August 25, 2008 9:30 am | Author: Jessica Johnson | Filed Under LioNet Policy |
Policy 7.0.0: Targeted Announcements
LioNet has the ability to communicate with specific groups of campus entities through the use of Campus or Personal Announcements by means of a targeted announcement process. In order for this service to be effective, certain procedures are necessary to define communication parameters. Training for use of the targeted announcement process is mandatory.
Procedure 7.1.0: Announcement Types Defined; Distinguished from Email Messages
Campus Announcements are defined as announcements that are sent to the entire University community and appear on the LioNet home tab as content announcements linked within the Campus Announcements channel. Information that qualifies as a Campus Announcement must be of interest to multiple roles, (
i.e. student, faculty and staff). Topics might include: major campus events, weather related or closing information, campus health and safety issues, technology alerts and outages.
Personal Announcements are defined as announcements that are delivered to entity subsets based on selected role, major, course, and/or group attributes and appear within the Personal Announcements channel and/or entity mailbox. By default, Personal Announcements are to be sent for display in the Personal Announcements channel of LioNet. This method should be used for most announcements related to activities or other general information.
Email Messages are messages sent through the official University email system.
Email shall only be used when the announcement requires the recipient to take action, respond or meet a deadline.
Procedure 7.2.0: Announcement Administrators
Announcement Administrator rights will be granted to the Chair of the Intranet Strategy Committee and the Director of University Relations and Marketing. Administrator rights will be granted to others at the discretion of the previously named individuals. Authority to post targeted announcements will only be granted upon completion of a mandatory training session. Training will be provided by the Intranet Strategy Committee.
Procedure 7.3.0: Style Guidelines for Targeted Announcements
Although targeted announcements are “internal” in the sense that they are only received by faculty, staff, students, alumni, and other University related entities, care should be taken to ensure that the text is composed using an appropriate tone or attitude. Targeted announcements are meant to be both informative and cordial in their composition. Blunt statements and brash directives should be avoided. Announcement administrators are responsible for their content. In general, announcements should not be made for activities or events concerning entities, clubs, or organizations not chartered or approved by the University.
Procedure 7.3.1: Images
Images are not allowed in targeted announcements.
Procedure 7.3.2 Targeted announcement guidelines
Each announcement will follow these standard guidelines:
1. Title - the title of the announcement shall be short (limited to 50 characters), but clear enough to convey the subject of the announcement linked to it. Since it is a title, proper punctuation rules apply.
2. Announcement body - the text of the announcement shall be brief, generally around 50 to 75 words, and include all necessary items such as time, location, room, etc. A point of contact (name, department, and phone or University email address) for more information is required. Links to full announcement information are encouraged.
3. “By line” - in addition, a “by line” stating who posted the announcement shall be included within each announcement. For example, Posted Wednesday, April 14, 2007 by Kelly Wilson. The by-line shall be the last sentence of the announcement.
4. Expiration date - all announcements must have an expiration date no longer than seven (7) days after posting or not past the date of the event, deadline or activity being announced.
Procedure 7.4.0: Inappropriate Announcements
Announcements that are fraudulent, harassing, defamatory, obscene, threatening, or in violation of University policies, local, state and federal laws will not be posted. Messages that meet one or more of the previously stated criteria will be removed immediately by the Chair of the Intranet Strategy Committee or the Director of University Relations and Marketing. The announcement administer who posted the inappropriate announcement may be subject to further sanctions through appropriate and applicable University channels.
Procedure 7.5.0: Number of Permitted Announcements
A limit of twelve (12) announcements will be maintained in order to regulate the volume of announcements in effect at any given time.
Procedure 7.5.0: Use of build attributes tab
Announcement administrators may target announcements using the selection criteria available on the “Build Attributes” tab in the announcement process interface.
The following stipulations apply:
1. The use of the “Imported Group” attribute must be handled carefully and used by individuals properly trained.
2. The use of the “Role” attribute shall occur when the announcement affects or is of interest to at least 30% of the role’s members.
3. The use of the “Major” attribute shall occur when the announcement affects or is of interest to students enrolled in the identified major. The use of this attribute requires the posting party to be familiar with the major.
4. The use of the “Community Group” attribute shall occur when the announcement affects or is of interest to entities with a stated interest in the topic as evidenced by their group membership. The use of this attribute is strongly discouraged via the targeted announcements process utility. Announcements of this nature shall be sent via the Community Group Announcement tool by the Community Group leader.
Procedure 7.5.0: Maintenance
Global delete and modify permissions for announcements are available to every authorized administrator. In general, only the chair of the Intranet Strategy Committee and the Director of University Relations and Marketing will use these tools.
August 25, 2008 9:00 am | Author: Jessica Johnson | Filed Under LioNet Policy |
This policy regarding the Calendar is in Draft status. It has not been finalized by the Intranet Strategy Committee.
