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Division of Library and Information Services Report to the Faculty, October 2016

Robert Renaud, Vice President and Chief Information Officer National Cyber Security Awareness Month I want to remind faculty that October is National Cyber Security Awareness Month (NCSAM). Although LIS has implemented technical measures to protect the campus network and the information of faculty, staff, and students stored on college systems, we continue to ask our community to exercise vigilance when using computing systems. Faculty are invited to attend NCSAM sessions (http://www.dickinson.edu/info/20198/technology_services/3022/ncsam/2) and to consult the LIS information security webpage for guidance on specific topics (http://www.dickinson.edu/info/20198/technology_services/3016/security). Pat Pehlman, Director, Academic Technology Department Language Exchanges/ Language Support Language Exchanges/Labs/Can8 & Skype Introductions • Japanese x 4 • Spanish x 7 • Portuguese x 1 • Russian x 1 • French x 5 Training/Course Support Academic Technology Staff Members provided classroom instruction and/or in-class support for projects on the following topics: • Wordpress training x 2 • Timeline training • Photoshop training • Public domain resources • iMovie/camera training x 3 Academic Technology Staff Members provided individual consultations on the following topics: • Podcast training x 5 • Social Explorer training • Dreamweaver training x 3 • Wordpress training x 2 • Infographic training x 2

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• Photoshop training x 2 • Final Cut training x 3 • Skype x 3 • Video projects x 5 • Moodle assistance x 15 • Clicker assistance • Online Tutoring • Projection issues x 2 Media Center • FYS Tour - Gaming Stations • Assisted with multiple Skype sessions • Makery table at Farm Frolics • SLR Camera Training x 4 • 3D Printing Training x 4 • Co-hosted movie at the farm GIS • Support for faculty research • GIS presentation and field lab exercises (CHEM) x 3 • Support for field mapping exercise (ROTC) • GIS Presentation and lab exercise (CLST) • Support to Facilities for campus maps x 2 • Support for student senior thesis projects x 2 • Curriculum planning with faculty for SP17 courses Web/Blog Design/Maintenance • Dickinson College Commentary (DCC) design and css additions • Created search and go to section blocks for the Latin grammar content type on the DCC

site • Moved and de-spammed Cumberland County Civil War Wordpress site to House Divided

server • Updated House Divided Wordpress core and plugins

Learning Spaces

• Smart classroom training x 2 Other • Brenda Landis was a guest judge for Idea Fund pre-orientation program "Kickstart

Dickinson" • Moodle training for new faculty orientation

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Jill M. Forrester, Associate Vice President and Director, Enterprise Systems CLIQ Feature of the Month: Enhanced Advisee Lists and GPA Profile If you are an advisor, Advisee Lists now include GPA information about the students you advise. The main Advisees listing includes the student's current GPA. You may also access more information about the GPA by clicking on the GPA button in the toolbar. This will yield the student's GPA from the past three terms, cumulative GPA and a count of U-Grades they may have. Moodle Course Removal – October 28 On Friday, October 28, LIS will be removing courses in Moodle per the course retention timeframe established by the ITS committee. The ITS committee established that courses should be retained in Moodle for four full academic years after they are offered. This allows us to curb the growth of course materials in Moodle. On October 28, all Moodle courses that were offered during the semesters listed below will be deleted. Group, committee, organization, and department Moodle sites will NOT be deleted. • Fall 2011 • Spring 2012 If you have taught a course multiple times, you have likely already moved your course content to a more recent term that will remain in Moodle after October 28, 2016. If you have course content that you wish to preserve, use the resources described below to learn how to archive your course content. LIS is providing several resources to assist you in identifying and analyzing the content of courses eligible for deletion. Beginning on Monday, October 3, you will have access to the Moodle Course Clean-up Dashboard when you log into Moodle. The dashboard provides information by course that will assist you in deciding if you need to archive any portion of the content of a course. The dashboard also will give you access to a set of upgrade and course cleanup FAQs. In addition to the dashboard, LIS has developed an online tutorial that demonstrate how to archive (backup) course content. All Moodle tutorials can be accessed through the LIS Knowledge Base at http://www.dickinson.edu/knowledgebase. Use the Moodle category to view all articles. You can also directly access the Knowledge Base article on backing up and restoring Moodle courses at https://dickinson0.sharepoint.com/KnowledgeBase/_layouts/15/WopiFrame.aspx?sourcedoc=%7B5A808F51-2DF8-41D4-850C-A7C230BE1AB9%7D&file=BackupandRestoreMoodleCourse.docx&action=default&DefaultItemOpen=1. This tutorial can also be accessed from the Moodle Course Cleanup Dashboard. LIS staff members are also available to provide assistance. Contact the LIS Help Desk (helpdesk@dickinson.edu) if you would like to request assistance from a staff member.

