Policies Forms and Guides

• OIT Support and Device Security Policies

• Laptop Loan Policy

• Purchase Request Policy

University of Maryland School of Dentistry Social Media Policy

POLICY STATEMENT

It shall be the policy of University of Maryland School of Dentistry that all information regarding individually identifiable health information is maintained as confidential information. Patient care information is the property of the patient; University of Maryland School of Dentistry is the steward or caretaker of that information and owner of the medium of storage. It shall be the policy of University of Maryland School of Dentistry to support and adhere to the rights and responsibilities of patients as specified in the Health Insurance Portability and Accountability Act of 1996 (HIPAA), Public Law 104-191.

POLICY PURPOSE

The purpose of this policy is to protect University of Maryland School of Dentistry patient privacy from inappropriate disclosure of protected health information regarding care of individual and collective patients. The University of Maryland School of Dentistry defines social media as online communication channels allowing and encouraging collaboration, interaction, and content sharing. These guidelines describe how University of Maryland School of Dentistry makes use of social media. This policy covers all existing and future social networking platforms. Because of the evolving nature of social media platforms, these guidelines do not attempt to name every current and emerging platform. This policy applies to all University of Maryland School of Dentistry personnel.

POLICY STANDARDS

• Every University of Maryland School of Dentistry member shall be responsible for respecting the privacy rights of our patients.
• It shall be the policy to prohibit posting of any content regarding individually identifiable health information, including patient images, on any social platform.
• It shall be the policy to ensure patient privacy is of utmost As a guest posting content to University of Maryland School of Dentistry online sites E.g. Facebook, you agree that you will not:
  • Violate any local, state, or federal laws and regulations regarding any content that you send or receive E.g. Patient photos
  • Transmit any patient data by uploading, posting, or emailing that is unlawful, threatening, abusive, profane, defamatory, harassing, or is an invasion of another’s privacy
  • Store patient confidential information
• University of Maryland School of Dentistry reserves the right to monitor, prohibit, delete, block or restrict access to any University of Maryland online platform.
• It shall be identified on the platform that you are speaking for yourself and not on behalf of University of Maryland School of Dentistry.
• It shall be the responsibility of all faculty, staff, and students to report any violations of this policy to Kent Buckingham, HIPAA Officer, at kbuckingham@umaryland.edu

and/or Christine Livesay, Compliance Manager, clivesay@umaryland.edu

DEFINITIONS

HIPAA Privacy Rule: The rule establishes national standards to protect personal health information. This rule applies to health care providers, health plans, and health care clearinghouses that conduct certain health care transactions electronically. The rule requires appropriate safeguards to protect the privacy of personal health information and sets limits and conditions on the uses and disclosure that may be made of such information without patient authorization. This also gives patients’ rights over their health information, including rights to examine and obtain a copy of their health records, and to request corrections.

Inappropriate Dissemination: Seeking access to and/or disclosing confidential information, regardless of intent, in verbal, written or electronic form:

• To individuals not involved in the care, treatment or clinical operations of the patient; or
• To individuals who have not been authorized by the patient to access the

Patient Information: All information, data and/or or knowledge relating to the care of the University of Maryland School of Dentistry sites and Health Centers’ patients, including but not limited to:

• The medical record, including data recorded on paper, on microfilm, or in a computer data base; or
• Pictorial, graphic, or multimedia representations (e.g. photographs, x-ray films ECG tracings, videotape); or
• Tissue specimens obtained for histological examination; or
• Administrative data, such as the data included in the University of Maryland School of Dentistry clinic management system; or
• Business or Financial Records

• SOD Faculty/Staff Purchase Requests (Log in with your Dental Network username and password)

• SOD Faculty/Staff Poster Printing Requests (Log in with your Dental Network username and password)

• Purchase Software from UMB for Personal or Departmental Use 

• SOD Printer Service Requests (Log in with your Dental Network username and password)

• Student Gmail Setup Information
• Find Your Questionmark Username

Laptop Information

 The School of Dentistry requires all incoming Doctor of Dental Surgery (DDS) students to have a laptop and high-speed internet to access educational materials. Some examples of the software you will be required to use your personal device for are: Blackboard, Mediasite, QuestionMark, Proctorio, WebEx, Zoom, Axium and MiPacs. You are responsible for ensuring your computer is kept up to date with current software updates and ensuring that all functionality is working properly. Use of your laptop or any computing device using the campus network is governed by the University of Maryland, Baltimore (UMB) Information Technology Acceptable Use Policy. As a UMB student, it is your responsibility to read, understand and comply with this policy.

