Policies

Official UF policies about acceptable use of computers and networks, copyright, and “fair use” (what you may legally copy, e.g. for use in courses). Most of this is common sense, but you are responsible for knowing it! If in doubt, read on (or ask Zoocomp).

UF IT Policies http://www.it.ufl.edu/policies/

Acceptable Use

Acceptable Use- http://www.urel.ufl.edu/aupolicy/

Copyright

FAQ: http://www.copyright.gov/help/faq/faq-general.html#what

Network Writing Environment: http://web.nwe.ufl.edu/writing/help/web/authoring/citations/

More on Copyright: http://web.uflib.ufl.edu/admin/Copyright/Internet_Sites_of_Interest.html

Fair Use

UF Policy: http://www.it.ufl.edu/resources/copyright/update/media.html

Crash Course: http://www.utsystem.edu/ogc/intellectualproperty/cprtindx.htm


Security

Physical Security

Theft is a reality anywhere, but especially on college campuses. Ensure that you, and your office/lab mates, close your office and lab doors when you are not present.

However, you may forget – or your roommates may – and it only takes a couple of seconds to steal a laptop computer (digital camera, video camera, IPod, wallet …). Zoology has lost about two laptops a year over past few years. Buy a locking cable for your laptop. You can get this online or at a local office supply store or the UF bookstore on Museum Road for around $35-40.

University Police Department provides a free service to the UF community by engraving personal computers, personal electronics, and bicycles with your driver’s license number or UFID. They also provide a personal property registration service which helps you to recover your property if it is stolen.

Computer Security

Keeping your computer up to date with security updates, virus scan, and firewall is your responsibility. UF has a contract with McAfee so antivirus software is free for faculty and employees, at home as well as in the office. If you get a virus or spyware, or someone hacks into your computer and it is detected by UF Security Response team, your computer will lose access to the network and you might have to pay someone to reinstall your system from scratch before it can be reconnected to the network (not to mention that your computer and your data (!!) could be trashed). This is a waste of time for everyone. It is much more efficient to be proactive and keep your computer up to date. If you have questions or doubts about how to keep your computer up to date contact Zoocomp and we can help.

We all get more spam email than we want. Educate yourself about the scams that people are running. If you get an email saying that you won the lottery it is a scam. Be careful clicking links in emails. Some links take you to malicious web pages to infect your computer, or steal passwords and personal information. Learn how to protect yourself at http://infosec.ufl.edu/athome/idtheft.shtml.

Your Gatorlink Password is not to be shared. You can be held liable for what others do with your username and password. Guard it and keep it personal. If you need to share data with someone else contact Zoocomp and we can help you setup a shared folder on the server or make other recommendations.

For more information on these and more topics, visit: http://infosec.ufl.edu/athome/


Getting Access to the Network

There are two ways that individuals access the network.

Wired Connection- This requires you to bring your computer to Zoocomp and have us register your computer on the network. We record you username, office location, and computer information and submit this to CLAS. This process might take as long as 24 hours before you have access after registering.

Wireless Connection- Currently wireless has very limited access in Bartram and Carr Halls. The courtyard in front of our building does have a good wireless signal. When you connect on UF wireless you are prompted for your Gatorlink username and password before you can access the network. Bartram and Carr are scheduled to have wireless installed in 2008.


UF Resources

UF VPN- The VPN provides access to UF network from home or the field. It does require that you have an internet connection. Software can be obtained at no charge from http://net-services.ufl.edu/provided_services/vpn/

library Access away from campus- http://web.uflib.ufl.edu/access.html

UF HPC- Information on utilizing UF’s High Performance Cluster can be found at http://www.hpc.ufl.edu/

Poster printing- Two locations on campus provide poster printing services, the Computer Science Lab and the Architecture Lab.

Computer Science instructions can be found at http://agenetwork.phhp.ufl.edu/training/circa_poster.html or

Architecture Lab http://labs.circa.ufl.edu/architecture.php

Tips for Printing Large-Format Posters at the Architecture Lab

Go to the Architecture lab early in the morning or on the weekend to print out! Busiest time is 10 am-2 pm, M-F.

Ask for help from the students working there.

Do NOT allow them to turn your poster into a “jpg” (graphic format) file before they send it to the printer, as this makes the font blurry.

Printing can take anywhere from 20 minutes to 3 hours, depending on how many jobs are ahead of yours in the queue.

Be aware that some colors don’t print out as you would expect based on how they look on the monitor. If you choose a blue color that is close to the purples on the color scheme in power point, for example, it prints purple on the plotter (the large-format printer). Pick colors closer to the left on the blues.

Make sure you know your gatorlink ID and password, or you won’t be able to print!

COSTS about $3, this will be charged directly to you.

Hint- Take a cardboard tube (old wrapping paper tubes are the perfect size for this) with you in which to store your poster. This protects it until you have a chance to laminate it, if you will be laminating. It may not be worth laminating ($40-100+, at Kinko’s, BMS, Target Copy, or the Department of Occupational Therapy).


