Archive for July 2023

ITS Tech Tips - July 2023 – ITS Service Portal

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When members of the CSU Channel Islands community need support with technology, they can rely on the Information Technology Services (ITS) Department to get the help that they need. We strongly encourage communication from end users so that we may best fulfil their needs.

Requesting Help from ITS

There are multiple ways to get ITS assistance. Firstly, users may visit the Solution Center Service Desk in Broome Library 1350 during business hours Monday through Friday for in-person assistance. The Solution Center may also be reached by phone at 805-437-8552 during business hours. Finally, tickets may be submitted using the ITS Service Portal to request assistance with technological needs.

Accessing the ITS Service Portal

The ITS Client Portal can be accessed by students, staff, and faculty by clicking the ITS Solution Center tile in myCI. The ITS Service Portal may also be accessed by guests or CSUCI users using the direct short link at If users do not have access to a laptop or desktop computer, the ITS Client Portal may also be accessed using mobile browsers on tablets or smartphones.

ITS Solution Center tile in myCI

Once the Service Portal has been accessed, users may browse the Knowledge Base by clicking the “Find Answers” button, access the Service Catalog by clicking the “Request Service” button, or view tickets that they have already submitted by clicking the “View Your Tickets” button. Let us briefly explore each of these links and the functions thereof that can be used to request IT assistance that you need.

Browsing the Knowledge Base

Browsing to ITS Knowledge Base

The Knowledge Base is where users can learn more about the services ITS offers and find solutions for commonly occurring technical issues. The Knowledge Base contains a library of articles that are categorized to assist with navigation. For instance, information regarding Webmail can be found under the Email, Calendars, and File Sharing category. Information about using VoIP phones and voicemail on campus phones can be found under the Telephone & Voicemail category. We encourage you to browse the Knowledge Base for general information about the services that you may need to help you carry out your daily operations.

Submitting ITS Requests

When further help is needed, you may submit ITS tickets using the ITS Service Catalog. Like the Knowledge Base, services and service offerings are categorized. For example, a user requesting assistance with connecting their devices to campus Wi-Fi would find the service that they are looking for under the Network and Connectivity category. For assistance with installing software, a ticket would be submitted under the Hardware, Software, Printing and Digital Signage Category, specifically under the Software subcategory.

Requestors may also use the search bar at the top of any page in the ITS Service Portal to easily search for articles or services related to their query. To narrow your search by category, use the “Search” link to run an advanced search.

Searching the ITS Service Portal

Finding Your Tickets

If you have already submitted an ITS ticket and want to obtain or provide an update, select “View Your Tickets” to access the Ticket Requests page. On this page, you will find a list of tickets that you have submitted (or those created on your behalf by the Solution Center). Using the Status filter, you may focus your search on tickets that are actively being worked on by ITS or refer back to closed tickets.

Guidelines for the Usage of AI-Powered Systems in a Professional Environment


AI-powered systems such as ChatGPT offer tremendous possibilities in a professional or academic environment. Such tools can reduce time spent completing repetitive tasks, assist with organization, and even streamline communication. Though usage of these tools may be convenient, end users must still ensure that sensitive data remains protected and secure. This article will provide an overview of guidelines to keep in mind when using AI-powered tools in a professional setting. 

Data Protection 

When using AI-powered tools, it is still important to ensure that any sensitive or confidential information remains safeguarded. Refrain from sharing personally identifiable information (PII) or any delicate university-related data with AI systems. 
For further information about data protection, please refer to Sensitive Data Storage Best Practices. 

Video Conference Sessions 

Artificial Intelligence (AI) bots such as Otter.AI and Read.AI are increasingly prevalent in virtual meetings conducted via Teams, Zoom, and other conferencing applications. While these tools may enhance convenience, they can also pose considerable privacy and security challenges. Much like recorded meetings, data is sent to the cloud where sensitive information could potentially be accessed. If you are in a meeting where a bot is present, do not hesitate to express your privacy concerns and request that recording be stopped. The host possesses the ability to disable these AI bots. 

Ethical Risks 

While Artificial Intelligence (AI) undoubtedly brings tremendous capabilities, it also introduces significant ethical risks that warrant careful consideration. Here are some key areas of concern: 

  • Bias: AI systems learn from data available on the Internet, which may inadvertently reflect discriminatory or biased viewpoints. 

  • Misinformation: Lacking inherent knowledge or the ability to fact-check, AI systems may propagate misinformation. 

  • Threat Actors: The powerful capabilities of AI can be exploited by malicious actors to disseminate false information, orchestrate social engineering attacks, or create convincingly deceptive content. 

  • Privacy Concerns: Interactions with AI often involve the exchange of personal or sensitive information. It is crucial to weigh the privacy and security implications of providing such information to an AI system, as unauthorized access or data breaches could result in the exposure of sensitive data. 

  • Accountability Challenges: AI systems function as tools, and the onus for their output ultimately falls on the users. This creates complexities in ascertaining responsibility if the system generates harmful or unethical content. As a safety measure, always scrutinize any content produced by AI. 

Vendor Due Diligence 

When engaging a third-party provider for AI services, it's important to understand the license agreement. IT Services should review the vendor's security policies, data safeguarding measures, and adherence to pertinent regulations. This ensures that their security practices are in harmony with CSUCI's established best practices. 

Training and Awareness 

Employees and students should be aware of the best practices for interacting with AI systems like ChatGPT and upholding the University's information security standards. Any inquiries or concerns should be promptly directed to the Information Security Team at