ECU Guidelines for Using Artificial Intelligence

While it can be difficult to separate the hype from reality, it is clear that:

  • AI tools impact the way we work.
  • Vendors are building AI tools into existing products.
  • Vendors are developing new AI products at a rapid pace.

As an academic institution, it’s important we explore and utilize this new technology, but do so in a responsible way to ensure we protect ECU assets.

As ITCS assessed the current policies in view of new AI tools, we found that existing polices regarding Data Governance and Software Acquisition are sufficient, but clear guidelines are needed to help users navigate these new tools.

In fall of 2023, a workgroup made up of representatives from across campus was tasked with developing usage guidelines for AI. These guidelines are now posted to the Data Governance website at Institutional Data and AI Guidance.

Please note these guidelines do not override directives given by departmental leadership in your area, so before using any type of AI tools, it’s important to discuss with your supervisor or departmental leadership regarding appropriate use.

Further, I’d like to thank the workgroup members for their time on this important work.

  • Scotty Stroup – ITCS Director of Enterprise Services
  • Lee Cline – ITCS Manager of Enterprise Data Support Services
  • Mark Webster – ITCS Chief Information Security Officer
  • Scott Walfield – Associate Professor of Criminal Justice and Faculty Senate’s Committee on Distance Education and Learning Technology
  • Becky Welch – Office of Research Administration
  • John Southworth – ITCS Learning Technology Supervisor and ECU Ithaka SR Generative AI research team representative
  • Jan Lewis – Director of Academic Library Services and ECU Ithaka SR Generative AI research team representative
  • Tim Smith – Associate Director of Office of Institutional Integrity
  • Carole Wilson – Director of Systems Coordination and Financial Data Steward

Zach Loch, Associate Vice Chancellor & Chief Information Officer

Post expires at 12:28pm on Thursday August 28th, 2025

Streamlined PiratePort Login Page Coming Soon

PiratePort provides prospective students, current students, faculty and staff access to essential ECU resources and services – all within a secure, easy-to-navigate format.

Recently, we’ve removed outdated and unnecessary functionality to provide a more accessible and streamlined login page. Additionally, this also simplifies the login process, all while providing a fresh new look and feel.

Beginning Monday, February 26, 2024, just tap the SIGN IN button to get started with a new, uncomplicated login process for PiratePort.

Post expires at 8:18am on Thursday August 22nd, 2024

ECU Email Auto-Forwarding to be Disabled


ECU will disable the ability to auto-forward* faculty and staff
email to an external account beginning March 6, 2024.


We, as users, depend heavily on our ECU email and its convenient features to ensure continued productivity. We also remain vigilant against security risks endemic to online work. However, these two goals occasionally collide.

One growing example of this conflict between convenience and protection is the threat of unauthorized access that can happen through an email rule like auto-forwarding to an external email address.*

For example, if a user creates a rule to auto-forward ECU messages to a personal email account and that personal account is compromised, hackers now have access to the forwarded ECU messages, including any FERPA, HIPAA, SSN or other sensitive information they might contain.

Another scenario is where a hacker gains hidden access to an ECU mailbox through phishing and creates a mailbox rule to auto-forward messages to an external account.

These auto-forward rules are persistent, meaning that no matter if you change your password or the account is disabled, the rule remains active.

Therefore, to protect against this potential security risk, ECU is disabling the ability to auto-forward* ECU email to an external account for faculty and staff beginning in ten business days (March 6, 2024).

*Note you will still have the ability to forward email to another user within ECU.

We thank you for your cooperation and assistance in protecting ECU’s information. If you have questions or concerns, please contact the IT Service Desk at 252-328-9866.

Post expires at 9:39am on Wednesday August 21st, 2024

Important Changes for Teams/SharePoint/OneDrive Owners

Microsoft Teams and SharePoint are two of THE most useful collaborative services at ECU with constantly-improving tools to help achieve your work, research and instructional goals.

Recently, we’ve updated management practices for Teams and SharePoint owners to ensure data protections in line with ECU security policies.