Zoo Resources

Authenticating with Gatorlink

When challenged for a username and password for any Zoology computer resource you will log in with your Gatorlink username and password. With the exception of logging into computers, when you are asked for a username and password, enter it as ufad\yourusername and enter your password in the password field.

If the above procedure does not work there is a troubleshooting page at http://www.zoology.ufl.edu/RESOURCES/zoocomp/classaccess.html

Grad Lab

The Zoology department provides 4 computers for graduate student use. These computers are in the McEdward Lab which is in Carr 611 and can be accessed using a code. If you need access contact Pete in the Stockroom (Bartram B10). These computers have the following additional software installed: MS Office 2003, Adobe Acrobat Professional, Matlab, SPSS, SAS, R, Sigma Plot, and Photoshop. There are also scanners and printers available in this lab.

Printers

For Windows based PCs, click the start button and then click run. Paste \\zoo-pserve.ad.ufl.edu into the run field and click ok. If you are asked for a username and password use the instructions above. A window will open with a list of folders and printers. You can double click on any printer to install it on your computer. Most students will use the printer named gradlab which is in the mailroom (Bartram 217). You might also use one that is for your lab.

For Mac and Linux users, visit http://www.zoology.ufl.edu/printers to get a list of printer hostnames. You will have to login to access this page. If you need assistance contact us and we will help you install

Importance of backing up your data

This is critical. Laptop and desktop hard drive failure is more common than anyone wishes. When you backup your data to your personal file space, this gets backed up by Zoocomp nightly thus ensuring that if you lose your hard drive you will not need to start from scratch. ZooComp will be happy to consult with you and potentially help you write a script that will make backing up a snap. When backing up you only need to backup local email and files, not your whole hard drive. Keep your data organized so that everything is in one place and it is easier for you to find your data and backing up is easier.

File Space

All users are given server space to backup their personal data. This space should be used for data and not for music, movies, or non research related images. To access your personal space, use the instructions below.

Windows users- click start and then run and paste \\zoo-triarch.ad.ufl.edu\users\username into the blank and choose ok. Substitute your Gatorlink username for the username above. If you are prompted for a username/password, use the section above “Authenticating with Gatorlink”.

Mac users- go to Finder and choose Go and Connect to Server. In the blank, paste smb://zoo-triarch.ad.ufl.edu. When challenged for a username enter your Gatorlink username and password. Use UFAD as the domain. The next window will ask which share to connect to, choose users. A window will open listing user folders. Choose the folder with the same name as your Gatorlink username.

Personal web space

All users have personal web space set up and this can be accessed by the following instructions.

Windows users- click start and then run and paste \\zoo-triarch.ad.ufl.edu\personal into the blank and choose ok. If you are prompted for a username and password use the section above “Authenticating with Gatorlink”. Choose the next folder by your role (Faculty, Grad, or Staff). You will then see a folder with the same name as your Gatorlink username. This is where your personal space is located. Name your home page index.html.

To see the page from the web go to http://www.zoology.ufl.edu/personal/faculty/username or http://www.zoology.ufl.edu/personal/grad/username.

Mac users- go to Finder and choose Go and Connect to Server. In the blank paste smb://zoo-triarch.ad.ufl.edu. When challenged for a username enter your Gatorlink username and password. Use UFAD as the domain. The next window will ask which share to connect to, choose personal. Choose the next folder by your role(Faculty, Grads, Staff). You will then see a folder named the same as your Gatorlink username. This is where your personal space is located. Name your home page index.html.

To see the page from the web go to http://www.zoology.ufl.edu/personal/faculty/username or http://www.zoology.ufl.edu/personal/grad/username

NVU is a free and user friendly program for web page design. There are versions for most operating systems. NVU can be downloaded at http://nvudev.com/download.php


Email

The Basics

Email Quotas:

UF (Gatorlink) email has a 150MB quota

CLAS (zoo) email has a 500MB quota

Total email size is limited to 5MB; this means that the largest attachment that you can send or receive is around 3.5MB. If you need to send attachment larger than this you can use a personal account such as Gmail. Gmail has a 15MB limit on attachments. Other methods of sharing large files include using your personal web space or services like yousendit.com. If you are collaborating on a document contact us for other alternatives.

Web Mail- only UF email offers web based email at this time. This can be accessed at https://webmail.ufl.edu/

Addresses and Forwarding

To change your CLAS (zoo) email forwarding go to http://www.clasnet.ufl.edu/accounts/forward.shtml

To change your UF email forwarding go to http://service.gatorlink.ufl.edu/modify/email_forwarding.cgi

Be careful not to create a forwarding loop where email from both accounts forward to the other account. This will prevent you from getting any email. For more information on email loops go to http://www.clasnet.ufl.edu/howto/FAQ/#loop.

UF email policy does not allow email to be forwarded to personal accounts like Gmail or Hotmail. You should use your UF or Zoo email account for all university correspondence. Your UF email can be forwarded to your Zoo email account. You Zoo email can be forwarded to an external personal account.

