2006 Faculty Technology Guide

2006 Faculty Technology Guide
Quick Reference
Emergency: VCU Police
On campus: (804) 828-1234
Escorts: (804) 828-WALK (9255)
HelpDesk
www.ts.vcu.edu/helpdesk
Get help for any technology question.
This is also the contact for test scanning.
(804) 828-2227
[email protected]
VCU Alert
www.vcu.edu/alert
Is school closed for snow?
Why are there sirens?
Alternative Web Page
www.vcuopen.org
If there’s a major problem or disaster,
this is the place for more info.
VCUCard
www.vcucard.com
Report lost cards or add funds
to your RamBucks account.
(804) 827-CARD (2273)
[email protected]
myVCU Portal
Technology Services is
responsible for all academic and administrative
computing at Virginia
Commonwealth University. This includes student
applications like e-Services and e-mail, as well as
research computing and
the Help Desk.
Mark Willis,
Chief Information Officer
TechServ[email protected]
www.ts.vcu.edu
This book was designed, laid out
and edited by Kari Scott. Project
managed by Hope Adams.
Contributers include: Dave
Brobst, Sheila Chandler, Rob
Downs, Joanne Einsmann, Carol
Haley, Lucy Halunko, Bill Jones,
Connie Lowery, Patti Murdock,
Vivian Pair, Kay Sommers, and
Jim Yucha. Center for Teaching
Excellence chapter by Jeff
Nugent. Library chapter by Dan
Ream.
my.vcu.edu
Log on once and access all
your online resources,
including Blackboard.
© 2006 VCU Technology
Services. All Rights Reserved.
Table of
Contents
Getting Started
1
On- and Off-Campus Computing
9
Computer Safety and Security
33
Everything Else
45
Technology and the Libraries
57
The Center for Teaching Excellence
65
Policies and Procedures
73
Index
77
Disclaimer
All information provided in this book is provided for information purposes
only.
This book contains many URLs (Uniform Resource Locator, also known as
a Web address). All of these URLs were verified and were correct when this
book was published (July, 2006). As you know, things change. Most of the
time when VCU’s Web team changes URLs, we provide a redirect so that
your browser will find the new page. But, we’re human and mistakes happen
sometimes. If you use a VCU URL and it doesn’t find the page you wanted,
there is a search engine built into the VCU home page. Enter the subject
you’re looking for into the box and chances are you will find it very easily.
There are also some cases when we list URLs that are not owned or operated
by VCU. We don’t control those sites, so they may change as well. We can
not endorse nor guarantee any information on any site that we don’t control.
If you visit a site linked from this book, and you find the link no longer works,
visit the VCU site that corresponds to that info and we will probably have
the most up-to-date off-site links on our Web site.
Getting
Started
How to Use This Guide................................2
VCU Technology Services............................2
Your VCUCard.............................................3
Your eID and Password...............................5
Technology Policies....................................7
Getting Help...............................................7
How to Use This Guide
Welcome to the first annual Technology Services Guide! We’ve
tried to gather as much information we could find to help you access
the technology you need in whatever capacity your serve at VCU.
We hope that you will keep this guide and will refer to it often.
We’ve included Web addresses for many of the resources offered
at VCU. But change is inevitable, and sometimes information
changes or Web sites move. If you can’t find information using
these addresses, the most current information will be available on
the Technology Services Home Page at www.ts.vcu.edu.
This is the first year we’ve published this guide, so we welcome
your comments about information we may not have included that
you would find helpful or suggestions to make it easier to use. If
you have comments, e-mail them to [email protected]
VCU Technology Services
www.ts.vcu.edu
Technology Services is responsible for academic and administrative
computing at VCU. This includes academic applications like
Blackboard, administrative applications like eServices and e-mail, as
well as other technology support services like research computing,
the Help Desk, and myVCU Portal. We know that technology is
integral to your life. It serves as a vital and essential tool to support
the highest caliber of instruction, research, public service, health
care and administrative activities. To best support the mission of the
University, our vision is that:
• Technology resources at VCU will be available anywhere and
anytime.
• Technology solutions at VCU will be creative, innovative and
add value to University activities.
• Technology support at VCU will maximize the use and worth
of technology tools for constituents.
• Technology management at VCU will ensure that resources
are used effectively and efficiently.
We welcome your feedback about our services. If you have a comment or suggestion, please use our online suggestion box at www.
ts.vcu.edu/about/contact.html or send us an e-mail to [email protected]
edu. We read and respond to every comment or suggestion.
Your VCUCard
www.vcucard.com
The VCUCard is the official identification card for Virginia Commonwealth University and the VCU Health Systems. While on
either campus, all students, faculty and staff are required to carry
their VCUCard. New staff may obtain their VCUCard immediately after their department has entered them into the Express
Hire system.
In addition to being your University ID, your VCUCard has a
wide variety of uses. Your VCUCard:
Facilitates 5% employee discount on dining center meals
and allows meal plan participants into the dining services
facilities
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Allows access to campus facilities
Allows staff and faculty to check out books from VCU
libraries
Allows access to VCU parking decks
Allows discounted access to athletic events and
recreational facilities
Allows staff and faculty a 10% discount at the University
(eFollett) bookstores.
Allows cardholders to ride the shuttle bus between the
Monroe Park and MCV campuses
Offers banking services through Wachovia Bank that
allows you to use your VCUCard as your ATM card. Wachovia ATMs are conveniently located around campus
and are programmed to allow cash withdrawals as low
as $10. For more information, contact Wachovia Bank
at (800) WACHOVIA (922-4684) or www.wachovia.
com/campuscard
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RamBucks
www.vcucard.com
RamBucks is a prepaid, stored value account that is part of the
VCUCard. It is the cashless way to pay for those countless items
and services needed in everyday campus life—both on and off
campus. The VCUCard RamBucks account provides these services:
Can be used at all campus food locations
Can be used to pay for a wide variety of goods and services
at over 30 off-campus locations. (See www.vcucard.com/locations_offcampus.jsp for a complete list)
Purchase drinks or snacks at on-campus vending machines
Pay for printing in computer labs and copies in the libraries
Purchase books and supplies at the Follett Bookstores and
[email protected]
Pay for parking in Monroe Park Campus Decks and 8th St.
Deck on the MCV Campus
Make deposits to your RamBucks account online (www.
vcucard.com) or over the phone using a credit card (804-827CARD), or by mailing a check to the VCUCard office. Your
balance never expires.
You can also view your RamBuck balances and make deposits to
your RamBucks account from the Single Sign-on link at myVCU
Portal (my.vcu.edu) or by visiting www.vcucard.com.
Lost cards
If you lose your VCUCard, report it immediately to a VCUCard
office. Although there is no fee for the initial issuance of the card,
there is a charge for a replacement card. Any unused RamBucks
will be automatically transferred to your replacement card.
VCUCard Office Locations
Monroe Park Campus
Technology Administration Bldg
701 W Broad St., Lobby
(804) 827-CARD (2273)
MCV Campus
Tompkins-McCaw Library
509 N 12th St., Rm. 1-025
(804) 628-CARD (2273)
Mailing Address is
VCUCard
P.O. Box 843069
Richmond, VA 23284-3069
E-mail & Web
[email protected] and www.vcucard.com
Your eID and Password
eidmanager.vcu.edu
At VCU, your eID is your electronic user identification for authentication to your e-mail, myVCU Portal, and Blackboard as
well as many VCU electronic services and Web applications.
Currently, your eID also gives you access to the computers in the
open computer labs, the wireless network, the Help Desk system,
administrative systems, VCU Libraries, and some departmental
applications.
Your eID is automatically created as soon as your department enters
you into the Express Hire system. In most cases, your eID consists
of your first and middle initial followed by your last name (which
may be truncated for length). In the case of duplicate eIDs, numeric
characters are added. For instance, John J. Smith would have an
eID of jjsmith. Jane J. Smith might be jjsmith2.
To find your eID visit the eID Manager website at eidmanager.vcu.
edu. This is the one-stop location for all things eID at VCU. In
the left-hand navigation pane you will see links for finding your
eID and eID FAQs. To find your eID, just click on the eID Finder
menu item. You will need to supply two of three possible pieces of
information to locate your eID: birthdate, social security number,
and/or the last ten digits of your VCUCard identification number.
Once you click the “FIND” button your eID will be displayed and
you will be able to set your password. You will also be able to
create password challenge questions and answers that the system
will use to help you in case you forget your password and need the
system to tell you what it is. If you do not remember the answers
to these questions, you will need to contact the Technology Services Help Desk at (804) 828-2227 for eID password assistance.
Once you have set (or reset) your eID, in the upper right corner of
the eID Manager Welcome window you will see the “login” link
for logging into eID Manager. Once you log in, you can reset your
password and password challenge questions at any time.
How Do I Use My E-mail Account
www.vcu.edu/vcu/webmail.html
Once you’ve obtained your eID and set up your password, you can
use your VCU e-mail account. Your e-mail address is (your eID)@
vcu.edu. You can access e-mail via the Web by going to the email page and logging in. More information about using e-mail at
VCU is in the next chapter.
What Else Can I Do With My eID?
my.vcu.edu
Once you’ve established your eID, you can immediately begin using the myVCU Portal and Blackboard systems. Go to my.vcu.edu
and log in with your eID and password and begin exploring. You
can get to your e-mail and Blackboard accounts from the portal, as
well as many other electronic resources. More information about
all of these resources and more is in the next chapter.
How Do I Change My Password?
If you know your eID, you can change your password by going to
eidmanager.vcu.edu and enter your eID, your old password and your
new password twice for confirmation and press the change password button. If you’ve forgotten your old password, you can call
the VCU Technology Services Help Desk at (804) 828-2227.
Technology Policies
www.ts.vcu.edu/policies
Virginia Commonwealth University (VCU) provides and maintains computing resources to support the education, research and
work of its faculty, staff, and students. In order to ensure that these
resources are used ethically, equitably, and legally, VCU has established certain guidelines and policies. Since policies can change,
we have not included the text in this book. You can read the
most up-to-date policies at www.ts.vcu.edu/policies. There’s also a
full list of Technology Policies in Chapter 7 of this book.
Getting Help
www.ts.vcu.edu/helpdesk
The Technology Services Help Desk provides quick, courteous,
and comprehensive computing support on the Monroe Park and
MCV campuses. Online request can be made 24 hours a day. Go
to the Technology Services Help Desk web site to create help
requests; search Technology Services FAQs; find software downloads; and more. Visit us at www.ts.vcu.edu/helpdesk for walk-up
and phone support hours.
If you need help using your computer at home or on campus:
( Call the Help Desk at (804) 828-2227, or
. Send an e-mail to [email protected], or
8 Go to www.ts.vcu.edu/helpdesk, or
N Come in person to these locations:
Monroe Park Campus:
Cabell Library, Room B-9
MCV Campus:
Sanger Hall, Room B1-018
Notes
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______________________________________________________
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On and Off
Campus
Computing
Using the Network................................... 10
Wired Network
Wireless Network
Campus Laptop Ports
Telephones/ePhones
myVCU Portal........................................... 14
Your VCU E-mail Account......................... 14
eServices.................................................. 18
Instructional Support...............................20
Blackboard
Equipment Loans
Classroom Support
Test Scanning
Distance Education
Teleconference Services
Video Conferencing
Technology Training
Podcasting
Webcasting
Research Support.....................................28
Software...................................................30
Computer Labs & Printing Locations.......30
Getting Help.............................................32
Using the Network
Wired Network
www.ucc.vcu.edu
10
All University and departmental servers and networked workstations are linked together by the university network, VCUnet.
VCUnet extends into all major buildings on the Monroe Park
and MCV campuses as well as the University Computing Center
at 900 East Main Street. VCUnet provides access to the Internet
on two separate high speed links via Network Virginia and COVANET services. Access to Internet2 and National Lambda Rail
are also available. In 2006, Technology Services began a redesign
of the VCU network to improve reliability, support Quality of
Service (QoS) for Voice over IP, and enhance security by providing firewall services and network segmentation to the entire
network.
Wireless Network
www.ts.vcu.edu/faq/connect/wireless
As more and more faculty and students are using laptop computers for teaching and learning, VCU is responding by installing
wireless access points on campus. Maps showing the location of
the wireless access points can be found at www.ts.vcu.edu/faq/connect/wireless or the back page of this guide. More access points are
being added each month.
In order to access the wireless network on your laptop, you will
need a wireless card that conforms to standard 802.11b/g. Most
newer laptops come with the cards already installed. On older
laptops, you can buy a wireless card. Cards are available for purchase from the [email protected] store.