Policy 8.0.0: Calendar
LioNet has the ability to provide a personal and organizational module through the use of the Calendar tool. The Calendar tool will be used to serve the University and its related entities and must be used for activities related to University functions. Calendar administrators must govern themselves in accordance with the current University’s Computer
Acceptable Use Policy. Individuals who are authorized to use the Calendar tool must go through training provided by the Web Strategy Committee.
Procedure 8.1.0: Appropriate Use
The Calendar set, as a whole, must not promote activities that are illegal, fraudulent, harassing, defamatory, obscene, or threatening. The Calendar set must not violate the rights of others or support commercial activities not associated with the University. The Calendar set must not be in violation of University policies, local, state or federal laws. Individual calendar administrators shall accord themselves in a professional and respectful manner when publishing content.
Procedure 8.2.0: Deactivation Status Enforcement
Other than personal calendars, sanctioned University Calendar sets requested outside of these guidelines will be deactivated immediately. If a calendar administrator or the content is found to be in violation of these guidelines after creation, the Calendar will be deactivated and the calendar administrator will be given written notification of the policy violation. Failure to comply with this policy can result in a mandatory training requirement.
If a calendar administer feels that his or her calendar has been inappropriately deactivated. He or she my follow the process outlined in the
grievance policy (10.0.0)
Procedure 8.3.0: Calendar Types Defined
Procedure 8.4.0: Administration of the Calendar Tool
Procedure 8.5.0: Development of Calendar Sets
Procedure 8.6.0: Administrative Review
August 25, 2008 8:30 am | Author: Jessica Johnson | Filed Under LioNet Policy |
Policy 9.0.0: Group Studio Tool
LioNet has the ability to provide group communities through the use of the Group Studio tool. Groups must be composed of students, faculty, staff, alumni or other University related entities and must be used for activities related to University functions. Groups must govern themselves in accordance with the current University’s
Computer Acceptable Use Policy Group leaders, who are authorized to use the Group Studio tool, must go through training provided by the Intranet Strategy Committee.
Procedure 9.1.0: Group Classifications
Groups must be classified along one of three categories in order to function within Group Studio:
Student Groups may be created only if they are associated with a sanctioned group of students or if the group leader has obtained permission from the Student Activities office. A student group must have a University employee (either faculty or staff) identified as the group sponsor.
University Groups may be created for any University group, i.e., School; Department; Committee; for the purpose of facilitating communications on University issues.
General Groups may be composed of any mixture of students, faculty, staff, alumni, or other University related entities and are often specialized interest groups. A General group must have a University faculty or staff member identified as the group sponsor.
Procedure 9.2.0: Group Types
For the purposes of Group Studio, once a group has been classified as either student, university or general, a group type must then be identified.
A group can be one of three types:
Public groups are open for anyone (student, faculty, staff, alumni, and other University entities) to join.
Restricted groups have membership that is subject to certain criteria. The criteria must be identified at the time the group is requested. Membership of restricted groups will be available without regard to race, color, sex, national origin, religion, disability, or status as a veteran.
Hidden are not displayed in the group category index and do not have a guest view page. Their existence is therefore invisible except to the members and to the system administrator(s).
Procedure 9.3.0: Appropriate Use
The group, as a whole, must not promote activities that are illegal, fraudulent, harassing, defamatory, obscene, or threatening. The group must not violate the rights of others or support commercial activities not associated with the University. The group must not be in violation of University policies, local, state or federal laws.
Individual group members shall accord themselves in a professional and respectful manner when publishing content on the group web site. Members agree not to publish content that is illegal or offensive to other group members and agree to share their user names and e-mail addresses with other members of this group. Members may not use group web sites for the publication or distribution of copyrighted materials or licensed software. Enrollment in a group is at the member’s request.
Procedure 9.4.0: Administration
Groups will be approved and administered by the LioNet Group Administrator. Authority to create groups may be delegated by the Group Administer. Student groups will be administered by the Student Activities office.
Procedure 9.5.0 Group Studio Roles and Responsibilities
Within Group Studio, an individual can be assigned the role of group sponsor/owner, group leader, and/or group member. An individual may have one, two, or three of these roles as associated with their standing in LioNet.
The roles are defined as follows:
Group Sponsor/Owner takes overall responsibility for the group within Group Studio as well as assigning a Group Leader from year to year. The Group Sponsor should be the appropriate university administrator or committee chairperson in charge of the university committee or the faculty advisor of the student group. The Group Owner is responsible for informing the LioNet Group Administrator of changes.
Group Leader can be any of the following: (
(1) group sponsor/owner
(2) committee/organization president or chairperson or
(3) group member designated by the group sponsor/owner.
