Employee Technology Guide 2006-2007

Welcome to ACU! We hope this guide is helpful to you as you start your new job. You may want to keep this guide close by as you become familiar with ACU systems. If you have any questions at all, please feel free to call us. We are here for you!

 

Download your own copy of the Employee Technology Guide (pdf format).

  

Getting Started 

Username Descriptions

Accessing Your Account Information

Accessing myACU

Setup my Phone

Changing Address Information

Who do I call for help?

Who do I call for an emergency?

Helpdesk Contact Information

How do I schedule an appointment with my technician?

General Account Information

How are usernames and email accounts assigned?

How do I get a passcode?

How to I change my passcode?

Can I connect to ACU from home?

What computer access will I have?

How do I get more Banner access?

ID Card Information

How do I get an ID card?

How do I get door access?

Telephone Information

How do I use my telephone?

How do I dial long distance numbers?

Voice Mail Information

What are the benefits of voice mail?

How do I use voice mail?

How do I leave a message for someone?

What greeting options are available?

How do I create a Distribution List?

Computer Information

How do I backup computer files?VersionBackup  Datakeeper  Mac

What is Malware?

What is SPAM?

What are Viruses?

What is preventive maintenance?

What is myACU?

How do I use the Home, Academic, and Community tabs?

How do I use Webmail?

How do I use the Files tab?

Web Publishing

Academic Departments, Administrative Offices, Centers, and other Units

Personal Web pages

Other

Technology Training

What classes are offered?

How to register

Training Center schedule

Miscellaneous

Information Policies at ACU

Extra Employee Benefits



 If you have any questions or comments about the information provided, please contact the Helpdesk, Ext. 4357 or helpdesk@acu.edu. We appreciate your feedback and hope this guide will be helpful to you.

 

 

Getting started at ACU!


Upon your arrival to campus you should have computer access to several essential ACU systems, which we have listed below. For security reasons and to protect your access, please keep all your passcodes confidential.

 

  • Your Computer Account (ACU Domain) - Your computer
    account will be used to log on to ACU's secure network, which includes access to many ACU servers. Your passcode is defaulted to the last six digits of the barcode on the back of your ID card. You will be asked to change this when you log in for the first time.
  • Email - Employees are given a free email account during their employment. You can access email through Webmail, or any ACU supported email client.
    You may request an alias by calling the Helpdesk at Ext. 4357. Your alias is normally firstname.lastname@acu.edu.
  • Banner - Banner is the information system used on campus. There are several modules incorporated into Banner including Finance, Human Resources, Student, and Alumni. Your username is the same as your computer account and the passcode is your birthdate (mmddyy). To change your Banner passcode, log into Banner and type GUAPSWD into the “Direct Access Field.” This form will take you to a passcode change screen.It is important to remember that your supervisor will need to request specific access related to your position. Requested access within Banner is approved by the owner of the module. Once Information Services receives approval, access will be granted. You will be notified when the account has been completed.
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  • MyACU - MyACU is a web portal used to access a variety of business and personal information. Using your Internet browser, go to http://my.acu.edu. Log into myACU with your computer domain username and passcode. You will find helpful quick-links, important announcements, weather, bookmarks and directory services.
    • Academics Space lists classes that you are teaching, and provides a means to get to your Blackboard courses, email your classes, and view class photos.
    • Depot Space contains information about your student accounts, records like chapel attendance, and financial aid information.
    • Community Space contains the online classifieds and links to community groups of which you are a part.
    • ACU Gmail takes you to your ACU Gmail account. This is where you can send/receive email using your new ACU email address
    • Google Calendar will take you to your ACU Google calendar. There you can post to your personal calendar, schedule appointments for others, and share calendars amongst co-workers.
    • Google Docs will take you to the Google Documents and Spreadsheets section. It allows you to collaboraively work on spreadsheets and word processing documents with your co-workers.
    • Files will take you to a section that allows you to upload and download files to and from the ACU servers. you can have files on your home, class, or web folder. This can be useful for transferring files without the need for an external storage device.
    • Forums contain the ACU community forum. It is used by many students to discuss topics of interest.
    • Banner will take you to Banner Web. You can access personal information such as pay stubs, leave balances, time sheets, financial aid, or contact information. You can also change your address information and register for classes.
  • Banner Web - Once you log into myACU (using Single Sign-On) you can access personal information by clicking the Banner tab at the top of the screen. (Note: If you are a first time user, you will need to go to http://banner.acu.edu/ssprod and log in and accept
    the terms and conditions. Once you have done this, you will be able to log into Banner automatically through myACU, using “Single Sign On.”) You can access information such as pay stubs, leave balances, timesheets, financial aid, contact information, etc.
    Banner Web accesses the Banner server and stores all your personal information in one convenient location.
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  • Web Time Entry/Approval - Non-exempt and student employees are required to enter time through Banner Web. If your position requires you to approve student or non-exempt timesheets, you will need to be set up as an “Approver”. You can request this access by selecting the Banner Security link from the myACU Quick Links or by calling HR Frontline at Ext. 2359.
  • Passcode Synchronization - If you change your ACU Domain passcode, you will need to sync the new passcode with your email account passcode using this web page: http://www.acu.edu/passwords. You will be asked to enter your username and your passcode before you press the “submit” button.
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Accessing Your Account Information

  • To access your account info for the first time, go to https://judith.acu.edu/accounts/mailaccount.htm. It will ask you for your social security number and birthdate. If you've already been added to our system, it will then give you your username and password, which can be used to log in to myACU. The username is also your default email address.

