Information Technology Services News | Colby College

CommonSpot Browser Compatibility Note

web@colby.edu (Colby College) — Mon, 29 Aug 2011 04:00:01 GMT

Authoring in the latest version of CommonSpot is compatible only with Internet Explorer versions 7 & 8 and Firefox 3.6 or newer. Other versions of Internet Explorer in particular may result in errors or certain menus not appearing. If you think your browser version may be causing you difficulties in authoring CommonSpot pages, please contact the Faculty & Staff Support Center at x4222.

An updated tutorial covering more features and functions of the new version of CommonSpot may be found at:

http://web.colby.edu/technicaltraining/online-tutorials/commonspot-v6-1/

Hurricane Irene

web@colby.edu (Colby College) — Sun, 28 Aug 2011 04:00:01 GMT

Some lower priority computer services have been shut down in preparation for a possible power outage from Hurricane Irene. In the event of a power outage, some or all services will be shutdown. We apologize for the inconvenience.

Wireless Network Changed

web@colby.edu (Colby College) — Mon, 01 Aug 2011 04:00:01 GMT

Information Technology Services has activated two new wireless networks across campus ? 'Colby Access' and 'Colby Guest Access'. You can learn how to connect to the Colby Access, our secure wireless network by going to this web page:

http://www.colby.edu/administration_cs/its/support/colbysecurewireless.cfm

Colby Wireless Networking Details

These changes were made in order to securely offer more resources over the wireless network to members of the Colby community while continuing to provide Internet access to campus visitors and guests.

- The 'Colby Access' network replaced the 'Colby SecureWireless' network. This network is intended for use by all Colby faculty, staff and students and will have full access to on-campus resources such as printing and file servers.

- The 'Colby Guest Access' network replaced the 'Colby Wireless' network. This network is intended for guests and visitors without a Colby email account. Colby Wireless will not allow access to on-campus resources, and will require users to register in order to gain access to the Internet. Access will be granted for a 24-hour period and can be renewed if required.

- Residence Hall networks will remain under the control of the existing Network Access Control (NAC) system, though the wireless network names will change in those locations as well.

- Guest access will not transfer between the residence halls and other areas on campus. Guests will be required to register separately in both locations if they require access in multiple areas of campus.

If you would like more information the Colby wireless networks, please visit this web page:

https://www.colby.edu/administration_cs/its/resources/network/wireless/index.cfm

For questions about this change or other issues, faculty and staff may contact the Support Center at support@colby.edu or ext.4222 and students may contact Student Computer Services at scshelp@colby.edu or ext. 4224.

Colby Apps Sites Activated

web@colby.edu (Colby College) — Wed, 04 May 2011 04:00:01 GMT

ITS has activated Colby Apps Sites, a website and wiki builder powered by Google. A brief overview of the service is available here:

http://www.google.com/sites/help/intl/en/overview.html

The Colby Apps Sites service may be accessed by logging into the Apps dashboard and clicking on "Sites" in the "Your Services" section at the following URL:

http://apps.colby.edu

Colby Apps Webmail and Calendar users will also see a link to Sites in the upper left of the web pages for those these services.

With Sites, you can easily create, share, and edit web sites. Here are a few specific things you can do:

-Customize the look and feel of your site
-Create new web pages with the click of a button
-Choose from different page types (web page, filing cabinet, announcements, etc.)
-Share the site with others and add other editors
-Easily incorporate data from other Colby Apps services

Some important notes about Colby Apps Sites:

-Whenever choosing a name for a Site, choose one that is legitimately associated with you, your project, or your group. Do not choose names of other people, departments, groups, or projects you don't represent. Use of all Colby Apps services must adhere to the Code of Ethics for InformationTechnology at Colby College: http://www.colby.edu/administration_cs/its/policies/index.cfm

-Use of Sites must comply with Colby's Information and Data Security policies: Colby Apps Sites must not be used for the creation, editing or storage of content containing sensitive information, especially banking/credit card numbers and personal information such as social security and other identification numbers. Data with FERPA (student academic and personal information), HIPPA (medical records) or other restrictions must not be stored using Colby Apps Sites. For more information on sensitive information and Colby's data security policies, please visit: http://www.colby.edu/administration_cs/its/policies/index.cfm

-Whenever you create a new site, the default permissions are set to permit you and anyone at Colby to view and edit the site. You can change the permissions in the site by pulling down the "More actions" menu in the upper right of your site, selecting "Share this site," and adjusting the permissions.

