Dear York College Community,
We would like to take this opportunity to update the campus on IT activities over the past month. As we begin the year, Information Technology has continued to build on its productive momentum, delivering improvements across multiple operational areas while advancing several major technology initiatives that support the campus community. Our efforts remain focused on operational excellence, service reliability, and the continuous improvement of the user experience.
New Computer Distribution Plans
We are pleased to report that, to date, the IT PC Support technical team has successfully deployed over 233 new computers across campus. As part of the current refresh wave, 390 additional units remain scheduled for installation. We are also beginning to receive newly scheduled deliveries associated with the Central Capital Project procurement, which will allow us to complete the replacement of all remaining computers that are out of warranty or no longer meeting acceptable service standards.
Deployment priority has been given to systems that fall below established standards and to departments that have recently relocated or are in the process of relocating. As a result, several areas across campus have already experienced measurable improvements in performance and reliability, including:
Department Deployments:
Department Labs:
Departments Relocations:
Admissions relocation to 2C01
Sponsored Research to 4DA1
Enrollment & Retention to 2H04
Compliance & Legal to 2H05
CLS to CL107
Departments Retrofits:
3D03 smart room install (86inch InFocus touch screen)
2C07 Math Department install (75 inch screen with Pi)
2C01 Admissions install ( 65 inch screen with Pi, 55 inch screen)
Please be aware that IT installs computers only in active-use locations, meaning areas where there is an identified user assigned to the equipment. Replacement or installation occurs only when a computer is actively being used to support operations.
Computers located in spaces without an active user are removed in accordance with security protocols, which require that equipment not in use is not left deployed on campus. This policy applies to all IT equipment and is especially important during periods of large-scale deployments, such as the current computer refresh initiative.
Student Laptop Loaner Pilot Program
The Student Loaner Laptop Pilot Program is now underway, and many students are already taking advantage of this technology to support their academic work. Additional announcements were recently distributed to encourage greater participation during the spring semester. These laptops are well suited for essential academic activities, including completing assignments, participating in online classes, and taking exams. Students are encouraged to visit Media Equipment Services and select the “Students” tab for program details and to reserve available units. Laptops are available for loan on a daily, weekly, or monthly basis. Wireless Network Feedback Update
As part of our ongoing efforts to follow up on feedback provided by students, we would like to share several important updates regarding campus Wi-Fi.
First, we have begun distributing a framed Wi-Fi support poster to each student support office. The poster provides clear, step-by-step instructions for resolving common Wi-Fi connectivity issues on the spot. This approach helps reduce unnecessary referrals to IT when issues can be resolved immediately and equips each office with practical, in-the-moment guidance for addressing the most common connectivity challenges. Each poster also includes a QR code that links to additional support information and allows students to report issues in real time. We expect placement of all framed posters to be completed by the first week of February, and we are working with each office to ensure optimal visibility and access.
In addition, a key theme in student feedback focused on improving Wi-Fi signal strength in specific areas of campus. In response, IT worked directly with students to identify and prioritize locations for targeted upgrades. The following areas have been completed to date:
Deployment of New AP’S (Access Points, Wi-Fi Antennas)
Locations
1. AC-1BO8
2. AC-1BO7
3. AC-1BO7A
4. AC-1E05
5. AC-1E02-HALLWAY
6. AC-CAFETERIA
7. SC-112
8. SC-113
9. AC-1M06
10. AC-1M07
11. AC-1B06
12. AC-2C01
13. AC-3H14
14. AC-3H15
15. AC-3H16
16. AC-2B03
17. AC-2E03B
18. AC-2E03A
Xerox Copier Replacement Project
We are pleased to report that all 42 Xerox copiers included in the first replacement wave have been successfully installed and are now fully operational across campus departments. We are currently coordinating the removal of the legacy units, which have been relocated to a staging area for processing prior to pick up. The Technical Output team is actively preparing the next deployment wave, which will complete the full replacement of aging Xerox machines campus wide. As with any large-scale hardware refresh, there have been some expected challenges during the rollout. Departments that have received new units are encouraged to contact IT with any questions or concerns related to installation or setup.
For operational issues covered under standard support, departments should contact Xerox Support directly using the support phone number displayed on the new units. If a copier does not display the Xerox support number, please notify IT so it can be promptly addressed.
