Frequently Asked Questions

Email Addresses and Network Usernames

Faculty and staff email addresses are in the format: [firstinitial]+[lastname]@caldwell.edu. For example, if you need to send an email to James Morrison, send it to jmorrison@caldwell.edu. The network username for James Morrison is jmorrison.

Student email addresses are in the format: [firstinitial]+[5charactersoflastname]+[gradyear]@caldwell.edu. For example, if Mary Morrison is a student graduating in 2007 then her email address is mmorri07@caldwell.edu. The network username is mmori07. The graduation year will be replaced by ce or gr if the student is in the Graduate or Continuing Education program.

Email, Web Module and Administrative System (CMDS) Passwords

The email password allows one to log in to the Caldwell computer network and access email, on and off campus.

The web module password gives access to personal class records, grades, registration, class rosters, grade entry, and so forth via the Internet. The web module login is your ID number.

The CMDS password allows access to the Administrative System.

Do NOT ever write down passwords on paper! Do NOT share passwords with anyone! If a hacker gets a password, an attack can be initiated on the Caldwell servers and network. Access to our servers is the first step in a hacker's ability to steal information or bring down the entire network.

Checking Email Off Campus

Caldwell College email is accessible off campus. From any web browser, such as Internet Explorer, connect to https://mail.caldwell.edu and log in using your network username and email password.

Email Quotas

There is an email quota in place. To work within your quota, please delete unimportant email in the Inbox then delete items in the Drafts, Sent Items and Deleted Items folder (YES, The DELETED ITEMS FOLDER SHOULD BE EMPTIED!).

How to save important email:

Save the email in the My Documents folder:

  1. Open the email
  2. Select File, Save As
  3. Type a name for the email in the File Name window
  4. Click on Save.
OR

Create a Personal Folder

  1. Select Tools, E-mail Accounts
  2. Click on View or change existing email accounts, Next
  3. Click on New Outlook Data File
  4. Select Personal Folders File (.pst)
  5. Click OK
  6. In Create or Open Data File window, select My Documents
  7. Type your name in the ‘File Name’ field, Click on Save
  8. Click on OK
  9. Click on Finish
  10. Scroll down your Outlook Toolbar to find your Personal Folders
  11. Select and drag email to the Personal Folders.

Email Policy

As a reminder, mass e-mailing is prohibited. Due to resource limitations, users are prohibited from sending unsolicited e-mail messages to the entire campus. Please limit e-mail messages to applicable, interested parties only.

Backing up Data

Organize data so the backup procedure is quick and efficient. Some tips:

  • Keep all data together: move all the files and folders/directories to the My Documents folder.
  • Make sure any new files created are also saved in My Documents.
  • Backup all created or modified files.
Media

There are several types of media where data can be stored. Examples of media:

recordable CDs (CD-RW or CD-R)

  • The standard sizes are 650MB or 700MB.
  • A CD can hold more than 2 times the amount of data that a Zip disk can. This is great way of keeping many large files together such as graphic files. This option is possible if the computer has a CDRW drive. To check the PC, look at the front panel of the CD drive. If the word 'ReWritable' is under the words 'disc', then you have a CDRW drive.
  • There are two types of recordable CDs:
    - CDR stands for CD Recordable. Data can only be written (ie, copied) once to a CDR and CDR can be used on any computer with a CD-ROM drive.
    - CDRWs stands for CD Re-Writable. Data can be written and erased much like a floppy or Zip disk. However, not all CD-ROM drives can read CDRWs. Therefore, CDRWs may be limited to computers less than 5 years old.

zip disks

  • The standard sizes are 100MB or 250MB.
  • One Zip disk holds more than 70 times a 3.5” disk can.
    To check the PC, look at the Zip drive of the computer. It is the drive that says word 'Zip' with a number next to it. If the number is 100, the Zip drive is 100MB. If the number is 250, the Zip drive is 250MB

3.5” disks (for folders or documents less than 1.44 mb)

  • The standard size is 1.44MB.
  • They are ideal for backing up individual documents and small folders. When there are a large number of documents in a folder, they might need to be split among two or more floppy disks.

Scheduling Backups

To protect against accidental data loss, create a schedule for the backup process (e.g., every Friday afternoon). Other situations when backups are needed:

  • Before repairs or upgrades are performed on a computer.
  • Before getting a new computer.

Although the IT staff perform a backup before configuring a new computer, it might be safe to backup files on your own. The hard drive of the old computer will be reformatted and files previously saved will no longer be available.

Files to Backup

Backup the following:

  • Desktop files.
  • My Documents folder.
  • Favorites folder.
  • Personal email messages.

For files that were saved in the usual locations:

    Use the Find function to search for files.
  • Go to Start
  • Search
  • Files or Folders...
  • Type the name of file into the 'Search for files or folders named:' field.
  • Click on Search Now. The right half of the window lists the matching files and the paths where the files are stored.
Turning off your computer

Our anti virus software performs proactive, after hours scanning. Please leave your computer on at niork! We recommend people either “log off” or "lock" (CTRL+ALT+DEL/Lght. However, please do not leave the computer logged into the netwock Computer) their computers.

Monitors go into very low power “sleep” modes after 20 minutes of inactivity, so it is not necessary to turn them off.

Software Training

Element K is a web-based training program providing interactive, self-paced courses on software used at Caldwell College. The license is available for faculty and staff. Please contact IT at extension 2222 to register for an Element K account.

Personal Privacy

The Office of Information Technology wants the faculty and staff to be aware that we have the ability to gather information from and about your computer. As technology in general and remote management tools in particular advance, monitoring refined details of PC use can be done with greater ease. The motivations behind the creation and adoption of these advances are increased productivity and decreased down time. For example, remote monitoring tools allow the Office of Information Technology to better fight the outbreak of viruses, apply patches to computers, and detect out of date software or hardware that need replacing. But, with such advanced utilities comes the ability to monitor technology usage in greater depth. Here, we wish to make known that the IT department attempts to self police its use of these technologies in order to protect personal privacy.

In general, the Office of Information Technology makes every attempt to respect your personal privacy. The Office of Information Technology will not attempt to monitor or intervene with any part of an employee’s technological working environment where personal information or privacy issues could be present. Examples of this technological working environment include, but are not limited to, an individual machine, email account, or file share.

Only when there is due cause will the Office of Information Technology investigate an individual employee’s technological working environment. This investigation will not take place until after a reasonable attempt at notification of the employee has been made.

Here, due cause is defined by the College’s Appropriate Use and Ethics Policy or as a situation where a technological working environment is currently inoperable or in a condition that threatens the productivity of said environment or the college community at large. Examples of a due cause situation include, but are not limited to, evidence of viral behavior, hacking, or abuse of network bandwidth.

A reasonable attempt at notification is proportional to the urgency of the due cause situation. In instances were there is an immediate threat of data loss, corruption, or dissemination, the Office of Information Technology may intervene with an employee’s technological working environment without notice. Otherwise, an employee will be given notice prior to intervention from the Office of Information Technology.

Exceptions to the general rule are: 1) When an employee explicitly requests assistance or 2) when authorized by a provision in the Appropriate Use and Ethics Policy.

Information Technology personnel can be subject to disciplinary action for violation of this policy.