-Google applies a domain-wide quota of 100GB on Sites storage for education customers. Currently, there are no options available to expand Colby's quota should it be reached. ITS recommends that Sites not be adopted for critical, long-term academic or administrative projects at this time.

-The maximum size of any single uploaded file attachment to Sites is limited to 20MB by Google.

-ITS is providing only basic support for the Sites service. The Google documentation for Sites is located here:

http://sites.google.com/support/?hl=en

ITS Review of Google?s Revised Policies

web@colby.edu (Colby College) — Fri, 04 Mar 2011 05:00:01 GMT

As previously announced in the Colby Bulletin Board, Google is restructuring the Google Apps (e-mail, calendar) environment, which will transition Colby Apps accounts to be much more like normal Google accounts, including availability of a wide assortment of additional functions, pending review by ITS and decisions to enable them. The account transition for all Colby accounts will take place Monday morning, March 7. You will see no immediate difference in the way your account functions after this transition but in the coming weeks and months we will be turning on additional features once policy and procedure issues are resolved on each.

You will be required to accept Google?s slightly revised Acceptable Use Policy, Terms of Service and Privacy Policies before continuing with use of your Colby Apps account.

We have carefully reviewed all these documents and determined that they continue to be fully compatible with our existing Colby policies that specify the rights and responsibilities held by account holders and the procedures that ITS staff must follow in administering these resources to protect the privacy of each Colby account holder. ITS continues to be confident that the privacy of content within Colby Apps accounts is protected by Google?s policies and procedures.

We recommend that you at least read Google?s Acceptable Use Policy:

http://www.google.com/apps/intl/en/terms/use_policy.html

You should also be familiar with Colby?s two most important policy documents: The Code of Ethics for Information Technology at Colby College and the Electronic Mail Policy and Procedures. Both are found on the ITS home page (www.colby.edu/its) under ?General Information? on the ?Policies? link.

We advise you to accept the Google policies as long as you understand and follow Colby?s policies.

Ray Phillips, Dir. of Information Technology Services

Changes to Colby Apps E-mail and Calendar

web@colby.edu (Colby College) — Fri, 04 Mar 2011 05:00:01 GMT

Google is making changes to their Apps infrastructure that will permit the addition of other familiar Google services like Reader, Picasa, and Blogger to Colby Apps over the long-term. On Monday, March 7, your Colby Apps account will transition to the new infrastructure. The first time you log into a web service after your account has transitioned, you will have to accept a new terms of service agreement. The new agreement pertains only to the addition of new services, not the core email, calendar, and docs services. The new agreement page will look like this:

http://www.colby.edu/administration_cs/its/support/colby-apps-transition.cfm

Your access to Colby Apps services won't be affected by any of these changes. If you have any questions, please contact the Faculty and Staff Support Center (x-4222 or support@colby.edu) or Student Computer Services (x-4224 or scshelp@colby.edu).

If you used your Colby email address to sign up for other Google services at some point, you will have to change the email address associated with those services to a non-Colby address. More information about resolving email address conflicts will be sent specifically to the users affected.

External Network Access Restored

web@colby.edu (Colby College) — Thu, 10 Feb 2011 05:00:01 GMT

Our external network access is working properly now. One of our network providers had a problem that took down half of our external routes. There may be a brief disruption this morning at 4 a.m. as fixes are applied to the network.

Your patience is appreciated.

Rurik

--

Rurik Spence
rlspence@colby.edu
Director of Personal Computer Support Services
Information Technology Services

Sporadic Network Outages

web@colby.edu (Colby College) — Thu, 10 Feb 2011 05:00:01 GMT

Some internet sites are inaccessible now. They include Colby Apps Email, gmail.com, google.com, and others. We are assessing the situation and will post an update as soon as we know more.

