IT Services Guide for Students
Welcome to SOU! We have prepared this guide to help you take advantage of, and feel comfortable with, the technology resources available to you on campus. Please read it carefully and keep it for reference throughout the year.
Acceptable Use Policy
The SOU Computing Resources Acceptable Use Policy governs the responsible use of campus computing, networking, and information resources. All students, faculty, and staff must follow these guidelines. In general, users must respect the rights of other users, respect the integrity of the systems and related physical resources, and observe all relevant laws, regulations, policies, and contractual obligations. Specific details, including examples of prohibited conduct, are outlined in the policy that is available at the Information Technology site. Be sure to read it. By using the campus computing resources, you agree to abide by these policies.
Network Services for Students
All registered students at Southern Oregon University will automatically have network accounts created for their use. A brief description of each of these accounts follows:
- Network/Email - Includes access to email, personal network storage (sometimes called the P: drive or home directory), and personal web pages.
- Moodle - Online classes.
- SISWeb (Student Information System) - for registration, grades, degree evaluation, purchasing parking permits, bills, and making payments.
- Library - To access electronic library resources, see status of Summit requests, and see books you have checked out.
Account names are the same in most of the systems you will use at SOU. These include network/email, SISWeb, Moodle, and the Library systems. Students also have a Financial Aid account. Currently the Financial Aid system uses a different account name. Check with the Financial Aid office at 552-6161 concerning use of this system.
Your account name, is 9 characters or less and is a combination of your last name and your first name. If the last name is longer than 8 characters we shorten it to 8 and add your first initial. Account names must be unique, so if the resulting account name is already in use we take additional characters from the first name and shorten the last name as needed.
To find out your account name you need to connect to the Web (either on campus or off), then go to the Student Computing Website and click on the "Lookup Account Name" Quick Link. After confirming your identity, the program will provide you with your new account name and the option to set your network/email account passwords. All new students will need to follow these steps to get their account name.
To change your Network/Email/Moodle passwords, go to the Student Computing Website and click on the “Change Account Passwords” Quick Link. You must know your current password(s) in order to change it to a new one. If you are a new student your default password is set to your birth date in a MMDDYY format.
- Because people may know your birth date, it isn't a secure password. We urge you to change the default password from birth date as soon as possible.
- The best password is one that you will remember, but is not easy for other people to guess.
- Use a mixture of numbers and letters to make it more complicated to guess.
- Never share your password(s) with anyone. Lab Aides or IT personnel will never ask for your password and you should not provide it to anyone, even if the request sounds “official.”
- Change your passwords occasionally.
What to Do if You Forget Your Password(s)
The network/email password can be reset at the Help Desk in the Main Computer Lab. For security purposes, we prefer that you come to the lab and present your Student ID card to the person assisting you. Under some circumstances, however, we can change your password remotely. Call the Help Desk at 552-6969 for more information on how to do this.
The SISWeb password can be reset by clicking on the “Forgot Pin?” button on the SISWeb login page. If you correctly answer a question that you typed when you set your password the first time, SISWeb will allow you to create a new password. If you cannot remember the answer to your question, you can visit the Help Desk in the Main Computer Lab and request that your password be reset. Be sure to bring your Student ID card. Alternatively, you may call the Help Desk for assistance at 552-6969.
Changing Your Account Name
If you have made a legal name change you need to first go to the Enrollment Services Center. When you change your name there, they will give you a form to fill out that will be submitted to the Main Lab. Your accounts will be changed to the new name for you.
Unfortunately, we cannot change your account name if you have not made a legal name change. If you simply do not like your account name/email address, you can use the format firstname.lastname@example.org as your email address.
Every term, Information Technology purges accounts from the previous term for students that are not registered for the current term. This is done to conserve disk space. Accounts from Spring term are not purged until Fall. Notices about these purges are sent by email 2-3 weeks prior to the purge.
Avoiding Having Your Account Purged
If you are not registered for classes when the purge happens your account will be deleted. If you are just taking a term off, or for some other reason are not registered for classes but plan on registering for the next term, we will be happy to preserve your account. Be sure to contact the Student Help Desk and request that your account be spared well in advance of the account purge.
Using the Campus Network
There are over 30 computer labs on campus, with approximately 750 computers. Some of these labs are general purpose facilities, open to all students. Others are department-specific, with specialized equipment or software, and may restrict who can use them. Some use Windows, some Macintosh, a few have both. They vary in size, services offered, as well as hours of operation. Some have scanners for capturing graphics or text. Some offer special hardware or software for persons with disabilities. You will find more information regarding assistive technology later in this guide.
