TechInfo

Information Resources offers faculty a variety of ways to transfer data and media from the VHS recorded format to a DVD.  All procedures conform to the SUNY Cortland’s Policy for Copyright and Fair Use.  Questions about the suitability of copying materials should be addressed to Library Director Gail Wood (x2221) who serves as the Campus Copyright Compliance Officer.

Classroom Media Services is responsible for the transfer of VHS data and media from VHS to DVD without editing or otherwise altering the content.  This service is for one copy to one copy, or one copy to multiple copies.  The contact person is CMS Technical Support Specialist Bob Babcock x4894.

Memorial Library offers (1) editing services for VHS to DVD transfers and (2) to copy media for use on a streaming server.  In addition, the library offers a do-it-yourself transfer station for copying VHS to DVD.  See below for the current procedures.  For further information, contact Digital Imaging Specialist Dawn Van Hall (x4890).

Do-It-Yourself VHS to DVD Transfer Station

The transfer station is signed out through the Digital Imaging Specialist and taken to one of the library’s Multimedia Studios.  Transfer time is real-time:  a one hour video will take one hour to transfer.  Users are responsible for supplying their own DVD-R for copying.  Sign-out time is 3 hours or negotiated with the Digital Imaging Specialist.  This service is available M-F, 9-5 or by appointment. 

Instruction is available; and there is written instructions accompanying the transfer station.  Each user is responsible for understanding the copyright and fair use standards involved in copying materials.  The following sign is affixed to the machine/cart: 

The copyright law of the United States (title 17 US Code) governs the making of photocopies or other Reproductions of copyrighted materials. The person using this equipment is liable for any infringement.
 

For further information, contact Dawn Van Hall, x4890.

April 2009

Information Resource departments who are considering introducing new software to the campus, including enterprise or web-based applications, should follow the following procedures.

The Originating Department will discuss the application and planned roll-out with the Library Director and/or designated training staff to assure that training and appropriate documentation are developed.  The designated training staff will then develop a training program for the campus for faculty, staff and students as appropriate.  The design of the training program will be one most appropriate to its use across the campus. The software or application will be beta tested with either a test group within IR or a group carefully selected from the campus at large. The originating department will be involved throughout the entire training process.

The training staff will do some preliminary research and provide The Technology Help Center (THC) with the appropriate documentation and training to assist them in understanding the software and the kinds of questions the THC might get asked.

The training team, in consultation with the software or application originator(s) and the THC will develop a roll-out plan for recommendation to the Information Resources Directors Council.

Discussed and adopted by the Information Resources Director’s Council March 4, 2009

Discussed and revised by the XIRDC April 15, 2009.

In an effort to make the SUNY Cortland email system function efficiently and effectively, the following size limits are set on attachments sent to specific mailing lists:

As an example of file sizes a typical pdf attachment would be between 120 and 350KB in size.

Rather than attaching files to emails, we recommend placing the file on your web site, and placing a link to the file.

Student Intern Accounts (non-SUNY Cortland students)

Unpaid Student Interns:

A student intern who is not a current SUNY Cortland student and who is not being placed on SUNY Cortland payroll is considered an unpaid student Intern.

All departments on campus that employ “unpaid Interns” are required to have them report to Human Resources prior to starting their internship here on campus. Human Resources will place all “unpaid Interns” on a volunteer roster identifying them as having a legitimate purpose on campus. They will then be eligible for a C#, ID card and parking permit. The employing department will have the “unpaid Intern” sign a confidentiality form and also instruct them on SUNY Cortland’s FERPA document

Obtaining a C#, ID card, and parking permit:

Student interns report to the Human Resources Office to obtain a “Verification of Eligibility for SUNY ID Card” form.   This signed verification is then taken to University Police where a C# will be issued.  Once the C# is issued, a parking permit can be obtained (student interns are treated like graduate assistants for parking purposes and will receive “G” permits).   The C# also permits the student intern to obtain a SUNY ID card through Auxiliary Services Corporation.

Who can create an Intern Account?

Intern accounts can be created by calling the Technology Help Center. A valid Cortland C# is required. Prior arrangements should be made. Last minute requests will not be guaranteed.

Intern Account:

The sponsoring department of the Intern must provide specific information before a temporary Intern Account is created. The account can only be created by contacting the Technology Help Center. No account will be created without the required information from appropriate sponsor.

