How-To

Secure Deletion Steps for Personal Information

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Introduction

This document outlines the university approved process for securely deleting Personal Information (PI) and Protected Health Information (PHI) after the PI or PHI has been encrypted.

Prerequisite

Eraser Portable® Secure Data Remove software needs to be installed on your computer. Please contact the Fairleigh Dickinson University Technical Assistance Center (UTAC) to request the installation of this software. A member of USAN will assist with the installation and setup of the software.

Document Deletion Process

To securely delete an unencrypted version of a document that contain PI and/or PHI that has been encrypted, complete the following steps:

  1. Find the “Secure Deletion” shortcut folder on your computer desktop screen
  2. Cut and paste the unencrypted version of the file to be deleted into this folder
  3. Find the “Eraser Portable” shortcut folder on your computer desktop screen and click to open the folder
  4. Double Click on “EraserPortable.exe“. The screen below will appear
  5. Click on the Green Run arrow to erase the file securely
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  1. A dialogue box will appear
  1. Click “Yes
  2. When the deletion process completes, you will see a report appear
  1. You may check your “Secure Deletion” folder to see if all documents have been erased

Outlook E-mail Deletion Process

To securely remove emails which contain PI and PHI from your Outlook client, complete the following steps:

  1. Delete the email from your Inbox and/or Sent items folder
  2. Delete the email from your Deleted Items
  3. Go to “Recover Deleted Items
  4. Highlight Deleted Items Folder
  1. Then go to Folder > Recover Deleted Items
  1. Highlight email which requires permanent deleting and select “Purge Selected Items” and then click “OK“. Now message is permanently out of your email system
  1. Finally, click “OK” on the following screen
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Secure Encryption Steps for Personal Information

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This document outlines the University approved process for securely encrypting Personally Identifiable Information (PII).

Prerequisite

7Zip software needs to be installed on the end user’s computer. Please contact the Fairleigh Dickinson University Technical Assistance Center (UTAC) to request the installation of this software. If justification is needed, notify UTAC that 7Zip is needed to encrypt documents containing PII.

Process

Encrypting Files and Folders

To encrypt a single file, find the file in your directory (or where you have it saved).

  1. Right click on the document (do not open the document)
  2. On the drop down menu, Find 7zip
  3. Click “Add to archive…
  4. When 7zip opens, there are three (3) settings which need to be changed:
    • Archive Format = Select zip from drop down
    • Encryption Method = select AES-256 from drop down
    • Check “show password” and type in a password that the user creates
    • Click “OK
    • A 7Zip Archive with the encrypted document will now appear in your directory

NOTE: Do not utilize any password that you use to access internal systems. The password cannot be recovered if forgotten.

Editing Encrypted Files and Folders

When editing an encrypted file or folder, you must make sure that you leave the 7zip archive open. If you close the archive, you will be able to work on the document, but it will not save.

Opening an Encrypted File or Folder

To open an encrypted file or folder:

  1. Right click on the 7Zip archive
  2. On the drop down menu, find 7Zip
  3. Click on the first “Open archive”
  4. Click to open your document

Saving an Encrypted File or Folder

To save an encrypted file or folder:

  1. Save the document as normal
  2. Upon closing document, the 7Zip archive will prompt the user to save the changes
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Self-Service Tutorial

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Self-Service is an interactive web application that enables students, faculty, and staff to view their individual information contained in FDU’s student information system. Students can use Self-Service to do things like view their financial aid, pay their bills, and register for classes. Likewise, faculty will use Self-Service to verify enrollment and enter grades.

To navigate the Tutorial, scroll down to the Index. From there you can navigate to any portion of the Tutorial by clicking on any “Part”.

index

Index

What is Degree Audit? Degree Audit is an online version of your check sheet, which allows you to track your academic requirements. On Degree Audit you can see what degree requirements you’ve completed, which are in progress, and which courses you have left to complete your degree.

  1. On the left-hand side of the page, you will find your menus. Click on the menu called “Academics” and then click on “Student Planning.” Navigate to “My Progress/Degree Audit
  1. Click on “Expand All” if you’d like to see all the requirements for your degree 
  1. Any action you have taken towards completing each requirement will be noted in the “Status” column
  1. If you would like to see what it would look like if you switched to a different program, then click on “View a New Program” at the top of your Degree Audit
  1. Use the search bar to find the program you are interested in. Select the program and click “View Program
  1. If you no longer want to view this program, click the “X” to remove it

If you have any questions or need assistance,
please open a SAMI Support ticket, email selfserviceadmin@fdu.edu, or call (973)-443-8822.

  1. On the left-hand side of the page, you will find your menus. Click on the menu called “Academics” and navigate to the “Course Catalog
  1. Fill in as many fields as you’d like for your course search. It is suggested that you at least select a term and a subject. Click the blue “Search” button to get your results
  1. You can narrow down your results further using the filters on the left-hand side
    • Click on the “Hide” button to hide the filter menu and allow the results to fill your screen
  1. You can click on the arrows in the header row to change how the results are sorted

Note

Section notes and restrictions can be found in the “Section Information” column.


If you have any questions or need assistance,
please open a SAMI Support ticket, email selfserviceadmin@fdu.edu, or call (973)-443-8822.

