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Controller's Guide for FirstClass

I Just Received the Conference I Requested. Now What?

1. Set the default expiration date for messages to an appropriate value (the current default is 30 days for all conferences).
2. On any subconferences you create, check that you are the controller, and set the default expiration.
3. If you have not yet upgraded to the new FirstClass client, version 9.0, we urge you to do so. These directions assume you're using version 9.0.
4. Read the rest of this document, carefully!
5. This document covers the basics of conference management. For more details or answers to questions not covered here, please post in Conference Requests, or Computing Questions.

What does a FirstClass conference Controller do?

Most FirstClass conferences have some person—the "Controller"—who takes responsibility for managing it. The controller of a conference can create subconferences inside the main conference, delete old messages, moderate discussions, or restrict access to particular individuals or groups.

As controller, you are responsible for setting the policies for use, making them known, and enforcing them if necessary (e.g., use of the History feature). You should set expectations, and exercise caution when managing your conference. Simply deleting messages you deem inappropriate, for example, is not recommended. A better approach would be to contact the author, explain your concerns, and then ask her to repost or remove the offending message herself.

Note: As the controller, whatever changes you make to the conference affect all users. If you delete a message, it is gone for all. If you change the window size or rearrange the icons, these too, generally take effect for everyone else.

What can I do with a conference?

A conference is simply a place to put messages or other items, for some group of people to share. Commonly, in a conference you'll find the following:

• Messages: Users can post and respond, utilizing the conference as a digital bulletin board. Replies on a single topic are linked together in a "thread" and topics can be separated into their own subconferences.
• Files: Word, Excel, Acrobat (PDF), image, sound, movie, and other common files can be attached to messages and thus made available to others, in their native format with all formulas and formatting intact.
• Subconferences: You can place conferences inside your conference, and each can have unique restrictions. For example, you might have a class conference, and inside it are subconferences for assignments, discussions, a "drop" for submission of work, etc. Note that each subconference is itself a conference with separate access, permissions, default expiry period, etc.
• Web links: Messages can contain URL's, and thus link to a web page for a course or an off-campus resource.
• Chat Rooms: You can provide a place where two or more online users can converse with each other in real time by typing messages back and forth.

Copyright

FirstClass is a great communication tool. Be sure the text, images and music you use do not violate someone else's intellectual property rights. Check the Copyright FAQ to learn about Fair Use of intellectual property.

How do I request a conference?

To request that a conference be created for you, please open the Conference Requests conference (inside Wellesley Conferences) in FirstClass and read the message called "Instructions for requesting a conference."

How do I request an e-reserve subconference?

If you wish to have an e-reserves subconference for digital reserve materials, you need to request this by posting in Conference Requests. If you are using e-reserves for the first time, you must first contact Susan Hand (x3274), and become familiar with the e-reserve guidelines: choosing material which does not already exist in digital form, material of reasonable page length and excerpt size, PDF naming conventions, scanning procedures, etc.

How are course conferences archived for future re-use?

Two weeks prior to the beginning of each semester, the aliases for courses from the previous semester are removed from the the Courses conference. The original course conference remains on the server. Faculty or other subscribers who have an alias icon for it on their FirstClass desktop can still access the conference. The controller can still subscribe or unsubscribe others to it. Old courses are thus archived, available for future re-use. If you need access to an old course that you no longer have an alias for, please post in Conference Requests. Remember that even in archived conferences, messages will only last for the duration of the expiry period. If you plan to reuse messages and files in a conference, be sure that the conference expiry period is long enough. You will need to set the expiry period separately for every conference within your conferences.

Creating a subconference

The term "subconference" is used here to describe a conference that is within another conference; specifically, a conference that you may want to create within a conference that you control. Note that any subconference created for you or that you create yourself will need to be set up by you with its own set of access rights, permissions, and default expiry. If you change the permissions on a conference, any conferences inside that one are not automatically changed or updated.

To create the subconference:

1. Open the conference inside of which you want to create a subconference. You must be a controller of a conference to create subconferences, and have the "create conference" right (this is assigned by the FirstClass Administrator when you request a conference). If you make other people controllers of your conference, they won't be able to create subconferences unless they too have the "create conference" right. Please post in Conference Requests if you need help with this.
2. From the File menu, choose New > New Conference. A window will open, with templates to choose from. Please select the "Copy View Properties" template, and click OK. You may also choose the "Standard Conference", if you do not want the new conference to inherit the Permissions and View settings from the parent conference.
3. A conference icon will appear in the upper part of the window, named "New Conference." Do not make a new Folder: folders are mainly for organizing your personal items, such as messages in your mailbox. Only conferences can have messages sent to them, set access control, etc.
   