A group leader is responsible for:
(1) following Group policy and procedures
(2) defining the purpose for the use of Group Studio as appropriate to the Group’s function
(3) assign roles within the group
(4) approve personal announcements, photo and file uploads, as well as link and news article submissions
(5) monitor the use of the group for compliance with the LioNet Groups policy and procedure and the Missouri Southern State University
Computer Acceptable Use Policy.
A Group Member is any individual whom has requested membership and been approved by the Group Leader.
Procedure 9.6.0: Requesting a Group
A request to create a group will begin by using the Group Studio tool within the LioNet portal.
Procedure 9.7.0: Group Status
A group may be either active or inactive. Groups may be inactivated at the request of the sponsor or leader. A yearly review of the existing groups will be conducted. The chair of the Intranet Strategy Committee will appoint a group to review all groups. Groups where the sponsor or leader does not respond to the review will be inactivated. Re-activation will be contingent upon the Group Leader’s ability to comply with provided guidelines and/or attendance in a mandatory Groups training session.
Procedure 9.8.0: Inactive Status Enforcement
Groups requested outside of this policy and related procedures will be denied immediately. If a group is found to be in violation of these guidelines after creation, the group will be inactivated and the group sponsor, leader, or instructor will be warned via written notification of the policy violation. Failure to comply with this policy can result in a mandatory training requirement for the Group.
Procedure 9.9.0: Technical Group Limitations
Exceptions to these Group limitations may be made on a limited basis by the chair of the Intranet Strategy Committee.
1. No more than 12MB of disk space per group for storing photos and shared files photos:
No more than 100 in any group
Max file size - 1024 KB
2. Files:
No more than 100 files per group
Max file size - 1024 KB
3. Groups:
No more than 100 in any category.
No more than 1,000 total
4. Categories:
No more than 50
5. News Articles:
No more than 300 per group
6. Internet Links:
No more than 300 per group
7. Members:
No more than 300 in any group.
8. Maximum groups:
A member may join 30
9. Information Blocks:
No more than 10 on any group guest view page
August 25, 2008 8:00 am | Author: Jessica Johnson | Filed Under LioNet Policy |
Policy 10.00: Grievance Procedure
In accordance with the policies and procedures that govern Missouri Southern as a whole, faculty, staff and students who feel that they have not been accorded their due rights are entitled to grieve the action or lack of action against them. An individual can grieve an action, or lack of action, that was taken against him or her by following the procedures listed in Procedure 10.1.0.
Procedure 10.1.0: Grievance Procedure:
A faculty member, staff member, or student who feels that his or her situation has not been dealt with appropriately should take the following steps. At any point in the grievance procedure a resolution can be negotiated and the parties may end the process.
If at any time during the grievance process the grieving party requires a disability-related accommodation to participate in the grievance procedures, the request must be communicated to the Coordinator for Disability Services at least five business days prior to any meeting or function.
The following steps should be taken in the order listed:
The faculty member, staff member, or student (grieving party) should meet with the Chair of the Intranet Strategy Committee to discuss the situation and determine whether a solution can be negotiated. If the grievance is related to an action taken by the chair of the Intranet Strategy Committee, the grieving party may choose to by-pass this first step and move directly to the next step.
If after meeting with the chair of the Intranet Strategy Committee a resolution cannot be reached, the grieving party can file an internal grievance with the Director of Information Technology Services (ITS). Forms to begin this procedure are available from the office of the Director of ITS (Plaster Hall Room 224D). Alternative formats of these forms will be made available upon request.
Once the grieving party has completed the form, it should be turned in to the secretary for Director of ITS at which point it will be time/date stamped. The Director of ITS will provide written notification of receipt of the form within two business days.
The Director of ITS will then convene a meeting of the Intranet Strategy Committee to review the grievance. This meeting will occur within three weeks of receipt of the grievance. If the grievance concerns an action taken by the chair of Intranet Strategy Committee, the chair will recuse him or herself from the meeting and will not be a voting member concerning the outcome of the grievance.
The grieving party may be asked to attend the meeting of the Intranet Strategy Committee. The grieving party will receive written notification of the meeting day, time and location at least one week prior to the meeting.
If the grieving party is asked to attend the meeting, the grieving party may bring an advocate with him or her.
Upon completion of the meeting, the Director of ITS will provide a written summary of the outcome of the meeting to the grieving party. The grieving party may request a meeting with the Director of ITS to review the outcome.
If at this point the grieving party is dissatisfied with the outcome of the meeting, he or she may request a meeting with the Vice President for Business Affairs.
The Vice President for Business Affairs will review all documents pertaining to the situation and meet with the grieving party within three weeks of the request for the meeting.
The Vice President for Business Affairs will hear the grievance and render a decision in consultation with legal counsel and the President of the University. A written copy of this decision will be mailed to the grieving party within five business days.
The decision of the Vice President for Business Affairs is the final decision for the institution.
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