The Technology Projects 2010 document is located at https://spreadsheets.google.com/a/aquinas.edu/ccc?key=0AoXMyiota71rdDUzRlQ1WkhieHpXcUlUMnRjd05iekE&hl=en and is updated regularly. Please access this document for status on any of the technology projects planned for 2010.

All College computers have been re-imaged.  An information sheet was attached to each computer with detailed information about the changes made to the standard Aquinas configuration. Please refer to this sheet if you have any questions. The information is also available at https://docs.google.com/a/aquinas.edu/document/edit?id=12z9BmjkZsy_YU6ikCjdWCuRj3yWCozS_v4H27AIkCBM&hl=en

Also, things to do before you print to a Sharp multi-function printer*:

1. Enter your Department Print Code.

• Click Start, Settings, Printers and Faxes.
• Right click on your printer and choose Printing Preferences.
• Click the Job Handling tab.
• Place a check mark next to User Number and enter your Department Copy Code in text box below and click OK. (Call Judi Creamer at ext. 2449 if you do not have this code).

2. Configure your paper trays.

• Click Start, Settings, Printers and Faxes.
• Right click on your printer and choose Properties.
• Click the Configuration tab.
• Click the Auto Configuration button in the upper right section. An Update window will appear and retrieve the appropriate information from your printer.
• An Auto Configuration window will open and pointing hands will indicate the settings you should select. Click once next to each hand.
• Click OK two times. Your printer settings now match the capabilities of your printer!

• Want to print in color? Change this setting*:

If you need to print a color document on a Sharp or Lexmark printer, you will need to enable color before you print. By default, the color setting has been set to black and white. Previously, if you printed a document that had one character in color, your department was charged for a color page. Based on feedback from departments, we have changed this default setting. To print most Microsoft files in color, follow these steps:

Sharp Models: MX-2600, MX-C311, and MX-4101

• Go to Print and click the Properties button.
• On the Main tab, remove the checkmark next to Black and White Print.
• Click OK.

Lexmark Model X734

• Go to Print and click the Properties button.
• Click the Print Quality tab.
• Remove the checkmark next to Print in black and white.
• Click OK.

Other software may require additional steps.

• Helpful reminders:

Transparencies – Use transparencies that are specifically made for copy machines. Due to different equipment temperatures, transparencies that are made for printers can melt in the copier, damaging the equipment.

Labels – Use only full sheets of labels. If you use a partial label sheet, individual labels can come off and stick to rollers inside the machine. If a service technician needs to come out repeatedly for this issue, your department will be charged for a service call.

*This setting will need to be reset any time your computer is reimaged or replaced.

As part of the annual refresh plan, a majority of the wireless access points were replaced and they will support 802.11 b, g, and n. To use this network, you must have a network-capable laptop with a wireless network adaptor and an ELM (Electronic Login Manager) account.  For more information on AQnet, please visit http://www.aquinas.edu/aqnet.

            802.11 b and g Wireless Protocol

Available in outdoor locations

            802.11 b, g, and n Wireless Protocol

All buildings located on the Aquinas College campus, with the exception of the Sturrus Sports and Fitness Center and Holmdene.

AQnet Laptop Clinic

Due to the large turnout that ITS had last summer, ITS will be holding Laptop Clinics between August 19, 2010 and August 26, 2010 for students who need help with their AQnet connection.  Please check The Moose for exact times and locations.

During Fall Break 2010 ITS administrators will disable the accounts and delete the stored data* of non-registered students and graduating students who are no longer registered for classes. As of October 2007, all alumni will keep their Aquinas ELM account, which includes access to Aquinas email and MyAQ. However, alumni will no longer have the ability to login on-campus to the Novell network. *Please note: Stored data includes documents (files) that are stored on the F:\ drive including web browser (i.e. Internet Explorer) favorites/bookmarks. If students require assistance in copying any network files to a USB device or CD-R, please contact the Help Desk at extension 2050.

If a former student requires access in order to finish coursework beyond Fall Break, a network access extension may be requested from the Dean of Students Office (AB 110).

The Student Computer Lab has moved from AB 355 to AB 353.  The lab contains 12 computers and has access to a networked laser printer located in the ITS Help Desk, AB350.

This summer the computer classrooms on the third floor of the Academic Building (rooms 315, 319, and 322) were expanded to twenty-four computers each.  Please note printing is not available in these labs.  To reserve these labs, please contact Dee Scales in Advising.

This summer, five (5) new ELMO TT-02RX document cameras were purchased and are able to be reserved.

• Four (4) document cameras can be reserved through the ITS Dept.  Please visit http://www.aquinas.edu/computer and click on “Equipment Reservations”. 
• One (1) document camera can be reserved through the Albertus Hall Science Division Office.

survey.aquinas.edu is an on-campus survey creation and administration tool that allows you to create and distribute surveys electronically across campus or to targeted groups of people both on campus and off.  For more information, please contact Joe Carmon at ext. 2108 or email carmojos@aquinas.edu.