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October Activities This past month we were involved in several significant projects. Totara has been installed for HR Services to help them coordinate wellness and professional development events as well as manage the performance review process. The project to implement Raiser's Edge NXT for Advancement has begun with core team member training, system design meetings, and data migration preparation. The Adirondack housing solution was further updated to include additional functionality. Degree Works will also go live shortly. Degree Works will provide students and advisors with clear, color-coded indicators of completed/in-progress/missing requirements. In addition to majors, users will be able to perform audits for certificates programs and stand-alone minors. GPA calculators will be available to help estimate quantitative goals. Upcoming Activities • Oracle Active Dataguard, an up-to-the-moment backup database, has been implemented, but

we will work on utilizing it for additional purposes. • Test additional Banner XE modules. • Integrate OrgSync with Banner for Student Life. • Develop Aetna medical file for HR Services. • Begin data integration activities for Raiser's Edge. • Migrate away from NolijWeb, our document management solution, since NolijWeb will be

discontinued in two years. We will be reviewing different solutions. • General upgrades, such as database and Banner quarterly upgrades. Below are descriptions and status reports for all active projects as well as projects that were completed during summer 2016. Planning and Design Projects in which we are defining the scope and course of action to deliver a solution: • Incomplete Grade Form – We are working with the Registrar’s Office to develop an online

incomplete grade change form, which includes a workflow that starts with faculty initiating the form, gaining acknowledgement from the student and then submission to the Registrar’s Office.

• MyContacts Enhancements – Requirements are being finalized for updating MyContacts in CLIQ, a tool used by Advancement’s volunteers. This update focuses on fine-tuning the constituent exclusions list.

Monitoring and Controlling Projects that are in progress: • Enterprise Reporting:

o MyContacts Pledges (Advancement) o Admissions Outcomes for legacy Applicants (Admissions) o Student Act 153 Tracking (Human Resource Services) o Tax Navigator Reports (Financial Operations)

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o Balance Sheet and Lead Schedule Reports (Financial Operations) • ePortfolio Enhancements – With the addition of department honors data collection in

ePortfolio, we are now developing the back-end structure for how this information will be displayed on the Dickinson website. This project will be completed before the end of the calendar year.

• Course Submissions: rewriting the system in newer technologies to provide a better user experience; enhancing the tools for ADCs.

• Internship Management: enhancing the management tool to allow greater student user functionality and increased staff management.

• Pre-Health Tracking: making minor enhancements to the tool for tracking Pre-Health students.

• Smart Classrooms Information: working on a new system to maintain and display smart classroom information for use by Academic Technology, CASE, and the Registrar’s Office.

• Online Directories: rebuilding various online directories to take advantage of newer technologies and to provide quicker searching.

• Raiser’s Edge Implementation – LIS and College Advancement are working together on a long-term project to implement Raiser’s Edge, a full featured donor/constituent management system. We are currently in the design phase, working with the vendor to define business requirements, software configuration, and data mapping for conversion.

• Peer Tutoring (Tutor/Tutee) Enhancements – Updates to the Advising Office’s Tutor/Tutee tracking tool have been added to the developer’s project queue. Modifications include additional administration features and reporting. The enhancement work will start this fall.

