IT Resources
Information Technology
Welcome to the SP2 Information Services Department. Our goal is to provide exceptional information technology service & support to the School of Social Policy & Practice while enhancing the academic & research missions of our school.
Contact IT Help
Accounts & Tools
These accounts will be the most used during your time at SP2. Special precautions must be made to ensure the security of these accounts. The passwords to these should never be shared under any circumstances. If you suspect the accounts are compromised, contact SP2help@sp2.upenn.edu immediately.
PennKey & Two-Step Verification
PennKey
Your PennKey is your 3-8 character University electronic ID, used to access many of the University’s resources. It will be the basis of your email account. Please note that once selected, it cannot be changed except under specific circumstances.
First you must obtain a PennKey set-up code; faculty and staff, will receive one as part of their onboarding process while students will receive theirs in by email or regular mail.
Once you have a PennKey set-up code, follow the steps below to register your PennKey:
- Log in to the PennKey registration application that will ask for the setup code and the last four digits of your Social Security Number (SSN) and Date of Birth. For those who don’t have a SSN, you would use the last four digits of your 9-digit identifier (ID) received from the University. Students typically receive this identifier from their admitting program office, while faculty and staff receive it from their business administrator.
- Follow the prompts to register your PennKey and password.
- Enroll in Challenge-Response so you can initiate the password reset process online should you forget your password.
- Test your new PennKey and password.
After creating your PennKey, you will be required to enroll in Two-Step Verification.
Protecting Your PennKey
It is essential that you keep your password secure to prevent others from accessing your personal information.
Never share your PennKey password. Your data and the systems you access could be compromised due to their neglect or intent though you are still responsible for anything done in your name.
Don’t auto-save your password on programs or websites. Anyone else who uses your computer could then access your information.
Don’t use the same password for public websites (e.g., online bookstores, airlines, etc.) that you use with your PennKey. Rather, choose two passwords: your public password for use at public web sites and your private password for sensitive Penn systems.
Beware of anyone claiming to need your password; no Penn system administrator will ever ask you for your password.Change your PennKey password immediately if you feel it has been compromised and report the incident to SP2 Information Services, who can work with our Office of Information Security.
Two-Step Verification
Two-Step Verification provides an added layer of protection when accessing PennKey-protected web sites and applications. After you log in with your PennKey and password, you’ll use a device in your possession to verify your identity. With Two-Step, your data is protected, even if your PennKey password is compromised.
Email & Office 365
Faculty, staff, & students receive a Penn O365 email address; the account login is pennkey@upenn.edu, which is also the email address. Email addresses can also be displayed as pennkey@sp2.upenn.edu.
Faculty and staff will receive their email as part of their on-boarding process. Incoming SP2 students will receive a Penn O365 email account AFTER they have successfully created and registered their PennKey.
Update Sender Name
To update your email display name, modify your Penn Directory entry:
- Select “My Profile” in the top righthand corner;
- Log in with your PennKey username and password;
- Add a new entry with your name listed as desired; and
- Select the radio button (on left) to make it your primary listing.
Please note that O365 always displays names in the following order: Surname, GivenName MiddleName.
As part of the PennO365 service, you can install the latest version of Microsoft Office 365 ProPlus on up to five (5) personal computers and mobile devices. You also receive access to Microsoft Office Online and 1 TB of storage on OneDrive, Microsoft’s cloud data storage and collaboration solution.
Additional Penn O365 Resources
Instructions for installing Office ProPlus on your mobile devices and computers.
Instructions for setting up email on your mobile devices and computers.
Additional help & resources for using Penn O365.
Classroom & Meeting Technologies
Zoom
Zoom is a video conferencing platform that allows users to perform synchronous (real-time) functions including host online meetings, participate in group messaging, and share video and audio content. The software is cloud-based and works on desktop, laptop, and mobile operating systems including Windows, Mac, iOS, Android, Blackberry, and Linux.
How do I get a Zoom account?
If you do NOT already have a UPENN Zoom account, you can create one at https://upenn.zoom.us.
Check the current Zoom Service Status.
Microsoft Teams
Microsoft Teams is a unified communication and collaboration platform that combines persistent workplace chat, video meetings, file storage (including collaboration on files), and application integration. The service integrates with Office365. You can download the Teams client software here. Discover and learn how to use Teams here.
Canvas
Canvas is an online Learning Management System for teaching and learning.
Panopto
Panopto is a video creation and storage platform tool.
