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EDUCAUSE IT Communicators:

The University of Georgia is now piloting two-factor authentication with a token to ensure that faculty and staff with access to sensitive information have an additional layer of security to protect that data. Two-factor authentication requires "something you know" (your password) and "something you have" (a token that will generate a random, one-time code for users when they press a button) in order to access secure systems.

We're now piloting it among our central IT department employees (EITS), but we're working on plans to require it for specified staff and faculty throughout campus in the coming months. We still haven't determined exactly who will be required to use two-factor authentication (which departments, which employees, which systems, etc.). 

I'm reaching out to fellow IT communicators that have been involved in the deployment in two-factor authentication with a token. Do you mind sharing your communications effort in that process? Unlike other initiatives, this process requires that we PHYSICALLY get the technology in the hands of lots of individuals. 

Our plan is to have two communications plans for this effort — a general awareness campaign about two-factor authentication and the device that UGA will use, and a second campaign that targets those departments/employees that will be required to use two-factor authentication.

How did your university address these challenges (which we need to address in our communications efforts):
*Reaching employees with non-traditional schedules, such as night shift
*Reaching employees at satellite locations (secure method for deploying tokens)
*Earmarking staff resources for the initial deployment (did you have a specified "deployment team" to physically deliver tokens?)
*Earmarking staff resources AFTER deployment (a specified person/s? Help Desk?)
*Developing a mechanism on getting tokens to new employees (do you use a form-based website to submit requests for tokens? Do you require them to contact the Help Desk? Other methods?)
*Developing a mechanism for lost or missing tokens
*Developing a mechanism for employees who leave the university OR change departments (do they turn in the token if they change departments within the university?)

We have ideas for deployment, but I want to hear how other universities communicated this workflow change to their end users and any suggestions. In retrospect, are there things you would have done differently? How?

Just trying to tap into this great resource among fellow IT communicators!

Thanks,
Kerri

Kerri Testement

Public Relations Coordinator

EITS (Enterprise Information Technology Services)

University of Georgia

176 Boyd Graduate Studies Research Center

Office: 706-542-8831

Fax: 706-542-6105

Email: kerriuga@uga.edu



********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

Comments

UW-Milwaukee will be encountering this same challenge during summer 2013 as we roll out USB keys for about 260 HR professionals on campus. The other UW System institutions will be doing the same at the same time. This will be our first venture into multi-factor authentication. We have begun looking at the issues Kerri outlines below, but have not made any progress yet. 

A system-wide group has just been formed to look into what the support issues might be.

- David

Deputy CIO David Stack, Ph.D.
University of Wisconsin-Milwaukee
david@uwm.edu



By the end of this summer, the University of Wisconsin System will be using two-factor authentication for certain aspects of the Human Resources System that is shared by over a dozen campuses. At the Milwaukee campus, we have 200+ HR professionals in both a central office and embedded in the various departments. Like you, we will be trying to determine the appropriate deployment and support model over the coming months.

- David

Deputy CIO David Stack, Ph.D.
University of Wisconsin-Milwaukee
david@uwm.edu



Hi Lynn,
    You may want to dual post this to the IDM list as well.  Rice has a 2 factor authentication service for higher LOA access such as admin access to systems.  Happy to discuss it with you if you like.  We implemented this about 4 years ago and have been pleased with the results.  UVA, MIT, UT Health Science Houston, UT System and UT Austin have done some similar things as well.



Barry

On 1/2/2013 3:40 PM, Lynn Latimer Wilson wrote:

Dear CIO Listserv,

 

The University of Georgia is now piloting two-factor authentication with a token to ensure that faculty and staff with access to sensitive information have an additional layer of security to protect that data.

 

We're now piloting it among our central IT department employees (EITS), but we're working on plans to require it for specified staff and faculty throughout campus in the coming months. We still haven't determined exactly who will be required to use two-factor authentication (which departments, which employees, which systems, etc.). 