Thanks for your patience.

Rurik

- - -
Rurik Spence
rlspence@colby.edu
Director of Personal Computer Support Services
Information Technology Services

External Internet Outage

web@colby.edu (Colby College) — Mon, 13 Dec 2010 05:00:01 GMT

Early this morning ITS experienced a network issue that caused most or all external internet connections to fail. The issue was quickly addressed and correct such that internet service was restored at approximately 8:30am.

If you have questions, please contact the Faculty/Staff Support Center at 4222 or Student Computer Services at 4224.

-Adam Nielsen, Faculty and Staff Support Center

Data and Phones Restored to Athletics and PPD

web@colby.edu (Colby College) — Tue, 07 Dec 2010 05:00:01 GMT

Athletics and PPD phones and internet connection have been restored. The fiber optic line and temporary cables have temporarily been repaired.

If you have questions, please contact the Faculty/Staff Support Center at 4222 or Student Computer Services at 4224.

Ray Phillips, Dir. of IT Services

Athletics and PPD Service Update

web@colby.edu (Colby College) — Mon, 06 Dec 2010 05:00:01 GMT

Data service has been restored to the Athletics and PPD buildings today at 3:45 p.m.

Phone service has been restored to 25% of users in those buildings and all phones should be operational by the morning of Tuesday, December 7, 2010.

If you have questions, please contact the Faculty/Staff Support Center at 4222 or Student Computer Services at 4224.

Ray Phillips, Dir. of IT Services

Data and Phone Disruption in Athletics and PPD

web@colby.edu (Colby College) — Mon, 06 Dec 2010 05:00:01 GMT

At 10:30 this morning, contractors working near the steam plant accidentally cut the primary phone and data cables that feed the Steam Plant, Physical Plant and the Athletic Complex. Almost all data and phone connections to and from those facilities are down. PPD is working on temporary repairs to restore service, although it may take until sometime tomorrow to conclude the work.

We will try to have the status of these repairs posted on the ITS home page.

If you have questions, please contact the Faculty/Staff Support Center at 4222 or Student Computer Services at 4224.

Ray Phillips, Dir. of IT Services

Google Calendar Outage

web@colby.edu (Colby College) — Mon, 15 Nov 2010 05:00:01 GMT

We are experiencing trouble with the Colby Apps Calendar. Google's servers are generating error messages and the calendar is unavailable for many users. The message you will see is:

"Server Error

Google Calendar is temporarily unavailable. Please try back later. In the meanwhile, you might find useful information on our Help Group and Help Center. We apologize for any inconvenience."

You can view the status of each Colby App by visiting this Google web page:

http://www.google.com/appsstatus#hl=en

ITS maintains an outage calendar that is accessible by the Colby community at http://www.colby.edu/administration_cs/its/calendar.cfm

For questions about this issue or any other question, faculty and staff may contact the Support Center at support@colby.edu or ext. 4222 and students may contact Student Computer Services at scshelp@colby.edu or ext. 4224.

Test 1

web@colby.edu (Colby College) — Tue, 09 Nov 2010 05:00:01 GMT

Cold today

Beware of Fake Colby E-mails

web@colby.edu (Colby College) — Mon, 25 Oct 2010 04:00:01 GMT

You may occasionally receive email that asks for your username and password, sometimes claiming to be from Colby. These emails are fake - often referred to as 'phishing' emails. You should delete messages like this immediately - never respond to these messages, click on any URL links or download any files or images that they may contain. These messages are a threat to the security of your email account and may be a threat to your computer and personal data.

It is important to remember that ITS will never ask you for your email password or any other personal information. Any messages asking for this information are impersonators and should be ignored.

