Important News from RFSA's University Technology Liaison

"There are five important topics regarding Computer Technology that all Cal Poly retirees should be aware of," says Joe Grimes, RFSA's University Technology Liaison:

• Email Communications from RFSA
• Desktop Microsoft Office License for Retirees
• Updating Your Email Software
• Security Software for Your Computer
• Cal Poly Retiree Email Alias versus Cal Poly Employee Email Alias

Each of these topics is addressed in depth below. Joe will be happy to answer any questions retirees might have regarding these topics. Send him an email or call him at 805-540-0678.

Topic 1: Email Communications from RFSA

Not getting Emails from RFSA? Email is the primary method RFSA uses to communicate with its members. We share updates regarding events and field trips, Cal Poly technology, and learning opportunities. Recently, we found that some retirees have accidentally unsubscribed for RFSA emails.

Important note: For each email sent by Cal Poly, there is a choice of unsubscribing from that particular email list (i.e. department-specific emails) or from all email sent by Cal Poly.

If you'd like to subscribe (or re-subscribe) to RFSA email correspondence, click here to complete the short re-subscription form.

It would be helpful when you are talking to retiree friends, that you let them know about this possibility, especially if they have accidentally unsubscribed from our email list.

Topic 2: Desktop Microsoft Office License for Retirees

Recently you may have received an email from Cal Poly that your desktop license for Microsoft Office will be terminated. However, it is possible for you to have it reinstated if you are:

• volunteering with Cal Poly;
• involved in research and/or developing a publication that will be associated with Cal Poly; or
• doing something related to Cal Poly that requires the use of the software.

Click here to link to the technical support service area where you may request the reinstatement of your license. At this location, you will have to provide your email address and you will then go to the service request location.

When you get to the service request location, you should do the following:

1. Under general, state, “Microsoft license.”
2. Under description, state the reason you believe you should have the license reinstated for you. For example, you might state “I am a volunteer tutor of students in the mathematics department.”
3. Submit your request.

You will continue to have access to the Internet version of Microsoft Office. To use this, log into the portal, select mail and calendar, the Microsoft applications will appear on the left side of your screen, and then you can select the one that you want to use by clicking on it.

Topic 3: Updating Your Email Software

Some of you may have received an email from ITS which stated, in part:

"Microsoft will stop allowing older technical methods to log on to email servers starting October 1, 2022. You are receiving this email because our logs indicate that your email software uses one of these methods to log on to your email account. This early notification is to assist you in updating your software this summer and avoid the fall rush of things to do...If you have any questions, please email or call the Help desk at servicedesk@calpoly.edu, 805-756-7000."

If you received such an email, our recommendation is that you go to this website and submit a request for information about your particular device(s)--such as an iPad--and the software on that device which needs to be updated. When you receive that information, you can then either update the software yourself or call the Help Desk, 805-756-7000, and have them help you complete the update.

Topic 4: Security Software for your Computer

For at least 10 years, Cal Poly has not officially supported security software for emeritus retirees. There is no guarantee that this is something that the university would ever be able to officially support, but it really isn't needed anymore, for the reasons discussed below.

The following details how Windows, Macintosh, and some Internet Service Providers (ISPs) provide security software that we would advise you to use. Cal Poly ITS provided the following information regarding security options:

1. Any emeritus who uses Windows should be using Windows 10 or 11. If anyone is using anything older than Windows 10, the absolute first thing they should do is upgrade to Windows 10 or 11 as Windows 7 and older versions of Windows are no longer supported (and have not been for years) by Microsoft. This is the biggest risk to any user of these devices, especially if they go online. Windows 10 and 11 both come with built-in security software (Windows Defender) that works well for personal computers. Click here for a good guide on how to configure it. This protection covers most, if not all, necessary security needs for personal devices. In addition to this, the best thing to do is keep the device up to date with all necessary security updates and Windows Defender definition updates. On a personal note, I use Windows Defender on my personal Windows computers. The only computers I use Sophos Home for are my kids' devices and that is really only for the extra layer of web control capabilities to protect them online as minors.
2. Any emeriti user who uses a Mac has built-in security software as well. Like most things from Apple, these are a bit of a black box to the user of the device, but they are still there. Click here to read more about security on Macs. The trick is, they must use a supported version of MacOS. This is generally the latest version and the two previous versions. Unfortunately, there is no official policy from Apple on this, so we really can't give much more guidance than that. The best thing we can say for emeriti users of Apple computers wanting to be secure is that you need to be prepared to replace the device every five years (occasionally longer) to stay on a supported version of the software. Just like Windows though, the device needs to be kept up to date with security updates to be secure.
3. In addition to the above, some users may still find that they feel more comfortable with a third-party security software. Many vendors offer a free home version, just like Sophos does. In addition to that, though, most ISPs (Internet Service Providers) like Spectrum (for the San Luis Obispo area) offer it for free as well. Click here for information on how to install it for Spectrum users. I am not sure if this is still the case, but several years back this was just a re-skinned version of F-secure's security software. For those who live in other areas and/or don't have Spectrum, ISPs like Verizon and Cox offer equivalents. They can reach out to their ISP directly for assistance getting that software.

We are working with ITS and hope to put together a session on what things retirees should do to protect themselves online. If such a workshop is developed, we will notify you by email. The human is the most important element in security. Being aware and following good fundamentals will always be the best way to stay secure. That is why we are trying to put together such a session facilitated by ITS so you will be current in your knowledge of technology. We will notify you by email when such a session will be provided.

Topic 5: Cal Poly Retiree Email Alias versus Cal Poly Employee Email Alias

Unless you have unsubscribed from the Cal Poly retiree email alias, you are receiving emails that are sent to that alias. Because some emails sent to the Cal Poly employee alias are not sent to retirees, some retirees who volunteer or work with the university in some capacity have requested being placed on the employee alias. We are working with the university to develop a process that will allow retirees the option of being placed on that alias. When that process is developed, we will notify you by email of the opportunity.