How do I setup my Phone?

  • Change Display - All phone extensions on campus have a Display Name which has your name and extension; though only digital phones can show them. The Display Name does not automatically change, so once you move in you will need to call the Helpdesk, Ext. 4357 to get it signed up. They will need to know your extension and what you would like your display to say.
  • Change Voicemail Passcode - Unless your supervisor knows the passcode to your voicemail, you will need to have it reset by calling the Helpdesk, Ext. 4357. They will ask some security questions and for your extension. The process takes only a few minutes and you should be able to access your voicemail immediately thereafter.

How do I change my Address Information?

  • In order to help you when you call with technical issues we need to know where you are located. If you go to http://www.acu.edu/campusoffices/mail/departments/mailboxes/update.html it will let you change this info. Please use this form to provide information to us so we can update your Banner ACU addresses and telephone numbers. We do not enter departmental addresses for students, temporary, or casual employees.
  • Off-campus address can be changed through Banner Web. Log in to myACU, then click the Banner link. Proceed to the personal information section where you will be able to update the information about yourself.

Who do I call for help?

  • 738-4H3E5L7P

     

  • For all technical issues, call the Helpdesk, Ext. 4357 (738-4357 if you are off campus). Examples could include problems with cable, telephone, voice mail, long distance, computers, network, printers, software, passcodes, email or any other technical issue.
    Work orders can be submitted by phone, email or voicemail.Back to top

Who do I call for an emergency?

  • For a fire or medical emergency, dial 911 (it is not necessary to dial an additional 9 to get an outside line).
  • You may also call the Police Department on campus, Ext. 2911 or Ext. 2305.
  • For major technical emergencies, call the Helpdesk, Ext. 4357. If you get voice mail, press “0” to leave a message for the Manager-On-Call. An emergency is a major problem that affects more than one person on campus. The Manager-On-Call is available 24 hours a day, 7 days a week.
  • For classroom emergencies, instructors should call 674-NEED (6333) for immediate assistance. This line is reserved for emergencies that happen during class. All non-emergency calls that are made to this number will be transferred to the Helpdesk line.
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Helpdesk Contact Information:

  • Location: Brown Library
  • Phone: Ext. 4357 (on-campus); 738-4357 (off-campus)
  • Email: helpdesk@acu.edu

How do I schedule an appointment with my technician?

  • In order for us to help you with other computer-related needs, you'll have to make an appointment with your building technician. To do so, please call the Helpdesk, Ext. 4357. Our call center will need your name, location, extension, and the time you will be available. They can setup things like your email, computer backup, printer, as well as address any othe rtechnical issues that you have. A ticket will be automatically created in our work order system on your behalf and this ticket will be emailed to you. Check your email and be sure to have the ticket number in-hand when you all to set up the appointment.

General Account Information

 

How are accounts created?
  • A username is automatically generated that is unique to you. In most cases, your username is your first, middle and last name initials, the year you came to ACU, and a random letter (xxx00x). If no middle initial is available when the account is created, the letter ‘x’ is inserted. This username is also your email address with @acu.edu at the end. Back to top

How do I get an email account?

  • When your supervisor submits all necessary information to start the hiring process and Human Resources enters your information into the Administrative Software System, Banner, your email account will automatically be generated. Email accounts can be accessed through myACU or through any of the ACU-supported email clients (Eudora, Outlook, Thunderbird or Mail.App). Fulltime employees can request email aliases by calling the Helpdesk.
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How do I get a passcode?

  • Your initial password will be six digits long and made up of the barcode information on your ID card (it's the last six digits). This password will allow you to login to your computer, myACU, and Blackboard.When you change your passcode they should be eight characters in length, including both letters (upper and lower case) and numbers. Passcodes are case sensitive, so you would be able to turn an ‘easy to remember’ passcode into something more difficult for others to guess. Exchange letters for numbers or punctuation marks.
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  • You Banner ID is used as your Banner Web ID. It is also commonly used as a form of identification on campus so knowing your Banner ID is important. Banner ID's are comprised of nine numbers.
  • Initially your Banner pin will be your six-digit birthday: mm/dd/yy. You 'll need to remember this if you're required to fill out a timesheet.

How do I change my username?

