Congratulations and welcome to Victoria University. This guide will allow you to make the most of Victoria University’s information and technology resources, particularly those offered by Information Technology Services (ITS) and the Library. Through the power of technology you have access to a rich collection of on-line resources, 24 hours a day, including databases or material housed within the University’s Library, student email, e-learning content for courses you are enrolled in, student software packages and innovative social networking tools. Access to this material is usually through the Student Portal accessible via the main University Website and you can connect to these services whether you are on-campus, at home, in an Internet Café, within your workplace or from mobile devices. No matter what way you want to connect – it is only a few clicks away. Throughout the year Library and ITS staff are available to help you make the most of your learning experiences at Victoria University. Both departments also regularly update their services, such as software packages and information tools, in response to student needs. Please let us know how we can help you further by sending an email to [email protected] or dropping in to a Library at any campus. Good luck with your studies and we encourage you to use this guide to take advantage of VU’s growing computing and online resources.

Phil County Director ITS [email protected]

Philip G Kent University Librarian http://w2.vu.edu.au/library/suggestions

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CONTENTS WELCOME ....................................................................................................... 3 1. OPEN ACCESS COMPUTER LABS ................................................................... 4 2. QUICK REFERENCE GUIDE........................................................................... 15 3. ACTIVE DIRECTORY LOGIN .......................................................................... 19 4. STUDENT INTERNET QUOTAS ...................................................................... 22 5. USING STUDENT EMAIL .............................................................................. 25 6. LIBRARY INFORMATION............................................................................... 64 7. MYVU PORTAL ............................................................................................ 74 8. ASKVU ...................................................................................................... 83 9. BLACKBOARD............................................................................................. 85 10. WIRELESS NETWORK................................................................................. 90 11. VIRUS SCANNING .................................................................................... 92 12. PC SECURITY & MY PRIVACY ....................................................................... 98 13. SPYWARE ............................................................................................... 101 14. BUYING USING AND CARING FOR COMPUTER DISKS ............................... 104 15. POLICIES - APPROPRIATE USE OF IT FACILITIES & EMAIL................................. 110 16. LEARNING SUPPORT SERVICES ................................................................. 117

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WELCOME This is your guide to VU’s computing and electronic library services. It will help you to access IT and Library resources at the University. It is important to remember that the University’s computer environment is a dynamic one. Applications and resources used in IT change rapidly. This booklet provides a general guide that is correct at the time of printing, but you should refer to the following websites for the latest developments: • •

ITS Intranet - http://intranet.vu.edu.au/its/ServicesStudents.asp Library - http://www.vu.edu.au/library

GETTING HELP ITS Service Desk - 9919 2777 or email at [email protected] Library - 9919 4266 or refer to http://www.vu.edu.au/library UNIVERSITY COMPUTING RESOURCES The University provides Open Access computing facilities for use by all students. There are also special purpose teaching facilities provided by individual faculties and schools. Please note: Wireless access points are available on many campuses. More information on this service is available in this guide. Dial-in facilities are not available for under-graduate student use. Use of the University computing facilities is governed by the “Appropriate use of Information Technology Facilities” which is included at the end of this booklet and is also available online at http://gpps.vu.edu.au/policy. It is recommended that you familiarise yourself with this policy. Check out the signs in the computer labs as they will provide useful information including rules specific to that lab and copyright. ACKNOWLEDGEMENTS Thank you to the following staff members for assistance with producing this guide: INFORMATION TECHNOLOGY SERVICES STAFF: Adriana LaRosa Caterina Franzone Eve Elsheikh Manuel Bervanakis Patricia Riedl Sarah Cassar Tanja Konjarska Victor Herrera Client Services Staff LIBRARY STAFF: Jane Miller John Prentice Renniel Rivera Janetta Mascilongo STUDENT SERVICES STAFF: Eilis Foreman John Chadderton Monica Kemp Will Davis

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SECTION 1 OPEN ACCESS COMPUTER LABS

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1. OPEN ACCESS COMPUTER LABS 1.1 LOCATIONS AND EXPECTED AVAILABILITY OF OPEN ACCESS COMPUTER LABORATORIES The Open Access facilities are available for use by all Victoria University students. Some faculties also have laboratories open between classes for students to use. Computer laboratories, printers and photocopiers are usually very busy when assignments are due so you may not be able to get access to a computer when you want it. You need to allow extra time to be sure of completing your work on time. Make sure you organise your workload so that your assessment deadlines are achievable. The Student Standard Operating Environment (SOE) is installed on all Open Access Computer Laboratories throughout the University. The SOE includes the following applications: • • • • • • • • • • •

Windows XP Professional Office Professional 2007 MS FrontPage 2003 MS Publisher 2007 MS Project 2007 Symantec Anti Virus Acrobat Reader QuickTime Player Media Player Internet Explorer Mozilla Firefox

For additional software on specific campus labs please refer to section 1.2. Internet access for educational purposes is available in the Open Access facility, however please be aware that each student is allocated an Internet Quota (refer to section 4). If in doubt, or further assistance is required please call the ITS Service Desk on Phone: 9919 2777 Email: [email protected] An updated listing of Open Access Facilities is available on the Intranet at http://intranet.vu.edu.au/its/OAL/ Please note that Library opening hours will vary throughout the year, to get the latest information for each campus, check out the Library website at http://w2.vu.edu.au/library/libraryhours/ or Phone: 9919 4266.

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1.1.1 LIBRARY COMPUTER FACILITIES There are over 700 PCs installed across 12 campus libraries, which have the following software available:

• • • • • • • • • • • • • • • • • •

Windows XP Professional MS Office 2007 MS FrontPage 2003 MS Project 2007 MS Publisher 2007 Adobe Reader Adobe Creative Suite Web Standard Endnote Internet Explorer 7.0 MYOB Mozilla Firefox QuickTime Player MS Office 2007 CD/DVD writing software SPSS SAP Login Media Player Windows Movie Maker

Internet access for educational purposes is also available in the Library Open Access facility, however please be aware that each student is allocated an Internet Quota (refer to section 4).

1.1.2 STUDENT SERVICE CENTRE COMPUTER ACCESS Student Service Centres have installed a number of PCs across 10 centres. These PCs have been provided to allow student self-service access to enrolment and results information, and other University related matters. Some suggested self-service sites include: • • • • • • • • •

ASKVU at www.vu.edu.au/askvu MYVU Portal at www.vu.edu.au/students www.vu.edu.au Current Students at www.vu.edu.au/students http://intranet.vu.edu.au www.vu.edu.au/survey www.vu.edu.au/calendar/ www.centrelink.gov.au/ www.dest.gov.au/

A list of student service centre locations is available on the next page.

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Student Service Centre Campus and Location

Service Hours

Number of PCs Available 4

City Flinders University Arcade

8.45 am - 5.00 pm

City King Level 2, 225 King Street

9.00 am - 5.00 pm

3

Footscray Nicholson Telford Building

8.45 am - 5.00 pm

4

8.45 am – 5.00pm

6

Melton Building 1N

9.00 am - 5.00 pm

2

Newport Building A

8.30 am - 4.50 pm (Mon – Thurs) 8.30 am - 4.30 pm (Friday)

1

St Albans Building 4N

9.00 am - 5.00 pm

4

Sunbury Building 7

9.00 am - 5.00 pm

3

Sunshine Building B

8.45 am - 5.00 pm

2

Werribee Building 1A

9.00 am - 5.00 pm

4

Level 2 Footscray Park Building M

Level 1

Please note: Times are subject to change. Where possible advanced notification will be provided via student email. Please refer to ASKVU www.vu.edu.au/askvu for the most up to date hours.

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1.2 OPEN ACCESS FACILITIES Campus & Location

Availability

Additional Software to SOE

City – 300 Flinders St Learning Commons Level 15

For all Library opening time please refer to:

65 PCs available 5 Macs available

http://w2.vu.edu.au/library/libraryhours

Service Desk Ph: 9919 1050 City – 301 Flinders Lane Basement Level

Room B12

City – Flinders Lane Basement Level

Room B14

City – 225 King St Library Level 2

Service Desk Ph: 9919 7984 City – 295 Queen St Library Building Level 2 Service Desk Ph: 99191852

As listed in 1.1.1 During Higher Education Semester

8.45 am – 8.00 pm Monday – Thursday 8.45 am – 4.00 pm Friday

During Higher Education Semester

8.45 am – 8.00 pm Monday – Thursday 8.45 am – 4.00 pm Friday

For all Library opening time please refer to: http://w2.vu.edu.au/library/libraryhours

For all Library opening time please refer to: http://w2.vu.edu.au/library/libraryhours

21 PCs available

SAP GUI Endnote SPSS AMOS Visual Studio.Net Macromedia Studio 8 CD/DVD Writing Software 16 PCs available

SAP GUI Endnote SPSS AMOS Visual Studio .Net Macromedia Studio 8 CD/DVD Writing Software 15 PCs available

As listed in 1.1.1 21 PCs available

As listed in 1.1.1 Photostory 3

Footscray Nicholson Library Telford Building Level 2 Service Desk Ph: 9919 8630

For all Library opening time please refer to: http://w2.vu.edu.au/library/libraryhours

30 PCs available

Footscray Nicholson Beanland Building Room N.123

During TAFE Terms

55 PCs available

9.00 am – 4.45 pm Monday – Friday

As listed in 1.1.1 and

As listed in 1.1.1 and ChildCare 2002 & OHS Microsoft Project Typequick

ChildCare 2002 & OHS Microsoft Project Typequick

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Campus & Location Footscray Park Library Building P

Entrance Level 3 Service Desk: Ph 9919 4274

Melton Library Section/Building C

Service Desk Ph: 9919 7424

Availability

For all Library opening time please refer to: http://w2.vu.edu.au/library/libraryhours

Additional Software to SOE 250 PCs available 4 Pcs for scanning available

As listed in 1.1.1 Audacity Data Analysis Plus Dx Data Economics In Action Edit Plus Encore Events Evaluation Software Eversoft – FirstPage 2000 HOM IIS Microsoft Visual Studio 2005 Oracle PhStat Shazam Sniffy WAMP Win SQL For all Library opening time please refer to: http://w2.vu.edu.au/library/libraryhours

32 PCs available

As listed in 1.1.1 Macromedia Suite

Newport Library Building A

Ground Floor Service Desk Ph: 9919 8463

For all Library opening time please refer to: http://w2.vu.edu.au/library/libraryhours

15 PCs available & 2 Catalogue Terminals

As listed in 1.1.1 ArchiCAD 10 ArchiCAD 11 Adobe Creative Suite 2 Macromedia Studio 8 Magic Pro (x1) Microsoft Visual Studio.Net (x1) SPSS 16 (x1) Autocad 2008 (x4) CDX v3 (x4)

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Campus & Location St Albans Building 10.2

Ph 9919 2878

Availability During TAFE Terms & Higher Education Semester

Additional Software to SOE 14 Macs available (Only Colour Printing available)

Monday – Thursday 8.00am – 10:00pm Friday 8.00am – 5.00pm

MacOS X (10.5) FontBook Safari Mozilla Firefox 3 Office 2008 Quark Express 6.5 (available 9 machines only, 1 copy available in Building 7 Library) Photoshop CS 2 Illustrator CS 2 In Design CS 2 Adobe Production Premium CS 3 Adobe Reader 9 Macromedia Studio 8 Final Cut Pro Studio 2 (available on 5 machines) Lightwave 3D 9

Weekends Closed During Semester Breaks

9.00 am – 5.00 pm Monday – Friday

35 PCs available (Black & Colour A4 Printing available)

3D True Space Blender Endnote Macromedia Studio 8 MYOB Accounting Plus 17 & 18 MYOB Asset Manager MYOB Business Basics MYOB Premier MYOB Tax Project 2003 SPSS TypeQuick 14 Net Beans

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Campus & Location St Albans Library Building 7

Level 2 Service Desk: Ph 9919 2141 Sunbury Library Building 10

Service Desk Ph: 9919 3258

Availability

For all Library opening time please refer to: http://w2.vu.edu.au/library/libraryhours

Additional Software to SOE 104 PCs available

As listed in 1.1.1 For all Library opening time please refer to: http://w2.vu.edu.au/library/libraryhours

15 PCs available

As listed in 1.1.1 and NTI CD Maker

Sunbury Building 15

Room 110

During Higher Education Semester

8.30 am – 9.00 pm Monday – Friday During Semester Breaks

9.00 am – 5.00 pm Monday – Friday

13 PCs available

Cooking the Books SAP Sibelius 5

Weekends Closed Sunbury Building 15

Room 115

During Higher Education Semester

8.30 am – 9.00 pm Monday – Friday During Semester Breaks

9.00 am – 5.00 pm Monday – Friday

6 PCs available, Wireless access with Power and Spare Desks

Cooking the Books SAP Sibelius 5

Weekends Closed

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Campus & Location Sunshine Library EJ Whitten Building

Level 3 Service Desk Ph: 9919 7180

Availability For all Library opening time please refer to: http://w2.vu.edu.au/library/libraryhours

Additional Software to SOE 43 PCs available

As listed in 1.1.1 and AutoCAD 2005 English (International Learning Program) ESL Learning and Support Java JCreator Image Compose Mechanical Desktop 2005 MSDN Library TypeQuick Visual Studio.Net 2003 Project 2003 Inventor v9 Note not all application available on all PCs

Werribee Library Building 1A

Service Desk Ph: 9919 8250

For all Library opening time please refer to: http://w2.vu.edu.au/library/libraryhours

97 PCs available

Adobe Web Standard CS3 Endnote X1 First Class Galileo ISS 5.0 Java NetBeans Java Studio Java Web Start JCreator LE Macromedia Studio 8 MS .Net Framework SDK MS Photostory 3 MS SQL Server 2005 MS WSE 1.0 MSXML 4.0 My SQL MYOB Accounting Plus 16 & 17 Office XP Step by Step Training PaintShop Pro 8 PHP 5 SAP SLA Maps SPSS 16 TypeQuick Sybase SQL Database Server 5.5.05 Visual Studio.Net 2003 & 2005 Windows Movie Maker

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Campus & Location Werribee Campus (ISTC) Library Building T7

Room 13 Service Desk Ph: 9919 7679

Availability For all Library opening time please refer to: http://w2.vu.edu.au/library/libraryhours

Additional Software to SOE 4 PCs available

Adobe Web Standard CS3 Endnote X1 First Class Galileo ISS 5.0 Java NetBeans Java Studio Java Web Start JCreator LE Macromedia Studio 8 MS .Net Framework SDK MS Photostory 3 MS SQL Server 2005 MS WSE 1.0 MSXML 4.0 My SQL MYOB Accounting Plus 16 & 17 Office XP Step by Step Training PaintShop Pro 8 PHP 5 SAP SLA Maps SPSS 16 TypeQuick Visual Studio.Net 2003 & 2005 Sybase SQL Database Server 5.5.05 Windows Movie Maker

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1.3 GETTING HELP You may need help if: • You require information necessary to operate the hardware or software OR • There is a fault in the hardware itself. It is expected that users of the computing systems in the University should first try to resolve difficulties with hardware and software by using available resources of information such as this booklet and the help screens within a program. If you are still experiencing problems, then please call the ITS Service Desk on 9919 2777.