Information required:

• Sponsoring Departments Name:                                                                           

• Intern’s Full Name:                                                              

• Intern’s University/College of record:                                                   

• Length of Internship:   Start Date:                      End Date:                    

• I _________________verify that ________________ will be an Intern here working during the dates listed above. I also understand that this Intern Account is governed by the Guest Account Policies and the College’s Computer and Network Use Policies.

Department Heads Signature: ___________________________

Definition:

Webcasting is defined as transmitting audio and video media over the Internet for distribution to many simultaneous listeners and viewers. A webcast can be archived for subsequent broadcasts at a later time.

Responsibility:

Webcasts fall into three categories: curricular events also known as cultural and intellectual events, sporting events, and administrative meetings. Classroom Media Services is responsible for coordinating webcasts for SUNY Cortland in collaboration with the Library, Administrative Computing, CSTV and the faculty in the New Communications Media department. Specific Responsibilities: Cultural and Intellectual events are supported by New Communications Media through the Library’s Technology Internship Program; sporting events are supported by CSTV; and administrative conferences are supported by Classroom Media Services.

Procedure for Requesting an Event be Webcast:

Cultural and Intellectual Events; at least two weeks before the event, the request form is filled out. Online forms are sent to New Communications Media. Paper copies may be sent to Paul Van der Veur, 224-C Dowd Fine Arts. It is recommended that requestors immediately get the speaker release, the form is available online. Approval for webcast depends upon permissions and staff availability. When approved, New Communications Media coordinates the webcasting.

Sporting Events requests may be made to CSTV.

Administrative meeting events are made through Bob Babcock in Classroom Media Services.

Editing and Archiving Webcasts

Editing and preservation of webcasts is determined on a case-by-case basis depending on requestor needs. The production staff in Memorial Library is responsible for editing and makes recommendations about format and preservation. Once a decision is made Memorial Library is responsible for editing and making the webcast available in appropriate formats.

Memorial Library is responsible for archiving materials deemed appropriate for long-term storage and retrieval. Long-term storage and maintenance falls under the library’s collection development policies and procedures. The library faculty and staff collaborate with the requestor(s) to ensure that the informational value of the webcast is appropriately maintained.

Information Resources supports a variety of instructional hardware in classrooms, laboratories and campus offices. Information Resources consults with faculty and staff to determine the tools and resources that best meet their needs for instructional use. The following support policy identifies aspects of hardware support available. This assures standards and consistency while accommodating individual needs and preferences.

Support is provided by the following departments:

Memorial Library (LIB)
Classroom Media Services (CMS)
Academic Computing Services (ACS)
Administrative Computing Services (ADM)

Research and Development (Consultation and Design)

• Research, evaluate and test new technologies (ALL)
• Consultation assistance with project implementations (ALL)
• Determine systems necessary to meet instructional and administrative needs (ACS, CMS)

Procurement

• Guidance in procuring hardware and software to meet instructional and administrative needs (ALL)

Equipment loan

• Over-the-counter loan of audio/visual equipment for faculty and administrative offices (CMS)
• Laptop Loan Program available to faculty and staff (ACS)
• Equipment loan to students, faculty and staff. (LIB)

Technical support

• Formal and one-on-one and group training on hardware, software and media in classrooms, labs and offices (CMS, ACS, LIB)
• Support of enterprise and distributed (office, classrooms, labs) hardware and software (All)
• Network and systems security support (ADM)
• Enterprise level database support (ADM)
• Telecommunications support (ADM)
  • Telephones, Voicemail, wiring, emergency phones, Call Center queues

Q: How can I find out information about copyright and whether I can copy things to use in my classes or in presentations.

A: Gail Wood is responsible for the administration of the campus’ Fair Use and Copyright Policy. She will talk you through the sometimes murky world of using the materials of others in your research, classes, or presentations. Her contact information is below. The campus copyright policy is found here:

http://www.cortland.edu/copyright/default.asp?page_id=13

Non-curricular use shall be defined as any utilization of the eLearning (formerly WebCT) Course Management Software program by a SUNY Cortland faculty or staff member for purposes other than credit-bearing instruction. A group that seeks to create and maintain an online community to share documents and communications among its members would be considered a candidate for such an application. Non-curricular use of eLearning must be coordinated and moderated by SUNY Cortland faculty or staff, but online participants need not be members of the SUNY Cortland community.