  • Once your account is created, it cannot be changed and will follow you throughout your career at ACU.
  • The standard alias consists of: "first name.last name@acu.edu". If you would like to have an alias, the Helpdesk (Ext. 4357) can create it for you. After you've received confirmation that your alias has been created, you'll need to configure your email client. In Gmail, you will need to go to Settings -> Accounts -> add another email address.

How do I change my password?

  • You will first need to know your current password. If you don't know your password, you'll need assistance from the Helpdesk.
    • For Windows machines, once you're logged in, you will press Ctrl + alt + del on your keyboard; this will bring up a menu with several options.
    • One of these options will be "Change Password"; select it and you will be asked for your username and old password.
    • For your new password, to ensure security and be compatible with other ACU systems, it will need to be exactly 8 digits long and contain either upper and lower case letters or include numbers.

 

Can I connect to ACU from home?

  • You can access ACU’s computer data network through other Internet Service Providers (ISP) for a monthly charge. These charges will come directly from the telecommunications company that provides Internet access (such as Cox, SBC, etc.). Employees of the university are able to access ACU’s free modem pool for an ISP. Instructions for dialup are found at: http://www.acu.edu/technologyhelpdesk
    If you use an Internet Service Provider other than ACU, you can access your email by logging into myACU. Remember that certain network access may be restricted because of your ISP’s firewall restrictions, either in your own configuration or at ACU’s firewall.Back to top

What computer access will I have?

  • General computer access (previously listed) is automatically created when the proper forms are submitted to Human Resources. Account information is given to you at that time. If additional access is needed, please contact your supervisor for direction. Proper authorization forms are available on the following web page:

    http://www.acu.edu/technology/helpdesk

  • Supervisors can request specific Banner access for their employees by visiting our website (or clicking on “Banner Security Request” in the myACU quick links section): http://banner.acu.edu/acubansecr

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ID Card Information

 

How do I get an ID card?

  • Your ID card can be made at The Depot, Ext. 2300, located in the Campus Center. Your ID card is used for door access, Campus Cash, library checkout and athletic events. Once you receive your ID card, take it to the Police Department (located at 1634 Campus Court) to obtain your parking tags. The fee for parking tags is $2.
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What is Campus Cash?

  • Campus Cash is the ACU’s debit card program. Campus Cash is a more convenient way to pay for things than carrying cash. You can also use Campus Cash to eat in the Bean. With or without Campus Cash, employees can eat in the World Famous Bean every day for half-price! You can charge Campus Cash to your department’s account (depending on its use) or pay for it with personal funds. Once payment is received, the Depot will add the money to your ID card. You can take your ID card to any store on campus and make a purchase. Each time your card is swiped, the debit amount is deducted from your balance and the remaining balance is shown on the card reader. To obtain a detailed summary of credits and debits, contact the Depot, Ext. 2300.
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How do I get door access?

  • There are two types of door access: online locks (ID required) and key locks. Your supervisor will need to contact the building supervisor where access is needed and request access. The building supervisor or your supervisor will also order keys for you, if needed. If you are unsure who the building supervisor is contact the Helpdesk for online locks or Physical Resources for key locks.
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Telephone Information

How do I use my telephone?

  • Each digital Alcatel phone should have two lines: a primary line and a secondary line (your phone number will be listed on both buttons).
  • To answer your phone, pick up the receiver;  this will activate the first line.
  • To transfer a phone call on the primary line, press the secondary line (or the one not in use), dial the 4-digit extension, and press the Transfer button.
  • To forward your phone to another extension, press the Forward button followed by the 4-digit extension that will be taking your calls. If you want to forward your phone to your voice mail, press the Forward button, then 2801, then press End. To unforward your phone, simply press the forward button again, and press End.
  • To make a call, simply pick up the receiver and dial either the 4- digit extension on campus, or dial 9 to get an outside line.

The following information is for single analog lines:

  • To answer your phone, pick up the receiver.

    (When you make a phone call and you have voice mail messages, you will hear abroken or pulse tone when you pick up your receiver. If you would like to make a call,continue dialing as you normally would.)

  • To transfer a call (if your line has been so programmed) tap the switch hook while the caller is on the phone and then dial the appropriate number. Once you have dialed the number, hang up.

  • To forward the phone, pick up the receiver, dial #1, the phone number, and then hang up.

  • To unforward the phone, dial ##, then hang up.

  • To make a call, simply pick up the receiver and dial either the 4-digit extension on campus, or dial 9 to get an outside line.

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How do I dial long distance numbers?