How to setup an email client

Thunderbird is the preferred email client for UF. Thunderbird can be downloaded at http://www.mozilla.com/en-US/products/

Zoo Email http://www.clasnet.ufl.edu/howto/imap

UF Email http://help.gatorlink.ufl.edu/email.html

Email Tips:

* The INBOX needs to be kept small. Do not use this for long-term storage of email messages. Do not keep more than 200 messages, or the last couple weeks' worth of correspondence here. File messages you need to keep to another folder.

* Make sure your Trash is set to auto-empty. Do NOT use the Trash for long-term storage, lest you find the server auto-emptying it when you get close to your storage limit.

Email Listserves CLAS vs. UFL

Because of the restrictions on CLAS email lists (zoo-fac, zoo-grad, zoo-visitors) such as tiny attachment limits and inability to send from non-zoo accounts, we have decided to create new lists on the University listserv.

CLAS/Zoology Email Lists: Old Lists

There are four CLAS email lists that that are commonly used to communicate within the department.

zoograd@zoology.ufl.edu is an address that will email to all grads and post docs in the Zoology Department.

zoofac@zoology.ufl.edu is an address that will email to all faculty members in the Zoology Department.

zoostaff@zoology.ufl.edu is an address that will email all staff in the Zoology Department.

zoogroup@zoology.ufl.edu is an address that will email all members of the previous three lists.

Tips for CLAS/Zoology email lists:

You have to be a member to send. This means that if you send from your hotmail or other non UF email account the message will bounce.

Attachments are limited to 40KB. Most attachments are larger than this and will cause your message to be undeliverable.

Email must be sent in plain text format. HTML email will prevent your message from being delivered.

UFL Listserves

What are the new lists called?

Zoology Email Lists

zoofac-l@lists.ufl.edu: tenure-track, emeritus, and FLMNH faculty.

zoograd-l@lists.ufl.edu: graduate students

zoopostdocs-l@lists.ufl.edu: postdocs, adjunct and visiting faculty

zoostaff-l@lists.ufl.edu: departmental staff

zoogroup-l@lists.ufl.edu: all members of the above lists

zooacad-l@lists.ufl.edu: all faculty, graduate students, postdocs, and visitors

Botany Email Lists

botfac-l@lists.ufl.edu: Botany Faculty

botgrad-l@lists.ufl.edu: graduate students

botpostdoc-l@lists.ufl.edu: postdocs

botstaff-l@lists.ufl.edu: departmental staff

Combined Email Lists

biofac-l@lists.ufl.edu: all faculty from Botany, FLMNH and Zoology

biograd-l@lists.ufl.edu: combination of botgrad-l and zoograd-l lists

biopostdocs-l@lists.ufl.edu: combination of botpostdoc-l and zoopostdoc-l

biostaff-l@lists.ufl.edu: combination of botstaff-l and zoostaff-l

To send to any of the UFL lists just send an email to the appropriate address above. Delivery to the list has been averaging about ten minutes from the time that a message is sent until it is delivered to list members’ inboxes.

There is still a 5MB attachment restriction on your email account so if you need to share an attachment with any of the lists that is larger than 5MB contact biocomp-l@lists.ufl.edu and we can help.

What are the benefits?

What does this mean for CLAS email lists?

The CLAS lists have to be maintained for official communication from the dean’s office, so they will still be around, but we recommend you use the new lists. Only one address per individual will be subscribed to the CLAS list. If you are subscribed with your zoo email and send from either your ufl or zoology email addresses the message will bounce.

Software

Special Pricing and Site Licenses

A full list of software for which UF has some kind of site license is at http://www.software.ufl.edu. If you need to order something from this list contact us.

Virus Scan can be obtained for free at http://www.software.ufl.edu/mcafee/.

MS Office and MS Windows Operating Systems

Office and Windows are available to all employees of UF. If you receive a paycheck from UF you are considered an employee. All employees are entitled to a work at home copy of XP or Vista and Office 2003 or Office 2007. To obtain your copy take your GatorOne card and a paystub to the bookstore. The bookstore will charge a small fee for the media.

The grad machines in the McEdward lab have the following software installed: MS Office 2003, Adobe Acrobat Professional, Matlab, SPSS, SAS, R, Sigma Plot, and Adobe Photoshop.


Research and bibliographic tools: web-based and other

Bibliographic software

UF does not have a site license for End Note. It can be purchased from the UF bookstore for around $100. Free online training can be found at http://www.endnote.com/training/.

Zotero is a free alternative. More information can be found at http://www.zotero.org/

ISI web of science (available on campus, or via VPN) A tutorial on WOS can be found at http://scientific.thomsonreuters.com/tutorials/wos7/

Other library access tutorials can be found at http://www.uflib.ufl.edu/jgs/hand2.htm

JSTOR Tutorials can be found at http://www.jstor.org/about/tutorials/

Google scholar tutorial can be found at http://scholar.google.com/intl/en/scholar/help.html main page http://scholar.google.com/

UF library e-journals http://web.uflib.ufl.edu/journals.html

For information on DOI (A DOI name - a digital identifier for any object of intellectual property) visit http://www.doi.org/index.html. To resolve a DOI name visit http://dx.doi.org/.