• Application for Degree Tracking Tool – This spring the application for degree was migrated from a PDF form to an online form to assist with information collection. Development is complete for the new tool in CLIQ that assists the Registrar’s Office in managing application data. We are currently in the user acceptance phase and expect to deploy the tool before the end of the month.

• SINE Dossier Tracking – Development has started on a new CLIQ tool that will assist administrators in tracking student progress through the social innovation and entrepreneurship program. The target date for completion is the end of October.

• DAVs Migration to Slate – We are currently working with Admissions to move the Dickinson Admissions Volunteer data into Slate, Admissions’ software that is used to manage information on prospective students and applicants. This project also includes development of a data interface to bring some information from Slate back into our student information system. The completion date for the DAVs migration has been moved to the end of October.

• Totara Implementation – LIS is assisting Human Resource Services with the installation and implementation of Totara software. Totara works with Moodle to provide a learning management system that focuses on professional development and certifications for employees. We are working this month and next to design and configure the software with our vendor. The anticipated go-live is January 2017.

• TimeClock Plus Upgrade – LIS is working with Financial Operations to upgrade TimeClock Pus software which is used across campus for workforce management. Administration training is underway. We are targeting January 2017 for go-live.

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Project Closing Projects that were moved to production and transferred to those who will use it: • Enterprise Reporting:

o Federal Over Awards (Financial Aid) o Student Financial Statement Consent (Bursar)

• OrgSync Implementation – LIS partnered with Student Life to implement OrgSync software. OrgSync is a campus engagement network that connects students and organizations in a private online community. The software is now available to students and staff.

• DC-Reg Enhancements – Developers completed user interface and reporting enhancements to the DC-Reg CLIQ tool.

• Student Volunteer Gateway Widget – Students now see a new widget in the Gateway that displays their current background clearance status for community service.

• “Noted” CLIQ Enhancements –Development of the enhancements to the Noted tool in CLIQ are complete and were tested by the Disability Services Offices. The enhancements, which are now available in CLIQ, enable faculty to view notes that were taken for their classes. CLIQ Custom Lists: added the ability to create custom lists of students in CLIQ and to share these among users.

• Gateway Student Clearances: developed an application in Gateway to help students involved in community volunteer activities to track and apply for clearances.

• Degree Works Implementation – LIS completed working with the Registrar’s office to implement Degree Works, a comprehensive academic advising and degree audit software solution.

Kevin Truman, Director, Infrastructure Systems Department Network Systems New Network Systems and Upgrades • No significant upgrades or changes Network Server Systems New Server Systems and Upgrades • No significant upgrades or changes Telephone Services Moves, adds and changes • No significant upgrades or changes

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Campus Cable TV Services • No significant upgrades or changes Departmental Staff Notes • Keith Hoffman attended the 2016 Microsoft Ignite conference in Atlanta. Trouble Tickets and Work Requests Infrastructure Systems addressed and closed the following number of trouble tickets and work orders since the last report: • Network – 17 • Server – 224 • Telephone – 41 • Cable TV – 7 Eleanor Mitchell, Director, Library Services Department. Archives & Special Collections The Carlisle Indian School Digital Resource Center (http://carlisleindian.dickinson.edu/) Thanks to funding from the Mellon Digital Humanities grant over the past few years, reached two major milestones this past summer. First, undergraduate interns completed the scanning of the two most critical collections of original documents regarding the school, which are maintained among records of the Bureau of Indian Affairs at the U.S. National Archives in Washington, DC. The total number of pages digitized since beginning the project in May 2013 stands at more than 225,000. Second, the interns completed the processing, cataloging, uploading, and describing of 6150 individual student files, the largest single series of records within the two collections. Those files total more than 125,000 individual pages of text – 55% of all the documents about the school that have been scanned – and reflect roughly 5000 hours of combined effort dating back to the summer of 2013. All of that information is now freely available via the website to living descendants and scholarly researchers from around the world, all thanks to the dedicated efforts of more than two dozen Dickinson students and recent alumni. Also over the summer, Jim Gerencser delivered a presentation regarding the resource center at the annual meeting of the Association of Canadian Archivists in Montreal, and he provided updates on the project at the meeting of the Native American Archives Roundtable at the annual meeting of the Society of American Archivists in Atlanta. The project is “going on the road” in October, with Profs. Susan Rose and Jackie Fear-

