Antivirus

Pomona College provides Microsoft Security Essentials (Windows) and McAfee VirusScan (Macintosh). To install the antivirus software, make sure you remove any preinstalled antivirus software and then visit:
http://antivirus.pomona.edu

You can do this from home, but you will need your Pomona login and password to access some of the installers.

Microsoft Office

Pomona College also has a site license for Microsoft Office. For installation instructions, please choose one of the links below based on the version of Office that you need:
- Microsoft Office 2011 (Macintosh)
- Microsoft Office 2007 (Windows)
For Microsoft Office 2010 (Windows), you can purchase a copy of the Microsoft Office 2010 (and other software) media for a significant discount at OnTheHub.com (see instructions below) or CollegeBuys.com.

Microsoft Office Outlook email setup

To setup the email software that comes with either version of Microsoft Office, please choose one of the links below based on the version of Office that you installed:

- Microsoft Outlook 2010/2007 for Windows (students, click here) (faculty/staff, click here)
- Microsoft Outlook 2011 for Macintosh (students, click here) (faculty/staff, click here)

Other software

Other software applications that you may see on lab, classroom and other college owned computers are not available for personally purchased computers.

However, there are many software applications available through the college’s terminal server, such as Frontpage, Dreamweaver, Acrobat, Photoshop, Stata, SPSS, Eviews, Endnote & many more. For details, please click here for instructions.

Work-At-Home Purchasing of Microsoft Software
As part of the College’s Campus Agreement contract with Microsoft, faculty, staff and students may purchase the following products from Microsoft as part of a work at home clause in our contract:

- Windows 7 Operating System (Upgrade)
- Office 2010 (Windows)

CAUTION:
ITS strongly recommends the purchase of the installation CD mail order option so that you will receive installer disks in the mail. The download option requires that the purchaser has a DVD burner drive and is able to make the installation disks on their own.

To purchase:

Open a web browser and visit http://pomona.onthehub.com

If you are a Pomona College faculty or staff member, click on the Faculty/Staff tab.
If you are a Pomona College student, click on the Student tab.

The first time you attempt to place something in your shopping cart, you will be asked to sign in, or if this is your first time visiting the site you will be asked to register.

It is important that you use your full pomona.edu email address (i.e., ces04747@pomona.edu (faculty/staff), ces02010@mymail.pomona.edu (students)) both as your login name and as the email address you supply as part of the registration process. The validation of the fact that you are an employee or student of Pomona College is done via the pomona.edu email address.

Installation instructions are included with each product.

PLEASE NOTE:
ITS does not provide support for the installation of any of this software on personally owned computers.

If you have questions or you encounter problems using the OnTheHub website to make a purchase, please click here to visit the OnTheHub support page.

That’s probably going to look a little tiny but basically, of the 797,601 message that came in last week (May 1 – May 6), 662,709 messages were interpreted as Spam and 8,747 messages had viruses.
Those who are nefarious will still get through to us but I’d say we’re still well defended!

Loaner Equipment Policy

The ITS Loaner Pool is a collection of computing and other electronic equipment maintained for the use of the faculty and staff of Pomona College. Originally an academic resource, its intention was to support the academic mission of the college by giving faculty prime access to laptop computers, digital cameras, and projectors on a first-come, first serve basis and has now been expanded to provide staff of the college with college work-related needs access to the loaner pool as well.

The primary objective of the loaner pool is to support the academic mission of the college by providing for the temporary use of specialized equipment, thus academic needs shall take precedence when there are competing requests for the same piece of equipment. This equipment includes portable computing and projection equipment and portable cameras. The equipment pool may expand as new technologies become available that would be useful on a temporary basis.

Following are the guidelines for the creation and use of Pomona College ITS Equipment Loaner Pool.