If you have responded to a message with your password in the message, you need to change your password immediately by going to this page:

http://www.colby.edu/administration_cs/its/support/account/pwinfo.cfm

Again, if you have doubts about an email, just delete the message. You can also review our web page on identifying fraudulent email at:

http://www.colby.edu/administration_cs/its/support/phishing.cfm

ITS reminds you:

- Do not share your password with anyone, Ever!
- Trust, but verify: is the email or web link really what or from whom it says it is?
- The ITS Golden Rule: ITS will never ask for your username, password, or any other personal information in an email.

If you have any questions or comments, faculty and staff may contact the Support Center at support@colby.edu or ext. 4222 and students may contact Student Computer Services at scshelp@colby.edu or ext. 4224.

Wireless Network Update

web@colby.edu (Colby College) — Wed, 15 Sep 2010 04:00:01 GMT

The wireless network connectivity issues affecting many areas of campus are expected to have been resolved as of today in all areas.

Anyone experiencing connectivity issues with the wireless networks should contact the appropriate support desk - faculty and staff may contact the Support Center at support@colby.edu or ext. 4222 and students may contact Student Computer Services at scshelp@colby.edu or ext. 4224.

ITS maintains an outage calendar that is accessible by the Colby community at http://www.colby.edu/administration_cs/its/calendar.cfm

Reminder: Calendar Migration from Oracle Calendar to Colby Apps Begins July 12

web@colby.edu (Colby College) — Fri, 09 Jul 2010 04:00:01 GMT

To: Colby Faculty and Staff Members Using Oracle Calendar
From: Ray Phillips, Dir. of IT Services
Date: Friday, July 9, 2010
Re: Reminder of Calendar migration from Oracle Calendar to Colby Apps on July 12

This is a reminder of the process that begins today.

Here is the critical information:

Friday, July 9, 5 pm ? Stop making any changes in Oracle Calendar. (It will continue to be accessible.)

Monday, July 12 (We actually expect to be sending this email about noon tomorrow, Saturday, July 10, so you can do this during the weekend if you wish) ? Click on the link in the email message I will send to start migration of your meetings.

Monday, July 12 ? Start using Colby Apps for any new meetings

How Will I Migrate My Meetings?

The process of migrating your meetings from Oracle Calendar to Colby Apps will be very simple for you. Beginning at 5 pm on Friday, July 9, ITS will start creating the required Oracle extract files. When these are ready during the weekend (probably about noon on Saturday), I will send an announcement with the web link that you will use to start moving your meetings to the Colby Apps calendar. You will authenticate and the rest of the process will be handled for you. After you receive the confirmation page, you may shut down your browser and the process will continue on the server.

We will be sent an email message summarizing the results and indicating any meetings that did not get migrated properly. Those will have to be manually recreated but in our tests these are fairly rare.

You will be moving your entire history of meetings from Oracle Calendar to Colby Apps. For many of us, that means meetings from 2002 through 2015. Because of a Google limit, if you own more than 4000 meetings in Oracle Calendar, you will be instructed in the email report to initiate the migration process again at least 24 hours later. That will fill in earlier years. A few people will need to do this several times.

If you have not done so, we recommend that you check the sharing permissions on your Colby Apps calendar, as described in last Friday?s email. The text of all these notices can be found on the ITS web page ( www.colby.edu/its ). If you have any questions or problems, contact the Faculty/Staff Support Center (4222 or support@colby.edu ), which will be open at 8 a.m. on Monday, July 12.

We have been working very hard in ITS to accomplish this migration in manner that is as easy as possible for you and results in little disruption. We appreciate your assistance in doing your part in a timely manner and letting us know if you experience problems or have questions.

Calendar migration from Oracle Calendar to Colby Apps on July 12

web@colby.edu (Colby College) — Fri, 02 Jul 2010 04:00:01 GMT

To: Colby Faculty and Staff Members Using Oracle Calendar
From: Ray Phillips, Dir. of IT Services
Date: Friday, July 2, 2010
Re: Calendar migration from Oracle Calendar to Colby Apps on July 12

My apologies (again) for the length of this notice but there are several steps you must take and you need to be aware of the process that is taking place during calendar migration.

Here are the critical facts followed by the explanation:

Friday, July 9, 5 pm ? Stop making any changes in Oracle Calendar. (It will continue to be accessible.)