To connect to the wireless network, open a browser while in a
wireless hot zone on campus, and you will be directed to a Login
page. Enter your eID and password (just like using Blackboard,
myVCU or your e-mail). Then you can use the wireless network
just like you would if you were connected to a hardwired port.
You should be aware, however, that information sent this way may
not be secure and could be captured by a wireless eavesdropper.
You should never transmit private information using this connection.
If you are unable to connect, make sure your laptop is set up for
DHCP by going to www.ts.vcu.edu/faq/connect/dhcp/dhcp.html.
Campus Laptop Ports
www.ts.vcu.edu/faq/connect/dhcp/dhcp.html
www.ts.vcu.edu/faq/connect/laptops.html
All general-purpose classrooms with built-in audio-visual equipment have laptop ports installed on the podium or at the equipment cabinet for faculty to use in their teaching. Network ports
for laptops are also located in the Student Commons, Cabell
Library, and Tompkins-McCaw Library. A more detailed list is
available at www.ts.vcu.edu/faq/connect/laptops.html.
Many schools have added or plan to add laptop ports to their computer labs. If you don’t have a regular office, please check with
your school’s lab or office for local port locations.
Information about setting up your laptop for use at these public
ports can be found at www.ts.vcu.edu/faq/connect/dhcp/dhcp.html.
If you need assistance, please call the Technology Services Help
Desk at (804) 828-2227.
Telephones/[email protected]
www.ts.vcu.edu/faq/telephone
www.ephones.vcu.edu
VCUnet operates the telecommunications system for VCU. Currently
the University has separate infrastructures for voice, data, and video
services. Our current phone system (Centrex) is an outsourced model
with Verizon providing dialtone for local service.
11
VCU has launched the [email protected] project to upgrade and modernize telecommunications at the University. This project will provide
a new integrated system from AVAYA that uses a new technology
known as Voice over Internet Protocol (VoIP). VoIP is a protocol
that is used to carry voice signals over a data network. The $10.9
million, 18-month project will be funded through reserves and current
operating revenues—in most cases, telephone rates will not increase
and departments will not be charged for the change over. This project
began summer of 2006 with plans for completion by the end of 2007.
12
As a result of the [email protected] project, VCU will have a stateof-the art telecommunications system that allows for integration
with other technologies and applications. For more information
concerning [email protected] go to www.ephones.vcu.edu. For more
information concerning current telephone services see
www.ts.vcu.edu/faq/telephone.
Long Distance Authorization Codes
Access to long distance, extended area, and directory or operator assistance services made from VCU Centrex telephone lines is controlled
through the issuance of user authorization codes. Authorization codes
are issued by Telecommunications Services upon the written request of
a department head. Users issued an authorization code are expected to
maintain the privacy of the six digit code number. If codes are compromised in any manner, the user is required to notify the telecommunications office as soon as practical.
Long distance calling cards are available to qualified faculty. Contact
Telecommunications Services at (804) 828-4331 for information and
to receive the calling card request form.
TDD Phone Services
TDD information is available for assistance and training on telecommunications devices required for the hearing impaired. For more information on this service contact Telecommunications Services at (804)
828-4331 or see www.ts.vcu.edu/faq/telephone.
Audio Teleconferencing
Nothing can replace the exchange of ideas, but factors such as
distance and budget can hamper that exchange. Audio Teleconferencing is a way to overcome these factors so the flow of ideas
and information can take place.
The Virginia Information Technologies Agency (VITA) assists
government agencies in exploring potential applications of audio
teleconferencing. As its name indicates, audio-only teleconferencing is a phone meeting. Unlike conference calls, which can
be limited to three-way conversations on many telephone systems,
audio-only conferences can connect many phone lines together,
and can include many people at each site with the addition of
speaker phones.
Cost: The cost of audio-only teleconferencing is quite low—longdistance charges and a nominal bridge line usage charge. Current
VITA audio teleconferencing charges are an average of 40 percent
less than other commercial audio teleconference services. That
can mean big savings for your agency when you factor in the travel
and personnel costs you avoid. Call the VITA Teleconferencing
Coordinator at (804) 371-5560 for more information on pricing.
When a department uses VITA’s conferencing services, VCUnet
Telecommunications Services is billed with the telephone number
as a reference and the VCU end-user department is charged via
their monthly telephone bill from VCUnet Telecommunications
Services.
Equipment: The only equipment required for occasional audioonly teleconferencing is a telephone. Once a reservation is made
with VITA, an operator can call participating sites and add them
to an operator-assisted conference. Or, for an automatic conference, each participant can be given a confidential conference
number to dial at a pre-determined time. Regular users will want
to purchase a high quality “speaker phone” that allows many
people at one location to participate in a teleconference.
Planning: Call the VITA Teleconferencing Coordinator at (804)
371-5560. VITA is responsible for arranging all teleconferences
for state agencies and institutions. The teleconferencing staff
will provide information, justifications, costs and assistance in all
phases of planning audio teleconferences. A few days’ notice is
usually sufficient to schedule a phone meeting conference.
For more information on other teleconferencing options provided
by VCU Technology Services see page 24.
13
myVCU Portal
my.vcu.edu
14
The myVCU Portal (my.vcu.edu) is your personal, customizable,
Web-based informational portal to Virginia Commonwealth University. Logging into the myVCU Portal with your VCU eID will
help make campus services and information both faster and easier
for you to find and manage. Most of the services described in the
rest of this chapter can easily be found and accessed through the
Portal. The various portlets allow you to view your Blackboard
courses and content, access your e-mail, customize your view of
the University Events Calendar, and look at your library record.
Other available portlets include access to library databases, local
traffic information, RSS feeds (both internal and external), local movie listings, weather, stocks, and many more. The number
of portlets is constantly expanding to enhance the capabilities of
myVCU.
Please feel free to give feedback, share problems, or suggest enhancements to the myVCU portal by clicking on the “Leave
Feedback” button at the top of the myVCU portal page.
Your VCU E-mail Account
beech.vcu.edu/mail
Your faculty/staff e-mail account is created automatically as soon
as your employment information is entered into the HR system
at VCU. Your e-mail address is (your eID)@vcu.edu (see page 6).
Once you have set your eID password, you are ready to log into
your account.
All electronic correspondence from the university will be sent to
your “vcu.edu” e-mail address. VCU policy does not allow mail
to be automatically forwarded or redirected to an outside e-mail
address and all correspondence with students and staff is expected
from your “vcu.edu” address.
Important updates regarding scheduled maintenance and any
changes to the e-mail system are available at beech.vcu.edu/mail.
Accessing Your E-mail
Faculty and staff have three options for accessing e-mail on a
Microsoft Windows or Apple Mac computer: via the Lotus Notes
client software, a web browser, or an IMAP client.
Via the Lotus Notes client software
The Lotus Notes client software is the recommended option for
faculty/staff to access their e-mail. Use of the client software
provides the collaboration tools needed to perform such functions
as calendaring with group calendars, scheduling meetings, reminders, repeating events, and alarms; task scheduling and assignment
to others; Sametime chat/instant messaging with other university
students, faculty, and staff, and easy access to an archive database
on a backup server. Requests for the Lotus Notes client software
installation with training by a member of the E-mail Services team
can be made by contacting the Technology Services Help Desk at
(804) 828-2227 or [email protected]
Classroom training classes are held regularly for those desiring a
hands-on group training option. Review the training calendar
here: www.pubinfo.vcu.edu/training/it/calendarat.asp.
Via a web browser
VCU Mail Anywhere is a web interface for faculty/staff to access
their VCU Lotus Notes e-mail, calendar, and personal address
book from a browser such as Internet Explorer and Mozilla Firefox.
VCU Mail Anywhere requires a Java-enabled browser. You may
be prompted at initial login to accept a Domino Web Access Control or trust content from IBM Corporation. Accept this prompt
to correctly access your mail. You must also set your browser to
allow pop-ups from the vcu.edu domain. Additional tips and steps
for using VCU Mail Anywhere can be reviewed at
beech.vcu.edu/das/vmawebhome.nsf/webcontent/employeeemail.
To log into your e-mail account with a web browser, go to:
webdirect1.vcu.edu
or
webdirect2.vcu.edu
15
Links can be found from the VCU Home Page by clicking on
E-mail at the top of the page.
Additional Help for VCU Mail Anywhere
For additional assistance with mail, click the Help button in the
upper right corner. Information on creating folders, managing
junk mail, creating rules, and many other topics are located there.
Via an IMAP client
16
You may also configure an IMAP connection to the e-mail server
with popular IMAP e-mail clients such as Microsoft Outlook or
Outlook Express, Mozilla Thunderbird, or Eudora. Please visit
beech.vcu.edu/das/vmawebhome.nsf/webcontent/employeeemail and
follow the link to Windows IMAP Information or Mac IMAP
for detailed instructions on configuring your account. VCU Mail
Anywhere runs on multiple servers for redundancy. If the primary
site is unavailable, please use the secondary site.
Lotus Notes Blackberry Service
VCU Technology Services maintains a Lotus Domino Enterprise
Blackberry Server which integrates with Lotus Notes e-mail accounts. Further information on the variety of Blackberries available and the services they provide can be found by visiting the
Blackberry corporate web site at www.blackberry.net.
Blackberry activation on the Blackberry Enterprise Server is
granted free of charge to VCU faculty and staff. E-mail, calendar,
addresses, tasks, and memos will all transfer wirelessly from your
Lotus Notes account to the Blackberry. Additional software at
the desktop is not required. Browsing the internet, opening images and attachments, and a variety of other organizer applications
make the Blackberry your one solution to easily manage all your
information and communications from a single, integrated device.
To purchase a Blackberry through Technology Services or activate
an existing Blackberry on the University server please visit
beech.vcu.edu/das/vmawebhome.nsf/webcontent/Blackberry.
What About Spam?
www.ts.vcu.edu/faq/email/spam
Unsolicited e-mails
The increasing frequency of unsolicited commercial e-mail (commonly known as spam) and viruses that use e-mail as the method
of propagation has caused significant aggravation for many in the
VCU community. In response, VCU has implemented tools to
centrally address this problem.
Viruses
www.ts.vcu.edu/security/av_info.html
Technology Services operates a network level antivirus system.
The system blocks known viruses from arriving in your Inbox.
Because it is possible for some viruses to go undetected by this system, it remains important for you to maintain up-to-date antivirus
software on your computer as well. Download it for free at www.
ts.vcu.edu/security/av_info.html.
VCU also blocks certain forms of attachments that are typically
used to propagate viruses. This adds another layer to our antivirus
defenses. You will still receive the e-mail with a note that the
attachment was removed. If it is legitimate, you should ask the
sender to transmit the attachment in another format.
Spam
VCU uses scanners to filter incoming spam. On an average
day 66% of the mail received at VCU is identified as spam and
blocked. To ensure that no messages are falsely identified as spam,
VCU configured the scanners to only filter out messages that have
the highest probability of being spam. A few spam messages still
get through, but we would rather that happen than have a legitimate message be labeled as spam and not be delivered. If our spam
scanners identify a message as spam, the message is placed in quarantine. A Spam Quarantine Summary is sent to your Inbox daily
with a summary of the quarantined items. The summary contains
instructions for releasing a document for delivery or deleting a
document. After 14 days, quarantined messages are automatically
deleted.
17
Tips for handling spam
Never respond to unsolicited e-mail/spam. To the individuals who
send spam, one “hit” among thousands of mailings is enough to
justify the practice.
18
Never respond to the spam e-mail’s instructions to reply with the
word “remove.” This is a ploy to get you to react to the e-mail—it
alerts the sender that a human is at your address, which greatly increases its value. If you reply, your address may be placed on more
lists resulting in more spam. Unfortunately, the best response now
is to simply delete the message.
Never sign up with sites that promise to remove your name from
spam lists. Although some of these sites may be legitimate, more
often than not, they are address collectors. Your address is recorded and valued more highly because you have just identified it
as read by a human. Also be careful about giving out your e-mail
address when conducting online business or surfing the web. You
may be added to mailing lists that get sold to other businesses, or
even spammers. This will increase the amount of unwanted mail
in your Inbox.
You can also apply spam filters to your e-mail. Details can be
reviewed at www.ts.vcu.edu/faq/email/spam/filters.htm.
eServices
www.eservices.vcu.edu
Banner is VCU’s new administrative system for Human Resources,
Finance, Student Information and Financial Aid. Visit www.
eservices.vcu.edu to access eServices and Banner Forms (INB).