The largest general-purpose labs are the Main Computer Lab, the Hannon Library Lab, and the Medford Campus Lab. These labs have a wide variety of hardware and software, extended hours, and a staff of helpful Lab Aides. Visit the Student Computing Website for more details.
Computer Lab Rules
In addition to the Acceptable Use Policy, which governs the use of all computing resources on campus, the various computer labs on campus are bound by lab rules, as outlined at in the Lab Use Policy. Department labs may have their own rules. Be sure to familiarize yourself with the policies of any labs you may use. By using a lab, you’re under obligation to follow the rules. The rules are often posted conspicuously near the entrance of the lab or on the Lab Web pages.
Logging onto Windows Computers
When using a computer in any of the campus computer labs or other designated student computers (such as Student computers in the Stevenson Union), you will see a Microsoft Login screen. (If the screen is completely blank, it may be in screen-saver mode; try pressing any key or moving the mouse to wake it up.)
In the Login screen, make sure the cursor appears in the User Name area, then type in your network account name (see “Account Name” above).
Press Tab to go to the Password rectangle, then type your password, (see graphic), and click on OK.
Logging in to the computer not only gives you access to the computer and its programs, but also to your personal network storage, preferences, email, printing, etc.
Logging onto Macintosh Computers
To log onto a Macintosh computer, follow the Mac instructions posted in the lab. Depending on the lab, an instructor or department Lab Aide may have assigned you an account name specifically for that lab. If you cannot log in, please consult a Lab Aide; there may be a problem with your account for that class that needs to be resolved.
When you are through using a networked computer, such as in a lab, it’s very important to log out. Otherwise, anyone could walk up and have access to your personal files and email. In Windows, use the Start menu and choose Log Off. In Mac OS X, use the Apple menu and choose Log Out.
Saving Your Work - Network File Storage
Each registered student is given 200 megabytes of storage on the network server for saving personal documents. Also, personal preferences used by programs are saved to your home directory. Information Technology backs up this data daily. This home directory is often referred to as the P: drive (its designated letter for campus computers).
Avoid saving personal documents to the local hard drive (C: in Windows). Even if you are able to use that same computer the next time, it is very unlikely that your files will still be there. They will usually be erased during routine maintenance.
To save your work to your home directory (P: drive) from within an application such as Microsoft Word, select the File menu and choose Save As... . From the resulting dialog box (shown below), click on My Computer (in the left pane) and then double click on the P: drive. In the next window double click on My Docs. From here you can save to an existing folder, make a folder or simply save the document here.
On a Macintosh, your home directory uses your account name rather than a letter designation. You’ll first need to access the network drive, following the instructions posted in the Mac lab. Then open the server icon on your desktop (or go to the top level of the computer directories in an Open or Save dialog box, and open it there), then open the directory with your account name.
To back up your data or to take files home, you may wish to save to some type of removable media. Computers in the main computer lab are equipped with easily accessible USB ports which can be used with “flash”drives (sometimes known as “thumb” drives or memory sticks). They also have CD burners for your use. You must provide your own drive or CD.
You should also determine which older documents you want to keep, but don’t need frequently, then back them up to removable media for long-term storage (we recommend using a CD). You can then delete them from your home directory to avoid using up your 200 megabytes of storage too quickly.
Your home directory can also be accessed from anywhere on the Internet by using My Files360. More information on My Files360 appears later in this guide.
Class Data Folders
Instructors can use network drives to make files available to students in the computer labs. These are located in a set of directories called “Class Data Folders”, listed on the Start menu of lab Windows computers. (To access these folders from a Macintosh, get a lab aide’s help at the Main Lab). The folders are listed by department, then by class or instructor. Generally, students can open files from these directories, but not save to them. Professors will tell you if they have placed files there.
Printing in the Labs
To cover the cost of paper, toner, and printer maintenance, labs charge for printing. For black and white laser printing, the charge is 5 cents per page. (For double-sided printing, each side is still charged as a page.) This charge is made directly to your student account, for which you are billed monthly. If there are printing errors because of technical problems, please see a Lab Aide immediately to avoid being charged.
In recognition of the amount of paper used each year in the computer labs, some labs use recycled paper. Still, we encourage you to proof read your documents carefully before printing, and only print what you need.
Color printing and specialty papers are available in some labs. Availability and cost vary. See a Lab Aide in the appropriate lab for more information.
Hardware and Workstations
Wheelchair accessible computer workstations are available in our Assistive Technology Lab (AT Lab) located in the Student Access Center, in the Main Computer Lab (in the Computing Services Center), and in the Library Electronic Classroom Lab (EC Lab). The AT Lab has a variety of AT input devices. Please ask a lab aide at any of these facilities for further information or assistance.
