CALIFORNIA COMMUNITY COLLEGES CHANCELLOR’S OFFICE
1102Q STREET
SACRAMENTO,CA 95814-HTTP://WWW.CCCCO.EDU
MEMORANDUM -
VIA EMAIL
September 19, 2012
TO: Chief Instructional Officers
Chief Information Systems Officers
FROM: Sally Montemayor Lenz, Dean of Curriculum and Instruction
Academic Affairs Division
SUBJECT: CIV2 Alias List Subscription Information
As referenced in my September 12, 2012 memo: Curriculum Inventory Version 2 – Next Steps below are details regarding the Chancellor’s Office CIO Alias List System, CIO account information for the Curriculum Inventory Version 2 (CIV2) and instructions for granting access to CIV2 for users at your college.
CIO Alias List System
An alias list is a method of distributing information to individuals holding specific positions within the California Community College system. Determining which alias list to use depends on the targeted audience for the message. Alias lists at the Chancellor’s Office are based on predetermined employment positions (i.e. chief executive officers, academic senate presidents, etc.). Anyone who knows the correct email syntax may use most of these lists, although some are restricted. Alias lists differ from list servers in that alias lists are “hard-wired”; the routing must be actually physically added to the email server by an email administrator, whereas in a list server, individuals must subscribe or unsubscribe to a notification system, such as majordomo.
Some advantages to alias lists include being able to email to a generic pointer without knowing the name or email address of the recipient, and allowing more control over to whom the mail goes, as opposed to a list server, where mail goes to all subscribed users. One disadvantage with pointers is that they must be manually maintained and frequently updated to reflect constant personnel changes, as individuals tend to move in and out of the Community College system.
There are essentially two ways to take advantage of these lists: “broadcasting” to a particular group or combination of groups, or using the unique three-digit district/college identifier to target an individual campus, district position, or group of individuals.
You have received this memo because you were identified by your college as an appropriate recipient of
CIO-related communication. Each district alias list email coordinator (typically an IS or MIS staff person)
sets up the alias email address to forward to the appropriate recipient. The recipients for the lists should include all persons interested in the topical area covered by each list but typically should always include the director or manager of any programs covered in any of the topical areas. For example, CIO-all may include all appropriate staff who should monitor the list (receive postings) as recipients. To add, remove, or change your college’s CIO alias list, please contact the IT/MIS office at your college/district and follow local protocol.
CIV2 Alias List Subscription Information Page 2
The following discussion outlines the process by which each college CIO may access CIV2 (account information), change the temporary password, and grant other college users access to CIV2. Please note: for the purposes of this memo screenshots were taken from the CIV2 development site. Upon launch, the “live” version of CIV2 may appear slightly different.
CIO Account Information
The password protected portion of CIV2 launches Tuesday, September 25, 2012. As previously
communicated, the Chancellor’s Office no longer manages the CCC Curriculum Inventory User Directory. As your college’s CIO, you are responsible for managing user accounts and granting Inventory access to faculty and staff. The following steps outline how to access the Inventory and add college users to the system.
Step 1: Access the Inventory at www.curriculum.cccco.edu.
Step 2: Click on Sign In at the top right corner of the site (shown below).
Step 3: In the box labeled Account Information, enter your unique user name and temporary password.
CIO User Name: For CIOs, your user name is the CIO alias email address assigned to your college. The alias convention for CIOs is: “cio###@cccco.edu” where ### refers to the three digit college/district identifier found in the California Community Colleges Chancellor’s Office MIS Data Element Dictionary, and cccco.edu designates the Chancellor’s Office email host.
Change Your Password
Step 4: On the navigation bar click on the Admin tab and select Users.
Step 5: You will see a list of all users with access to CIV2 for your college. Upon arrival, you will be the only user name listed. Under User Edit Link click on the hyperlink with your user name (see red circle below indicating a sample college).
