IT Services - IT Announcements

Microsoft 365 license deactivation warnings

�鶹AV — Fri, 13 Dec 2024 14:47:49 +0000

IT Services recently migrated many Webex softphone users to Teams Phone.

As a result, users may have received a message from Microsoft stating their license will be deactivated soon. (See screenshot above.) It is a legitimate message from Microsoft.

All �鶹AV faculty and staff are assigned Microsoft 365 licenses that provide access to applications such as Teams, Outlook, OneDrive, Word, and Excel. As part of the recent migration, IT Services changed the type of Microsoft 365 license assigned to some users.

Do not use Read.AI for �鶹AV purposes

�鶹AV — Tue, 10 Dec 2024 15:55:29 +0000

La version française suit.

We have received reports of a Read.AI bot attending or attempting to attend online meetings organized by �鶹AV faculty and staff. The bot uses generative AI to create a text summarizing a meeting’s discussions and decisions; it then shares a link to that document with all participants.

�鶹AV must vet all IT solutions to ensure they safeguard data privacy and security. Read.AI has not been approved for teaching, research, or administrative activities at the University.

The �鶹AV Classroom A/V Instructions application is getting a makeover and a new home!

�鶹AV — Fri, 06 Dec 2024 15:24:45 +0000

The Classroom A/V Instructions application is moving to the Browse Classrooms widget on the �鶹AV IT Support website on December 13th, 2024.

Classroom audiovisual information will now be available on a platform the community is familiar with. You’ll also be accessing it more securely with single sign-on (SSO) and two-factor authentication (2FA).

Staff Directory decommissioning – Staff to update/review Workday information by Jan, 31 2025

�鶹AV — Wed, 04 Dec 2024 16:09:15 +0000

Starting on January 31, 2025, �鶹AV IT Services will begin decommissioning the �鶹AV Staff Directory in several steps. This initiative aims to streamline processes, improve security against phishing attacks, and replace outdated technology.

Updates to MyCreds™: Enhanced eTranscript and document Sharing for students!

�鶹AV — Wed, 04 Dec 2024 14:43:57 +0000

We’re excited to share new features to MyCreds^TM, the platform accessed through the ES Services (Enrolment Services eStore & MyCreds^TM) in Minerva, that allows students to securely share documents such as electronic transcripts, custom letters, documents, and forms.

Teams Phone replacing Webex softphone

�鶹AV — Tue, 03 Dec 2024 20:20:32 +0000

We are transitioning Webex softphone users to Teams Phone throughout December. Our IT team will contact individual users to provide specific timelines.

The benefits of switching to Teams Phone include:

Reduced costs

Same calling functionality as Webex (internal and external calling)

Keeping existing phone numbers

The University is already using the platform for internal calling, meetings, and collaboration

RESOLVED: Mercury online course evaluation system is currently down.

�鶹AV — Mon, 02 Dec 2024 17:44:35 +0000

Update - Monday, December 2, 2024 - Afternoon:

Mercury online course evaluation system is back online.

Original announcement - Monday, December 2, 2024 - Morning:

We regret to inform you that the Mercury online course evaluation system is currently down due to unforeseen technical issues. IT Services is working to resolve the problem as quickly as possible.

Staff and students will not be able to access Mercury during this time.

Boost engagement in your PowerPoint presentations with Microsoft Forms!

�鶹AV — Mon, 11 Nov 2024 19:15:38 +0000

Exciting news for Office 365 users! Microsoft Forms is now seamlessly integrated with PowerPoint, allowing you to incorporate live polls, quizzes or surveys directly into your slides. This powerful, easy-to-use feature is free and perfect for gathering real-time feedback and boosting engagement in any setting, from lectures to group projects!

Make your presentations dynamic, collaborative and impactful! With MS Forms, it’s easy to bring your audience into the experience, enabling instant engagement and interaction. Get started today and take your presentations to the next level!

Microsoft Teams update: Private Teams only for enhanced security!

�鶹AV — Fri, 29 Nov 2024 18:48:24 +0000

Important update for Microsoft Teams users! Starting November 27, 2024, all newly created Microsoft Teams groups were set to Private by default. If you attempt to create a new team, the Public option will be unavailable (greyed out), as shown below:

Winner announced! Beats Headphones - IT Services Virtual Scavenger Hunt contest!

�鶹AV — Wed, 07 Aug 2024 18:49:24 +0000

Congratulations to Emma Hogarth (Biomedical Sciences), for winning the 2024 IT Services Virtual Scavenger Hunt Contest.

