NETID, EMAIL GROUPS, COMPOSITES, AND WEBCT

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NETID, EMAIL GROUPS, COMPOSITES, AND WEBCT
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Initial NetID Creation

• A file is created from Colleague using a query
  written by Carol Boyer in OCIO.
• The Colleague file is used to update NetID system
  files with new students.
• Karen Jesmer in OCIO uses NetID system to create
  NetIDs for new students.
• Karen Jesmer uploads NetIDs to Colleague.

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Additional NetID Information

• New student NetIDs are created approx. 45 days
  before classes begin.
• NetIDs are created weekly for the next two weeks
  depending on volume.
• NetIDs are created daily for the next 30 days
  prior to the start of classes.

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• SAR starts mailing NetID letters 45 days before
  classes begin. Letters are mailed until 14 21
  days before classes start.
• Students who do not receive their NetID in the
  mail, will receive it on the first day of
  orientation.
• All students should be encouraged to update their
  address with OEM to ensure that their NetID is
  mailed to the correct address.

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• NetIds are never changed. The email address used
  by the public (PUB) can be changed.

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Who Do I Contact If A New Student Doesnt Have A
NetID?

• Contact Misty McKee in OEM at 843-792-4364 or
  mckeem_at_musc.edu.

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NetID Deactivation

• Graduate accounts are deactivated 60 after
  graduation.
• Withdrawn student accounts are deactivated after
  one week.
• NetIDs are not removed from Colleague.

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Student Email Group Creation

• A query written by Carol Boyer is run nightly to
  create a file of active students in Colleague.
• The Colleague file is used by Karen Jesmer to
  create the student email groups.

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Additional Student Email Information

• The student email groups are created nightly
  EXCEPT during May and June when the records staff
  are updating class levels.
• Fran Joyner in OEM will be working with Karen
  Jesmer to reduce the student email group
  downtime.
• Fran will send an email via studserv to let
  everyone know when the groups are up.

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Who Do I Contact If A Student Is In The Wrong
Group?

• Contact your college representative in the OEM
  records department and they will process the
  change.
• The change will be in effect the next day after
  the nightly update.

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Course Email Groups Creation

• A query written by Carol Boyer is run nightly to
  create a file of active students in Colleague
  based on registration.
• The Colleague file is used by Karen Jesmer to
  create the course email groups.

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Additional Course Email Information

• The course groups are created nightly and they
  are based on registration.
• Course email groups are available 30 days before
  the semester starts until 30 days after the
  semester ends.
• Discourage use of course email groups for new
  students until they start classes.

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Who Do I Contact If A Student Is Missing From The
Course Group?

• Contact your college representative in the OEM
  records department to be sure that the student is
  registered.
• If paperwork is needed, the change to the course
  email group will take effect the day after the
  records rep. receives and processes the paperwork.

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Composite Creation

• Public Safety or the College takes digital
  pictures of the students.
• Sandra Morris runs a process created by Sandy
  Euper in OCIO to pull a file of new student
  images.
• Sandra Morris runs a process created by Carol
  Boyer to insert an indicator in Colleague. The
  indicator ensures that we dont pull images that
  we already have on file.

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• Sandra Morris informs Larry Owens in DESS that
  the process is complete.
• Larry Owens/Tom Hamm resize all 700 images so
  that they will be printable from any browser.
• Larry/Tom run another process to adjust the
  contrast and color of the images.

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• Larry moves the corrected images to the server to
  be posted.
• A program written by Sandy Euper posts the images
  to the page based on the email groups.
• The composite site requires NetID login.

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Additional Composite Information

• Composites with new students included are usually
  available three to four days after the semester
  begins.

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Who Do I Contact If A Picture Is Missing From The
Composite?

• Contact Misty McKee at 843-792-4364 or
  mckeem_at_musc.edu.
• Misty will troubleshoot since there are a number
  of issues that could cause the problem.

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WebCT

• The course email process also updates WebCT
  nightly.
• Once the instructor pulls the initial course file
  into WebCT, he/she will have to use the synch
  option within WebCT to be sure that any updates
  have been captured.

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Who Do I Contact If Theres An Issue With WebCT?

• Contact Karen Jesmer at 843-792-8323 or
  jesmer_at_musc.edu.