1.4 GETTING INFORMATION Information to help you use the hardware and software is available: 1. 2. 3. 4.

In this booklet From the help files available within each program From your lecturer By using an Internet browser such as Internet Explorer, to select the Information Technology Services Intranet site at: http://intranet.vu.edu.au/its (NB: This site is only available within Victoria University, unless you login from home, refer to section 2.1)

1.5 REPORTING FAULTS Faults should be reported to the ITS Service Desk by: • •

Phone: 9919 2777 Email: [email protected]

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SECTION 2 QUICK REFERENCE GUIDE

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2. QUICK REFERENCE GUIDE 2.1 LOGINS AND PASSWORDS Access Active Directory (AD)

Email

Login Details

Password Problems?

Username: s eg. s1234567

See IT Support Staff on your campus or contact the ITS Service Desk on 9919 2777

Default Password: Temp in the format Tempddmmyyyy eg. Temp12031976 (Please note Temp has a capital T) (see section 3 for information & password complexity requirements) Username: [email protected] eg. [email protected] Default Password: in the format ddmmyyyy eg. 12031976 (see section 5 for further information)

Library EResources (E-Journals, E-Books, Databases, Online Videos & Past Exams) MYVU Portal (access to personal details, exam information, results) Intranet Access from Home

Student Number: 1234567 Library PIN: The 4-6 digit PIN used for borrowing, placing holds and renewing items (see section 6.3 for PIN information)

Username: eg. 1234567 Password: in the format ddmmyy eg. 120376 (see section 7 for further information)

Login is the same as your student WebCT account. The default login is detailed below, however please be aware that any changes to your WebCT password will be reflected in this login.

See IT Support Staff on your campus or contact the ITS Service Desk on 9919 2777

See Library Staff on your campus or contact 9919 4266

'Ask a Question' through www.vu.edu.au/askvu or phone the Student Contact Centre on 9919 6100. or visit a Student Service Centre. See IT Support Staff on your campus or contact the ITS Service Desk on 9919 2777

Username: s eg. s1234567 Default Password: in the format ddmmyyyy eg. 12031976 To Access: Go to http://www.vu.edu.au/Students Click on VU Intranet Access link. Note: AD and Email accounts are automatically created for all students. Account creation depends on a student successfully enrolling at the University and paying appropriate fees in full. Once enrolled successfully, accounts are created within 24 hours.

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Access Blackboard

Login Details

Password Problems?

http://webct.vu.edu.au

See IT Support Staff on your campus or contact the ITS Service Desk on 9919 2777

Login access to this system uses your LDAP login details which is as follows: Username: s eg. s1234567 Default Password: in the format ddmmyyyy eg. 12031976 (See section 9 for further information) TAFE VC

http://www.tafevc.com.au Default WebCT Id & Password = VU1234567 (VU followed by student number no space between VU and student number)

Apply to Graduate

http://wcf.vu.edu.au/graduating/ You need to login to the MYVU Portal account and then synchronise your passwords to have access. The default username and password is detailed below, however please be aware that once you synchronise your passwords this will be your new password to access the portal.

Email the TAFE VC Helpdesk [email protected]. A new password will be sent via your registered email address. Or contact TAFE VC Help Line 1800 896 122 'Ask a Question' through www.vu.edu.au/askvu or phone the Student Contact Centre on 9919 6100. or visit a Student Service Centre.

Username: eg. 1234567 Default Password: in the format ddmmyy eg. 120376 Careers & WorkWizard

http://www.vu.edu.au/careers Username and Password for this system is the same as your Active Directory account. The default login is detailed below, however please be aware that any changes to your active directory password will be reflected in this login.

See IT Support Staff on your campus or contact the ITS Service Desk on 9919 2777

Username: s eg. s1234567 Default Password: Temp in the format Tempddmmyyyy eg. Temp12031976 (Please note Temp has a capital T) (see section 3 for information & password complexity requirements Docushare

http://business.tafe.vu.edu.au/dsweb/HomePage Username and Password is issued to you by your teacher.

Turnitin

http://www.turnitin.com

(Plagiarism detection)

In 2009, you will access Turnitin through WebCT/Blackboard, the online learning management system used at VU. For further information on how to use Turnitin through WebCT, go to http://tls.vu.edu.au/index.cfm (see section 9 for further information)

Contact the System Administrator [email protected] See section 9 for further information.

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2.2 IT SUPPORT LOCATIONS Campus City Flinders Lane Footscray Park Melton Footscray Nicholson Newport St Albans Sunbury Sunshine Queen St Werribee

Location

Basement Level, Room B.17 Building P room 330B Building 1C, room 14 Building Beanland, room N203 Room A.15 Building 5, room 101 (Front Reception) Building 15, room 111 Building Whitten, room 3.038 Records Office, Level 3, room 04 Building 3, room 127

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SECTION 3 ACTIVE DIRECTORY LOGIN

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3. ACTIVE DIRECTORY LOGIN Active Directory is the Network Operating System available in Computer Laboratories at Victoria University.

The username and password is as follows: Username: s eg. s1234567 Your default password: Temp eg. Temp12031976 (Please note Temp has a capital T) Upon first login, you will be prompted to change your password. Please refer to Section 3.2 Password Complexity Requirements for changing your AD password.

3.1 PROCEDURE FOR CHANGING PASSWORDS If you wish to change your Active Directory password, please follow these steps after logging into the computer; 1. Press CTRL-ALT-DEL keys on your keyboard at the same time to open the Windows Security. 2. From the screen shown below, click the Change Password button.

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3. From the screen shown below, enter your existing password in the Old Password field. In the New Password and Confirm New Password fields enter the new password you wish to create. Then click the OK button. Take Note of Password Complexity Requirements described in section 3.2.

3.2 PASSWORD COMPLEXITY REQUIREMENTS • • • • •

All Passwords need to be at least seven (7) characters long At least 1 English uppercase character (A through Z) At least 1 English lowercase character (a through z) At least 1 Numeral (0 through 9) Or a Non-alphabetic characters (such as !, $, #, %)

If you experience difficulties in changing your password, please contact the ITS Service Desk: Phone: 9919 2777 Email: [email protected] for further assistance. Alternatively see the IT Support staff on your campus.

3.3 ADDITIONAL RESOURCES AVAILABLE TO STUDENTS, I.E. DRIVES & HARD DISK SPACE Please contact the ITS Service Desk to obtain further information on: Phone: 9919 2777 Email: [email protected]

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SECTION 4 STUDENT INTERNET QUOTA

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4. STUDENT INTERNET QUOTAS To ensure valuable computer resources are used in the fairest way for the entire Victoria University community, all students are allocated monthly Internet quotas. The quota relates to the amount of information (megabytes or MB) downloaded from the Internet in the student laboratories or via the wireless network on-campus. It does not relate to time spent on the Internet. Internal traffic received from within the University (ie. Internal lecture notes, intranet, etc) does not count towards this quota allocation as it is free.

4.1 INTERNET ACCOUNT MANAGEMENT SYSTEM (IAMS) The Internet Account Management System (IAMS) will allow all students of Victoria University to gain access to the Internet. The system will monitor individual Internet traffic usage. All students are given a monthly quota, which should be sufficient for their academic work. Quotas may vary for students depending on the course/subject the student is enrolled in. Allocation of Internet Quota All students, when enrolled, are allocated a 200MB per month (calendar month) quota. The quota amount was determined based on researching other University allocations and applying a more generous amount to Victoria University students. If the entire quota is consumed before the end of the month, Internet access will still be available, but at a slower speed. Email access and your Internet quota Email access from the Victoria University student email system will not count towards your Internet quota. However, accessing external email services such as Yahoo or Hotmail will affect your Internet quota. Checking your Internet usage You can monitor your Internet quota by visiting the IAMS web page, being: http://iams.vu.edu.au. You will have to login using your Active Directory Password (refer to section 3). Once you have logged in, you will be able to view your Internet usage and available quota.

4.2 FREQUENTLY ASKED QUESTIONS How do I access my Internet Account Management System (IAMS) account? You gain access when you enrol at Victoria University, you will receive an Active Directory login, and you will need the Active Directory login to access any of the student computers (refer to section 3). Once you have logged into Active Directory you will have access to use the Internet. If you do not log into Active Directory (i.e. In Macintosh laboratories), you will be prompted via a pop-up window to login prior to accessing the Internet. When can I start using the Internet? You can start using the Internet once you have been enrolled in your course and you are given the details to your Active Directory account. Is there any user authentication when I try to use the Internet? By logging into Active Directory this will authenticate the user, therefore you will not need to login again to use the Internet. If you are using an Apple Macintosh or if you are not logged into Active Directory on a PC when trying to access the Internet, you will be prompted to login using a web interface. Internet access will only be possible once you are authenticated (using your Active Directory login & password). Page 23

What is my quota? Students will be allocated a 200MB quota per month for Internet download usage. At the start of each month your quota will be reset to 200MB. Any allocated quota that is not used within the month will be forfeited. How long does my quota last? Your quota is not determined by how long you are on the Internet but by the amount of information downloaded from the Internet. Journals typically use up much less quota (being smaller file sizes) than downloading of software or video. What happens if my quota runs out? Students who exceed their quota for the month will have the Internet download traffic rate reduced to 128kbs (slow ADSL speed). At the start of each month student quotas will be reset to 200MB and Internet traffic download rate will be as per normal. Can I view how much I have left on my quota? Yes, you can view your available quota by logging into the Internet Account Management System web page http://iams.vu.edu.au. You will have to login using your Active Directory Password (refer to section 3). Once you have logged in, you will be able to view your Internet usage and available quota. Would access to my student email account count towards my quota? All network traffic received from within the University does not count towards your quota. Such traffic includes internal websites (i.e. Intranet, Lecture notes, Library catalogues, e-mail, WebCT, etc). Your quota limit will be affected when accessing external websites. Do my course and/or subject determine my quota amount? Your monthly quota does depend on what course/subject you are enrolled in, as some courses/subjects may require the use of the Internet more than others (i.e. Multimedia courses). Will my quota be enough for my study purposes? The 200MB should be ample if the Internet is used for academic purposes. The 200MB quota allocation is greater than that provided by most other Universities. However, if the 200MB allocation does get used up, you will continue to have Internet access, but at lower speeds of 128kbs). Would access to the Library database count towards my quota? No, library databases are stored locally on Victoria University owned servers, therefore they do not count towards your 200MB quota allocation. How long will my account last? Your account will last as long as you are enrolled at the university. Your account will lapse when you have completed your studies and your Active Directory Login has been disabled. Who can I contact for additional information or assistance? The ITS Service Desk can be contacted: Phone: 9919 2777 Email: [email protected] for further assistance.

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SECTION 5 USING STUDENT EMAIL

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5. USING STUDENT EMAIL

On enrolling at the University all students automatically have an email account created. Account creation depends on a student successfully enrolling at the University and paying appropriate fees in full. Once enrolled successfully, accounts are created within 24 hours. For security and identification reasons, it is recommended that you always use your student email account when communicating with University staff and students. Other email systems are not supported and access is not available in all areas of the University.

5.1 HOW TO ACCESS YOUR EMAIL ACCOUNT USING A WEB BROWSER To access your email account you can connect using an Internet Browser (for example Internet Explorer or Mozilla), through the http://mail.live.com website. At the Windows Live (shown below), type in your Username, then your Password and click on the Login button. (Details of your Username and Password are explained in the next section.)

