Present:  Dan Reke, Theron Niekamp, Nathan Walters, Carol Marion, Carol Rigola, Harry Lawhorn, Chuck Steel

Absent: Ann Miller, Dr. Salisbury

Questions from the Policy Committee

Q: Is there a way to have distribution lists appear at the top of the address book display?

A: Yes

o   Harry will show us the Exchange 2007 display during the next meeting. That could display the distribution lists first.

o   If not, we can add a special character to the beginning of the distribution lists so that they are sorted at the top.

o   Either way, we will work something out to accommodate that.

Q: Will there be distribution lists for students?

A: Not at this time.

Q: How will we handle accounts for the following groups of people?

A:

• B&I: For each class, B&I will need to send Network Services the number of students, the room the class will be held in, the start date, the end date, and a class or course name.
   

• Bluffton: For each student, Bluffton will need to send us a name and a signed LAN agreement. We will be providing Bluffton students with an NT account so that they can use computer labs. We will not be providing them with an e-mail account. These accounts will have to be created manually.
   

• Urbana: Same as Bluffton

• Non student users of the Library/Learning Center/Internet Cafe: We will provide the Library with a limited number of guest accounts, and the Library will log users in after they sign a registration book. This was based on input from David Gansz. Dan needs to ask David if those users should sign some form of LAN agreement.

Q: How long will user accounts remain active and who would be responsible for deleting accounts?

A: That would depend upon the needs of the College, the limitations of storage capacity, and the number of accounts involved. We will need to balance out the limitations with the needs to come up with a policy that makes the most sense. There was general agreement that the College would at least want accounts for those enrolled in the Spring Semester to remain open until Fall registration is completed. We will need to find out how many accounts and resulting storage requirements would be involved for various lengths of time. Then we will need to work with the Policy Committee.

            At this point an extensive discussion ensued. See “CSV File” below for more detail.

Advanced ToolWare Update

• Our account manager has left the company.

He has been replaced, but he’s just starting.

• Our sales engineer is also still there,

• They have notes from our prior sales manager.

• Stark and Lakeland are using Advance Toolware.

Test Site

• Carol Marion deleted the old accounts and set up about 20 new ones.

CSV File

• The CSV file is the one that will be passed from Datatel to the NT server to provide the necessary information for creating accounts.

• Dan asked what is in that file, and Carol Marion provided the following information:

• There are actually four separate files:

• A. Every student enrolled in the current semester. Fields - ID Number, Course Number.

• B. Every course in the current semester. Fields – Course ID Number, Faculty ID Number.

• C. Instructors: Faculty Number, Faculty Name.

• D. All web advisor users (currently enrolled students, current faculty, and current staff). Fields: ID Number, Webadvisor Login, PIN, e-mail.

• Dan asked two questions:

• Can we close an NT and e-mail account and leave the related Webadvisor account open? The answer was “yes”, but the student would not be able to login because there would be no way to authenticate them.

• That could be an issue, because the College may want inactive students to be able to use WebAdvisor to request transcripts, enroll in classes, etc.

   

• How do we determine whether or not to delete an NT and e-mail account from the information in the CSV file?

  • If file D only has current students, and we are keeping accounts open some period of time after a student last attends, this could be problematic because that does not include the information to determine when to remove accounts.

  • Dan insisted that we can find a way to accomplish this in an automated fashion and that we will keep working on it until that is accomplished.

  • Theron committed to seeing if he can find a way to create a copy of D, include all students who should have an NT account, and pass that to the NT server.