Banner Self Service for Employees is a password-protected service
that enables you to access your personal HR information via the
Web at VCU. You may access this through either the eServices
web page (www.eservices.vcu.edu), or through the Single Sign-on
portlet of the myVCU Portal (my.vcu.edu). You may access:
R Personal information (update your address, phone number)
R Payroll information (check your leave balances, see your paycheck stub information, check your withholding information)
Since VCU updated to a new system in July 2006, historical payroll information is not included in this system. If you worked at
VCU prior to July 1, 2006, you will need to visit the old system to
get your historical information. A link to the old system is provided on the website (www.eservices.vcu.edu) under the “employees”
button. This link will remain active for the time being.
Banner Forms (INB) is a password-protected, secure web-enabled
application that allows for access to human resource, financial and
student data for VCU. Banner Forms (INB) is designed to be easy
to navigate to the information that is desired. You may access
Banner Forms (INB) by pointing your web browser to eservices.
vcu.edu and clicking on Banner Forms (INB). Employees who
need to use this administrative system as part of their job will
be offered training to help them use the system most effectively.
More information about training is available from either your
supervisor, or by visiting www.banner.vcu.edu. Self-help information is also available at this site. The Help Desk (www.ts.vcu.
edu/helpdesk, (804) 828-2227 or [email protected]) is your first source
for technical support for using this system.
Banner Forms (INB) users are required to change their eID password to meet the new strong password requirement. Beginning
October 2nd, 2006 all faculty and staff eID passwords will be required to meet the following strong password requirements. Your
eID strong password must meet these four criteria:
n Be 7-12 characters long
n Include at least one uppercase letter, one lowercase letter, and
one number that is not at the end of the password
n Contain no spaces
n Contain no special characters (e.g., #, >, %, @, *, etc.)
If your eID password does not meet these standards beginning
October 2nd, 2006, you will be denied access to systems such as
Blackboard, VCU Mail Anywhere, myVCU portal, and many
other online University systems that use the eID until you set your
new strong password. For even more help with passwords, see the
“Use Strong Passwords” section on page 38.
19
Instructional Support
Blackboard
blackboard.vcu.edu
www.ts.vcu.edu/faq/bb/index.html
20
Blackboard (Bb) is VCU’s online learning and content management system which is available for faculty, staff and students
to use. The Bb system consists of two major components: the
Learning Management System (LMS) and Content Management
System (CMS). The LMS is a place for you to create an online
interactive presence for your course. The CMS gives you an internet accessible location to store your files online, eliminating the
need for you to carry around portable drives or CDs, and allowing
you to work on files from any computer connected to the internet.
Accessing Blackboard
My.vcu.edu
blackboard.vcu.edu
To access Blackboard you can use the VCU Portal (my.vcu.edu)
or go to blackboard.vcu.edu. In either case, to log in use your VCU
eID and password.
If you need help with your eID, please contact the Technology
Services Help Desk via a help desk ticket (www.ts.vcu.edu/helpdesk), e-mail ([email protected]), or phone (804-828-2227).
After you have logged into Blackboard you have the ability to create a course. Look for My Blackboard tab – My Faculty Tools box
– Create a Course.
Explore the Center for Teaching Excellence’s (CTE) website
(www.vcu.edu/cte) or see the information in chapter 6 of this guide
for opportunities to learn more about how to use Bb to enhance
the student’s learning experience and CTE contact information.
Blackboard’s Major Components
Learning Management System (LMS)
You can use the Learning Management System (LMS) to distribute materials and to facilitate the online interaction between you
and your students.
LMS includes tools to (plus more):
• Post announcements, lecture notes, assignments, and
syllabus
• Create discussion forums and online chat/lecture features
• Incorporate audio features as a online course component
• Give quizzes and have Bb do the grading
• Allow students to check their grades online
• Allow students to post assignments without filling up your
e-mail Inbox
As a faculty member, you have the ability to create your Bb course
and copy the course from one semester to the next semester. Look
for My Blackboard tab—My Faculty Tools box—Create a Course
and Copy a Course.
After you create a Bb course and a student registers for the course,
the Bb student roster will automatically update within 24 hours.
If you need technical help with a particular Bb course, contact the
Technology Services Help Desk via a help desk ticket (www.ts.vcu.
edu/helpdesk), e-mail ([email protected]), or phone (804-828-2227).
Explore the Center for Teaching Excellence’s (CTE) website
(www.vcu.edu/cte) or see the information in chapter 6 of this guide
for opportunities to learn more about how to use Bb to enhance
the student’s learning experience and CTE contact information.
Content Management System (CMS)
The second component to Blackboard is the Content Management System (CMS). CMS allows you to store your files securely
online. That means you’ll be able to access any document you
store on CMS from any location that has internet access. If you
are working on a document in your office and need to work on it
some more from home, you can upload the document to CMS and
access from your home computer or a computer at a conference
21
– any computer connected to the Internet! You can also share it
with people you specify, which makes working on a group project
much easier. No more e-mailing a document to yourself, so you
will have a copy to work on at home. Organizing your files works
just like organizing files on your computer’s hard drive, and loading files is very simple.
When you log in to the Bb system you will see a tab labeled “Content System.” Click to see the many options you have in CMS.
22
Blackboard Faculty Training
www.pubinfo.vcu.edu/training/it
www.ts.vcu.edu/faq/bb/faculty_faqs.html
Blackboard Training classes can be found by going to www.pubinfo.vcu.edu/training/it/ and entering the Keyword Blackboard.
Technology Services has a Blackboard help site located at www.
ts.vcu.edu/faq/bb/faculty_faqs.html.
The Center for Teaching Excellence (www.vcu.edu/cte or see the
information on page 65) provides training opportunities for faculty
to learn about using Blackboard and other technologies to aid in
creating a student centered learning environment.
Equipment Loans
www.ts.vcu.edu/media/equipment/policies.html
Media Support Services (MSS) maintains an inventory of audiovisual and multimedia presentation equipment for loan to
VCU faculty, staff and authorized students on both the Academic
and MCV Campuses. This inventory includes: camcorders, data
projectors, TVs & VCRS, slide projectors, overhead projectors,
digital audio recorders, laptops for mulitmedia content creation,
PA Systems, 16mm film projectors, projection screens and cassette
recorders. Equipment may be reserved by calling or visiting our
offices on the Monroe Park or MCV campuses. Please review our
loan policies (www.ts.vcu.edu/media/equipment/policies.html) for
details regarding use, fees and return times.
Classroom Support
www.ts.vcu.edu/media/classroom_support/
services.html
Many VCU classrooms are equipped with overhead projectors,
televisions, DVD players, data and video projectors, computer
network connections and centralized remote control systems.
Media Support Services (MSS) maintains the equipment located
in general-purpose classrooms (those made available for use by all
departments). Classrooms that are used exclusively by one department will be serviced by that department. A master list of rooms
supported by MSS can be viewed at www.ts.vcu.edu/media/classroom_support/services.html. MSS staff members are available to
provide instruction in the operation of classroom equipment and to
provide assistance with classroom design. In addition, we provide
emergency assistance on an on-call basis (Emergency Help Numbers: Academic Campus: (804) 828-1098 or MCV Campus: (804)
828-3400)
Test Scanning
The Technology Services Help Desk provides Test Scan service
Monday- Thursday, 7:30 a.m. – 10:00 p.m.; Fridays 7:30 a.m.-6:30
p.m.; and Saturdays 10:00 a.m.-2:00 p.m.. Faculty may request to
have test results e-mailed with a file that can be placed into Blackboard. For further information please contact the Technology
Services Help Desk at (804) 828-2227 or visit the Monroe Park
location (901 Park Avenue, Cabell Library, Room B9) or MCV
Campus location (Sanger Hall, Room B1-018).
There is a 24-hour turn around time on test scanning with the
exception of intersession and summer sessions.
Distance Education
www.ts.vcu.edu/media/distance_ed/services.html
VCU has two state-of-the-art Distance Education Classrooms, one
in Tompkins-McCaw Library on the MCV Campus, the other in
Cabell Library on the Monroe Park Campus. Each facility sup-
23
ports two-way compressed video conferencing. Certain room use
policies and fees apply. For details go to www.ts.vcu.edu/media/distance_ed/services.html.
Teleconference Services
www.ts.vcu.edu/media/teleconference/
price-depts.html
24
Media Support Services (MSS) assists VCU faculty and staff in the
reception and taping of satellite teleconferences. We are able to
receive either C-Band or KU-Band transmissions using the Satellite Teleport atop Cabell Library on the Monroe Park Campus
and/or satellite dishes atop Sanger Hall on the MCV Campus.
Once received, signals can be routed to any reception point on
our University-wide closed circuit television distribution system
(CCTV). This includes Cabell Library’s multimedia rooms and
a host of other sites on both campuses. In cases where copyright
clearance has been obtained, MSS can also make videotapes of
teleconferences. All services are provided for a nominal fee. The
fee schedules can be found at: www.ts.vcu.edu/media/teleconference/
price-depts.html. Additionally, VITA offers audio teleconferencing
services. More information is on page 12.
Requesting a teleconference
www.ts.vcu.edu/media/teleconference/how-to.html
University personnel who wish to arrange a teleconference are encouraged to contact MSS staff as far in advance as possible. When
you call, you’ll need to answer a few basic questions about the
event and your needs. For details, see “How to Request a Teleconference” at www.ts.vcu.edu/media/teleconference/how-to.html.
Video Conferencing
Media Support Services (MSS) provides IP-based, point-to-point
videoconferencing in many locations on the Monroe Park and
MCV campuses. MSS also operates a Video Bridge to facilitate
multi-point videoconferences in ISDN, ATM and H.323 formats.
The bridge is used in concert with production studios to reach
multiple on- or off-campus reception sites. IP-based or video
bridge videoconferences may be used to connect individual users
on either campus to locations around the world. For more information on these services or to schedule a videoconference contact
the MSS offices at (804) 828-1098.
Technology Training
www.pubinfo.vcu.edu/training/it/calendarat.asp
www.pubinfo.vcu.edu/training/it/
Technology Services offers a variety of technology training opportunities to faculty, staff and students. Our goal is to provide the
VCU community with the latest training in the use of computer
software applications and access to technology training resources.
Training opportunities include hands-on workshops, seminars,
self-paced tutorials and on-line documentation.
Hands-on workshops are scheduled periodically throughout the
year. Topics include, but are not limited to, Word, Excel, PowerPoint, Access, Lotus Notes, Acrobat, Dreamweaver, Blog, Digital
Audio, Streaming Media, Bb Content System, SPSS, SAS and
UNIX. Courses are listed on the Technology Services Training Calendar at www.pubinfo.vcu.edu/training/it/calendarat.asp or
search for a topic off the VCU Training website, www.pubinfo.vcu.
edu/training/it/. Special training sessions may be scheduled to meet
departmental needs. For more information about special courses or
questions regarding training offerings, e-mail [email protected]
Training in the use of Blackboard and the integration of technology in the teaching environment is offered by the Center for
Teaching Excellence (CTE). Visit the Center for Teaching Excellence website, www.vcu.edu/cte, or see the information in chapter
6 (page 65) for more on their course offerings.
The Technology Services Brown Bag Series provides an update on
the use and availability of new technology and/or applications on
campus. These sessions give the audience an opportunity to talk
to those who manage, implement and/or use the technology first
hand. Seminars are listed on the VCU Training website. Send
25
your topic suggestion to [email protected] for future seminars.
More training options are listed in Chapter 4 on page 46.
Podcasting
itunes.vcu.edu
26
As this handbook goes to press, the University is putting the final
touches on an agreement with Apple Computer, Inc. to join the
Apple iTunes University program. This initiative is the result
of a partnership between the Center for Teaching Excellence
(www.vcu.edu/cte) and VCU Technology Services. Why partner with Apple? While it is true that a podcast is nothing more
than a MP3 format file (which can be listened to on virtually any
computer and player), Apple has sold over 50 million iPods since
its introduction in 2001 and the iTunes store has over 1 billion
downloads. If you’ve walked around VCU’s campuses, you know
that the iPod penetration at this university alone is impressive.
iTunes University provides an easy method for publishing podcasts
that can act as supplemental materials for classes or share information about the University. VCU on iTunes will be available at
itunes.vcu.edu from your browser once the agreement is in place.
