Communications From IT and Data Analytics Team

New Hire or Team Move? Let IT Know!

Onboarding a new team member? Someone shifting from team to team? IT needs to know! It only takes a minute to fill out the form, and it helps make sure equipment, access, and accounts are set up correctly from day one.

📝  Submit the Engineering IT Employee Change Form

📊 Engineering IT Scorecard: What You Need to Know!

Our latest ENIT Scorecard is in, and there are two quick action items every team member can help with.

🛒 Purchase Electronics and Software Through Proper Channels

All electronics — computers, monitors, accessories, peripherals — need to go through approved purchasing channels. The same is true for software. This ensures proper asset tracking, security compliance, warranty coverage, and support eligibility. Not sure what the right channel is? Email [email protected] – we got you covered.

💻 Keep Machines Updated (Yes, Even Your Sleep Settings!)

Updates can't install if your computer never gets a chance to rest. Please make sure your machine:

• Is set to sleep, not fully shut down, overnight?
• Stays connected to power and the network so updates can run
• Isn't perpetually in "do not disturb" mode that blocks scheduled patches
• Reboot, Reboot, Reboot

📎  Full presentation: Engineering ScoreCard Deck

Engineering IT is working on an Engineering-wide inventory 

Why: to ensure we meet ITS requirements for data and device security. And to improve our Scorecard rankings!

What’s in it for you: Possibly an HRP Upgrade, in addition to assisting the School to improve security

Process: ENIT is working thru Cost Centers.  But no need to wait, send the information below to [email protected] (respond to this email even!)

We’d appreciate your help in gathering a few details to build our initial inventory. When you have a moment, please provide the following:

• Computer make and serial number (example: Dell SN: JVH37M3), or
• A screenshot of your device’s “About” page 
  • Windows: Use the Snipping Tool to capture the About screen
  • Mac: Apple menu → About This Mac 
    • Press ⌘ + Shift + 3 for a full screenshot or ⌘ + Shift + 4 to select an area

Copilot Workshop by Microsoft — July 30th ROOM CHANGE Thornton E303

Want to do more with AI and Copilot? Microsoft's team will be on-site in Engineering on Wednesday, July 30 to answer questions and show you how to get the most out of Copilot — and attendees will be assigned a trial M365 Copilot Premium license, which includes full M365 integration plus access to additional models (including Anthropic’ s Claude and OpenAI's ChatGPT).

Session One — Administrative Focus 🕤 9:30–11:00 AM   |  📍 Thornton Hall E303 (Classroom)

Session Two — Research Focus 🕜 1:30–3:00 PM   |  📍 Thornton Hall E303 (Classroom)

Note: These sessions are in-person only, and there is no power available at the tables in E303 — come with a charged laptop if you plan to bring one. You must attend a session in person to be assigned a Copilot Premium trial license (some restrictions may apply on who can participate). If your department can't make it, reach out to the Engineering IT team to discuss licensing options.  

📝 Let us know you're coming — reserve your spot

Airtable for Engineering – Less Admin More Productivity

Were you intrigued by the Airtable demo in the Administrative Affairs meeting? Want to know more?

Check out the details or send an email to [email protected] and we will get you up and productive!

AI Opportunities

Are you interested in using AI in your everyday or creating a CoPilot Agent? 

Check out the following opportunity offered by UVA ITS

For UVA staff and faculty, a hands-on Copilot workshop to discover how to boost your everyday work.

Copilot 101: Foundations & Everyday Use

Agent 101: Building Your First Copilot Agent

Find more information and sign up here to get started:

Microsoft Copilot Workshop Tickets, Thursday, June 25  •  9 AM - 5 PM | Eventbrite

Do you want to do more with CoPilot? 

Consider a M365 CoPIlot License. less than $200 annually. Move from the ribbon or toolbar to embedded within Microsoft Office apps.  Create a meeting summary, easily compare files from within the app, summarize the last 10 emails from your boss or colleague.

Send an email to ENGR-IT with your department worktags and we will take care of the “paperwork”!

Conference Rooms – Upgrade Plans

In addition to in the room upgrades, the door panel is changing!

Engineering IT will be upgrading the authentication system used by the door-side scheduling panels this summer. During the upgrade period, you may occasionally notice a panel offline. This will not affect the Outlook calendar system, and you should continue using Outlook to check room availability and schedule meetings. The upgrades are expected to be completed by the end of July.