 

I'm reaching out to the listserv to hear from other institutions that have been involved in deploying two-factor authentication with a token.

 

Do you mind sharing your efforts with two-factor authentication?

 

We have ideas for deployment, but I want to hear how other institutions have deployed this technology.  In retrospect, are there things you would have done differently? How?

 

Thank you,

Lynn

 

 

Lynn Latimer Wilson, PMP, SSBB

Enterprise Information Technology Services

University of Georgia

178 Boyd Graduate Research Center

Athens, GA 30602

Phone:  706-542-0723

Email:  llatimer@uga.edu

 

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.


********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

Lynn,

UMBC is starting on this as well. I'd be glad to talk about our plans directly. For my colleagues on the list thinking about how they should be positioning themselves. 

InCommon, as part of its work on supporting trust has two related activities -- one is the assurance program that allows services to require higher levels of assurance and the second is a second factor program. 

The general idea here is that services specify the security level they need (the assurance level) based upon agreed upon standards that InCommon develops based upon approval by the federal government and our community. The campus identity provider is audited to operate at different assurance levels and handles the authentication on its end and verifies the user's security meets the assurance level requested by the service. 

The idea here is you don't want to have to integrate second factor into every different application service because then you are tied to a particular vendor and can't easily change things out. 

The goal is to make it such that whether you are working on campus or connecting to services off-campus you can use the same mechanism.  Our goal is make second factor be able to be inter-operable across a variety of use cases and not require users to have to use multiple second factor devices -- one for each different service. This will remove the barrier to using and deploying second factor.

InCommon has just signed contracts with two second factor providers (SAFENET (for token-based) and Duo for a phone-based second factor). We also have a 3rd party VASCO that provides second factor solutions and consulting through InCommon. As part of a grant we have with NIST for the National Strategy for Trusted Identity in Cyberspace (NSTIC) we are doing a 2nd factor pilot in a few large scale environments later this year and expect to document effective practices for deployment.

More information at


jack


Hi Lynn,

 

We have information on this in CDS.  Since UGA completed CDS in 2011 you can find a list of institutions who use two-factor authentication by downloading Module 7 of the 2011 dataset at http://www.educause.edu/research-and-publications/research/core-data-service/download-data

 

The variable you’re looking for is q233_07_status.  Here’s a link to our visual data dictionary for more information about this and other CDS questions.  http://net.educause.edu/ir/library/pdf/CDS11-VDD.pdf

 

Let me know if you need any help.

 

Thanks!

Leah

 

Leah Lang
Senior IT Metrics and Benchmarking Analyst

EDUCAUSE
Uncommon Thinking for the Common Good
direct: 303.939.0339 | main: 202.872.4200 | fax: 202.872.4318 | educause.edu

 

Dear CIO Listserv,

 

The University of Georgia is now piloting two-factor authentication with a token to ensure that faculty and staff with access to sensitive information have an additional layer of security to protect that data.

 

We're now piloting it among our central IT department employees (EITS), but we're working on plans to require it for specified staff and faculty throughout campus in the coming months. We still haven't determined exactly who will be required to use two-factor authentication (which departments, which employees, which systems, etc.). 

 

I'm reaching out to the listserv to hear from other institutions that have been involved in deploying two-factor authentication with a token.

 

Do you mind sharing your efforts with two-factor authentication?

 

We have ideas for deployment, but I want to hear how other institutions have deployed this technology.  In retrospect, are there things you would have done differently? How?

 

Thank you,

Lynn

 

 

Lynn Latimer Wilson, PMP, SSBB

Enterprise Information Technology Services

University of Georgia

178 Boyd Graduate Research Center

Athens, GA 30602

Phone:  706-542-0723

Email:  llatimer@uga.edu

 

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

By the end of this summer, the University of Wisconsin System will be using two-factor authentication for certain aspects of the Human Resources System that is shared by over a dozen campuses. At the Milwaukee campus, we have 200+ HR professionals in both a central office and embedded in the various departments. Like you, we will be trying to determine the appropriate deployment and support model over the coming months.