Availability is expected for Fall 2006. If you want to learn more
about podcasting use your favorite search engine to get a listing of
all the resources, tips, and software that is available on the web.
iTunes is not the only method to publish podcasts to the web at
VCU. Faculty, staff, and students can use the VCU Blog (blog.vcu.
edu) to publish podcasts as well. Anyone at VCU can obtain an
account on the VCU Blog. Just sign in to activate your account
and get started. Blogging classes are available by visiting the VCU
Technology Services training page at www.pubinfo.vcu.edu/training. You can also post the podcast file in Blackboard (blackboard.
vcu.edu, which will limit downloads to registered enrollees in your
class) or post it for download on any website you control.
While creating a podcast can seem like an overwhelming prospect
for some people, Media Support Services (MSS) provides two easy
tools to allow faculty and staff to get on the road to building a
podcast:
Apple MacBook Pro laptops: MSS has acquired two MacBook
Pro laptops for short-term checkout. The laptops include Apple’s
new Bootcamp software to allow the machines to run the Microsoft Windows XP operating system along with the Mac OS X operating system software. These laptops are loaded with the latest
version of GarageBand, Apple’s software application for creating
music and podcast files. If the Macintosh operating system completely vexes you, these laptops are also loaded with the Windows
version of Audacity (audacity.sourceforge.net) and Easy MP3 Recorder (www.mp3recorder.biz). Audacity is a free recorder program
available on many operating system platforms. It provides many
audio controls for producing sound files. Easy MP3 Recorder is just
as its name implies. This $25 application allows you to record at
the touch of a button. It has a very limited set of options, which,
again, makes it as easy as the name implies. Record your podcast
and either edit it in another program such as Audacity or just post
it directly to the web as is. You can check out a laptop to see what
tools you are most comfortable using before buying the programs.
Record one or two podcasts to try out the technology or check out
what people using the other operating system platform are doing.
Digital Recording Equipment: MSS has small digital recorders
that are available for checkout. The recorders will capture your
audio that can be transferred to your computer either using a compact flash memory card or via a USB connection.
The faculty or staff member accepts responsibility for the return of
the equipment—intact and on time—when he/she signs out the
equipment using the MSS equipment request form.
Webcasting
Media Support Services (MSS) provides on-location or in-studio
recording of events that allows for streaming over the Internet as
the event takes place or via the VCU Video Server by request after the event. These webcasts are a one-way broadcast of an event
and do not allow for participant interaction by those receiving
the webcast. For more information concerning this service or to
schedule a webcast please contact the MSS offices at (804) 8281098.
27
Research Support
www.ts.vcu.edu/research
Technology Services provides support and resources, frequently in
collaboration with researchers and Centers, dedicated specifically
to researchers.
28
Statistical Support
• Statistical software—Technology Services provides site
licenses for SAS and SPSS. In addition other specialized
statistical software packages are available at no cost or low
cost through negotiated volume purchase agreements for your
desktop or on central Unix servers. For more information, see
www.ts.vcu.edu/faq/stats.
• Consultation—Our goal is to provide advice and resources to
enable you to independently use statistical packages available
at VCU to analyze your dissertation, research or administrative
data. Statistical consulting is provided at no cost by appointment For more information, see www.ts.vcu.edu/faq/stats/statconsult.html.
• Training—Instructor lead short courses are available, (see
www.pubinfo.vcu.edu/training/it/calendarat.asp), as well as online documentation (see www.ts.vcu.edu/faq/docs/).
• Central Unix servers and storage—For group projects and
statistical analysis that is too large for desktop machines,
Technology Services provides central Unix servers and storage available to faculty, staff, and graduate students. For more
information, see www.ts.vcu.edu/research/avail_resources.html.
Database Support
www.ts.vcu.edu/faq/support
Technology Services provides consultation about database design
and management, central database servers and storage including the
DB2 database on a Unix server and MS-SQL on a Windows server,
online documentation, and training, www.ts.vcu.edu/faq/support.
Geographical Information System
(GIS)
www.ts.vcu.edu/faq/gis
VCU has a site license for the ArcGIS software. For details on
the software available, how to obtain and use it, data and training
available, see www.ts.vcu.edu/faq/gis/.
High Performance Computing
www.ts.vcu.edu/research/avail_resources.html
In collaboration with the Center for the Study of Biological
Complexity, Technology Services provides significant resources in
support of high performance computing. For more information, see
www.ts.vcu.edu/research/avail_resources.html. For software available on these machines, see www.ts.vcu.edu/faq/software/. It is
possible to add additional software on request.
Internet2, National Lambda Rail,
SURA
VCU is affiliated with regional, national and international associations to provide researchers with access to high speed networks
and research resources. VCU is a member of Internet2, www.
ts.vcu.edu/faq/i2/; a founding member of the Mid-Atlantic Terascale Project, www.midatlantic-terascale.org; provides connection to
the National Lambda Rail, www.ts.vcu.edu/faq/nlr/nlr%20index.
htm; and is a member of the Southeastern Universities Research
Association, www.sura.org/home.
Consulting and Support
www.ts.vcu.edu/faq/support
For any other questions about technology at VCU and your
research, we would be glad to schedule an appointment to discuss
and assist you in any way we can. For more information, see
www.ts.vcu.edu/faq/support.
29
Software
www.ts.vcu.edu/faq/software/
online.vcu.edu
30
VCU has licensed a number of software programs for faculty and
staff. Many are available to members of the VCU community for
download at no cost to faculty/staff; some have a modest cost. A
complete list, along with the download locations and documentation, is available at www.ts.vcu.edu/faq/software/.
In addition, VCU operates a computer store, [email protected] in the
Student Commons. The computer store offers commercial software packages and hardware to faculty and staff at academic prices.
[email protected] also offers discounted Internet access services for
faculty and staff to use at home. For more information, visit
online.vcu.edu or call (804) 828-7295.
Computer Lab &
Printing Locations
www.ts.vcu.edu/faq/labs
Several open access computer labs are available on both the Monroe Park and MCV Campuses. These labs are open to all faculty
and staff as well as students. For hours of operation and other
information about these labs, please see www.ts.vcu.edu/faq/labs.
Monroe Park Campus
www.ts.vcu.edu/faq/labs/b8.html
Cabell Library Room B-8 is Technology Services’ lab on the
Monroe Park Campus. Resources include 86 Windows computers, 9 Power Mac G5s, 3 Pay-for-Print laser printers (2 black and
white, 1 color), 2 scanners, as well as adaptive equipment for users
with disabilities. Wireless is also available for laptop connections.
MCV Campus
www.ts.vcu.edu/faq/labs/sangerlab.html
Sanger Hall B3-012 is the main lab on the MCV campus,
equipped with 8 Windows computers, 4 Mac, and 2 Pay-for-Print
laser printers (1 black and white and 1 color) plus group study and
collaborative rooms.
In addition to the labs listed above, specific departments/units may
have open access labs available. Check with your school for information about these labs.
Printers & Photocopiers
www.vcucard.com/making_deposits.jsp
www.library.vcu.edu/services/pay4print
VCU uses a pay-for-print/copy service tied to your VCUCard.
Printers are available in both the above labs, some other computer
labs on campus, as well as (along with photocopiers) the libraries.
As of this printing (Fall 2006), single page black & white laser
prints are 8¢ each, and double-sided and color prints are also available at additional cost. You must have RamBucks (www.vcucard.
com/making_deposits.jsp) on your VCUCard. Pay-for print is very
easy to use, reliable, and you don’t have to carry around change.
For more information, there’s a handy FAQ (www.library.vcu.edu/
services/pay4print/faq.html) that should answer all your questions.
31
Getting Help
www.ts.vcu.edu/helpdesk
32
The Technology Services Help Desk provides quick, courteous,
and comprehensive computing support on the Monroe Park and
MCV campuses. Online requests can be made 24 hours a day. Go
to the Technology Services Help Desk web site to create help
requests; search Technology Services FAQs; find software downloads; and more. Visit us at www.ts.vcu.edu/helpdesk for walk-up
and phone support hours.
If you need help using your computer at home or on campus:
( Call the Help Desk at (804) 828-2227, or
. Send an e-mail to [email protected], or
8 Go to www.ts.vcu.edu/helpdesk, or
N Come in person to these locations:
Monroe Park Campus:
Cabell Library, Room B-9
MCV Campus:
Sanger Hall, Room B1-018
Computer
Safety and
Security
Virus Protection/Antivirus Software.........34
Backing Up Your Data...............................34
Online Safety & Security..........................35
Use Strong Passwords
Avoid Viruses & Malware
How to Handle Dangerous E-mail
Phishing Scams
Spyware and Spam
Malicious Web Site
Instant Messenger
P2P and the Spread of Malware
File Sharing
Keep Aware
Reporting Security Problems....................42
Policies and Standards.............................42
Getting Help.............................................43
33
Virus Protection
www.ts.vcu.edu/security/av_info.html
Computers on the VCU Network are required to have antivirus
software installed with the antivirus definition files kept up-todate. All laptops that are plugged into the VCU Network are also
required to have up-to-date antivirus software installed. Any home
machine that is used for remote connection to servers on the VCU
Network is also required to have up-to-date antivirus installed.
34
VCU has a site license for antivirus software which is available for
download at no cost to VCU students, faculty and staff for use on
university and home computers. The site license for antivirus software covers both Microsoft Windows and Apple Mac platforms.
Please visit www.ts.vcu.edu/security/av_info.html to get the latest
information about VCU’s antivirus product with download and installation instructions. You need to remove any antivirus software
that is currently on your computer. If you have a dial-up connection to the Internet and do not wish to download the software, you
may pick up a free CD with the software installation package at the
Technology Services Help Desk. Call (804) 828-2227 for more information or visit www.ts.vcu.edu/helpdesk for hours and locations.
If you have purchased antivirus software or it came pre-installed
on your computer, please note that the license for this software
generally only lasts for one year or less. Your license for VCU’s
antivirus software will last for as long as you are a current VCU
faculty or staff member. The site license requires that this software
be removed from any machine owned by a person who is no longer
a current member of the VCU faculty, staff or student body.
Back Up Your Data
www.ts.vcu.edu/faq/bb/cms_manage.html
Making regular backups of your important data is strongly recommended. Most modern computers have CD-R and/or DVD writable drives that can burn CDs or DVDs quickly and easily. Blank
discs are readily available at any computer or office supply store.
USB (sometimes called thumb or flash) drives are another good
option for backups. If you connect to a file server on the VCU network, you can save your important files to your home directory on
this server. A limited amount of important data can also be saved
to your VCU Blackboard Content Management System space and
then accessed from any computer connected to the Internet. For
more information about using this system, see www.ts.vcu.edu/faq/
bb/cms_manage.html
Online Safety & Security
www.ts.vcu.edu/security/
Top 6 Safety Tips
Here are some basic rules for keeping your computer and data safe:
1
Be absolutely sure you have antivirus installed and that the virus signature files are always up-to-date so that your machine
is protected against the latest threats. See the previous page
for information on downloading VCU’s antivirus program so
that your computer has optimal protection against infections.
2
Both Microsoft Windows and Apple Mac computers allow
automatic updates for their operating systems when connected
to the internet via wireless or a network port. The Automatic
Updates service will help to ensure that the most critical security patches are installed as they become available.
The Microsoft Automatic Updates service is included in Windows 2000 and XP systems for automatic download and installation of security patches. You should check with your local
technical support to determine if there is another method for
receiving updates automatically being used in your area, such
as LANDesk. You can call the Help Desk (804-828-2227)
for help in making sure your computer is configured to receive
automatic updates. Please note that older versions of Windows, including 95, 98, NT and ME are no longer supported
by Microsoft—if you are using an older version of Windows,
35
you should upgrade to the currently supported versions.
You can get more information about configuring and deploying Microsoft Automatic Updates at (note that you must use
Internet Explorer to use this site; if you use another browser, this
site will direct you to the Microsoft Downloads Center where you
will have to manually look for your version of Windows to update):
update.microsoft.com
Operating system patches and updates frequently require that
your computer be restarted before they are fully installed. If a
restart is needed, Automatic Update will give you the option
to restart immediately or to wait until a more convenient
time. If you choose to wait, please be sure to restart as soon
as possible. Also be aware that in most cases it is best to shut
down your computer when it won’t be used for several hours,
such as at night, unless some automatic process like a back-up
or scheduled software update must run in your absence.
For Apple computers automatic updates is performed by the
Software Update application and comes enabled to automatically check for updates on computers with the OS X operating
system. When updates become available, Software Update
will notify you of updates and what the updates are for. If you
accept these updates the system will begin installation. If Software Update is not set to “automatically check for software
updates,” this can be accomplished by clicking on the Apple
menu on the left end of the menu bar and selecting “Software
Update…”. Click the “Software Update” menu item that
appears next to the Apple menu and select “Preferences …”.