EN IT Leadership Update

Engineering leadership has narrowed down the strong candidate pool for the role of Engineering Director of IT and Analytics and hope to be make an offer soon.  Additional changes are taking place in EN-IT – John Quinn has accepted an excellent opportunity outside of the University. 

Re-Structuring Continues 

We have made great progress, resulting in improved client support and new team building solutions.  As we continue to streamline and define services and processes, a decision was made to reduce all new requests to [email protected] .  All department specific email addresses will be deprecated by end of 2026 **

Purchases and Lifecycle Management

Assets

One of ENIT tasks is improving security alignment with UVA Information Security policies and guidelines, which will require a full Engineering inventory of technology assets.  This is a huge undertaking, and we appreciate your assistance and participation when we reach out to you.  This will allow Engineering to be in compliance with ITS Connected Device Standard.

ENIT has initiated a communication to graduating graduate students, within the areas covered by ENIT, reminding them to return all provided items prior to leaving the University.  This is In conjunction with inventory of assets.  Share this information within your departments to ensure compliance and return of equipment. 

Procurement 

Maintaining proper asset management starts at procurement. EN-IT can be the facilitator of all technical purchases, items that can or will be connected to the University network, and related licensed software. Technical purchases managed within the ENIT supported departments, will need to be delivered to ENIT OPS Team to initiate provisioning and compliance, prior to being placed on the network or used.

Surplus

End of Lifecycle, Surplus, is equally important.  Correctly removing devices is imperative for compliance. EN-IT is available to assist and facilitate correct surplus procedures.  [email protected] is all that is needed.

Upgrades and Updates

Summer 2026 – Conference Room Upgrades

EN-IT is initiating 8 conference room upgrades this summer, 2 in Thornton and 6 in Rice Hall.  These upgrades will bring a consistent user experience across the School. 

Hardware Replacement Program Eligible Upgrades

EN-IT is introducing a new process for HRP related upgrades – if your device is eligible an email notification will be sent to you with selection options and details.  Our first round will be initiated prior to June 2026.

Qualys Patch Management Update

Apple OS devices have been added to the automated push of updates, as of March 2026.  Have you seen a UVA Qualys Patch Mangement notification on your Apple device? Don’t worry it is legit, EN-IT is keeping your software up to date and security safe.

** The following email @virgiinia.edu addresses will be discontinued by end of 2026: apma-it, cee-it, che-it, eands-it, ece-it, ese-it, mae-it, sdo-it, sie-it

Changes to En-IT Leadership

We want to share an important update within Engineering IT leadership. Josh Thomas has recently accepted a position in the beautiful state of Illinois, and while we will certainly miss his steady leadership and ever‑present, AI‑loving enthusiasm, we wish him all the best in his new adventure.

During the transition period, Lisa Stanton, and Wade Komisar will be jointly sharing leadership responsibilities while the search for the next Director of IT and Analytics leader is underway. John Quinn continues manning the data analytics front line.  If you have questions, ongoing projects, or updates that you’d like to ensure are on Lisa’s, Wade’s or John's radar, please feel free to reach out to them directly—or send a message to [email protected], and the team will route it appropriately.

Other Happenings in the IT Department – Restructuring and Refocus

We are writing to share an upcoming change to how Engineering IT Services manages service requests. This update is designed to improve response times, streamline support, and better align our resources with the needs of our community. Please note, your method of contacting your IT team isn't changing. Please continue to email us at [email protected]

Previously, service requests were managed through a department-focused Local Support Partner (LSP) model. Moving forward, we will transition to a team-based support model that focuses on the individual service request. This approach allows our support technicians to specialize and develop deeper expertise in their roles.

Under this new approach:

• One team of support technicians will focus on administrative and operational requests, such as staff systems and business applications.
• A second team will focus on academic and research requests, providing specialized support for teaching, labs, instructional technology and software, and research computing needs.

By organizing support around the type of work being done—rather than by department—we aim to provide more consistent service, faster routing of requests, and deeper expertise tailored to administrative and academic/research needs.

There will be no change to how you submit requests at this time. Please continue to use the existing service request process, and your request will be routed to the appropriate support team.

We appreciate your patience during this transition and look forward to delivering an improved support experience. More details will be shared as the change takes effect.

If you have questions or feedback, please don’t hesitate to reach out.

Smartsheet Licensing Changes

Smartsheet is updating its licensing approach to the new Smartsheet User Subscription Model, and UVA is currently engaged in renewal negotiations. As part of this change, anyone who is more than a basic Smartsheet Viewer—and is currently operating under a free license—will be transitioned to a paid annual license costing $650 per user per year.

