Computer Use Policy – Carthage Employees

Carthage Employee Computer Use Policy

Carthage employees are expected to comply with the terms of the Carthage Computer Use Policy – Carthage Employees and to report any violation of these policies to the Director of Administration immediately. These policies apply when accessing Carthage's computer technology resources, from on or off campus, and when using Carthage's technology resources.

Carthage employee use of Carthage's technology resources is restricted to lawful and College approved purposes. Approved primary purposes include teaching and learning, and official College business. Permissible secondary purposes include College-related social, personal, and community functions and activities. Use of the technology resources for secondary purposes is always subordinate to use for primary purposes.

A network user id and password are assigned to Carthage employees solely for their individual use and should not be shared with anyone. Carthage employees are responsible for all functions performed from their assigned network account. For this reason, Carthage employees should not leave any machine unattended while logged on. In addition, any attempt to discover and/or disclose another's password is a violation of this policy.

Administrative information systems user id’s and passwords are assigned to Carthage employees on an individual need to know basis. Information from any Carthage administrative system should only be used in accomplishing Carthage academic and business tasks. Carthage employees are responsible for following the Family Educational Rights and Privacy Act (FERPA) to provide for student and employee privacy.

Installing, posting, distributing, or transmitting sexually explicit and/or pornographic images, or materials considered harassing, threatening, or obscene (as defined in section 1460 of Title 18, United States Code) via Carthage resources is prohibited.

Carthage employees must respect copyright and intellectual property rights of others. Copying of materials, which belong to others, including passwords and files constitutes a breach of the policy. Note that unauthorized duplication or transmission of copyrighted or other proprietary content could subject the Carthage employee to criminal prosecution as well as personal liability in a civil suit. Because Carthage College does not require, request, or condone unauthorized copying or use of computer software, such action is not considered to be taken in the course of employment. The College will not provide legal defense for individuals who may be accused of making unauthorized copies of software even if these individuals maintain that such action was taken in the course of their employment. If the College is sued or fined because of unauthorized copying or use, it may seek payment from the individuals as well as subject them to disciplinary action.

Carthage employees must use Software owned or licensed by the College in accordance with the applicable license.

Consequences of Computer Use Policy Violations - Violating the Carthage Computer Use Policies may result in restriction/revocation of network access, suspension or termination from the college, or other actions as deemed appropriate by the Vice President for Administration & Business. Procedures for disciplinary action are described under the Conditions of Employment section of the Carthage Employee Handbook.

New Employees - gaining access

Access to Carthage Employee Information Systems

Appropriate Use

Carthage employee use of Carthage's technology resources is restricted to lawful and College approved purposes. Approved primary purposes include teaching and learning, and official College business.

A network user id and password are assigned to Carthage employees solely for their individual use and should not be shared with anyone. Carthage employees are responsible for all functions performed from their assigned network account.

To obtain a logon for the Campus Novell Network and Carthage Webmail:

1. Complete all payroll paperwork. Your name will be entered into the system that generates the network accounts and passwords.
2. Your log on account will usually be open in 24 hours. The Payroll Office will provide you with a temporary password.
3. When your account has been built, logon using your first initial, your last name, and incrementing number if assigned. e.g. Joe Smith would be jsmith@carthage.edu. If there is already a jsmith@carthage.edu you would get a logon account for jsmith1@carthage.edu.
4. Any trouble logging on to the Novell network should be referred to Academic Information Services at extension 5950.

To obtain a logon account for any other system, contact your supervisor for assistance.

Administrative information systems user accounts and passwords are assigned to Carthage employees on an individual need to know basis. Information from any Carthage administrative system should only be used in accomplishing Carthage academic and business tasks. Carthage employees are responsible for following the Family Educational Rights and Privacy Act (FERPA) to provide for student and employee privacy.

To obtain a logon account for the Administrative System:

1. Discuss your need to obtain access to the administrative system with your supervisor. If you need access to accomplish your position, your supervisor should send an email to rhuenink@carthage.edu
   stating the need for your access and what information you should have access to.
2. Make sure that you have completed all payroll activities. The completion of payroll registration will trigger your Novell Network, Blackboard, and Email account creation. There are no exceptions to this process. Within 24 hours your accounts will be created automatically. The payroll clerk will inform you of your password.
3. After you have a Novell Netowork login account and the email requesting your access is received, Administrative Services staff member(s) will create your AS/400 account and provide you with the password and logon instructions.
4. Administrative use training will be afforded by personnel in the office you work. If additional training is needed, send an email to rhuenink@carthage.edu describing your needs for training.

Programming Requests

Programming Requests

The administrative system used at Carthage uses TEAMMATE, a database management system that includes selection of records, reports, merge files, cross tabs reports, and inquiry that can be self designed by system users. In most cases, the needs of each office for reporting on a regular or adhoc basis can be accomplished with this system. If you need help using TEAMMATE contact Administrative Services at extension 5493. However, sometimes there are necessary activities that cannot be supported through the use of TEAMMATE.

