Exeter On-Line

Spring 2000 Issue                      A Publication of Information Technology  

Click Here for ArticleHow the AUP Applies to Adult Community
by Susan Keeble and Shelley Nason

The Academy's Network Acceptable Use Policy applies to the Employee Community as well as the Students.

Many of the adults in our community are not aware of the Academy's Acceptable Use Policy, which is referred to as our Data, Voice, and Video Communications Policy, or they are not aware that it applies to everyone on campus who uses the voice and data network. Following are the 10 points of the policy and examples of how they apply to everyone with a phone, voice mail account and/or data network account.

1. Academy faculty, staff and students are responsible for material posted from their accounts or sent from their telephone. We are seeing an increase of users who are not logging out when leaving their computer. This creates an open invitation for another user to access your account. We strongly encourage users to log out when not using the network resources and to make sure their voicemail password is private.

2. Accessing accounts and files of others is prohibited. Network voice and data passwords should not be shared.

3. Attempting to subvert network security, to impair functionality of the network, or to bypass a restriction set by the system administrator is prohibited. Users are restricted from installing software for both technical and copyright reasons. This includes opening and distributing executables (small programs that may be distributed via email, web sites, etc.).

4. Improper use or distribution of information is prohibited. This item pertains to copyright issues such as software piracy and unauthorized downloading of MP3files.

5. Using the network for commercial purposes (outside of approved Academy business) or in support of illegal activities is prohibited. As it currently stands, our network resources have not been created to support users' business(es) outside of Academy work. Our community should obtain an outside ISP and email account for such purposes, if necessary.

6. The supervisor can take disciplinary action if an employee uses the network in ways that are against Academy policy. Examples where disciplinary action may be enacted include violating copyright laws, using resources to harass others, or using the phone for personal use (including providing friends and family with the Academy's 1-800 number).

7. Use of the network is a privilege and not a right. The voice and data network has been designed for work related purposes and is a finite resource. Staff should not be using these resources for personal reasons and faculty need to be sensitive that administrative and academic use of the network takes priority over personal use. As an example, we ask that users do not use network resources for personal radio listening while classes may use/need this functionality. Other examples that impact resources include chain email, forwarding jokes, sending and receiving electronic greeting cards.

8. Users of the network are representatives of the Academy and are expected to behave accordingly. Each user needs to be sensitive to how their actions will reflect on the Academy. For example, you may have an opportunity to respond to a political view but, in doing so, others outside the Academy may think your statement reflects the views of the Academy. Any email that is sent can be forwarded to others beyond your originally intended audience.

9. The Academy does not filter sites and users need to be aware that some of the material on the Internet may be objectionable.

10. Academy voice and data network resources are the property of the Academy and the Academy reserves the right to access any information stored or transmitted over the network. The IT / Telecommunications department does not monitor how the network is used and to the extent possible, respects the privacy of users on the network. However, the department is responsible for investigating possible violations or rules governing network use when it comes to our attention. Potential problems come to the departments while doing routine maintenance, upon the request of Human Resources, Principal's Office, Dean of Faculty's Office, or Security, and from communications from system administrators outside the Academy.

Click Here for ArticleFile Management Considerations

Space is finite on Academy servers. Here are some steps that we can take to address the storage limitations now:

  • Limit the saving of personal files to the network.
  • Remove personal electronic files by deleting them, emailing them to your home's personal computer, or bringing a diskette on which to save them and transfer them to your home computer.
  • Once you have determined that you have all the files you need, remove duplicate files that may have been created when your computer was replaced or rebuilt.
  • Move any work files to the departmental shared directory (F drive), rather than maintaining them in your home directory (H drive).
  • Identify one individual to maintain copies of files that are shared by multiple people to prevent more than one person from saving copies of the same file.
  • Define which previous editions of an annual or monthly recurring publication you need to maintain electronically.
  • Take advantage of merge functions rather than creating and saving the same document over and over (for instance, use Merge to produce a letter where only several pieces of information change).
  • Organize your files in a manner that indicates "actively used" versus "historically saved" (archived) files. Doing so will make duplicates more evident and will allow backup processes to only backup changed files.
  • Clear Netscape cache files, by going into Edit, Preferences, Advanced, Cache and push both the Clear Memory Cache and Clear Disk Cache buttons.
  • Do not save files for long term use to the desktop. If you have a file on the desktop and intend to keep it, move it to an appropriate place within the departmental shared directory.
  • Do not save executable files that were not installed on your machine during its build process.
  • Plan routinely scheduled time for file cleanup and organization. Checking files and file structure regularly will make the task much easier.

Click Here for ArticleMS Word Workgroup Templates
by Donna Archambault

Workgroup Templates are a great solution for departments that use the same departmental templates. Storing them in a central and commonly accessible location allows members of your department to have access to them, without having to place a copy in everyone's C:\Program Files\Microsoft\Template directory. Note that changes to these templates will affect all users sharing the templates.

To establish a central template file location, you will need to:

  • Create a Template folder within your shared folder (F drive) in a location accessible to all those to whom you wish to give access to the templates.
  • Change all users' Microsoft Word file location settings for Workgroups Templates to look in the central location, i.e., F:\\chorus\wp$\templates.

Steps to make the change (please reference the screen images below):
In Microsoft Word, click on the Tools menu

  • Click on Options
  • Click on the File Locations tab
  • Click to highlight Workgroup Templates and click on the Modify button.
  • Click on Browse and locate the new folder you created for Templates in the shared directory.
  • Click on OK.