The amount of space available to you on the mail server is 5GB. To discover how much space has already been used, information is displayed under manage folders option which is discussed in section 5.5. Page 26

5.2 YOUR USERNAME AND PASSWORD WINDOWS LIVE ID To confirm your windows live ID also known as your username type in the following link http://www.vu.edu.au/Current_Students/New_to_VU/Student_Email/index.aspx into your internet browser and then click on the “First Time Users” link and enter your student ID number with a ‘s’ in front of your ID number, (please refer to the diagram below) then click except and continue. By default your Username is usually your [email protected] unless there are more than one student with the same firstname and lastname. For example: s1234567.

PASSWORD Your default Password is your date - of - birth. The format for entering your date - of - birth as your password is as follows: ddmmyyyy. For example: if your birth date is January 1 1974, you type 01011974.

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5.3 YOUR EMAIL ADDRESS Your email address is the same as your logon/ Windows Live ID The format for your email address is as follows: [email protected] For example: [email protected] However in case where students have the same name, then the email address would be in the format Firstname.Lastname#@live.vu.edu.au For example: [email protected]

5.4 WHAT IS MY EMAIL ADDRESS? To confirm the format of your email address, follow the steps below. 1. Open up Internet Explorer or Mozilla Firefox 2. Type in the following address in the address bar: http://www.vu.edu.au/Current_Students/New_to_VU/Student_Email/index.aspx 3. Scroll down to the middle of the page, until you see the link ‘First Time Users and click on it. ’. 4. The following screen will appear:

Email address and Windows Live ID

5. Type in your student ID number in the box provided for example (s1234567) 6. Click on “Accept & Continue” 7. Your email logon will be shown below Page 28

5.5 QUOTAS The total limit for all your email folders (including Trash) on the server mail.live.com is 5GB. If you exceed 5GB your incoming mail will be returned to the sender with a message stating that the recipient’s mailbox is full. Refer to the section 5.9 Deleting Email Messages for further assistance. The amount of space available to you on the mail server is displayed under the Manage Folders option which is discussed later in this document. The disk quota (limit) allocated to your account and the amount of disk space currently being used is also displayed at the bottom of the screen, after the list of messages on a particular page. The diagram below displays how to check your current disk consumption and limit.

Manage Folders

5.6 CHANGING PASSWORDS For security reasons, it is recommended that you change your default password to a password that is more secure and one that you can remember. To change your password use the Web Browser, by going to the http://mail.live.com website, click on the drop down arrow beside your name and select view your account, the following screen is displayed.

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The screen below will be displayed.

Select Change from under the password reset information for password located in the middle of the screen.

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Enter your current password in the old password box, and then your new password in the second and forth boxes. The third box indicates how easy or hard it is for someone to learn your password. To save the password change, click the Save button.

You can also place a tick in the box make my password expire every 72 days. This option prompts you to then change your email password frequently. This is a recommended security measure but is not compulsory. This ensures that by frequently changing your email password it makes it more difficult for others to learn your email password to access it. To save this option for the prompt of the password change, click the Save button.

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5.7 READING EMAIL MESSAGES To read an email message, simply select the Home Option tab see below

The following screen will appear click on the Inbox option your emails will display in the inbox

New emails received

Once the Inbox appears click on the Subject of the email you wish to read and the contents of the email will now be displayed on the screen to read. Emails that appear in bold and with a yellow envelope beside them represent new emails that have been received. The number which appears beside the inbox option on the left hand side indicates how many new email messages that have been received.

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5.8 SAVING AN EMAIL ATTACHMENT To save an email attachment, click on the Subject of the email you wish to read. The content of the email will now be displayed and any attachments will appear on the Attachments line as shown below.

Number of Attachments and Attachment Name

To save the attachment, click on the Attachment name. The following window will be displayed, prompting you to save the attachment.

Select Save Select the directory you wish to save your attachment file to and click on Save. The attachment file is now saved.

Directory

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The following screen will appear to advise that the file has been saved successfully Click Open

5.9 DELETING EMAIL MESSAGES To delete an email message, select the email message/s you wish to remove by marking the checkbox on the left hand side next to the message/s and then click on the Delete icon.

By default, the message/s will be moved to the Deleted folder and will remain there until you empty this folder. To empty the Deleted folder, click on the Deleted Option located on the left hand side of the screen, click on the sort by check box, which selects all the messages within the deleted items folder.

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Click on Delete. It is important to empty the deleted messages as deleted messages still count towards your quota. See the section 5.5 Quotas for further information.

5.10 GETTING NEW MESSAGES/UPDATING YOUR EMAIL To get any new messages which maybe on the server, press the F5 key located on the top of your keyboard, or click on the inbox folder located on the left hand side. This will update any new email messages to be displayed on the screen. (Any new messages are displayed in bold)

5.11 ADDING NAMES TO YOUR CONTACT LIST (ADDRESS BOOK) The windows live contact list can contain many contact details for one person. You can include the person’s contact details, their personal information, their business information and other information. 1. To add someone's email address to your contact list , click the contact list option on the left hand side of the screen as shown in the screen below.

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2. The following screen will appear and by default all contacts will be displayed.

3. Click on New to add a new contact 4. Type the person's First and Last Name, the nick name can be used as an optional. Type in the person’s email address in the relevant text boxes under personal information, which are shown in the screen below. Other contact details, such as business information and other information are optional. 5. Click the Save button to save the entry.

Repeat steps 2-5 to add more names and addresses to your contact list.

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5.12 MODIFYING ENTRIES IN YOUR ADDRESS BOOK If you wish to modify any of the existing entries in your contact list please follow the steps below: 1. Click on the contact list located on the left hand side of the screen and the list of names in your contact list will be displayed.

2. To modify an entry, tick the name of the person’s details who you want to modify.

3. Click on Edit to make changes to the person’s contact details.

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4. Make the changes to the person’s contact details as required and then click save, to save the changes

5.13 DELETING AN ADDRESS FROM YOUR CONTACT LIST 1. Click on the contact list located on the left hand side of the screen and the list of names in your contact list will be displayed.

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2. To delete an entry, tick the name of the person’s details of who you want to delete.

3. Click on Delete to delete the person’s contact details. You will be asked if you are sure if you want to delete this contact from your email. Select OK if this is the correct contact you need to delete.

4. The contact is then automatically deleted from your contact list.

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5.14 ADDING A GROUP ADDRESS TO YOUR ADDRESS BOOK You can also have a group address in your address book. The group address allows you to send the same message to all of the people that are part of the group. This is referred to as a category. To create a category, you must first have the names and email addresses of the people for the group added in your address book. 1. Click the Contacts link on the left hand side of your inbox to open your contact list. 2. Click the Categories option.

3. Select New Category

4. Type in the name of what you would like the category to be called in the name field, 5. Enter the email addresses of the people you would like to have part of this list in the members section with a semi colon (;) separating each separate email address. 6. If an email address has been entered in error, if you click on the (X) to remove from the list

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7. Once all the names have been entered click on save

Add more names by repeating the steps outlined above. Refer to the section Sending the Same Message to a Group Address (in 5.16.2) to see how Group Addresses are used to send a message.

5.15 WRITING AN EMAIL MESSAGE 1. To write an email message, while you are within your inbox, click on new

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The compose window will then be displayed:

Type you message in here

2. Address the message (see the 5.16 Addressing a Message section) 3. In the Subject entry box, type in a topic or description of your message. 4. If you would like to see the CC: and BCC: fields then click located on the right hand side of the screen beneath the options heading.

on the

5. You may start typing your message in the blank text area (this appears under the Subject section). 6. The default priority of your message will be Normal but you may change this to High Priority by clicking on the located on the top beside the rich text field. 7. You can also spell check your email before sending by clicking on the spell check button 8. Email messages can be formatted with fonts and colours by using the formatting toolbar. 9. Once you have completed typing your email, click on the send button to send the email.

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5.16 ADDRESSING AN EMAIL MESSAGE There are three possibilities for addressing a message. You can simply type the email address (if you already know it), use the Address Lookup feature or select a name directly from your Address Book. 5.16.1 TYPING THE EMAIL ADDRESS 1. In the To, CC or BCC entry box, simply type in an email address, then choose from the following: •

To: Use this field to address a message to recipients. Type a recipient's name, and next to As, click To.

•

Cc: Use this field to send a carbon copy. Type the copied recipient's name, and next to As, click Cc.

•

Bcc: Use this field to send a blind carbon copy. Other recipients cannot see that you have sent a copy of the message to this recipient. Type the blind copied recipient's name, and next to As, click Bcc.

To then compose/write a message you need to proceed with the steps under the section 5.15 Composing/writing an Email Message.

5.16.2 COMPOSING A MESSAGE USING YOUR CONTACT LIST 1. Click the Contact List icon to open your address book. 2. Find the name of the person to whom you want to send this email to and place a tick beside their name and click the send email option on the right hand side as shown below:

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3. This opens the Compose Message box and the person's email address will be in the To box:

4. Proceed with the steps under the section 5.15 Composing an Email Message. 5.16.3 SENDING THE SAME MESSAGE TO A GROUP ADDRESS/ CATEGORY Note: The category has to be setup first, please refer to the section Adding a Group Address to your Address Book (in section 5.14) 1. Click on the contacts list 2. Click the name of the list located under the Categories option to open your contacts. The name of any groups that are already setup will be appear in the list under Categories located on the left hand side of the screen.

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3. Click the send email link along the top of the screen.

4. Select the email category option

5. The screen will appear like the one below. Notice that the category is automatically inserted into the filed. And the compose message screen will appear.

6. Proceed with the steps under the section 5.14 Composing an Email Message Page 45

5.17 COMPOSING AN EMAIL MESSAGE WITH AN ATTACHMENT An attachment is a file that is sent along with your email. 1. To compose a message with an attachment, click New within your inbox. 2. To select the file you wish to send as an attachment, click on the Attach button and the option to attach a File or Photo will appear . Select File for any documents, or folders. Select photo only for any images

3. A Choose File window will be displayed for you to choose your file (attachment) from. 4. Find the file you wish to send as an attachment and click on Open the file will then automatically attach. 5. Once you have selected the file to be sent as an attachment the file name will be displayed in the attachment window.

Files attached to the message are displayed in this section.

6. You are now ready to either start composing your email, or click on the Send icon to send your email with the attachment.

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5.18 MAIL OPTIONS Under the options menu there are a number of settings that will help to make your use of email easier. These are explained in the following sections and include: • • • •

Language Themes Reading Pane Options More Options, which includes o Manage o Junk Email o Customize your mail o Customize your contacts

To access these items, click on the Options located on the top right hand corner of your screen

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5.18.1 LANGUAGE By selecting this option, you can easily change the language in which live displays the language in. The interface changes all account setting and options to the language selected. Please Note this does not change the language of the messages in your inbox, just the language of your account settings and options. Once you have selected your language option, please make sure that you click on save at the button of the screen for changes to occur.

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5.18.2 THEMES The themes option allows you to change the theme of your inbox. The optional themes that you can set are already previewed in your themes option. Once you select a theme, the look of your inbox will change to that theme.

5.18.3 READING PANE This option allows you to select a view of how your messages within you inbox are displayed. You can select from 3 options: Right, Bottom or Off. To resize the reading pane, point to the left or the top of the reading pane. When the pointer becomes a double headed arrow drag the border to resize.

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Right Reading Pane: This option splits your screen in 3 sections and displays your messages to the right of the screen. With all other messages within your inbox displayed to the left of the screen.

Messages currently with inbox

The messages and its contents

Bottom Reading Pane: This option splits your screen in 3 sections and displays your messages on the bottom part of the screen. All other messages within your inbox are displayed above the message contents.

Messages currently with inbox

The messages and its contents

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Reading Pane Off: This option displays all messages that are within your inbox. It does not display any or part of the message. Until you click on the message that you will like to read.

Messages currently with inbox

5.18.4 DELETING MAIL There are two options for deleting emails: You can delete the message from within the reading pane by placing a tick within the square box located on the left hand side and then click on the delete button.

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You can also delete messages within the actual message. For example once you are within the message and have read the message, and you no longer need it, you can also delete it from within the inbox. Please see the screen below for an example.

To delete all the messages within your deleted items, click on the deleted folder, select the top check box so that all messages are selected and click on delete

Selects all messages tick box

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You can choose the Move to option from the drop down list and select deleted as well, and all messages will go into this folder. To use this option please ensure that you have selected the message you want to delete first and then click on move to deleted. This option requires you to maintain your deleted folder, which means you should periodically delete your ‘Deleted’ to ensure that you do not exceed your disk quota. (Refer to the sections 5.5 Quotas and 5.9 Deleting Email Messages)

To empty all items from the deleted items folder, click on the manage folders option. Please note that your message size and mailbox quota can be seen through here as well.

Then click on empty. The following screen will appear. Click OK. This will permanently delete messages from your email account.

