Proactive Health Checks

The Economics Computer Lab

To prepare campus’ repopulation, the SJSU IT customer support team performed proactive support on hundreds of technology-enabled spaces across campus. Some of the rooms had not been used since March 2020, and we wanted to be sure that the technology our campus needed was ready to go from day one of Fall 2021. For our Proactive Health Checks, SJSU IT technicians went to each SJSU IT-support room to test technology solutions and resolve issues before they became problems. We also performed proactive checks to verify the function of our campus network. 

Classrooms

Before the start of the semester, SJSU IT support staff proactively identified and resolved 76 classroom-related items in SJSU IT-supported classrooms, including replacing missing cables and addressing audio/visual challenges.  We are now performing Proactive Health Checks on a weekly basis for technology setups in all SJSU IT-supported classrooms. 

Thanks go to the entire Instructional & Meeting Spaces (IMS) Team: Daniela Zopiyatle, Cameron Myers, Fred Asuncion, Rod Maciel, Andy Yeung, Frank De Fanti, Phil Braverman, Danny Vo, Bruce Kelbert, Devona Williams, and Darlene Bargas.

Conference Rooms

We also checked each SJSU IT-supported conference room to ensure that physical hardware and virtual technology are working properly. We found minimal issues during the health checks performed before the start of the semester, all of which were fixed. This proactive support will be done monthly going forward. 

Many in our Customer Service unit, including Lor Vang, Lucas Chung, Belinda Nguyen, Chris Bradford, Matt Loo, Raymond Koc, Kirk Nguyen, April Lee, Bruce Gardner, and Jason Ferguson, flawlessly came together to support this important initiative. 

Network, WiFi, Printers, & Telephones 

Our network infrastructure and phone teams performed thorough reviews of university hardware and fixed issues before they became problems, ensuring reliable and prompt connectivity. Before the start of Fall 2021, these teams have:

  • Ensured critical components like WiFi, phones, and printers work properly by validating the connectivity of over 22,000 network ports.
  • Performed health checks on 323 network connectors to ensure all ports in classrooms and conference rooms are operational.
  • Eliminated potential WiFi dead spots by validating the indoor coverage of over 3,100 access points.
  • Validated that 3,700 phones are operational and ready.
  • Helped eliminate potential login problems for faculty and staff by setting the authentication servers. 

System checks require a lot of work, so I want to thank Sean Davis, Tristian Anthony, Toby Shaw, Brent Jones, Tino Cruz, Trevor Florez, Mark Trann, Shai Silberman, and Atul Pala.

Best regards,
Bob Lim
Vice President of Information Technology
and CIO at San Jose State University

Proactive Zoom Security Measures

Dear Colleagues: 

You may have read recent articles and news stories regarding security and privacy concerns with Zoom. As much of what we previously did face-to-face is now happening over Zoom, it’s important we understand what potential security issues exist within this platform, how some of these concerns may be addressed by enabling existing Zoom security features, and the new measures Zoom is taking to protect its users. SJSU IT and eCampus is committed to working with faculty, students, and staff to ensure appropriate security precautions are in place and to relaying our community’s concerns to Zoom.     

SJSU IT is actively monitoring news coverage of Zoom. Our Information Security Officer and Zoom account administrator are reviewing reports from information security researchers who have uncovered and documented vulnerabilities as they are published. We are in daily contact with other CSU Zoom administrators, Information Security Officers, and security industry leaders to ensure we understand the ramifications of any issues.  

eCampus and SJSU IT Resources
SJSU IT and eCampus have created an extensive Zoom FAQ, available here, answering questions found on various websites and forums. Ongoing training for Zoom is available from eCampus and within the next few days. eCampus will also be rolling out new training for faculty on Zoom security, privacy, and the Do’s & Don’ts of working with Zoom. We’re also sharing a quick-reference Do’s and Don’ts sheet.

SJSU IT Proactive Changes to Zoom Defaults
To improve overall Zoom meeting security and control who joins a Zoom meeting, we will be changing the default setting to only allow authenticated users to join meetings. This will require all participants to authenticate to SJSU Single Sign On before entering a meeting. Hosts will be able to change this default setting to not requiring authentication when scheduling a meeting with external participants. Please look for a message in the next few days with additional details and the specific date this change will be made. 

Zoom’s New Security Toolbar Icon for Hosts
Meeting hosts will now see an option in the Zoom meeting controls called Security. Visible only to hosts and co-hosts of Zoom Meetings, the new Security icon provides easy access to several existing Zoom security features. The Security icon replaces the Invite button in the meeting controls. The Invite button has been moved to the Manage Participants panel, and hosts can add additional guests there. This new icon will help hosts quickly find and enable many of Zoom’s in-meeting security features.

Zoom toolbar with new security button

By clicking the Security icon, hosts and co-hosts have an all-in-one place to quickly:

  • Lock the meeting
  • Enable the Waiting Room (even if it’s not already enabled)
  • Remove participants
  • Restrict participants’ ability to:
    • Share their screens
    • Chat in a meeting
    • Rename themselves
    • Annotate on the host’s shared content

Google Hangouts Meet Added to Canvas
In order to provide our faculty with additional options who are hosting small-session discussions, eCampus and SJSU IT have enabled Hangouts Meet as an option in Canvas.

It is also important to note that the Chancellor’s Office carefully assessed Zoom’s security provisions during the procurement process and ensured that the systemwide contract prohibits the company from selling personal data from any member of our CSU community. Based on what is known today, the Chancellor’s Office does not perceive that Zoom puts students’ staff or faculty members’  privacy at risk when used with good practices.   

While we use Zoom as part of our CSU-provided and vetted set of online tools, we are not advocating for Zoom. It is up to individual community members to decide if Zoom is the appropriate tool for their needs. To assist you in making this important decision, SJSU IT has developed and shared a frequently asked questions and answers document relating to Zoom use, privacy, and security and will keep you up-to-date on any Zoom issues that may impact our SJSU community. If you have any questions, please do not hesitate to reach out to us.  

 

Best regards, 

Hien Huynh
Information Security Officer

Simon Rodan
Professor, College of Business, Statewide Senator and liaison to the statewide Information Technology Advisory Committee  

Bob Lim
VP Information Technology and Chief Information Officer 

Ahmed Banafa
Cybersecurity Expert and Faculty member at the College of Engineering

Leslie Albert
Associate Professor, College of Business, Director of the Center for Organizational Resilience