Surveys & Forms
Care must be taken when using any online system to collect sensitive or confidential data. If you plan to use one of these tools to collect such data or have questions about whether your data will contain sensitive information, please contact sp2help@sp2.upenn.edu.
Qualtrics
Qualtrics is an online service for creating and administering surveys. SP2 has a site license, which covers SP2 faculty, staff, and students, including non-SP2 students enrolled in SP2 courses.
Click here to activate and use your account. Log in with your PennKey and password. Sharing surveys across organizations is possible with users in different Qualtrics instances. For details, click here and see the section about “Sharing Outside Your Organization and with New Users.”
Qualtrics Help
Visit the Qualtrics Academic Support Center to access
Great documentation and tutorials
24/7 Support Center (Email, Chat & Phone)
Microsoft Forms
With Microsoft Forms, you can create surveys, quizzes, and polls, invite others to respond to it using almost any web browser or mobile device, see real-time results as they’re submitted, use built-in analytics to evaluate responses, and export results to Excel for additional analysis or grading.
Poll Everywhere
Poll Everywhere is a web-based polling tool.
File Sharing & Collaboration
Microsoft OneDrive
Microsoft OneDrive is cloud-based storage within PennO365 for securely storing and managing your files/folders. Each PennO365 user receives 1 TB of cloud data storage on OneDrive.
Microsoft SharePoint
Microsoft SharePoint is a cloud-based collaboration service within PennO365 for departments, centers & groups to securely manage, store and share files and folders.
Penn+Box
Penn+Box is a cloud-based collaboration service for securely managing and sharing files and folders.
Secure Share
Secure Share is a web-based application for secure file exchange available to Penn faculty, staff, and students.
Online Tools & Software
Library Proxy
This is needed for off campus access to certain library resources.
Supported Computing Products
These software products, including virus protection, are available to anyone in the Penn community.
For Students
Resources
Student Printing
A black and white laserjet printer is available in the student area of the Caster Lobby. You will be permitted to print from your personal Mac or Windows laptop. Other devices are not supported at this time.
Printer Installers & Instructions
A PennKey username must be entered to label any print jobs. The Print station will only release the print job if the PennKey username and Penn Card match. Print jobs will remain in the queue for up to two hours.
Students receive a print allowance for each semester; unused allowance does not roll over to the next semester. The allowance is only valid for the printer in the Caster Lobby. If the allowance is exceeded, students will be charged (provided they have Penn Cash on their Penn Card) at the rate of 7 cents per page single-sided and 10 cents per page double-sided. Add Penn Cash to the Penn Card.
- September – December = $60
- January – April = $60
- May – August = $60
Contact sp2help@sp2.upenn.edu if you need assistance.
Campus Resources
Campus Express
Campus Express is students’ easy access link to many services on campus such as housing, parking, and dining. This is primary access point for students prior to arriving on campus. PennKey and password are needed to access this site.
Penn Portal
The Penn Portal is a customizable homepage where students can access all the information and resources for success at Penn, including Path@Penn, the course registration and grades system. Other information ranges from local weather to course and advising information. The PennKey and password are needed to access this site.
Computer Resource Center
The Computer Resource Center is a place to have your computer or mobile device checked and configured to work at Penn.
Alumni Information
This site provides alumni information. After one year, students are eligible to obtain an alumni Penn address by clicking on the link for Quakernet.
Hardware Recommendations
If you are purchasing a new computer, please view the Penn guides for desktop and laptop/notebook computers, to ensure your device will serve you well during your time here. The University provides academic discounts on computers & equipment through various resellers.
Remote IT Support
Students can view remote IT support or email Student Intervention Services for assistance with access to technology for remote learning.
The Weingarten Learning Resources Center provides resources and strategies for students to learn remotely.
Remote Software
If students need access to SAS, ArcGIS, nVivo, or SPSS software, SP2 Information Services has setup a Virtual Server with these applications installed. Please contact sp2help@sp2.upenn.edu for assistance with this service.
Caster Building
The Caster Building hours are Monday – Friday from 8:00am – 9:30pm and Saturday between 12pm – 4pm.
AirPennNet WIFI and a student laserjet printer are available in the student area of the Caster Lobby.
Computer Lab
The SP2 Computer Lab in the Caster basement will be unavailable until further notice. We apologize for the inconvenience. Alternatively, you may use any of the computing areas in the various Library spaces on campus.
Getting Started
As an incoming student, you will need several accounts setup or transferred from your previous affiliation with Penn. You will receive a setup code that will be used to set up your PennKey. If you already have a PennKey due to a previous affiliation, you will be keeping that, and will not receive a new setup code.
