Category: Employee News

Microsoft is moving to passkeys as the preferred way to verify your identity when signing in a stronger, more phishing resistant method than text messages or phone calls. As part of this change, Microsoft will be retiring text message and phone call verification codes over the next several months. IT Services is preparing for this transition to help ensure uninterrupted access to Microsoft 365 and other University resources.  They are giving everyone plenty of time to get set up, so there’s no need to worry, but everyone should start preparing now.

What Will Change?

If you currently verify your sign-ins using a text message or phone call code, you’ll need to switch to the Microsoft Authenticator app on your mobile device. Authenticator lets you approve sign-ins with a simple tap, and depending on your device, you may also be able to use your PIN, fingerprint, or face recognition to verify it’s you. Setting it up takes about 2 minutes, and Microsoft walks you through the process step by step right on your phone.

This transition happens in two steps:

1. Install and set up Microsoft Authenticator (replaces text message/phone call codes for everyday sign-in verification)

2. Register a passkey inside Microsoft Authenticator, a follow up step you’ll be prompted to complete once Authenticator is set up, providing an even stronger, password free way to sign in

No Action Is Required Today

However, IT strongly encourages you to install and set up Microsoft Authenticator now, before you’re prompted to do so. Getting ahead of this will help you avoid any interruption to your access.

In the coming weeks, you’ll receive step-by-step instructions on how to:

• Install Microsoft Authenticator on your mobile device

• Connect Microsoft Authenticator to your OLLU account

• Complete the registration process

• Use Microsoft Authenticator when signing in

What Should I Expect?

    Beginning September 1, 2026, if you’re still using text message or phone call codes to sign in, you may start seeing prompts to set up a passkey. To complete this step, you’ll need Microsoft Authenticator installed first, which is exactly why they are asking you to set it up now, ahead of time.

    After February 1, 2027, text message and phone call verification will be fully retired. If Authenticator is not yet set up by that date, you will be unable to sign in until you register a passkey. There is no opt-out for this transition.

What if I Already Use Microsoft Authenticator?

    If you’re already using Microsoft Authenticator with your OLLU account, you’re ahead of the curve. You’ll simply be prompted to complete the additional passkey registration step when it becomes available to you, no need to do anything before then.

A Note on Security

     Please do not approve an authentication request you did not initiate. If you receive an unexpected Microsoft Authenticator sign-in prompt, deny it immediately and contact Information Security Officer Greg Garza: gjgarza@ollusa.edu.   IT Services is here to help every step of the way. If you have questions or need assistance getting set up, please reach out.

This fall, the following Walter Center offices will be closed for staff training on the third Tuesday of each month from 12 noon to 5 p.m.

Offices affected:

• Financial Aid Office
• Registrar’s Office
• Student Business Office

Staff Training Dates:

• Tuesday, September 15
• Tuesday, October 20
• Tuesday, November 17
• Tuesday, December 15

Spirit Day Office Closures

Additionally, in celebration of Spirit Day on Thursday, September 10, 2026, the Financial Aid Office, Registrar’s Office and Student Business Office will be closed from 10:45 a.m. to 1:45 p.m. to allow staff to participate in Spirit Day festivities.

We appreciate your understanding as our staff take time for professional development and campus engagement.

All OLLU employees are required to complete the Annual Mandatory Employee Compliance Training. The training began on August 22 and is available to all OLLU employees through September 4, 2026.

Access Your Training

Log in to Vector LMS, Higher Education Edition using your OLLU email address and follow the prompts to confirm your identity. Once logged in, you will see your assigned learning plan.

Your required training includes:

• Title IX & Clery – Building Supportive Communities (60 minutes): Recognizes concerns, explains reporting responsibilities and provides guidance for supporting members of the OLLU community. All OLLU employees are mandated reporters and must report incidents of sexual harassment, including sexual assault, dating violence, domestic violence and stalking, regardless of where or when the incident occurred. Under OLLU’s Title IX Sexual Harassment Policy, reports must be made within 72 hours of learning of an incident.
• Protecting Youth: Abuse & Neglect Prevention (90 minutes): Helps employees recognize and respond to potential abuse or neglect involving minors.
• FERPA (20 minutes): Reinforces responsibilities for protecting student education records and confidential information.
• Accommodating People with Disabilities (45 minutes): Provides guidance for supporting equal access and responding to disability-related needs.