- David

Deputy CIO David Stack, Ph.D.
University of Wisconsin-Milwaukee
david@uwm.edu



Hi Lynn,
    You may want to dual post this to the IDM list as well.  Rice has a 2 factor authentication service for higher LOA access such as admin access to systems.  Happy to discuss it with you if you like.  We implemented this about 4 years ago and have been pleased with the results.  UVA, MIT, UT Health Science Houston, UT System and UT Austin have done some similar things as well.



Barry

On 1/2/2013 3:40 PM, Lynn Latimer Wilson wrote:

Dear CIO Listserv,

 

The University of Georgia is now piloting two-factor authentication with a token to ensure that faculty and staff with access to sensitive information have an additional layer of security to protect that data.

 

We're now piloting it among our central IT department employees (EITS), but we're working on plans to require it for specified staff and faculty throughout campus in the coming months. We still haven't determined exactly who will be required to use two-factor authentication (which departments, which employees, which systems, etc.). 

 

I'm reaching out to the listserv to hear from other institutions that have been involved in deploying two-factor authentication with a token.

 

Do you mind sharing your efforts with two-factor authentication?

 

We have ideas for deployment, but I want to hear how other institutions have deployed this technology.  In retrospect, are there things you would have done differently? How?

 

Thank you,

Lynn

 

 

Lynn Latimer Wilson, PMP, SSBB

Enterprise Information Technology Services

University of Georgia

178 Boyd Graduate Research Center

Athens, GA 30602

Phone:  706-542-0723

Email:  llatimer@uga.edu

 

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.


********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

Dear CIO Listserv,

 

The University of Georgia is now piloting two-factor authentication with a token to ensure that faculty and staff with access to sensitive information have an additional layer of security to protect that data.

 

We're now piloting it among our central IT department employees (EITS), but we're working on plans to require it for specified staff and faculty throughout campus in the coming months. We still haven't determined exactly who will be required to use two-factor authentication (which departments, which employees, which systems, etc.). 

 

I'm reaching out to the listserv to hear from other institutions that have been involved in deploying two-factor authentication with a token.

 

Do you mind sharing your efforts with two-factor authentication?

 

We have ideas for deployment, but I want to hear how other institutions have deployed this technology.  In retrospect, are there things you would have done differently? How?

 

Thank you,

Lynn

 

 

Lynn Latimer Wilson, PMP, SSBB

Enterprise Information Technology Services

University of Georgia

178 Boyd Graduate Research Center

Athens, GA 30602

Phone:  706-542-0723

Email:  llatimer@uga.edu

 

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

By the end of this summer, the University of Wisconsin System will be using two-factor authentication for certain aspects of the Human Resources System that is shared by over a dozen campuses. At the Milwaukee campus, we have 200+ HR professionals in both a central office and embedded in the various departments. Like you, we will be trying to determine the appropriate deployment and support model over the coming months.

- David

Deputy CIO David Stack, Ph.D.
University of Wisconsin-Milwaukee
david@uwm.edu



Hi Lynn,
    You may want to dual post this to the IDM list as well.  Rice has a 2 factor authentication service for higher LOA access such as admin access to systems.  Happy to discuss it with you if you like.  We implemented this about 4 years ago and have been pleased with the results.  UVA, MIT, UT Health Science Houston, UT System and UT Austin have done some similar things as well.



Barry

On 1/2/2013 3:40 PM, Lynn Latimer Wilson wrote:

Dear CIO Listserv,

 

The University of Georgia is now piloting two-factor authentication with a token to ensure that faculty and staff with access to sensitive information have an additional layer of security to protect that data.

 

We're now piloting it among our central IT department employees (EITS), but we're working on plans to require it for specified staff and faculty throughout campus in the coming months. We still haven't determined exactly who will be required to use two-factor authentication (which departments, which employees, which systems, etc.). 

 

I'm reaching out to the listserv to hear from other institutions that have been involved in deploying two-factor authentication with a token.