  • To dial long distance, you either need a long distance Personal Identification Number (PIN) or direct dial access programmed on your primary phone.
  • To use a PIN, dial 16 + 7-digit PIN + 9 + 1 + area code and number.
  • To dial an International country using a PIN, dial 16 + 7-digit PIN + 011 + country code, city code and number. If you need a PIN, call the Helpdesk and one will be assigned to you.
  • To dial directly, dial 9 + 1 + area code and number.
  • To dial an International country directly, dial 9 + 011 + country code, city code and number. If you receive an error message “not authorized” when placing a phone call, please call the Helpdesk and turn in a work request to have international access programmed in your phone configuration.
  • Charges for business usage will be billed to your department. If you travel, prepaid calling cards can be purchased in the Campus Store.Back to top

 

 

Voice Mail Information

What are the benefits of voice mail?
  • Voice mail is the system ACU uses to record and manage phone messages. It is like an answering machine, but much more sophisticated. Voice mail is designed to answer on “no-answer,” “busy”, or “forwarding” conditions. It is possible to have different messages for each of these. Each business line on campus is equipped with a voice mail box. A faculty or staff member can have as many as 40 messages in their mailbox before callers will receive a message that the voice mail box is full. If this happens, the caller is transferred to the attendant (which is either someone in your department or the switchboard operator). Remember that voice mail messages are not permanently stored; they may be deleted after a month or so.
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How do I use voice mail?

  • To log into voice mail, press *## or press the voice mail button (it will look like an envelope) on your Alcatel phone. The Advanced Alcatel model phone will have a “Vmail” soft key in the display window. Enter your passcode. If you do not know your passcode, the Helpdesk can reset it for you and place a tutorial on your line for additional help in configuring your mail box, if needed. Please remember to properly exit voice  mail.
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What does each of the keys mean?

  • Press ‘P’ (the 7 key) to play messages.
  • Press ‘D’ (the 3 key) to delete messages.
  • Press ‘K’ (the 5 key) to keep messages.
  • Press ‘G’ (the 4 key) to give messages to another person (you will be asked to enter their voice mailbox or extension number).
  • Press ‘M’ (the 6 key) to make a message for one person or multiple boxes.
  • Press ‘X’ (the 9 key) to exit the system.
  • You can also access your own mailbox from another phone, either from on campus or off campus.
  • To access your voice mailbox from another phone on campus, dial Ext. 2801 (or 674-2801 if dialing from off campus). When answered, enter the * key and your voice mailbox number (your extension). When prompted, enter your passcode and followother prompts from the automated operator.
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How do I leave a message for someone?

  • Dial the individual’s extension. If no one answers after 4 rings, the voice mailbox will automatically prompt you to leave a message. On the Advanced models, once the phone number is dialed, you can go straight to voice mail by pressing the “Voice” soft key. You may bypass that person's greeting by dialing any digit except 0 or 4. To leave the same message for multiple boxes, log into voice mail and use the “Make a Message” option and follow the automated prompts.
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What greeting options are available?

  • There are three different types of greetings you can enable within your voice mail box. Only one type can be enabled at a time.
  • The General Greeting is very basic. You record only your name, and the voice mail system will use the prerecorded generic message using your name. The greeting would sound something like, “I’m sorry, [your name] does not answer. Please leave your message at the tone.” This greeting would be played when you do not answer or if your phone is forwarded. If you are already on the phone, the greeting would sound something like, “I’m sorry, [your name] is on the other line. Please leave your message at the tone.”
  • The Primary Personal Greeting is one single greeting for each of the “no answer,” “busy,” and “forward” conditions. This greeting is something you would record. It may sound something like, “You have reached [your name] in the [your department]. Please leave your name and number and I will return your call as soon as I can.”
  • Conditional Personal Greetings allow you to record a different message for each of the “no answer,” “busy,” or “forward” greetings. For example, if your phone is not answered, the caller may hear, “This is [your name]. I have stepped away from my desk.Please leave your name and number and I will return your call.” When you are on the phone, your caller would hear a specific greeting letting the caller know that you are in, but on the other line (for single line phones, or if you are transferring a call). And finally, if you have forwarded your phone to voicemail or to another extension, you could record a message that tells the caller that you are on vacation, etc.
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To enable a different greeting, follow these instructions:

  •  Log into your voice mail box and enter your passcode.
  • Press ‘U’ (the 8 key), for User Options.
  • Press ‘G’ (the 4 key) for Greetings. (The system will tell you what type of greeting is enabled.)
  • If you want to enable a different greeting, press ‘E’ (the 3 key) to Enable a different greeting. The system will give you options to choose from (‘P’ for the Primary greeting or ‘C’ for Conditional greeting). Once you have selected a greeting, the system will tell you what your callers will hear. You can also update those greetings from this menu.
  • When you are finished recording your messages, simply press the ‘X’ (the 9 key) to exit. Just remember, keep your forward greeting up-to-date.
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How do I create a Distribution List?

  • A Distribution List is an easy way to send one message to multiple people. If you are regularly sending a message out to employees in your department, then the Distribution List is the way to go.