Incoming students will receive their PennKey setup code via email (to the email address that exists in Pennant). Setup codes will NOT automatically be mailed via USPS postal mail.
For questions or support, click here.
Setup Penno365 Email Account
Please wait 2-3 business days after creating your PennKey and then follow the instructions below for accessing email.
- Access your Penn O365 account at https://portal.office.com or from the webmail jumpstation from the Penn homepage by clicking “Penn O365”.
- Your username for Penn O365 is pennkey@upenn.edu where “pennkey” is your actual PennKey name. Enter your PennKey password in the password field.
- Click the Outlook icon on the left to access your email.
- If you have waited three business days and you do NOT have access to your Penn O365 email, please fill out this form.
Equipment
If you are purchasing a new computer, please view the Penn guides for desktop and laptop/notebook computers, to ensure it will serve you well during your time here. The University’s Campus Express provides academic discounts on computers.
It is suggested that your computer have a built-in camera/microphone or that you consider purchasing a webcam and speakers/headset. Many classes as well as SP2 sponsored events will meet online.
Wireless at Penn will allow you to set up your devices to connect to Penn’s wireless network.
Useful Links
Campus Express is students’ easy access link to many services on campus such as housing, parking, and dining. This is primary access point for students prior to arriving on campus. Your PennKey and password are needed to access this site.
The Penn Portal is a customizable home page where students can access all the information and resources for success at Penn, including Path@Penn, the course registration and grades system. Other information ranges from local weather to course and advising information. Your PennKey and password are needed to access this site.
Leaving SP2
Your O365 email account will auto-disable 60 days after graduation (this is not the day of your graduation ceremony). We suggest you back up any emails and files you wish to retain prior to graduation. There is no long-term archiving of O365 accounts so all emails and files on one-drive will be purged.
You are able to set up an alumni account at MyPenn (formerly called Quakernet). Please go to www.alumni.upenn.edu and select MyPenn. For further information, please contact Penn Alumni Relations.
For Faculty & Staff
Resources
This list of services is for full time faculty and staff. For all others, please consult with your department head and SP2 Information Services to determine which services are available to you.
Remote Desktop
Remote Desktop can be used to access your on-campus computer from an SP2 supported home or laptop computer. If this is the first time using Remote Desktop, please first contact SP2 Information Services so the service can be enabled.
Please follow these instructions to setup Remote Desktop:
Telephone (VOIP)
PennFlex Phone is the University’s enterprise telephony service that supports business operations for the campus including phone forwarding and voicemail.
Manage your VOIP Desk Phone settings, including forwarding, voicemail delivery, etc., here.
More information about the service is available here.
Additional Resources
Networked Multifunction Devices
SP2 maintains three Ricoh multi-function devices on the main floor of each building, Caster, 3815 Walnut and McNeil. Each device is capable of high-speed color printing & copying, with finishing capabilities (sorting, hole punching). Each device also can scan documents to email files and have fax capabilities. Office computers are configured to print to these devices. In Caster, there is a dedicated printing station for local use.
Adobe Creative Cloud
SP2 has a site license for the Adobe Creative Cloud Suite, including Acrobat, Photoshop, Illustrator, and Indesign. Email sp2help@sp2.upenn.edu to set up your access.
Loaner laptops
SP2 Information Services maintain several out of warranty laptops, for short term loans. This equipment can be used for presentations, one-time events requiring several computers, or as a temporary workstation should your primary computer be unavailable.
A/V support
Email sp2help@sp2.upenn.edu for assistance in video conferencing, phone conferencing and event recording or if you need to borrow webcams, speakers, and microphones for an event.
E-waste recycling
SP2 maintains bins in the Caster building for toners, batteries, and light bulbs. As needed, we schedule pickups to dispose of old Penn purchased equipment. This service includes the secure shredding of sensitive data. Faculty and staff may bring their personal equipment for recycling as well. The company is Elemental. Please consult their accepted list of materials.
Getting Started
Managers/Supervisors for new SP2 staff members should fill out this IT Onboarding form ahead of time: IT Onboarding Form
As a new employee, you will need several accounts setup or transferred from your previous affiliation with Penn. As part of the on-boarding process, the Finance office set you up in payroll, allowing you to obtain a Penn Card from the PennCard Center.
At this time, you will be able to create your PennKey.
You will work with SP2 Information Services to setup your other accounts based on your PennKey information.
Full-time faculty and staff will utilize the lists below. Part-time instructors, part-time or temporary staff, and postdocs should consult with their SP2 hiring contact to determine which accounts and supplies are relevant.
