As always, if you have any questions or need any help, you can always contact the SJSU IT Service Desk online or at 408-924-1530.

Thank you,

Jeanne Durr
Interim Senior Associate Vice President
University Personnel

Hien Huynh
Information Security Officer
SJSU IT

SJSU IT Tip – National Cyber Security Awareness Month

Dear Team,

October is National Cyber Security Awareness Month and we’re taking this opportunity to help you stay informed about the latest security threats and how you can protect yourself. Your vigilance is our strongest defense against cyber threats.

Three Critical Security Topics to Know:

  1. MFA Fatigue Attacks – Cybercriminals are targeting multi-factor authentication by bombarding users with repeated notifications, hoping you’ll approve one just to stop the alerts. Never approve an MFA request you didn’t initiate. If you receive unexpected MFA prompts, deny them immediately and report the incident to SJSU IT by emailing security@sjsu.edu.
  2. Job-Related Scams and Phishing – Scammers are increasingly targeting employees with fake job offers, recruiter messages, and career opportunity emails. Be cautious of unsolicited job offers, especially those requesting personal information or upfront payments. Always verify opportunities through official channels and be wary of emails that create urgency around employment matters.
  3. AI Privacy Concerns – As AI tools become more prevalent in the workplace, remember that sensitive university or personal information should never be entered into public AI platforms like ChatGPT or Gemini. These platforms may retain and use your inputs for training purposes. Our website has further guidance on how AI privacy best practices. 

For more information on how you can participate in security events and learn more, please visit our National Cyber Security Awareness Month page and Security Tips pages! As always, the SJSU IT Service Desk is here to help by phone at (408) 924-1530 or online.

Best regards,
Hien Huynh
Information Security Officer
SJSU IT

Zoom Phone Migration Status October Update

Dear Campus Community,

I want to thank everyone who attended the Zoom Phone webinar last month. In case you were unable to attend, you can view a recording of the webinar posted on our website. Please note that you must be logged in with your @sjsu.edu account to access the recording. 

To date, SJSU has successfully transitioned over 500 individuals to Zoom Phone. In addition to users, the migration of other critical communication infrastructure is underway, including call centers, shared lines, Bluelight phones, wall phones, and analog devices. 

Please refer to our Zoom resources website to learn about Zoom Phone features and functionality. Thank you for your continued support. If you have any questions, please reach out to our Zoom project team at zoom-phone-support-group@sjsu.edu. 

Thank you,
Atul Pala
Interim AVP, IT Infrastructure & Operations
& Interim Sr. Director, Customer Service
SJSU IT

Matt Lord,
Director, IT Network Services
SJSU IT