Monday, July 12 ? Click on the link in the email message I will send to start migration of your meetings.

Monday, July 12 ? Start using Colby Apps for any new meetings

TODAY ? Create the external calendar in Colby Apps that displays your Oracle Calendar appointments.

As previously announced the calendar in Colby Apps (apps.colby.edu) has been enabled for your experimentation and testing. On Monday, July 12, migration of your meetings from Oracle Calendar to the Colby Apps calendar will begin. Members of the faculty and staff who use Oracle Calendar should stop making changes in Oracle Calendar at 5 pm on Friday, July 9, and start using Colby Apps on Monday, July 12.

How Will I Migrate My Meetings?

The process of migrating your meetings from Oracle Calendar to Colby Apps will be very simple for you. Beginning at 5 pm on Friday, July 9, ITS will start creating the required Oracle extract files. When these are ready during the weekend, I will send an announcement with the web link that you will use to start moving your meetings to the Colby Apps calendar. You will authenticate and the rest of the process will be handled for you. If your meeting has participants, the meeting will be added to their calendars as well, just as it exists in the Oracle Calendar system. Their status in having accepted or declined participation is also preserved. Notes that you have in the meeting text on Oracle Calendar will also be preserved. Unfortunately, Word, Excel or other attached documents cannot be migrated.

After a few minutes or as much as an hour, depending on how many meetings you have to move, you will be sent an email message summarizing the results and indicating any meetings that did not get migrated properly. If you are in the Colby Apps calendar you will see your meetings appear.

You will be moving your entire history of meetings from Oracle Calendar to Colby Apps. For many of us, that means meetings from 2002 through 2015.

We have discovered that Google has a limit in the number of meetings that can be added to a calendar in a 24-hour period. If you own more than 4000 meetings in Oracle Calendar, you will be instructed to initiate the migration process again at least 24 hours later. That will fill in earlier years. A few people will need to do this several times.

What Will My Colby Apps Calendar Look Like on July 12?

During the day on July 12 and in the following days, as faculty and staff migrate the meetings they own, you will see your calendar populated with meetings in which you are a participant. Don?t be concerned if, after you have moved your meetings, you do not yet see all your appointments on your Colby Apps calendar. You will not see those appointments for meetings owned by another person until they have moved their meetings.

How Can I See My Appointments If Not Everybody Has Moved The Meetings They Own?

Because your calendar will be incomplete for a few days or even longer if people are slow to do the migration, we have a mechanism for displaying within Colby Apps calendar all your appointments within Oracle Calendar for the past 8 weeks and coming 13 months. You should set this up now so the display is fully functional on July 12.

Here are the instructions for displaying your Oracle Calendar as an external calendar in Colby Apps calendar:

- go to https://calendar.colby.edu/ical/
- copy the "secure" URL
- go to Colby Apps Calendar (https://www.google.com/calendar/hosted/colby.edu) and log in
- click the "Add" button on the left below "Other Calendars"
- select "Add by URL"
- paste in the copied secure URL

Your Oracle Calendar events for the past 8 weeks and coming 13 months will be displayed. This should assist you as you begin using the Colby Apps calendar as your primary calendar on July 12. Do not be tempted to copy your appointments onto your main Colby Apps calendar. Only the migration process that we will make available next weekend will move the meeting structure (meeting owner and all participants).

What If I Will Be On Vacation the Week of July 12?

If you will be unavailable during the week of July 12, ITS can assist you in migrating your meetings earlier. Those who will expect to see your meetings appear on their calendar during the week of July 12 will appreciate this. Please contact the Faculty/Staff Support Center (207-859-4222, support@colby.edu) for assistance in doing the migration before you leave campus. Contact the support center if you have questions.

We have been working very hard in ITS to accomplish this migration in manner that is as easy as possible for you and results in little disruption. We appreciate your assistance in doing your part in a timely manner and letting us know if you experience problems or have questions.

