IT Frequently Asked Questions for faculty and staff
Below, grouped by category, are answers to the most frequently asked questions regarding IT fees, procedures and guidelines.
Labs/Classrooms
1) How do I get new software installed on lab/classroom computers?
Faculty members are asked to provide software and licensing verification for new lab/classroom installations approximately six (6) weeks prior to the beginning of the semester for major build changes (such as a new operating system). Announcements are made via the campus bulletin board of the specific due dates. Faculty members are also asked to test the software following the installation to verify the functionality.
2) Who gets trickle-down (off-lifecycle) lab computers? How much do they cost?
Since 2006, computers coming out of labs and classrooms at the end of the three-year life-cycle are sold in the bookstore or to departments at 10% off the bookstore price. The price is based on market value and is set and agreed to by IT and IU Purchasing. Funding permitting, some off-lifecycle computers may be distributed to departments without charge.
3) What classroom equipment/support does Instructional Media Services (IMS) provide?
IMS is a unit within Academic Affairs and is not part of IT. IMS is generally responsible for providing and supporting mobile instructional equipment. If the equipment is permanently installed in a general use classroom, IT supports it. If the equipment is on a cart (not permanently installed), IMS provides and supports it. Transparency overhead projectors on the main campus are supported by IT. At the Elkhart Center, since all classrooms are equipped with document cameras, transparency overhead projectors are provided only by special request and are supported by IMS.
4) What are the helpdesk and classroom tech support hours?
We hope to have 24/7 helpdesk phone support available soon but until then, these are the schedules –
Helpdesk via phone (520-5555), e-mail (helpdesk@iusb.edu), and walk-in (DW1245) for the following hours:
Monday – Thursday 8 a.m. – 8:30 p.m.
Friday 8 a.m. – 5 p.m.
Classroom technology via phone (520-5555), e-mail (helpdesk@iusb.edu), and walk-in (DW1145) for the following hours:
Monday – Thursday 8 a.m. – 9:30 p.m.
Friday 8 a.m. – 5 p.m.
For location and hours of labs, visit http://it.iusb.edu/ and select “Lab, Classroom, and Instructional Resources”.
Equipment
5) Who receives lifecycle-funded equipment?
IU South Bend and the Office of the Vice President for Information Technology (OVPIT) provide the funding for lifecycle equipment for full-time faculty and staff. IT attempts to manage its resources in such a manner that shared or older computers can be provided to part-time faculty and staff. IT does not provide lifecycle-funded equipment to student assistants. Depending on budget limitations/constraints, departments may be asked to contribute toward the cost of computing technology for the non-full-time employees.
6) What is lifecycle-funded equipment and how is it configured?
Except in special circumstances, IU South Bend provides equipment with a standard configuration similar to what is negotiated between IU Procurement and the vendors (Dell, Apple and Hewlett Packard, to name a few). The configuration attempts to maximize the computing capabilities within the constraints of the funding. If an individual requires a configuration more costly than the budgeted amount, the department head must approve the upgrade and identify a funding source for the costs in excess of the standard configuration. The typical standard configuration consists of a PC (or Mac, in certain circumstances) and access to a printer (either individual InkJet or departmental laser printer, depending on circumstances). PC users who desire to switch to Mac may do so if their departments agree to pay any cost differential between the budgeted PC amount and the cost of the Mac.
7) Can I have a laptop instead of a desktop?
Individuals (with approval of their department head) are free to upgrade from a desktop to a laptop providing they (their unit or department) agree to pay the cost differential and assume additional responsibilities for security.
8) What kind of printer do I get and how often is it replaced?
A typical printer for an individual user is an HP InkJet. In some instances, a laser printer may be provided for a large department in lieu of or in addition to individual printers. Color laser printers and individual laser printers are typically not furnished as part of the lifecycle equipment but can be purchased by the departments. Typically, printers are replaced only when they fail and only if they cannot be repaired. They are not automatically “refreshed” at the same time as the computers.
9) What is done with the off-lifecycle equipment?
Inasmuch as faculty and staff (including part-timers) are given access to lifecycle computers, trickle-down machines (off-lifecycle) are typically not redeployed but instead are resold in the bookstore at a price agreed upon by IT and Purchasing.
10) Who is responsible for moving or relocating computing equipment?
