Why Follow Computer Lab Policies and Procedures?

Purpose

This WIKI explains some of the reasons why it is important to follow Computer Lab policies and procedures, and how to help to promote adhering to those policies and procedures...

Why is it Important to Follow Policies and Procedures?

YouTube Video

If you want to see the visual steps for "Why Follow Lab Policies and Procedures?",
here is a link to a customized YouTube video: http://www.youtube.com/watch?v=gtwZ7BAYWGM

Written Instructions

Below are the written reasons and methods to promote adherance to policies and procedures:

Why are Lab Policies and Procedures Important?

"There is More to it Than Meets the Eye"

When supporting computer systems the overseer (whether for business or volunteering purposes) becomes responsible for its protection and its efficient operation. In this case, the volunteer becomes the "caretaker" of this system, and deals with a lot of issues that are usually "hidden" or "ignored" by the users of the system. This is not to point the blame at the user, but to emphasize the human nature of "out of sight, out of mind".

IT volunteers deal with many "behind the scenes" issues such as computer server backup, running benchmarks, Internet Security, application installation, and user documentation. Therefore, when users or instructors do not properly remove completed files from the computer system, it becomes yet another task that the computer administrator has to "deal with". In fact, the problem becomes compounded when the administrator is not certain whether or not the files are permitted to be removed, and may have to track-down the instructor to get permission to remove the file.

"The Glue That Holds The Lab Together"

Therefore there is a tremendous need for operational mechanisms such as policies and procedures in the church's technical areas. In a sense, these guidelines become the "glue" that holds the church's "system" together. Without policies and procedures there would be duplication, miscommunication, inefficiencies, hurt-feelings, and general chaos.

Policies / Strategies to Ensure a Smooth-Running Computer Lab

The following table displays a comprehensive "system" incorporating a series of computer lab automation and configuration combined with education and reinforcement (combined with policies and procedures) to help "distribute the load" among computer lab administration and computer instructors/end-users:

Strategy	Description
Acceptable Use Policy	A set of general rules for the user to accept in order to use the computer account. Not only should these set of rules be available as a link in the computer resource web-site, but a dialog box should appear with a list of those rules that the user must acknowlege in order to proceed using the computer lab. When implemented, a dialog box will appear on all computer user accounts (upon login) for the user to acknowledge those policy. If the user does not acknowledge adherance to these policies either within 20 seconds, or clicks "NO", or closes the Acceptable Use Policy dialog box, the computer system will automatically log-out the user. Although there is no way of being 100% certain that the user is "truthful" regarding the acknowledgement of the policy, this system does advertise the fact that this computer lab has a "code of conduct" and violation can result in the "loss of privilege" to that account. The program can also be modified or customized for each account (eg. wording of policies for youth as opposed to audults).
Training & Education	An online resource has been created for the Westminster congregation and the Orangeville community to provide comprehensive training on how to use the computer lab. All instructors are required to take an initial AVIT training session that, in addition to other topics, direct the user to this resource in order to follow proper computer usage. It is important to understand that while this lab develops, and training resources are limited, users will need to use this resources to become a self-directed learner - in other words - "learn how to learn"... Here is a link to this online resource: http://matrix.senecac.on.ca/~murray.saul/westminster/computerGuide_training.html Online users can use this resource to "book an initial training session" with AVIT from the comfort of their own home...
Automation (Customized Programs)	Whenever possible, customized programs (called "Bash Shell Scripts") can be written to relieve the burden of rucurring and repetive tasks for both the administrator and instructor/user. Here are a couple of examples of programs already written for the Westminster Computer Lab: Acceptable Use Policy Dialog Box upon user account login Grab Work from workstation accounts NOTE: Failure for instructors / users to follow the correct procedures can result in the incorrect operation of these automated programs. For example, if students over-ride the default directories where their documents are saved, then those applications (Like Grab Work) will not work correctly, and make more work the for administrate to "clean-up".
Positive Training Feedback Loop	A mechanism now exists (in a proactive way) to guide the student towards existing training tutorials (including YouTube Vidoes) to help reinforce correct procedures and understand some of the consequences of not following correct lab procedures. In time, automation (discusses above) can be incorporated to detect non-adherance, allowing AVIT to contact instructors for proactive self-directed training follow-up.

"It Takes a Community to Raise a Computer Lab"

In this exciting and critical phase of the Westminster Computer Lab, ALL participants (not just the AVIT deparment and AVIT volunteers) have a "stake" in the success of the computer lab's success. Therefore everyone taking the time to correctly following the policies and procedures is essential to the growth and success of this unique and special resource!