Colby Apps Calendar Activated

web@colby.edu (Colby College) — Mon, 28 Jun 2010 04:00:01 GMT

To: Colby Faculty and Staff Members
From: Ray Phillips, Dir. of Information Technology Services
Subject: Colby Apps Calendar Activation and Migration from Oracle Calendar

ITS has activated the shared calendar service in Colby Apps. Migration from Oracle Calendar to Colby Apps will take place on Monday, July 12. Everyone is encouraged to explore and become familiar with this service before event/meeting migration but faculty and staff members that use the Oracle Calendar system should not begin using it as a replacement for Oracle Calendar until after migration on July 12.

Information about the migration process from Oracle Calendar to Colby Apps will be distributed in the next week. We expect this process to be very simple for you to do on July 12.

The Colby Apps Calendar service may be accessed by logging into the Apps dashboard at the following URL:

http://apps.colby.edu

When you are using Colby Apps Webmail (email.colby.edu) you will see a link to the Calendar in the upper left of the Webmail page.

IMPORTANT: Before adding any events to your calendar in Colby Apps, review your calendar sharing permissions. The ITS recommended settings in what follows match the typical settings in Oracle Calendar. If you do not make these changes, your calendar will be more visible to others at Colby than you are likely to desire.

1. Open a web browser, go to http://apps.colby.edu and sign in.

2. Click on Calendar in the "Your Services" section.

3. In the upper right part of the page, click on "Calendar Settings," then the "Calendars" tab, and then "Shared: Edit settings"

4. Checking the "Share your calendar with others" box turns on the share feature. *ITS recommends this setting be checked*

5. Checking the "Make this calendar public" box allows anyone on the web to see your Colby Apps Calendar at the access level in the drop-menu to the right of this option. *ITS recommends this setting NOT be checked.*

6. Checking the "Share this calendar with everyone in the organization Colby College" box allows Colby community members to see your Colby Apps Calendar at the access level in the drop-menu to the right of this option. *ITS recommends this setting be checked and the default access level for Colby community members be set to "See only free/busy (hide details)" in the drop-menu to the right of this option*

7. You can further customize share permissions under "Share with specific people" by adding e-mail addresses and assigning desired access levels. Sharing with specific people includes ability to delegate calendar management at two levels. You may allow specific people to "Make changes to events" or "Make changes AND manage sharing."

Links to a brief online overview of Colby Apps Calendar and information about arranging in-person tutorials will be announced soon. For updates, see the ITS home page (www.colby.edu/its).

System Maintenance

web@colby.edu (Colby College) — Thu, 17 Jun 2010 04:00:01 GMT

Our primary administrative system will be updated Friday, June 17th, 2011 from approximately 5:00pm to midnight EST. During this time most of the myColby reports, web directory and other web generated web reports and pages will be unavailable.

E-mail Activation and E-mail Client Information

web@colby.edu (Colby College) — Thu, 17 Jun 2010 04:00:01 GMT

To: Faculty, Staff and Students
From: Ray Phillips, Dir. of Information Technology Services
Date: Monday, June 14, 2010
Re: Update on Colby Apps E-mail Migration

As previously announced, ITS will migrate email service for all faculty,
staff and students (classes of '10, '11, '12 and '13) on June 18, starting
at 5 p.m. [Migration of calendar service will take place in July;
information about this process will be distributed later in June. The
calendar in Colby Apps will be turned on when calendar migration begins.]

Full details of the migration process can be found on the ITS home page:
www.colby.edu/its

Everyone needs to do this:
-------------------------------------------------------

ITS will move any email you have on the current server to the new service
during the weekend. Any email you have downloaded to your desktop or
notebook computer using a client application is unaffected by this process.

In order to access your email account after 5 p.m. on June 18, you must both
activate and unlock the new service. You may do both, beginning now, by
going to the following web location

https://www.colby.edu/administration_cs/its/services/colbyapps/activation/

Do this now. (If you copy this link and paste it into a web browser, make
sure you include the "https" at the beginning.)