 

Do you mind sharing your efforts with two-factor authentication?

 

We have ideas for deployment, but I want to hear how other institutions have deployed this technology.  In retrospect, are there things you would have done differently? How?

 

Thank you,

Lynn

 

 

Lynn Latimer Wilson, PMP, SSBB

Enterprise Information Technology Services

University of Georgia

178 Boyd Graduate Research Center

Athens, GA 30602

Phone:  706-542-0723

Email:  llatimer@uga.edu

 

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.


********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

Lynn,

UMBC is starting on this as well. I'd be glad to talk about our plans directly. For my colleagues on the list thinking about how they should be positioning themselves. 

InCommon, as part of its work on supporting trust has two related activities -- one is the assurance program that allows services to require higher levels of assurance and the second is a second factor program. 

The general idea here is that services specify the security level they need (the assurance level) based upon agreed upon standards that InCommon develops based upon approval by the federal government and our community. The campus identity provider is audited to operate at different assurance levels and handles the authentication on its end and verifies the user's security meets the assurance level requested by the service. 

The idea here is you don't want to have to integrate second factor into every different application service because then you are tied to a particular vendor and can't easily change things out. 

The goal is to make it such that whether you are working on campus or connecting to services off-campus you can use the same mechanism.  Our goal is make second factor be able to be inter-operable across a variety of use cases and not require users to have to use multiple second factor devices -- one for each different service. This will remove the barrier to using and deploying second factor.

InCommon has just signed contracts with two second factor providers (SAFENET (for token-based) and Duo for a phone-based second factor). We also have a 3rd party VASCO that provides second factor solutions and consulting through InCommon. As part of a grant we have with NIST for the National Strategy for Trusted Identity in Cyberspace (NSTIC) we are doing a 2nd factor pilot in a few large scale environments later this year and expect to document effective practices for deployment.

More information at


jack


Dear CIO Listserv,

 

The University of Georgia is now piloting two-factor authentication with a token to ensure that faculty and staff with access to sensitive information have an additional layer of security to protect that data.

 

We're now piloting it among our central IT department employees (EITS), but we're working on plans to require it for specified staff and faculty throughout campus in the coming months. We still haven't determined exactly who will be required to use two-factor authentication (which departments, which employees, which systems, etc.). 

 

I'm reaching out to the listserv to hear from other institutions that have been involved in deploying two-factor authentication with a token.

 

Do you mind sharing your efforts with two-factor authentication?

 

We have ideas for deployment, but I want to hear how other institutions have deployed this technology.  In retrospect, are there things you would have done differently? How?

 

Thank you,

Lynn

 

 

Lynn Latimer Wilson, PMP, SSBB

Enterprise Information Technology Services

University of Georgia

178 Boyd Graduate Research Center

Athens, GA 30602

Phone:  706-542-0723

Email:  llatimer@uga.edu

 

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

By the end of this summer, the University of Wisconsin System will be using two-factor authentication for certain aspects of the Human Resources System that is shared by over a dozen campuses. At the Milwaukee campus, we have 200+ HR professionals in both a central office and embedded in the various departments. Like you, we will be trying to determine the appropriate deployment and support model over the coming months.

- David

Deputy CIO David Stack, Ph.D.
University of Wisconsin-Milwaukee
david@uwm.edu



Hi Lynn,
    You may want to dual post this to the IDM list as well.  Rice has a 2 factor authentication service for higher LOA access such as admin access to systems.  Happy to discuss it with you if you like.  We implemented this about 4 years ago and have been pleased with the results.  UVA, MIT, UT Health Science Houston, UT System and UT Austin have done some similar things as well.



Barry

On 1/2/2013 3:40 PM, Lynn Latimer Wilson wrote:

Dear CIO Listserv,

 

The University of Georgia is now piloting two-factor authentication with a token to ensure that faculty and staff with access to sensitive information have an additional layer of security to protect that data.