To use a workgroup template:

  • From the File menu, click on New
  • A list of templates will appear. Select template you wish to use.
  • Click on OK.

To create a new workgroup template:

  • Create the document you wish to save as a template.
  • From the File menu, click on SaveAs.
  • Under SaveIn move to the Templates folder in your shared directory.
  • Under FileType, click on Word Template.
  • The next time you enter the File…New command, the templates you have created will appear under the General Tab of the New window.

If you have any questions concerning Workgroup Templates, please contact the Support Desk at extension 3693.

Click Here for ArticleInformation Technology Support Services
by Donna Archambault, ITSS Administrator

As mentioned in a previous edition of the Exeter On Line, the Word Processing department merged with Telecommunications Support over the fall term. At this point, the support areas of the department have gone through a couple of changes. First, we have changed our name to Information Technology Support Services (ITSS). ITSS consists of the Support Desk and Document Support Services (Word Processing). Secondly, when visiting the Data Center, you will notice changes to our space while we prepare for the move of the Support Desk to the Data Center. During the transition, members of the Support Desk will continue to answer your support calls from the Library. While working on follow up to their logs, as well as working on other projects as a part of their day-to-day routines, they will work from the Data Center. We anticipate the Support Desk personnel will have moved all of their services to the Data Center at the end of spring term. In the fall, we will have an open house for the community to view our offices and services. In the meantime, please stop by to see our new space. Our names may have changed; however, we will continue to strive to provide quality service to the Academy community. You may reach the Support Desk at extension 3693 and Document Support Services by calling extension 3430.

Click Here for ArticleSupport Desk Phone Configuration
and Caller Expectations

The support desk phone is staffed Monday through Friday, 8am-6pm and Saturday, 8am-12pm when regular session classes are held. Extension 3693 is the main extension to the support desk. During open hours, extension 3693 is always active and not forwarded to voice mail (with the exception of staff meetings). When extension 3693 is busy, it hunts (rings) to a second extension on the second support staff person's desk. If busy, this second extension hunts to yet a third extension on a spare desk. If the third extension is not answered or is busy, it is because the two support desk staff are addressing calls on the other lines. In this case, the call will be answered by voice mail and the caller will be asked to press 1 to leave a message. As soon as the support staff are free from their previous call(s), they will check voice mail and return the call, if necessary, as well as log a trouble ticket for the appropriate IT staff to investigate.

During closed hours, there is a menu set up in voice mail when calling extension 3693. If the call is not an emergency, you are asked to press 1 to leave a message and the support desk staff will retrieve your message on the following business day. If it is a system emergency, such as, an entire building without network connectivity or dial tone, then you are asked to press 2. You will then need to leave a detailed message explaining the problem with a phone number where you can be reached for the next 30 minutes. A member of IT will then be paged by the Academy voice mail system and that person will try to call you back at the number you left to respond to the problem. During off hours, you can anticipate someone returning your call within about a half hour and a problem response time of two to four hours, depending upon the nature of the problem, while a technician conducts a preliminary problem analysis.

Click Here for ArticleVirus Protection

Remember to maintain current virus protection on any machine that connects to the Academy network, whether connecting directly or remotely. Most virus protection software definitions can be updated via the web. After updating definitions, remember to scan diskettes periodically to remove resident viruses.

Click Here for ArticleSpring Training
by Vi Richter

Spring training need not only turn one's thoughts to baseball camp. Instead, since we're not all baseball aficionados, you might be interested in acquiring new skills and tools that you can use in your job. If so, why not consider attending a computer skills class offered right here on campus this spring? During Winter term, more than 60 employees registered for a space in a class offered by ITSS Training. Classes planned for this term include:

  • MS Word97
  • MS Excel97
  • File Management and Network Overview
  • Netscape Email (Messenger or Campus Email)
  • Word to Web--Creating a Basic Web Page in MS Word97 (new)

Also, new to administrative departments this spring, ITSS will be offering a four-session web design course. Because of the interest expressed, space limitations, complexity of the course, and to be equitable, departments have designated one individual to attend the course.

A similar web design program will be offered early this summer to academic departments, as was presented last summer, along with a refresher for those faculty who attended last summer but have not yet had the opportunity to practice their newly acquired web skills.

For more information, or to suggest or locate a training class, contact your department's Technology Liaison or Vi Richter, ITSS Training Specialist, at extension 3693. We will attempt to place you in a class that fits your needs and timeframe or may be able to assist you in locating other training providers.

Upcoming Training Events

  • 3/22 File Management
  • 4/4 Word Intro
  • 4/5 Word to Web
  • 4/6 Word Intermediate
  • 4/11 Excel Intro
  • 4/13 Word Advanced
  • 4/19 Email Intro
  • 4/20 Excel Intermediate
  • 4/26 Email Intermediate

Administrative Web Design
Four consecutive Tuesday mornings or afternoons, beginning 4/18; further information will be emailed soon to department designees.

Academic Web Design
Tentatively set for morning or afternoon sessions, following graduation, 6/15, 6/16, 6/19, 6/20. More information will be forthcoming.

Dreamweaver Refresher
For those faculty who attended last summer, please call Vi Richter, ext. 3693, with suggestions of date/time.

To register for any class, or to request an additional topic, see your Technology Liaison or call Vi Richter, ext. 3693.