To create a Distribution List:

  •  Log into voice mail and enter your passcode.
  • Press ‘U’ (the 8 key), for User Options.
  • Press ‘L’ (the 5 key), to change a list. It will ask you for a list number. If you haven’t already created one, type in the number ‘01’. If there is an existing list, type in 02 or the next list number available.
  • If the list doesn’t exist, the system will ask you to record a name for the list, by pressing ‘N’ (the 6 key). You can review the name, delete the name, append to it or save it.
  • You can either add or drop members. Press ‘A’ (the 2 key), to add members.
  • Enter extensions you wish to have on your list. After you type the first extension, the system will announce whose voice mail box that extension belongs to. If you typed in the wrong number or if your list needs to be updated at a later date, you can drop members at any time. Press ‘X’ (the 9 key), to exit when finished.
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To make a message for your new distribution list:

  • 1. Log into voice mail.
  • At the very first menu, choose ‘M’ (the 6 key) to make a message.
  • When the system asks you what extension to make the message for, type in the number of your distribution list (for example, ‘01’). The system will announce the name of the list.
  • Press the # sign to begin your recording. When finished press the # sign again to end the recording.
  • Press ‘X’ (the 9 key), to exit and send the message.
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Computer Information

How do I backup my computer files?

 

Users of Microsoft Windows:

  • ACU has set up a Windows backup system. The newest backup software is called Versionbackup. The older system, which will still be configured on older machines, is called DataKeeper.
  • Versionbackup:

    New Windows computers received after June 2005 will have the new backup system application installed. Other Windows users will be converted as needed. If you are running Versionbackup there will be a small blue icon on the taskbar at the bottom right of the screen. It will be blue with the letters VB inscribed inside. If you have many programs running in this tray, the Versionbackup icon may be hidden. If so, there will be a small triangle pointed to the left that you can click on to see all the icons in the tray.If Versionbackup is running, at least twice a day a box will pop up and start to back up the files that have been changed since the last back up. It is set to run in the background and shouldn't affect your computer’s performance. If it cannot back up a file

    because the file is in use, it will give you a warning but continue and allow you to close the warning window manually.

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  • Datakeeper:

    The older Windows backup system is called DataKeeper. Departments that have been through the Computer Replacement Program should have DataKeeper installed as part of the initial setup. DataKeeper is configured by the Helpdesk technicians. DataKeeper is configured to back up files within the user’s profile (‘My Documents’, ‘Desktop’, etc.) except for files in certain temporary directories. You can tell if Datakeeper is running by looking for the small icon that looks like a yellow file cabinet. It will be located at the bottom, right-hand corner of the screen along with the small icons for your virus protection and antispyware software. If you have many icons there, you might have to click the left arrow symbol to see all the icons. If the Datakeeper icon has a red slash through the icon or is not present then you are not being backed up. If you let your mouse pointer hover over the file cabinet without clicking, then a balloon will pop up telling you that you are backing up to the primary or secondary location. The primary location is the network back up server and the setting that you need. The secondary location is on your local computer in a folder called ‘Backup’. Datakeeper switches from your network back up to the local back up when it loses communication with the network location. If “secondary” is shown, DataKeeper needs to be restarted; the easiest way to do this is to reboot your computer.

  • In addition to using DataKeeper, you may choose to manually

    back up important files:

    * You can email the file to yourself

    * Copy the file to a CD or floppy

    * Copy the file to a USB Flash drive

    * Save it to your home folder on the ACU network

    * Make sure the original was saved in your My Documents folder

  • Other tips for backing up applications:

    1. Do not store files in temporary directories.

    2. Do not store files in the trash, recycle bin, or email trash.

    3. You are responsible for your data. Do not solely rely on back up systems to copy your important files. A back up system cannot guarantee data safety.

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Users of Apple Macintosh:

  • Macintosh users should have Chronosync installed as their back up application. Mac users can check on the status of their back up by looking at the log file. You'll need to first open theChronosync program (in Applications or on the Launch Bar). It's likely that Chronosync will open with a new collection of settings rather than using your settings. You'll need to make sure to open your settings. The easiest way to do this is to click on File/Open Recent. There will probably be an item with your name or username; click on this item to open those settings. Now click on View/Show Log. This will open a window showing recent activity. Go to the bottom of the list, and look at the date/time stamp to see when the the last Chronosync activity occurred. While there, look for things like the number and type of errors, if any, to get a feel for how successful this last back up was. It's not unusual to have several errors, due to files being in use; these should not be of concern unless there's a lot of errors, or the same files fail to get backed up over a course of several attempts. You can also click on View/Show Scheduler for a more succinct,if less informative, indication of recent success or failure.
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What is Malware?

  • Short for “Malicious software,” malware refers to software programs designed to damage or do other unwanted actions on a computer system. Common examples of malware include viruses, worms, Trojan horses, and spyware. Viruses, for example, can cause havoc on a computer’s hard drive by deleting files or directory information. Spyware can gather data from a user’s system without the user knowing it. This can include anything from the Web pages a user visits to personal information, such as credit card numbers.
  • To avoid spyware on a Windows computer, ensure that Microsoft Defender is installed and running on your machine. You might also want to consider using Firefox as a web browser to reduce the amount of spyware attacks. Once Defender is installed, youwill see a castle icon at the bottom-right corner of your Task Bar. If Defender is not installed on your computer and you would like for it to be, please call the Helpdesk, x4357.
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What is ACU doing about Malware (Spyware)?