The full guideline is posted at http://www.iusb.edu/~sbit/software-and-hardware-hwpolicy.shtml. It states that IT equipment is to be moved only by (or under the supervision of) IT personnel.
11) What is done with unsalable or obsolete equipment?
All surplus computing equipment containing a hard drive (desktops, laptops and servers), whether ordered by IT, a department or with grant funding, is to be given to IT for data removal and disposal in accordance with IU policies (http://www.iu.edu/~purchase/policies/p141.html). Equipment which is not to be sold (or that which remains unsold) will be turned over by IT to the campus property and purchasing department who will have the responsibility for arranging appropriate disposal of said equipment.
12) Does IT support all computing equipment on campus?
IT-provided equipment is fully supported by IT during its lifecycle (computers 3-4 years, printers 6-8 years). Both the equipment repairs and current software are provided by IT. Equipment that is not provided by IT, is non-standard or beyond its lifecycle will be supported as IT is able.
Software
13) When/how are software upgrades done?
Upgrades of operating systems and major applications are timed to be least disruptive to students and faculty (typically occurring during the summer). The upgrades must also coincide with the hardware sufficient to support it. These upgrades are announced with sufficient lead time to allow for appropriate order of books for class. Upgrades for minor applications are usually performed as received between semesters.
14) Who’s allowed to install software and under what conditions?
Software can be installed on office computers by users who have administrative rights under the condition that it be legitimately licensed, from a trusted source and with the understanding that helpdesk support may not be immediately available if the computer is rendered inoperable because of the installation. Users may wish to consult with the helpdesk prior to the installation of any non-standard software. A full list of IT-supported software is available at our web site (www.iusb.edu/~sbit) but a partial list is included here for standard desktop installations (PC and Mac):
“Standard PC Build” supported for faculty and staff:
Microsoft Windows XP Professional (+standard components)
Microsoft Office 2007 Enterprise (complete suite)
Internet Explorer 7
Symantec Antivirus CE
Firefox 2.x
SPSS 14
Apple Quicktime
Adobe Reader 8
Adobe Flash Player
Adobe Shockwave
Real Player Basic
Java RTE
Roxio or Sonic Now DVD Authoring software
“Standard Mac Build” supported for faculty staff:
OS X Leopard (10.5.3 + standard components)
Microsoft Office 2008 Suite (complete - including Entourage for email)
Firefox 2.x
Adobe Flash Player
Adobe Shockwave
Available Stat/Math Software (installed on request):
HLM
Lisrel
Maple
Mathematica
Matlab
Minitab
Rats
Resampling
SAS
Scientific Workplace
15) Who pays for what software? Can I order specialized software?
IT pays for the standard desktop software and most of the applications in the student labs and classrooms. Software specific to a department and not considered general-use software is to be funded by the requesting department. For computing lab installations, sufficient licenses must be available for all of the lab workstations unless it can be arranged to be on the “advanced” build which is in GR132 and NS0038. The IT Sr. Director for User Support should be consulted before ordering software (for assistance in determining compatibility, taking advantage price deals or university licenses if available, and to address any security or systems concerns).
Security/Network/Telecom
16) Is it okay to download music or movie files?
According to IT Policy 1 (http://itpo.iu.edu/it01.html), “Indiana University technology resources may not be used in a manner that violates the law.” Unauthorized sharing of copyrighted information (music, movies, TV show and/or printed materials) is against the law. Students who are identified as having illegally exchanged files are assessed a $50 fine (charged to their bursar account) and may be referred to Judicial Affairs. Faculty and staff violations are dealt with on a case-by-case basis.
17) What happens if I violate IU IT policies?
For staff members who repeatedly violate IU IT policies or put the network at risk by visiting unsafe web sites, disabling of the staff member’s network account is called for. For faculty, violations of ITPO policies are communicated to the faculty member’s dean. Students who repeatedly violate policies will be referred to Judicial Affairs. In all cases, if the violation creates an imminent or present threat to the security and/or stability of the campus network or presents a liability issue for the University, immediate removal of network access or disconnection of the offending machine from the campus network may be warranted.
18) Are there policies that apply to everyone regardless of campus?
University-wide IT policies can be found here - http://itpo.iu.edu/policies/university.html. They define, primarily, the conditions under which users are allowed to avail themselves of IT resources.
19) Where is wireless and how do I use it?