 

We're now piloting it among our central IT department employees (EITS), but we're working on plans to require it for specified staff and faculty throughout campus in the coming months. We still haven't determined exactly who will be required to use two-factor authentication (which departments, which employees, which systems, etc.). 

 

I'm reaching out to the listserv to hear from other institutions that have been involved in deploying two-factor authentication with a token.

 

Do you mind sharing your efforts with two-factor authentication?

 

We have ideas for deployment, but I want to hear how other institutions have deployed this technology.  In retrospect, are there things you would have done differently? How?

 

Thank you,

Lynn

 

 

Lynn Latimer Wilson, PMP, SSBB

Enterprise Information Technology Services

University of Georgia

178 Boyd Graduate Research Center

Athens, GA 30602

Phone:  706-542-0723

Email:  llatimer@uga.edu

 

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.


********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

Dear CIO Listserv,

 

The University of Georgia is now piloting two-factor authentication with a token to ensure that faculty and staff with access to sensitive information have an additional layer of security to protect that data.

 

We're now piloting it among our central IT department employees (EITS), but we're working on plans to require it for specified staff and faculty throughout campus in the coming months. We still haven't determined exactly who will be required to use two-factor authentication (which departments, which employees, which systems, etc.). 

 

I'm reaching out to the listserv to hear from other institutions that have been involved in deploying two-factor authentication with a token.

 

Do you mind sharing your efforts with two-factor authentication?

 

We have ideas for deployment, but I want to hear how other institutions have deployed this technology.  In retrospect, are there things you would have done differently? How?

 

Thank you,

Lynn

 

 

Lynn Latimer Wilson, PMP, SSBB

Enterprise Information Technology Services

University of Georgia

178 Boyd Graduate Research Center

Athens, GA 30602

Phone:  706-542-0723

Email:  llatimer@uga.edu

 

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

By the end of this summer, the University of Wisconsin System will be using two-factor authentication for certain aspects of the Human Resources System that is shared by over a dozen campuses. At the Milwaukee campus, we have 200+ HR professionals in both a central office and embedded in the various departments. Like you, we will be trying to determine the appropriate deployment and support model over the coming months.

- David

Deputy CIO David Stack, Ph.D.
University of Wisconsin-Milwaukee
david@uwm.edu



Hi Lynn,
    You may want to dual post this to the IDM list as well.  Rice has a 2 factor authentication service for higher LOA access such as admin access to systems.  Happy to discuss it with you if you like.  We implemented this about 4 years ago and have been pleased with the results.  UVA, MIT, UT Health Science Houston, UT System and UT Austin have done some similar things as well.



Barry

On 1/2/2013 3:40 PM, Lynn Latimer Wilson wrote:

Dear CIO Listserv,

 

The University of Georgia is now piloting two-factor authentication with a token to ensure that faculty and staff with access to sensitive information have an additional layer of security to protect that data.

 

We're now piloting it among our central IT department employees (EITS), but we're working on plans to require it for specified staff and faculty throughout campus in the coming months. We still haven't determined exactly who will be required to use two-factor authentication (which departments, which employees, which systems, etc.). 

 

I'm reaching out to the listserv to hear from other institutions that have been involved in deploying two-factor authentication with a token.

 

Do you mind sharing your efforts with two-factor authentication?

 

We have ideas for deployment, but I want to hear how other institutions have deployed this technology.  In retrospect, are there things you would have done differently? How?

 

Thank you,

Lynn

 

 

Lynn Latimer Wilson, PMP, SSBB

Enterprise Information Technology Services

University of Georgia

178 Boyd Graduate Research Center

Athens, GA 30602

Phone:  706-542-0723

Email:  llatimer@uga.edu

 

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.


********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

Lynn,

UMBC is starting on this as well. I'd be glad to talk about our plans directly. For my colleagues on the list thinking about how they should be positioning themselves. 

InCommon, as part of its work on supporting trust has two related activities -- one is the assurance program that allows services to require higher levels of assurance and the second is a second factor program. 