The use of IBM Query can in many cases be employed to accomplish a task that TEAMMATE cannot due to the greater fliexibility of linking files in IBM Query. However, IBM Query does not afford the same level of formatting that TEAMMATE offers. If you have tried to accomplish your task using TEAMMATE and need help with IBM Query please contact Administrative Services at extension 5493.

Tasks that cannot be accomplished by using either TEAMMATE or IBM Query may be accomplished by creating merge files using either facility and then using Microsoft Access or Microsft Excel to produce the desired report. If you need help accomplishing such tasks, contact Administrative Services at extension 5493.

Sometimes information that is desired for a report or other tasks is not available to the user due to security restrictions. Security for the administrative system is designed on a need to know and functional needs of the office in which the user works. If you experience a security issue when using any data related to the administrative system, please contact Administrative Services at extension 5493.

When none of the above support your needs for information programming may be considered. The use of programming to solve problems employs powerful tools. However, the use of programming is the most expensive means of resolving needs for information. It is also the method that takes the most time to obtain the desired results.

A successful programming project is the result of careful analysis of information and output needs, designing a system to meet those needs, writing the procedures and programs required, and then testing the results for accuracy and completeness.

When a programming request is received by the Director of Administration the requestor will be contacted by a member of the Administrative Services staff. Large projects will be directed by the Director of Administration. The following course of events can be expected:

1. Conference to discuss the needs for programming. At this conference an analysis of the needs will occur and other alternatives to resolve the needs for programming will be discussed. This is done to ensure there is a need that cannot be handled in another manner which would provide a solution much quicker and at much less cost. Many times the process ends because another alternative provides the information needed much quicker and at less cost than programming.
2. If programming is determined to be the appropriate means of handling the need for information, then the project will be assigned to a programmer/analyst. That person will work the the system user(s) do completely analyze the problem and report back to the Director of Administration. The programmer and Director Administration will develop a plan for the programming project.
3. The plan for the project will be presented to the person(s) requesting the programming and others as appropriate. The plan will be presented and adjusted as appropriate.
4. The programmer will write the procedures, programs, and documentation required to complete the project.
5. When the procedures and programs are ready to be tested, the programmer will contact the appropriate users to help with the testing of the program.
6. After testing has been accomplished and any adjustments to the programs and procedures are made, training, documentation, and making the procedures "live" will occur.

In the event that programming may be needed, the above process can be started by filling out the Programming Request below and forwarding it to the Director of Administration.

Security and Privacy Policies & Procedures

Family Educational Rights and Privacy Act (FERPA)

Carthage employees with access to student information either electronic or in another form are responsibile for the use, privacy, and security of student information. To that end it is expected that guidelines provided in the Family Educational Rights and Privacy Act (FERPA) will be followed. See the link provided below for further information regarding FERPA.

FERPA Regulations

TEAMMATE ERP System Documentation

TEAMMATE

TEAMMATE Users Guide

Teammate Advanced Manual

TEAMMATE Self Study Guide

Business Office

Accounts Payable Users Guide

Accounts Receivable Users Guide

General Ledger Reference Manual

General Ledger Users Guide

Development

Development Reference Manual

Development Users Guide

Office of Student Financial Planning (Financial Aid)

PowerFaids Master

PowerFaids Interface Guide

PowerFaids Disburse

PowerFaids User Guide

FISAP Review Guide 2004

Registration

Registration Reference Manual

Registration Users Guide

Registration 32 Changes

Advising Users Guide

National Student Loan Clearinghouse

NSLC Setup Guide

Registration 32 Changes

Student Life (Dean of Students Office)

Student Life 2.0 Reference guide

Student Life _2_0_0 Users Guide

Student Life Reference Manual

Student Life Users Guide

System Administration

i Series Servicepack SI23978

Double click on the link above. Then double click on the si23978.exe file. Next, click on Save and direct the file to Desktop. The file will download to your desktop. Then double click on the desktop item si23987.exe and follow any directions provided.

PTF Guide

Duplicate name facility

PowerFaids Interface Guide

System Administration

TEAMS Integrator Reference

WEB Reference Manual

Administrative Services Emergency Response Instructions

Administrative Services Emergency Instructions

Trouble Reporting Procedures

Trouble Reporting Procedures

Please review the problem resolutions suggested below.

Connectivity Issues:

1. Reboot your system to make sure no other programs are running.
2. Try connecting to the administrative system again
3. If you have just changed your Novell password but not your AS/400 password use your old password to connect to the AS/400. Then go to the Common Options Menu (87) and change your password with option 93.
4. Reboot your system again and re-try connecting to the AS/400.
5. If you do not have access to the file share for your office, you will need to map a drive to the file share for your office.
6. For assistance with the above or other connectivity problems, please call extention 5493.

