Excel Charts Workshop for CAS Administrative Assistants

On January 13, Ben Jezierski, Training Coordinator of Information Technology, conducted a workshop entitled “Creating Charts with Microsoft Excel” for PC Users. This session was the most recent offering in the CAS Administrative Assistants’ Professional Enrichment Series.

The four most commonly-used charts were covered: pie, bar, column, and line charts. After a discussion of two important preliminary tasks–arranging data correctly in a spreadsheet and selecting the most appropriate kind of chart to display the data– participants gained hands-on experience in creating charts and graphs and formatting them to clearly present information. Handouts from the workshop are available on the CAS Administrative Assistants’ Blackboard site on MySJU. A version of this workshop for MAC users is being planned for the spring.

Copyright Seminar on January 11

Much of the material used in Saint Joseph’s University’s courses, whether within the traditional classroom, through SJU-Online programs, or stand-alone online courses, is protected under copyright law. When faculty use writings, images, artwork, videotapes, musical work, sound recordings, motion pictures, computer programs, and other works, they are likely using copyright-protected materials. Consequently, faculty may inadvertently violate owners’ rights whenever they copy materials as handouts, upload works to websites, display slides or images, show videos or listen to music.

The rules for distance education are significantly different from those applied to face-to-face and traditional classroom settings. Both the meaning of “fair use” and the details of copyright law become much more rigorous when the materials are uploaded to websites, transmitted anywhere in the world, and are easily downloaded, altered, or further transmitted by students and other users.

To fulfill our legal obligations and to satisfy our need for knowledge, we are pleased to announce that we will be hosting an educational seminar presented by the Copyright Clearance Center, Inc. The purpose of this seminar is to share with the University community information pertinent to copyright law as it applies to the academic world. The goal is to deliver to Saint Joseph’s a copyright education session covering the basics of copyright law and compliance so that the entire community, administrators, faculty, and staff, can work diligently to adhere to copyright laws. In addition to the basics, history and definition of copyright, public domain and fair use with specific focus on the academic and library environment will be reviewed. A light breakfast will be served.

Date: Monday, January 11, 2010
Time: 9:00am- 11:30am
Location: Forum Theater, Campion Center
Presenter: Dru Zuretti – Manager, Copyright Education
RSVP: Jane Downey by 5 p.m. on Wednesday, January 6

I hope you can take advantage of this important programming.

Brice Wachterhauser, Ph.D.
Provost

–Permission to blog obtained from the Office of Academic Affairs on January 6, 2010

Creating Away Messages in Zimbra

This feature is also known as an out-of-office auto-reply message. You can set a vacation message that automatically replies to people who send you messages when you are out of the office for an extended period of time. That message is sent to each recipient only once, regardless of how many messages that person sends you during the designated vacation period.
To set a vacation message:

  1. Browse to https://zmail.sju.edu/zimbra/ and log in using your SJU Username and password.
  2. Click the Preferences tab.
  3. Click the Mail tab.
  4. In the Receiving Messages section, check “Send auto-reply message”.
  5. In the text box, enter the message to be sent, such as “I am currently out of the office and will return on January 4, 2010.”
  6. Set the start and end dates for using this message.
  7. Click Save. The away message feature is enabled immediately.
  8. Email yourself to make sure that your vacation message is working properly.

Secure Your Windows XP Computer

Lock your Windows XP computer on demand

Prerequisite: You enter a password to log into your computer

  1. Press Ctrl + Alt + Delete on your keyboard
  2. Click the Lock Computer button/li>

Lock your Windows XP computer after a period of inactivity

Prerequisite: You enter a password to log into your computer

  1. Launch Control Panel (Start → (Settings →) Control Panel).
  2. (If applicable) Click “Switch to Classic View” (top left) Right-click on the Desktop.
  3. Double-click “Display.”
  4. Click the “Screen Saver” tab.
  5. Check the box labeled “On resume, password protect.”
  6. Click Apply
  7. Click OK
  8. Double-click “Power Options.”
  9. Click the “Advanced” tab.
  10. (If not already checked) Check the box labeled “Prompt for password when computer resumes from standby.”
  11. (If applicable) Click Apply
  12. Click OK.

Configure Your Mac OS X Computer to Lock Your Screen After a Period of Inactivity

Prerequisite: You enter a password to log into your computer

  1. Launch System Preferences (Apple → System Preferences…).
  2. Click “Security” preference.
  3. Check the box labeled “Require password to wake this computer from sleep or screen saver.”
  4. Click “Show All” button.
  5. Click “Desktop & Screen Saver” preference.
  6. Click “Screen Saver” tab.
  7. Drag the “Start screen saver” slider to a desired starting time; for example, 5 minutes.
  8. Click the “Hot Corners…” button.
  9. Click on any of the available drop-down boxes, choose “Start Screen Saver”, and click OK.
    • Moving your mouse to the selected corner of your screen will now start the screen saver and effectively lock your screen on demand.
  10. Click the “Show All” button.
  11. Click “Energy Saver” preference.
  12. (If applicable) Click the lock to make changes and authenticate.
  13. Drag the “computer sleep” and “display sleep” sliders to desired starting times.
    • Note: computer sleep > = display sleep > = start screen saver.
  14. Quit System Preferences.

2009 Faculty Annual Report Online

The 2009 Faculty Annual Report is now available for tenured and tenure track faculty to use. The deadline for submission for the faculty annual report is Monday, February 15, 2010. You can access the faculty annual report by:

  1. Login to mysju.
  2. Click School Services/Faculty and Advisor.
  3. Click Faculty Annual Reports (the last item on the list).
  4. Click 2009 to start filling out the 2009 faculty annual report.