  • ACU is using Microsoft Defender which is a software application that can recognize and delete spyware programs. Once installed, this software will run a Quick Scan across your hard drives and remove any threatening spyware upon your request. The best part about this software is that it continues to run in the background, and notifies you of any new potential threats. There is a scan that constantly runs in the background if your machine is turned on. This checks your machine for new virus threats or spyware. However, a Quick Scan (which will identify questionable entries) is recommended every other week. When you open Defender, you can click one button to initiate the scan. Once the scan is  complete, Defender will list possible threats to your computer. You can choose what action to take according to the recommendations of the software.
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What is SPAM?

  • Spam is "junk mail". Spam is generally defined as "unsolicited email advertising". Most often spam is harmless, except for the inconvenience and clutter it produces. However, if left untreated, spam can create small disruptions. It can slow down your machine and also affect the Internet's email connections, which basically slows down everyone's Internet access. Another harmful effect is that some people have time-limited or size-limited email accounts that if they go over their allotted usage, spam can cause financial harm (some companys charge you extra if you go over a certain limit of space). And perhaps the biggest harm caused by spam is the unwanted pornographic spam, which makes up a large percentage of the spam making the rounds of the Internet.
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What is ACU doing about SPAM?

  • Information Services is actively seeking new ways to rid ACU’s email system of junk mail. One recent improvement has been the installation of Ironport. Ironport is an email filter placed on the server. It filters out messages before they are delivered to the end user. It is also a filter that is taught and managed manually by programmers. Recently, it has been reported that Ironport filters out some 15,000 spam email messages a day!
  • If for some reason a piece of unpleasant spam reaches you, simply turn on headers within your email system and forward the message to the Helpdesk. (In Eudora, click the “Blah, Blah, Blah” button; in Outlook, click “Tools”, “Send/Receive” then “DownloadHeaders in this folder”.) The sender can be manually filtered out at the server level. You can also avoid spam by creating your own filters or keeping your primary email address off any web pages. In all cases, however, filtering is never 100% effective, so you’ll still likely see some spam make it into your email box. If you need assistance with any of these suggestions, please contact the Helpdesk and we will be happy to help you.
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What are Viruses?

  • Viruses (and other forms of malware) are different than spam in that they are damaging. Most viruses now are spread over the Internet. You could get a virus by opening an email attachment, using IM or by downloading an online game, or by simply having your computer online. Viruses might destroy your data files, make your computer slow, or make your computer totally unusable. Viruses might also cause your computer to become a source for infecting other computers, which might result in your Internetaccess being turned off by your Internet Service Provider, or perhaps even result in lawsuits relating to damage caused by your computer from your failure to practice safe computing. Viruses are largely limited to computers running MS-Windows, particularly older versions. This does not mean that users of other types of computers, such as Macintosh or Linux computers, are immune. It's just that viruses simply aren't really an issue on these other types of computers.
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What is ACU doing about viruses?

  • Sophos Antivirus is the software tool used on campus to protect us from harmful viruses. Sophos is a tool that continually runs in the background. To verify its operation within Windows, look on your Task Bar at the bottom- right corner of your screen for a little red lighting bolt (in the newer version, you will see a blue shield). This is the InterCheck Monitor and as long as it is visible in the system tray, Sophos is running in the background. If it is not shown, you can activate Sophos by clicking on the application from your “Start” menu. Sophos must be installed and configured by a Helpdesk technician. If you receive error messages, please first reboot your computer to restore the server connection. If needed, please call the Helpdesk for assistance. Remote Update is a tool necessary for your home desktop computer and/or your personal or ACU-owned laptops. It is not necessary for computers connected to ACU’s network full-time. Itallows the user to connect to ACU’s server and download important updates to Sophos. An up-to-date CD is available from the Helpdesk for any employee interested in having an antivirus tool for their home computer. Current employees’ personal computers are covered under the campus license, so there is no expense to you while employed at ACU.
  • One way you can avoid viruses is to avoid installing non-essential applications, especially from the web, such as WeatherBug, screensavers, games, or "internet accellerators", etc. Even programs that provide a legitimate service, such as pop-up blockers, may install spyware, so you need to be careful with them. If you think you may have a virus on your ACU-owned computer you can call the Helpdesk (738-4357) to help clean your system. For personally-owned computers, using other antivirus software,you can check with your anti-virus vendor for help cleaning up.
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Preventive Maintenance for Computers

  • A good rule of thumb is to restart your Windows computer at least once a week. You should leave your computer turned on (but not logged in) at night, in order to receive important updates to your computer. There are several different activities that occur every night including Windows updates, Sophos updates, Sophos scans, and Diskeeper scans. ACU supports the use of Internet Explorer and Mozilla Firefox asWindows web browsers. For Mac users, ACU supports the use of Internet Explorer, Mozilla Firefox, and Apple Safari. If you have Windows XP, please make sure you have the latest service pack updates. Most of the critical updates are included in the automatic updates. You can determine the version you are running by right-clicking on “My Computer” and choosing “Properties”. The information will be provided on the General”tab.
  • Create good passcodes. Passcodes should not be easy to guess. Also consider having a passcode on your screensaver. Passcodes should include both alpha and numeric characters. It is also recommended that passcodes be at least 8 characters in length, if allowed by the application.