  1. You can search for courses by using the Course Catalog or your Degree Audit page. In this article, we will use the Degree Audit page method
  1. Go to the menu on the left, select “Academics” from the options, and expand the “Student Planning” from the dropdown. Press “My Progress/Degree Audit” 
  1. Find the requirements you are looking to fulfill. Press on the “Search” button to find sections for every course that will meet this degree requirement

Note

If you know exactly which course you are interested in, then you can click directly on that course code to view its sections.

  1. Narrow down your results using the filters on the left-hand side.

Tip

Make sure to choose the correct semester.

  1. Within the results, click on the grey bar that says “View Available Sections” for the course you’d like to add to your schedule. Find a section that fits on your schedule and click “Add Section to Schedule
  1. Review the Section Details that pop up. If you still wish to add this section to your schedule, then click “Add Section
  1. To confirm the section appears on your schedule, navigate to the “Plan & Schedule” page
  1. To confirm the section appears on your schedule, navigate to the “Plan & Schedule” page

Tip

Sections can be removed by clicking on the “x” in the top right corner of the section.

  1. Repeat this process to add more courses to your schedule in preparation for priority registration

Important Important

Planning a section does not guarantee you have a spot in that section.


If you have any questions or need assistance,
please open a SAMI Support ticket, email selfserviceadmin@fdu.edu, or call (973)-443-8822.

  1. On the left-hand side of the page, you will find your menus. Click on the menu called “Academics” and then click on “Student Planning.” Navigate to “Plan & Schedule
  1. The first time you come to this page for a given semester, you will be presented with the FDU Terms and Conditions Student Registration Contract. Scroll down to agree. You only need to do this once per term
Scroll all the way down to the “I Agree” Button
  1. Your planned courses will appear on the Plan & Schedule page and will be color-coded in yellow. If you have not planned your courses, please review how to in Section 1 – Part 3 “How to Plan Your Schedule Using Self-Service”
  1. If you have any holds, then they will appear in the top right corner of the page. You will need to resolve your holds before you can register for classes
  1. You will need to be mindful of your priority registration date. You will find a banner above your planned schedule informing you of the date and time you can register for classes
  1. Once all holds have been resolved and your priority registration date/time has arrived, you can register for all your courses by clicking on “Register For All Planned Courses.” If you would like to register for each course one at a time, then click on “Register” within each course tile
  1. Successful registrations will turn green and say “Registered
  1. If you are ineligible for any of your planned sections, then the course will remain yellow and planned. You will get an alert in the top right corner explaining why you were unable to register for that section
    • Click “x” on the section to remove it from your schedule
  1. If you need to drop a course during Priority Registration or Add/Drop, then click on “Drop” within the course tile

If you have any questions or need assistance,
please open a SAMI Support ticket, email selfserviceadmin@fdu.edu, or call (973)-443-8822.

  1. On the left-hand side of the page, you will find your menus. Click on the menu called “Academics” and click on the “Unofficial Transcript” button
  1. Select the transcript you wish to download by clicking on its text

Important Important

These documents are unofficial and do not replace official signed and sealed transcripts. To order official transcripts you must go to www.getmytranscript.org.

  1. After clicking on the transcript text, a pdf document will download. Open this document to view your unofficial transcript.

If you have any questions or need assistance,
please open a SAMI Support ticket, email selfserviceadmin@fdu.edu, or call (973)-443-8822.

  1. On the left-hand side of the page, you will find your menus. Select “Academics” from the side menu and then select “Graduation Overview
  1. Press “Apply” next to the program from which you wish to graduate
  1. Select your “Graduation Term” and type in your “Preferred Name on Diploma.” Select the address you would like your diploma sent to. Once these fields are filled in, you must confirm everything is correct and press “Submit

Important Important

Upon submitting the graduation application, students will be charged the appropriate fee in accordance with the degree they are seeking. Please do not apply more than once.


If you have any questions or need assistance,
please open a SAMI Support ticket, email selfserviceadmin@fdu.edu, or call (973)-443-8822.

What is a course plan? A course plan is an example of the sequence of coursework you need to complete for your selected program. This will load courses onto your plan for current and future semesters. This will allow you to map out the courses you must take for your degree. 

Note

Not every program has a course plan available.

  1. On the left-hand side of the page, navigate to “Academics.” Within the “Student Planning” dropdown menu, press “My Progress/Degree Audit
  1. On the top right side of the page, press “Load Sample Course Plan
  1. Select your first term from the drop-down menu and select your program using the first radio button
  1. Press on “Preview Plan” at the bottom of the window
  1. Review the sample course plan and press “Load
  1. Use the Timeline tab to view the courses that were loaded onto your plan. Make any adjustments, if needed

If you have any questions or need assistance,
please open a SAMI Support ticket, email selfserviceadmin@fdu.edu, or call (973)-443-8822.

  1. On the left-hand side of the page, you will find your menus. Click on the menu called “Academics.” Within the “Student Planning” menu, click on “Plan & Schedule
  1. Go to the “Advising” tab. Here you will see the names of your advisors
  1. You can leave a message for your advisor by typing in the “Compose a Note” box and clicking “Save Note
  1. Click “Request Review” to have your advisor notified that your schedule is ready to be reviewed and approved

If you have any questions or need assistance,
please open a SAMI Support ticket, email selfserviceadmin@fdu.edu, or call (973)-443-8822.

If a class you have planned is full and has a waitlist enabled, then follow these steps to join the waitlist. Please note that there is no guarantee that you will get a spot in the course section.