Whether you are a team owner, SharePoint site owner or group member, please take a moment to review ECU data security and data governance policies:

Practice update 1. All ECU teams are now private*

All teams are now private to reduce information security concerns. The Teams service checks hourly for public teams and switches them to private. Owners receive an email notification.

Next steps for owners

 

  • Review sensitive data policies and guidelines for ECU users.
  • Within Teams, click the more icon (ellipsis) beside your team’s name to access settings. Add members, channels and more.
  • Review and update the permissions of your site through the Manage team option.
  • *If you need an exception to the private requirement, submit your justification through the Teams Support service request.

 

Practice update 2. MS 365 group expiration enforcement

When a Teams team or SharePoint site is created, a Microsoft 365 group is also created to manage membership and permissions. Beginning February 2024, we are implementing an annual Microsoft 365 group expiration requirement to control:

  • Orphaned groups (no owner)
  • Abandoned groups (no recent activity)
  • Team sprawl (server junk)

Next steps for owners

 

  • Delete unnecessary teams (and associated groups) through settings. Pending deletion for an inactive team shows in the Activity feed.
  • Check team/site owners. Two are required; one as the main owner and at least one backup. Add using the Add member team setting. If a team’s owner has left ECU, submit the Teams Support service request.
  • Active groups/teams/sites are renewed automatically. The following actions trigger auto-renew: SharePoint – files are viewed, edited, uploaded, downloaded, moved, or shared; Teams – a channel is visited; Outlook – group is joined/edited, a group message is written, read or liked; Forms – a form is viewed, created, edited or submitted.
  • Renewal notifications** for groups inactive for over a year are emailed to owners 30 days, 15 days and one day prior to expiration. If a group is not renewed, it is deleted along with its associated content, team, site. A deleted team is only recoverable within 30 days of deletion.

**Please do not reply to any renewal notifications. They are sent from an unmonitored email account.

Need Assistance? Call the IT Service Desk at 252-328-9866. We appreciate everyone’s understanding with these important security changes.

Post expires at 12:38pm on Thursday August 1st, 2024

Microsoft Teams Classic Client – Notification Alert

Starting February 1, while launching Microsoft Classic Teams, you may see a banner notification that states something similar to:

Classic Teams won’t be available for use after March 2024. You will be switched to the new Teams after this date.”

This statement will include a link to download the new Teams client. You can dismiss this banner, but it will reappear with each Team’s client launch.

You can continue to use Classic Teams. More information about the new Teams will follow in the coming weeks.

If you prefer to use the Microsoft Teams web client, log into https://pirate365.ecu.edu > click the dotted icon in the top left corner > click Teams under Apps.

Please note: Microsoft currently does NOT recommend moving to the new Teams client on macOS. They are working to resolve technical issues that have been reported.

Learning Tech News Faculty – January 2024

Canvas Essentials

Canvas Checklist

Start Spring 2024 off on the right foot by reviewing the Canvas Semester Essentials guide, which contains information such as:

  • Cross-Listing Courses
  • Customizing Course Detail Settings
  • Publishing Courses and Content
  • Creating Homepages
  • Creating Modules

Respondus

Respondus Monitor

For faculty requiring students to use Respondus Monitor, if you are selecting an environment scan as part of the testing experience, keep in mind that students are only required to show computer monitors and the desktop area in which they are completing the exam.

For proctoring with small groups using the Live feature with a web conferencing tool (e.g., Zoom, Teams, Webex), do not request an environmental scan as part of the testing experience.

Faculty using proctoring software must have included language in their syllabus about technology requirements and the recording of students. More information can be found on the Syllabus Recommendations page. If you did not use similar language in your course syllabi, online proctoring should not be used in your course.  Faculty should not retroactively amend their syllabi to include this language if it was not originally included.

Additional resources:

Classroom Recording

Media Consent and Release Syllabus Statement for Class Recordings – UPDATE!

