Information Technology

Purdue Box FAQ

Where do I log into Purdue Box?

https://purdue.box.com   { log in with your Purdue BoilerKey }

What Is Purdue Box?

Starting in November, 2018, Purdue will begin implementing Box cloud storage and collaboration services.

The first phase of the Box implementation will provide pre-approved campus researchers with secure storage for certain types of controlled data. Other research data needs will be addressed immediately following this first pilot group. Users of controlled data in Box will have an individual account as well as access to project-specific controlled data folders.

Storage of restricted data in Box requires prior review by Purdue’s IT Security and Policy group. Restricted data storage in Box may also require approval from campus offices and committees responsible for contractual compliance and research regulatory affairs. Restricted data cannot be stored in individual user folders. Controlled research data must be stored in special folder structures governed by policy. Project-specific folders will be provided for approved restricted data uses as the implementation progresses.

If you are a Purdue researcher with controlled data storage needs, please visit the Research Computing page at https://www.rcac.purdue.edu/services/ or email rcac-help@purdue.edu for more information.

Who is eligible to have a Purdue Box account?

Due to licensing and regulatory restrictions, Purdue Box is only available to currently-active Purdue faculty, staff, and students.

If you believe that you are an eligible user and cannot sign into Purdue Box, please contact the ITaP Customer Service Center by emailing itap@purdue.edu or calling 494-4000.

What features does Purdue Box have compared to my free Box account?

Purdue Box offers a number of enhanced features over free Box accounts.

File Size Upload Limit: Free Account: 250 MB,  Purdue Box Account: 15 GB
Available Storage: Free Account:10 GB, Purdue Box Account: 1,000 GB
Purdue Authentication: Free Account: No, Purdue Box Account: Yes
Password Protected Sharing: Free Account: No, Purdue Box Account: Yes
Advanced Collaboration: Free Account: No, Purdue Box Account: Yes

Why can’t I sign into Purdue Box on my mobile device?

You may receive an “authentication failed” message when you sign into Purdue Box on a mobile device. This can be caused by the browser (Safari, Samsung Internet, Opera, Chrome, etc.) automatically capitalizing the first letter of your career account username.

You can work around the issue by checking your username (Career Account) before clicking “Login”. Change any capital letters to lowercase.

What training is available for Purdue Box?

You can find free Box training at Box.com. Box provides recorded and live tutorials on Box features.

If you prefer training with an instructor, you can sign up for certain live, online Box training sessions which are scheduled at preset times. The others are self-paced, pre-recorded sessions. The self-paced content covers basic Box functionality and should provide you with enough information to get started.

Box recommends users start with the free, self-paced User Essentials training. This course will provide you with training on basic Box functionality. You can find it listed near the bottom of the page linked below.

NOTE: You may be required to log into Box to access some of the training. Following along while logged into Box in a separate window is also recommended.

You can find Box training at the following link:

https://community.box.com/t5/Box-University-Courses/Box-University-User-Courses-Live-amp-Self-Paced/ta-p/57511

Lynda.com also has a number of courses on using Box which are free to Purdue faculty and staff. Please visit https://one.purdue.edu and click on “Professional Tutorials” to access Lynda.com as a Purdue faculty or staff member.

How do I remove my Purdue Email Address from my personal Box Account or remove the content?

If you have an existing Box account and have not been moved into the Purdue environment, you may need to remove personal content from your Box account before it becomes subject to Purdue policy and procedures.

Purdue must bring all accounts at Box created using a Purdue email into the Purdue Box environment as part of the Purdue enterprise Box implementation.

NOTE: Existing Box users who have an account created with an “@purdue.edu” email address will be affected by this change.

Any data you own in your Purdue Box account after migration will be subject to Purdue policy and procedures.

You own data in Box if you created the file in a folder you own or someone transferred ownership of the file to you. If a file is only shared with you by someone else or you have saved your file in someone else’s folder, you do not own that file.

To completely exclude your account from the migration, you must follow the procedure below.

First, change ownership of the files you control:

Using a New Box Account with a Non-Purdue address

Add a new, non-Purdue email address to your Box account. This cannot be an existing Box account. It must be an address which has not been used at Box before. Please refer to this Box.com article on managing your account settings to add the new linked email address:

https://community.box.com/t5/How-to-Guides-for-Account/Manage-Account-Settings/ta-p/20022

Click on the Login and Email Addresses link to jump to the correct section. To find your Account Settings in Box, click the Photo or Initial icon in the upper right of the Box web interface.

Make this account the Primary email address on your Box account. This step will change ownership of all of the files and folders you own to the new, non-Purdue account.

Using an Existing Box Account with a Non-Purdue address

Go to each folder you own and share it with the existing, non-Purdue account email address as a collaborator. Repeat this procedure for any loose files you own which are not in a folder.

NOTE: If you own a number of loose files in the root of your folder, it is easier to move these files into a single folder and then perform the sharing once for the entire folder.

Accept the sharing invitations from your non-Purdue Box account.  It may be easiest to do this in a different browser. For example, if you’re using Chrome, open the non-Purdue account in Firefox. Go back to your Purdue address account and change the permission level of the non-Purdue account on each of the shared folders or files to “Owner”.

Next, manage the folders and files you do not own

Invite the new email address as a collaborator to each of the folders you do not own by clicking share and entering the new email address. Do this before you remove your @purdue.edu email address from your Box account.

NOTE: If you cannot invite your new email address to a folder or file someone has shared with you, this means the owner has restricted file sharing or your access level is not high enough to re-share the content. In this case you must contact the owner of the file or folder to share the file with your new address.

After all files have been addressed

If you have added a new email address and made it Primary:
Remove the @purdue.edu email address from your account before January 31, 2019. This step will ensure your account is not migrated to the Purdue Enterprise environment.

NOTE: If you do not perform Step 2 before removing your Purdue address, files shared with you by others will not be visible after the change.

If you have changed the owner of all of your files and folders or re-shared those owned by others:
Remove the @purdue.edu address from the files or folders by ending the collaboration. You can do this from your @purdue.edu account by clicking the menu for each file and selecting ‘…More Actions’.

Source: Purdue ITaP Gold Answers


For more information, see the Purdue GoldAnswers site: http://www.purdue.edu/goldanswers

Or email: purdueboxsupport@purdue.edu

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 our Assessment Tools Coordinator at edit@purdue.edu. Thank you!

– 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

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

Assessment Tools 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)