University Technology

University Technology Announcements

Technology Policies Updated

April 4, 2022

To further enhance technology initiatives at WIU, while also implementing greater security measures, 10 technology-related policies have been further refined to meet existing needs and user demands.

The following policies have been revised/updated and will be implemented incrementally. According to Interim CIO Jeremy Merritt, there will be no noticeable changes immediately and as the revisions and updates are rolled out, these will be communicated to the University community.

  • Technology Use Policy (formerly Appropriate Use Policy) - http://www.wiu.edu/policies/usage.php
    • Added requirement for annual security awareness training for all employees, and phishing remediation training for employees who fail random phishing tests.
  • Password Policy - http://www.wiu.edu/policies/password.php
    • Passwords will be required to be a minimum of 12-characters in length (as opposed to 8-characters), wherever possible.
  • Electronic Mail (Email) Policy - http://www.wiu.edu/policies/email.php
    • Clarifies that University email is to only be used for University business or academic purposes.
    • Retirees and alumni will be permitted the benefit of retaining email addresses, but with an altered designation of name@retiree.wiu.edu, name@emeritus.wiu.edu, or name@alumni.wiu.edu. These accounts will be disabled if determined to be inactive for more than 180 days. View frequently asked questions for retirees and alumni here.
  • Data Security and Handling Policy - http://www.wiu.edu/policies/datasec.php
    • Clarifies that personal use of university provided technology resources (i.e. email, web space, computer, etc.) is strictly prohibited.

For more information or questions regarding the policy changes, contact the uTech Support Center at support@wiu.edu.

Recording Google Meets No Longer Available

January 27, 2022

A reminder - as previously mentioned in the December 13 announcements email newsletter, Western Illinois University's license for Google Meet no longer supports the recording of Google Meet sessions. In the spring of 2020, Google provided temporary access to this premium feature for free to help the transition to remote learning during the onset of the pandemic.

Previously recorded Meet sessions will remain in Google Drive.

Please utilize WIU's Zoom license if you wish to record virtual meeting sessions. You can access Zoom by visiting https://wiu.edu/zoom and logging in with your ECom credentials. If you need assistance with Zoom, please contact the uTech Support Center via a method listed at wiu.edu/supportcenter.

Zoom Pro accounts available to all WIU employees and students on July 14

July 7, 2021

University Technology is excited to announce that, effective July 14, all WIU employees and students will be able to take advantage of an enterprise version of Zoom. This will provide a pro license to all active employees and students.

How will this change my use of Zoom?

  • Everyone will be able to set up Zoom meetings for greater than 40 minutes in length.  Shared accounts will no longer be necessary. 
  • Individuals will log in to Zoom using WIU’s Central Sign-On, the same process used to log in to Gmail and WesternOnline.
  • Everyone can now serve as an alternative host of Zoom meetings.
  • Recordings of meetings, including classroom/lecture recordings, will be stored on Zoom’s servers.
  • On-demand Zoom video training for WIU employees and students will be available within WesternOnline.

How will I sign in to Zoom?

  • Simply visit wiu.edu/zoom and click the “Sign In” button.  Provide your personal ECom username and password when prompted.  

How can I access on-demand training?

I already have a Zoom account associated with my WIU.edu email address. What do I do?

  • The only thing that has changed is that you will now log in with your ECom username/password to access your account. 

Do I need to reschedule the meetings/classes I already have set-up in Zoom?

  • No.  All existing meetings/classes, configurations, etc. will be retained.  Nothing inside of your account will be changed.

My office has always used a shared Zoom account to schedule meetings.  What do we do now?

  • Existing meetings/classes previously scheduled using a shared account will not be disrupted/changed and can continue to be used.  However, now that single sign-on has been enabled in Zoom, we strongly recommend that all new meetings/classes be scheduled using your individual @wiu.edu email account in order to avoid the need to share passwords of generic accounts.

During the pandemic, my family has been holding a weekly get together on Zoom using a paid personal license.  Can I cancel my personal account and use my wiu.edu account for personal use?

  • No.  University-provided resources are for official University use only.  Please note, all University resources are subject to monitoring and compliance with the Illinois Freedom of Information Act.

If you have any questions regarding Zoom or how this will affect your particular usage of the product, please contact the uTech Support Center via a method listed at wiu.edu/supportcenter and one of our team members will assist.

Moving to Google Chat on July 6

June 17, 2021

On July 6 we will be transitioning all WIU faculty, staff and students to Google’s newest collaboration/chat product, Google Chat. Google Chat has a modern UI, team rooms that support better collaboration, emoji reactions and much more. 

How do I get Google Chat? It's important to do the following before July 6 as classic Google Hangouts apps will stop working:

  • Explore the new web experience at chat.google.com.

  • Download the Google Chat mobile app for Android or iOS.