Student computer labs are equipped with computers using the Microsoft Windows Operating System and in some cases with Macintosh computers using the Macintosh Operating System. Both of these operating systems have basic accessibility features that students may use.
We include the ZoomText screen magnifier on all Windows computers. The assistive technology workstations in the AT Lab, Main Lab and Library EC Lab include the following applications:
- Dragon Naturally Speaking - voice recognition
- Kurzweil - text scanning and text-to-speech
- Victor ReaderSoft - alternate-format-text player
- JAWS - screen reader
- Inspiration - organizing, planning and idea creation
In addition to the specialized software on the AT workstations all Windows computers in Student Computer Labs have the Premier Assistive Technology Suite which includes:
- Talking Word Processor – includes word prediction capability
- PDF Magic - converts Adobe Acrobat .pdf files to text or text and graphics. The converted file can then be used with other assistive software, depending on your needs.
- Ultimate Talking Dictionary
- Universal Reader - text-to-speech
- E-Text Reader - electronic text reader
- Text to Audio - converts digital text into one of several standard audio formats.
- Talking Calculator
To find out more about Assistive Technology on the SOU campus visit the Disability Services office located in the Student Access Center, 552-8449 or visit their web site at: www.sou.edu/it/students/labs/at-lab.html.
The University uses Google Apps for its email system, the emails you receive will remain on the server until you delete them. You also have access to the rest of the Google Apps suite that we will cover later.
Check Your Email Regularly!
Your SOU student email account is an official means of University communication and a primary method for faculty and staff communication with students. You are responsible for information from the University communicated by email and are encouraged to review your email daily.
Notices from the University include important announcements, class assignments, information on financial aid, billing for university charges, account purge notices, computer lab information, etc.
Email Client Software
Gmail requires no client and works best with a web browser. If you prefer to use an email client, it must be either POP3 or IMAP capable. In all computer labs on campus we use Firefox (browser) and Thunderbird (email client). Firefox is a fast, secure, web browser. Thunderbird can be used to work with your email account as well as other email accounts you may have. It includes advanced spam filtering, a well organized user interface and access to news groups and RSS feeds.
SOU’s spam firewall intelligently filters your incoming mail to dramatically reduce the amount of junk mail you will receive. Filtering is automatic and requires very little maintenance.
Email Account Limitations
Your SOU student email has 7.5 GB storage limitation. This includes incoming and sent mail, address book entries, etc. If you exceed your limit, you will no longer be able to receive any new mail until you delete or remove messages from your mailbox. SOU is not responsible for lost or deleted email as a result of these size restrictions. When you approach the 7.5 GB limit, you’ll need to make some room by cleaning up your account.
Forwarding your email
If you have another email account you prefer to use, you can forward your SOU email to that account, so you have it all in the same place. Please read the instructions on setting up email forwarding. Be sure to keep your account active and cleaned up. Many accounts, are automatically blocked if you reach your storage limit.
Note: If you choose to forward your email to a different account, remember you are responsible to ensure that you can receive official SOU communications forwarded to your personal account. SOU is not responsible for lost or deleted email due to account closures or size restrictions.
All computers connected to the SOU network on campus have access to the Internet for searching and browsing the World Wide Web, sending and receiving email, transferring files, etc. Keep in mind that this privilege is governed by the SOU Computing Resources Acceptable Use Policy.
Protection for Virus, Spyware and Security Threats
Computer viruses, spyware, and security breaches create serious problems in today’s cyber world. To ensure that you protect your own computer and to prevent you from spreading a problem on the SOU network, students using the Residence Hall or wireless networks, and accessing SOU systems from home, are required to have anti-virus and anti-spyware software on their computers. Windows computers must also have Windows Update Services enabled. New viruses and spyware are unleashed daily on the Internet. To be effective, protection software must also be regularly updated. The only way to ensure that your computer is always protected from these threats is to subscribe to your software publisher’s update service.
Files Sharing Copyright Violations
SOU complies with all United States copyright laws. Many peer to peer file sharing activities violate copyright law. You should be aware that the Recording Industry Association of America (RIAA) and Motion Picture Association of America (MPAA) continue to file subpoenas requesting information from colleges and universities about the identities of students engaged in illegal sharing of music and video online. Students engaging in the unauthorized download, reproduction, or distribution of any copyrighted material including music, video, live performance, text, or images may be personally sued, liable for large settlements, and possible criminal prosecution. Be advised that if served, SOU must comply with such requests, and will not accept any financial liability, nor provide legal representation for violators. Changes in rulings of recent court cases, the Digital Millennium Copyright Act, and recent subpoenas and lawsuits are all evidence that copyright owners intend to actively pursue violators. For your own protection do not put yourself at risk by engaging in unauthorized file sharing of copyrighted works!