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Segal traveling to New Mexico to meet with a dozen schools, universities, and cultural institutions to teach about the legacy of the Carlisle Indian School, the resources available through the website, and the opportunities for user contributions to the site. Finally, several members of the project team are planning a trip to Onondaga Nation near Syracuse, New York in early November to again share information about the project with that community and encourage descendants to share their stories and add their voices to the project. To date, the Carlisle Indian School Digital Resource Center website has been by more than 75,000 individuals, and they have collectively viewed over 400,000 webpages. We have also responded to more than 250 research requests from people around the world, assisting family members looking for information about their ancestors, professional scholars pursuing various avenues of research, and media sources seeking images and background information for stories about the school and its enduring legacy. Library Collections NY Times Online College-wide access The library has paid for online access to the New York Times since 2014, however, each person must register for a “group pass” using a Dickinson email address, and you must renew your group pass annually. Unfortunately, this is the system imposed on us by the NYT for institutional access, to ensure that only those currently affiliated with Dickinson have access through our library subscription. The special instructions are posted here: http://libguides.dickinson.edu/specialaccess/ and also linked from the Newspapers “Research Guide” on the library website: http://libguides.dickinson.edu/newspaperarticles/current/localandus “NY Times Educational Resources” are an additional benefit of our campus site license. Teaching and co-curricular materials are available for a wide-range of disciplines. Visit http://NYTimes.com/edu and click the link “Register Now” at the upper right hand corner. From there, follow the instructions to create an account. Questions? Please contact your liaison librarian, or email: library@dickinson.edu Extended Trial of Gender Studies e-book collection from Duke University Press The library is running a semester long trial of the Duke University Press gender studies e-book collection. The book list features 539 titles by authors well known for their work in gender studies, gay and lesbian studies, transgender studies, and queer and feminist theory. Records for these e-books have been added to the library catalog. Smithsonian Global Sound for Libraries Trial through Oct. 20 This online resource provides streaming access to world music archives in Asia and Africa as well as the Smithsonian archives: http://libguides.dickinson.edu/smithsonianglobalsound

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You can submit feedback on this trial at: http://bit.ly/2d0cJAF or by sending email to library@dickinson.edu. New Policy on Book Donations to the Library The library has revised its book donation policy to clarify which materials are and are not appropriate for donation. New or like-new scholarly books published in the last 10 years which the library does not already own in print are welcome. We do not accept print journals and magazines or audio-visual materials (VHS tapes, DVDs). For more details and alternative suggestions on what to do with books and magazines that you no longer need, see the full policy at: http://libguides.dickinson.edu/collections/gifts Copyright & Scholarly Communication Open Access Week Faculty Luncheons Waidner-Spahr Library will be hosting the following faculty luncheons in recognition of Open Access Week 2016. To ensure that we have enough food for all in attendance, please RSVP by Wednesday, October 19 to scholar@dickinson.edu with the day(s) you will attend and any dietary restrictions. Copyright for Users and Producers of Intellectual Property, Tuesday, October 25, 12:00 – 1 pm Classroom 2, Waidner-Spahr Library lower level What constitutes "fair use" of copyrighted materials in educational settings? How can you maintain key rights to your own published work, including sharing it with your colleagues or making it available online? We'll practice using an online tool for analyzing fair use questions, and also discuss your rights as an author and strategies for retaining those rights that matter most. Open for Faculty Thursday, October 27, 12:00 – 1 pm, Classroom 2, Waidner-Spahr Library lower level At this luncheon, librarians will speak briefly about the value of open access for scholarly communication generally, and will provide information about current open access efforts happening here at the college. Those efforts include Dickinson Scholar, the college’s institutional repository, as well as funding provided by the Library to R&D Committee to support open access publishing. Faculty member Karl Qualls will also share his views on open access and talk about his experiences with Dickinson Scholar.