  • Another tip is to regularly delete any temporary files or cache files that accumulate on your hard drive. Over time, these files can take up significant space on your hard drive, which could cause future problems. To delete these files, open Explorer (right-click on “Start” then choose “Explore”), and expand folders until you see “Documents and Settings”, then click on your username. Once you find the folders labeled “Cookies”, “Temp”, and “Temporary Internet Files”, (located under “Local Settings”) you can delete the files that are within those folders, but not the foldersthemselves. It is recommended that you do this once a month or so, depending on computer usage. If you do not see ‘Local Settings’, you may have to click on theTools menu, then Options. Under the View tab, you can scroll down and uncheck the box labeled ‘Hide protected operating system files’. When you return to your Explorer  window, the ‘Local Settings’ folder will be displayed.

  • One final tip would be to lock your computer if left unattended for a period of time. If you are involved in several projects and need to leave your desk, we suggest you lock your computer by pressing the Control, Alt, and Delete keys at the same time and choose “Lock Computer” from the window. When you return, simply press the Control, Alt, and Delete keys again to put in your

    passcode. This will prevent someone using your computer while you are away as locking your computer only allows you or an administrator to log in.

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What is myACU?

  • The myACU portal is a valuable source of information for students and faculty. Here, students can view chapel credits, announcements, and access material from Blackboard courses and Banner, among many other options. All students should have a general knowledge of how to utilize these tools. This is a general outline of the most common tools students might use. MyACU is divided into two regions: the header region and content area. The header region contains links to a user’s webmail, calendar, files, forums  and Banner. The content area containsthree main tabs: Home, Academics, Community, and The Depot (for students).
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Home Tab

  • The left column pertains to updated weather information and calendar information. The middle column posts the various announcements to which the student has subscribed. To subscribe or unsubscribe from an announcement item:

    1. Click on Manage Topics

    2. Click on the box next to the topic to which you wish to subscribe or unsubscribe

    3. Click Update Subscriptions

    The third column contains useful tools for computing such as email forwarding and  password changes, as well as various links that ACU students commonly access.

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Academics Tab

  • The "Academics" tab is where students can access information from their Blackboard courses. Many professors choose to create a Blackboard course, easily accessed by clicking the Bb icon next to the appropriate course. Once students have registered for classes for the upcoming semester, those courses will be listed in the "Future" tab later in the semester. On the first day of class, all of the courses listed in the "Present" tab will migrate to the "Past" tab and the courses in your "Future" tab will be listed in the "Present" tab. A guided overview of Blackboard is also available under Technology Resources at: http://www.acu.edu/academics/distanceeducation/summeronline
  • The Academics QuickLinks section to the left of the My Courses header is much like the QuickLinks on the Home page. These links pertain to specific Academic Resources thatstudents commonly use.

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Community Tab

  • The most commonly used area in the Community tab is the Classifieds section. Students and employees can post information about items they are selling or looking to buy such as books, cars, and furniture.
  • To post an ad:

    1. Click the "Post" icon

    2. Select the category

    3. Type a title

    4. Include a brief description (characters limited)

    5. Type a URL if applicable

    6. Set the price

    7. Click "Add"

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The Depot

  • The Depot tab is new for students to quickly find university related information such as Uniprint balance, Chapel Credits, Bean Bucks or Campus Cash remaining balances. (Employees may not have this tab available.)

Webmail

  • Users may use ACU's mail server to send and receive information like they would in a Hotmail or Yahoo account.
  • To send a message:

    1. Click "Compose"

    2. Type the e-mail address, subject, and the message inthe appropriate text boxes

    3. Click "Send"

  • To attach a file (within the ‘Compose’ window):

    1. Click the "Attachments" link

    2. Click "Browse" and select file, then click “Open”

    3. Click "Add" to add the first file

    4. Click "Attach" to attach the files added

    5. Click "Send"

  • To create an address book:

    1. Click the "Address Book" tab

        a. Add a new contact by clicking the "NewContact" icon

        b. Fill out the appropriate information

        c. Click "Save"

    2. Update an existing contact by clicking the "Edit" next to appropriate contact

        a. Select the contact

        b. Make the appropriate changes

        c. Click "Ok"

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  • To create a Folder:

    1. Click the "Folder" tab

    2. Click the "Manage folders" on the bottom of list

    3. Type a name for the folder

    4. Click "Ok"

  • To retrieve Sent Messages:

    (All sent messages are saved in this folder, unless manually deleted or moved.)

