Group Studio is a collection of tools for information sharing and collaborative work.
It is available to employees and students at Oakton in support of a variety of group efforts, including committees, departments, task forces, student clubs and organizations.
A Group is a revocable privilege. Those using the Oakton network to host a group must recognize that the group represents the College.
Group Studio is limited to internal access only (group calendars may be made publicly available). Users must have an Oakton network account. Please consult IT for other technologies and methods available to reach external audiences.
There are three types of groups: Public, Restricted and Hidden
· Public groups are open to all users and are listed where the public can see them.
· Restricted groups are limited to users who meet some specific conditions, such as membership in a club, assignment to a committee, employment in a workgroup, etc. Restricted groups are also publicly listed but a group leader must approve people applying to be members.
· Hidden groups are not publicly visible and individuals cannot apply to become members.
Faculty, staff and administrators may request a Group for use with any Oakton-related activity. These requests should generally be submitted via the Create Group tab within myOakton/Group Studio. Requesters should be notified of the status of the request within one week. Some requests will require extended time to evaluate, approve and complete.
Staff and faculty requests will be coordinated by IT.
Students may request a group for use with school-sanctioned clubs, organizations and activities. Student groups must meet criteria established by the Student Activities Office and must have the active support of the club or organization advisor.
Student group requests submitted directly to IT will be denied and the requestor will be directed to follow the student process through Student Activities described below.
Student groups must complete and submit a paper request form to the Student Activities Office. The form is available as a pdf from http://www.oakton.edu/resource/stulife or from the Student Activities Office located in room 1430 DP or A160 RHC.
The form asks for the following:
· Identify the student who is to be Group Leader. This student must sign a statement of responsibility and participate in a training program regarding management of Studio groups if deemed necessary.
· Identify the club president (if different from the Group Leader) who also signs a statement of responsibility and acknowledges his or her responsibility as a student leader to manage any and all issues related to Group Studio access.
· Identify the club advisor who agrees to assist students in the management of Group Studio, to actively engage student in problem resolution processes if needed and who agrees to manage the group in the absence of student leadership.
· Requires that the club leader and advisor have reviewed the obligations of the Group Studio policy and understand their roles in administering Group Studio.
Requestors will receive notice of approval or denial via email from the Group Studio manager (or in the case of student groups, from the Student Activities office).
Requests for a group may be not be approved for such reasons as the following:
· The request includes inaccurate or incomplete information.
· A group instance already exists that meets the intended purpose.
· The purpose is deemed to be inappropriate for the Group category.
· The purpose is deemed contrary to College policy.
Requests for groups to be associated with Oakton classes should consult with IT on alternative applications, such as WebCT or other Learning Management Systems or tools.
Any Group may be deleted from myOakton due to a lack of maintenance, content that is out-of-date, or if there is no activity (defined as no usage) in the Group's area or account.
After 90 days of inactivity, the group leader will be contacted to review the status of the group. if there is still no activity for another 30 days and/or the group leader does not respond within 30 days the group will be deleted.
Student groups that are inactive for 90 days will have an email reminder sent to the group leader and the Director of Student Activities (or designee).
All public and restricted groups should have a ‘guest' page with a link to request membership. Those interested in joining should click the guest page's ‘Join Group' button.
In the cases of restricted groups, applicants will have to meet set criteria, such as first establishing membership in the department, committee, club, etc., that maintains the group. Applications to restricted groups are approved by the group's leader(s).
Once accepted into the group, members will find the group listed on their ‘My Groups” tab in myOakton.
Each Group must have at least one Group Leader. The Group Leader is responsible for appropriate use of the Group and its tools.
The Group leader is responsible for:
· Removing offensive material or material that is not consistent with the college policies or a student clubs mission.
· Creating and managing the group home page, including link, article, photo content and the files and announcements available to the members.
· Setting up the group message board with topics and an overall description, and deleting topics, message, or replies as necessary.
· Setting up and maintaining the group online calendar.
· Activating and deactivating members as necessary.