Software programs that are typically used to enable unauthorized distribution of copyrighted works include but are not limited to Ares, Kazaa, Gnutella, Bittorrent, Edonkey, Kontiki, PeerEnabler, LimeWire, Directconnect and WinMX. Since it is possible to use these file sharing products to perform legal downloads of digital material, how do you know if the material is unauthorized? Simple rule of thumb, if you haven’t paid for the material, and the artist has not authorized the material for free downloading, it is not legal to download or share it.
For educational videos click here.
Residence Hall Network
Each room in the residence halls has an Ethernet jack for each occupant to connect a computer to the Residence Hall (RES-NET) network, providing student residents with Internet access, as well as access to on-campus network services like email, campus network storage (your personal P: drive), Moodle, SISWeb and the Library systems. The system does not provide access to software programs used in the student computer labs.
Before you can use the RES-NET you must review and sign an agreement promising to abide by not only the SOU Computing Resources Acceptable Use Policy, but also the policies of the services providers, and other guidelines for using RES-NET.
The first time you use RES-NET you will be prompted to login and register your computer. By following this easy, automatic registration process you will be helping to protect the SOU Network from viruses, spyware, and other security problems.
Technical support for RES-NET is provided by InfoStructure, a local service provider. Contact InfoStructure at 552-0911 for assistance in installing your computer on the network, and anytime you have problems using the network.
Wireless Networking - SOU OpenNet
If you have a laptop with a wireless network card you can browse the web and get your email from the wireless “hot spots” on campus. The SOU wireless network is compatible with all “Wi-Fi” 802.11b and 802.11g cards. Wireless connections are available at all academic buildings on campus.
The first time you use the SOU Wireless Network you will be prompted by the Bradford Networks Campus Manager to login and register your computer. By following this easy automatic registration process you will be helping to protect the SOU Network from viruses, spyware, and other security problems.
The Library has wireless laptops available for check out which are configured to provide full access to the SOU campus network and all lab software.
Remote Access - SOU Anywhere
Access your files and email securely from anywhere on the web! Just point your web browser to the SOU Anywhere Page and follow the link to the service you wish to use.
From there, you may choose; My Files360 to access your files, or GMail and Google Apps to get your email/calendar. Login to either one using your network account name and password. My Files360 will give you access to the files in your personal directory (P: drive) and let you copy them back and forth to your local computer. Our Secure Romote Access will work with many browsers including Mozilla, Firefox, Internet Explorer, Chrome, and Safari.
Moodle is our web-based courseware system. Many classes use Moodle to supplement classroom instruction. Some classes are fully online. Your instructor will tell you if your class is using Moodle.
Moodle accounts are created automatically for all students. Your account name and password are the same as your network and email account name.
Find out more at the Moodle Support Website
Catalog and Class Schedule on the Web
On the Web, you can view the current year’s catalog or any of the previous five years. Recent year’s catalogs have been optimized for the web and let you quickly bring up the degrees offered, course requirements, course descriptions, and much more for any subject. Go to the Catalog Website.
The class schedule has a new advanced search feature that lets you easily find the classes you are interested in. You can search by days and times, subject, instructor, course level, location and more. You can also use the schedule for long term planning and class availability. To find the class schedule on the Web go to Class Schedule Website.
CAPP Degree Evaluation
“What will it take for me to graduate? Am I on schedule? What if I were to change my major?”
These are questions that are commonly asked by students; questions that CAPP (Curriculum, Advising and Program Planning) can answer. CAPP Degree Evaluation is used to compare course work against degree requirements. You can obtain quick and accurate information that shows just where you are on the path to completing your degree. More information is available at the SISWeb Documentation Website.
Wait List Notification
Want to know if your wait listed class has an opening? The Wait List Notification process provides a more efficient way for students to access seats as they become available.
When a class opening occurs, the student at the top of the wait list will be granted an offer to register for that course. Although you may receive an email notification, the official wait list is provided via the Wait List Status page in SISWeb. We recommend that you check the list at least twice each day, since it will be updated every half hour from 6:00 A.M. to 2:00 A.M. daily. More information regarding this subject can be found at the SISWeb Documentation Website.
Where to Go for Help
For questions regarding use of the Main Computer Lab, or other general questions about your email or network services, please see a Lab Aide in the Main Computer Lab, give them a call at 552-6969, or email them at Helpdesk@sou.edu.
For questions regarding specific equipment or policies in other computer labs, see the Lab Aide or Lab Manager for that lab. For questions regarding special software used in a class, it is best to contact your instructor.
For repair or service of your personal computer, we have put together a list of some local professionals and their contact information at Personal Computer Repair Website.