Step 6: To change your password, delete the current password shown as “●●●●●●●●” and type your new password in the Password box. Finally, type your new password again the Confirm password box and click
save.
CIV2 Alias List Subscription Information Page 4
Grant Access to Other College Users
Note: if returning or entering the site for the first time complete Step 4 to access user account information.
Step 7: After changing your password and clicking on Save you will return to the list of all users with access to CIV2 for your college (the Users queue). Click on the New User icon.
Step 8: Enter the First Name, Last Name, User name (email address), and Password for the new user you would like to add. Select yes to mark the user as Active.
Step 9: Determine which access level you would like to give the user. Currently two access levels are available.
Under Role click on the College CIO box to give the user the ability to create, validate, and submit proposals in CIV2. Then click create.
Under Role click on the CI Reader box to give the user read-only access in the Inventory. This user will not be able to create, validate or submit proposals in CIV2. Then click create.
Phased Implementation: Forthcoming are two additional access levels: First, the CI Lead role is similar to
the College CIO role but titled more appropriately for a college user. The CI Lead will have the ability to
create, validate, and submit proposals in CIV2. Once this level is added to the system, you will be able to update individual user’s access level and change their role from College CIO to CI Lead. The second role to be added is the CI Writer which will have the ability to create proposals in CIV2 but no ability to validate or submit proposals. Please note, when these two additional roles come available, additional technical
assistance will be provided by the Academic Affairs Division of the Chancellor’s Office.
The account information for the new college user you created will appear in your Users queue. You may immediately share the user name and password with the new college user. The new college user may enter CIV2 using Step 1 through Step 3 outlined in this memo.
Program and Course Approval Handbook, 5th Edition – DRAFT
The Program and Course Approval Handbook (PCAH), 5th Edition will be published in draft form on the
Chancellor’s Office website under the Academic Affairs Division (What’s New). It will also be accessible via the new Inventory upon launch. This fifth edition of the PCAH reflects “action-driven” proposal development protocols using CIV2 and upon final publishing will replace all previous PCAH editions as well as the User Guide for the CCC Curriculum Inventory published by the Academic Affairs Division of the Chancellor’s Office in September 2010. The fifth edition of the PCAH will reside in draft form as the “live” version of CIV2 site is fully tested and feedback from the System Advisory Committee on Curriculum (SACC) is synthesized.
Public Search Tool
On September 10, 2012 the Public Search Tool portion of CIV2 launched. This is a public search tool and no user name and password are required. The Tool was launched for purposes of editing filter fields and beta testing functionality. Colleges are encouraged to explore using the new Tool and review CIV2 data as presented via the Public Search Tool. Data identified as inaccurate may be corrected or amended via the new Inventory.
CIV2 Technical Assistance Webinar – PowerPoint Presentation Archived
The CIV2 Technical Assistance Webinars held on September 4-6, 2012, were very well attended and we received excellent feedback from college faculty and staff. Consequently, an encore presentation of the CIV2 Technical Assistance Webinar was added to the training schedule and held on September 17, 2012. The PowerPoint presentation used for the webinars can be accessed on the Chancellor’s Office website under the Academic Affairs Division What’s New section or via the following direct link:
http://extranet.cccco.edu/Portals/1/AA/Credit/CIV2_Webinar_9.17.12.pdf.
Finally, on behalf of my colleagues in the Academic Affairs Division, I would like to thank you for your continued support and collegiality as we migrated data and launched CIV2. It has been a collective success that has greatly enhanced our ability to serve California Community College students. CONTACT: Please submit in writing any inquiries regarding this memo to [email protected].
CC: Barry Russell, Vice Chancellor, Academic Affairs, CCCCO
Patrick Perry, Vice Chancellor, Technology, Research, and Information Systems, CCCCO Myrna Huffman, Director, Information Systems Program Support, CCCCO
Academic Affairs Division Staff, CCCCO Julie Adams, ASCCC