· Assigning permissions to members so that responsibility for any of the above tasks can be delegated.
· Specifying which group tools are available to the group members
A leader may delegate permissions over individual tools to other members of the group. For employee groups, it is allowable to have multiple Group leaders, similar to co-chairs of a committee, but as a rule there should be a clear difference between the leaders and other members so the leaders can address any policy violation issues.
Group leaders should familiarize themselves with the leader guidelines available at http://my.oakton.edu/cps/images/grouptools/g_leader.pdf (also linked from each group's guest page).
ONE student group leader will be designated for each club's group, regardless whether the club itself has multiple leaders. The club advisor will also be designated a leader, as described in the Using Group Studio section above.
Group leaders and members agree to participate in a responsible manner consistent with the policies and procedures of the College.
Group members should 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.
Members of groups understand that a group is not a public forum but is a communication and collaboration tool designed to serve the mission of the College or (for student groups) the mission of the club or organization and to enhance Student Life at Oakton.
Groups must not promote activities that are illegal, that are commercial
and not associated with the School, or that violate the rights of others.
Use of a Group Studio group should be related to the business of the College and generally consistent with its strategic goals. As such, group content must:
· Observe Acceptable Use of Technology Board Policy 1106 http://www.oakton.edu/resource/it/use_plcy.htm and the Internet Acceptable use Guidelines http://www.oakton.edu/resource/it/intaccpt.htm
· Follow terms of Student Code of Conduct (for club groups) http://www.oakton.edu/resource/stulife/studenthndbk.pdf
· Include the following disclaimer in the guest page group information block area:
o "The views and opinions expressed in this group are strictly those of the authors. The contents of this group and the links therein have not been reviewed, approved or endorsed by Oakton Community College.”
· Particularly for public groups, observe copyright and other laws and regulations applicable to Oakton's public web sites and online courses as appropriate. Copyright and Fair Use information is available at http://www.copyright.iupui.edu/
· Make every reasonable effort to be accessible to persons with disabilities, meeting Level One accessibility standards as defined by the W3C-WAI.
Groups violating these policies and guidelines may be subject to immediate suspension of Group Studio access while the violation is referred to the proper Oakton authority.
Groups for student clubs should be Restricted. This will allow interested non-club members to see the group in the public listing and to view the group's guest page but group leaders will manage membership. With Restricted access, leaders can deny access to members of a group who are not using the group tools in a manner consistent with this Groups Policy or are otherwise violating College policy.
The Director of Student Activities or delegate will approve requests for groups for clubs or other Student Activities-related use. Forms requesting permission to form a group are available online at http://www.oakton.edu/resource/stulife or in the Student Activities Office, rooms 1430 DP or A160 RHC.
Club groups should create and maintain a Group Studio guest page that minimally informs visitors of the purpose of the club & group and informs visitors of membership requirements. The guest page should also contain the standard disclaimer (see the Group Content section of this document). Additional uses of the guest page are at the discretion of the individual club.
Club groups must include a faculty/staff advisor and this advisor must have “leader” rights to the group tools.
Student Activities personnel may, at their discretion, add themselves as members to student groups in order to participate in and provide support to groups or to investigate Group Studio-related concerns.
The advisor and the group leader are expected to visit the group studio area for their club minimally every week.
Dissolution of a club's Group instance for lack of activity or other reason does not impact the existence of the club. A club that loses its Group may re-request a new group at a future date, subject again to the approval of the Director of Student Activities.
http://www.uas.alaska.edu/myua/groups.html
http://www.ivytech.edu/helpdesk/cc/ccgroupstudio-common/index.html
http://www.bethel.edu/its/blink/group-studio/guidelines
http://www.raritanval.edu/StudentActivities/Phitheta/members/ptk_group.htm
http://www.acns.colostate.edu/aspx/www.acns/pdf/portal_group_leader_overview.pdf
http://www2.montana.edu/portal/training/groupfeatures.pdf
http://www.mines.edu/academic/computer/policies/trailhead/CSMgroupspolicy.pdf
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