The Agenda - Faculty and Staff Newsletter

Category: News

  • Rutgers Connect Recent Changes and Enhancements

    OIT has announced some recent changes and enhancements in Rutgers Connect. We’ve highlighted and described some of them here. Some are already available, while others are currently rolling out to all Microsoft users. Please do not hesitate to contact IIS at support@rulhelp.rutgers.edu if you have questions or comments about these new or enhanced features, or anything in Rutgers Connect.

     Outlook on the web (OWA): Update in Accessing Mail, Calendar, People, and To Do

    Microsoft is rolling out a newly designed app bar on the left side of the folder pane that will change how users access Mail, Calendar, People, and To Do. The app bar will make it easier to launch Word, Excel, PowerPoint, and OneNote on the web directly from Outlook on the web.

    OneDrive: 250GB Upload Capability 

    Microsoft is raising the upload file size limit of its OneDrive file storage service from 100GB to 250GB. This improvement will allow users to upload files of up to 250GB into OneDrive, Teams, and SharePoint. Please keep in mind that factors such as bandwidth, location, and network capacity may impact large uploads.

    Microsoft Word: Text Predictions

    Microsoft has begun rolling out a new text prediction feature to speed up the writing of documents written in English. Word will highlight grayed-out predictions when users are writing a document. Suggestions can be accepted using the Tab key or rejected by hitting Escape or continuing to type. The new text predictions feature will be enabled by default but can be disabled if desired. The feature reduces spelling and grammar errors and learns over time to give the best recommendations based on your writing style. Text predictions were previously made available in Outlook on the web where it can also be disabled if desired.

    Microsoft Word: Modern Comments

    Modern Comments, first introduced in the mobile and Web versions of Word, have been improved based on feedback and are now available in Word for Windows and Word for Mac. Enhancements include improved keyboard shortcuts and @mention notifications and will start rolling out to Windows and Mac users in April. Modern Comments offer enriched collaboration coupled with the ability to assign and resolve comments and respond to @mention notifications via email.

    Microsoft Teams: History Menu

    Microsoft has introduced a history menu in the Microsoft Teams desktop clients that displays a user’s recently visited locations. By hovering over the backward and forward navigation buttons at the top of the Teams client, users will be able to see recently visited locations in Microsoft Teams. The history menu makes it easier to navigate to previous locations, such as nested tabs and documents.

    Teams Meetings: Participants Increased

    Microsoft is increasing the limit of participants and chat size in interactive meetings from 300 to 1,000.

    Microsoft Teams: New File Sharing Experience

    Microsoft is updating the file sharing and access control experience in Microsoft Teams to align with the existing functionality across the other Microsoft 365 applications. When users share a file from within Teams (desktop/web), they will have the option to create sharing links that provide access to people with existing access, people within your organization, and specific people. Before users share a file in a chat and channels, they will be notified if recipients don’t have permission to view the file. The user can change permissions before they share the file (if they have permission to do so). The default file sharing setting for Teams will remain the same and will continue to reflect default permissions in SharePoint, as the two work together.

     

  • Website Redesign Project Update – May 2021

    The redesign project reached a real milestone late last week, with the official handoff of the website from NewCity to the Rutgers team. This follows an intense period of testing, during which we worked closely with NewCity to ensure that the site was built and working as planned. We’re really pleased with what they’ve delivered and think it will suit our needs well. We’ll continue to have NewCity’s support over the next few months, both for development work and to consult about content. Amy has been working with subject matter experts and content teams from across the libraries and is excited that the real work of content building is finally underway.

    The team have targeted Wednesday, July 7 for a launch date. This is a huge project with a lot of dependencies, but we’re feeling fairly confident that we’ll hit this target. Several weeks prior to launch, Amy and the project team will be working with front-line staff and faculty to do site walk-throughs and answer any questions about where to find various pieces of information and how to perform common tasks. We’ll also be reaching out to external stakeholders to announce the new site in mid-June. The project team will be developing plans for that outreach over the next few weeks.