• Equipment in the loaner pool will be reviewed periodically for its usefulness to the community. A life-cycle replacement scheme will be put in place to insure that only reliable equipment, compatible with current campus standards, is available for use.
• The borrower must provide a minimum of one dayper piece of borrowed equipmentprior to the time they need it in order to allow adequate time for ITS staff to check it and set it up for lending out.
• A budget number must be provided at the time of the request or at least prior to pickup of the item(s) to secure the equipment for loss, theft, or damage..
• Equipment shall only be released to Pomona College Faculty or Staff, not to students or members of the other Claremont Colleges. When checking out materials, the borrower agrees to assume financial responsibility for lost, stolen or damaged equipment.
• It is expected that all equipment will be returned in essentially the same condition it was in when it was borrowed. All cases, covers, cables and other paraphernalia should be returned intact. A document listing all of this equipment will be given to the lender at the time of checkout. This list will be used to verify that all items have been returned. The borrower will be responsible for any lost or damaged items, outside of normal wear and tear.
• Normally equipment, such as laptops, will be loaned for a period not to exceed one week for college-related business. Faculty may request an extension to accommodate travel to conferences or other extended absences from campus. Approval of an extension is subject to the advance availability of the item(s) borrowed.
• Equipment may not be rescheduled continuously. The borrower should return the equipment for a period at least equal to the original loan period. For example, a laptop may be borrowed for a week, returned for at least a week, and then will be eligible to be borrowed again by the same individual.
• Students may only use loaner pool equipment on projects sponsored by faculty or staff members. The faculty or staff member must assume responsibility for the equipment and must personally take possession of the equipment from ITS abiding by numbers 4 and 5 above. There will be no exceptions to this rule.
• At the end of each fiscal year, ITS will review Equipment Borrowing requests and make recommendations to departments regarding requesting budget during the E&A process for adequately provisioning department technological needs.

To request Loaner Equipment, please send an e-mail message to servicedesk@pomona.edu and include the following information

· Equipment requested (if you are requesting a laptop, make sure to specify Mac or PC)
· Period of Loan
· Account number to secure the equipment for loss, theft or damage
· Any special requirements (software, hardware)

If you are not familiar with the use of the equipment borrowed, please contact us in advance to schedule a quick tutorial when picking up your equipment.

Remote Desktop connection to Pomona College owned software and network resouces (AcadTS & AdminTS)

Details:

The terminal servers (AcadTS and AdminTS) are virtual Windows workstations environments that are available for faculty, staff, and students who need access to software that can only be installed on Pomona College owned computers.

The terminal servers will also provide access to user data much like what one would see on a lab, classroom or office computer. With the terminal servers, one can also access Claremont College Library online resources, something that can’t be done otherwise off campus.

The AcadTS terminal server will have applications suited more for students, faculty and academic staff.

The AdminTS terminal server will have applications suited more for administrative staff only.

The terminal servers can be run on or off campus on a device with an internet connection that can run remote desktop services (Windows, Mac, iOS, Android, etc).

With the terminal server, the following software is available:

Microsoft Office (Word, PowerPoint, Excel, etc)
Microsoft Office Proofing Tools
Microsoft SharePoint Workspace
Adobe CS5 Suite with:
– Acrobat,
– Photoshop
– InDesign
– Illustrator
– Flash (not just player)
– Dreamweaver
IBM (SPSS) Statistics
ATLAS.ti
Endnote
Matlab plus Optimization Toolbox
Mathematica
Stata
APL + Win
HyperResearch
ArcGIS
Eviews
SnagIt
and more

For detailed instructions, click here and log in: Remote Desktop connection to Pomona College owned software and network resouces (AcadTS & AdminTS)

While we’re talking about your email address, now would be a good time to start letting your contacts know that the Pomona aliases (John.Smith@pomona.edu, etc) will no longer be active. Your Mymail address is yours for life but if you would prefer not to use it, you might go ahead and set a forwarding address on it now to another email account (such as gmail as an example).

In the PDF version, I’ve also included a graphic displaying the traffic we’ve seen since the beginning of 2013 as well as a service focus from March (where someone who seems to have delivered some surprising and exemplary service is featured).

-Julianne Journitz, Director of Client Services

How long do I have to wait to get an answer from you people?
If you’ve ever wondered what happens when you send an email into servicedesk@pomona.edu (formerly help@pomona.edu), this article gives you an idea of what’s going on and how we’re tracking it.