QLess Virtual Queuing Upgrade
Staff training sessions for the upgraded QLess virtual queuing system are ongoing throughout the month of February. We are targeting a March 2 go-live date for student support offices and IT. Once fully implemented, the upgraded system will significantly enhance communication between students, departments, and IT support, resulting in a more efficient, connected, and responsive service experience. Initial feedback from staff who have previewed the new platform has been very positive, and we anticipate a successful deployment. For additional information or to request training options, please contact Miguel Bernard at mbernard@PROTECTED AI Update
Since the CUNY Technology Conference in December, there has been significant AI-related activity across campus, including workshops, meetings, presentations, and Q&A sessions led by multiple departments. We encourage faculty and staff to take advantage of these opportunities to learn more about AI initiatives underway at York and across other CUNY campuses. While several sessions have focused on practical use cases—such as leveraging tools like Microsoft Copilot for day-to-day tasks—there continues to be important discussion around responsible use, guidelines, safeguards, and security. These considerations remain central to the more critical and ongoing conversations surrounding AI adoption in higher education.
In parallel, YorkGPT has entered a new phase focused on ensuring the platform is fully production ready. With much of the initial learning curve now addressed, we are better positioned to advance planned projects and expand use cases. Our experiences and lessons learned were shared at the CUNY IT Conference, and we are actively recruiting students to engage with YorkGPT to explore new applications that directly enhance the student experience. Look out for AI workshops this month from IT. For more York AI information visit: https://www.york.cuny.edu/it/ai Other Activities and Reminders
Student Email Transition to the CUNY907 Tenant - is scheduled to take place during the spring break period. As part of this transition, students will be provisioning a new email account under the “one mailbox, one login” initiative, consolidating all college and CUNY email addresses into a single mailbox. The Student Central leadership has already been informed of this upcoming change. This transition will ensure that students reliably receive all official college and university communications in one location, regardless of their home campus. Email aliases will preserve each student’s school identity while simplifying access.
In addition, this change enables full integration with Microsoft 365 applications, improving collaboration, access to shared resources, and overall communication across the CUNY system. A steady stream of student-focused communications will begin this month, along with a series of planned workshops and Q&A sessions to explain the transition, address questions, and support students throughout the process.
LinkedIn Learning & Adobe Express
These amazing applications are being distributed university wide for all CUNY students, faculty and staff. You may have already received some announcements on this, but there is more information to come this month. Stay tuned...
Zoom Meetings Security
A communication was distributed last week reminding the campus community of Zoom meeting best practices, with a strong emphasis on meeting security. Specifically, meeting organizers were encouraged to ensure that all Zoom links are either protected by a password or restricted to authenticated users only. Detailed instructions for both options were included in the communication. When these preventive security measures are not implemented, Zoom automatically generates alerts to IT Zoom administrators, who will follow up with departments to address potential security risks.
If you have any questions or need assistance configuring secure Zoom meetings, please contact IT at helpdesk@PROTECTED Cloud Base Software Procurement
York IT works closely with CIS and the Governance, Risk, and Compliance (GRC) Office on the review of all new cloud-based software purchases. Any cloud-based procurement must first undergo a security review process, which includes a vendor-completed security questionnaire followed by a web-based assessment to ensure the vendor and software meet University security standards across multiple criteria.
IT strongly encourages anyone considering the purchase of cloud-based software to contact IT as early as possible in the evaluation process. IT will coordinate directly with the vendor, provide the required security questionnaire, and work with Central Office to address any security-related concerns. Completing this review prior to procurement is critical. There have been instances where vendors were unable to meet required security standards, resulting in the product being deemed ineligible for use by the University. When this occurs after a requisition has already been submitted, the request may be delayed at the category review stage or rejected entirely.
In addition, CUNYBuy will soon introduce a new workflow step specifically designed to automatically alert Central Office when a requisition involving cloud services is submitted. They have this partially in the existing system, but no alerting is active. To save time and effort, we strongly recommend completing the security review in advance so that the new security workflow can proceed smoothly once implemented.
We thank the campus community for its continued partnership and look forward to building on this momentum as we advance technology initiatives that support teaching, learning, and student success at York College.
Interim AVP/CIO
York College Information Technology
718-262-5231