*Smartsheet licences renew on April 17, 2026. Requests to cancel/change licenses must be submitted to ITS by March 23, 2026. To cancel or change your license, please refer to this website. 

If you need more information about what this means for you, or if you’d like to explore alternative options, Engineering IT has resources available to help. Reach out to us and we’ll walk you through the details and the choices you may have moving forward.

As we step into the new year, take a moment to review these important updates and resources:

Export Control and Research Security – Partner with Engineering IT

Engineering IT is here to support your research needs and help you navigate complex compliance requirements. Non-compliance with export control regulations can have serious consequences, but partnering with us can mitigate risks—especially in areas involving technology.

We assist with:

• Data storage and destruction in accordance with research contracts and policies.
• Interpreting and applying regulations for research sharing, data handling, and travel.
• Best practices for secure storage, beyond what tools like the Library Data Storage Finder provide.

Our goal is to make compliance easier and clearer for you. Let us help you choose the right solutions and ensure your research meets all security and regulatory requirements.

Hardware & Software Procurement – Let Engineering IT Simplify Your Process

Need hardware or software for your department? Engineering IT’s Operations Team is here to make it easy. We handle:

• Technology procurement and license management
• ITS reviews and compliance
• Deployment planning and support

Skip the Workday headaches—let us manage the details so you can focus on your work. Not sure what you need or what options are available? We’ll guide you through the best solutions.

Email [email protected] and an OPS team member will connect with you to lighten your workload and ensure everything runs smoothly.

International Travel 

Planning a trip abroad and taking a university-owned or connected device (laptop, iPad, phone)? There are policies in place to protect your data, and Engineering IT is here to help. We offer secure loaner devices that can be requested and configured to prevent the need for wiping (deleting everything) from your personal or university device.

Email us at: [email protected].   Please allow plenty of lead time—security takes time to implement!

People Changes - Onboarding or offboarding? 

Let Engineering IT do the heavy lifting! Learn how we can assist with smooth transitions: How Engineering IT can assist with Onboarding - Offboarding-Let US do the Heavy Lifting

Classroom Software – Plan Ahead for Summer Semester

As the new semester begins, now is the time to plan for your Summer 2026 classroom and remote software needs. Requests must be submitted by April 1, 2026, to ensure availability before classes start.

Engineering IT can assist with:

• Classroom/Remote apps software requests
• Remote Apps and Lab access
• Specialized software for student and faculty needs

To request or discuss software requirements, email [email protected]. Let us help you prepare so your courses run smoothly from day one.

Is Your Schedule Missing from Your Calendar? Don’t risk being late for important events! 

Check out our latest blog post for quick, practical steps to make sure your Class-Holiday Schedule syncs perfectly with Outlook.  Class-Holiday Schedule and Outlook

IT FAQ’s and resources provided by Engineering IT 

Perceptive Content (ImageNow) Upgrade

The Enterprise Applications team will upgrade Perceptive Content (ImageNow) – referred to as Perceptive Content Client – from version 22.2 to 25.1 on December 5 - 8, 2025.

Important information about the upgrade:

• Perceptive Content Client (version 22.2) will no longer be available after the upgrade.
• Users must install Perceptive Content Client version 25.1 on their local machines as the final step in the upgrade – on Monday, December 8, 2025 – to keep using the system. Do not install client version 25.1 until we notify you that the Enterprise Application team's work is completed on Sunday, December 7th.
• Users should not uninstall client version 22.2 at any time during the upgrade because doing so would lead to irrecoverable application configurations and preferences.
• Perceptive Content Upgrade project page (NetBadge login required) has preparation steps, timelines and installation pointers as a resource for the December 5 - 8, 2025 upgrade

Winter Weather and Technology 

Be prepared for the unexpected weather and unexpected work from home.  As we enter the winter season check and ensure that you have all you need to successfully work remote.  

• Are there pending Windows or Mac OS updates? Ensure your laptop is up to date. Any issues email the Team: [email protected]
• Is your certificate due to be renewed (13 month renewal), update early to ensure no downtime. Use this link to Update your certificate: http://in.virginia.edu/limited  Learn more here: https://in.virginia.edu/locate-cert
• Is your password set to be updated (13 month renewal)? Preferred Option: Log in to the Identity & Access Management portal (you will be required to log in with your digital certificate or current password). https://in.virginia.edu/pw - Best performed OnGrounds.
• Power adapter – do you have one in your GoBag? Need to order one?  Send an email to [email protected] – include your laptop make/model/serial number and related worktags.  Average cost less than $70
• Don’t leave your laptop outside in your car in the cold – keep all electronics in a warm dry location
• Got caught without your work laptop at home?  No worries, your personal laptop, Smartphone, Ipad, or similar device can accomplish many things.  Check out this link work-home-and-personal-devices

 Smartsheet Licensing Changes 

Smartsheet is changing their licensing to Smartsheet User Subscription Model and UVA is in the process of renewal negotiations. If you are more then a Smartsheet viewer (and operating with a FREE license), that is changing to an annual cost that will exceed $600/License/User/Year.    Need more information, want to know what options exist?  Engineering IT has some thoughts on that. 