Procedures

1. A SUNY Cortland faculty or staff member must act as the coordinator of non-curricular use of the eLearning Course Management Software program, though participants are not limited to the SUNY Cortland campus community.

2. Faculty or staff members who utilize eLearning for non-curricular applications will act as mediators and coordinators for their respective online participants, and will be responsible for both the content and construction of the eLearning site.

3. Training or demonstration of sufficient prior training and/or experience for non-curricular use of eLearning is required. Interested faculty and staff will contact the Instructional Materials Designer, who will assess the skills of the prospective coordinator and develop an appropriate training plan.

4. Faculty/Staff must participate in training, if required.

5. At the request of the Instructional Materials Designer, the eLearning Technologist will create an eLearning course and accounts sufficient for the training, and the actual application.

6. A faculty or staff who has completed training will act as the primary trainer, coordinator, and first contact point of support, in turn, for all participating members of their site. If further support beyond the capabilities of the coordinator is required to resolve a problem or issue for a participant in the non-curricular application, the problem should be referred to the Instructional Materials Designer. The Instructional Materials Designer will determine if a solution is possible, and act as mediator with the appropriate support personnel.

7. The coordinator from the eLearning community, who must be a SUNY Cortland faculty or staff, is designated to contact the Instructional Materials Designer.

8. Each eLearning designer, teaching and graduate assistant must sign a confidentiality agreement that will be on file in with the eLearning Support Technologist and in the Office of the Associate Provost for Information Resources.

October 8, 2008

Policy for Faculty Use of eLearning

eLearning (formerly WebCT) is the course management system supported by SUNY Cortland. eLearning uses Blackboard which is a comprehensive software package with many integrated components. Careful planning is critical to fully deploy Blackboard’s pedagogical and technical features, and to effectively integrate this instructional technology into coursework. The Associate Provost for Information Resources is responsible for the implementation and effective use of eLearning on campus.

Courses that are added to Banner will automatically populate the eLearning system and can be accessed through the myRedDragon portal.  Courses in eLearning will be available for three semesters for copying purposes. After the three semesters the oldest courses will be removed from the live system. It will be the faculty member’s responsibility to ensure they save copies of their course work to ensure they have access to prior course work after this time. Faculty who use eLearning are highly encouraged to work closely with the Information Resources eLearning team in the initial planning stages and throughout the semester and for any assistance in saving their course data.

Appropriate training is highly encouraged for first-time eLearning users. Anyone who has not previously used Blackboard will consult with the Instructional Materials Designer or the Faculty/Staff Trainer at least one semester prior to teaching with Blackboard. Faculty will be provided with training based on their knowledge and previous experience with other course management systems.

A team of Information Resources professionals is available to support eLearning. The eLearning technologist is responsible for maintaining the hardware and software and for setting up courses and registering students for non-curricular use of eLearning. The Instructional Materials Designer is responsible for working with faculty to identify their instructional objectives, develop eLearning modules, and provide training in the use of the eLearning software.

Procedures for the use of eLearning:

1. Faculty who are using eLearning and would like additional assistance in using the eLearning for their courses should contact the Instructional Materials Designer or Faculty/Staff Trainer.
2. When student assistants have access to eLearning instructional data, faculty will be responsible for training assistants in eLearning. Upon request, the faculty trainer will provide customized training for the teaching assistants.
3. If the course is non-curricular (not populated in Banner), upon successful completion of training, the e-Learning technologist will establish course accounts for the student assistants.  (See Non-Curricular eLearning Policy for specific details http://www.cortland.edu/ir/non_curricular_use_of_eLearning.asp)
4. Each eLearning teaching and graduate assistant must sign a confidentiality agreement that will be on file with the eLearning Support Technologist and in the Office of the Associate Provost for Information Resources.
5. Faculty will continue to work with the eLearning support team as course-related issues arise.
6. Additional faculty training and student assistance will be provided upon faculty request

Information Resources eLearning Contacts:

October 2008
revised October 2009

Information Resources
SUNY Cortland

206 Miller
Phone: 607.753.5942
Fax: 607.753.5985
Email: apir@cortland.edu

For information about copyright and Fair Use at SUNY Cortland use the link below.

http://www.cortland.edu/copyright/

Memorial Library
SUNY Cortland
607.753.2221