Note

Students have the option to place themselves on the waitlist to see if a seat becomes available in the course section. For a course that offers waitlisting as an option, plus-ins are no longer a standard practice; neither an advisor nor a professor can approve a plus-in for a class. All registration rules and restrictions apply to waitlisting, so you may not be able to place yourself on a waitlist if you are not eligible. If you encounter difficulties adding yourself to a waitlist due to restrictions, you should reach out to your Academic Advisor for assistance.

  1. Go to the “Academics” menu, click on “Student Planning,” and navigate to “Plan & Schedule
  1. Find the section that is full. If the waitlist is active, you will see a “Waitlist” button
  1. Once you’ve joined the waitlist, the number of waitlisted students will increase by one and you will have the option to drop off the waitlist
  1. When a spot opens in the section, you will get a notification sent to your FDU email address

Note

You will only have until 11:59 PM EST on the day specified in the email to register for the section. If you do not register on time, the spot will be offered to the next person on the waitlist.

  1. There will now be a “Register” button on the section within the Plan & Schedule page. Click on it to register for the waitlisted course

If you have any questions or need assistance,
please open a SAMI Support ticket, email selfserviceadmin@fdu.edu, or call (973)-443-8822.

  1. On the left-hand side of the page, you will find your menus. Click on the toolbox icon, called “Daily Work”, and navigate to the “Faculty” submenu. Within this submenu, click on “Faculty Overview
  1. Click on the row of the course you wish to verify the enrollment
  1. Within the “Roster” tab, you will see the list of students currently enrolled in the course. Use the radio buttons to select whether the student has “Attended” or “Never Attended
  1. Once you have completed verifying enrollment, you must click on “Submit Attendance
  1. Click on “Submit” in the pop-up window to complete the process

Important

Once you’ve submitted attendance, you cannot make any changes in Self-Service. If you need to make a change, you must contact Enrollment Services: Metro Campus – esteafdu@fdu.edu AND/OR Florham Campus esmadfdu@fdu.edu.

  1. After you’ve submitted the enrollment verification, you will see a green notification at the top of the page letting you know you were successful

If you have any questions or need assistance,
please open a SAMI Support ticket, email selfserviceadmin@fdu.edu, or call (973)-443-8822.

  1. On the left-hand side of the page, you will find your menus. Click on the toolbox icon, called “Daily Work”, and navigate to the “Advising” submenu. Within this submenu, click on “Advising Overview
  1. Find the student you wish to advise using the prepopulated table of assigned advisees or by searching for their name or ID number in the search bar.

Note

You can search for any student, whether you are their advisor or not, by using the search bar.

  1. Click on the “View Details” button for the record of interest
  1. Click on the “Notifications” bar to expand it and view any holds on the student’s account
  1. Underneath the “Notifications” bar, you will find all the tabs you can use to gain a well-rounded view of the student’s academic progress
  • Click on “Course Plan” to view the courses the student has registered for or is planning to register for
  • Click on “Progress/Degree Audit” to view the student’s Degree Audit. Within this tab, you can click on “View a New Program” to see what it would look like if this student switched programs
  • Click on “Test Scores” to see any official test scores that have been submitted to FDU and recorded in Colleague
  • Click on “Grades” to view the student’s midterm and final grades broken down by semester
  • Click on “Remove Hold” to remove the web registration hold from the student’s account. You will need to select the hold you wish to remove and click on “Remove Selected”

If you have any questions or need assistance,
please open a SAMI Support ticket, email selfserviceadmin@fdu.edu, or call (973)-443-8822.

  1. On the left-hand side of the page, you will find your menus. Click on the toolbox icon, called “Daily Work”, and navigate to the “Financial Management” sub-menu. Within this sub-menu, click on “Budget
  1. On the “Budget to Actuals” page, there will be options to filter your reports. By clicking on any of the arrows, you can expand or collapse the filter options. Once expanded, a field will appear where you can type the criteria you would like to search for. Additionally, you can change the Fiscal Year using the drop-down menu at the top of the page
  1. Using “Identifier” as an example, you can type in your value(s) in the following ways. Hit “Enter” after each value to include in the search
    • Type in the individual identifier, ex: 067110
    • Type in the range of identifiers, ex: 067110-067115
    • Type in the identifiers separated by commas, ex: 067110, 067111, 067115
  1. Click “Apply Filter” when done entering values. Your results will appear to the right of your filter menu
  1. If you need to change your filters:
    • Open up the filter options by clicking on the blue “Filter” button
    • You can add more values by typing them into the field, hitting “Enter”, and applying the filter again
    • You can remove individual values by clicking on the “X” next to the value
    • You can start over completely by clicking “Reset Filter
  1. If you are satisfied with your filter options and would like to detail in on a specific budget, then click anywhere on the budget you would like to view
  1. Click anywhere within a row to view more details. The “Financial Health” column will display a yellow alert symbol if the budget is over 85% spent
  1. Continue to click on rows or documents to view more details. Download any page with an “Export” icon if you need to view it in Excel. You can click Back in your browser to go back a page
  1. On the left-hand side of the page, you will find your menus. Click on the toolbox icon, called “Daily Work”, and navigate to the “Financial Management” sub-menu. Within this sub-menu, click on “Budget
  1. On the “Budget to Actuals” page, there will be options to filter your reports. By clicking on any of the arrows, you can expand or collapse the filter options. Once expanded, a field will appear where you can type the criteria you would like to search for. Additionally, you can change the Fiscal Year using the drop-down menu at the top of the page
  1. Using “Identifier” as an example, you can type in your value(s) in the following ways. Hit “Enter” after each value to include in the search
    • Type in the individual identifier, ex: 067110
    • Type in the range of identifiers, ex: 067110-067115
    • Type in the identifiers separated by commas, ex: 067110, 067111, 067115
  1. Click “Apply Filter” when done entering values. Your results will appear to the right of your filter menu
  1. If you need to change your filters:
    • Open up the filter options by clicking on the blue “Filter” button
    • You can add more values by typing them into the field, hitting “Enter”, and applying the filter again
    • You can remove individual values by clicking on the “X” next to the value
    • You can start over completely by clicking “Reset Filter
  1. If you are satisfied with your filter options and would like to detail in on a specific budget, then click anywhere on the budget you would like to view
  1. Click anywhere within a row to view more details. The “Financial Health” column will display a yellow alert symbol if the budget is over 85% spent
  1. Continue to click on rows or documents to view more details. Download any page with an “Export” icon if you need to view it in Excel. You can click Back in your browser to go back a page