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5.18.5 SENT MESSAGES This option allows you to save a copy, of every message you have sent to a person. To activate this option please follow the steps below: 1. Click on the Options menu and select More Options

2. Select the option Save sent messages under the customise your mail option

3. Select the option save all sent messages in the sent items folder 4. Click Save

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To deactivate the option of saving sent messages, please follow the steps below: 1. Click on the Options menu and select More Options

2. Select the option Save sent messages under the customise your mail option

3. Select the option don’t save sent messages 4. Click Save

Message Drafts This folder is the default folder where email messages are kept and saved before they are sent to a particular recipient. To view messages within this folder, simply click on the drafts option located on the left hand side of your inbox. Reply All This option allows you to reply to all recipients within a message, excluding the recipients listed in the BCC field. Page 55

Mail Forwarding This option can only be used, for a gmail, hotmail or live email account. Use this option to send a copy of every message you receive to a specific email address. For example, if you want to send a copy of every message that you receive to another email account, you would enter the particular email address within this area. To activate this option, please follow the steps below: 1. Click on the Options tab and select More Options

2. Select the option forward mail to another email account under the manage your account option

3. Ensure that the option Forward your email to another email account 4. Enter the complete email address in the space provided one address per line 5. Click Save to save the changes.

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Removing the Mail Forwarding To remove the mail forward, follow steps 1-2 for Mail Forwarding 1. Ensure that the option Don’t Forward 2. Click Save to save the changes.

5.18.6

MANAGE YOUR ACCOUNT OPTIONS

From the Manage your account option you may do the following; • View and Edit your personal information This option allow you to change your password, secret question and answer and alternate and email address • Send and retrieve mail from another email account This option allows you to specify another hotmail or live account to send from. Although this option is available it is not recommended as this may be seen as junk mail. • Forward mail to another email account This option allows you to forward your email messages to another email account. • Send automated vacation replies This option allows you to enable a vacation message if you are going to be away and want to advise all people who email you that you are currently unable to respond to their email messages. 5.18.7

JUNK EMAIL

From the junk email options you can do the following: • Filtering and Reporting This option allows you to customise your reporting and filtering options to determine whether you are receiving junk or legitimate emails. Customise these settings through this option to as low or a high as you wish. • Safe and Blocker senders This option is broken down into three parts; Safe sender, safe mailing list and blocked senders. •

Safe senders Manage who is allowed to send you e-mail. Messages from safe senders will not be sent to the junk email folder.

•

Safe mailing lists Manage which mailing lists are sent to your account. Messages to safe mailing lists will not be sent to the junk e-mail folder.

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•

Blocked senders Manage who is blocked from sending you e-mail. Messages from blocked senders are automatically deleted.

5.18.8 CUSTOMIZE YOUR MAIL From the customize your mail option you can do the following: • Select Language The default language you want to use. To edit the language, select the language you want to use from this option. • Reading Pane Settings This option allows you to select a view of how your messages within your inbox are displayed. To see how the different views differ please see section 5.18.3

• Personal email signature To customise the signature that will be included at the bottom of each message you write, select this option to include as much or as little information as you require. • Save sent message This allows you to save all sent messages within the folder. You may want to keep this option so that you can refer to messages sent to recipients. By default it will automatically save them. If you do not want this option to save your sent messages then you can disable this feature. Please refer to section 5.18. 5 for further information. • Automatically sort email into folders This option allows you to set up a filter to automatically sort out your email messages. Use this option to add this option. • Reply to address To change your reply to address, complete this field. For example, if your email address is [email protected], but want replies sent to another email account, then enter your other email address in this option. Please Note that you can only add one email address per line within the box. If you want your emails to be sent to two or more separate accounts please ensure that you press the enter key at the end of the first email address. Note: When you are finished entering changes to these options, please remember to click Save If you make changes and decide not to save them, click Cancel. This will refresh the page back to the original information. 5.18.9 CUSTOMIZE YOUR CONTACTS From the customize your contacts option you can do the following: • Clean up your duplicate contacts This allows you to clean up all your contacts with the same email address. • Display contacts as This allows you to change the way that your contact names are displayed they can be displayed as first name and then last name, or last name first and then followed by firstname. You can also sort the contacts by their company names. • Import contacts This option allows you to import your contact names and email address from another email service, such as yahoo, outlook address etc. •

Export contacts

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You can export your contacts to a CSV file format. This allows you to save them to your computer or transfer them to other e-mail services. 5.18.10 VACATION MESSAGE This option allows you to set up automatic replies for periods when you cannot read your email.

To set a vacation message; 1. Click the Options button 2. Select More Options, the following screen will appear

3. Under Manage your Account option select Send automated vacation replies

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4. In the vacation reply screen, select the option send vacation replies to people who email me

5. Type your vacation message as required 6. By default the option only reply to your contacts is checked. This option can be unchecked whoever you may receive junk mail into your inbox. 7. Click Save When you want to disable the vacation message;

1. Click the Options button

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2. Select More Options, the following screen will appear

3. Under Manage your Account option select Send automated vacation replies 4. In the vacation reply screen, select the option don’t send vacation replies to people who email me

5. Click on Save

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5.19 USING THE WINDOWS LIVE CALENDAR Windows live has a calendar feature which allows you to make appointments and keep track of the date. The calendar can be displayed in different formats such as day, week, month and year. The The The The

Day option displays appointments, and times scheduled by you just for that day Week option displays all appointments and times scheduled by you for that week Month option displays all appointments and times scheduled by you for that month Year option displays all appointments and times scheduled by you for that year

To navigate through this calendar by day, week, month or year please press the

to go to the next date.

The calendar allows you to make a new appointment or meeting request so that you can be more organised. Please refer to section 5.19.2 to make a new appointment or meeting request. 5.19.1 VIEWING THE CALENDAR IN DIFFERENT VIEWS 1. To view the calendar in different view simply click on the icon in which you would like the calendar displayed. For example, click

to display the calendar for the day.

5.19.2 MAKING A NEW APPOINTMENT OR MEETING REQUEST 1. To make a new appointment or meeting request click new

2. Select meeting request or appointment depending on the schedule 3. Enter the details that are required

5.20 EXITING THE WINDOWS LIVE SYSTEM To exit the Windows Live Email l system, click on the Sign Out button located on the top right hand corner of the screen.

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5.21 FORGOTTEN PASSWORD? If you have forgotten your password or cannot login to your account, please click on the forgotten password link to have your password reset, this process will ask you to answer a secret question set by yourself when you first logged in. If this still does not allow you to access your email, then please see the IT Support staff on your campus and have your Student ID card with you. Refer to section 2.2 for IT Support locations. Alternatively you can contact the IT Service Desk on 9919 2777. However for security purposes, you will undergo an authentication process before a job request can be logged to have your password reset. Please note that account password can take up to 48 hours to be reset.

5.22 NEED EXTRA HELP ON LIVE FEATURES AND FUNCTIONS? For further information on how to customise your student email account features, please use the help menu to see instructions on customising your features.

To access the help feature, click on the

icon and select Help from the drop down menu.

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SECTION 6 LIBRARY INFORMATION

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6. LIBRARY INFORMATION Victoria University has 12 campus libraries that have a range of opening times and facilities. Access to all of the Library resources outlined in this booklet is available within the campus libraries and assistance is provided at service desks during opening times. The following information is provided to assist staff and students to utilise Library services off-campus. An online query service - InfoQuest - is also available for any additional questions or difficulties you may have while using our online service. This service may be accessed via the Library Web Page (see below), Library recommendations for minimum hardware and software for accessing resources: • • • •

Pentium III, 256 MB Ram, 20 GB HDD Adobe Acrobat Reader 6.0+ - Free download at: http://www.adobe.com Internet Explorer 7.0 or above - Free download at: http://www.microsoft.com Mozilla Firefox 2.0 or above - Free download at: http://www.mozilla.com

6.1 LIBRARY WEB PAGE The Library World Wide Web page offers access to a range of services and information resources: http://www.vu.edu.au/library

These services and information resources include: • • • • • • • • •

Access to Victoria University library catalogue (and other Victorian universities and TAFE [Technical & Further Education] library catalogues) Information about campus library hours, library contacts and services Access to Databases and E-Journals Access to E-Books and Online Videos Web Sites - Infolinks (subject guides to electronic resources and useful websites) Access to past exam papers Web Reference Resources (for example: electronic dictionaries, handbooks, encyclopaedias, citing guides, careers, newspapers, theses, research links) InfoQuest (online query service available to staff and students from Victoria University) BONUS – a resource-sharing project that allows all staff and students of VU to request, free-of-charge, selected library materials from other university Libraries within Australia

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6.2 VICTORIA UNIVERSITY LIBRARY CATALOGUE The Library catalogue provides access to the resources of all campus libraries. The catalogue uses a simple keyword search interface to help you find resources. Alternatively you can find resources using the following links: • • • • • • • •

Select Classic Catalogue to search via the old catalogue interface Select Advanced Search to limit your search (for example: by format or campus) Select E-Books to search for electronic books available online Select E-Journals by Title to search for journals in electronic format Select Online Video Search to search for online video materials Select E-Reserve to view Electronic Reserve online materials Select Exams to view past exam papers electronically Select Search Other Libraries to access Library Link Victoria (a combined catalogue of Victorian public, state and academic libraries) or individual catalogues

Log into ‘my library’ to check your library record: Select login to ‘my library‘ • • • • • •

View the Items you currently have checked out and their corresponding due dates Renew your own loans (as long as someone else hasn’t put a hold on them or they are not 1, 3 or 7-day loan items) Check for outstanding Requests (holds) to see if the item is waiting for you to pick up Check AV items booked for future use Review (and export) your personally managed lists (My Lists) Activate and Review My Reading History

In order to carry out these functions you will be asked for your VU Staff/Student ID number and your Library PIN. Some electronic documents (for example: exam papers) have been scanned by the library and are also available by putting in your VU Staff/Student ID number and Library PIN. There are a number of help screens to assist you in using the VU Library catalogue.

6.3 LIBRARY PINS What is a PIN? A PIN is a Personal Identification Number used to secure your library record so it cannot be accessed by unauthorized person/s. Important: Use Numbers only. A PIN should consist of between 4 and 8 digits. How do I know what my PIN is? The library sets your default PIN as your date-of-birth (in ddmmyyyy format). You can change it at any time: 1. Select login to ‘my library‘ to access your library record.

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2.

Select Modify your PIN.

The following screen will appear

3. When you have entered your new PIN – the screen will display “Your PIN has been modified”.

4. Click on

when finished.

When do I need to use my PIN? • • • • • •

To To To To To To

access Databases and E-Journals off campus (occasionally on campus) access past Exam papers access E-Books access Online Videos access documents scanned by the library (for example: E-Reserve material or past Exam papers) borrow resources, renew loans and check holds

What if I forget my PIN? •

•

•

It is now possible to reset your PIN via the catalogue. Select login to ‘my library‘ on the library home page and click on the button. The Reset My Library PIN screen will appear. Follow the instructions on the page. An automated email will be sent out to you which then allows you to reset your PIN. PINs can also reset by library staff at a library Service Desk on presentation of appropriate ID. Alternatively, you can contact the library via InfoQuest (see section 6.9) to have your PIN reset. When the PIN has been reset, use login to ‘my library‘ on the library home page to enter a new one. Activate and review your my Reading History. Page 67

6.4 E-RESERVE: ELECTRONIC ACCESS TO COURSE READINGS E-Reserve is a service provided by the Library in order to allow you to have electronic access to course readings such as articles and lecture notes. E-Reserve materials can be retrieved and printed at any VU campus library or computer facility. For off-campus access you will need a computer and software that meets the required specifications. These specifications must be adhered to for successful use of the E-Reserve service off-campus.

6.4.1 SOFTWARE REQUIREMENTS • • •

Mozilla Firefox 2.0 or above; or Internet Explorer 7.0 or above (Note: Some .pdf files can display as blank pages in Internet Explorer); and Acrobat Reader 6.0+

You will also need to know: • •

Your VU Staff/Student ID Number Your Library PIN (the 4-8 digit PIN that you use to borrow books, place holds or renew loans)

6.4.2 TO ACCESS E-RESERVE Use the Library Catalogue at http://www.vu.edu.au/library 1. Select E-Reserve It is possible to search by your Lecturer’s Name or by Subject Code. The example below shows readings listed under Subject Code AXF1002.

2. When you have located the list of articles or readings available for the subject you require - click on the FULLTEXT ONLINE link of the article you need.

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3. You will be prompted for your details.

4. Enter your: • •

VU Staff/Student ID Number Library PIN (4-8 digit number you use to borrow books)

•

Click on

6.4.3 LOGIN TO E-RESERVE USING ‘MY LIBRARY’ If you would like to view multiple articles without logging in again: 1. Select login to ‘my library‘.

2. Login using your VU Staff/Student ID and Library PIN. 3. From within your My Library record, click on the Search the Catalog link, then select E-Reserve from the main menu. 4. You can now view a number of articles and readings without having to login to each item individually.

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6.5 DATABASES AND E-JOURNALS (OFF-CAMPUS ACCESS) Databases provide access to finding articles in journals/magazines. Some provide the full-text of the article, whilst others are citation-only – that is providing you with the reference details to the journal article (for example: title of journal, journal volume, issue, page numbers, etc.)