Contact the School of Dentistry Help Desk at 410-706-2084 or sodhelp@umaryland.edu for additional questions.

YOUR LAPTOP MUST MEET THE FOLLOWING SYSTEM MINIMUM SPECIFICATIONS:

REQUIRED SOFTWARE:

• Microsoft Office 2016 or higher (Students are licensed for O365)
• Google Chrome Browser
• Antivirus software
• Both available at the HS/HSL Library at a discount tostudents
• Keep your system up-to-date (Service packs, patches, updates, )
• Mac users may need Boot Camp or Parallels and a copy of Microsoft Windows

The HS/HSL Library offers software discounts to students for Microsoft Windows, Microsoft Office.

Warranty: It is highly recommended that you also have a next-day, onsite repair warranty coverage for the duration of your studies. Standard warranties generally cover mail-to depot repairs, which may take some time before the unit is returned to the user. If accidental damage warranty is available, it is also very highly recommended.

Maintenance of your laptop: You are responsible for your laptop. The Office of Information Technology will work to assist you although we may not be able to fix any issues you may have. Technical support only covers applications that are required as part of your dental educational program such as:

• Configuration and connection to the campus Eduroam wireless
• Installation of the VPN for remote
• Consultation (advice on best practices, discuss computer problems, and possible remedies)

Setting up your Campus Office 365 Exchange Online Account on your Apple Device

These instructions apply to faculty and staff in the following schools/ departments who use the campus Office 365 Exchange Online email system:

Emails on the Microsoft Office 365 Exchange Online server can be read on mobile Apple devices such as an iPhone, iPad and iPod. 

Configuring your Exchange Online Account

 Note: Your device must have iOS4 or later.

• Tap the Settings icon on the device
• Next, tap Mail, Contacts, Calendars.
• Tap Add Account then Microsoft Exchange.
• The Exchange setup screen will open; you'll then enter the following information:

• Email - Enter your entire email address (e.g., user@umaryland.edu), using all lowercase
• Username - Enter your username (e.g., user), using all lowercase
• Password - Enter in the password for your email
• Description - Enter a descriptive name for your account (e.g., My Work Account). This description will only be visible to you.

• Tap the Next The device will attempt to verify the account. If you receive an "Unable to Verify Certificate message," tap the Accept button.
• The device will continue verifying the Once complete, tap the Server field, and enter in

outlook.office365.com

• Tap the Next The device will try to create a secure (SSL) connection to your Exchange server. When connected, you'll see check marks along your settings to confirm that your account has been verified.
• Tap the ON/OFF buttons to select which information to synchronize with the Exchange Tap the Save button when finished.

Note: Your Apple device may take a moment to sync all your information depending on how much you have on the Exchange server. To learn more about the mail settings on your device tap Settings from the home screen, then Mail, Contacts, & Calendars and then select your account. You'll be able to customize how much data you would like to sync from the server.

QUESTIONS?

If you require further assistance Setting up your Campus Office 365 Exchange Online Account on you Apple Device, please contact the IT Help Desk at 410-706-HELP (8:00 a.m. - 5:00 p.m.) or send e-mail to help@umaryland.edu.

• Overview
• OneDrive
• Sharepoint
• Teams

• Overview

• CITS Zoom Guide

Zoom: Quick Start Guide to Meetings

What is Zoom?                                                                                                                                                                          

Zoom is a cloud-based collaboration tool that allows for video/audio conferencing from anywhere using any device.

How do I access Zoom?

You can access Zoom via the web or using the Zoom Workplace app (if installed on your computer).

Access Zoom Online:

Navigate to the UMB web portal at https://umaryland.zoom.us/

Click Sign in and use your UMID and password (you may be required to authenticate with DUO) to log into Zoom.

Access Zoom via the Zoom Workplace App:

Open the Zoom Workplace app on your computer.

Sign in with your UMID and password (you may be required to authenticate with DUO monthly).

How do I set Zoom as my default meeting app in Outlook?

• In Outlook, go to the File menu at the top, then click Info.
• Click on Options towards the bottom of the left blue
• Click on Calendar then click on Meeting Providers.
• Click on Zoom, then click OK to save

How do I schedule a Zoom meeting from Outlook?

Go to your Outlook calendar and click on New Meeting.

The first time you use this feature, you will be prompted to sign into Zoom using your email address and password. You will then be redirected to log in with your UMID and password, then authenticate via DUO.

You will then see the appointment automatically populated with a Zoom link, ID and passcode. You can edit the date and times of the meeting as desired.