  • Download the new standalone desktop app if you've been using the classic Hangouts Chrome extension or app. You can access the desktop app from a prompt that appears in chat.google.com

  • On July 6, refresh your Gmail to get the new Chat in Gmail experience.

Where do I find my old chats?

  • You can continue recent conversations from classic Hangouts in Google Chat. Over time, older conversations from classic Hangouts will also migrate to Google Chat.

  • All previous chat history from classic Hangouts will be accessible in Gmail.

  • The classic Hangouts web interface for chat, hangouts.google.com will remain available during this transition, but you can’t use classic Hangouts by visiting hangouts.google.com in a mobile browser. 

Where do I go for help?

Security Patching Information When Working Remotely

June 16, 2020

If you are a WIU employee working remotely, University Technology would like to provide information to you regarding security patching. If you are working from home using a WIU computer (laptop or desktop), it is important to regularly connect to the WIU network via VPN. While a personal computer will get security patches and updates directly from Apple or Microsoft, University Technology manages our security patches and updates. This means, if you do not regularly connect to the WIU network, your device will not receive security updates and patches. It is recommended that you connect at least once a week. Full detailed instructions on connecting to VPN can be found in the IT Resource FAQ on the wiu.edu/coronavirus webpage under University Resources; however, the basic instructions have also been provided below.

  1. Download the appropriate client for your Windows, Mac, iOS, or Android device at wiu.edu/vpn.
  2. Following installation, launch the AnyConnect client program.
  3. If prompted, enter vpn.wiu.edu as the VPN address.
  4. Log in using your ECom username and password, and keep the AnyConnect program running in the background to maintain a connection to WIU's VPN.

Microsoft Windows support model changed; pop-up notices to appear on unsupported Windows computers

October 14, 2019

In the near future, University Technology will implement pop-up notifications on computers that are known to be running out-of-support versions of Windows. Please take action if and when you see such a pop-up message on your computer after a future login.

Microsoft Changed Support Model

Prior to Windows 10, Microsoft followed a model in which it supported operating systems (e.g. XP, Vista, 7, 10, etc.) for a set lifecycle. With the implementation of Windows 10, Microsoft shifted to a model that discontinues support of operating system versions. This means that some users may be running an operating system that is no longer supported and may not even realize it.

Which Windows Systems Need to be Upgraded?

Any devices running Windows XP, Vista, Windows 7, Windows 8 and Windows 10 (earlier than version 1709) will need to be addressed. If you know that you are running one of these, or if you receive a pop-up notification indicating such, please follow the instructions below immediately to schedule an upgrade.

I Need an Upgrade - What Do I Do?

We need you to contact uTech today to schedule a time for an upgrade to a supported version of Windows 10.

  1. Request an upgrade to Windows 10 by submitting a support request at wiu.edu/ITrequest.
  2. Note that the upgrade process requires a complete reimage of a computer and deletes all data and programs from that computer.
  3. uTech expects and assumes that users store their University-related data in Google Drive or on their department's or office's S drive. For information about using Google Drive, see "Google Drive File Stream User Guide."
  4. Backup the bookmarks from each of the browsers that you use to Google Drive, S drive, or portable media (such as a USB thumb drive). For information about backing up bookmarks, see "Backing Up Web Browser Bookmarks."
  5. Note all specialty software currently installed on a computer before an upgrade, and include a list of all WIU-owned specialty software in your upgrade request. Locate all necessary installation discs and product keys; uTech technicians will reinstall WIU-owned software during the upgrade process. Users will need to reinstall personally owned specialty software following an upgrade.

Technicians may determine that some computers do not support Windows 10 or that some critical applications do not run in Windows 10. Consequently,

  • Offices and departments might need to replace computers that do not support Windows 10.
  • University Technology might permanently disconnect computers running critical applications that do not run in Windows 10 from the University's wired and wireless networks.

Help to protect your data, the University's network, and the computers and data of others by upgrading to Windows 10 as soon as possible.

Opt-in to receive technology disruption notifications from University Technology

April 25, 2019

In an effort to improve communication to the University during technology disruptions, University Technology now offers a way for University constituents to receive email notifications when such disruptions occur, opting into a notifications list.

To subscribe to this list, simply visit wiu.edu/status and follow the instructions.

We do not anticipate sending a high number of email messages. During our internal testing of this system, we have found that, on average, we send 6 emails per month for about 3 disruption events. These messages typically involve an “incident notification” alert when we detect a technology issue, and a corresponding “incident resolution” email when the issue has been resolved. During longer outages, we may send update messages as new information becomes available before we resolve the issue.

You will have the ability to opt out of this email list at any time, and the footer of every email you receive will provide instructions on unsubscribing.

uTech also posts incident notifications on our Facebook and Twitter feeds, so you may consider following us there, as well: facebook.com/uTechWIU and twitter.com/WIU_uTech.

If you have any questions, please reach out to us via one of the methods below.

University Technology
Stipes Hall 126 | (309) 298-TECH | support@wiu.edu