Emma scored 100% on our IT Quiz and won a pair of wireless Beats headphones in the prize draw!

Thank you to all who entered and answered skill-testing questions about the IT services available to �鶹AV students.

We had 1513 entries! Within those entries:

Change to the classroom telephones autodial behavior

�鶹AV — Tue, 15 Oct 2024 20:14:28 +0000

After October 18, Classroom telephones will no longer automatically call the Audiovisual support hotline when you remove the telephone receiver from the base.

This change will prevent accidental calls to the hotline.

After that date, you will have to use the press the AV System Support button on the lower-left side of the telephone’s display screen to call the Audiovisiual support hotline. (See below)

Important: Keep your Zoom software updated

�鶹AV — Fri, 01 Nov 2024 13:52:31 +0000

On November 2, 2024, Zoom will enforce its latest quarterly minimum version requirements. If you are not using at least version 5.17.5 (for Windows, macOS, Linux, Android, iOS, Intune) or version 5.17.0 for Blackberry, Zoom will not work until you update your software.

Secure version of Microsoft Copilot available to �鶹AV community!

�鶹AV — Thu, 27 Jun 2024 18:01:49 +0000

�鶹AV offers a secure version of Microsoft Copilot that protects our data using Commercial or Enterprise Data Protection (secure). Microsoft Copilot, formerly known as Bing Chat or Bing Chat for Enterprise, is an AI tool built into Microsoft Edge.

By engaging with the Microsoft Copilot AI chatbot, you can:

Wi-Fi network: Action required for devices on iOS and MacOS to renew certificate

�鶹AV — Tue, 18 Jun 2024 13:43:09 +0000

On Friday, June 21, the security certificate that secures authentication to �鶹AV's wpa.mcgill.ca, eduroam, and cusm-muhc.mcgill.ca Wi-Fi networks will be renewed. This certificate allows you to sign on to the Wi-Fi network in a secure manner.

For Android and most Windows devices, the change will be seamless, and no action is required. However, devices that run iOS and MacOS will display a message prompting users to accept the new certificate.

IMPORTANT: Please review your MS ‘Public’ Teams group(s) before May 27, 2024

�鶹AV — Wed, 08 May 2024 20:48:45 +0000

La version française suit.

The following is a message from �鶹AV IT Services.

ALL owners of "Public" MS Teams groups are required to audit their groups.

Cartoon of the month

�鶹AV — Wed, 08 Sep 2021 17:34:49 +0000

Cartoon caption: "I’m afraid you’ll have to go, son. When I accepted the terms on their website, I didn’t see that we had to give up our first born!"

Surprises may lurk in the fine print

IT Services' 2023 Annual Report now available!

�鶹AV — Thu, 28 Mar 2024 19:54:23 +0000

Take a look back at IT Services’ achievements in 2023, another busy year of providing �鶹AV’s nearly 50,000 students, staff, and faculty with a unified, secure, sustainable, and strategic digital experience. We invite you to read our Annual Report.

myCourses: grade export function unavailable

�鶹AV — Wed, 20 Dec 2023 19:57:37 +0000

In myCourses, instructors are currently unable to export grades to Minerva from myCourses. This is an ongoing issue that IT Services is actively addressing, working closely with the vendor to restore this function and testing possible fixes.

As a temporary workaround, instructors need to manually enter grades in Minerva. Please see the following articles for relevant instructions:

Users may be intermittently unable to download attachments or view embedded images in Outlook on the web

�鶹AV — Thu, 04 Apr 2024 16:33:55 +0000

Users may see the following error message when an attachment fails to download: “Error downloading the file content.” Downloading attachments and embedded image viewing may succeed after signing out and then back into Outlook on the web.

If available, users can download attachments and view embedded images consistently through the Outlook desktop client.

IT Services is currently working on a fix to resolve the issue.

Some users may experience multiple issues with Microsoft Teams

�鶹AV — Fri, 26 Jan 2024 19:27:27 +0000

Update: January 29th, 9:15: The problems affecting Microsoft Teams were resolved over the week-end. If you are still experiencing problems, please restart your computer. If the problem persists, please contact the service desk.

Update: January 26th, 16:08: No resolution yet but Microsoft is applying configuration changes intended to reduce customer impact as quickly as possible. We will provide further updates as we receive them.