    In related news, planning for the libraries-wide adoption of LibCal Events is underway, and the project to develop a new subject vocabulary is wrapped up, thanks to a lot of thoughtful librarian involvement. Subject specialists are in the process of assigning updated lists of subject-specific resources and choosing top recommendations for our users. That project will also set us up to effectively connect users with the appropriate librarian for their subject.

    As always, you’re welcome to reach out anytime with questions or comments. Send us an email: webservices@libraries.rutgers.edu.

  • Reading List: Documentation and Resources Update

    The Reading Lists: Documentation and Resources LibGuide has been updated to include another page that describes additional functionality.  New content includes a quick start guide as well as printable handouts.  Liaisons can share this information with course instructors whether their courses are in Canvas, Blackboard, or Sakai.

    • Manage Sections (Edit/Add/Move/Set Dates):
    • Add Your Own Resource
    • Set Complete
    • Publish the Reading List
    • View the Reading List as a Student

    View the Reading List: Documentation and Resources.

    For questions about Library tutorials, contact Maria Breger at maria.breger@rutgers.edu

    View the complete list of the Libraries Teaching & Learning topics.

  • Update on LibCal Events

    NBL libcalIn the September 2020 issue of “The Agenda,” we wrote about the numerous modules of Springshare’s LibCal software that are in use at RUL.  This month, we’ll give you an overview and update on one of those modules, LibCal Events, and how it can be used.

    LibCal Events and associated event calendars are already used for scheduling workshops by NBL. Soon, we will be adopting LibCal Events across the Libraries as a replacement for our current event scheduler.  This switch will coincide with the launch of our new website in June.

    Creating events on calendars, displaying events, and registering for events is easily done through the LibCal Events module.  Waiting lists and automated reminders are helpful features for both end users and library personnel. Collection of usage statistics and follow-up survey comments will aid us in improving our future events and their scheduling. In addition, users will be able to search the calendars displayed on the website and filter by location and category to find events that are of interest.

    The next steps include forming a team of representatives from all library divisions to establish vocabularies for filters like category. That standardization will aid users in their searches, provide a basis for statistics collection, and enable the module to be useful across all libraries. Some of you will be contacted soon for this short task.

    For more information about LibCal Events and calendars, contact the LibCal Admin, Marty Barnett (martyb@rutgers.edu).  If you have questions about the website redesign, you can send email to the Website Redesign Team (webservices@libraries.rutgers.edu).

  • Website Redesign Update: March 2021

    The redesign project has moved into development, an exciting phase when we’re starting to see all our hard work turn into an actual website. This follows a few months of wireframe and design approvals, during which we met with each unit to talk through how they can use the new library of building blocks (“components” in website-ese) to put together pages that will best suit their users’ needs. It’s a very flexible system that will allow us to easily keep things fresh, eye-catching, and well-suited to the content we need to present – above all, making sure the site provides easy access to what our users need most. We’ve been testing this component library out with different types of pages (landing pages, informational pages, news items, profiles, etc.) and are confident that it will provide us with what we need.

    A few notable features in development: the database portal will be searchable by title and keyword, with easy one-click access to each resource, short-cutting the “connect” pages that force users through an extra step. A redesigned subject browse will make it easy to locate well-curated, usable lists of subject-specific databases, and database descriptions will be streamlined. We’re also finding ways to surface our librarians and staff in various places around the site. This will help connect users to people who can help, and showcase the expertise we have here at the Libraries.

    A content plan is beginning to take shape, as well as a governance plan that will ensure the long-term integrity of the site and its content. It will be great on launch day, and keeping it that way will require regular attention and maintenance, coordinated around a long-term strategy.

    Related to the redesign, we’re planning to move to LibCal as the Librarieswide means of scheduling events. You can read more about the transition in this issue of the Agenda.

    As always, you’re welcome to reach out anytime with questions or comments. Send us an email: webservices@libraries.rutgers.edu.