February Incidents by Types of Service
While we’re still getting caught up as to appropriate and useful methods for presentation of data, we’ll continue to show you some data that may (or may not) be of interest to you. If this piques your curiosity, please feel free to let me know of other questions we can answer for you.

How long will my Pomona College account remain open after I graduate?
For those of you graduating this May, this article contains some important information about how best to handle the e-transition from your senior year into your next stage.

• PDF Version of ITSMonthly for April 2013 [664Kb]
• PDF Version of ITSMonthly for March 2013 [938Kb]

Question:
How long will my Pomona College account remain open after I graduate?

Answer:
Congratulations on your graduation. As you prepare to leave Pomona, please be mindful of the following dates to assist in your transition from Pomona computing services:

Email:

Your loginID@mymail.pomona.edu is your permanent e-mail address and will continue working after graduation. Your firstname.lastname@pomona.edu, firstname_lastname@pomona.edu and loginID@pomona.edu e-mail addresses will remain until December 17, 2013. After that date, the only valid e-mail address will be loginID@mymail.pomona.edu (eg., ces02007@mymail.pomona.edu).

To ease your transition, we recommend that you begin using your loginID@mymail.pomona.edu for all correspondence, especially for important academic matters post-graduation. You should change any website logins and mailing list subscriptions to the loginID@mymail.pomona.edu e-mail address before 12/17/2013.

Network Resources

Your network account will be deactivated on May 31, 2013. This login includes access to your network file space (userspace), public computers, VPN, and Sakai. If you wish to keep any files in your network file space (userspace), you should copy them to another disk prior to 5/31/13. As a courtesy, ITS will archive up to 4.5GB (one DVD) of your network userspace files upon request. We will be sending out a separate e-mail announcement regarding this service.

My_Pomona Portal

Access to the My.Pomona Portal will be deactivated on May 31, 2013. If you wish to request transcripts or other information normally found on the Portal, please do so prior to 5/31/13.

After May 31, 2013, you may access a request form for your transcripts at the registrar’s website. Please contact the Alumni Office at alumni@pomona.edu for more information about the Alumni Portal.

By “active state” it means that we’re working to answer your question or resolve your issue. That average includes holidays and weekends when we operate on partial or no staffing. This is one of those areas where we’re looking for improvements. As you can either call, email, visit in person or submit issues via a web form, we’d like to make sure that no matter which conduit you’re comfortable with, the response times are pretty even.

December we are closed for part of winter break and so the time it takes to respond represented in the chart above is not particularly accurate. July and August invariably are months when we are preparing for the start of classes at the same time we are distributing new computers to those who were eligible for refresh alongside trying to get some vacation time in so our turnaround time is a bit slower then.

In addition to “clocking” how long it takes for us to move on your emails, we also track how many times we can actually answer your question within one phone call or one email exchange. We call this First Call Response. This is a fairly new metric and we’re still getting used to it but since the beginning of this academic year we have started working on it.

We believe that the more quickly and accurately we can resolve your issues, the better you’ll feel about your experience. We’ll eventually start asking you for your feedback on your work with us because ultimately, it’s not just about the numbers. It’s about whether we’re providing the service you expect of us.

Among the data collected by ITS from month to month is how much time we spend working on incidents based on which service they’re associated with. If your email is not working for instance, it may be associated either with Client Support, who will look at how Outlook is set up on your computer and troubleshoot that. Or it may be associated with the Exchange sever and how your mail is handled outside of your computer.

It’s not an exact science and often, an issue that looks like an “email” problem to start out with may even turn into a “printing” problem once the final diagnostic work is done.

This type of information is one way we have of determining our quality of services. An “Incident” is a report that something is not working as it is expected to. A “Service” is our way of classifying or cataloguing what ITS is delivering to Pomona College constituents (depending on the service, this could include our consortial partners, our alumni, parents of students, emeriti, etc.).

We’re currently determining baseline metrics for our services based on data such as that above. This is not comprehensive by any matter of means but is instead a snapshot of one month of incident reports.