Accounts
Penn utilizes the Microsoft O365 Office suite, which includes email.
Domain account login
In order to login to the computer in your office or designated work area, you will need an account on our domain, which will match your PennKey.
Mailing lists
There are faculty, staff and building specific mailing lists you will be placed on as part of our on-boarding process. You should consult with your supervisor as to whether you need to be added to any other specific mailing lists.
Supplies
Computer
All full-time faculty and staff will receive one business line model Windows or Mac computer with monitor. Faculty may use their Individual Research Account (IRA) or grant funding to upgrade the computer or to purchase additional computers provided they meet Penn’s standards for desktop and laptop/notebook. SP2 will replace the computer on a 4-year lifecycle.
Office phone
All full-time faculty and staff will be assigned an office phone. You will be able to manage its settings online via the PennNet Phone Service (PPS), by signing in with your PennKey and password.
Setup PennO365 Email Account
Please wait 2-3 business days after creating your PennKey and then follow the instructions below for accessing email.
- Access your Penn O365 account at https://portal.office.com or from the webmail jumpstation from the Penn homepage by clicking “Penn O365”.
- Your username for Penn O365 is pennkey@upenn.edu where “pennkey” is your actual PennKey name. Enter your Pennkey password in the password field.
- Click the Outlook icon on the left to access your email.
- If you have waited three business days and you do NOT have access to your Penn O365 email, please fill out this form.
Security
We have numerous protections in place to keep your computer running safely. However, we do rely on our community members to practice safe computing. As a new employee, you will be asked to take online training sessions. Please complete the training session as soon as time permits. Please visit Information Security for more tips and resources.
Special Needs
If you have any special needs in terms of system access or software programs needed to do your job, please let us know as early as possible
Leaving SP2
Faculty and/or staff that will be leaving SP2 will need to have their Manager/Supervisor fill out this IT Offboarding form ahead of time: IT Offboarding Form
Prior to leaving, as part of the off-boarding process, you should arrange to back up and remove your personal emails and files. Any emails or files requiring retention by the department must be saved to an appropriate shared space. All other emails and files will be purged. After leaving SP2, access to these resources will be removed.
Your PennKey will remain active to allow you to access materials like tax forms. Access to other systems will be removed after your last workday. One exception is your O365 email account, which will remain active for a further 60 days. At that point, emails and files stored on one-drive will be purged. There is no long-term archiving.
Access removal will include these resources:
- Domain login to primary computer & shared drives
- Office phone
- Listserv
- Penn+Box
- Qualtrics
- Zoom
Requests for extensions may be granted with the PRIOR approval of relevant supervisory personnel or department head.
Information Security
Best Practices for Data Security on Foreign Travel
Before you go
- Do not take any sensitive data with you. If it is absolutely necessary, please contact SP2 Information Services so we can coordinate laptop encryption.
- Do not take any sensitive or important information on external thumb drives, hard drives, etc. unless those devices are encrypted. (NOTE: Encryption technology is subject to export controls. Users intending to travel to Cuba, Libya, North Korea, Syria, Sudan, Iran or Iraq should contact Penn’s Office of Research Service for assistance in determining whether an export license is required.)
- Ensure that your device is patched/updated.
- All laptops, phones, tablets must have a password/PIN to access the device.
- If you do have data stored on the laptop, ensure that a full backup has been made. Contact SP2 Information Services if you have questions.
- Be sensitive to local privacy laws. Contact the Office of Audit, Compliance and Privacy for advice regarding the applicability of international privacy regulations.
While you’re away
- Select WIFI connections that encrypt traffic, are restricted with a password and are provided by a trusted source (University, colleague, hotel, etc.) whenever possible. Use encrypted services whenever in doubt (e.g., HTTPS over HTTP) when web-browsing.
- Avoid accessing sensitive websites from public computers, such as at Internet cafés, as their security is highly unreliable.
- Keep mobile devices on your person or in a locked safe whenever possible. If your device is stolen, notify SP2 Information Services immediately or call ISC Information Security at 215-898-2172. See Data Security on Foreign Travel.
When you return
- Perform an antivirus and malware scan on your laptop. Please contact SP2 Information Services for assistance with this.
- Schedule a reimage (operating system/software reinstallation) if the device is having issues or as a precautionary measure.
For More Assistance Regarding Traveling Abroad
Penn Global Support Services
Penn Global Support Services: http://global.upenn.edu/gss
Penn Global Support Services, technology: https://global.upenn.edu/travel-guidance/technology
ISC Information Security
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