Dear MLMLers,

Looking for a space at MLML to hold a video conference call or collaborative Zoom session? Here’s a tip: book the group study room in the MLML main building, recently upgraded with Neat teleconferencing technology.

The new conference room technology is easier to use, starts up quicker, and can even be relocated to the Seminar room if requested in advance. It’s a straightforward system with high-quality audio and video that can integrate directly with Zoom.

Check out the MLML Knowledge Base for more information on how to reserve and use the Neat Bar.

Thank you Mikhail Golbin, Lead Systems & Network Analyst, and Lor Vang, IT Consultant, for providing this tip for MLML. As always, the MLML IT help desk can be contacted by phone (831) 711-4418, email mlml-helpdesk@sjsu.edu, or online.

Thanks,
Bob Lim
Vice President for Information Technology
and CIO at San Jose State University

Campus colleagues,

Working hybrid and need to access your office phone? Here’s a couple remote work tips: you can forward your office calls to another number and access your voicemail from anywhere, anytime.

To forward calls from your office to another phone number:

1. Press the Forward All softkey.
2. Enter the number to which you want to forward your calls. Be sure to prepend the 10-digit phone number with a “71” (e.g., 714089241000).
3. The Forward All icon will display on your phone screen indicating that call forwarding is active.
4. To cancel call forwarding, press the Forward Off softkey on your phone’s touchscreen

To check your voicemail remotely:

1. Dial 408-924-6800 and press * when the greeting begins to play.
2. Enter your 5-digit extension (e.g., 41000) followed by #.
3. Enter your voicemail PIN followed by #.

NOTE: If this is your first time accessing your voicemail, you’ll need to complete the voicemail setup process, including creating a new voicemail PIN.

Thank you Aaron Langford, one of our Network Analysts, for helping maintain our phone system and providing this tip to campus. As always, the SJSU IT Service Desk is here to help by phone at (408) 924-1530 or online.

Thanks,
Bob Lim
Vice President for Information Technology
and CIO at San Jose State University

Campus colleagues,

If you’ve read the news recently, you’ve likely heard about ChatGPT. In this week’s tip, we will share some information to consider when interacting with this technology.

ChatGPT is an AI-based conversational agent or chatbot that uses natural language processing to understand and respond to user inputs. ChatGPT can engage in a wide range of interactions, from content generation to answering casual or complex questions. The primary difference between ChatGPT and a search engine is that ChatGPT is designed to simulate human-like conversations, while search engines are designed to help users find information quickly and efficiently.

When using ChatGPT, there are some potential risks which you should consider:

• Intellectual Property and Confidentiality Violations–When entering information into ChatGPT, you should be very careful not to enter proprietary or confidential information. Samsung recently banned employees from using generative AI applications like ChatGPT after an employee reportedly input sensitive data into ChatGPT. (Source: GCN).
• Accuracy–When using a tool like ChatGPT, it is important to validate the accuracy of the information which is returned. ChatGPT generates its responses by curating pieces of content from various sources and then compiling that information into a unified coherent response. What ChatGPT is not able to do is verify the accuracy of the information it gathers. In tests conducted with ChatGPT where the queries were essentially the same but had slight differences in the wording of the input, ChatGPT provided inconsistent conclusions and responses (Source: Psychology Today).
• Data Privacy and Usage–In addition to personal data such as name and contact information, OpenAI, the company that built ChatGPT, states that they may also “collect Personal Information that is included in the input, file uploads, or feedback that you provide” when interacting with ChatGPT (Source: OpenAI Privacy Policy). For this reason, you should be cautious about entering any personal information into ChatGPT.

Thank you Jeffrey Japp, from our Project Management Office, for gathering the information included in this tip. As always, the SJSU IT Service Desk is here to help by phone at (408) 924-1530 or online.

Thanks,
Bob Lim
Vice President for Information Technology
and CIO at San Jose State University