This brings up a dialog box for setting preferences for Software
Update. Click the checkbox next to the “Check for updates:”
item to enable automatic updates and set whether you want
Software Update to check daily, weekly, or monthly.
36
3
Use strong, hard-to-guess passwords on all your accounts, and
don’t use the same password for multiple systems or applications. See “Use Strong Passwords” on the page 38 for further
information.
4
Install a personal firewall on your computer. A firewall will
help stop intruders from the Internet from breaking into your
computer.
Windows XP SP2 includes a free firewall built in. For instruc-
tions on how to use it, see their firewall page: www.microsoft.
com/windowsxp/using/security/internet/sp2_wfintro.mspx.
Make sure you are using SP2.
Mac computers now come with a built-in firewall as well.
The OS X firewall is not enabled as a default. To enable the
firewall in OS X open System Preferences from the Apple
menu or from the applications folder. Click on “Sharing”
under the Internet & Networking heading. Click on the
“Firewall” tab in the window and click “Start” to run the
Firewall. You can adjust the Firewall settings from this panel
if desired. To learn more about the OS X Firewall and other
security settings go to www.apple.com/macosx/features/security.
For more information on using firewalls, along with reviews
of commercial programs and links to some free downloadable
programs, visit www.firewallguide.com.
Be suspicious about e-mail and e-mail attachments, and do
not open an attachment that comes in an e-mail message unless you have asked somebody to send it to you. The VCU email system blocks attachments that could contain viruses or
other malicious threats, but you still need to be careful in your
handling of e-mail. Malicious worms have been known to use
other methods besides e-mail attachments to deliver payloads
of infection and propagation. It is possible for an e-mail message to contain a link that will redirect your Web browser to
a site where the worm’s components are downloaded to your
computer. Never click on a link that appears suspicious.
5
6
Be sure you back up your important data. If you work with
research data or other types of valuable data, you are required
to protect this data from loss and/or damage. Arranging for
secure and regular backups of this data is part of your responsibility with regard to this data. If you are unsure about the
backup procedures in use for your sensitive data that is stored
on University servers, contact your local technical support
person or the VCU Computer Center.
Regular backups of any important documents kept on your
local machine should also be done. Computer hard disks can
fail, which will cause the loss of all data unless you have a
good backup. Saving your data to a file server or using backup
media such as writable CDs/DVDs or USB flash drives are
backup options that you can use.
37
Use Strong Passwords
www.ts.vcu.edu/faq/security/
Using strong passwords is one of the most important actions you
can take to protect your computer and data. In June, 2006, we
began implementing a phased program that will eventually require
all eID users to have strong passwords.
Your password should be at least 7 characters long, should not
contain your name or login information, and should include upper
and lower case letters and numbers (at least 1 number is required,
and not at the end of the password). The Banner system will not
allow special characters or spaces in the password.
38
Choose a password that is not easily guessed and can still be remembered by you. Using the first letters of a phrase, alternating
between upper and lower case and substituting some of the letters
with numbers is a good idea. Here are password examples:
Good password: iH4dImL
Bad password: mydogspot
The first password is stronger because it not a dictionary word and
is harder to guess. The phrase to remember is “I’ve had 4 dogs in
my lifetime.” The second password could be easily guessed by a
hacker using automated tools.
Please see www.ts.vcu.edu/faq/security/strongpasswords.html for
more information on setting strong passwords.
Avoid Viruses and Other Malware
www.ts.vcu.edu/faq/av/info.html
It cannot be emphasized enough that the best way to avoid viruses
and other malware is to be sure you have an antivirus program installed on your computer and always keep the virus signature files
up-to-date so that your computer can fend off the latest attacks.
See the first section in this chapter for links and information.
Don’t open e-mail attachments unless you’re sure they’re legitimate. Even if the message comes from someone you recognize, it
could be spoofed and the e-mail attachment could contain a malicious payload. Be very wary about unexpected or otherwise suspicious looking e-mails.
Never click on a link in spam or other unsolicited e-mails or an email you think might not have come from someone you know. If
you’re not sure, it’s best to delete the message.
How to Handle Dangerous E-mail
Be suspicious about e-mail and e-mail attachments, and do not
open an attachment that comes in an e-mail message unless you
have asked somebody to send it to you. The VCU e-mail system
blocks attachments that could contain viruses or other malicious
threats, but you still need to be careful in your handling of e-mail.
Malicious worms have been known to use other methods besides
e-mail attachments to deliver payloads of infection and propagation. It is possible for an e-mail message to contain a link that will
redirect your Web browser to a site where the worm’s components
are downloaded to your computer. Never click on a link in a suspicious e-mail message.
Phishing Scams
www.ts.vcu.edu/security/threats.html
Phishing scams involve fake e-mail messages or Web pages that
mimic well-known, trusted Web sites such as bank or credit card
companies. These online fraud techniques are attempts to trick
you, the user, into revealing personal information, such as credit
card numbers, bank account numbers, passwords and other information that can be used for identity theft.
Learn more about identity theft and how to protect yourself by
visiting the links on www.ts.vcu.edu/security/threats.html.
Spyware and Spam
Spyware refers to software that performs certain tasks on your
computer, typically without your consent. This software runs the
gamut from innocent but often annoying pop-up advertising win-
39
dows to the more serious tracking of your online activities and the
changing of your computer settings without your permission.
Learn more about spyware symptoms and how you can protect
your computer by visiting Microsoft’s spyware site:
www.microsoft.com/athome/security/spyware/spywarewhat.mspx.
It’s a good idea to have at least two anti-spyware programs on your
machine. Select any two of these:
NMicrosoft’s AntiSpyware:
www.microsoft.com/athome/security/spyware/software
NSpybot Search and Destroy:
40
www.spybot.info/en
NAd-Aware:
www.lavasoftusa.com/software/adaware/
Spam is annoying junk mail that can fill up your Inbox. VCU
blocks spam on the University mail servers in order to reduce the
amount of junk mail that gets delivered to users’ mailboxes. See
page 17 for more information.
Visiting Malicious Web Sites
Some Web sites may look legitimate but are actually being used
by a remote attacker to download malware to your computer when
you visit the Web site. Avoid clicking on links contained in email messages you receive unless you are sure the message is legitimate. Be careful when browsing the Internet. The cyber criminals
are becoming increasingly clever. You have to be on your guard.
Instant Messenger
www.microsoft.com/athome/security/
viruses/imvirus.mspx
Instant messaging (IM) is a form of online communication like
e-mail. The main difference is that IM is instantaneous. Using an
IM program, you and another person can type messages to each
other and see the messages almost immediately. Unfortunately, viruses and other malware can infect your machine through IM and
then spread very quickly by sending copies to everyone on your IM
contact list. For simple steps to avoid viruses in instant messages,
visit www.microsoft.com/athome/security/viruses/imvirus.mspx.
P2P - Spread of Malware
Users of Peer-to-Peer (P2P) systems, such as eDonkey2K and
FastTrack are prime targets and/or launching points for malicious
hacker attacks simply because these networks require downloading
and sharing of electronic files or programs. Here are some typical
attacks:
M
Trojan horse poisoning attacks (e.g. providing files whose contents are different from the description)
M
polluting attacks (e.g. inserting “bad” chunks/packets into an
otherwise valid file)
M
malware in the peer-to-peer network software itself (e.g. software may contain spyware)
M
denial of service attacks (attacks that make the network run
slowly or break completely)
M
spamming (e.g. sending unsolicited information across the
network)
These programs infect your computer, collect personal information
for marketers and provide access to your computer by malicious
hackers. Besides being a legal problem, P2P can be very dangerous
for the health of your computer and should be avoided completely.
File Sharing
Almost all music or video files that you find on the Internet are
copyright protected. It is illegal to download those files or share
copies with friends without permission from the copyright owner.
Illegal sharing is contrary to VCU policy and will be dealt with
through the University judicial process.
41
Keep Aware
www.ts.vcu.edu/security
You should be constantly vigilant and aware of new computer security threats. Be sure to create a browser bookmark and visit the
VCU security website often for security information and current
security alerts.
42
Reporting Suspected
Security Problems
blog.vcu.edu/itsecurity
www.ts.vcu.edu/helpdesk
If you’re having problems on the network and suspect a security
problem, first check VCU’s IT Security Advisory Alerts on the
VCU security Web site (www.ts.vcu.edu/security). The IT Security
Advisory Alerts are color-coded to help you identify a serious alert
quickly. Information on the latest threats will be posted there in
addition to instructions on mitigating the problems.
You can also check VCU’s Systems and Network Status page at
www.ucc.vcu.edu/other/networkissues.aspx for any current problems
with the network. If you’re still having problems and nothing is
listed in either of those two places, or you want to report a security
threat, you can call the Technology Services Help Desk at (804)
828-2227 or e-mail [email protected].edu, or create an online ticket at
www.ts.vcu.edu/helpdesk.
Policies and Standards
www.ts.vcu.edu/policies
The following links provide information on various policies and
standards that are related to technology.
Copyright information—frequently asked questions about copyright laws and how they apply to the World Wide Web:
www.ts.vcu.edu/policies/copyfaq.html.
VCU Information Security Standards—information on VCU’s
information security policies and standards:
www.ts.vcu.edu/security/ismanagement.html
VCU ACE’s Security Policies—VCU’s Affiliated Covered Entity
(ACE) Security Policies regarding patient information are listed
here: www.ts.vcu.edu/security/ace.html
VCU Computer Use Policies/Guidelines and Federal and State
Guidelines—policies relating to computing resources and various
state and federal regulations: www.ts.vcu.edu/policies.
43
Getting Help
www.ts.vcu.edu/helpdesk
The Technology Services Help Desk provides quick, courteous,
and comprehensive computing support on the Monroe Park and
MCV campuses. Online request can be made 24 hours a day. Go
to the Technology Services Help Desk web site to create help
requests; search Technology Services FAQs; find software downloads; and more. Visit us at www.ts.vcu.edu/helpdesk for walk-up
and phone support hours.
If you need help using your computer at home or on campus:
( Call the Help Desk at (804) 828-2227, or
. Send an e-mail to [email protected], or
8 Go to www.ts.vcu.edu/helpdesk.
N Come in person to these locations:
Monroe Park Campus:
Cabell Library, Room B-9
MCV Campus:
Sanger Hall, Room B1-018
Notes
______________________________________________________
______________________________________________________
______________________________________________________
______________________________________________________
44
______________________________________________________
______________________________________________________
______________________________________________________
______________________________________________________
______________________________________________________
______________________________________________________
______________________________________________________
______________________________________________________
Everything
Else
Accessible Technology..............................46
Technology Training..................................46
Self-Paced Training Resources
KnowledgeNet
Knowledge Base
Business School Short Courses
Your Presence on the Web........................49
Media Support Services
(Audio Visual Support)..............................49
Computing Accounts................................51
Events Calendar........................................52
Records Management...............................52
ImageNow.................................................55
Getting Help.............................................56
45
Accessible Technology
www.vcu.edu/eeoaa/pdfs/adafacts.pdf
www.students.vcu.edu/dss
www.library.vcu.edu/services/
46
VCU does not discriminate on the basis of disability and is committed to providing students, faculty and staff with disabilities
equal opportunities to benefit from all programs, services and activities offered. Federal and state laws define disabilities as physical
or mental impairments that substantially limit one or more major
life activities, such as caring for one’s self, performing manual
tasks, walking, seeing, hearing, speaking, breathing, learning and
working. Faculty and staff services for people with disabilities are
coordinated by the EEO/AA Services Department of the Provost’s
Office in Ginter House. The office for Services for Students with
Disabilities office is in the Student Commons, room 102.
In most cases, assistive/adaptive technologies for students are coordinated through Services for Students with Disabilities. Information about these services is available at www.students.vcu.edu/dss.
Both of Technology Services’ Computer Labs, Cabell B-8 on the
Monroe Park Campus and Sanger B3-012 on the MCV campus,
include an adaptive workstation running the latest software and
text enhancing technology. In addition, both the Tompkins-McCaw and Cabell Libraries have adaptive workstations and reading
machines. The latest information about those services is available
at www.library.vcu.edu/services/disability.html.
Technology Training
www.pubinfo.vcu.edu/training/it/calendarat.asp
www.pubinfo.vcu.edu/training/it/
Technology Services offers a variety of technology training opportunities to faculty, staff and students. Our goal is to provide the
VCU community with the latest training in the use of computer
software applications and access to technology training resources.