The general idea here is that services specify the security level they need (the assurance level) based upon agreed upon standards that InCommon develops based upon approval by the federal government and our community. The campus identity provider is audited to operate at different assurance levels and handles the authentication on its end and verifies the user's security meets the assurance level requested by the service. 

The idea here is you don't want to have to integrate second factor into every different application service because then you are tied to a particular vendor and can't easily change things out. 

The goal is to make it such that whether you are working on campus or connecting to services off-campus you can use the same mechanism.  Our goal is make second factor be able to be inter-operable across a variety of use cases and not require users to have to use multiple second factor devices -- one for each different service. This will remove the barrier to using and deploying second factor.

InCommon has just signed contracts with two second factor providers (SAFENET (for token-based) and Duo for a phone-based second factor). We also have a 3rd party VASCO that provides second factor solutions and consulting through InCommon. As part of a grant we have with NIST for the National Strategy for Trusted Identity in Cyberspace (NSTIC) we are doing a 2nd factor pilot in a few large scale environments later this year and expect to document effective practices for deployment.

More information at


jack


Dear CIO Listserv,

 

The University of Georgia is now piloting two-factor authentication with a token to ensure that faculty and staff with access to sensitive information have an additional layer of security to protect that data.

 

We're now piloting it among our central IT department employees (EITS), but we're working on plans to require it for specified staff and faculty throughout campus in the coming months. We still haven't determined exactly who will be required to use two-factor authentication (which departments, which employees, which systems, etc.). 

 

I'm reaching out to the listserv to hear from other institutions that have been involved in deploying two-factor authentication with a token.

 

Do you mind sharing your efforts with two-factor authentication?

 

We have ideas for deployment, but I want to hear how other institutions have deployed this technology.  In retrospect, are there things you would have done differently? How?

 

Thank you,

Lynn

 

 

Lynn Latimer Wilson, PMP, SSBB

Enterprise Information Technology Services

University of Georgia

178 Boyd Graduate Research Center

Athens, GA 30602

Phone:  706-542-0723

Email:  llatimer@uga.edu

 

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

By the end of this summer, the University of Wisconsin System will be using two-factor authentication for certain aspects of the Human Resources System that is shared by over a dozen campuses. At the Milwaukee campus, we have 200+ HR professionals in both a central office and embedded in the various departments. Like you, we will be trying to determine the appropriate deployment and support model over the coming months.

- David

Deputy CIO David Stack, Ph.D.
University of Wisconsin-Milwaukee
david@uwm.edu



Hi Lynn,
    You may want to dual post this to the IDM list as well.  Rice has a 2 factor authentication service for higher LOA access such as admin access to systems.  Happy to discuss it with you if you like.  We implemented this about 4 years ago and have been pleased with the results.  UVA, MIT, UT Health Science Houston, UT System and UT Austin have done some similar things as well.



Barry

On 1/2/2013 3:40 PM, Lynn Latimer Wilson wrote:

Dear CIO Listserv,

 

The University of Georgia is now piloting two-factor authentication with a token to ensure that faculty and staff with access to sensitive information have an additional layer of security to protect that data.

 

We're now piloting it among our central IT department employees (EITS), but we're working on plans to require it for specified staff and faculty throughout campus in the coming months. We still haven't determined exactly who will be required to use two-factor authentication (which departments, which employees, which systems, etc.). 

 

I'm reaching out to the listserv to hear from other institutions that have been involved in deploying two-factor authentication with a token.

 

Do you mind sharing your efforts with two-factor authentication?

 

We have ideas for deployment, but I want to hear how other institutions have deployed this technology.  In retrospect, are there things you would have done differently? How?

 

Thank you,

Lynn

 

 

Lynn Latimer Wilson, PMP, SSBB

Enterprise Information Technology Services

University of Georgia

178 Boyd Graduate Research Center

Athens, GA 30602

Phone:  706-542-0723

Email:  llatimer@uga.edu

 

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.


********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

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