Last year 110 faculty members used the online faculty annual report to file their reports. Based on feedback from our faculty, IT made quite a few changes to the format and content of the Faculty Annual Report v. 1. We asked seven faculty/chairs from each division to test the revised report. The result is a new and improved Faculty Annual Report v. 2 that went online on December 1. Some of the notable changes include:

  • Added 6 Easy to navigate individual tabs.
  • “Save and Continue” and “Save and Exit” buttons are available in each tab
  • “View/Print” allows printing a paper copy and saving the report as a PDF file.
  • Fields not applicable to faculty and left blank are suppressed in “View/Print”
  • Added pop-up text to provide clarification.
  • Added an optional “upload CV” feature.

Check the following link for instructions on how to fill out the 2009 Faculty Annual Report:

http://www.sju.edu/~szewczyk

Searching for a Particular Journal? Try These Steps!

Wondering if the Library provides access to a particular journal, but not sure where to look? From the Library’s homepage, go to the e-Journal’s link under the Find Articles heading, and search for a journal name there. If the journal you want to access is listed in the results, click on the Find it! button next to the journal name, and browse the databases that house the journal (note the date coverage, also, under the database name). Click on the Go button to get to a browsable, or searchable, list of volumes and issues within the journal.
Many online journals allow you to set up e-mail alerts that describe and link to newly published issues. If you would be interested in setting up such alerts, let the Library staff know – they would be happy to walk you through the steps.

— Contributed by Sara Franks of Drexel Library

Customized Training Offered by Ben Jezierski

Ben Jezierski, Training Coordinator of Information Technology, offers the following training opportunity for our students, faculty and staff:

For CAS students:
In addition to the training classes offered during the day, Ben will offer training classes in the evening to accommodate the needs of our students who take classes in the evening. Our graduate students in the College of Arts & Sciences can benefit greatly from this offer.

For CAS faculty:
Ben is willing to come to your classes and provide training on specific topics for MS Office suite. For example, Ben did a training class for Dr. Jenny Spinner on how to use “Track Changes” in Word. It might also be a good use of class time to consider having Ben teach a class on MS Office when you are away for a conference.

For CAS staff:
Ben has started offering customized training classes for our administrative assistants. We received overwhelming positive feedback on the Zimbra FAQ class on October 21 for our administrative assistants. In January Ben will conduct an Excel class for our administrative assistants.

If you plan to have Ben teach a class that is not offered in the posted IT training class schedule, please contact Anne Szewczyk at szewczyk@sju.edu. Anne will then make the necessary arrangements with Ben. Ben’s classes cover topics in MS Office for PC and Mac, Zimbra Web Client, PC Basic, Mac Basics. Here is IT’s training schedule.

Help for Curriculum Advising

In the “Advisor Menu” section of “Faculty Services” on MySJU, one can find an electronic “curriculum worksheet” for any student (full directions for access below). This worksheet is current in that it lists courses in which the student has enrolled as well as courses that she/he has completed. While the system updates all current course information and is mostly accurate, all advisors would do well to peruse carefully the “Courses Not Used” section of the worksheet. Sometimes the software does not recognize a course and places it in this limbo—the advisor should notify the registrar as well as the student of any misplaced courses on the worksheet.

An advisor may open two similar versions of the worksheet. Once one clicks “Advisor Menu,” she/he may click either “Student General Requirements” or “Completed Student Program Requirements (Printable).” Either path will take the advisor to the main page with the student name, advisor, program and other information. The latter path requires fewer clicks.

NB: At the top of the page, three paragraphs each begin in bold print: Disclaimer; Note; Updating. Under Updating, click “Click here” (in red print) to receive the most recent data for the student’s work sheet.

Path 1
Log into MySJU or a “work around”
Select the following:
Faculty Services
Advisor Menu
ID Selection – enter appropriate info
Submit
Completed Student Requirements (Printable)

or

Path 2
Log into MySJU or a “work around”
Select the following:
Faculty Services
Advisor Menu
ID Selection – enter appropriate info
Submit
Student General Requirements
Program Requirements
Area name for specific detail
Requirement name to see courses

Zimbra FAQ Workshop for CAS Administrative Assistants

On October 21, Ben Jezierski, Training Coordinator of Information Technology, conducted a workshop for Administrative Assistants in the College of Arts & Sciences (CAS) entitled ‘Zimbra Frequently Asked Questions.’  Our Administrative Assistants have been using Zimbra for a while; but still had questions about Zimbra that this workshop would answer. The workshop was the latest of a series of professional development technology workshops for CAS Administrative Assistants organized by Lorraine Hannon and Anne Szewczyk of the CAS Dean’s Office.

The topics covered include: zooming in, spell check, dictionary, return receipts, saved drafts, autosave function, mailboxes, having email and calendar open simultaneously, organization of emails, the Find function, playing a sound when new email arrives, attachment, briefcase, filters, resending old email, creating subfolders, having Zimbra up all day, etc. The participants were very pleased with the coverage of the workshop. Many of them commented that the Zimbra FAQ session was very helpful and that they are looking forward to our future scheduled sessions on Excel and PowerPoint.  The handouts from the workshop can be downloaded from the CAS Administrative Assistants Blackboard site.

Other useful information on Zimbra provided by Information Technology can be found at:

Zimbra blogs

Zimbra FAQs