From the Library homepage: http://www.vu.edu.au/library • •

Select Databases and E-Journals Databases can be selected in the following ways: •

• •

• • •

Databases Arranged by Subject – select subject area from the drop-down list and select the most appropriate database for your search (you can find additional information about a database by clicking on Full Details) Alphabetical List of Database Titles – if you know the name of the database you wish to search click on the appropriate letter in the alphabetical listing and select the database you require Search for a Database by Name or Subject – type in a name or subject and select Search Type from the drop-down list. Select the most appropriate database for your search (you can find additional information about a database by clicking on Full Details)

You will be asked for your VU Staff/Student ID and Library PIN to login to databases off campus Type in your VU Staff/Student ID number Then type in your Library PIN

E-Journals can be accessed directly via the catalogue, or the Databases and E-Journals page. E-Journals can be accessed in the following ways: • •

E-Journals by Title – access E-Journal via title or ISSN Locate an Article – locate a journal article on our databases using the citation details

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6.6 ONLINE VIDEOS (OFF-CAMPUS ACCESS)

From the Library homepage: http://www.vu.edu.au/library • • • • • •

Select Online Video Search Type in your search keywords and press enter Select a title from the results list You will be asked for your VU Staff/Student ID and Library PIN to login to videos off-campus. Type in your VU Student/Staff ID Then type in your Library PIN

Online videos are generally available in a variety of streaming sizes (there are some exceptions however, where only one streaming size is available). •

256k & 512k for broadband users (including onsite use within Victoria University)

•

56k & 112k for dial-up users

Currently all streaming videos are in WMA format and require a Windows Media Player to play. We recommend the use of Internet Explorer 7+ and Windows Media Player 10+ with online videos.

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6.7 WEBSITES

Provides access to: •

Infolinks: Subject Guides to Electronic Resources A collection of subject-specific guides compiled by Library Staff that provides access to useful websites, databases and electronic resources.

•

Web Reference Resources: Dictionaries, newspapers, encyclopaedias A collection of electronic reference tools including style guides, statistics, dictionaries, encyclopaedias, government information and much more

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6.8 SEARCH ENGINES Provides: • • •

Links to Internet search Engines including Google, Yahoo and Dogpile Web research tools including OAister and Google Scholar Information about electronic search techniques, evaluating resources and referencing

6.9 INFOQUEST: ONLINE QUERY SERVICE The aim of InfoQuest is to assist you in finding the information you need and to direct you to the appropriate information tools. We are also able to answer queries related to how to use the electronic tools we provide on our website including databases and the library catalogue. InfoQuest is an electronic service and the sources we direct you to will be almost exclusively electronic. If we recommend that you use a print source - you will need to come into one of our 12 campus libraries to use this material. Unfortunately we are not able to photocopy or fax material from print sources and send it to you. It is also possible to access the InfoQuest Knowledge Base, which can provide immediate answers to most frequently asked or previously-asked questions. Access InfoQuest on the Library Catalogue at http://www.vu.edu.au/library and click on the InfoQuest link in the Services section at the bottom of the page.

6.10 GETTING HELP If you are having problems using or accessing library services and information resources, help is available at: • •

Library Information & Services (from the Library homepage) InfoQuest – online query service. (from the Library homepage)

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SECTION 7 MYVU PORTAL

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7. MYVU PORTAL 7.1 WHAT IS A PORTAL? A portal allows multiple applications to be viewed on a single Internet page, and provides users with an option to customise sections of content and layout. When logged in to a portal, users have the option to customise the page content and layout to suit their needs by adding, moving and deleting channels. Each application in the portal is displayed in a small window known as a channel. Channels can be minimized, maximized, added, detached and in some cases, removed altogether. MYVU Portal is currently set up as the gateway to all your enrolment details, results and examination details. MYVU Portal also allows you to apply online for courses, scholarships and graduation. In 2009, new features will be added to the portal. For information on the latest additions, please visit ASKVU (www.vu.edu.au/askvu) and select the topic ‘MYVU Portal’. Tips for using MYVU Portal •

Navigate using menu options and links. Avoid using the browser ‘back’ button.

•

For FAQs and troubleshooting please refer to the ‘MYVU Portal’ topic in ASKVU at www.vu.edu.au/askvu (see Section 8 below).

•

To ensure security and privacy, change your password frequently, and remember to log out at the end of each session.

7.2 ACCESSING MYVU PORTAL 1. Go to www.vu.edu.au/students and click on the MYVU Portal icon.

2. You will be presented with the login window.

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7.3 TABS AND CHANNELS Tabs in MYVU Portal are attached to the top of the view frame (just below the page banner). Tabs allow the user to navigate between different view frames (like changing pages). When a tab is selected, a series of related channels are displayed in the view frame. A channel is a cell that displays one type of information from a particular source. Channels in MYVU Portal consist of a channel heading, channel control buttons, and channel content. Channel control buttons are located in the upper right hand corner of each channel, and allow users to maximize, minimize, add, detach and in some cases, remove the channel altogether. When you first log in to the portal, you will note that there are a number of tabs (e.g. Welcome, Student, Apply) and channels (e.g. Awards, Results, Personal Details) available for viewing and selecting. These channels and tabs are known as default channels, and cannot be moved or removed. Student tab and channels can be seen below;

7.3.1 ADDING/SUBSCRIBING TO TABS OR CHANNELS A key feature of the portal is the personalisation capability. Once a user has logged in, they are provided with tools to add and remove new channels and content - known as subscribing - based on interest and individual needs. Before you can add (subscribe to) a channel, you must ensure you have a tab (page) to put the channel on, and a column to place the channel in. See the following steps: 1. Ensure that you are logged in to the portal. 2. Click Tools on the top right corner of the screen to bring up the User Preference Actions menu. (See Figure 1) 3. Click the New Tab option. (See Figure 1) 4. Click on any of the flashing crosses to tell the portal where you wish to place the new tab. (See Figure 1) 5. Type in a new name for your tab. (See Figure 2) 6. Click the ‘submit new tab name’ icon displayed as a bent arrow. (See Figure 2) 7. Click on the ‘Save’ link at the top right hand of the page. (See Figure 2) Page 76

8. Select Turn Preferences Off option if you do not wish to proceed further. To add columns and channels, continue. 9. Select New Column option. This will display a column ready to put content in. If you click New Column again, you will get two columns. (See Figure 2) 10. Select Add Content option. (See Figure 3) 11. Select the content you would like to add from the category list. (See Figure 4) 12. Once you have found a category to add, select Subscribe to this channel (to add the content). (See Figure 4) 13. You will then be given the option to place the content in the columns you have created on the page. You may have more than one column to choose from. (See Figure 5) Turn the preferences off and click save (on the top menu). You now have a permanent tab (page) with permanent channel and content. (See Figure 5) Figure 1: Add a new tab

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Figure 2: Name new tab and add new column

John Citizen

Name tab and click arrow icon to save New Tab. Select New Column link

7.4 HOW TO LOGIN myVU Click on blueTO column icon to place column on page

\\

Figure 3: Add content to new column

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Figure 4: Adding / subscribing to new content

Figure 5: Save new contents

John Citizen

Click Save link

Click Hide Tools link to return to normal portal view Content is displayed in the column

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7.3.2 DELETE OR UN-SUBSCRIBE TO TABS OR CHANNELS To delete channels or tabs simply click on the remove button on the top right corner of the channel (See Figure 6). Note: that some channels cannot be removed. These are referred to as default channels. Figure 6: Remove channel

John Citizen

Click Rubbish Bin icon to remove content

7.4 HOW TO CHANGE YOUR MYVU PORTAL PASSWORD 1. Go to www.vu.edu.au/currentstudents and select the MYVU Portal Login button. Login using your User Name and Password. 2. Select Student tab. 3. Go to the Change Password channel and click on the Change link.

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4. Type your current password in the old password box. Enter your new password in the new password box and then re-enter your new password and press submit to change your password.

5. If your new password has been accepted, a success message will be displayed as shown below.

6. To return to MYVU Portal, select the Back to Student Portal link.

7.5 HOW TO SYNCHRONISE YOUR PASSWORDS 1. Follow steps 1-3 in section 7.4. 2. Type your current portal password in the Old Password box (MYVU Portal Password Default is 6 digit date of birth in the format ddmmyy), your email password in the Old Email Password Box, a New Password and then Reenter your new password and press Submit to change your password.

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3. If your password has been changed, a success message will be displayed.

To activate your new password, select the Logout link (top right hand corner of screen). Login with: User Name: eg. 123456 Password:

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SECTION 8 ASKVU – CURRENT STUDENTS GOTOVU – FUTURE STUDENTS

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8. ASKVU AND GOTOVU ASKVU and GOTOVU are both web-based frequently-asked-questions knowledge-bases that allow users to: • • •

Search for answers in an extensive knowledge-base of frequently asked questions; Ask a question to the Student Contact Centre; and, Manage inquiries in a personal portal called 'My History', where all your questions and responses are stored.

ASKVU at www.vu.edu.au/askvu is designed to assist Current Students of VU and staff with relevant questions. This currently includes FAQs related to Student Administration, Enrolments, Fees, Admissions, MYVU Portal, Alumni/Graduates and Library, Graduations, Examinations and is expanding to include other areas. GOTOVU at www.vu.edu.au/gotovu is designed to assist Future Students of VU and staff with relevant questions. This currently includes FAQs, links and PDFs related to Courses, Brochures, Services, Fees/Charges, Scholarships and Applying.

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SECTION 9 BLACKBOARD & TURNITIN

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9. BLACKBOARD 9.1 WHAT IS BLACKBOARD? Blackboard is a Web based set of Course Tools designed to deliver online learning. It was originally developed by the University of British Columbia and is presently being used by universities and colleges all over the world. Blackboard is the e-Learning software that VU uses to support e-Learning. In many units of study at VU, you will have classes at scheduled times on campus, but you will also have access to your units and programs of study at a time and place that suits you through an online site. In a few units, most or all of your study may be undertaken completely online. As well as being able to access learning materials for your unit, your e-Learning sites usually allow you to communicate with your teacher or your fellow students, and to undertake interactive learning tasks and activities online, including taking part in online tutorials. You might also be able to submit assignments online. Blackboard is an Internet application and can be accessed at any time with an Internet connected computer, allowing you to access it via a web browser such as Internet Explorer or Firefox. Blackboard is used to bring a set of learning support tools that will be common to each unit. Some of the Blackboard tools used to support online learning include: • • • • • • • • • •

homepages announcements discussions e-mail assessments assignment dropbox turnitin chat glossary calendar

Blackboard provides the tools to present online learning in a variety of ways. This can range from structured learning pathways to dynamic, interactive virtual classrooms. How a unit is presented online depends on the content and complexity of the learning material, and the delivery methodology used by the instructor. With each unit studied, Blackboard will become a more familiar and welcoming learning environment. Eventually, Blackboard will simply become another tool used to support learning. As with any classroom, it is a changing environment - expect each unit to apply different tools and techniques. Join in, ask questions, and participate as you would in any classroom.

9.2 LOGGING ON TO BLACKBOARD To logon on to Blackboard visit http://webct.vu.edu.au and login with your username and password. To access Blackboard you will need to meet certain Web Browser and PC/Mac requirements. 9.2.1 USERNAME AND PASSWORD Your Blackboard Username and Password uses the LDAP username and password. If you do not remember your LDAP password please contact the IT Service Desk on 9919 2777 to have your password reset. Username: s123456 Password: (LDAP password)

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9.2.2 CHANGING YOUR PASSWORD Since your username and password is controlled by the LDAP authentication system, you will need to go to http://studldap.its.vu.edu.au/ to change the password. If you forget your password please contact the ITS Service Desk on +61 3 9919 2777. 9.2.3 SUPPORTED WEB BROWSER Blackboard includes a browser check option as shown below. The Browser Check option indicates whether your browser & other pre-requisites are validated or not. Below are examples on how to check if valid browsers. Example showing browser validated.

Example showing browser not validated.

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Internet Browser Compatibility: I.E 6 I.E 7 Firefox 1.0 Firefox 1.5 Firefox 2.0 Firefox 3.0 Safari 1.3 Safari 2.0 Safari 3.0

Win 2000

Win XP

Win Vista

MacOS10.2

MacOS10.3

MacOS10.4

COMPATIBLE NOT TESTED NOT TESTED COMPATIBLE COMPATIBLE COMPATIBLE NOT TESTED NOT TESTED NOT TESTED

CERTIFIED CERTIFIED NOT TESTED COMPATIBLE CERTIFIED COMPATIBLE NOT TESTED NOT TESTED NOT TESTED

NOT TESTED COMPATIBLE NOT TESTED NOT TESTED COMPATIBLE COMPATIBLE NOT TESTED NOT TESTED NOT TESTED

NOT TESTED NOT TESTED CERTIFIED NOT TESTED NOT TESTED NOT TESTED NOT TESTED NOT TESTED NOT TESTED

NOT TESTED NOT TESTED CERTIFIED NOT TESTED NOT TESTED NOT TESTED COMPATIBLE CERTIFIED CERTIFIED

NOT TESTED NOT TESTED CERTIFIED NOT TESTED COMPATIBLE COMPATIBLE COMPATIBLE CERTIFIED CERTIFIED

Term

Definition

CERTIFIED COMPATIBLE NOT TESTED

Fully tested and supported Key applications areas tested and working Specified browser is not supported for the Operating System

9.3.3.1 WEB BROWSER CONFIGURATION In order to use Blackboard you will need to have the following enabled/installed in your browser: 1. JavaScript. 2. Java Runtime Environment 1.6 (visit www.java.com) 3. Cookies. Browser settings or software that block pop-up windows will interfere with Blackboard. You will need to enable popups for at least the Blackboard website. The Browser Check link above (9.3.3) gives information on how to properly configure your browser for Blackboard. See the additional help contacts below for more help.