Note

Anytime you see the FY drop-down menu at the top of the page, you can change the FY you are viewing. Likewise, whenever you see the Export drop-down menu, you can download the information in your current view into a CSV file and open in Excel.


If you have any questions or need assistance,
please open a SAMI Support ticket, email selfserviceadmin@fdu.edu, or call (973)-443-8822.

  1. Go to the “Daily Work” menu, click on “Faculty,” and then click on “Faculty Overview
  1. Select the course for which you need to enter midterm grades
  1. Within the “Grading” tab, select the “Midterm Progress Report” tab
  1. Use the drop-down menu to select the grade for each student

Note

The “Grade Required” column will indicate which students MUST be given a midterm grade.

Note

There is no Submit button for Midterm grading. Grades are automatically saved when selected from the drop-down. Midterm grades may be changed at anytime, if needed.


If you have any questions or need assistance,
please open a SAMI Support ticket, email selfserviceadmin@fdu.edu, or call (973)-443-8822.

  1. Go to the “Daily Work” menu, click on “Faculty,” and then click on “Faculty Overview
  1. Select the course for which you need to enter final grades
  1. Within the “Grading” tab, select the “Final Grade” tab
  1. Use the drop-down menu to select the grade for each student

Note

A grade must be entered for every student in order to submit grades.

  1. Once all grades have been entered, you must click the “Submit Grades” button to save and submit your work

Note

You have a short window where you can change grades and resubmit in Self-Service. However, once grades have been verified in Colleague, you will no longer be able to make a change in Self-Service. You will then need to go through the Change of Grade process.


If you have any questions or need assistance,
please open a SAMI Support ticket, email selfserviceadmin@fdu.edu, or call (973)-443-8822.

  1. Go to the Daily Work menu and click on “Departmental Oversight“. Within this menu, click on “Departmental Overview
  1. To search for a section by course code, click on the “Section radio button. Type in the section information using the following valid formats only:
    • Subject Code Only – Ex: PSYC
    • Catalog Number – Ex: PSYC_1201
    • Specific Section – Ex: PSYCH_1201_31
  1. To search for all the sections being taught by a specific faculty member, click on the “Faculty” radio button. Type in the faculty member’s name using the following valid formats only:
    • First Name Last Name – Ex: Bob Smith
    • Last Name, First Name – Ex: Smith, Bob
  1. Once you’ve found the section or faculty member you searched for, click on “View Details
  1. To view the Enrollment Verification or Midterm/Final grades associated with a specific section, click on the section name
  1. Enrollment Verification can be found in the Roster tab and Midterm/Final grades can be found in the Grading tab

Note

You will not be able to submit grades on behalf of a faculty member. You can only view the grades that have been submitted.


If you have any questions or need assistance,
please open a SAMI Support ticket, email selfserviceadmin@fdu.edu, or call (973)-443-8822.

  1. On the left-hand side of the page, you will find your menus. Click on the menu called “User Options” and then click on “FDU Alert
  1. Fill in the alert information presented on the page. If information already exists in these fields, make sure the information is up to date. Click “Submit” when finished

If you have any questions or need assistance,
please open a SAMI Support ticket, email selfserviceadmin@fdu.edu, or call (973)-443-8822.

What is a Proxy? A Proxy is a person to whom you grant permission to sign into your Self-Service account to access selected student records.

  1. On the left-hand side of the page, you will find your menus. Press on the menu called “User Options” and then press on “View/Add Proxy Access” 
  1. Use the drop-down to add a proxy. If you see the person’s name, select them from the list and confirm their information. If you do not see their name, click on “Add Another User
  1. You must fill in the personal information for the proxy
  1. You can pick and choose what access you want to give to this proxy
  1. You must agree to the Disclosure Agreement and press “Submit” 
  1. You will be prompted to enter your Single-Sign-On password again and press “Submit” 
  1. If you add a new user, you might get the following pop-up message. If you do, press “Continue
  1. Now your proxy will be listed on the “View/Add Proxy Access” page

Note

Proxies will receive an email any time access is granted or revoked.

  1. If you want to change a proxy’s access at any time, simply click on the pencil next to their row
  1. Add or remove access by selecting the appropriate checkboxes. You can also remove all access entirely by selecting the “Remove All Access” radio button. Click “Save” to submit your changes

Important Important

If you are giving a proxy access to “Make a Payment” you must also make them an authorized user in TouchNet.