• Through MyAQ, students can now get information of what books are required for courses, including ISBN, and price of new and used books. Also, there is a link on student class schedules that will take them to the Bookstore's online site and pre-fill their shopping cart to make book ordering easier.

• Faculty now have the ability to email their class roster from within the MyAQ's class roster.

Please check out Student Essentials for more information relating to:

• Computer Lab hours, locations and printing
• AQnet
• AUP (Acceptable Use Policy)
• Student Computer Account Deletion
• Student Email Account Policy Information
• Forwarding Aquinas email to another email address
• Click here (http://www.aquinas.edu/computer/studentaccess.html#forward) to find out how to automatically forward all your mail from your Aquinas email account to another email address.
• And more…

The Faculty and Staff Essentials page is available especially to assist faculty and staff in locating information about services and technology provided by ITS.  Be sure to check it out!

• Data Storage
• Computer accounts
• T.A.P. (Technology, Access and Presentation)
• Fall Institute Technology Links
• And more…

ITS Help Desk is here to help you with your technology questions and concerns, please stop by AB 350, contact us at (616) 632-2050 or email techhelp@aquinas.edu.

The Aquinas Online Knowledge Base (http://its.aquinas.edu) is a great resource to answer common questions and problems relating to the Aquinas network environment (i.e. Microsoft Office 2007).

The ITS Help Desk uses a web-based customer support application called ZenDesk.  ZenDesk allows ITS to keep a record of requests, allocate support to the appropriate staff member, monitor the progress of each request and provide a reference point for new Knowledge Base articles.  By visiting http://its.aquinas.edu, you will be able to follow the status of your request, submit a new request and communicate directly with ITS. When you request help from the ITS Help Desk, you will become known as a requester and will receive an email from the ITS Help Desk with your request details and request status - pending any action that is required of you.  The first time you access ZenDesk, you will be asked to create an account.  Please log in with your Aquinas username and ELM password.

Students, as well as faculty and staff, who have forgotten their password or have never retrieved their password, have the option of retrieving their password through a web interface. New students* will receive a letter from ITS in August 2010 with their one-time access key which they will use in conjunction with their Aquinas ID number to choose their ELM password. Before they choose their password they will be prompted for personal identifying information which they will be able to use later as a reminder in the event they forget their password. The Password Retrieval process will end with the option to go to Account Maintenance to map a firstname.lastname email address.

Students, faculty and staff who may have misplaced their instruction letter or arrive on campus without retrieving their password, can visit Campus Safety, ITS, or the Library to receive a new One-Time Access Key when they provide a picture ID. Please Note: Since this is a new One-Time Access Key, it will supersede the previous notice. Please be aware that if you have not completed the “Retrieve Initial Passwords” process you will not be able to reset your password online without receiving a new One-Time Access Key. Students, faculty and staff have the ability to reset their passwords by visiting http://www.aquinas.edu/computer/password and providing the same personal identifying information that they provided when creating their password.

*All incoming freshman and transfer students who attend either a STAR day or Transfer Advising day will receive their One-Time Access Key during their event on campus. These students will be able to set up their account and access Aquinas network resources prior to the start of school.

You have the ability to map a firstname.lastname@aquinas.edu email address (ex - John.Smith@aquinas.edu, J.Smith@aquinas.edu, etc.) to your official college-issued email address/login name. This email address is optional and will NOT replace your primary email address (username@aquinas.edu).  Mail sent to the mapped address will be delivered to the original email account.  It will not create a new account.

To change your Email Mapping settings:

1. Login to www.aquinas.edu/elm.
2. Click on "Account Maintenance" and then "Modify Address Mapping".
3. In the textbox, you can choose to enter your given first name or a recognized variant acceptable to the College.
4. Click to place a checkmark next to the "Activate" option. 
5. Click "Submit".
6. Next, open up your Aquinas email (http://email.aquinas.edu) and click "Settings" in the upper right hand corner.
7. Click on the "Accounts" tab then click "Add another email address you own".
8. In the "Email Address" text box, enter your new email address and click "Next Step".
9. Click "Send Verification". (This will test to see if the address can receive email.)
10. Go to your Inbox and check for new mail.  You will receive an Aquinas College Confirmation email.  From this email, you can either click on the confirmation link or copy the confirmation code and paste it into the text box in the "Add another email address you own" window.
11. When the steps have been completed, you will receive a Confirmation Success! message.

Guarding against loss of edited email attachments

When you want to edit or save an attachment received from your Aquinas email, for example, a Word or Excel file, be sure to:

• Click the Office Button and then Save As. 
• Navigate to the directory/folder in which you want to save the file, name the file, and click Save. 

This will save the file in the proper location with a recognizable name.