9.4 OBTAINING ADDITIONAL HELP 9.4.1 OBTAINING ASSISTANCE While on-campus: • • • • •

Ask your lecturer/teacher. Go to the student Learning Commons on your campus where Learning Commons staff and Student Rovers can assist you. Go to the Library Information Desk or the IT Support Staff on your campus. Call the Blackboard Help Desk number 9919 5444 Use the online help in Blackboard.

While off-campus: • •

Call the Blackboard Help Desk number +61 3 9919 5444. Email the ITS Helpdesk and log a request [email protected]

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9.5 WHAT ELSE YOU MAY NEED TO KNOW 1. 2. 3. 4. 5. 6. 7. 8.

How to use a Web browser. How to name and rename files and folders. About file extensions. How to save files to different locations and how to delete them. How to create and delete folders. How to ZIP and UNZIP files (and folders). How to update your browser. How to update your operating system.

If you don’t know about any of these, seek help from your lecturer/teacher in the first instance.

9.6 USEFUL APPLICATIONS 1. Java Runtime Environment (http://www.java.com) 2. Adobe Acrobat Reader (http://www.adobe.com). 3. Anti-Virus software is required for protecting your computer system as well as checking for ensuring that you do not submit any virus-infected files to Blackboard.

9.7 TURNITIN.COM – PLAGIARISM DETECTION Turnitin is a plagiarism detection service. Some VU Faculties/Schools may ask you to submit your assignments electronically to Turnitin. They are then checked and an "Originality Report" is generated. It highlights any matching text and identifies the website or document that it may have been copied from. Turnitin is used through Blackboard and you will be notified by your Lecturer if you need to submit an assignment via the Turnitin Link. Your teacher will provide you with details on how to use Turnitin. If you want to know more, go to http://turnitin.com where you can read an introduction to the service (see "New to Turnitin?") and download a user guide for students (see "Training Materials").

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SECTION 10 VU WIRELESS NETWORK

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10. WIRELESS NETWORK 10.1 VU AND THE WIRELESS NETWORK The VU wireless network has different types of equipment such as wireless access points, switches, and routers. In a wireless enabled area, a PC or notebook with a wireless network card installed will have the ability to access network resources. However, in order to prevent misuse and security violations, VU wireless network enforces some security mechanisms for wireless connections. Further documentation and information for the Wireless LAN can be obtained from the following link: http://intranet.vu.edu.au/its/Wireless/

10.2 WHAT IS A WIRELESS NETWORK? A Wireless Local Area Network (WLAN) is a networking technology that uses radio waves instead of wires to allow computers communicate to connect to the network. Victoria University has wireless network coverage areas using Access Points to allow students and staff to access the University’s Intranet and Internet.

10.3 HOW TO CONNECT TO THE VU WIRELESS NETWORK? Refer to the Get Connected section of the following link: http://intranet.vu.edu.au/its/Wireless/

10.4 WHERE CAN THE WIRELESS NETWORK BE ACCESSED? Areas within Victoria University campus’s that do have Wireless coverage are known as Wireless Hotspots. Coverage maps of these areas are available to assist you in locating Victoria University Wireless Hotspot Areas. Maps can be located at the following link: http://intranet.vu.edu.au/its/Wireless/#Content6

10.5 HOW TO OBTAIN FURTHER INFORMATION OR ASSISTANCE? If you are a student, please refer to available documentation and support on the support website: http://intranet.vu.edu.au/its/Wireless/ For frequently asked questions, please refer to http://intranet.vu.edu.au/its/Wireless/#Content5

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SECTION 11 VIRUS SCANNING

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11. VIRUS SCANNING A virus is a program that corrupts data in a system. It does not exist physically, but is a set of software codes that can attach themselves to executable files, system files or documents, which can eventually lead to the destruction of data. Software viruses do not occur by accident – they are written by people specifically to destroy files or cause frustration. They are being written every day, hence the need to continually update virus protection programs such as Symantec Anti-Virus. Viruses can only be disinfected once they are known – that is to say, we have to find viruses before we can write protection programs to disinfect them.

11.1 WHAT IS A “MACRO VIRUS”? A macro virus attaches itself to the executable part of a document file and modifies other files in a system (such as templates) in order to replicate. Macro viruses are rarely destructive, but can cause some frustrating problems like the inability to close or save files. Macro viruses replicate readily and spread via email attachments and file transfers. Macro viruses can however, be easily cleaned from a system using a virus protection program such as Symantec AntiVirus. To read more about specific viruses, visit the following website: http://www.symantec.com.

11.2 PROTECTING YOUR COMPUTER AND FILES New viruses can be found almost on a daily basis, so it is important to use up-to-date virus protection software. Victoria University’s version of Symantec AntiVirus is updated regularly. How old is the virus protection software on your home computer? Do you have Auto-Protect activated (refer section 11.4)? If you use a friend’s computer, do they have up-to-date virus protection software? Read on in this section about how to install and update Symantec AntiVirus and how to scan files using this program.

11.3 CAN I CATCH A VIRUS BY READING MY E-MAILS? You cannot catch a virus when receiving or reading an email message. A virus can only be contained in a file, which may be sent as an attachment. It is important that you know the exact contents of what you are receiving and to scan all email attachments before you open them.

11.4 WHAT IS (AUTO- PROTECT)? Auto-Protect can be activated when specified during installation. It will scan through files when starting up your machine and automatically check files and floppy disks for viruses as you proceed through your daily work. You can change the Auto-Protect preference in the “Auto-Protect Properties” as follows: • • • •

Open Symantec AntiVirus software. Go to Configure. Go to File system Auto-Protect. Click the checkbox Enable file system Auto-Protect.

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11.5 WHAT DOES SYMANTEC ANTI VIRUS DO? Symantec Anti Virus (SAV) is a widely used software package which protects your computer from viruses, by scanning computer files every time your computer opens them. If a known virus is found an "alert window" comes up on your PC and an alert is also sent to a central log file for ITS. You can also schedule scans on your computer's hard disk or manually run scans.

11.6 WHAT IS REAL TIME PROTECTION? This will scan each file for viruses whenever you open it (eg. if you open a Word file, SAV will immediately check that the Word file has no known viruses). This has been enabled for all local files - that is, files on your own computer.

11.7 SHOULD A CUSTOM SCAN BE UNDERTAKEN BY EACH USER? If you have any reason to suspect that your computer has a virus, you should immediately conduct a scan on your local drive. To do this, start up SAV (from the "gold shield" icon on your system tray or click the Start Menu, Go to Programs and select Symantec Client Security) and select the Scan option from the menu. You can also easily configure SAV to automatically schedule a scan of your local disks at a regular interval - say once a week. To do this, start up SAV as described above, select the Edit option from the menu and select New Scheduled Scan. Follow the prompts to set the properties of the scan. Remember to save the schedule.

11.8 HOW WILL SAV BE KEPT UP TO DATE? It is obviously critical that the SAV software regularly updates it's virus files so that it can detect the latest viruses. To achieve this, the SAV software on your computers connected to the network, will automatically update itself on a regular basis. You do not need to be logged on to AD for this to happen.

11.9 HOW DO I OBTAIN A COPY OF SYMANTEC ANTIVIRUS TO INSTALL AT HOME? 1. Visit the Intranet site: http://intranet.vu.edu.au/antivirus/ 2. Refer to the Software section of the Student User Guide CD. 3. Borrow a copy from IT Support Staff on your campus or contact the ITS Service Desk on 9919 2777. This software is only for use by currently enrolled students of VU. If at any time the computer on which this is installed is used as part of a personal business or company which intends to create an income or cash flow outside of the University's audited budget, you must purchase your own licensed copy. If you are no longer enrolled at the university, this software must be uninstalled and deleted. Please Note: To install Symantec AntiVirus you must uninstall any other AntiVirus program first.

11.10 HOW DO I INSTALL SYMANTEC ANTIVIRUS? Refer to installation guides available at http://intranet.vu.edu.au/antivirus

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11.11 HOW DO I INSTALL THE LATEST UPDATE OF SYMANTEC ANTIVIRUS WITH INTERNET ACCESS AT HOME? 1. Open the Symantec AntiVirus program. To do this you can double click on the yellow shield icon can be found in the bottom right hand corner of your computer screen.

, which

2. Use the Live Update button to obtain and install the latest update.

3. Click Next from the following screen.

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4. Click Finish once the installation is complete.

Note: If you do not have Internet access at home, then you can download the latest update file from the University Intranet http://intranet.vu.edu.au/antivirus/ or see IT Support Staff on campus to borrow a CD.

11.12 HOW DO I CHECK MY DRIVES FOR VIRUSES USING SYMANTEC ANTIVIRUS? 1. Open Symantec AntiVirus software. 2. From the menu on the left hand side select Scan, and then highlight the drive/object you wish to scan.

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3. If you want to scan an entire drive located on your PC or Network, select Scan computer and then tick the box of the drive that you wish to check and click Scan.

4. Once the scan has completed, the dialogue box will display any files that may be infected and any action that was taken.

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SECTION 12 PC SECURITY & MY PRIVACY

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12. MY PRIVACY & SECURITY 12.1 IDENTITY FRAUD Identity fraud involves pretending to be someone else in order to steal money or other benefits. The person whose identity is used may suffer various consequences when held responsible for the perpetrator's actions. Australia has laws in place at both federal and state level to prevent the misuse of personal information and data. Identity fraudsters will use various methods to gain this information: via the use of phishing (see 12.2), the use of Spyware (see section 13) and the interception of un-encrypted internet communications (see 12.3). Caution should be taken with revealing sensitive information over unsecured networks or on computers without an appropriate level of protection (public computers should be treated with extreme caution).

12.2 E-MAIL SECURITY Some things to be aware of with your e-mail: • Phishing: the criminally fraudulent process of attempting to acquire sensitive information such as usernames, passwords and credit card details, by masquerading as a trustworthy entity in an electronic communication – never click on a link in an unsolicited email that takes you to a site that then asks you enter sensitive information • E-mails containing suspect attachments which may contain spyware or malware like Trojan horses • E-mail messages transit through unsecured servers and intermediate computers where it is possible for unencrypted messages to be intercepted and read • Many Internet Server Providers (ISPs) store copies of messages for back-up purposes In general terms, e-mail is about as secure as a postcard through the mail.

12.3 SECURITY CERTIFICATES/SSL/TLS Transport Layer Security (TLS) Protocol and its predecessor, Secure Sockets Layer (SSL), are cryptographic protocols that provide security and data integrity for communications over networks such as the Internet. Several versions of the protocols are in wide-spread use for web browsing, e-mail, instant messaging and voice-over-IP (VoIP). Part of this process involves buying a security certificate for the web site (used in identity verification and data protection) from a third party Certification Authority. Certificates are only valid for a finite period of time and then must be renewed. A site with an expired security certificate should be treated with caution by users, but may still be browsed, as long as the user exercises appropriate care with the level of sensitive information revealed (as the communication may no longer be secure). A secure/encrypted network connection may be detected by the presence of a padlock in the browser taskbar (not on the actual web page). This will be positioned at either the top or the bottom of the browser.

12.4 PASSWORD & PIN SECURITY Some standard precautions to take with your PINs and passwords: • Password complexity – use a combination of letters and numbers – don’t use the names of family or pets! • Regularly change your password – even if you just change the number/s in your password • Never reveal your password/PIN to anyone and don’t keep a written record in your wallet or purse • Do not use the same password/PIN for everything. If you want to limit the number of passwords/PINs you use, then create a small group that you use for specific purposes

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12.5 SOCIAL NETWORKING Whilst sites like Facebook, MySpace and the various blogging sites offer exciting social networking opportunities, some care should be taken to ensure that the user doesn’t unnecessarily expose themselves to the risk of security or privacy violations. Prior to setting up a profile (which usually requires the user to enter a certain degree of personal information), users should familiarise themselves with the privacy settings offered by the site, and ensure that their profiles are set up in such a way that suits their personal privacy needs. Be aware that many sites retain the personal information you enter even if you deactivate or delete your profile. Whilst this information can generally be withheld from general public access (as with Facebook), the data is online and is potentially vulnerable. The level of personal information revealed can be used for identity fraud purposes (see 12.1). Users should be wary of revealing information that might help identify PINs or passwords, or making information like your date-of-birth and full address visible. There is also the matter of personal privacy. Unrestricted sites can be searched by users (maybe even prospective employers) looking for background information on an individual. If you value your privacy, then you should be careful about the type of information you make available in these circumstances.

12.6 COOKIES Cookies are used for authenticating, session tracking and maintaining specific information about users, such as site preferences or the contents of their electronic shopping carts. Cookies have been an internet privacy concern because they can be used for tracking browsing behaviour. Cookies are not computer programs. They are parcels of text sent by a server to a browser and then sent back unchanged by the client each time it accesses that server, and are unable to perform any operation by themselves. In particular, they are neither spyware nor viruses, although cookies from certain sites are described as spyware by many anti-spyware products because they allow users to be tracked when they visit various sites. Most browsers allow users to decide whether to accept cookies, but rejection makes some websites unusable. For example, shopping carts implemented using cookies do not work if cookies are rejected.