  • Special Collections and University Archives Primary Source Highlights

    Special Collections and University Archives is excited to share a new digital resource, “Special Collections and University Archives Primary Source Highlights,” a site that makes accessible a trove of images we have scanned for researchers over the years. The site also features images from an ongoing project to scan the Sinclair New Jersey Postcard Collection.

    Like all of Rutgers Libraries, SC/UA faculty and staff had to quickly find ways to continue to support research and instruction as the university shifted to a remote environment last year. And like most of our colleagues in archives and special collections around the country, and indeed around the world, we spent much of summer and early fall 2020 planning ways to enhance access to digital materials, offer Zoom research consultations, and provide remote classroom instruction, all while working (primarily) remotely.

    Faced with the challenge to increase digital resources with very limited access physical access to our collections materials, we decided to look to existing resources that we could leverage and work with from home. In SC/UA we make hundreds of high-resolution scans for patrons every year, typically for publication in books, journals, magazines, television and film productions, and for a variety of online projects. These images are stored on an internal server for potential future internal and external use. It was almost as if all of these images were waiting for their moment to shine.

    Dave Kuzma and I collaborated on planning the site during fall 2020. Dave undertook the nuts and bolts work of the site, spending much of the fall semester polishing his Omeka skills, identifying images, cleaning them up for optimal display, and creating metadata, and will do more of this work moving forward. Tara Maharjan, Isaiah Beard, and Sam McDonald have provided technical expertise. Thanks to Sonia Yaco and Rhonda Marker for their support of this project.

    While “Primary Source Highlights” is still in its infancy, we are adding images regularly, so we encourage you to check back frequently. This site is also now part of our Digital Resources Guide, which continues to serve as a one-stop-shop for centralized, easy access to all of SC/UA’s digitized resources, from manuscripts to maps to instructional videos. This guide also includes digitized material related to the work and mission of SC/UA, including Rutgers sites that feature digital content from SC/UA, and New Jersey history-related digital collections and resources. We welcome and encourage you to share “Primary Source Highlights,” as well as SC/UA’s other digitized resources, with the students, faculty, staff, and community members with whom you engage.

  • Responsibility Grows in the Garden State

    A new Marijuana Research Guide from Rutgers librarians is ready to help researchers, students, and the public after legalization.

    A new Marijuana Research Guide from Rutgers librarians is ready to help researchers, students, and the public after legalization.

    The moment the news came in that New Jersey voters opted for the legalization of recreational marijuana, a new research guide seemed reasonable and necessary. Based on my previous experience and information collected earlier for a potential guide, I invited two colleagues to create a Rutgers Libraries guide to resources on marijuana-related issues. The guide is intended for Rutgers faculty, staff, and students, as well as for the public.

    Government resources librarian Stephanie Bartz selected relevant sources from the federal and state governments, complementing the collection with international resources. Becky Diamond, New Brunswick Libraries business librarian, added business resources, such as industry and company information, market research, and related databases. They both also contributed to other tabs such as data and statistics, New Jersey resources and services, and Rutgers resources. The legal resources tab benefits from the expertise of the Newark Law Library, with law librarian Rebecca Kunkel as partner. Book recommendations also came from Nicholas Allred, Graduate Specialist for the Chang Library’s Books We Read.

    The Marijuana Research Guide will remain a work in progress for a while, as the State of New Jersey works out the nuts and bolts of the complex procedure post-legalization. Updates will be included in several areas as we go.

    Read more in the blog post from Books We Read. Comments and suggestions are welcome.

  • Consent to Receive Electronic W-2 Statements

    Dear Rutgers Colleagues,

    Here’s a reminder that W-2 wage statements for calendar year 2020 will be available later this month and that the University encourages all employees to take advantage of the paperless option and opt-in to receive electronic W-2 statements.  The electronic W-2 statement is identical to the paper format – and it is easy to access and print.

    If you elected the paperless option in the past, your consent remains in effect – you do not need to take any action.  THANK YOU!

    If you want to join your fellow employees in receiving electronic W-2 statements, you must submit your consent by Monday, January 18, 2021.  Log in to the myRutgers portal, and within the My Paycheck section, click on the “W-2 Online Consent” link.  After you submit the form, you will receive an email confirming your consent.  When the electronic W-2 statement is available for you to view/print, we will notify you via email.