When cutover occurs at 5 p.m. on Friday and migration of existing messages
on the server starts, you can immediately send new email and will see new
e-mail that has arrived since the cutover, but older e-mail may take until
Monday morning, June 21, to appear in your mailbox on Colby Apps. Email in
faculty and staff accounts on the old server will be migrated first.

If you use a client application (instead of, or in addition to, web access)
you must do this:
-----------------------------------------------------------------

If you use an e-mail client such as Microsoft Outlook (Windows), Microsoft
Entourage (Macintosh), Eudora, Blackberry or other application or device,
you must change your program's settings to receive Colby e-mail after the
cutover on Friday at 5 p.m. DO NOT MAKE THE CHANGES BEFORE CUTOVER OR YOUR
ACCESS TO THE CURRENT SERVER WILL FAIL.

You can find out exactly what settings need to be changed and where to find
these settings by visiting our E-mail Migration web page at:

http://www.colby.edu/administration_cs/its/email.cfm

Support
-------------------------

The Faculty Staff Support Center and Student Computer Services will be open
the following hours during the weekend migration:

* Friday, June 18, from 6 to 10 p.m.
* Saturday, June 19, from 10 a.m. to 6 p.m.
* Sunday, June 20, from 10 a.m. to 6 p.m.
* Monday, June 21, 8 a.m. normal hours resume

If you have any difficulties during this migration, contact either the
Faculty/Staff Support Center (support@colby.edu, 207-859-4222) or Student
Computer Services (scshelp@colby.edu, 207-859-4224); both are located in
Lovejoy 120.

Activation Link and Info - Colby Apps Powered by Google

web@colby.edu (Colby College) — Mon, 07 Jun 2010 04:00:01 GMT

From: Ray Phillips, Dir. of Information Technology Services
Date: Monday, June 7, 2010
Re: Email migration ? Do this ahead of time to prepare for the email cut over 5 pm, June 18

As previously announced, we will cut over email service for all faculty, staff and students on June 18, at 5 pm. The new service is part of Colby Apps powered by Google. Students in the Class of 2014 will be starting this week with the new system.

In order to access your email account after 5 pm on June 18, you must both activate and unlock the new service. You may do both, beginning now, by going to the following web location, authenticating and following the instructions:

https://www.colby.edu/administration_cs/its/services/colbyapps/activation/

If you copy and paste this link, make sure you include the ?https? at the beginning.

All Colby account holders (except members of the Class of 2014) must use this process to activate and unlock the new service.

If you have any difficulties with this process, contact either the Faculty/Staff Support Center (support@colby.edu, 207-859-4222) or Student Computer Services (scshelp@colby.edu, 207-859-4224); both are located in Lovejoy 120.

A status and troubleshooting page will be linked on the ITS home page ( www.colby.edu/its ), where you can obtain the latest information and solutions to commonly encountered problems.

For anyone using a client application such as Outlook, Entourage or Eudora or a smartphone such as Blackberry to access email, there is one additional set of steps that you must take to reconfigure your application to access the new service. Information about those required changes will be sent later this week.

One additional item to keep in mind is the potential that cybercriminals will attempt to use our email system migration as an opportunity to target you with a phishing attack to capture your account name and password. Always take standard precautions about clicking on a link in an email message (make sure it is a Colby address) and never send your password in an email message. I will use the Official Notices process as much as possible and you can always verify the authenticity of these messages by seeing them repeated in the news section of the ITS home page.

Academic Data System - Course Evalutions May Be Interrupted

web@colby.edu (Colby College) — Sun, 02 May 2010 04:00:01 GMT

** changed above date from 5/20/2011 to 2010 to remove it from the home page.

If you encounter an error message when you submit a course evaluation form, click on the Back button (left arrow, usually, in most web browsers) to return to the form with all your entries intact, wait a minute or two, and press submit again.

Colby?s ITS server administrators must make a change in the system at 11:30 a.m. today, taking approximately 60 seconds when this error will definitely occur. If you can avoid submitting the form until well after 11:30 a.m., you will have better results.

Test News Headline

web@colby.edu (Colby College) — Mon, 21 Sep 2009 04:00:01 GMT

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