If you open an attachment, edit it, and then click the Save icon, your document will be saved to a temporary folder on your hard drive.  When you close the internet browser, the file in the temporary folder will be deleted.  Most often, this file is not recoverable.  If you have the internet browser still open you can either open the file from the temporary folder and save it to the appropriate directory, or it can be copied to the correct directory.

Exchanging Files between different versions - Compatibility Pack

Office 2007 documents (.docx, .xlsx, .pptx) are not compatible with earlier versions of Office. A free compatibility pack download is available that will allow earlier versions of Microsoft Office and Microsoft Works to open Office 2007 documents.  Keep in mind that the formatting and layout options using the new features in Office 2007 will no longer be available when opened in earlier versions of Office.

Microsoft Office Compatibility Pack download  (http://www.microsoft.com/downloads/details.aspx?FamilyId=941B3470-3AE9-4AEE-8F43-C6BB74CD1466&displaylang=en)

The MyAQ class roster export allows a class roster to be created in MyAQ and then exported to Excel. It does the formatting automatically for you!  To use this tool, click Start, Programs, Colleague, MyAQ and then MyAQ – Roster Export to Excel.  Instructions are provided when Excel opens.

Elimination of VCR Players 

The ITS dept. encourages the use of the DVD format for videos. Information from our vendors indicates that VCR/DVD combos will not be manufactured or will be available in limited quantity.  Be advised that the Media dept. has a way to convert teaching media that is on VHS to DVD. 

T.A.P. Training

Please call ITS (x2050) or Media (x2131) to schedule training. This training is strongly suggested before using the technology.  Documentation is posted on the T.A.P. carts for easy reference.

Please be aware that any information not stored on a network drive (F:\, G:\, H:\) is vulnerable and could be accessed or removed by anyone with access to the computer. This includes floppy disks, CD-Rs, CD-RWs, USB drives, and files stored on the C:\ drive.

In order to protect your files, please be sure to lock your workstation any time you leave your desk unattended. To lock your workstation, press Ctrl + Alt + Delete and click on Lock Workstation. This will prevent others from accessing your email account, personal network drive, department drive and any other sensitive/confidential information that may be open or stored on your computer. Locking your workstation will allow you to remain logged in and to have programs and files open without the security risk associated with leaving your computer unattended. In order to access your account again, you will need to enter your password and press Enter (or click OK) on the “Workstation Locked” screen. Please remember that locking your computer does not prevent people from using the power button to turn off the computer, which may result in data loss for any unsaved files. If you are done using your computer for the day, please sure to log out of the computer or shut the computer down.

Please remember that all important files should be backed up to a secure location to guard against file corruption or data loss. Please keep the following in mind:

• Your F:\ drive is your personal network drive on campus. It is secure, backed up at a server level, and files can be more easily recovered than from USB drives or other storage methods.
• Keep a backup copy by emailing the file to yourself or storing it in another secure location (i.e. Google Documents). Update this as you work on the file.
• USB drives and email are a good way to transport files, but before you begin working on them, please copy them to your F:\ drive (your personal network drive on campus). When you have finished working on them, please copy them back to your USB drive or email the new copy to yourself.
• Important email files and attachments should be archived to your personal or departmental drive.

Per College policy, department heads and budget managers must coordinate all hardware and software purchases for campus use with ITS administrators.* Please be aware that the deadline for orders placed is February 15. This can be accomplished using the following procedure:
1. Staff/Faculty wishing to purchase hardware or software for campus use must fill out a request form. This form can be accessed on-campus via the Intranet at:
- Hardware - http://campus.aquinas.edu/its/forms/hardware_request.html

- Software - http://campus.aquinas.edu/its/forms/software_request.html

2. One of these forms must be completed and authorized by the department head or Vice President and submitted to the Director of Information Technology & Services for approval.
3. ITS administrators will analyze the feasibility of the request as it relates to the current hardware/software standards and infrastructure of the College network. A response will be issued to the requesting department, stating whether or not the request can be met and providing any alternate solutions.
4. If technically feasible, the request must undergo analysis for financial feasibility (unless funds are already available). This process will involve ITS, the department initiating the request, and possibly the Office of the Vice President for Finance. This process will identify funding sources for the request, either internal or external. Please be aware that the deadline for orders placed is February 15.
5. Finally, a purchase order will be initiated by ITS to the selected vendor, following established College purchasing procedures. Once the hardware or software is received from the vendor, ITS administrators will coordinate its implementation with the requester. Please be aware that the deadline for orders placed is February 15.

*Software purchased as reference media for stand-alone (non-networked) use in the Library must be purchased following established Library purchasing and storage procedures. However, ITS must still be notified to allow for proper documentation of all Aquinas software titles and the management of their licenses.

Additional information is available at:

College Software Management Policy - http://www.aquinas.edu/computer/about/softwareman.html

Business Office Manual – H:\employee\Business Office\Policy Manual and Forms\Business Office Manual.doc