it.ucsf.edu

Technology Introduction for Students

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The following information is for students who have accepted an offer of admission to UCSF. It provides an introduction to technology at UCSF. This is the first part of a three-part series:

  1. Technology Introduction for Students
  2. Technology Requirements for Students
  3. Student Software Guide

Overview

Welcome to UCSF! This series of pages will help familiarize you with technology at UCSF and provides guidance on preparing your computer prior to arriving on campus. This page provides information on technology resources available, accounts, email and device setup.

Thorough review of this information is essential. The Technology Requirements for Students is an extensive policy that establishes that all students must own a computer, provides minimum hardware requirements, dictates that certain software is installed, ensures that you have an open line of communication with campus and that you can access all learning materials. The Student Software Guide provides background and guidance on installing all required software along with additional recommended software and mobile apps.

Privacy and Security

UCSF students have a legal and ethical responsibility to preserve and protect the privacy, confidentiality, and security of all confidential information, both patient and non-patient related. Security regulations are dictated by the Federal Health Insurance Portability and Accountability Act (HIPAA), the Health Information Technology for Economic and Clinical Health Act (HITECH), other Federal and California privacy laws, as well as UCOP and UCSF Policies, and Medical Center Administrative Policies and Procedures.

The Technology Requirements for Students ensures that incoming students have installed all security software required by the UCSF Minimum Security Standards for mobile computing. In addition to meeting these requirements, please ensure you are familiar with additional standards by reviewing the UCSF Minimum Security Standards Checklist (PDF).

Technology Support

UCSF IT Service Desk: First point of contact for assistance with all UCSF IT Services.

Phone: (415) 514-4100
Chat, Tickets, Knowledge Base: http://help.ucsf.edu
Email: itservicedesk@ucsf.edu

Library Tech Commons: Great resource for Student IT Support. Their Drop-in Help Desk can provide hands-on assistance with device encryption and offer a range of OS and application support. They also provide equipment checkout.

Hours: Monday-Friday, 8am - 6pm
Phone: (415) 476-4309
Online: https://www.library.ucsf.edu/technology/contact/

Schools and Programs may have additional technology and course support in place, your program with go into more detail at orientation.

Purchasing Hardware and Software

You may purchase from any vendor, UCSF does not have a campus computer store or make any specific recommendations. Purchasing decisions should be guided by the Technology Requirements for Students. Before purchasing anything please take account of what is provided by UCSF and the discounts that are available to students with a .edu email.

UCSF Provides:

Discounted Software from UCSF OnTheHub:

Discounts for Students:

  • Microsoft Office
  • Antivirus & Malware Protection
  • Encryption Software
  • Unlimited Cloud Storage on Box
  • RefWorks

https://ucsf.onthehub.com

  • Windows 10 Education
  • Adobe Creative Cloud
  • Parallels Desktop and VMware
  • SPSS, Minitab, and SYSTAT
  • EndNote Desktop

Financial Aid

If you need financial assistance to pay for a computer and internet service, UCSF Student Financial Aid may be able to help. The funding source is an additional student loan, usually a Federal Stafford Loan. The loan will not be disbursed in a single check but will be divided equally by the number of quarters enrolled during the academic year.

To receive a loan to cover computer costs, you must:

  1. Purchase the computer and related equipment on or after Tuesday, August 1, 2017.
  2. Make the purchases in your own name.
  3. Charge the purchases to a credit card or obtain an itemized estimate, including taxes.
  4. You will need to provide electronic copies of your paid receipts or written estimates. If you have more than one document, combine them into a single PDF file or ZIP file.

For more information see Computer Purchases on Student Budget Increases. If you have questions about financial assistance, contact Student Financial Aid at finaid@ucsf.edu or (415) 476-4181 before you purchase the computer.

Accounts

Overview

UCSF Registrar distributed account credentials in May. UCSF IT has consolidated login credentials and you can now use your UCSF Email as your primary username for all accounts. Alternatively, your username can be used for some accounts but you may need to include the domain.

UCSF Email: firstname.lastname@ucsf.edu (john.smith@ucsf.edu)

Username: domain\first initial and last name (campus\jsmith)

UCID: 9-digit number starting with "02" (02xxxxxxx)

The majority of applications only require single sign-on to MyAccess. The MyAccess landing page also provides links to all UCSF applications and allows you to favorite your most commonly used links. There are a few exceptions to the single sign-on, including APeX credentials which are provisioned separately, UC Learning Center which requires your UCID, and some school-specific applications such as E*Value, ExamSoft, and Poll Everywhere.