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New in the Dickinson Scholar institutional repository Time Capsules: Unearthing the Complexity of History http://scholar.dickinson.edu/timecapsules/ Time Capsules is a fast-paced approach to some key topics in European history. These videos are meant as broad overviews to lay a foundation for Professor Karl Qualls's classes at Dickinson College and to prepare students for readings and discussions. All viewers are most welcome! Information Literacy & Research Services Information Literacy The library has started an active semester with 67 total information literacy sessions taught as of September 30. Thirty of those were for FYS classes. In addition, we’ve held 166 individual research consultations thus far. Academic Integrity Most of the first-year, new international, and transfer students who were required to complete the college’s Academic Integrity tutorial have done so. The 13 who have not completed it will have registration holds placed on their accounts. The hold will remain until they complete the tutorial in its entirely and notify library staff that they have done so. Online Tutorials Some FYS professors have required students to complete the library’s new online tutorials, available at http://libguides.dickinson.edu/tutorials. All of our 6 tutorials have been used by classes, with “Finding Books in the Waidner-Spahr Library” having been accessed nearly 500 times since the fall semester began. Other popular modules include “Choosing a Database,” “Distinguishing Among Source Types,” and “How to Renew Library Materials Online.” New Research Guides Available • The library has over 40,000 streamed films and over 7,500 DVDs. The Film &

Video Collections guide provides information on how to find films in the library collection, and how to request films. Guidance on finding streamed content on the Internet is also provided. See: http://libguides.dickinson.edu/FilmCollections

• The Newspapers Guide has been completely overhauled and is now organized more intuitively. See: http://libguides.dickinson.edu/newspaperarticles

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• The Career Resources Page has also been completely overhauled and now includes extended information on resources that can help students preparing for graduate school and job interviews. See: http://libguides.dickinson.edu/careers

• A new tab regarding “online persona” was added to the Social Media guide. See: http://libguides.dickinson.edu/socialmedia

• Moodle Best Practices for posting copyrighted material has been added to the Copyright & Scholarly Communication guide. See: http://libguides.dickinson.edu/copyright/moodle

• Several new tabs have been added to the Citing Sources guide: MLA 8th edition (we’ve retained information about the 7th edition), Reference Management software, and links to all style guides with additional samples. See http://libguides.dickinson.edu/citing

Results of Faculty Bibliographic Management Software Survey In summer 2016, librarians surveyed faculty to determine how they use reference management software, which tools they were using, and which features were important to them. The intent was to decide which tools the library should support and how best to support them, and also to determine whether the forthcoming new version of RefWorks would meet the needs of Dickinson faculty. As a result of surveying faculty, we identified the need to develop and/or link to support materials on the library website for Zotero and EndNote, as well as continue to support RefWorks and BibTeX (a tool that allows for the presentation of symbols and formulas for math and science). Librarians will also develop marketing and instructional programs for the new version of RefWorks to coincide with its planned upgrade. Library Events and Exhibits Support for Voters and Voter Registration The library has created a 2016 voter guide which provides information about registering to vote in PA and elsewhere, shows which offices and candidates will appear on the local ballot, and includes links to the party platforms and campaign websites of the presidential candidates. In addition, the library has prepared an Election 2016 book display of most recent publications by the two major party candidates as well as books about presidential elections. Students can register to vote in the library weekdays now through October 11, 7 pm - 9 pm. There are three exhibits curated from archives material from the Dickinson community. Notable Dickinsonians – Selections from Alumnae Papers, in the Archives May Morris room (Lower Level), showcases materials from notable members of the Dickinson community, including James Buchanan. These include photographs, papers, robes, and many other items. Also on the lower level archives area is a small exhibit about the first female students at Dickinson, Metzger Hall (1881-1963). On the