    1. Click on "Sent"

    2. Select the e-mail that was sent

  • To change the appearance:

    1. Click the "Options" tab

    2. Click on "Appearance"

    3. Changes can then be made to the color scheme, tool bar, message list view and display font by clicking the appropriate buttons

    4. Click "Save Changes"

  • To forward mail:

    1. Click on the "Home" tab in the header region to go to the main myACU page

    2. Click "Email Forwarding" under Tools in the third column

    3. Fill out the appropriate information

    4. Click "Ok"

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Files

  • Students can access any files in their home, shared, or classes folders by clicking the Files link in the header region. Employees can store information in their home folders on the ACU network.
  • To save a file in your home folder:

    1. Click on the “Files” tab.

    2. Click on “Upload”.

    3. On the right-hand side, you can browse your local computerfiles for the file you would like to upload to the network.

    4. Once the file has been selected, click the “Upload” button.

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Web Publishing

  • Because the Web is a highly-visible and heavily-used strategic component of ACU’s public presence, ACU’s Web Strategy Team defines the goals and direction for ACU’s Web site. Call 674-4WEB (4932) or visit http://www.acu.edu/4web for information about training.

ACU provides Web publishing services for four types of Web publishing.

  • Academic Departments, Administrative Offices, Centers, and other Units: In most cases, university Web pages and pages that are the electronic equivalent of an ACU publication are published using the following guidelines:

    a. Publishers use the ACU Web Style Guide for content and design.

    b. Web publishers create and publish using our Content Management System (CMS) and official university templates.

  • Personal Web pages: All employees have Web space on faculty.acu.edu. Your address will be www.acu.edu/~username. From Windows computers, map the drive \\faculty\home and open the “web” directory. Macintosh users on OS9 should go tothe Chooser, select AppleTalk, ACU-Central Student, Faculty, Web.

  • Professionally-sponsored organizations and student organizations: A professionally-sponsored organization (one not receiving funds or resources from ACU and not under the ACU’s direction) and student organizations (those sponsored by an ACU staff or faculty member) may create Web pages using ACU systems, but are not required to follow ACU style guidelines. They may also use ACU-provided templates created for this purpose but are not required to do so.

  • Blackboard: Accessible at http://my.acu.edu on the Academics tab. Call the Helpdesk for assistance.

  • Outsourced Web sites, designs, or Web-based programs associated with the university that require the use of non-ACU systems must still follow all style, content and template guidelines and must receive prior approval from the Web Strategy Team before implementation.

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Technology Training
  • ACU offers a variety of computer classes designed to enhance your software application knowledge. The more you know about the software environment at ACU, the more efficient and comfortable you will become as you settle into your position.
  • Classes offered at ACU include the following: Microsoft Office products, Banner classes, email clients, calendar, Network Security, Technology Training, Web publishing and Macintosh classes. As more and more software applications are introduced to the campus, changes may occur in the training curriculum. If you are interested in attending classes, visit our training web site: http://www.acu.edu/training.
  • Upcoming classes are also posted on myACU announcements. Call the Helpdesk, x4357 or visit  http://www.acu.edu/training to register.
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Information Policy at ACU

  • A current Information Policy, as well as other important ACU policies can be located on  he Chief Information Officer’s web site: http://www.acu.edu/technology/cio/policy
  • As policies are generated, they will become available to the employees. Policies are reviewed annually. If you have any questions about these policies, please contact Kay Reeves, x2991.
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Extra Employee Benefits

There are many benefits you receive while employed at ACU. Along with normal benefits you heard about in your Benefits Orientation, you are entitled to several extra benefits, such as:
  • ACU ID card for immediate family members
  • Free Athletic events
  • ACU Library
  • Eat at the World Famous Bean half price
  • Tuition discounts (ACU and Abilene Christian Schools)
  • 10% discount with the Campus Store and AES
  • Free membership to the gym
  • Free Employee events such as Family Fun days, Appreciation Dinner, etc.

For current policy information on employee benefits, please refer to your Employee Handbook or call the Human Resources Frontline at x2359.

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One final note...

The ACU Helpdesk wants to assist you in fulfilling the mission of Abilene Christian University by maintaining your technical systems. We hope that this booklet will be helpful to you. Please provide feedback so that we so that we can make improvements at the next printing. Don't hesitate to contact us at x4357 (738-4357 from off campus). Also, watch for technical classes that we offer. They will be advertised in MyACU News.

 

Kay Reeves

Director, Technology Support Services

325-674-2991

 

"Whatever you do, work at it with all your heart, as working for the Lord, not for men, since you know that you will receive an inheritance from the Lord as a reward. It is theLord you are serving."  Colossians 3:23-24

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