TEAMMATE Help

1. First look at the TEAMMATE Users Guide , Teammate Reference Manual , or Teammate Advanced Manual and learn how to help yourself.
2. Write a complete explanation of the assistance you need including purpose of your task, selection criteria, report or merge requirements, and what you have tried. Email your explanation to dfaraca@carthage.edu
3. Call extension 5493 for assistance, after you have done steps 1 and 2 above..

Module Help

1. Send an email detailing what you are trying to accomplish to dfaraca@carthage.edu including the following:

• Menu and option you are trying to run
• Explanation of exactly what you are trying to accomplish
• Any messages that you are receiving
• The results of running the option if it ran and how it is not what you expected.
• Any previous difficulties with the same procedure

2. Call extension 5493 after you have done the above or if your question is a very simple request that could be handled immediately over the phone if the support person is available.

Using MS Office with TEAMMATE

Mail merge procedures

1. Create a Selection Specification that includes the people you want to mail to or create a list of data for.
2. Create a Merge Specification that includes all of the data you want to use in your mailing or data list.
3. Run the merge on the AS/400. Your data will be created in the file share for your office and also in the CARTMFIL library.
4. Create your Word Document and attach the file created in the Mailmerge Wizard. See Microsoft Mail Merge Tutorial for help in constructing your merge document.
5. Print to a local or network printer.

Printing using a network connected printer

1. Reboot your machine and log into the Novell network again.
2. Go to Start -> Printers and Faxes -> then find the printer you are trying to print to
3. Right click on the printer
4. Select Properties
5. Left click on the printer definition. Left click on the Print Test Page button. This should provide a test printout.
6. If you do not receive a printout, contact the Computer Center Helpdesk at extension 5950.

Printing using a network printer to print from the administration system (AS/400).

1. Follow the directions under Printing using a network connected printer first.
2. Start the AS/400 connection and log on.
3. Go to the Common Options page by entering 89, Enter.
4. Select Option 1, Display Print Spool.
5. Select any 1 page printout (including QPJOBLOG prints) with a 2 (change).
6. On the line "Printer....................." enter the name of your printer session. To find the name of your printer session open the printer session and look at the top of the box with the "Ready" light. You will see "CARTHAG1/ and the name of your printer session. Enter that name on the line after "Printer..........." If you receive a printout your problem is fixed. If not, continue.
7. On the Display Print Spool screen select the printout from above and enter a 9 under Opt.
8. Enter a 2 before the message "This file is not associated with a started printer".
9. Enter your printer session name, same as done above and press Enter.
10. If you do not obtain a printout, look on the Display Print Spool screen for "MSGW" in the Sts column. If you see "MSGW" enter a 7 under Opt on that line and press enter. Read the screen and answer the question as directed.
11. If you still do not obtain a printout, contact Administrative Services as extension 5493 for assistance.

If your problem is not resolved.
email dfaraca@carthage.edu or call extension 5493 with the following information:

1. Who you are
2. Where you are located
3. What machine you are working on
4. A specific description of the problem being experienced
5. When the problem needs to be resolved by
6. What priority the problem should be assigned.
7. Any other information that would help in resolving your problem

Your request for assistance will be entered into the HelpTrac system for assignment and tracking purposes.

Directions for Mail Preparation

Mail pick up/delivery schedule( Lentz Hall only):

1. 12:00 PM on days administrative offices are open
2. 2:00 PM on days administrative office are open

If you need training regarding mail preparation contact the Mailroom Coordinator at extension 5711.

Mail Preparation Guidelines:

Mail must be sorted according to:

1. Domestic mail
2. Foreign-Canada and Mexico
3. Student mail
4. Other Campus mail
5. Stamped mail

All unsealed mail must have the flaps down to meet the standards for the mailing machine to seal the mail correctly.

Stamped mail should be sealed.

Mailings of greater than or equal to 100 pieces require a work order to ensure proper charge back.

Each mailing of like mail pieces should be rubber banded or paper clipped as appropriate. This streamlines mail processing by preventing weighing of each piece.

Large mail pieces must be marked with the class it should be mailed as:

1. 1st Class
2. Non-Profit
3. Media Mail (Books, Papers, Tapes)
4. U.P.S.
5. Airmail

Mail placed in the outgoing basket in the Lentz Hall Mailroom should have a name and department attached to assure appropriate charge back.

Requirements for First Class mailings with Indicia are:

1. 200 or more pieces
2. All pieces must have the same contents
3. No foreign addresses
4. A return address is required
5. Envelope flaps must be down
6. A completed work order is required

Requirements for Non-Profit mailings are:

1. Pieces must be in ascending ZIP Code order
2. There is a 200 piece minimum
3. All pieces must have the same contents
4. No foreign addresses
5. A return address is required
6. Envelope flaps must be down
7. A completed work order is required.