12.7 R.U.N.S.A.F.E. (PC SECURITY) R.U.N.S.A.F.E documents key information regarding the safe and secure operation of desk top computers. The R.U.N.S.A.F.E concept and documentation has been adapted to suit the Victoria University environment. The R.U.N.S.A.F.E acronym is made up of the following: • • • • • • •

R - Refuse to run unsafe programs U - Update software regularly N - Nullify unneeded risks S - Safeguard our identity and passwords A - Assure sufficient resources for proper system care F -Face insecurity E - Everybody needs to do their part

The goal of R.U.N.S.A.F.E is to help you attain the knowledge and skills necessary to more safely operate a network connected computer. For more information, see: http://intranet.vu.edu.au/its/Awareness

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SECTION 13 SPYWARE

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13. SPYWARE 13.1 WHAT IS SPYWARE? Spyware refers to the software that performs tasks on your computer without your consent, for example: advertising, collecting personal information, or changing the configuration of your computer. You might have spyware on your computer if: • • • •

You see pop-up advertisements all the time. Your Internet browser home page or browser search settings have changed without your knowledge. You notice a new toolbar in your Internet Browser that you did not install and find it difficult to remove. Your computer seems to run slower than usual or crashes more often.

13.2 WHAT IS THE DIFFERENCE BETWEEN SPYWARE AND ADWARE? Spyware is often associated with software that displays advertisements (called adware) or software that tracks personal or sensitive information. This type of software is not necessarily bad. For example, you might sign up for a free service, but "pay" for the service by agreeing to receive targeted ads. If you understand the terms and agree to them, you may have decided that it is a fair trade-off. You might also agree to let the company track your online activities to determine which ads to show you. Spyware includes other types of unwanted software. This software will make changes to your computer that can be both annoying, and can cause your computer to slow down or crash. These programs may change your Web browser's home page or search page, or add additional components to your browser that you did not request. They may also make it very difficult for you to revert back to your computer’s original settings.

13.3 HOW TO PREVENT SPAM? STEP 1: USE A FIREWALL While most spyware and other unwanted software come bundled with other programs or originate from unscrupulous Web sites, a small amount of spyware can actually be placed on your computer remotely by hackers. Installing a firewall or using the firewall that's built into Windows XP provides a helpful defense against these hackers.

STEP 2: UPDATE YOUR SOFTWARE If you use Windows XP, one way to help prevent spy ware and other unwanted software is to make sure all your software is updated. Visit Microsoft Update at http://www.update.microsoft.com/microsoftupdate/v6/default.aspx?ln=en-us to confirm that you have Automatic Updates turned on and that you've downloaded all the latest critical and security updates.

STEP 3: ADJUST INTERNET EXPLORER SECURITY SETTINGS You can adjust your Internet Explorer Web browser's security settings to determine how much—or how little— information you are willing to accept from a Web site. Microsoft recommends that you set the security settings for the Internet zone to Medium or higher.

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To view your current Internet Explorer security settings: 1. In Internet Explorer, click Tools and then click Internet Options 2. Select the Security tab.

STEP 4: DOWNLOAD AND INSTALL ANTISPYWARE PROTECTION Windows Defender protects your computer from spy ware and other unwanted software. Windows Defender comes with Windows Vista and you can download it for no charge for Windows XP SP2 at: http://www.microsoft.com/windows/products/winfamily/defender/default.mspx 1. Keep your operating system software updated with the latest critical and security updates. For Microsoft Windows, go to http://update.microsoft.com to obtain updates.

STEP 5: SURF AND DOWNLOAD MORE SAFELY The best defense against spyware and other unwanted software is not to download it in the first place. Here are a few helpful tips that can protect you from downloading software you don't want: ƒ

Only download programs from Web sites you trust. If you're not sure whether to trust a program you are considering downloading, ask a knowledgeable friend or enter the name of the program into your favourite search engine to see if anyone else has reported that it contains spy ware.

ƒ

Read all security warnings, license agreements, and privacy statements associated with any software you download.

ƒ

Never click "agree" or "OK" to close a window. Instead, click the red "x" in the corner of the window or press the Alt + F4 buttons on your keyboard to close a window.

ƒ

Be wary of popular "free" music and movie file-sharing programs, and be sure you clearly understand all of the software packaged with those programs.

13.4 HOW TO REMOVE SPYWARE Many kinds of unwanted software, including spyware, are designed to be difficult to remove. If you attempt to uninstall or delete this software, you might find that the program reappears as soon as you restart your computer. If you are experiencing difficulty with uninstalling the unwanted software, you may need to download a tool to do the job for you. Several companies offer free and low-cost software that will scan your computer for spyware and other unwanted software and help you remove it. To remove spyware: 1. Download and install a spyware removal tool. They can be easily found by using an Internet search engine. For example you may install Microsoft Windows AntiSpyware (Beta). 2. Run the tool to scan your computer for spyware. 3. Review the files discovered by the tool for spyware. 4. Select suspicious files for removal by following the tool's instructions.

13.5 FURTHER INFORMATION Search the Internet for more information on spyware and adware.

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SECTION 14 BUYING, USING AND CARING FOR COMPUTER DISKS

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14. BUYING USING AND CARING FOR COMPUTER DISKS – FLOPPY, ZIP, EXTERNAL HARD DRIVE OR USB 14.1 SELECTING AND BUYING YOUR DISKS You will need to purchase computer disks, external hard drives or a USB to store the work that you produce in computer laboratories. You can minimise disk errors and problems if you begin by buying the correct disks, external hard drives or USB and ensuring that they are labeled correctly. Careful labeling is also important in case you lose your disk / USB / hard drive and they are returned to ITS. Use 3.5” High-Density Disks, rated for 1.44 MB of data OR 100MB Zip Disks OR 32 MB -512 MB USB Memory Sticks OR 700MB CD-Recordable disks (depending on lab facilities). You can visit the University Bookshop or Copy Centre to buy the disks you require. It is a good idea to buy more disks than you think you will need. The extra disks can be used to backup work. It is recommended that you save a copy of your work on more than one disk in case disks are damaged or lost. The minimal cost of extra disks and backup disks will pay for themselves with less stress and lost time in the long run. Important considerations when buying a USB memory stick are the following: •

When looking at the USB device, ensure that you meet the system requirements. Many USB devices today require at least Windows 98 or higher.

•

Depending on what use you have in mind, 128MB is a popular choice for basic file storage. Prices of memory sticks of a given size may vary considerably, they usually range from $20 - $50

Important considerations when buying an external hard drive are the following: •

When purchasing an external hard drive, ensure that you meet the system requirements. Most external hard drive devices require at least Windows 2000 or higher.

•

Depending on what use you have in mind, 160GB is a popular choice for basic to moderate file storage. Prices of external hard drives of a given size may vary considerably, they usually range from $100-$200

14.2 IF YOUR FLOPPY DISK, EXTERNAL HARD DRIVE OR USB NEEDS FORMATTING If your disk or USB requires formatting, insert your device into the drive. Double click the My Computer icon from the Windows XP desktop, and then click (just once) the icon for the drive that you want to format. From the File menu, click Format. For Macintosh users, the MAC recognises if a disk requires formatting and prompts you before you are able to use the disk. Important Formatting a disk will remove all data stored on the disk. Make sure that you have the correct disk in the drive when you call up format. DO NOT FORMAT A DISK THAT HAS DATA ON IT THAT YOU WISH TO KEEP.

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14.3 USING YOUR DISKS AND AVOIDING PROBLEMS There are several things you can do to help protect your disks and the data they contain; 1. Physically protect your disks & never leave in direct heat or sunlight. • Carry floppy disks in a disk box or wallet and keep them clean and cool. • Store CDs in jewel boxes or cases with soft, protective backings. • Handle a CD only by its edges and centre hole. 2. Never place disks near magnetic fields. Keep your disks away from television sets, VCRs, telephones (particularly mobile telephones), radios, magnetic catches etc. Do not store your disks on or next to your computer. Magnetic fields can alter or destroy data contained on disks. 3. If you • • •

have purchased an external hard drive please take note to the following; Make sure not to drop or throw your hard drive. Keep your external hard drive in a clean and cool area. It is important to always power down and unplug your external hard drive during a lightning storm. A power surge from lightning strikes can cause external hard drive failure by overheating the hard drive.

4. When using USB Memory Sticks always ensure you unplug/eject the hardware correctly. 5. Do this by pressing the right hand mouse button over the Remove Hardware icon until a message is displayed on the screen that it is safe to remove the USB Flash Device.

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6. Always label your disks. Labels should give your name, email address and a contact phone number. 7. Do not swap or share your disks with others. You never know whether someone else will take the same precautions you do in caring for your disks. 8. Always keep at least two copies of your work on different disks. If the software fails, your disk becomes corrupt or viruses damage your files, a backup copy will give you access to another copy of your work quickly and easily with little fuss. 9. When you are working, it is a good idea to save your files at regular intervals, say 10 - 15 minutes. If there is a system failure, this will save time and effort in redoing work. 10. Do not change disks whilst you are running a program. Unless the program instructs you to change your disk, leave it in the drive until you finish your work and exit the program. 11. Check your disks and the computer you are working on for viruses. Symantec AntiVirus is freely available within the university. Make sure you use it. 12. Never remove disks before the green light comes off.

14.4 CARE OF USB MEMORY STICKS • • • • •

Avoid contact with extremes of heat, cold, magnetic fields and liquids. All memory sticks come with a cap to protect the electrical contacts - Use it! Take care not to leave your memory stick in a PC. Label your memory stick so it's easily recognisable as yours. Memory sticks are cheap and easy to replace, your data may not be! Have you got a backup?

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When you have finished using the USB stick tell Windows by clicking the "Safely Remove Hardware" icon in the "tray" at the bottom of the screen and following the on-screen directions. Failure to remember this can cause a variety of terrible effects, including data loss, to happen.

14.5 TROUBLESHOOTING USB MEMORY STICKS What to do if your USB stick is not responding Many manufacturers supply a utility disk that allows you to install special features on your USB stick such as password protection; MP3 software or you can partition the drive for specific uses e.g. storing email. Your drive will work perfectly at home but when you try to use it on any other machine the drive will encounter problems. You may only be able to access some of your information or none at all and you may receive error messages. University computers will not allow you to access a USB stick that has any of these functions installed. If you wish to use a USB stick on campus, the device should be used RAW without any extras installed. To remove any added features from your USB stick follow the manufacturer's guidelines. 14.5.1.WHAT TO DO IF YOU HAVE PROBLEMS SAVING TO YOUR USB STICK 1. Most USB sticks have a small write protection switch on one side. If you are experiencing difficulties saving to the stick, check that the switch is set correctly and try again.

2. Remember to allow enough time to save data to your USB memory stick. Don't remove the stick while it is saving data. This may render the device unusable in the future. 3. Sometimes USB sticks get confused. When you take things off them the amount of data on the drive stays the same. To get around this take everything off and format the stick.

14.6 WHEN DISASTER STRIKES! – DISK ERRORS If you do have a problem with your disk when you are working, stop what you are doing. Computer problems can compound upon themselves and you could end up worse off if you don’t know the exact cause of and solution to the problem. If you believe you have a disk problem, you should make a note of the following information and take it to your lecturer, tutor or IT support staff who may be able to assist in correcting the problem: 1. The date and time that the problem occurred; 2. Your location when the problem occurred; 3. The software you were using when the problem occurred.

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14.7 DRIVE RESCUE When an error occurs with your disk there is a program that may possibly recover lost and deleted data. The program is called Drive Rescue and is available to download for free on the following URL http://www.woundedmoon.org/win32/driverescue19d.html Below are the main features available for recovering on a disk as well as drives on PC’s. Note: Drive rescue does not recover data on a physically damaged drive.

14.7.1.DRIVE RESCUE To recover a disk the following steps need to be taken: 1. 2. 3. 4.

Place disk in A: drive or the USB in the port. Load the Drive rescue program as outlined on the previous page. A screen will appear outlined below on selecting the appropriate language to use. Then select Ok.

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1. Select recover deleted data button and the following screen will appear.

2. 3. Please ensure you select the appropriate drive. 4. Click Ok button. 5. Recovery will start and it will take anywhere from 30 seconds to 10 minutes or so to recover depending on how damaged the disk is. 6. Once completed, the following screen appears with the recovered data. It indicates the details of the files including the condition of the files. 7. Select the files and save them to your PC then you can open the files and use them.

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SECTION 15 POLICIES - APPROPRIATE USE OF IT FACILITIES & EMAIL

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15. POLICIES - APPROPRIATE USE OF IT FACILITIES & EMAIL STUDENTS ARE REQUIRED TO COMPLY WITH ALL VICTORIA UNIVERSITY POLICIES AND PROCEDURES. BELOW ARE RELEVANT PARTS OF TWO ITS POLICIES. ALL ITS POLICIES CAN BE FOUND AT THE ITS POLICIES SITE http://intranet.vu.edu.au/its/Policies/

15.1 POI050524002 APPROPRIATE USE OF IT FACILITIES This policy outlines to the University community what is considered appropriate use of the University’s IT facilities. The important parts of the policy are listed here. To see the full policy please go to the Central Policy Register (http://wcf.vu.edu.au/GovernancePolicy/PDF/POI080630000.PDF 5. POLICY 5.1. Usage 5.1.1. Under no circumstances is any user authorised to engage in any activity that is illegal under state, federal or international law while utilising The University owned or managed resources. Staff are expected, at all times, to comply with the Staff Code of Conduct 5.1.2. Under no circumstances should any person using the University’s Information Technology facilities, violate the rights of any person or company protected by copyright, trade secret, patent or other intellectual property, or similar laws or regulations. This includes, but is not limited to, the installation or distribution of "pirated" or other software products that are not appropriately licensed for use by the University. 5.1.3. While the University respects a reasonable level of confidentiality, users should be aware that the data they create on corporate systems, including the communications infrastructure and desktop computers, remains the property of the University. Because of the need to protect the University's network, servers, and data (including intellectual property), management may be required, from time to time, to intercept, interrogate, or otherwise capture data created or received by individual users. These actions will be performed by a limited set of authorised individuals within Information Technology Services. Specific cases where this may be necessary are given in companion policies. See ITS Staff Audit Authorities Policy 5.1.4. The use of the University’s Information Technology facilities for unauthorised commercial or private gain is strictly prohibited. 5.1.5.