Remote Workers and University equipment 

Are you a fully/mostly remote (3+days/week) engineering staff/faculty member?  Were you provided equipment such as Laptop, Monitor(s), Keyboard/Mouse, Camera, or Research Items? If you can answer Yes to both questions, then this list of responsibilities is for you: Remote Workers and University Equipment

Need Technical Assistance, Procurement, Questions on Resources? 

Engineering IT has all the answers or know where to find them.  Check out the FAQs or reach out via Phone (434-924-HELP (4357)-fastest response time or email: [email protected] 

Adobe Acrobat Pro or PDF24 

would you like a free alternative to the Adobe Acrobat Pro license costing $122.28/annually? Consider this approved free alternative PDF24 – for more information check out this link.

Not sure what options exist for storage of data

Try out the LIBRARY’s Data Storage Finder Finder | UVA Data Storage Finder -The Data Storage Finder is designed to help you find and evaluate storage options at UVA.  Follow up with Engineering IT for further discussion and Engineering Support.

UVA physical ID Cards

You may have received a communication from Cavalier Card Office regarding the continued use of the physical ID Card. These cards requiring a re-encoding by January 1, 2026. Employees can have their physical cards re-encoded at the Cavalier Card Office location. You can also choose to switch to the Mobile ID Wallet option.

Collab coming to an End December 31, 2025 – Still struggling to find a solution or export information?

Annual Security Awareness Training Review – Training should have been completed by October 28th.  Still need to complete your training? –  https://in.virginia.edu/hsat-training (less than 30 mins to complete) -  Key take aways 

• Never leave your device unattended
• Lock or shut down your device
• Store data only where it’s supposed to be stored
• NEVER email highly sensitive data
• Passwords – long, unique passphrase for each account – 2 factor authentication. Consider using LastPass a UVA provided and approved password management application
• Keep software and apps updated
• Reboot your device a minimum of twice a week
• You are responsible for understanding and following security policies and procedures
• Unsure – [email protected] and additional information at Security.virginia.edu

Smartsheet Licensing Changes – Smartsheet is changing their licensing to Smartsheet User Subscription Model and UVA is in the process of renewal negotiations. If you are more then a Smartsheet viewer (and operating with a FREE license), that is changing to an annual cost that will exceed $600/License/User/Year.    Need more information, want to know what options exist?  Engineering IT has some thoughts on that. 

Remote Workers and University equipment - Are you a fully/mostly remote engineering staff/faculty member?  Were you provided equipment such as Laptop, Monitor(s), Keyboard/Mouse, Camera, or Research Items? If you can answer Yes to both questions, then this list of responsibilities is for you: Remote Workers and University Equipment

Need Technical Assistance, Procurement, Questions on Resources? – Engineering IT has all the answers or know where to find them.  Check out the FAQs or reach out via Phone (434-924-HELP (4357)-fastest response time or email: [email protected] 

Adobe Acrobat Pro or PDF24 would you like a free alternative to the Adobe Acrobat Pro license costing $122.28/annually? Consider this approved free alternative PDF24 – for more information check out this link.

Not sure what options exist for storage of data – try out the LIBRARY’s Data Storage Finder Finder | UVA Data Storage Finder

The Data Storage Finder is designed to help you find and evaluate storage options at UVA.  Follow up with Engineering IT for further discussion and Engineering Support.

UVA physical ID Cards – You may have received a communication from Cavalier Card Office regarding the continued use of the physical ID Card. These cards requiring a re-encoding by January 1, 2026. The ID Card office will be on hand in the Rice Hall foyer to perform this re-encoding on Tuesday Nov 18 and Thursday Dec 4 from 10am – 2pm. Employees can also have their physical cards re-encoded at the Cavalier Card Office location. You can also choose to switch to the Mobile ID Wallet option.

Collab coming to an End December 31, 2025 – Still struggling to find a solution or export information?