A Mailing Request form must be competed for each mailing of 50 or more pieces. Please complete the form and attach it to the mail pieces to be processed by the Lentz Hall Mailroom.

Mailing Request

Copying and Document Preparation

Using office based copiers and the small copier in the Lentz Hall Mailroom

1. These copiers should be used for copy job under 50 originals.
2. The appropriate use of office copiers should be monitored by the office in which the copier/printer resides.
3. A Key Operator should be assigned in each office that has responsibility for maintaining the copier/printer with paper, toner, and staples. The Key Operator should be the first point of contact when a problem with a copier/printer arises.
4. In no case should anyone other than Lentz Hall Mailroom staff or copier technicians use tools or any equipment to maintain or resolve copier/printer issues. If the problem is that significant it should be reported to the Lentz Hall Mailroom staff.
5. In the event a problem cannot be resolved by the Key Operator for the office, the problem should be reported to the Lentz Hall Mailroom. The following should be reported:
   1. Where the copier is located
   2. What model of copier/printer needs attention
   3. The exact problem being experienced with the copier/printer
   4. Any recent problems experienced with the copier/printer
6. In the event the Lentz Hall Mailroom staff cannot resolve the problem with the copier/printer, the company providing maintenance for the equipment will be contacted. It usually takes 24 hours before a technician arrives on-site to service the machine. Further, if parts are needed it may take additional days to obtain the parts necessary to make the machine operational. Both the Lentz Hall Mailroom staff and the technicians will strive to return the copier/printer to operational status as soon as possible.
7. Copies/prints made in each office are counted and billed back to the department where the copier resides or to the department responsible for the security code used.
8. Some copiers require a security code prior to use. That security code is used for counting copies made for charge back purposes. Users should be sure to clear their security code upon finishing their copy work.

Requesting copying to be done my the Lentz Hall Mailroom staff

1. A fully completed work order form is required.
   Copying Request
   1. Time needed
   2. Date needed
   3. "ASAP" requests will be accomplished on a time available basis
2. Only materials with a white background should be used as masters. Colored backgrounds provide dark background copies.
3. Only copy ready originals will be accepted. Books with pages marked are not accepted.
4. No staples are allowed
5. No half sheets allowed. Only 8 1/2 by 11 or larger originals are accepted.
6. No taped, glued, or cut and pasted originals will be accepted. Make an original that looks exactly like what you want copied.
7. No thermal fax sheets
8. The copy quality will be consistent with the original copy quality.
9. Copy request should be made 24 hours prior to when the copies are needed to ensure they will be ready. Copy requests made with a less than 24 hour deadline will be accomplished on a time available basis and in the order received.

Faxing

Receiving Faxes

Lentz Hall Mailroom Fax number: 262.551.6208

For proper delivery faxes should contain the name of the person or department to receive the fax.

Sending Faxes:

Department faxing costs:

$1.00 per page domestic

$3.00 per page international

The department general ledger account number will be necessary for charge back purposes, prior to faxing.

Personal faxing costs:

$1.00 per page domestic

$3.00 per page intertational

Payment for faxing is due prior to using the fax machine. Only cash is accepted.

Trouble Reporting

Telephone Trouble Reporting

Trouble Report Line extension 3499 (FIXX).

Student Telephone Billing inquiries extension 5771.

Faculty and Staff Telephone Billing inquiries extension 6003.

Carthage contracts with a telephone service vendor to resolve telephone problems. Simple problems may be handled my Carthage telecommunications staff.

Prior to calling with a trouble report the telephone user should do the following:

1. Check to make sure the telephone instrument is appropriately plugged into the telephone outlet. Any equipment such as modems, anserwing machines, etc. should be disconnected from the phone line. The telephone should be connected directly to the outlet and then tested. If a dial tone is heard, the problem has to do with the connection of the other equipment. If no dial tone is experience the problem could be the phone system or the telephone.
2. Disconnect the telephone from the outlet and try it in another jack that you know is in working order. If no dial tone is experienced the problem is likely the telephone instrument. If a dial tone is heard the problem is with the telephone jack or connection and should be reported via the FIXX (3499) Trouble Report Line.

Any reports to the FIXX line should include: 1) telephone number, 2) location of where the phone is connected to the jack, 3) type of phone, 4) a detailed description of the problem being experienced, 5) a description of what has been tried to resolve the problem, 6) the name of the person calling the FIXX line and how they can be contacted.

All telephone billing inquiries should be directed to extension 5771 or you can come to the Busines Office for assistance. Student long distance access can be removed if an appropriate balance is not maintained. Student telephone balances can be obtained at www.carthage.edu, then Current Students, Your Phone Bill.

When a need arises that requires adjustment to telephone workstation programming, contact Administrative Services at extension 6003.