    If you choose not to submit a consent form, a paper W-2 statement will be mailed to your home address on file.

    Please take this opportunity to verify your home address.  If necessary, update your address by logging in to the myRutgers portal and clicking on the Personal Information icon located within the second block.

    If you have questions, please contact OneSource Rutgers Faculty and Staff Service Center at 732-745-SERV (7378) or OneSource@rutgers.edu.

    Regards,
    Ernie DiSandro
    Associate Vice President and University Controller

  • IIS Updates – January 2021

    Skype for Business Retiring on July 31, 2021
    Effective July 31, 2021, Skype for Business will no longer be provided as part of Rutgers Connect (Office 365).

    Effective July 31, 2021, Skype for Business will no longer be provided as part of Rutgers Connect (Office 365) and a three-phased transition to retirement is already underway. Microsoft Teams, the suggested product for voice and video conferencing in the Office 365 suite is already available to all users and is the replacement product for Skype for Business.

    Phase 1: New Rutgers Connect accounts will no longer have Skype for Business and it has already been removed from users who have never used the product.

    Phase 2: On Monday, February 1, 2021, Skype for Business will be turned off for any user who has not used the product within 90 days.

    Phase 3: On Monday, May 3, 2021, Skype for Business will be turned off for all users.

    OIT advises that these dates are tentative and subject to change. IIS will provide additional notices closer to the dates mentioned to ensure all affected users are prepared for the upcoming changes.

    If you use Skype for Business and have concerns or questions about the transition, please contact IIS at support@rulhelp.rutgers.edu.

    How to Identify and Report Phishing Scams

    Cyber scams targeted at university email accounts are more sophisticated than ever. It’s important to remain vigilant and aware of typical internet fraud in order not to be fooled into clicking on a malicious link, replying to a scam email message, or even making a purchase, supplying identifying information or credit card or bank account numbers to hackers or scammers. The Rutgers Office of Information Technology (OIT) has created Phish Bowl, a comprehensive resource with quick tips to spot and avoid scams, information on latest threats, and other tips.

    What should I do if I receive a suspicious email message?

    If you receive a message that appears to be a scam or phishing attempt, or are simply unsure, please forward the message and the Message Details to support@rulhelp.rutgers.edu and IIS will review them and report it to OIT if necessary.

    What happens next?

    If OIT deems the message to be a scam or otherwise dangerous, they will block the sender from sending additional messages to university members and block any links contained in the message. They will often remove the messages in bulk from all recipients’ mailboxes. Further actions, such as scrambling NetID passwords may also be taken when a user has clicked on a link or attachment or replied to an email message. If you find yourself suddenly unable to access your email account or other resources requiring authentication, this is the cause even if you did not realize that you may have received a scam email message.

    What is Duo and how will it help?

    OIT is implementing a staged rollout of two-factor login using Duo for enhanced security and all Rutgers Connect users who are off campus will have to start using it as of February 3, 2021. Duo will help protect your account by adding a second layer of security beyond your password. Your identity will be verified using a second factor, such as your phone, mobile device, or hardware token, and will prevent anyone but you from logging in even if your password has been compromised.

    If you have concerns or questions about phishing or the transition to Duo, please contact IIS at support@rulhelp.rutgers.edu.

    Help Guides for Web conferencing tools available in the Staff Resources Site

    Rutgers University offers three different web conferencing tools to faculty, staff, and students. Want to learn more about these tools? Take a look at the help guides and other training materials that provide detailed information about choosing the best tool and on best practices for security when using these tools. If you have any questions, send an email to support@rulhelp.rutgers.edu.

  • NJ Vaccine Scheduling System Registry

    The State of New Jersey has established a NJ vaccine scheduling system registry. COVID-19 vaccinations will be made available in phases to ensure those most at risk are prioritized. The registry is designed to send an email to individuals about the status of vaccination availability.

    https://covidvaccine.nj.gov/