Known issue: Intermittent search-related issues

�鶹AV — Mon, 26 Feb 2024 21:45:49 +0000

Users may experience intermittent issues where the web search engine returns no information, or is slow to display results. This also affects Profiles in the WMS. The team is currently working with the vendor to fix this issue as quickly as possible.

IT Support email to be decommissioned

�鶹AV — Thu, 15 Feb 2024 20:49:16 +0000

Please be advised that the IT Support email (itsupport [at] mcgill.ca) will be decommissioned later this year.

We recommend instead that you visit the IT Support site at mcgill.ca/itsupport for all your IT needs.

Need IT help? Visit the IT Support site for quick and easy solutions (login required):

uPrint Anywhere downtime scheduled Thursday, February 22 from 5:00pm-8:00pm

�鶹AV — Mon, 19 Feb 2024 21:45:39 +0000

uPrint Anywhere, the email –based solution that allows you to print from your mobile devices, will undergo maintenance on Thursday, February 22, 2024, from 5:00pm to 8:00pm.

IMPORTANT UPDATE: As of March 18, Authy desktop has been discontinued - Install OneAuth to continue authentication on Windows or Mac device

�鶹AV — Tue, 20 Feb 2024 14:35:48 +0000

The Authy desktop apps for Windows, macOS and Linux has been discontinued by the vendor and will no longer be supported as authentication method after March 18, 2024. Please install the secure alternative application, OneAuth to continue authentication on your Windows or Mac device.

When opening the Authy desktop app you may notice the following message from the vendor:

Update successful: Banner INB and Minerva are now up and running!

�鶹AV — Tue, 13 Feb 2024 16:09:16 +0000

UPDATE SUCCESSFUL:

We would like to thank you for your patience during the recent Banner downtime.

The scheduled upgrade has been successfully completed and all related systems are now up and running!

ORIGINAL MESSAGE posted on March 12, 2023:

La version française suit.

IT Services is preparing for a required upgrade to Banner. Upgrading our systems on a regular basis is a fundamental activity that �鶹AV does to ensure we get the most functionality and security out of our tools and systems. 

UPDATE: Issue affecting student enrolment updates in myCourses

�鶹AV — Fri, 05 Jan 2024 17:04:31 +0000

UPDATE: Some students may notice a discrepancy between updates to their enrolment records and those displayed in myCourses. Please note that this is a temporary issue that does not affect enrolment records and will be resolved shortly.

Clarification of restrictions on WeChat use

�鶹AV — Fri, 17 Nov 2023 21:53:20 +0000

Although it is prohibited to use WeChat on any �鶹AV-managed/owned device, individuals can continue to use WeChat on their personal devices using their personal accounts.

We remind you to be vigilant and exercise your discretion when using apps that can access your personal information if the proper privacy settings are not available or in place.

Restriction of WeChat on �鶹AV devices / Interdiction WeChat sur les appareils de �鶹AV

�鶹AV — Thu, 16 Nov 2023 14:46:15 +0000

This message was updated on November 20, 2023.

Ce message a été mis à jour le 20 novembre 2023.

La version française suit

Dear members of the �鶹AV community,

Effective immediately, please be advised that the installation and use of the social network WeChat from an application or Web browser is prohibited on any �鶹AV-managed/owned device, including desktop and laptop computers, mobile phones, and tablets. Individuals can continue to use WeChat on their personal devices using their personal accounts.

Elevating security by enhancing 2FA

�鶹AV — Wed, 13 Jan 2021 19:45:14 +0000

In �鶹AV’s ongoing efforts to strengthen our security, we will continue to introduce enhancements to Microsoft Authenticator, including:

Important update: retirement of wiki feature in Microsoft Teams as of Jan. 2024

�鶹AV — Mon, 06 Nov 2023 20:31:30 +0000

Are you the owner of an MS Teams workspace featuring a wiki tab, typically used for meeting notes?

If so, we would like to inform you about a significant change concerning the wiki feature (usually used for meeting notes) in Microsoft Teams. Microsoft has announced that as of January 2024, the wiki feature will be retired and replaced by OneNote.

In this article:

How does this affect you?

Actions you will need to take

Steps to export wiki content to OneNote

Stream (on SharePoint) has replaced Stream (Classic)

�鶹AV — Tue, 31 Oct 2023 15:05:14 +0000

�鶹AV has completed its transition from the Stream (Classic) video-sharing platform to the new Stream (on SharePoint). Effective October 31, 2023, the Stream (Classic) interface is permanently disabled.