  1. To give access to Make a Payment via an authorized user, click on “Payments/Payment Plans/1098-T” within the “Student Finance” menu
  1. Click on “Continue to the Payment Center” to navigate to TouchNet
  1. Click on “Authorized Users” to add your proxy as an authorized user to pay your bill. Follow the instructions to add the authorized user

If you have any questions or need assistance,
please open a SAMI Support ticket, email selfserviceadmin@fdu.edu, or call (973)-443-8822.

  1. On the left-hand side of the page, you will find your menus. Click on the menu called “User Options” and then click on “FDU FERPA Release
  1. Click on “Add a Contact” to add a new contact, a person to whom you want to grant access to your information

Important

By completing the information on this page, you are authorizing administrators, staff, and faculty members of Fairleigh Dickinson University to release information pertaining to academic records, financial aid, student bill/account and disciplinary records to the contacts you have noted. This waiver remains in effect throughout your tenure as a student at the University. If you wish to cancel the permissions this waiver authorizes, you may do so by updating the details on this page. Please be advised that this waiver DOES NOT apply to services provided by Health and Counseling services. All records pertaining to medical care and psychological services remain confidential.

  1. Adding a contact: Fill in the contact’s name, relationship, and the start date (the date that this will become effective). The expiration date is optional and can be changed at any point. Click “Save
  1. You will now see this contact listed on the FDU FERPA Release page
  1. If you want to end the permissions of a contact, press on the row containing their name
  1. Fill in an expiration date to end their permissions on that date. Press “Save
  1. Repeat the steps above to add or change your contacts

If you have any questions or need assistance,
please open a SAMI Support ticket, email selfserviceadmin@fdu.edu, or call (973)-443-8822.

  1. Go to the “User Options” menu and click on “FDU SIN Update
  1. Enter your SIN into the empty fields and click “Update
  1. You will know your submission is successful if you get a “SIN Updated” alert in the top right corner of the page

If you have any questions or need assistance,
please open a SAMI Support ticket, email selfserviceadmin@fdu.edu, or call (973)-443-8822.

The phone numbers the University has on file to communicate with you are displayed in your User Profile in Self-Service. If the information is incorrect in any way, you can update your contact data using the steps below.

Faculty/Staff

Please note that the phone number you enter under the ‘Work’ phone type will be publicly available in the FDU Faculty/Staff directory. Ensure that the number you provide for ‘Work’ is the one you want colleagues, students, and others to use to contact you.

  1. Go to the “User Options” menu and press on “User Profile”
  1. Scroll down to the “Phone Numbers” section
  1. If any of the phone numbers listed are no longer yours, you can press the “X” icon in the Remove or Edit column to delete them. Press “Accept” to confirm the deletion
  1. If any of the numbers listed need to be corrected or updated, press the “Pencil” icon. Change the information that appears in the pop-up window and press “Update Phone”
  1. If you need to add a new phone number to your record, press “+ Add New Phone”. In the pop-up window, fill in the number, and extension (if applicable), type, and select if you allow this number to be texted. Then press “Add Phone”

If you have any questions or need assistance,
please open a SAMI Support ticket, email selfserviceadmin@fdu.edu, or call (973)-443-8822.

Last Modified:

Sending an Encrypted File Using Email

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According to FDU’s Written Information Security Program (WISP), in no case should they be sending or storing WISP protected information without the explicit authorization of the Chief Information Security Officer (CISO). If approved, these instructions will provide you with guidance on the methodology.

Instructions for Windows

If you do not have a university issued laptop or desktop, you must download and install 7-Zip on your computer in order to proceed with the instructions. Please follow the following steps in order to download and install 7-Zip on to your personal device:

  1. Download 7-Zip:
  1. Launch the 7-Zip installer “7z1900-x64.exe” or “7z1900.exe

NOTE: The Installer file name may change as newer versions are released.

  1. Click “Yes” if asked to run an unknown app from User Access Control
  2. Click “Install” on the setup screen
  1. 7-Zip will now install, when completed, click “Close

Preparing an Encrypted 7-Zip File

  1. Single “Right” click on the file
  2. Highlight “7-Zip
  3. Navigate and “Left” click on “Compress and Email…
  1. Change Archive Format to “ZIP
  1. Enter and Retype a password in the “Encryption Section” and check the box to “Encrypt file names
  2. Change the Encryption Method to “AES-256

NOTE: The password must be a complex password that contains the following:

  • At least one capital letter
  • At least 2 numbers 0-9
  • At least 1 special character (%, ^, &, ! , @ , !, ….)
  • Be at least 8 characters long
  1. Click “OK

NOTE: A progress bar will open to encrypt and zip the file. Depending on the size of the file, this may take a few minutes.

  1. An email message to compose your new email with the compressed and encrypted file will appear
  1. Address and compose your email as desired

CAUTION: Never send an email that contains both the password and file together. These must be sent separately.

  1. Compose and send a separate email, or place a phone call, to the receiving parties which contains the password for the compressed file for them to read

NOTE: Without the password, the receiving party will not be able to open and view the file.

Opening an Encrypted 7zip File

  1. Open the email that contains the encrypted file
  2. Click the arrow “V“’ and select “Save As
  1. From the saved location open the encrypted file
  2. Enter the password provided to you from the sender

Once the password is entered correctly, the enclosed document will then load, and you can make any changes and save inside the protected file. If needed, the file can be returned to the sender with needed information.