Users are responsible for exercising good judgment regarding their reasonable personal use, with guidance from: • •

Teaching staff and Student Services for students, and Individual departmental managers and in particular Heads of Department for others.

This especially applies to use of the external Web where costs are directly incurred by the institution. Resources are made available for legitimate University business and operations where a small amount of private use is tolerated. Legitimate University business includes teaching, research and independent study. Costs incurred by the University through excessive personal use may be recovered directly from the individual concerned, and may lead to further disciplinary/legal actions. 5.1.6.

Users are expected to comply with any local rules governing shared information technology resource spaces, such as PC Laboratories or laptop docking areas. In particular: eating, drinking, or smoking in a computer laboratory is prohibited; users must not behave in a noisy, offensive or other disruptive manner; users must keep shared work environments tidy (e.g. disposing waste paper in recycle bins); respect the rights of others (e.g. preventing others from reasonable access to resources by non-work related use of PCs, excessive printing, stealing consumables such as paper).

5.1.7.

Desktop and laptop computers must not be the sole repository of corporate, teaching or research data. All such data must be stored on faculty/divisional network drives, and new work backed up to the network as soon as possible. Page 111

5.1.8. Configuration changes to IT Facilities and physical infrastructure are the responsibility of ITS and their Authorised Officers. Unauthorised tampering with any part of IT infrastructure is strictly

5.2. Security and Proprietary Information 5.2.1.

5.2.2.

5.2.3.

5.2.4.

5.2.5.

Users should keep passwords secure and it is not permissible to share accounts except where exempted by other policies. Revealing your account password to others or allowing use of your account by others is prohibited. This includes family and other household members when work is being done at home. Authorised users are responsible for the security of their passwords and accounts, and further are responsible for any infringement carried out by any third party given access to their accounts. Users should never provide confidential or personal information over the Internet in response to unsolicited inquiries. Legitimate organisations like banks will never send such an unsolicited email request. Users should be wary of clicking on Web sites embedded in emails as this may redirect them to a malicious site. If ITS identifies an account as being compromised it will be locked out immediately and the account owner informed. Staff should consider the sensitivity of any information or data transmitted across the internal and external network, and classify it as confidential or non-confidential. Deciding whether data or information is confidential rests with the user taking into account other governing regulations and policies of the University, see Central Policy Register. Examples of confidential information include but are not limited to: student and staff personal data, examination results, information covered by University’s Privacy and Intellectual Property regulations, confidential senior management communications, specifications of commercialised University developments or patents, vendor lists, details of commercial contracts and agreements, and research data restricted by privacy and ethical concerns. Staff should take all necessary steps to prevent unauthorised access to such information and use relevant secure modes of communication. Sensitive information held on desktops or transmitted across the Internet should be encrypted and sent over a secure network connection. Because information contained on Laptop computers is especially vulnerable, additional special care should be exercised. All staff hosts (including desktops and laptops) connected to the University network, whether owned by the staff member or the University shall be continually executing approved virus-scanning software with a current virus database. Users who continually inject viruses into the University’s infrastructure may have their access rights withdrawn.

5.3. Prohibited activities The following activities are prohibited (unless specific written permission is obtained from the Director of Information Technology Services):5.3.1

Victoria University computers and networks must not run software unless it comes from trusted sources subject to section 5.22 of the High Level Information Security Policy.

5.3.2

The use of non-licensed software, and the playing of computer games using illegal or copied media and software on workstations or laboratory computers is strictly prohibited. See Software Code of Ethics, Licensing and Use of Computer Software policies

5.3.3

The deliberate introduction of malicious programs into the network or server (e.g., viruses, worms, Trojan horses, e-mail bombs, etc.).

5.3.4

Making fraudulent or unapproved offers of products, items, or services originating from any The University asset or service (e.g. offering access to University services for personal benefit).

5.3.5

Maaking statements about warranty, guarantees, or similar binding commitments to the University, expressly or implied, unless it is a part of normal job duties.

5.3.6

Deliberately effecting security breaches or disruptions of network communication. Security breaches include, but are not limited to, accessing data of which the client is not an intended recipient or logging into a server or account that the user is not expressly authorised to access, unless these activities are within the scope of regular duties. For purposes of this section, "disruption" includes, but is not limited to, network sniffing, pinged floods, packet spoofing, denial of service, and forged routing information for malicious purposes. Page 112

5.3.7

Port scanning or security scanning is expressly prohibited unless prior approval has been granted by Information Technology Services. This also applies to the execution of any form of network monitoring which will intercept data not intended for the user’s host, unless this activity is a part of the normal job/duty, or otherwise approved by Information Technology Services.

5.3.8

Circumventing user authentication or security of any host, network or account.

5.3.9

IInterfering with or denying service to any user other than the individual’s host (for example, denial of service attack).

5.3.10 Using any program/script/command, or sending messages of any kind, with the intent to interfere with, or disable, any user's terminal session, via any means, locally or via the external Web. This applies to sessions anywhere on the Web (i.e. it includes hacking sessions on external Web addresses). 5.3.11 Providing information about, or lists of, The University staff and students to parties outside the institution, unless it is expressly part of normal duties. 5.3.12 Deliberate modifications to the current production network.

5.4. Physical Security Physical information technology resources of the University must be kept secure and not damaged in any way. This covers: 5.4.1

Unauthorised access to any University information technology assets (e.g. Communications room, Computer operation room, computer and communications systems, etc.) within the University, or elsewhere, without proper authorisation from ITS is strictly prohibited.

5.4.2

Unauthorised access to any University restricted area where information technology assets are stored or installed without proper authorisation from ITS is strictly prohibited.

5.4.3

Wilfully or through negligence, damage or alter the arrangement of any hardware, software, physical plant, or communications component without proper authorisation from ITS is strictly prohibited. Unauthorised tampering with terminals, personal computers or any other associated equipment without proper authorisation from ITS is strictly prohibited.

5.4.4

5.4.5

Communications room must be kept secure and must be maintained to be in the proper conditions that allow it to operate well and conform to relevant standards and guidelines at all times. Installation of new racks, wire, hardware or other peripherals and modification to existing arrangements within Communications room must be done carefully, and done by people with enough knowledge, care and understanding, thus must be authorised, advised and closely monitored by ITS. Unauthorised access by any person including unauthorised Victoria University staff is strictly prohibited. Violation can result in a big risk and jeopardize the university operation and as such will be subject to serious disciplinary action at the highest possible level.

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5.5 Telecommunications Security and Safety 5.5.1 The design must conform to the following applicable standards. • AS/NZS 3000:2007 (superseded AS/NZS 3000:2000) - The Australian/New Zealand Standard for Wiring Rules. • AS/NZS 3084:2003 - Telecommunications installations - The Australian/New Zealand Standard for Telecommunications pathways and spaces for commercial buildings. • DR 07135 CP - Amendment 1 to AS/NZS 3084:2003 - The Australian/New Zealand Standard for Telecommunications installations - Telecommunications pathway and spaces for commercial buildings (ISO/IEC 18010:2002, MOD) • AS/ACIF S008:2006 (supersedes AS/ACIF S008:2001) - The Australian Communications Industry Forum Standard for Requirements for customer cabling products. • AS/ACIF S009:2006 (supersedes AS/ACIF S009:2001) - The Australian Communications Industry Forum Standard for Installation requirements for customer cabling (Wiring Rules) 5.5.2 The design must also conform to ITS's Guidelines For The Design Of Telecommunications Spaces And Pathways In Victoria University Buildings. If any conflict exists among the standards mentioned above or between the standards mentioned and this document, then the conflict must be brought to the attention of the Victoria University Telecommunications Project Manager for resolution. 5.5.3 Design of new buildings or extensive renovation to buildings must be submitted to ITS for reviews, comments and approval before proceed to construction phase. 5.6 Requests for the new installation of communications and network connectivity ITS is responsible for providing such installation and connectivities. However, in many cases, it is subject to the availability of required connecting ports (voice and/or data). Installation of new ports depends on many factors including, but not limited, to the available of related communications devices to provide extra ports (voice and/or data), and the available capacity to install required and relevant new devices into Communications room. To avoid unduly delay, and possibly long delay with substantially extra cost, request for ITS services with this regards must allow sufficient time for proper preparation and arrangement. Since the cost resulting from not taking Telecommunications Security seriously is high, failure to conform to this part of this policy will be subject to the University's highest level disciplinary actions.

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15.2 POI050524001 APPROPRIATE USE OF EMAIL The purpose of this policy is to ensure the proper use of the University’s email system and make users aware of what the University deems as acceptable and unacceptable use of its email system. The important parts of the policy are listed here. To see the full policy please go to the Central Policy Register http://wcf.vu.edu.au/GovernancePolicy/PDF/POI050524001.PDF

5. Policy 5.1. Legal Requirements Under no circumstances is any e-mail user authorised to engage in any activity that is illegal under state, federal or international law while utilising the University’s owned or managed resources. The following rules are required by law and are to be strictly adhered to: It is strictly prohibited to send or forward emails containing libellous, defamatory, offensive, racist or obscene remarks. If you receive an e-mail of this nature, you must promptly notify the ITS Service Desk Desk. Such emails may, however, be forwarded for reporting or investigatory purposes. Staff and students at VU undertaking research may send emails containing such materials provided that it demonstrably refers to there area of research and is done so in a responsible manner.

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Do not forward a message without acquiring permission from the sender first. Do not send unsolicited and unauthorised global or commercial email messages. Do not forge or attempt to forge email messages. Do not send email messages using another person’s email account. Do not send any information that violates the rights of any person or company protected by copyright, trade secret, patent or other intellectual property, or similar laws or regulations.

5.2. Personal Use Although the University’s email system is meant for business use, the University allows the reasonable use of email for personal use. • Personal use of email should not interfere with work. • Personal emails must adhere to the guidelines in this policy. • The forwarding of chain letters, junk mail, jokes and executables is strictly forbidden. 5.3. Spam The sending of unauthorised and unsolicited global or commercial email transmissions (spam) is forbidden. 5.4. Sensitive and restricted information Avoid sending sensitive and restricted official information by e-mail. If you do, you should secure the information by including it in a Microsoft Word or Excel file and protecting it with a password, and then provide the recipient with the password by means of other communication, for instance by telephone. The University recommends any information users consider sensitive or vulnerable be encrypted, especially for transmission to external organisations. 5.5. Disclaimer The following disclaimer will be added to each outgoing email: ‘This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you have received this email in error please notify the system manager. Please note that any views or opinions presented in this email are solely those of the author and do not necessarily represent those of Victoria University. Finally, the recipient should check this email and any attachments for the presence of viruses. Victoria University accepts no liability for any damage caused by any virus transmitted by this email.’

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5.6. System Monitoring Your emails may be monitored for monitoring the Operational integrity of the Victoria University Infrastructure and/or to comply with legal or regulatory requirements. The policy for this is set out in the IT Audit Authorities Policy. If there is evidence that you are not adhering to the guidelines set out in this policy, the University reserves the right to take disciplinary action, including termination and/or legal action. 5.7. Passwords All Email accounts maintained on our email systems are property of the University. Passwords must not be disclosed to other people unless it is necessary for approved operations of the University. In certain cases it may be necessary, in the interests of the staff member or the University, to reset a password. Authorised users are responsible for the security of their passwords and accounts, and further are responsible for any infringement carried out by any third party given access to their accounts. The University will NEVER ask you to provide your email username and password by email. If you receive a message asking you to respond with details of your username and password, it is a forgery. If you provide these details to third parties fraudulently masquerading as University officials, you will be responsible for all actions carried out using your account by those third parties.

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SECTION 16 STUDENT LEARNING SERVICES

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16. LEARNING SUPPORT SERVICES 16.1 LEARNING SUPPORT SERVICES Learning Support Services is part of the VU College. We provide resources and run workshops to support student learning. Visit our website: http://tls.vu.edu.au/SLS/SLU for more information: Topics include: • • • •

Essay writing Study skills Mentoring Course specific material

In addition, LSS provides the following programs: • Summer and Winter Schools for both new and continuing students • English language workshops for International and NESB students • Individual assistance for postgraduates (appointment necessary) • Web-based groups Useful Links •

Core Graduate Attributes http://tls.vu.edu.au/SLED/QTIU/CGA/intro.htm

•

Plagiarism http://tls.vu.edu.au/vucollege/learninghub/generalstudyskills/plag arism.html

•

Further information about SLS programs is available from the website http://tls.vu.edu.au/vucollege/learninghub/degreestudysupport/degreestudy.html or from the SLS main office (Building M, Level 3, Footscray Park Campus). Otherwise contact Monica Kemp on 9919 4744.

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