ECU’s media consent and release statement for class recordings has been updated, classroom recordings now only require a Syllabus Statement. Full details, including the new Syllabus Statement, can be found on the ECU Media Consent Release Guidelines, which clarifies when written prior permission is required and other considerations.

Universal Design for Learning (UDL)

Providing Options for Assessment

We know that no learner profile is the same. All learners learn and express themselves differently. However, students are often boxed into specific assessments and means of expression that do not allow them to play to their strengths. This keeps them from performing their best at assessments. Providing options for learners will help them deliver the best work possible.

Want to learn more about providing options for your learners? Take a moment to learn more about UDL with the Learning Technologies Team’s Justin Littlefield in this short video.

Should you want to learn more, schedule a one-on-one consultation.

Training

Upcoming Training

Training TopicsDate and TimeLocation
Course Design1/16/24 – 10:00 a.m.Join Here
Teaching with Video1/18/24 – 1:00 p.m.Join Here
Microsoft Teams and OneDrive1/23/24 – 2:00 p.m.Join Here
Advanced Course Design in Canvas1/24/24 – 10:00 a.m.Join Here
Webex in Canvas1/29/24 – 2:00 p.m.Join Here

For a full list of our Canvas Connections series, check the Office for Faculty Excellence upcoming sessions page.

Likewise, check out some of our other upcoming sessions on Cornerstone.

Consultations

Technical Training Consultations

Book 30-minute technical training on the following technologies:
Canvas, Teams, Panopto, Studio OneDrive, and Webex

NEW Password Reset Service Coming in March

ECU transitions to the new PirateID Self Service password reset service on March 4, 2024. This new service replaces our current password reset interface.

ENROLLMENT FOR FACULTY, STAFF AND STUDENTS* IS REQUIRED.

The new PirateID Self Service enforces identity and security policies while allowing ITCS to quickly apply new industry-standard updates as required. However, you’ll only notice the intuitive interface that walks you through resetting your password or unlocking your account.

What this means for you

What is staying the same? After March 4, you will still log in to pirateid.ecu.edu to update your password or unlock your account. Most other criteria remains the same, including a 15-character password. If you use an ECU-managed Mac, please continue to manage your password locally (on the Mac).

What is changing? After enrollment, you won’t be reminded to update your ECU password for 365 days!

Enroll before March 4, 2024

Enrollment with PirateID Self Service takes about 15 minutes.

Here’s how:

  • Log in to passwordreset.ecu.edu.
  • Choose your email address for a verification code, then enter the emailed code.
  • Create two verification questions with answers.
  • Enter your mobile number for SMS verification.
  • After your enrollment is confirmed, change your password.

See this IT KB step-by-step enrollment tutorial (screenshots included).

Need Assistance? See the PirateID Self Service category in the IT Knowledge Base for enrollment and password reset tutorials.

Visit your nearest Pirate Techs Technology Support Center or call the IT Service Desk at 252-328-9866.


*Effective March 4, 2024, alumni begin annual password reset through Microsoft 365.

Post expires at 12:36pm on Tuesday July 9th, 2024

Learning Tech News Students – January 2024

Welcome back, Pirates!

ITCS is here to support you in your academic success. We are here to help with your technology needs. Look at the information below and be sure to save any links that you may find helpful to you for this semester and the rest of your academic career here at ECU!

Visit the Pirate Techs Technology Assistance for all your technology needs!

Canvas

canvas.ecu.edu

Canvas Student Guide

Canvas Training

If you want to learn more about Canvas or are just in need of a refresher, consider joining one of these upcoming virtual training sessions.

January 5 at 11 am / 3 pm

January 8 at 11 am / 3pm

January 9 at 11 am / 3 pm

Canvas Help

For live 24/7 support for your canvas needs, use one of these options:

(252) 347-0015

Live Chat

Canvas Studio

Your instructor may ask you to use Studio to record presentations or upload media. If you’ve never used Studio, you can practice before your assignments are due. We’ve created a guide with key things students need to know.