NOTE: The Archive Window must not be closed if making any changes that need to be saved.

IMPORTANT: After the document is no longer needed, the encrypted file should be SECURELY DELETED from your hard drive. At no time should this be saved for later use.

Instructions for macOS

  1. Download Keka:
  1. Open Keka Preferences and check the box next to Use AES-256 when encrypting ZIP files (less compatible)
  1. Set a password for the file
  1. Drag your file onto Keka to compress and encrypt. The encrypted file will be placed next to the original file
  2. If you need to extract an encrypted file, simply drag it onto the Keka window and enter the file password in the prompt. The file will be extracted in the same location as the original
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Setting up and Accessing the FDU VPN Client

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Download and Install The FDU VPN Client

FDU’s VPN Client Software, is also known as the “Cisco AnyConnect Secure Mobility Client”.

  1. Use any web browser (Google Chrome, Mozilla Firefox, Safari) to navigate to vpn.fdu.edu. Please refrain from using the Internet Explorer web browser when installing the FDU VPN Client
  1. Select your role within the University from the Group pulldown menu and enter your NetID Information in the username and password fields (user@fdu.edu)
  1. On the left-hand side menu, click on “AnyConnect“, then click on “Start AnyConnect”
  1. Download the VPN applet by clicking on “Download for Windows” or “Download for macOS” depending on your operating system. The browser will then download the VPN software client. When finished downloading, click on the file and select “open” within your browser

Chrome

Firefox

Safari

The browser will open a new window asking for permission to download the applet, click on “Allow”. When finished downloading, double click on the file to open the installation package and start the installation process.

  1. Follow the steps prompted to accept all changes and grant requested permissions to install FDU VPN software. Note, Java Runtime Environment software may also need to be installed. A copy of the software download will be prompted to be installed or can be accessed using the link below:
  1. The installation will continue, and an icon for the “Cisco AnyConnect Secure Mobility Client” with a “lock” icon will appear in your system tray once the installation is complete
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Configuring The FDU VPN
  1. Log into your computer
  1. Launch the Cisco AnyConnect Secure Mobility Client from the Start Menu. Ensure the address “vpn.fdu.edu” is entered into the corresponding text box and then press the “Connect” button
  1. Select your correct Group name on the dropdown menu, then enter your FDU NetID username and current FDU NetID password in the corresponding boxes. Click “OK
Dropdown Options
Example for Employees
Example for Students
  1. Ensure a successful connection was made by checking on your system tray at the bottom right portion of your screen, or if on macOS, the client application window will display a screen check over the lock icon
Windows
macOS
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Logging into The FDU VPN

The following instructions are the same for both Windows and macOS users.

  1. Register with Duo MFA
  • If you are an existing Duo user, please skip to Step 2
  • For new Duo users, please follow the guide below for registering your DUO Account
  1. Launch the “Cisco AnyConnect Secure Mobility Client” from the Start Menu or your Mac’s application folder if on macOS
  1. Ensure the address “vpn.fdu.edu” is entered into the corresponding text box and then click the “Connect” button
  1. Select your correct Group name on the dropdown menu
  1. Enter your FDU NetID username and current FDU NetID password in the corresponding boxes. Click “OK
Example for Employees
Example for Students
  1. In response, you’ll receive the Duo challenge dialog box. To use the preferred method type push in the Answer: dialog box, then click “Continue
  1. Tap “Approve” on the Duo login request received at your phone
  1. Ensure a successful connection was made by checking on your system tray at the bottom right portion of your screen, or if on macOS, the client application window will display a screen check over the lock icon
Windows
macOS

Additional DUO Information

Users with multiple registered Duo devices will need to enter push1 for their primary device or push2 for their backup device. If you are unsure which device is your primary or secondary device, open the Duo Mobile app on your mobile device, click Fairleigh Dickinson University and enter the passcode displayed.

Additional DUO Authentication Options

TypeInstructions
Push (Preferred)Push a login request to your phone (if you have Duo Mobile installed and activated on your iOS or Android device). Review the request and tap “Approve” to log in.
PasscodeOpen the Duo Mobile App. Tap “Fairleigh Dickinson University” and the passcode will be displayed, or call the Fairleigh Dickinson University Technical Assistance Center (UTAC) for a passcode.
PhoneHave Duo call your phone to authenticate your login.(Users with multiple devices will need to include a number indicating desired device i.e. Phone2). This option is only available to Faculty, Staff and approved Students.
SMSHave Duo text a passcode to your phone. (Users with multiple devices will need to include a number indicating desired device i.e. SMS2).

NOTE: This option is only available to Faculty, Staff and approved Students.

Additional Resources for Cisco DUO

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Setting up Microsoft Bookings

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  1. Visit the FDU Office 365 Portal using any web browser
  1. Sign in to the FDU Single-Sign-On (SSO) page using your FDU NetID credentials
  1. In the upper left corner, click the dotted square and select All Apps
  1. In the All Apps menu, choose Bookings
  1. Microsoft Bookings will open. Click the Get it Now button to begin
  1. The next page will ask for two pieces of information: Business name and Business type. Enter your Department name or your First and Last Name. Click Continue

Note

Designating a Business Type is not required to be able to Continue.