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Waidner side, upper level, the Dickinson School Spirit exhibit includes sports and school spirit memorabilia such as pamphlets, embroidered pillowcases, and scrapbooks. We also have two photography exhibits. War On Food, in the Biblio Café, displays WWII posters about food rationing. The exhibit is a collaboration with a first year seminar class, Clarke Forum, and the Trout Gallery and invites the audience to post responses to questions posed by first year seminar students. Baffin Island – Arctic Adventure 2013, in the Spahr side main level, displays images taken during Dickinson’s geology expeditions to the arctic, supported by alumnus John Pohl ’78. Our website has a comprehensive list of other events and exhibits throughout the library: http://libguides.dickinson.edu/LibraryEvents/home. Featured Databases – Streaming Film Collections Kanopy Streaming provides streaming access to over 26,000 documentary and feature films on diverse topics and your Dickinson login is required for both on- and off- campus access. Films on Demand (Master Academic Package) gives access to over 24,000 additional streaming films across the disciplines. Titles include historical and HBO documentaries, author interviews, and performances from the 1950s - present. Both may be used for on-campus showings by student groups and co-curricular programs for which no admission is charged. Upcoming FaculTeas Join us on Wed. October 12 for our FaculTea with Prof. Sarah Niebler, Real-Time Research: Implications of the 2016 Election. During this FaculTea, Professor Niebler will talk about her research on campaigns and elections and public opinion, focusing on projects specifically related to the 2016 presidential election. She will discuss how she comes up with research questions, how she goes about gathering data, and what individuals and campaigns might learn from her work. On Wed. November 2 our FaculTea will be with Marc Mastrangelo. Andrew Connell, Director, User Services Desktop Services • Closed 496 Tickets (End Aug – End Sept) • Deployed 14 new and used systems to employees, labs, and classrooms • Deployed 114,237 patches and software updates via KACE to 832 Windows and

Mac systems • Replaced 14 Toshiba and Lexmark multi-function printers with the latest models • Minda Tolentino and Isaac Lopp attended the 2016 Microsoft Ignite conference in

Atlanta

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Residential Network Support Annex (RSA)

Training Training Sessions Training Delivery

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Helpdesk 904 tickets were closed by the Helpdesk for 401 Dickinson users. Helpdesk Survey Results

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PaperCut The PaperCut data below represents printing from Students, Faculty and Staff on Toshiba and Lexmark multi-function devices from 4-Sept-2016 to 4-Oct-2016. Usage Details

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Email Filtering Statistics To End of September 2016

Rate Controlled

Bad Recipient Spam Virus Quarantine Tagged Allowed Total

Monthly 209,236 121,652 1,837,215 95,792 2,143 12,635 1,231,391 3,510,064 Cumulative

Annual 6,254,673 963,676 18,360,344 386,890 18,902 160,770 9,501,686 35,646,941

This report provides statistics on how inbound email, that is email received at the college, is filtered to protect the institution from harmful email messages. It should be noted that every email message received at the college is filtered using an automated system, the Barracuda Spam Firewall. Definitions Rate Controlled The Barracuda Spam Firewall Rate Control feature protects the system from spammers or spam-programs (also known as "spam-bots") that send large amounts of email to the server in a small amount of time. When Rate Control is first enabled on the Barracuda Spam Firewall, or after a change is made to the Rate Control threshold, one hundred and fifty (150) unique IP addresses must connect before Rate Control is invoked. Bad Recipient Many spammers attack email infrastructures by harvesting email addresses. The Barracuda Spam & Virus Firewall is able to verify the validity of recipient email addresses through multiple techniques without needing to scan each message. SPAM and Virus All incoming email must pass through all 12 defense layers of the Barracuda Spam & Virus Firewall before any of it can reach the intended recipients. The defense layers grouped into two main classes: connection management, which involves dropping incoming mail connections before receiving messages, and mail scanning, which analyzes messages upon receipt. During the filtering process, emails automatically scanned for new and familiar spammer attacks, viruses, and customized administrator policy violations. These definitions update regularly and automatically. Quarantine Some users have the ability to adjust their personal SPAM settings enabling this feature, this is very limited but a user can enable the ability to stop a message from reaching Outlook but still being available to the user via a web interface.

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Tagged Just like Quarantine, this feature is available to a few users that can actually add a Tag to an incoming message so in Outlook they will see this Tag. Allowed These messages have passed through the Barracuda Spam Firewall and have been determined to be safe to be delivered to campus email accounts.