Studio for Students
Adding and Dropping Courses

If you add or drop a class, you’ll need to wait for Canvas to update. Course enrollments in Canvas update at 12:00 am, 4:00 am, 12:00 pm, and 4:00 pm. You cannot manually be added to a class in Canvas outside these times.

Canvas Mobile Apps

Canvas Student Android

Canvas Student iOS

Panopto Video

If your instructor is using Panopto Video to record and share videos, you should check out some of the features in the video viewer like search, bookmarks, and notes.

Video Viewer Tour

Panopto Video for Students

LockDown Browser (LDB)

LDB is an internet browser like Chrome, Firefox or Safari, but it’s designed for use when taking quizzes/tests. It limits you from searching the Internet or opening other applications. Some instructors require you to use LDB to take quizzes and tests to promote academic integrity.

Here’s a guide with steps on downloading and using LDB.

LockDown Browser for Students

Learning Tech News – December 2023

Canvas Essentials

Canvas Checklist

Start Spring 2023 off on the right foot by reviewing the Canvas Semester Essentials guide, which contains information such as:

  • Cross-Listing Courses
  • Customizing Course Detail Settings
  • Publishing Courses and Content
  • Creating Homepages
  • Creating Modules

Canvas Tip – Gradebook Filters

Have a large section and need to quickly find information in the Canvas gradebook? Well, we have a solution for you. Did you know that there are filters you can apply in the Canvas gradebook?  You can filter by section, assignment status, assignment group, and more.

Take a moment to learn about Canvas gradebook filters here.

Universal Design for Learning (UDL)

Introduction to Multiple Means of Action and Expression

Are your students not performing well on your assessments? It might not be their fault. Students have a variety of strengths that they often aren’t encouraged to play to. UDL suggests that allowing students options for how they can act and express on their knowledge may be the best way for students to produce quality work.

Want to learn more about providing multiple means of action and expression? Take a moment to learn more about UDL with the Learning Technologies Team’s Justin Littlefield in this short video.

Should you want to learn more, schedule a one-on-one consultation.

Respondus

As exams approach, you and your students may need additional support for using Respondus. For additional support, explore the Respondus support page.

You can ”Submit a Ticket” at the bottom of the page. Be sure to save this page for yourself and share it with your students if you are planning on using Respondus for your upcoming exams!

Consultations

Technical Training Consultations

Book 30-minute technical training on the following technologies:
Canvas, Teams, Panopto, Studio OneDrive, and Webex

UAC for ECU-Managed Windows Computers

To continue our goal of improving the security of ECU’s user-assigned devices, ITCS is enabling User Account Control (UAC) for ECU-managed Windows systems on Monday, November 20.

What is User Account Control?

UAC is a security feature to prevent unauthorized changes to your Windows 10 computer or device. Changes range from a new program you’ve downloaded, an app feature you wish to implement to something more nefarious like a virus.

Once UAC is active, any system changes – whether initiated by you, a current app or a hacker – are only executed after your (administrator) approval.

How does UAC work?

Beginning Monday, November 20, you, as the computer’s administrator, must complete the UAC form and click the Yes button to execute any system changes.

The two examples here explain how this works.


Example 1

Microsoft Word is launching but requires elevated permissions. If you launched the Microsoft Word app, enter your PirateID and password into the UAC dialog box, then click Yes. This allows Word to open/update.

If you see the UAC prompt but did not open or use Microsoft Word, DO NOT enter your PirateID and password. Just click No to prevent the action.

 

Example 2

Microsoft Management Console is launching and needs elevated permissions. If you requested the change, a Windows setting or new configuration, enter your PirateID and password, then choose Yes. The Microsoft Management Console opens.

If you see the UAC prompt but did not request changes to Windows settings or configurations, DO NOT enter your PirateID and password. Choose No to prevent any action using elevated permissions.

 

So, after the November 20 launch of User Access Control, you can feel more confident about the security of your ECU-managed Windows computer as you will be alerted to any changes to your system.

Post expires at 3:02pm on Tuesday May 14th, 2024