Stream (on SharePoint) is an intelligent enterprise video experience that is part of Microsoft 365. It empowers you to record, upload, discover, share, and manage video like any other file. Video is like any other document. It seamlessly integrates with apps across Microsoft 365, so you get the same experience no matter where you add or engage with video content.

New recipient limit for Non-2FA enabled �鶹AV email accounts

�鶹AV — Thu, 28 Sep 2023 20:09:19 +0000

In an effort to limit the impacts of unsolicited and fraudulent emails being sent in large numbers to the �鶹AV community, �鶹AV’s IT Infrastructure & Information Security has decided to limit the number of emails that can be sent from non-2FA (two-factor authentication) enabled email accounts.

VPN UPDATE: Cisco AnyConnect has been replaced by Cisco Secure Client

�鶹AV — Wed, 27 Sep 2023 20:35:10 +0000

The way we currently access �鶹AV’s VPN (via Cisco AnyConnect) has been replaced by Cisco Secure Client. Cisco Secure Client is an upgraded version of Cisco AnyConnect and offers enhanced features, security and performance.

NOW LIVE: Minerva’s login page has been updated to implement 2FA and SSO.

�鶹AV — Mon, 02 Oct 2023 14:31:38 +0000

The login page for Minerva has been updated to implement Two-Factor Authentication (2FA) and Single Sign-On (SSO).

The new login page includes two options to log in. Please take note of which login method you should use:

RESOLVED: Course synchronization issue with myCourses

�鶹AV — Wed, 23 Aug 2023 20:42:25 +0000

Update: The issue affecting course synchronization in myCoures has been resolved.

Original message, published on August 24, 2023:

Currently, there are several courses experiencing synchronization issues with myCourses. Additionally, there are students and instructors who are not correctly enrolled in these courses. In some cases, courses appear as synchronized or created in Banner and Minerva, while myCourses does not reflect any record of these courses.

RESOLVED: Non-credit course registration system experiencing issues

�鶹AV — Wed, 23 Aug 2023 14:37:28 +0000

The issues affecting the non-credit course registration system have now been resolved.

Original announcement: A technical issue is affecting the non-credit course registration system. As a result, students of the School of Continuing Studies may be unable to access �鶹AV services. IT Services is working towards a resolution, and we thank you for your patience during this time.

RESOLVED: Facilities and Space Management System (FAMIS) is now available

�鶹AV — Mon, 21 Aug 2023 14:18:17 +0000

The issue affecting Facilities and Space Management System (FAMIS) is now resolved and the system is now available.

Original message: �鶹AV's Facilities and Space Management System (FAMIS) is currently unavailable. IT Services is working towards a resolution. We thank you for your patience.

New two-factor authentication (2FA) enhancements

�鶹AV — Wed, 12 Jul 2023 16:11:54 +0000

Over the next few months, we will introduce enhancements for those of you that use Microsoft Authenticator for two-factor authentication (2FA), and make it much easier for you to report suspicious emails in Outlook.

Report suspicious emails in just a few seconds!

�鶹AV — Wed, 12 Jul 2023 16:20:56 +0000

Reporting spam or a suspicious email just got easier. You can now report them with the click of a button (or two) in Outlook for desktop, web, and mobile.

Temporary Minerva outage now resolved

�鶹AV — Wed, 07 Jun 2023 13:44:28 +0000

Earlier today, Minerva experienced a temporary outage and some users were unable to access the site during this time. Please be advised that all users should now be able to access Minerva.

We thank you for your understanding.

UPDATE: Technical issue affecting �鶹AV MarketPlace (MMP) now resolved

�鶹AV — Mon, 15 May 2023 18:52:51 +0000

UPDATE: The technical issue affecting MMP is now resolved.

Original message, published May 15, 2023:

We are experiencing a technical issue with MMP. You can continue submitting your purchase requisitions; however, there may be delays in issuing POs to the supplier. We are working on resolving the issue.

FREE Research Computing Services for Researchers (Calcul Québec)

�鶹AV — Mon, 05 Dec 2022 14:46:30 +0000

�鶹AV is a founding member of Calcul Québec, a consortium of Québec Universities whose objective is to provide Advanced Research Computing (ARC) infrastructure and expertise to the research community.

What services are offered?

�鶹AV and Calcul Québec work closely together to offer the following services:

UPDATE SUCCESSFUL: Documentum upgrade from March 10 to 13

�鶹AV — Fri, 03 Mar 2023 22:36:46 +0000

UPDATE SUCCESSFUL:

We would like to thank you for your patience during the recent Documentum downtime.

