Information Technology

Reasons to use Purdue email systems

Reasons to use Purdue email systems

In other words, reasons not to forward your Purdue email to a non-Purdue email service:

1. Purdue email is considered an official Purdue record.

2. Purdue is legally liable to protect and retain Purdue records, including student information regulated by FERPA that may be conveyed in email and email attachments.

  • Purdue Email Policy: Users are reminded that any e-mail sent from a University Email Account or residing on University Email Services may be considered a public record under the Indiana Public Records Act (IC 5-14-3) and may be subject to disclosure. Users need to exercise judgment in sending content that may be deemed confidential or that they otherwise do not wish to be disclosed. Furthermore, email transmissions may not be secure, and contents that are expected to remain confidential need to be communicated via means other than email. Common examples of confidential contents include: student grades, personnel records, individual donor gift records, personally identifiable information, and data subject to federal and state laws or regulations, including but not limited to, the Health Insurance Portability and Accountability Act of 1996 (HIPAA), Family Educational Rights and Privacy Act (FERPA) and the Gramm Leach Bliley Act (GLBA).

3. Using consumer email systems for Purdue email, when not contractually obligated to Purdue, causes Purdue to lose control of records, and circumvents Purdue access controls. Purdue has created access controls to protect and provide secure access email. The security of 3rd party email systems cannot be guaranteed by Purdue.  While some email users may be able to safely forward their Purdue email to a non-Purdue email account, employees who handle official Purdue data are bound by Purdue policy to ensure that Purdue data remains protected in ways that comply with all applicable laws and regulations.

4. The Purdue records retention policy must be complied with even if Purdue email if forwarded to a non-Purdue server.

http://www.purdue.edu/policies/governance/vb3.html

5. Consumer email systems are typically commercial data-mining systems. Purdue students and employees may not consent to having their email messages forwarded to, or entered into, a commercial data-mining system and tracked/indexed or potentially targeted with advertising, etc.

6. Caching a Purdue career account username password on a consumer email system that Purdue has not legally contracted puts Purdue systems and/or accounts at risk.  It is OK for users to do this for their personally owned email and their own data, but this practice puts the data of students and Purdue data in genral at risk.

7. When forwarding all Purdue email to a personal email account, a freedom of information act records request could impact someone’s personal account, and potentially bring personal email into litigation.  Or it could cause Purdue to become out of compliance with laws that require Purdue to control and access Purdue-owned data.

See: https://www.purdue.edu/legalcounsel/public/index.html

Outlook Email Rules

If you are trying to organize your email to make it easier to process, you may want to consider trying a “non-Purdue” email rule.  A non-Purdue email rule will automatically move any email message that does not come from an @purdue.edu address into a non-Purdue folder.  You can add exceptions to the rule so certain non-Purdue email addresses that are a priority for you will remain in your primary Inbox folder.  Here is a PDF document describing how to set this up:

https://edit.education.purdue.edu/download2/Outlook-NonPurdue-Rule.pdf

~ Bob

Purdue Hazard Communication Training – Mandatory for all Purdue Employees

Dear College of Education Employees,

As part of Purdue’s OSHA-mandated “Integrated Safety Plan” all paid employees in the College of Education — including all student employees — are required to complete a one-time training called: Hazard Communication Training.

To complete the training watch the following 13-minute video:

Purdue Hazard Communication Training Video
https://edit.education.purdue.edu/video/HazCommTraining.mp4

…and then, after watching the video, take the short five-question quiz here:

Quiz – Hazard Communication Training
https://purdue.ca1.qualtrics.com/jfe/form/SV_etvDag7KEf2Z4u9

Once you have completed the Quiz, you will receive an email confirmation message.  Please forward that message to your departmental main office.

Thank you!

Robert Evans
Chair of the College of Education Safety Committee
Co-Chair of the BRNG Safety Committee
bob@purdue.edu

 

TaskStream Announcements

Welcome back to a new school year! If you will be using TaskStream, here are some announcements that you may find helpful:

If this is your first time using TaskStream as an evaluator, please read this list of suggestions:

 First-time TaskStream Evaluators

The complete list of self-enrollment codes can be found here:

TaskStream Self-Enrollment Codes

If you or your students need help compressing video files, we recommend using Handbrake. See this post for more information:

Compressing videos

If you have any questions related to TaskStream, please contact Betsy Kersey, the E-Portfolio Coordinator, at edit@purdue.edu. Happy computing!

– Education IT (edit@purdue.edu)

How to generate a quick and easy report with TaskStream

Faculty members,

If you need to see detailed information about an assignment, course, or program, TaskStream offers a simple way to generate a report about this information. You can either aggregate the data, or see the breakdown by student. You can choose to see all students, or only those associated with a particular evaluator. You can also specify the date range, although this will only be effective if evaluations were completed punctually.

Here is a PDF document showing how to complete these reports:

Generating a Report in TaskStream

And here is a video with the same information:

If you have any other questions about reporting with TaskStream, please contact edit@purdue.edu.

Betsy Kersey

TaskStream Coordinator

Compress and Trim Video With Handbrake

Dear TaskStream Users,

If you have recorded a video with a cell phone or camcorder that is too big to upload to TaskStream, please see the following document for instructions on using Handbrake to easily  trim and compress your video:

https://edit.education.purdue.edu/ts/Handbrake-Video-Editing.pdf (PDF)

To see a video of how this works, see below:

 

Direct link to the video:

http://edit.education.purdue.edu/TS/Handbrake-How-To-Video.mp4

If you have any questions or problems with your TaskStream video, please contact us at: edit@purdue.edu.

Thank you!

— Education IT (edit@purdue.edu)

MediaSpace videos not playing in IE

If you are trying to access videos on the Purdue MediaSpace streaming video server using Internet Explorer (IE) and the videos are not playing, please see the following PDF document that should help resolve the problem:

http://edit.education.purdue.edu/download2/MediaSpace-With-IE.pdf

If the steps in the above PDF do not work, you may want to try using Firefox.  If the video does not play in Firefox, please be sure that the “Adobe Flash” plugin is enabled in Firefox (see screenshot on page two of the above PDF).

Thank you and happy computing!

— Education IT (edit@purdue.edu)