MyAccess: https://myaccess.ucsf.edu

Password Reset and Account Unlock: https://pwmanage.ucsf.edu (Requires Enrollment)

Name Issues

Name Changes

The name that appears in the Student Portal will appear on all official university records. If your name or email does not appear how you would like, at anytime after admission you can contact the Registrar to request your preferred first name to be updated. In addition, the Registrar can submit requests to update e-mail names in Exchange. To change your legal name in university records, please complete a Petition for Name Change in person at the Registrar's office.

Same and Similar Names

The Office of the Registrar will alert you when someone else has the same name but not when someone has a similar name. You can check the UCSF Directory for faculty and staff but not students. If a student has the same name or a similar name, there is no easy way for you to know. There a few ways you might discover this problem:

  • You receive e-mail that appears to be legitimate but obviously is not for you.
  • You hear that others sent you email messages that you never received.
  • You are unable to access your courses in the CLE and you have difficulty resolving this problem.

If you discover that you have the same or a similar name to someone else at UCSF, you should contact the Office of the Registrar to work on a solution.

Card Keys

The UCSF Police Department handles all WeID Services and ID Cards.

  • Your UCSF ID card also acts as a cardkey that enables you to unlock doors you have been authorized to enter.
  • Replacement cards are $36. Your program’s administrative office does not cover this cost for you. The WeID team is more likely to replace your card for free if you report any failures soon after you first receive it.
  • After about 6:00 PM the glass doors to Medical Sciences are locked and there is no cardkey reader there. To enter the building, use the unmarked metal door between 505 Parnassus and 513 Parnassus.
  • Quickly report lost or stolen cards to the WeID team so that your card can be deactivated.

Privacy Settings

In the Student Portal, you have the option to change privacy settings for address, phone, and e-mail. We strongly encourage you to keep the Publicly Disclose UCSF E-mail Address setting on the default, which is Yes, but ultimately the choice is yours.

When you set the Publicly Disclose UCSF E-mail Address setting to No, your name will no longer appear in Outlook's Global Address List, and that makes it harder for faculty and staff to reach you. If your name is the same as or similar to someone else, a message intended for you might then accidentally be sent to the other person.

UCSF Email

Access

UCSF Mail can be accessed from any browser by going to: https://email.ucsf.edu. If you prefer to use a desktop email client, Outlook 2016 is currently the only client supported by UCSF IT for both Mac and PC, see the configuration guide. When using a desktop email client from outside the UCSF network, you will need to use Junos Pulse VPN.

After successfully logging into your UCSF e-mail account, you need to enroll at https://pwmanage.ucsf.edu. After you enroll, this website enables you to perform your own password reset in case you are accidentally locked out of your account. Otherwise, it requires a call to the UCSF IT Service Desk.

Policies

Your use of UCSF e-mail and the UCSF computer network is governed by the University of California Electronic Communications Policy. Additionally:

  • Do not share your own or other people's email account or password. Don’t share our mailing list email addresses with people who are not affiliated with the School.
  • Don’t use your email account for unlawful activities, commercial purposes, personal financial gain, chain letters, unsolicited marketing, or letter bombs.
  • The use of third party email services is not approved by UCSF--including the forwarding of email to an outside service (e.g. Yahoo and Gmail).
  • When you send a confidential email, use Secure Email. Regular Email is not encrypted by default.

Mailing lists

The Listserv system enables you to send e-mail to multiple recipients using a single e‑mail address. The School uses listservs to simplify the distribution of e-mail messages to large audiences.

  • Listservs are maintained for each class year. You will be provided with this information by your program.
  • Listservs are for sharing academic program information and professional information, in an effort to keep listservs focused on information relevant to all class members, please avoid sending jokes, chain emails, and other personal messages.
  • Listserv messages with attachments exceeding 4 MB will not send. Alternatively, upload the file to UCSF Box and include a link in the email.
  • Listserv Archives are available on the web.

Spam

If you are having issues with receiving spam emails or not receiving legitimate emails. You can whitelist/blacklist senders and view quarantined messages at https://cuda.ucsf.edu/cgi-mod/index.cgi. For additional information view Email Spam Filter.

Wireless on Campus

There are two wireless networks available on campus. This table describes the differences:.

UCSFwpa

UCSFguest

Secure and encrypted connection.

Insecure, public connection.

Students, faculty, staff, and affiliates.

Visitors and Guests.

High-speed connection.

Restricted speed.

Requires configuration and login with MyAccess credentials.

No configuration or login required.

Device Setup

Use your full email address as your username (firstname.lastname@ucsf.edu).

UCSFwpa WiFi

Email and Calendar

Currently no email apps are supported except Apple's Mail app on iOS and Google's Gmail app on Android. Microsoft's Outlook app is blocked due to security concerns.

Computer Labs and Printing

Several computer labs run by UCSF Library are shared amongst all students at UCSF. To print from campus computers, you must first open a printing account. Your account is debited automatically for each page you print. Opening a printing account is optional, and you can do so at any time.