FAQ
  • plus1. How to send an encrypted email?

    Email Encryption has been enabled for all College of Nursing workforce members (@health.fau.edu email addresses). Encrypted email is designed to enhance our security measures and protect our information systems, confidential, sensitive and personal data. All CoN workforce members may send encrypted emails to any recipient regardless of the recipient address (inside or outside of FAU).

    Who does this apply to?

    Faculty/Staff who are involved with clinical, research, financial, educational or sensitive administrative activities that are protected by federal and private requirements (e.g., FERPA, HIPAA) should encrypt their emails when sending such information.
    In general, you should encrypt any email communications regarding Protected Health Information (PHI) that contain:

    • A health status
    • Provision of health care
    • Payment for health care that can be linked to a specific individual

    Likewise, any part of a patient's medical record or payment history must also be encrypted. Any message with sensitive content (such as an SSN, Driver's License, DEA #) that is going to an external address (e.g., hospitals or clinics) must be encrypted.

    How does it work?

    When creating a new email, simply insert "[safe]" in the subject line, without the quotes, as in the example below:

    Safe emails

    The recipient will receive an encrypted copy of that message and will be asked to sign in to unlock or decrypt the message to view its contents.
    If you do not insert "[safe]" in the subject line, the email will not be encrypted and it will be treated as normal email.
    Contact Jony Singh if you have any questions: jsingh@health.fau.edu

  • plus2. How to open an encryted email (external users)

    Below is step-by-step instructions on how to open an Encrypted or “Safe” email using a one-time passcode.

    THE ONE-TIME PASSCODE EXPIRES IN 15 MINUTES AFTER IT HAS BEEN SENT!

    1. Open your email and click on “Read the message” option.
      Encrypt Open
    2. A browser window [Google Chrome, Internet Explorer, or FireFox] will appear giving you two options.
      1. First option is to sign in with your account credentials
      2. Second option is to use the one-time passcode. Click the one-time passcode.
      Encrypt Open
    3. After clicking on the one-time passcode option, another browser window will replace the previous window in step 2. This window will tell you that an email has been sent to your email address and will be asking for the one-time passcode.
      Encrypt Open
      1. You will have received another email with your one-time passcode, therefore go back and check your email.
      2. In that email you should see a passcode that looks like this:
      Encrypt Open

      Above is only an example!

    4. Use the code you received and enter it into the new browser window from step 3. Specifically here:
      Encrypt Open
    5. After you enter the one-time passcode you should be able to read the message within the email.
  • plus3. How to paste a table in the Nursing database?

    Please follow the step by step instructions below. If you still face diffiuclty, submit a ticket to jsingh@health.fau.edu


    1. In the course schedule tab when adding the syllabus, if you want to add a table it is better if you click on the paste from word button word icon. The button is highlighted in the picture below.

      step 1

    2. After you click that button a window will pop up like so.

      step 2

    3. Copy your table from Word and then press CTRL+V to paste the table. The table will appear in the window with all the formatting.

      step 3

    4. Click the Insert button and the table will be added to the Syllabus in the Data Center.

      step 4

    5. If after clicking Insert the table appears like below in which you have to scroll horizontally to see the table, please resize the table in Word to make it smaller in size before pasting it in the Data Center. If you have to scroll to see the table, when downloading the syllabus PDF the table will be cut off.

      step 5

  • plus4. How to change reply all to reply in Outlook?

    Below is step-by-step instructions on how to change the Default “Reply all” setting to “Reply”. These instructions only apply if you login into Outlook online through a web browser.

    1. Login on to Outlook through Google Chrome using the website “outlook.fau.edu”.
      Reply
    2. Enter your inbox folder after logging into to your Outlook.
      Reply
    3. Select an email to view and click the drop down arrow next to “Reply all”.
      Reply
    4. When the window appears click on “Change Default” and choose “Reply”.
      Reply
  • plus5. How to enroll for HIPAA training?

    As part of our commitment to HIPAA security and privacy at Florida Atlantic University, certain individuals are required to take HIPAA training covering the HIPAA Privacy Rule and HIPAA Security Standards. This training augments or replaces existing training in use by many departments on campus.
    It is mandatory that all individuals identified as needing this training complete the courses within two (2) weeks from the date of this email. Your department will track completion and contact you for additional follow-up as necessary.
    This course consists of two modules. The first module covering the HIPAA Security Rule is approximately 30 minutes long. The second module covering the HIPAA Privacy Rule is one hour long. Your supervisor is required to make time allowances to ensure that you are able to complete the course during your regular working hours. The courses may be completed using any web browser except Microsoft Edge. In addition, the course requires audio speakers or headphones in order to follow along.
    To access the training courses, please follow these instructions:

    1. Go to the FAU webpage.
    2. In the upper-right corner, select the icon with three vertical lines.
    3. Type “HIPAA Training” into the search bar and press enter.
    4. Click on the first link that displays within the search results.
    5. Read the information on the HIPAA Training page and follow the Skillsoft link posted at the bottom of the page.
    6. Log into Skillsoft with your FAUNet ID and password.
    7. Click on “My Training” in the top navigation bar.
    8. Click the “Launch” button next to the course you would like to complete. (The order in which you complete the courses does not matter; just make sure you complete both courses.)
    9. Complete both training courses and earn a passing score on the exams.
    10. Screenshot your scores for your own record.

    NOTE: The HIPAA Privacy Rule module has TWO exams. Please make sure to save a copy of the completion results of BOTH exams.

    If you have any questions regarding enrollment, please contact security-training@fau.edu

    Please be aware of the following common issues:

    • Web browser: There are some performance issues with the training modules when using Microsoft Edge. We recommend you use a different browser to complete these courses.
    • Pop-up blocker: If you receive a message stating a pop-up has been blocked while you were launching the training modules, you may need to temporarily disable your pop-up blocker or make an exception for Skillsoft within your internet browser settings.
  • plus6. What is phishing?

    Phishing is the attempt to obtain sensitive information such as usernames, passwords, and credit card details (and money), often for malicious reasons, by disguising as a trustworthy entity in an electronic communication.
    Phishing is typically carried out by email spoofing or instant messaging, and it often directs users to enter personal information at a fake website, the look and feel of which are identical to the legitimate one and the only difference is the URL of the website in concern. Below is an example that shows common red flags in an email which shows that it is phishing.

    Phishing Example
  • plus7. How to upload and share a file on Filelocker?
    1. Make sure your FAU Net ID is active. If it is not active or needs to be activated, please follow the instructions given here : https://www.fau.edu/oit/files/how-to-activate-your-faunet-id.pdf
    2. Login to https://filelocker.fau.edu with your FAU Net ID and your password.
    3. Upload all of your documents as a PDF file to your File Locker filelocker
    4. Click the arrow to the right of the file you would like to send, then click “Share This File”. filelocker
    5. Search by name or FAU ID. filelocker
    6. Choose the name from the Search List, and then click "Share". (Note: If the name does not pop up, check mark the box 'Search the entire Florida Atlantic University directory' and search again) filelocker