Training opportunities include hands-on workshops, seminars,
self-paced tutorials and on-line documentation.
Hands-on workshops are scheduled periodically throughout the
year. Topics include, but are not limited to, Word, Excel, PowerPoint, Access, Lotus Notes, Acrobat, Dreamweaver, Blog, Digital
Audio, Streaming Media, Bb Content System, SPSS, SAS and
UNIX. Courses are listed on the Technology Services Training Calendar at www.pubinfo.vcu.edu/training/it/calendarat.asp or
search for a topic off the VCU Training website, www.pubinfo.vcu.
edu/training/it/. Special training sessions may be scheduled to meet
departmental needs. For more information about special courses or
questions regarding training offerings, contact [email protected]
Training in the use of Blackboard and the integration of technology in the teaching environment is offered by the Center for
Teaching Excellence (CTE). Visit the Center for Teaching Excellence website, www.vcu.edu/cte, or see the information in chapter
6 (page 65) for more on their course offerings.
The Technology Services Brown Bag Series provides an update on
the use and availability of new technology and/or applications on
campus. These sessions give the audience an opportunity to talk
to those who manage, implement and/or use the technology first
hand. Seminars are listed on the VCU Training website. Send
your topic suggestion to [email protected] for future seminars.
Self-Paced Training Resources
www.library.vcu.edu/reserves/
For those who wish to learn on their own, VCU offers many selfpaced training resources. Instructional CDs are available for 3-day
checkout in the VCU Libraries Media and Reserves area located
on the 3rd floor of Cabell Library. Topics include Microsoft Office,
Flash, Dreamweaver, Photoshop, Digital Cameras, PC Trouble
Shooting, PC Security, Adobe Premier, HTML/XML and Linux.
To search for available titles, go to Course Reserves, www.library.
vcu.edu/reserves/, and enter a title search for Technology. All
available titles will be listed under Technology Services.
47
KnowledgeNet
www.vcu.edu/cte/knowledgenet
KnowledgeNet is a computer/Web-based training system available to all VCU students, faculty, and staff. Approximately
280 different tutorials are available online 24 hours a day, 7
days a week. In addition to the tutorials, KnowledgeNet also
provides assessments. There are assessments associated with
each of the tutorials, and students may be assigned customized
assessments as an academic requirement. Visit the Knowledgenet Web site for more information at www.vcu.edu/cte/
knowledgenet/
Knowledge Base
www.ts.vcu.edu/faq/
48
The Technology Services Help Desk has put together a wealth
of information in the self-help Knowledge Base available 24
hours a day/7 days a week. Most of the pages include links to
even more information. It’s all right at your fingertips.
Business School Short Courses
www.bus.vcu.edu/16x
VCU’s Business School offers online self-paced classes in
Microsoft Windows and Office software programs for academic
credit. Classes are offered on a pass/fail system, and participants receive one credit for each course. More information is
available on their Web site at www.bus.vcu.edu/16x.
Your Presence on the Web
Personal Web Pages
www.ts.vcu.edu/faq/webdesign/start/
acct_people.html
www.vcu.edu/guidelines/
In addition to e-mail accounts and computer accounts, faculty
and staff are able to create personal Web pages on the People
Server. This Web server hosts personal Web pages created by
VCU instructors, researchers, and staff. These Web pages, like all
Web pages at VCU, are governed by the Web Publishing Guidelines (www.vcu.edu/guidelines). For information about this service
or to set up your own personal Web page, visit www.ts.vcu.edu/
faq/webdesign/start/acct_people.html. If you have a question or need
assistance, contact the Technology Services Help Desk at (804)
828-2227.
Blogs
blog.vcu.edu
Personal Web Blogs are available to VCU faculty and staff free
of charge. For information about this service, to set up your own
blog, or to update your blog, visit blog.vcu.edu. If you have a question or need assistance, contact the Technology Services Help
Desk at (804) 828-2227.
Media Support Services
www.ts.vcu.edu/media
Media Support Services (MSS) is an inter-disciplinary media
department within Technology Services charged with providing
faculty, staff and students with multimedia, television and audiovisual support to further the teaching and research mission of
49
Virginia Commonwealth University. MSS provides operational,
technical and creative support in the areas of distance learning,
campus-wide video networking, video teleconferencing, multimedia system design and implementation, classroom support, loaning
of equipment, and equipment maintenance and repair. MSS has
offices on the Monroe Park Campus (James Branch Cabell Library,
Basement, (804) 828-1098) and MCV Campus (Sanger Hall, Rm
B1-018, (804) 828-3400).
Some special services require a fee, to be paid by departmental
budget account transfer. For details, including specific fee-based
services, go to www.ts.vcu.edu/media/av_services/overview.htm.
AV Engineering Services
www.ts.vcu.edu/media/av_engineering/
services.html
50
MSS Engineering staff provide the full complement of technical
services demanded by today’s current multi-media technologies,
including system design, consultation, technical assistance, and
maintenance and repair services. MSS Engineers provide the
following services for all centrally controlled classrooms, systems
and equipment. Individual departments may request these services
on a per hour + parts fee schedule. For more information on these
services and fee structure information, go to www.ts.vcu.edu/media/
av_engineering/services.html.
Video services
www.ts.vcu.edu/media/video/services.html
MSS produces broadcast-quality videotaped programs for instructional, informational, and documentary uses. Services include
location production, multi-camera studio production, computerassisted post-production and live video streaming.
Production studios
Cabell Distance Education Room B-35 on the Monroe Park
Campus, and George Ben Johnston Auditorium and Medical Sciences Building Auditorium on the MCV Campus serve as video
production studios to record and/or broadcast live lectures. These
facilities require operational support from MSS staff during taping
or broadcasts.
Location filming
“On location” video production is available to University clients
who wish to film in outdoor or indoor settings, both on and off
campus. For productions staged in offices, classrooms or other
public or private facilities, clients will need to schedule use of the
space(s) with the appropriate organizations.
Videos, DVDs and digital files
For location productions, MSS uses high-quality Betacam-SP tape
stock. Studio productions and post-production services are also
provided in Betacam-SP, plus S-VHS, VHS and ¾” formats. Finished programs can be delivered on videotape or in digital formats
including RealVideo, Quicktime, MPEG-1 or MPEG-2 and distributed on DVD or CD-ROM or posted to the World Wide Web.
For rate information go to www.ts.vcu.edu/media/video/pricelist.
html. For more information, or to request a consultation with
MSS Video staff, call (804) 828-6283. or visit www.ts.vcu.edu/media/video/services.html
Computing Accounts
www.ts.vcu.edu/faq/accounts/accounts.html
By your employment at VCU you automatically receive e-mail,
myVCU Portal, and Blackboard accounts. Your eID gives you access to these accounts as well as many other services. If you need
access to video, web, research, or other specialized servers, visit the
Computer Accounts Web page at www.ts.vcu.edu/faq/accounts/accounts.html to obtain an account for the server you need to access.
51
Events Calendar
www.pubinfo.vcu.edu/calendar
www.pubinfo.vcu.edu/calendar/about.html
The purpose of the VCU Events Calendar is to serve as a central
clearinghouse for University-sponsored events that have been
approved and scheduled. The calendar is designed for non-courserelated events that are sponsored by a University department or
registered student organization. Currently, the Events Calendar is
NOT designed to serve as a mechanism for scheduling facilities.
Therefore, you must go through the building facility coordinators
to schedule a room.
52
Event sponsors can submit events to the calendar online. Events
take approximately 2 business days to be approved and posted to
the calendar. Events can be linked to a Web site for more information. Events can also be coded so users can sort events by campus,
audience or interest.
To submit an event to the calendar, visit www.pubinfo.vcu.edu/
calendar/idcheck.asp, log in, and fill out the online form.
Records Management
www.ts.vcu.edu/faq/records
Records Management is the administrative term for the process of:
n the maintenance of currently active, administratively useful,
public records
n the disposition of public records that no longer serve administrative, legal, fiscal, or historical purposes and,
n the preservation of those records that have historical value or
that must be preserved by law of for other reasons.
General Records Schedules
The Commonwealth of Virginia has specified in the Code of
Virginia and regulations how public agencies and institutions must
manage their records. The Library of Virginia has prepared schedules for various types of records, such as correspondence and financial records that are created in many state agencies. Each schedule
has a brief descriptive title of the type of records and information
about the period for which these records must be retained. Records
series are listed alphabetically within each General Schedule and
are easy to locate. Anyone in a university office who manages
records should review the state’s General Records Schedules to
determine retention periods.
General Schedules Presently In Effect (www.lva.lib.va.us/whatwedo/records/sched_state/index.htm):
n
n
n
n
n
n
n
n
n
n
n
n
n
GS101: Administrative Records
GS102: Fiscal Records
GS103: Personnel Records
GS104: Mailroom Records
GS105: Motor Vehicle Records
GS106: General Services Records
GS107: Food Service Records
GS108: Fire, Safety, and Security Records
GS109: Library and Museum Records
GS110: Electronic Records
GS111: Colleges and Universities Records
GS2000: Y2K Records
Index to General Schedule Items
Destruction of Public Records
To ensure that public records are destroyed only after their administrative usefulness has ended and that there are no legal, fiscal, or
historical reasons for the preservation of the records, the Library of
Virginia (LVA) has established a procedure for review of records
that are being considered for destruction (you may wish to read
the LVA’s general discussion of this procedure). Form RM3 must
be completed by the office that wishes to destroy the records. An
53
official in the office must sign the form certifying that the records
described on it are no longer needed in the office, and that “the
records listed above have been retained for the scheduled retention period, that required audits have been completed, and that no
pending or ongoing litigation involving these records is known to
exist.” The RM3 form and its instructions are available on the on
the university’s forms site on the Web: www.ts.vcu.edu/faq/
records/form.htm
Recycling and/or
Records Destruction
VCU Environmental Conversation provides recycling and document destruction services. For more information, contact Steve
Heinitz at (804) 828-2487 or the FMD Customer Services Center
at (804) 828-9444.
54
Remove All Data from a Computer
All software and data files must be removed from all electronic devices and electronic storage media that are surplused, returned to
a leasing company, or transferred from one University employee to
another employee having different software and data access privileges. Removal methods include: Software wiping (www.ts.vcu.
edu/faq/software/index.html#pc), degaussing or physical destruction
(this includes hard drives and other electronic media).
Timely Destruction of Records
In 2006 the Virginia Public Records Act was amended as follows:
each agency shall ensure that records created after July 1, 2006 and
authorized to be destroyed or discarded under the Virginia Public Records Act, are destroyed or discarded within six months of the expiration
of the record’s retention period in accordance with the provisions of the
Virginia Public Records Act. The law also provides that all records
previously authorized to be destroyed must be destroyed in a timely
manner. These new regulations require the destruction of old
records and are needed to curb the growing problem with identity
theft. The intent of these regulations is to protect individuals
from identity theft by eliminating unauthorized access to personal
information, such as social security numbers, often contained in
public records. You are strongly encouraged to verify that personal
information is only retained in accordance with state law and that
every effort is made to secure and protect personal information.
Contact Information
Scott Davis, VCU Records Administrator
[email protected]
(804) 828-2103
ImageNow
imagenow.vcu.edu/
Perceptive Software’s ImageNow is a user-friendly document imaging and management tool that allows you to easily capture, organize and manage data. With one click, ImageNow allows you to
scan, file, retrieve, print, fax, or distribute electronic objects.
ImageNow changes the way paper forms are handled, alleviating
the time-consuming inefficiencies of manually filing and retrieving
documents thus enhancing service and productivity. In addition,
ImageNow eliminates the cost and space issues associated with
maintaining a paper-based process.
ImageNow allows indexed images to be retrieved simultaneously
by different users on campus with the click of a mouse. Since the
document is indexed electronically, there is no need to manually
file the paper, and no chance that the document will be misplaced
or mishandled.
ImageNow is currently being used by more than 250 licensed
customers in 16 departments around the VCU campus, and will
integrate with Banner. If you would like additional information
on how ImageNow can work for your department, please contact
Technology Services, Applications & Project Management at
[email protected]
55
Getting Help
www.ts.vcu.edu/helpdesk
The Technology Services Help Desk provides quick, courteous,
and comprehensive computing support on the Monroe Park and
MCV campuses. Online request can be made 24 hours a day. Go
to the Technology Services Help Desk web site to create help
requests; search Technology Services FAQs; find software downloads; and more. Visit us at www.ts.vcu.edu/helpdesk for walk-up
and phone support hours.