Previous TechConnect communications can be found here

Hello Engineering Community, please take a moment to review the following alerts pertaining to technology and HSVPN access.

•  Adobe Licensing - The following departments' Adobe licensing needs are managed by Engineering IT: APMA, CEE, CHE, ECE, ENS, MAE, SDO, SIE. Requesting Adobe licenses or changes is a simple email to [email protected] – Annual cost of Acrobat Pro - $122.28, Creative Cloud $251.88.  For current pricing on available Adobe applications please see Software Licensing
• Windows 10 Support – End of Life - Beginning October 14, 2025, systems running Windows 10 will be non-compliant and considered as a risk to security.  Engineering IT techs are available to assist with mitigation – Reach out and begin the assessment of your older devices.
• HSVPN Cisco Client – The latest version of Cisco Secure Client, 5.1.11.388, is now available on the Software Gateway. Users will be offered the update when connecting to the VPN on Tuesday, October 21, 2025. The update will be required as of Tuesday October 28, 2025.
• Annual High Security Awareness Training (HSAT) Campaign -The Annual High Security Awareness Training (HSAT) campaign began on September 16, 2025, and continues through October 28, 2025. To maintain uninterrupted access to the HSVPN, you must complete the HSAT course by October 28, 2025. Faculty and Staff who access the High Security VPN (HSVPN) are required to complete High Security Awareness Training (HSAT) annually per UVA Policy IRM-002. Users can begin taking the course at any time and do not have wait until the campaign launches to complete the course. The course can be accessed through the HSAT Training Link, takes approximately 20 mins, and does not need to be completed all at once.
• macOS 13 Ventura Will be blocked from connecting to the HSVPN beginning October 22, 2025 -See the Security of Connected Devices Standard page for more information about security requirements for devices connecting to the UVA network and/or accessing University data.
• macOS Tahoe: Status and Availability of Software & Support The new macOS, Tahoe, has been released by Apple. ITS is currently testing Tahoe and does not recommend upgrading until all of the services you need are listed as supported on the Status & Availability of Software & Support for macOSes at UVA page.
• Google Cloud Platform: New Service Available October 1, 2025 - ITS has added Google Cloud Platform, a supplement to Microsoft Azure and Amazon Web Services (AWS), in its suite of enterprise cloud computing services.
  • Enables developers to build, deploy, and manage apps, websites and create software solutions for Google-specific use cases
  • Accommodates Google Cloud project credits
  • Researchers across Grounds can now apply for Google Cloud Project Credits using the new Google Cloud Platform service. Please note that the credits applied for through the ITS service must be for UVA-affiliated research and not personal Google grant submissions. Learn more on the Applying for Google Cloud Project Credits page (NetBadge login required).

Google Cloud Platform: 

• UVA Collab Retires December 31, 2025 – UVACollab will be retired on December 31, 2025, at which time all course and collaboration sites will be deleted. No UVACollab content will be recoverable after December 31, 2025

 If you have questions or need assistance please contact Engineering IT at [email protected] – you can also take a look at our FAQ page: Information and FAQs – Other points of interest may include Engineering Purchases Guidelines or to determine if you are slated for equipment upgrade: HRP-Hardware Refresh Program

Engineering Information Technology

Service Operations Team – Led by Lisa Stanton

IT’s Worth the Read 

Information Technology | University of Virginia School of Engineering and Applied Science

Hello Engineering Community, 

Back in March we implemented enhanced support and it's still going strong. As we kick off the new semester, we’d like to share these time-saving tips to help you with your technology needs. *

If you need technical help fast, here are your quickest options: 

• Call 434-924-4357 (HELP) Speak directly with someone—most issues are resolved in under 90 seconds.
• Prefer not to talk? Try Chat! Visit visit the Help Desk to start a chat session—average response time is also under 90 seconds.

If your issue is more complex or time-sensitive response isn’t critical, email [email protected]. This option is ideal for:

• Procurement – hardware or software needs
• Personnel changes – onboarding/offboarding
• Workflow improvements – exploring available resources
• Data analytics needs

Also consider checking out the FAQ page for Engineering IT Information and FAQs

Or IT’s Worth the Read – our Engineering IT Blog

We're here to help you with all things tech-related!

Sincerely – The Engineering IT Team

Engineering IT Team | University of Virginia School of Engineering and Applied Science

*as a reminder, BME, CS, and MSE departments will maintain their separate workflow processes outside of SmartView

Engineering IT is here to provide value added services for you and your department, allowing you to remain operational and effective.