  1. Once your Bookings page loads, the first section you should complete is Business Information. Click  Business Information in the left menu
  1. On the Business Information page, you can enter your business or department address, other contact information, upload a business logo, and set up your business hours
  1. Next, set up your service offerings. Click Services from the left menu

Note

By default, Microsoft Bookings will add a service called “Initial Consult.” You can click the pencil next to this service and make it your own, OR you can add a new service by clicking Add a service at the top of the screen.

  1. Once you’re on the service-editing page, enter your service details, including name, description, and location. When you start typing an address in the default location, suggested locations will populate. Below are explanations for the other fields on the service-editing screen:
    • Duration: You can enter how long you want the duration to last in days, hours, minutes, and set a buffer time when customers cannot book.
    • Reminders: You can have the system send customers email reminders before their scheduled appointment. Click the pencil to edit the text. 
    • Leave Publishing options checked.
    • Online Scheduling Options: This is where you can manage the settings for when customers can book services.
      • You can choose to use the default scheduling policy by leaving the option checked, OR
      • You can manage the settings for your scheduling policy by unchecking the option.  If you choose this option, we recommend setting the Minimum lead time to 24 and the maximum lead time to 30 days.
    • Don’t forget to click Save at the top of the Service details page
  1. Next, click Staff from the left menu. Click the pencil next to your name to edit your information. Also, you may add any staff or faculty members in your department by clicking the + Add staff button
  1. On this page, you can add information about yourself, including your office or department phone number and whether to receive email notifications (we recommend keeping this option checked).  Click Save when finished
  1. Next, select Booking page from the left navigation pane.
    • Booking page Status: Since this is the first time you are setting up your Bookings page, your status is set to Not published. Once you finish customizing your page and clicking Save, the status will change to Published. 
    • Customer data usage consent (optional):  Where you can customize a message for your visitors to consent to your site collecting their personal data. 
    • Scheduling Policy: Where you can set site-wide scheduling policies. We recommend the following settings:
      • Minimum lead time: 24
      • Maximum lead time: 30
    • Email Notifications: Notifies you when an appointment is made. 
    • Staff: You can allow customers to choose who they want to meet with. However, you can uncheck this option if you do not have any staff.
    • Customize your page: Choose a color theme for your bookings page.
    • Lastly, click Save and Publish
  1. Once you click Save and publish, your Bookings site is now live! You can view your published page by clicking Open published page and share your page with others by copying the link
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Sharing a Calendar and Delegating Administrative Rights

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Calendar sharing is easier than ever with Office365. If you wish to share your calendar, follow the steps bellow.

  1. Log in to Office365 and go to your email.
  2. Once in Outlook look for the calendar shortcut on the bottom left
  1. Look for and click on the share button
  1. On the new pane that pops up type in the name of the person you would like to add and then select the person from the list
  1. After the person is added you can drop down the menu to the right of their name and select the amount of access they should have.
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Single Number Reach Feature

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The Single Number Reach (SNR) feature allows users to answer incoming calls to their extension on either their desktop IP phone or at a remote destination, such as a mobile phone. Users can pick up active calls on either the desktop phone or the remote phone without losing the connection. This enables callers to dial a single number to reach the user.

Enabling Single Number Reach

  1. Log into the Self-Care Portal
  1. Click the “My Services Store” icon
  1. Click the “Single Number Reach” Icon
  1. Enter the Destination Number and click “Apply

Tip

After the Feature is enabled for 1 Destination, additional Destinations can also be added.

Adding Another Destination

  1. Click the “My Services Store” icon from the My Home Tab
  1. Click the “+” icon to Create another Destination
  1. Enter the additional Destination (you can also give it a Name for reference) and then click “Create

Adding a Ring Schedule

A Ring Schedule can be enabled for each Destination.

  1. From the “My Single Number Reach” section, click on the Destination Number you’d like to setup a ring schedule for
  1. Click the “Pencil” icon
  1. Enter the options in the Ring Schedule Panel and click “Apply

Disabling Single Number Reach

On NWN EMP Control page, hover your mouse pointer over the Single Number Reach icon and click “X” and confirm by clicking “Apply” on the next screen

When the Single Number Reach Feature is Enabled, it can also be turned off and on through the desktop Jabber application

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Spot a Phishing Scam

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What is a phishing scam?

Phishing refers to the act of using a fraudulent identity and scenario to extract personal information or something else of value. Although phishing scams can occur over various mediums including text messages, phone calls, and social media, they are most frequently carried out via email.

Scammers have many means of acquiring bulk email addresses. Receiving a phishing attempt does not mean that your account has been singled out or has been compromised in any way.

Fairleigh Dickinson University’s email accounts employ Microsoft’s Advanced Threat Protection (ATP) which, in addition to traditional spam filtering, removes malware infected attachments and utilizes Safelinks to scan messages for malicious links. Additionally, we have appended the subject line of messages coming from outside of the FDU domain with the “[External]” tag. Although phishing can occasionally come from inside of our domain, messages with the external tag demand extra scrutiny.

Despite all of these efforts, keeping up with the latest scams is always a cat and mouse game. It is best practice to have a solid foundational knowledge of how these scams work.

Detecting a Phishing Scam

Although each phishing scam is unique, there are certain common traits which can serve as red flags. The most common “tell” is a sense of urgency. Generally, phishers would like for you to act promptly and without careful consideration. As a result, they will pepper their email with phrases such as “immediate action required” and “to avoid the immediate suspension of your account”.