Wireless access points have been installed throughout the campus to provide network access in places where a hard-wired connection wouldn’t be practical such as hallways, the mall and other student gathering places. In short, wireless is not intended or expected to replace hard-wired connectivity but is, instead, provided as a means to achieve short-term connections to the campus network and the Internet in situations and locations where hard-wired connectivity isn’t achievable. Instructions for connecting to wireless are provided at http://www.iusb.edu/~sbit/internet-phone-video-wireless.shtml. A complete description of the wireless guidelines for IU South Bend is available at http://www.iusb.edu/~sbit/wirelessguidelines.shtml.
20) Can I install my own wireless access point (office, lab, student housing unit)?
IU South Bend-specific wireless guidelines are posted here - http://www.iusb.edu/~sbit/wirelessguidelines.shtml. IU ITPO policies 19 and 20 also apply. They are available here - http://itpo.iu.edu/IT19.html and http://itpo.iu.edu/IT20.html. In short, they indicate that no department shall install a wireless access point without consulting IT. Under no circumstances are students allowed to install wireless access points that connect to the IU network.
21) How do I connect other devices to the campus network (printers, servers, etc.)?
No equipment is to be connected to the IU South Bend network without consulting IT. Users who maintain their own systems are responsible for adherence to University IT security standards. Server specific details are available here - http://www.iusb.edu/~sbit/serversecurity.shtml.
22) What should I do in terms of keeping my equipment safe and secure?
IT provides and configures regular updates for the Mac and PC operating systems as well as those for the IU-provided anti-virus software (Symantec). It is the individual users’ responsibility to leave the computer on to receive the scheduled updates as directed by IT. It is also the users’ responsibility to periodically update the operating system and anti-virus software on laptops that are not regularly connected to the campus network.
One of the ways criminals and mischief-makers try to gain access to the campus network is via machines that are not patched or those without current anti-virus software. However, they also try to break in by way of “social engineering” which is another way of saying they trick you into letting them in. The most common social engineering scam at present is call “phishing” and is usually done via email. To protect yourself and the campus network from phishers, NEVER respond to an unsolicited email asking you to provide a user name and password or one that directs you to a web site where you’re asked to provide that information.
23) I’ve been told not to store anything on the C: drive of my computer. Where should I store my stuff?
Students are given an O: drive (250 MB) and “mypage” web storage, but we encourage them to use OnCourse’s 1GB of storage with the expectation that the “O” drives will eventually be phased out. For faculty, additional network storage is provided on request for those courses requiring extra space. This extra space is deleted at the end of the semester. Faculty/staff are provided an O: drive (500 MB) and “mypage” web storage for their private use and an H: drive which is shared by the members of their department. O: drive space quotas can be increased to accommodate university-related business via a call to the helpdesk. For storage needs in excess of 5 GB, UITS provides access to massive data storage on machines in Bloomington. Please contact the helpdesk if you have a need for large storage.
Under no circumstances should sensitive data (social security number, credit card numbers, bank account information, etc.) be kept on a laptop or desktop computer.
24) Why do we have to pay for network data ports?
Any device that requires a permanent network connection (or the assignment of a permanent IP address) is assessed a monthly data port charge of $9.40 (as of Apr 15, 2008) in accordance with auxiliary budgeting guidelines. Examples of such devices include Windows PCs, Macs, mini-hubs and network printers. IU Trustee policies require charges to be assessed for data ports; however, the departmental budgets are adjusted each year to cover the costs associated with any newly installed ports.
Campus web site/web accounts
25) To get an account on the web site, I was told I have to be (or have) an account sponsor. What is that?
According to UITS, the account sponsor is the person responsible for the account. Additionally, at IU South Bend, the account sponsor for a web account is responsible for the content and updating of the website for said account. The sponsor does not have to be the person doing the updates; however, they cannot delegate the responsibility for currency of the pages. If a website has an issue, IT or Public Affairs will contact the account sponsor to correct/fix the problem.
26) I don’t like the tilde (~) account for my web pages. How do I get one with the name that I choose?
Vanity domains are things such as www.it.iusb.edu, www.housing.iusb.edu, etc. With the approval of the Chancellor’s Cabinet, IT charges a fee of $150 for vanity domains. This insures that the domain will only be in place if it is absolutely necessary. Adding vanity domains affects the complexity of the web heads (configuration has to be replicated to two separate hosts) in addition to modifying DNS.