Click on the Invite Attendees button to add attendees to the meeting (you can choose to make them either required or optional).

When you have finished adding attendees, click on Send and your attendees will receive the Zoom meeting invitation via email.

How do I schedule a Zoom meeting from the online portal?

• Sign into Zoom and click on Schedule in the upper right
• Configure the settings for your meeting, including date, time, duration,
• When you're done adding the details, click Save.
• Once your meeting is saved, you will see the details of your meeting and be able to invite attendees
• Click on the Outlook Calendar (.ics) link to download the calendar
• Access the .ics file from your downloads via your Recent download history in the browser (or in your Downloads folder).
• Double click the A security notice will pop up in Outlook; click on Yes to proceed to open the calendar event.
• The meeting will open in Click on Invite Attendees and enter their email addresses in the B section, then click Send. Outlook will then automatically send them an email invite to the Zoom meeting.

How do I schedule a meeting using the Zoom Workplace app?                 

• Open the Zoom Workplace app and click Sign
• Click on the SSO icon and you will be redirected to sign in with your UMID and Log in as usual.
• Click on the Home tab at the top.
• First time users will have to connect their Outlook calendar to Click on Add a Calendar.
• A browser window will pop Click on Office 365, then Next. In the next window, click on Authorize.
• A permissions window will pop up; click on Accept.
• You will be directed back to the web portal version of Go back to the Zoom Workplace app on your computer and you can see any upcoming meetings on the home page.

Where can I find more information or request further assistance?                                

CITS has information and videos that you can access here: https://www.umaryland.edu/cits/services/zoom/

If you need further assistance, please contact the SOD Help Desk: dshelp@umaryland.edu

Microsoft Teams: Quick Start Guide to Meetings

What is Microsoft Teams?                                                                                                                                   

Microsoft Teams is a chat-based collaboration tool that provides global, remote, and dispersed teams with the ability to work together and share information via a common space. You can utilize exciting features like document collaboration, one-on-one chat, team chat, and more. It is naturally integrated with other Office applications and uses the Microsoft Office 365 global, secure cloud platform.

How do I access Teams?                                                                                                                                   

Teams can be accessed via the Teams app installed on your computer, via the mobile app installed on your phone, or through the Office 365 Portal at https://portal.office.com.

How do I schedule a meeting from the Teams app?                                                                                                                                   

Meetings can be easily scheduled from Teams or through Outlook. To schedule a meeting from Teams:

• Open Teams and click on the Calendar icon (left side navigation).
• Select New meeting.
• Fill in the details for your meeting

Add attendees, including your external clients Set a date and time

Add location if needed, or choose Online meeting Add any otherdetails you would like to include

When you're done, select Save.

• Your attendee(s) will receive an email invite that they will use to join the meeting. They must click on “Join the meeting now” to join the Attendees do not have to have an Office 365 account to join a meeting. If they are not signed into Office 365, they will be prompted to enter their name, and will then appear in the lobby for you to approve.
• When an attendee outside of UMB joins the meeting, they will be in a lobby, and must be approved before they can In your Teams meeting, click the green checkmark to admit them to your meeting.

How do I schedule a Teams meeting from Outlook?

Using Outlook, there are several ways to schedule a meeting. To schedule from your email tab:

• Click on New Items
• Click on Teams Meeting (Create a new Teams Meeting)
• Fill in the details for your meeting, including: Title

Add attendees, including your external clients Set a date and time

Add location if needed

Add any other details you would like to include

• When you're done, click Send and your attendee(s) will be sent an invite they can use to access the

How do I schedule a Teams meeting from the Outlook Calendar?

To schedule a meeting from your Outlook calendar:

• Click on Teams Meeting, then click Schedule Meeting
• Fill in the details for your meeting, including: Title

Add attendees, including your external clients Set a date and time

Add location if needed

Add any other details you would like to include

• When you're done, click Send and your attendee(s) will be sent an invite they can use to access the

Where can I find more information or request further assistance?

CITS has information and videos that you can access here: https://www.umaryland.edu/office365/teams/

If you need further assistance, please contact the SOD Help Desk: dshelp@umaryland.edu

• How to find your computer name

• Reset your Internet Explorer settings

• Update, manage, and change your UMID/Password

• UMB Campus IT Help Desk (Help with Google Apps, SURFS, SIMS, UMID, Eduroam)

• IT Forms on www.dental.umaryland.edu

• Cisco VoIP Desk Telephones - Quick Reference Guide

• Requesting administrative rights to PC

• Requesting access to currently blocked countries (Currently China and Russia)