Training Deadline: September 4

All four trainings must be completed by September 4, 2026. Employees may complete the training at their own pace during the training period.

Each course includes individual modules, a pre-assessment and a final assessment. An 80% score is required to pass. Once a module is completed, your progress will be saved.

Compliance is a shared responsibility, and prevention begins with awareness. Thank you for doing your part.

For questions or assistance, contact compliance@ollusa.edu.

This document outlines the differences between Microsoft Teams and Dialpad Meetings and provides clear guidance on when to use each platform.

Dear OLLU Community,

The Office of Institutional Compliance (OIC) would like to remind all employees of the SharePoint OLLU Policies Site, our centralized resource for accessing University policies.
OLLU policies are organized by topic to make it easier to locate the guidance you need, including:

• Academic
• Compliance
• Culture
• Employment
• Financial
• Health & Safety
• IT
• Students
• University Operations
  
  We encourage employees to become familiar with the site and refer to it whenever questions arise regarding University requirements, responsibilities, or procedures.
  Questions About a Policy?
  For questions regarding University policies or assistance identifying the appropriate policy or department, please contact the Office of Institutional Compliance at compliance@ollusa.edu. OIC will assist with your question or direct you to the appropriate University department.
  For questions specifically regarding Academic Policies, Procedures, Guidelines & Statements, please contact Academic Affairs at AcademicAffairs@ollusa.edu.

Access the OLLU Policies Site:
OLLUPolicies – Home

Welcome Back! UPDD Week Kicks Off August 10–14

The start of a new academic year is almost here, and we can’t wait to welcome everyone back for University Professional Development Days (UPDD), August 10–14! Join us for a week of learning, collaboration, connection, and plenty of fun as we prepare for an exciting 2026–2027 academic year. Throughout the week, you’ll find engaging sessions, opportunities to connect with colleagues, games, prizes, and a few surprises along the way.

Don’t Miss Convocation – State of the University (Mandatory)

The University Professional Development Days keynote speaker, Norman Wirzba, will deliver an inspiring and thought-provoking address. Faculty and staff are invited to attend the session from 9:00 a.m. to 10:00 a.m. Please remember that while most UPDD activities are encouraged but not mandatory, Convocation – State of the University on Tuesday, August 11, from 10:30 a.m. to 1:30 p.m. is a mandatory gathering for all faculty and staff. This important annual event will provide updates on the university’s direction, priorities, and vision for the year ahead and marks the official start of the new academic year together as one OLLU community.

Whether you’re attending one session or many, we hope you’ll take advantage of this opportunity to reconnect with colleagues, celebrate our shared mission, and build momentum for the semester ahead.

Celebrating Community

In addition to administrative updates, each quarterly gathering will recognize university accomplishments and milestones. This year’s Convocation will also mark the debut of the Customer Service Excellence Award, a new recognition honoring staff members that create a welcoming, respectful, and caring environment for students, colleagues, visitors, and the university community.

REMINDER: Submit a nomination by August 4th by 5pm below.
(If your nominee was not selected, please know that their contributions are valued and they may be considered during a future nomination period.)

We look forward to seeing you August 10–14—and kicking off an incredible 2026–2027 academic year together!

Cybercriminals are getting more sophisticated, and phishing emails can look surprisingly convincing. If you receive a suspicious email, don’t forward it—especially not as an “FYI” to Paul Patillo or the IT team.

Instead, help keep our campus secure by reporting it directly:

1. Open the suspicious email.
2. Click the three dots button on the right-hand side of your email.
3. Select PhishNotify.

Reporting suspicious messages through the Phish button allows IT to investigate and protect the OLLU community more quickly and efficiently.

When in doubt, don’t click—report it! Every reported phishing email helps make our inboxes safer.