If you need help using your computer at home or on campus:
( Call the Help Desk at (804) 828-2227, or
. Send an e-mail to [email protected], or
8 Go to www.ts.vcu.edu/helpdesk, or
56
N Come in person to these locations:
Monroe Park Campus:
Cabell Library, Room B-9
MCV Campus:
Sanger Hall, Room B1-018
Technology
and the
Libraries
Library Hours/General Information...........58
Computers
Printers & Photocopies
Coffee
Reference/Instruction Services.................59
Library Instruction for Classes.................60
Accessing the Library Databases.............60
Top Five Database Search Tips..................61
Interlibrary Loan Services.........................62
Reserves and Electronic Reserves............63
Special Collections...................................64
57
Library Hours &
General Information
www.library.vcu.edu
You thought libraries were just about books? Think again! VCU
has two libraries: The James Branch Cabell Library (Cabell,
rhymes with babble) on the Monroe Park Campus and the Tompkins-McCaw Library for Health Sciences (TML) on the MCV
Campus. Both libraries provide quiet areas for individual study
(4th Floor in Cabell, Basement in TML) and Group Study Rooms
for group work (1st & 3rd Floor in Cabell, 2nd Floor in TML).
For more information about the libraries, there’s a general information page, including hours, services offered, and floor plans on
these links:
James Branch Cabell Library
www.library.vcu.edu/jbc/
Tompkins-McCaw Library
58
www.library.vcu.edu/tml/
Some library services, including the catalog, library news, Ask a
Librarian, course reserves, and your personal library record are also
available on the myVCU Portal (my.vcu.edu).
Computers
Both libraries have public access computers on every floor (your
eID & password is required), as well as network jacks at selected
locations and wireless access (www.library.vcu.edu/wireless)
throughout for those with laptop computers. Specific information
is available for Cabell (www.library.vcu.edu/jbc/computing.html)
and TML (www.library.vcu.edu/tml/information/computing.html).
Printers & Photocopiers
VCU uses a pay-for-print/copy service tied to your VCUCard. You
must have RamBucks (www.vcucard.com/making_deposits.jsp—see
page 4 for more information) on your VCUCard, which you can
do at a Value Transfer Station (in the libraries—1st floor copy
station in Cabell and in the Photocopy/Print room in TML).
They’re very easy to use, reliable, and you don’t have to carry
around change. For more information, there’s a handy FAQ
(www.library.vcu.edu/services/pay4print/faq.html) which should
answer all your questions.
Coffee
Both Cabell (Java 901) and TML (Skull & Beans) have coffee
bars that serve Starbucks® coffee and Vie de France™ pastries,
cold drinks, and light lunch items. There are tables where you can
work with your colleagues, comfortable chairs, and computers so
you can work while you enjoy your treats. A percentage of profits
go to support library collections.
Reference/
Instruction Services
www.library.vcu.edu/askalib/
There’s lots of help available to help you navigate the world of
college research. You can e-mail a librarian (www.library.vcu.
edu/askalib) with a research question. You can chat with a librarian online. You can call (804) 828-1101. Or you can walk in and
get assistance in person with one of the friendly research librarians
who are there to help you.
Look for free library tours during Welcome Week and the first
weeks of the fall semester. Times are posted in the library lobby,
and you just need to show up—no pre-registration required. You’ll
spend an hour learning all of the great services you can use at
VCU and will have a head start next time you need to write an
article. Or, teach yourself! (www.library.vcu.edu/help/learnhow.
html) Distance Ed students have their own resource. (www.library.
vcu.edu/profile/distance.html)
59
Library Instruction
for Classes
VCU faculty can schedule a class session at the VCU Library with
a librarian who will tailor a session to your class’s needs. Requirements are that the class have an immediate research assignment,
the session is scheduled with at least two weeks advance notice
and the professor must attend the library session with the class.
VCU Libraries Instruction
Reservation Request Form
www.library.vcu.edu/forms/instruction.html
Creating effective library and
internet research assignments
www.library.vcu.edu/help/assignments.html
60
Accessing The
Library Databases
The library has purchased access to subscription databases such
as Infotrac, Lexis-Nexis, and over 200 others. These databases
can be found on the VCU Library homepage under “Databases by
Subject” or by name in the A-Z list at the bottom right corner of
the library home page. After completing a search, articles listed
in most databases will have yellow “Get it at VCU” buttons after
each listing. Click on these to see whether VCU Library owns
each particular journal and where it is found. Off-campus attempts
to access VCU Libraries databases will cause a login screen to
appear that requires your eID and password. After log in, you can
search off-campus just as you would in the libraries.
Databases by subject:
metalib.vccs.edu/V/?func=find-db-1
A-Z databases list:
www.library.vcu.edu/cfapps/webdb/
ulsdb_actionatzip.cfm?AtoZ=ALL
Top Five Database
Search Tips
1
Reference librarians search the journal article databases every day and are very good at it—consult with one in person
or at (804) 828-1101 or online at www.library.vcu.edu/askalib/ when you are searching for advice on techniques for your
search.
2
Truncation is a technique that virtually all journal article
databases allow for searching. Truncation symbols vary from
database to database but are usually explained in the “help”
pages of each database. Example:
3
behavio* searches the words… behavior,
behaviour, behavioral, behaviors, etc
Many databases allow you to limit your search results to
scholarly journals or “refereed publications.” These journals
have strict quality control and review all articles carefully
before publication. Scholarly journal articles are usually
longer and more research and analysis oriented than popular
magazines.
4
Some databases contain the actual articles they list, while
most offer only abstracts or summaries of each article. Click
the “Get it at VCU” button in our libraries’ databases to see
if VCU Libraries own each needed article and where it is
found-—on the Web or on the shelves.
5
If unsure which of our 200+ databases to search for your
topic, ask at librarian at (804) 828-1101 or online at www.
library.vcu.edu/askalib/.
61
Interlibrary Loan Services
www.library.vcu.edu/ill/ill
VCU Libraries offers free interlibrary loan services to all faculty,
staff and students for any needed materials not found in the VCU
Libraries collections that can be borrowed from another library.
The Richmond Academic Library Consortium (RALC) is a group
of Richmond area libraries which have agreed to extend limited
borrowing privileges to faculty, graduate students, staff, and undergraduates of any RALC school. Using the RALC program can
be faster than waiting for these same materials to be requested
through the Interlibrary Loan Service.
In order to take advantage of this service, VCU faculty merely
need to show their VCUCard at a RALC institution library.
RALC member libraries include VCU, the University of Richmond, Virginia Union University, Virginia State University,
Randolph-Macon College, Union-PSCE, Richard Bland College,
J. Sargent Reynolds and John Tyler Community Colleges and The
Library of Virginia.
62
Just as with materials which you borrow from VCU Libraries, you
are expected to return library materials borrowed at a RALC institution in good condition and on time. Your library privileges will
be blocked for overdue, lost or damage fines accrued at any of the
other institutions.
Richmond Academic Library
Consortium
org.jrs.vccs.edu/ralc/default.htm
Interlibrary Loan Request Form
https://illiad.library.vcu.edu/illiad/
Reserves &
Electronic Reserves
Find both electronic reserves links and traditional reserves. Search
by course, instructor, title, or author.
Remote users must log on to open electronic reserves:
User name = eID
Password = eID password
VCU Libraries Course Reserve Services are designed to provide
assistance to faculty and students by:
l Allowing faculty to place high demand or specialized materials
on reserve with restricted loan periods
l Ensuring that every student in the class has equal access to the
assigned material
Electronic Reserves are digital materials (journal articles, book
chapters, class notes, Web pages, etc.) made available via the
Internet.
Traditional Reserves are materials from the VCU Libraries or personal copies of books, AV media, and other materials that support
classroom instruction. These materials are available at one of the
reserve service desks.
Course reserves services
www.library.vcu.edu/reserves
Information for faculty —
placing materials on reserve
www.library.vcu.edu/reserves/faculty
63
Special Collections
www.library.vcu.edu/jbc/speccoll/
www.library.vcu.edu/tml/speccoll/
Located on the fourth floor of the James Branch Cabell Library,
Special Collections and Archives houses rare books and manuscript collections that support the Monroe Park Campus programs
of Virginia Commonwealth University. Special Collections and
Archives contains over 20,000 volumes in special subject areas, including Virginia history and literature, popular culture and graphic
arts, comic arts, artists books, and much more.
Special Collections and Archives is open to the public Monday
through Friday from 9 a.m. until 12 noon and 1 p.m. until 5 p.m.
All other times are by appointment. For materials related to medical history and to the records of the Medical College of Virginia
(MCV) Campus of VCU, visit the Special Collections and Archives department at the Tompkins-McCaw Library.
64
The Center
for Teaching
Excellence
Introduction..............................................66
Teaching with Technology.........................66
Programs..................................................67
Institutes
Short Courses
Pilot Programs
Faculty Learning Communities (FLCs)
Student Technology Expertise Program (STEP)
Small Grants
Services....................................................69
On-Line Course Design& Development
Individual / Group Consultation
Classroom Observation / Video
Survey Development /
Focus Group
Adjunct Faculty
Instructional Technology Resources.........71
Classroom Performance System (CPS)
KnowledgeNet
Teaching, Learning and Technology (TLT)
65
Introduction
www.vcu.edu/cte
The VCU Center for Teaching Excellence seeks to promote,
enhance, and assess teaching effectiveness and student learning
through faculty development. The CTE offers faculty a wide range
of programs and resources to support the teaching mission of the
university, and assist faculty with their professional growth. One
focus area of our programming includes the effective integration
of instructional technology to support teaching. We work closely
with faculty to explore how good instructional practice can be
enhanced by technology tools.
Teaching with Technology
www.vcu.edu/cte
66
Digital technology tools, including hardware, software, and internet based systems, continue to shape the teaching and learning
environment in higher education. While instructional technology
provides many interesting opportunities to explore innovative
teaching practices, it is also a rapidly changing arena sometimes
filled with an overwhelming number of options. In higher education, the effective delivery of IT tools requires cooperation among
several units in order to provide comprehensive access and support
for faculty. There is rarely a one-stop shop. Teaching with technology in a meaningful way requires not only access and training
on using the technology, but also practices and understandings
about how it can be used to best support teaching and learning.
Faculty members teaching in this ever-changing digital environment often find it challenging to stay current. Sorting through the
myriad of IT options to find those that support what instructors
want to do in their teaching can also be very complicated The
VCU Center for Teaching Excellence (CTE) provides a range
of programs, resources and services to assist faculty members in
this endeavor. We work with faculty to make connections among
sound instructional practice, knowledge about learning, and meaningful uses of instructional technology. We invite you to share
your expertise and experience with us, as well as offer suggestions
about resources and programs you’d like to see us offer.
Programs
www.vcu.edu/cte/events.html
The CTE offers a number of opportunities for faculty to explore
and learn more about teaching with technology. These programs
are briefly outlined below; additional information can be found on
our website: www.vcu.edu/cte.
Institutes
The CTE Teaching with Technology Institutes offer faculty an
opportunity to attend a comprehensive one-week series of courses
during scheduled semester breaks. Institutes provide the opportunity for hands-on learning, consultation, and meaningful discussion about the integration of technology in teaching. Faculty
members who complete an Institute are eligible to apply for special
grant funding from the CTE to support the effective use of technology in their teaching. The winter Institute is usually held the
first or second week of January and the summer Institute is usually
held in late May or June. More detailed information about institute sessions can be obtained on the CTE website.
Short Courses
www.pubinfo.vcu.edu/training/it/search.asp
Short courses are one to three hours hands-on sessions that are offered throughout the fall and spring semesters. A complete listing
can be found by searching www.pubinfo.vcu.edu/training/it/
search.asp (use Center for Teaching Excellence as sponsor). A sampling of offerings is listed on the next page:
• Introduction to Blackboard
• Teaching with Discussion Boards
67
•
•
•
•
•
•
•
•
•
Testing / Quizzing in Blackboard
Communication Tools
Gradebook Management
Blackboard Content System
ePortfolios
Course Design
Online Assessment Development with Respondus
Develop Interactive Content with LessonBuilder
Classroom Response System (CPS) (enables interactive
polling and display of student responses in the classroom)
Seminars
One hour seminars of technology-related topics of interest are
presented during fall and spring semesters. The choice of day and
time will vary based on the availability of space and the presenter.
Sample topics include Teaching with Low-Threshold Technology,
Exploring Online Learning Objects, Podcasting, Teaching with
ePortfolios. If there is a topic of interest you’d like to present or see
offered please contact us at the CTE.
