Postponed: Zoom Waiting Room and Passcode Requirement for Meetings

We communicated earlier that Zoom will require a Waiting Room or Passcode effective September 27th. Based on requests from many institutions needing more time to adjust to the changes to default meeting settings, Zoom has postponed this requirement and will inform all users of a new date later this year. 

Even though this change will not occur on September 27th, we strongly encourage everyone to use a Waiting Room or a Passcode to avoid interruptions such as “Zoombombing” where uninvited visitors manage to join unsecured meetings. We also encourage you to sign into your Wellesley College Zoom account every day so you will avoid being placed into a Waiting Room inadvertently.

If you have any questions please contact the Computing Help Desk at helpdesk@wellesley.edu or 781-283-3333 (faculty/staff); 781-283-7777 (students).

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Zoom Waiting Room Requirement Beginning September 27th

In an attempt to secure Zoom meetings and to avoid interruptions such as “Zoombombing” where uninvited visitors manage to join unsecured meetings, Zoom will require all meetings (pre-existing and new) to use either a Waiting Room or Passcode beginning September 27th. If you have not already added one of these to your meetings by September 27th, Zoom will automatically enable a Waiting Room for you. What this means is, if anyone wants to join your meeting with an account that is NOT a College account, they will be placed in the Waiting Room and the meeting host will have to allow them to join the meeting. Please note that though Zoom will default all unsecured meetings to have Waiting Rooms, the host can selectively disable this and use a Passcode instead.

We understand that these steps add another level of complexity to setting up meetings, but in the wake of continued hacking and interruptions, this is a necessary precaution. Please review the document on securing your Zoom meetings and follow those guidelines. We strongly recommend using unique Meeting IDs with a Waiting Room, and the document provides details on how to set these up. 

It is very important that all Wellesley participants sign into their Wellesley Zoom account beforehand to avoid being placed into a Waiting Room. If you are a faculty member, please remind all your students to sign in using the MyWellesley portal and click on the Zoom link, which will assure that they are using their College credentials to log in to Zoom.

In some cases, you may prefer that all participants be placed into a Waiting Room for certain meetings, such as virtual office hours. You can adjust Waiting Room settings to hold everyone until you admit them individually. To do this, sign into Zoom and in the navigation menu, click “Settings”. Under “Waiting Room Options” click “Edit Options” and select “Everyone”.

About waiting rooms

To enable the Waiting Room for your future meetings, open Zoom and navigate to Settings.  In the Security section, verify the Waiting Room is turned on.  By default, everyone signed into their Wellesley Zoom account will bypass the Waiting Room if the host has not changed this setting to send all participants there.  Remember to sign into your Wellesley Zoom account before attending a Zoom meeting so you are not placed in a Waiting Room unexpectedly.

Note: In the Zoom Security section Waiting Room Options, “Users not in your account” is referring to the College’s campus wide Zoom account.

How do I know if I need to take action on previously scheduled meetings?

Log into Zoom at https://wellesley.zoom.us.  Click on Meetings on the left, and look at your Upcoming Meetings.  If any have a red exclamation point next to them, you need to edit each meeting to add a Waiting Room, or Passcode if you prefer.  Hover over each and click Edit.  Remember to click Save for any changes.

About passcodes

If you would prefer not to use a Waiting Room, Passcodes are an alternative that will meet Zoom’s security requirements after September 27.  Your Passcode should ideally be shared separately from a meeting link.  Please do not use an easily guessable password such as “wellesley” or your course number. Also, do not use numbers such as 12345. Zoombombers have a dictionary of such passwords that they can repeatedly try to break in.

Using a personal url (e.g. wellesley.zoom.us/my/yourname) and an easy to guess Passcode will likely result in unwanted interruptions.  

To add a Passcode to your future meetings, open Zoom and navigate to Settings. In the Security section, verify that the Passcode settings that you would like to use for your future meetings are enabled by clicking the toggle buttons.  You can add them to all newly scheduled meetings, instant meetings, and meetings that use your Personal Meeting ID (PMI).

If you need any assistance please contact the Computing Help Desk at helpdesk@wellesley.edu or 781-283-3333 (faculty/staff) or 781-283-7777 (students).

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9/12 2 AM -10 AM Workday unavailable during upgrade

Workday will be unavailable on Saturday, September 12th from 2:00 AM to 10:00 AM. One of the two annual upgrades will be taking place. 

To: Students, Faculty, Staff
From: Lori Parmet, LTS, lparmet@wellesley.edu
More Info: Wellesley College Workday Support, workday@wellesley.edu, 781-283-4444

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Sat 9/5 6-8 AM R&R Reservation System unavailable

The R&R reservation system, the system we use to reserve space in Clapp Library and equipment, will be unavailable on Saturday, Sept 5th from 6:00 AM – 8:00 AM while we perform maintenance.