The scheduled upgrade has been successfully completed and all related systems are now up and running!

ORIGINAL MESSAGE posted on March 3, 2023:

Dear members of the �鶹AV community,

Spectrum NG Sign-On mechanism update, February 28th 2023

�鶹AV — Tue, 28 Feb 2023 16:59:19 +0000

Please note that Spectrum NG Sign-on mechanism was updated today, February 28^th, to an enhanced, up-to-date version including 2FA (Two-factor authentication). If you experience trouble signing-in, please reach out to the Service Desk and include the steps you followed and a screenshot of the error message.

Quebec government directive to remove TikTok from mobile devices

�鶹AV — Fri, 03 Mar 2023 18:34:14 +0000

La version française suit.

Dear members of the �鶹AV community,

Effective immediately, please be advised that the application TikTok must not be installed on any mobile device (i.e., mobile phone or tablet) that has been provided to you by the University, or on any mobile device for which �鶹AV covers the cost of the mobile service. If you currently have TikTok installed on your �鶹AV mobile device, you must remove it immediately.

Automated uninstallation of unused software on �鶹AV-managed machines

�鶹AV — Mon, 13 Feb 2023 02:15:18 +0000

As part of �鶹AV’s ongoing efforts to keep our systems secure, �鶹AV IT Services will begin on February 15, 2023, automatically uninstalling unused and outdated software that may contain security vulnerabilities from ICS-managed desktop and laptop Windows computers.

How does this affect you?

Resource Account Information Drop-In Sessions for Sponsors

�鶹AV — Wed, 08 Feb 2023 19:34:58 +0000

Hello,

The IT Services team has created 10 information drop-in sessions for the resource account sponsor community to ask any questions they may have regarding their respective account(s) and about the process moving forward, whether your respective account(s) should remain active, deactivated, transferred to a shared mailbox account, or transitioned to another type of non-personal account.

Please attend one of the sessions that best suits your availability.

Staff and student versions of It Takes All of Us will be available in myCourses

�鶹AV — Wed, 14 Dec 2022 14:42:37 +0000

An updated version of It Takes All of Us for all students, staff, and faculty will be live and available in myCourses as of January 30, 2023. More details: /sv-education/

Updates to �鶹AV’s anti-virus software: Messages displayed on Windows machines during scheduled update

�鶹AV — Thu, 27 Oct 2022 22:16:45 +0000

�鶹AV-managed desktop and laptop Windows computers will receive an important security update beginning on October 31, 2022. Cisco Secure Endpoint, �鶹AV’s antivirus software, will receive its regularly scheduled, monthly update. The process to update all affected machines will take approximately 2 weeks.

Enhanced anti-phishing and anti-malware protection to be enabled for the full �鶹AV community

�鶹AV — Thu, 20 Oct 2022 19:30:47 +0000

On October 24th 2022, IT Services will be adding enhanced anti-phishing and anti-malware protection to your �鶹AV email and Microsoft Teams conversations. Here are some details on what’s changing:

FAMIS access now on containment site as of June 15, 2022

�鶹AV — Sat, 11 Jun 2022 04:03:36 +0000

As of June Wednesday, June 15, 2022 �鶹AV's Facilities and Space Maintenance System, FAMIS will only be accessible through a remote connection to a secure "containment" environment. This is necessary because FAMIS only runs in Internet Explorer, which is no longer supported by Microsoft.

UPDATED: Wired and wireless connectivity issues at 5100 de Maisonneuve

�鶹AV — Wed, 23 Mar 2022 17:48:51 +0000

Update (March 30, 2022)

The wired network outage at 5100 de Maisonneuve reported last week is ongoing. We have learned that the issue was caused by a fire in the manhole, which damaged the fiber cable. Emergency teams from the City of Montreal are on site and we hope to be able to resolve the issue by early next week once their work is complete. Check back here for status updates.

Original message (March 23, 2022)

Introducing Gartner Technical Resource Library

�鶹AV — Mon, 10 Jan 2022 14:40:02 +0000

In line with our strategic goal to be a first-class learning organization, �鶹AV has engaged with Gartner, an industry-leading research and advisory service, to deepen and expand our insight into IT industry best practices and trends. We are pleased to announce that all members of the �鶹AV community (administrative staff, academic staff, researchers, students) now have access to this Gartner resource.