Pilot Programs
68
The CTE also designs and conducts pilot programs that explore
the instructional value of promising technologies. These programs
provide opportunities for faculty who are early adopters or interested in experimenting with technology in the classroom. Typically, small cohorts of faculty work together over the course of an
academic year to learn, share, and present their experiences. The
current program is on Exploring Tablet PCs in the Classroom.
Faculty Learning Communities
(FLCs)
FLCs are cross-disciplinary groups of faculty and staff that engage
in a yearlong product-driven program of active collaboration. The
CTE offers several FLCs, one of which focuses on teaching with
technology. We also offer assistance to groups of faculty that are
interested in starting their own FLCs.
Student Technology Expertise
Program (STEP)
STEP is a program that pairs faculty members who want to learn
a particular technology with a student who has expertise with the
technology. Faculty project proposals and requests for STEP interns are accepted on a rolling basis throughout the academic year.
Small Grants
Funding opportunities are available through the CTE on a yearly
basis, and proposals for this program occur in the fall of each academic year. Many grants are awarded that have a focus on improving teaching and learning through the use of technology.
Services
Successful teaching with technology can often involve experimenting, taking risks, and evaluating the outcomes of those
efforts. The CTE also provides a range of services to support the
effective implementation of technology in teaching and learning.
The CTE welcomes you to stop by to learn more about the entire
range of services and programs we offer in addition to those focusing on instructional technology. If you have questions or would
like additional information about any of our programs please contact us (804) 827.0838.
On-Line Course Design
& Development
The CTE can provide consultation on the design and development of on-line or blended courses. We advise faculty in on-line
69
teaching best practices and selection of appropriate technology
tools to support learning in the on-line environment.
Individual / Group Consultation
Individual faculty as well as groups of faculty in schools or departments can consult with CTE staff to analyze instructional needs
and determine potential instructional technology solutions. We
regularly provide consultations in the areas of general course design, integrating technology in teaching, and identifying technology tools that support learning goals.
Classroom Observation /
Video Recording
The CTE will conduct confidential classroom observations to
assist you in the evaluation of classroom practices and the use of
instructional technology. Loan of equipment for video recording
of classroom teaching, and subsequent analysis of class sessions can
also be conducted.
Survey Development / Delivery
70
The CTE can provide web-based tools to assist you with developing, deploying and analyzing surveys to receive feedback from your
students about your teaching.
Focus Group Interviews
The CTE is also capable of working with groups of students to
conduct focus group interviews to provide you with feedback
about your course, teaching practices, or the implementation of a
new technology. We can assist with protocol development, audio
recording and transcript analysis.
Adjunct Faculty
The CTE remains open after normal working hours to provide adjunct instructors with the opportunity to access our resources. We
have two Dell workstations, printers, copier and a scanner that are
always available for faculty use. Please check our website for exact
days and times for the semester.
Instructional Technology
Resources
www.vcu.edu/cte
The CTE offers a wide range of resources in the area of technology, and more can be learned about them by visiting our website
www.vcu.edu/cte. A few key resources include the following:
Classroom Performance System
(CPS)
CPS is an interactive polling technology that can be used to
provide feedback and promote engagement and discussion in the
classroom. In addition to providing training in the use of this technology, the CTE loans sets of “clickers,” receivers and software
required for using CPS in the classroom. These mobile sets (accommodating class sizes up to 96 students) are ideal for occasional
use as well as exploring the use of the technology. Some training is
required prior to loan of this equipment.
KnowledgeNet
www.vcu.edu/cte/knowledgenet
KnowledgeNet is a web-based training system available to all
VCU faculty, staff, and students. Approximately 280 different
tutorials on a wide variety of software applications are available
online 24 hours a day, seven days a week.
71
Teaching, Learning and
Technology (TLT) Group
www.tltgroup.org
VCU is a subscribing member to the TLT Group, and the CTE
can provide faculty members access to the full range of subscriber
materials (contact CTE to request login information). The TLT
Group is a non-profit organization that endeavors to assist educational institutions around the world to improve teaching and
learning through the effective use of information technology. We
encourage you to take advantage of these resources by visiting
their website www.tltgroup.org.
72
Policies
and
Procedures
Technology Policies.................................. 74
Other Policies You Should Know...............75
Other Places to Find Policies.................... 76
73
Technology Policies
www.ts.vcu.edu/policies
Here’s a list of the most common policies that faculty and staff
need to know. These get updated occasionally, so we’re only
including the Web links to the most current version. We’ve also
included links to other policies at VCU.
Computer and Network Use Policy
www.ts.vcu.edu/policies/computeruse.html
www.ts.vcu.edu/policies/compuse_enforcement.html
This is the overarching policy you need to know about when using
a computer at VCU.
Guidelines for Faculty and Staff Use
of Communication Media
www.hr.vcu.edu/policies/G-CommunicationMedia.pdf
Rules about personal use of telephones, faxes, Internet and e-mail.
Web Publishing Guidelines
www.vcu.edu/guidelines
These are the rules to follow if you have a Web site or a blog on
VCU’s networks.
74
Intellectual Properties Policy
www.ts.vcu.edu/policies/ippolicy.html
This covers all intellectual property issues at VCU.
Information Security Policy
www.ts.vcu.edu/policies/intro_security.html
Information about rules to keep information you may have access
to safe.
Web Privacy Statement
www.vcu.edu/privacy.html
All web sites should have a privacy policy. Here’s VCU’s.
Blackboard Organizations
for Students
www.ts.vcu.edu/policies/Bb_studorg_policy.html
Students must obtain a faculty sponsor to have an organization on
Blackboard.
Federal & State Regulations
www.ts.vcu.edu/policies/regs.html
Here’s a list of the most common regulations you should know.
Other Policies
You Should Know
Student Honor Policy
www.students.vcu.edu/rg/policies/honor.html
Student E-mail Policy
www.ts.vcu.edu/policies/webemail.html
Student Conduct in Instructional Settings
www.ts.vcu.edu/policies/
Copyright FAQ
www.ts.vcu.edu/policies/copyfaq.html
Rights of Students under FERPA
www.students.vcu.edu/rg/policies/privacy.htm
75
Americans with Disabilities Act
www.ts.vcu.edu/policies/ada.html
Trademark Information
www.ts.vcu.edu/policies/trademarks.html
State Policies on Information
Infrastructure
leg1.state.va.us/cgi-bin/legp504.
exe?000+cod+2.2-2827
www.dhrm.state.va.us/hrpolicy/policy/pol1_75.pdf
Other Places to
Find Policies
Administrative Toolkit
www.vcu.edu/toolkit/policies.htm
Human Resources Policies
www.hr.vcu.edu/policies/index.htm
Financial Records Systems Policies
76
beech.vcu.edu/frswebsite.nsf/pages/home.html
A
Index
Accessible Technology 46
Ad-Aware 40
Adjunct Faculty 71
Program (STEP) 69
Surveys 70
Teaching, Learning and Technology (TLT) Group 72
Teaching with Technology 66
Spam 16, 17
Special Accounts 25
Viruses 17
eID 5, 6
eID Manager 5
Password 5
Advanced Computing
Special Accounts 25
Classroom Performance System
(CPS) 71
Alerts 42
Classroom Support 23
Equipment Loans 22, 49
AntiSpyware 40
Computer Labs 18, 30
MCV Campus 31
Monroe Park Campus 30
Printing 30
eServices 18
Banner 18
Banner Forms (INB) 19
Antivirus 34
Audio Teleconferencing 12
Automatic Updates 35
AV Engineering 50
Location filming 51
Production studios 50
Video services 50
B
Back up 34, 37
Banner 18
Banner Forms (INB) 19
Self Service 18
Blackberry 16
Blackboard 14, 20
Faculty Training 22
Content Mgmt System 21
Learning Mgmt System 21
Blogs 49
Business Short Courses 48
C
Center for Teaching Excellence
20, 21, 25, 26, 47, 66
Adjunct Faculty 71
Classroom Observation 70
Classroom Performance
System (CPS) 71
Consultation 70
Faculty Learning Communities (FLCs) 68
Institutes 67
Instructional Technology
Resources 71
KnowledgeNet 71
On-Line Course Design&
Development 69
Pilot Programs 68
Seminars 68
Short Courses 67
Small Grants 69
Student Technology Expertise
Computers 58
High Performance 29
Internet2 29
National Lambda Rail 29
Computer Safety
Alerts 42
Automatic Updates 35
Back Up 34, 37
E-mail 37
File Sharing 41
Firewall 36
Instant Messenger 40
Malware 38
Peer-to-Peer (P2P) 41
Phishing 39
Policies 42
Safety Tips 35
Spam 39
Spyware 39
Viruses 38
Virus Protection 34
[email protected] 11
Events Calendar 52
F
Faculty Learning Communities
(FLCs) 68
Faculty Training 22
File Sharing 41
Firewall 36
G
Geographical Information
System 29
H
Help 7, 32, 43, 56
Help Desk 7, 32, 43, 56
Knowledge Base 48
Test Scanning 23
High Performance Computing 29
Computing Accounts 51
I
Consulting 29
ImageNow 55
Content Mgmt System 21
IMAP 16
Copyright 75
Instant Messenger 40
D
Databases 60
Search Tips 61
Database Support 29
Distance Education 23
E
E-mail 6, 14, 39
Accessing Your E-mail 15
Blackberry 16
Dangerous E-mail 39
IMAP 16
Lotus Notes client 15
Safety 37
Instructional Support 20
Blackboard 20
Classroom Support 23
Distance Education 23
Equipment Loans 22
Podcasting 26
Technology Training 25
Teleconference Services 24
Test Scanning 23
Video Conferencing 24
Webcasting 27
Instructional Technology 71
Interlibrary Loan 62
Internet2 29
77
K
Podcasting 26, 49
Knowledge Base 48
Policies 42, 74
KnowledgeNet 48, 71
Portal 6, 14
Teleconference Services 24
Printers & Photocopiers 31, 58
Telephones 11
[email protected] 11
Long Distance Authorization Codes 12
TDD Phone Services 12
Teleconferencing 12, 24
L
R
Learning Mgmt System 21
Library 58
Coffee 59
Computers 58
Databases 60
Data Searching 61
General Information 58
Hours 58
Interlibrary Loans 62
Library Instruction 60
Photocopiers 31, 58
Printers 30, 58
Reference 59
Reserves 63
Special Collections 64
Lotus Notes 15
M
Malware 38, 41
Media Support Services 22, 49
AV Engineering 50
Classroom Support 23
Distance Education 23
Equipment Loans 22
Location filming 51
Podcasting 26
Production studios 50
Teleconference Services 24
Video Conferencing 24
Video services 50
Webcasting 27
myVCU Portal 6, 14
N
National Lambda Rail 29
Network 10
Wired 10
Wireless 10
O
[email protected] 30
Online Safety 35
P
78
Self-Paced 47
Short Courses 48
P2P 41
RamBucks 4
Records Management 52
Contact Information 55
General Records Schedules 53
ImageNow 55
Records Destruction 54
Recycling 54
Reporting Security Problems 42
Research Support 28, 49
Consulting 28, 29
Database Support 29
Geographical Information
System 29
Internet2 29
National Lambda Rail 29
Statistical Support 28
SURA 29
Unix servers 28
S
Safety 35
Instant Messenger 40
Phishing Scams 39
Software 30
[email protected] 30
Spam 16, 17, 39
Spyware 39
Tips for Handling 18
Special Collections 64
Training 22, 28, 46
Blackboard 48
Business Short Courses 48
Knowledge Base 48
KnowledgeNet 48, 71
Self-Paced 47
Seminars 68
Short Courses 67
Technology Training 25
U
Unix servers 28
V
VCUCard 3
Lost Cards 4
Office Locations 5
RamBucks 4
Video Conferencing 24
Virus 17, 34, 38
Antivirus 34
Avoiding Viruses 38
Virus Protection 34
W
Webcasting 27
Spybot 40
Web Pages 49
Blogs 49
Spyware 39
Statistical Support 28
Consultation 28
Training 28
Student Technology Expertise
Program (STEP) 69
SURA 29
T
Teaching, Learning and Technology (TLT) Group 72
Teaching with Technology 66
Peer-to-Peer 41
Technology Services 2
Personal Web Pages 49
Technology Training 25, 46
Knowledge Base 48
KnowledgeNet 48
Photocopiers 58
Trademark Information 76
Special Computer Accounts 25
Password 5, 19, 36, 38
Change Password 6
Phishing 39
Test Scanning 23
Technology Policies 74
Wired Network 10
Wireless Network 10
Laptop Ports 11
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