To: Everyone
From: Lori Parmet, LTS, lparmet@wellesley.edu
More info: Computing Help Desk, LTS, helpdesk@wellesley.edu or 781.283.3333 (fac/staff); 781.283.7777 (students)

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Wellesley Guest WiFi Network and Eduroam Unavailable for the 20-21 Academic Year

As you have heard from President Johnson many times during the past few weeks, public health is the primary focus this fall. One of the major concerns has been to protect students living on campus and faculty and staff who have been authorized to come to the campus. We have decided that restricting WiFi access is one of the methods we can use to discourage unauthorized individuals from coming to campus. Others who may come to campus to use WiFi are unlikely to be benefiting from the kind of rigorous COVID testing that our on-campus students, faculty, and staff have access to. In addition, we have no way to monitor whether they practice physical distancing and mask wearing the same way we require when they are off campus, and so they may pose a risk in terms of campus health and safety. We believe that disabling access to WiFi is a good deterrent. 

Therefore, starting from 5 PM today, Wednesday, 9/2/2020, LTS will be disabling Wellesley Guest WiFi and restricting the use of Wellesley Secure to only the on-campus students. All faculty and staff will continue to have access to Wellesley Secure. Please note that the faculty and staff who are not authorized to be on campus regularly during the fall need to obtain special permission to access the campus.

If you are an on-campus student, faculty, or staff member who is unable to connect to the Wellesley Secure network after this change, please contact the LTS Help Desk immediately.

  1. We will be disabling Wellesley Guest.

What does this mean?

Many users have chosen to use Wellesley Guest as a default WiFi network on their computers, phones, or mobile devices. While this has been convenient, this network has been unsecured and public. Wellesley Guest will be unavailable for the 20-21 academic year, and so any devices that were using Guest will need to be pointed to Wellesley Secure.

What should I do?

In your device WiFi settings, please choose Wellesley Secure. The first time you do this, you will need to accept/trust a security certificate. If you have any questions or problems joining Wellesley Secure, please contact the Help Desk. We are answering calls 6:45 AM-10 PM on Mondays to Thursdays, and 6:45 AM-7 PM on Fridays.

  1. We will be disabling Eduroam.

What does this mean?

Eduroam is a global educational wireless network available to members of participating campuses. Wellesley College is a member of eduroam. Users from other eduroam member institutions can connect to this network using their institutional credentials. Eduroam will be unavailable for the 20-21 academic year.

What should I do?

This should not affect you unless you had previously connected one of your own devices to our eduroam network. In this case, you will need to connect your device to Wellesley Secure instead.

  1. We will be limiting access to Wellesley Secure to Faculty, Staff, and On-Campus Students.

What does this mean?

Remote students, even if they are living close to campus, will not be able to make use of Wellesley’s wireless connection during the 20-21 academic year. Access will be updated for T3/T4 based on on-campus/remote status.

To: Students, Faculty, and Staff
From: Lori Parmet, LTS, lparmet@wellesley.edu
More info: Computing Help Desk, LTS, helpdesk@wellesley.edu or 781-283-3333 (fac/staff); 781-283-7777 (students)

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8/30, 11:50AM – Service Interruption Resolved

The national internet service outage has been resolved, and connections are returning to normal.

If you have any problems connecting to a Wellesley service or resource (including Duo, GoogleApps, Workday, etc.), please contact the Help Desk.

To: Everyone
From: Heather Woods, LTS, 781-283-3175
Info: Help Desk, LTS, 781-283-333/781-283-7777

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8/30, 10:15 AM – DUO/other Service Interruption

There is currently a national internet service outage affecting access to Duo and other cloud services. The ability to access cloud services (like Duo, Google, Amazon, etc.) and Wellesley resources may be interrupted.

Because the issue is nationwide, it will affect access to services from on and off-campus, with and without our VPN.

You may see a consistent interruption, or you may have an intermittent interruption.

We are monitoring the situation and will post an update when one is available.

To: Everyone
From: Heather Woods, LTS, 781-283-3175
Info: Help Desk, LTS, 781-283-3333/781-283-7777

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8/30 8:30 AM Duo login available except on VPN

Update: Duo login is available except when using VPN. We will provide an update when we have more information.

8:00 AM Duo login is currently unavailable.

To: Students, Faculty, and Staff
From: Lori Parmet, LTS, 781-283-2171
Info: Computing Help Desk, LTS, 781-283-3333

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8/30, 8:00 AM – Duo logins unavailable

Duo login is currently unavailable.

We will provide more information as it is available.

To: Students, Faculty, and Staff
From: Heather Woods, LTS, 781-283-3175
Info: Computing Help Desk, LTS, 781-283-3333

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8/26 3:20 PM Embedded Kaltura videos in Sakai, Google, e-reserves available

Embedded Kaltura videos are now available. Please contact the Help Desk if you experience any issues.

1:10 PM Kaltura, the server that streams videos for Sakai, is undergoing emergency maintenance and is currently unavailable. Embedded Kaltura videos, including through e-reserves, Google playlists, and Sakai Media Gallery, will be unavailable until maintenance is complete. We will send an update as soon as we hear more from the vendor.

To: Faculty, students, staff
From: Lori Parmet, LTS, lparmet@wellesley.edu
More info: Computing Help Desk, LTS, helpdesk@wellesley.edu or 781-283-3333 (fac/staff); 781-283-7777 (students)

Posted in Uncategorized | Comments Off on 8/26 3:20 PM Embedded Kaltura videos in Sakai, Google, e-reserves available