Although an urgent tone is likely to be your first clue, there are plenty of other red flags that you will begin to notice over time. Many phishing attempts are poorly constructed emails. Incorrect spelling and grammatical errors are common. The message could contain a blank subject line and the sender’s signature may only list their title instead of their name. Be wary of messages in which the quality of writing does not meet your expectations for the purported institution.

The goal of many scams is to make a request for your personal information. This can take the form of bluntly asking for your social security number. However, it may also take a subtler approach. Many phishing attempts will create a mock version of a University, banking institution, or commerce website and ask you to log in. Once you enter your account information, the scammers have acquired your password.

Although most phishing scams cast a wide net, some recent attacks have specifically targeted individual members of the University. If someone is claiming to be your colleague or supervisor, check to confirm that the message is coming from their FDU account. Do not trust messages claiming to be from FDU employees which originate from external accounts such as Gmail and Yahoo.

Many of these personalized scams also have a very specific common thread. After a bit of conversation, the scammer will request that you purchase gift cards for common services such as iTunes, Google Play, or Amazon. No, your boss does not urgently require you to purchase gift cards out of pocket.

Also, beware of solicitations coming to your FDU email address from businesses offering deals or asking you to click on a banner to receive a promotion. Make sure that the email is coming from the domain of the company offering the sale or promotion.

What does a phishing scam look like?

Now that you know what to look for, let’s look at a sample phishing attempt:

Reporting a Phishing Scam

You can use your newfound expertise to assist the FDU community. When you see a message that you believe to be a phishing scam, please report it to us. Via Outlook this can be accomplished via our reporting tool. Please see Reporting Phishing or Junk Emails for more information. If you are using an alternative mail client such as Apple Mail, you can forward the suspected scam to phishing@fdu.edu.

How should I proceed if I have already replied to a Phishing Scam?

Please change any passwords that you have provided to the scammer. Once this is completed, please contact the Fairleigh Dickinson University Technical Assistance Center (UTAC) for further instructions.

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Student Technology Resources

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Fairleigh Dickinson University provides an extensive array of technological resources and services tailored for our students. This guide is designed to assist students in navigating and utilizing these tools effectively, ensuring they can easily set up, access, and manage their accounts, while also offering comprehensive information on each service.

ID and Email

FDU NetID

Your FDU NetID verifies who you are and ensures the privacy of your personal information. Your FDU NetID and your NetID password will provide access to a variety of IT resources including your Self-Service, WebCampus, Office365, and Email.

To obtain your NetID, follow the guide below:

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Changing your FDU NetID Password

To protect the University and our Students from cyber attacks and other malicious activity, we require that everyone in our community to periodically change their password.

To change your password, follow the guide below:

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DUO Multi-factor Authentication

To successfully use your NetID to access your accounts, you will need Two-Factor Authentication with Cisco DUO MFA.

Two-factor authentication adds a second layer of security to your FDU NetID. It requires two factors to verify identity. These factors include something you know – your FDU NetID and password, and something you have – a phone or passcode, to authenticate and gain access to your account on FDU services. Passwords alone no longer provide adequate protection against cyber hacking. DUO is required for all current FDU students.

To set up your mobile device with DUO MFA, follow the guide below:

Additionally, refer to our FAQ for commonly asked questions about DUO:

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Email and Office 365

Students can access their emails through any Web browser using their NetID and password to log in. To access our email, visit the Office 365 Portal:

Office 365 Portal

Students can also access their FDU Email accounts on their mobile devices by installing the Outlook app. For instructions to setting up your FDU Email account in the Outlook app, follow the guide below:

Current students who are registered for classes for the current term, or a future term have access to Microsoft Office 365 Suite applications. For more information, visit the links below:

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Academic Systems

Webcampus

Webcampus is a course content management system. FDU’s Webcampus is also known as the Blackboard System. On-line courses are taught through this system which also allows for interaction between the student and faculty member as well as on-line class discussions.

To learn more about how to access Webcampus, review the guide below:

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Self-Service

Self-Service is an interactive web application that enables students to view their individual information contained in FDU’s Student Information System. Students can use Self-Service to do things like view their financial aid, pay their bills, and register for classes.

Review the Tutorial below to learn how to use Self Service:

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Connectivity

Connecting to the FDU Wireless Network

Using your FDU NETID, you can connect to the FDU Wireless Network. For instructions view the links below:

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Security

Security Resources

Understanding and implementing cybersecurity measures is crucial for protecting your personal and institutional information. This section provides essential resources to help you navigate the landscape of cyber threats.

Stay safe online by reviewing the articles below:

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Software

Available Software for FDU Students

Fairleigh Dickinson University has both licensed and open-source software, that is offered for academic and/or personal use for students. The links below point out to commonly used software, both licensed and open source, that are offered for academic and/or personal use to all Fairleigh Dickinson University faculty, staff and students.


In our digital learning environment, mastering online tools is essential for academic success. These resources are designed to guide you through the process of engaging in classes virtually via Zoom and accessing your files on OneDrive.

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Printing and Labs

Computer Labs and Printing

Computing Services has multiple computer labs available on both New Jersey Campuses for classroom instruction and student use.

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Virtual Labs

FDU also provides remote access to many of the software applications typically found in university computer labs through our platform FDU Anywhere. You can access it using your FDU NetID credentials using the link below:

FDU Anywhere

Review the FDU Anywhere Tutorial below to learn how to use our virtual labs:

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For any IT related questions and support, contact our Fairleigh Dickinson University Technical Assistance Center (UTAC):

SAMI Support

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