To assign a name to the conference:

1. Click once on the conference to select it (if it is not already selected), then from the File menu choose Properties (on a Macintosh, Get Info).
2. In the Name: field at the top of the window, replace "New Conference" with the name you'd like to give this conference. Note that if a conference is Protected, you cannot change the name until you un-protect it. See "Protecting the conference" below.
   

   Conference Names have a maximum length of 31 characters (including spaces), and must be unique for the entire system. That is, you can't name a conference just Syllabus (unless you're the first one!). You can check the Directory to see if a name is already in use: Collaborate, Directory. Uncheck the boxes for Local and Remote, and you'll see an alphabetized list of just Conferences.

   For class conferences, we suggest the following: use of the course number, section and year in this format: CHEM233-L02-F08 Assignments or CS201-01-S09 Q&A. If the name is too long, once you close this window you'll get the error message, "Sorry, you are not permitted to perform that function."

To change the icon:

1. In the same Properties window just above the Name, click on the icon to change it. You'll be presented with a long scrolling list of icons. When you find one you like, click once on it to choose it.
2. Click OK.

To ensure that you are the controller of the new conference:

1. Your new conference should still be highlighted (selected).
2. Right-click the conference icon (Windows) or CONTROL-click it (Mac). In the pop-up menu choose Permissions. The new conference may have the same Permissions as the parent conference (the one it resides in), including yourself listed as "controller" under Who and Access. If not, add yourself as follows:
   1. Click in the open field below the word Who, type your FirstClass name, then press RETURN or ENTER. If no boxes appear under the words Who, Access, etc., then you do not have the "create conference" right. Please post in the Conference Requests conference if you need help with this.
   
   
   2. To the right of your name, under Access, it will say "Disallowed." Click on the word "Disallowed" and a little drop-down menu will appear. Select Controller from this list.
      
   
   
3. Next, set the default message expiration.
   

Setting message expiration defaults

The system-wide default message expiry for all conferences is 30 days. This means that messages that have been in a conference for 30 days will be automatically deleted by the system on the 31st day. You can change this setting for your conferences. Note that individuals can still set a different expiration on particular messages of their own, regardless of the expiration default setting for a conference.

Messages that are in your mailbox (or inside folders in your mailbox) are set to never expire. We do not recommend moving messages or files out of your mailbox to a conference. The main reason for this recommendation is that the expiry of the object will change to the expiry period set for that conference. Many conferences are set for a 30-day expiry period. If you move a message that is already 31 days old into a conference with a 30-day expiry period, the message will be considered expired and will be automatically deleted when the nightly system audit takes place. As always, be sure to set appropriate default expiry periods on all conferences you manage.

To change the message expiry period:

1. Right-click the conference icon (Windows) or CONTROL-click it (Mac). In the pop-up menu choose Permissions.
2. If the "Expiry" section is not showing, click once on the little black triangle next to the words, "View, Message Options, Approval, Size limit, Expiry" to make this section appear.
   

   

3. To change the default number of days for messages in your conference, in the Expiry section of the Permissions window, click where it says Default (to the right of "Message expiry (days):") and type in the number of days you desire, or click the drop-down menu to select "Never".
4. Now you may close the Permissions window.

"Protecting" a Conference

At the bottom of the the File, Properties window (Get Info window on a Mac), is a checkbox for "Protected." Marking a conference or folder as "protected" prevents anyone (including the controller) from accidentally deleting, renaming, or moving the conference to another location. It also removes the underline from the conference name.

To protect a conference:

1. Select the conference icon
2. Choose File, Properties (Get Info on a Mac)
3. At the bottom of the window, click in the checkbox next to Protected
4. Click OK.

To un-protect a conference:

1. Select the conference icon
2. Choose File, Properties (Get Info on a Mac)
3. At the bottom of the window, click in the checkbox next to Protected (removing the check).
4. Click OK.
5. You now can delete the conference; or to change the name, open the Properties window again as described in steps 1&2 above.

Limiting Access (setting permissions) for your main conference and each subconference

In general, since this is an academic institution bound by an Honor Code, we encourage you to leave your conferences open to all, which makes management much simpler, and this is what the majority of conference controllers do.

Permissions determine who has access to a conference, and what they are allowed to do within that conference. For example, a conference where a faculty member posts assignments may allow all users to read messages, but allow only the faculty member to put new messages into the conference. You only need to list individuals and groups to the extent that specific access control is required. The default access is "Contributor"; in other words, if you do nothing, any FirstClass user can read and post messages in your conference.

You can set permissions for individuals or groups. Permissions are hierarchical, and groups subsume individuals. Because a listed individual may also be a member of a group, you must list all individuals first, then any groups. Further, groups which include other groups should appear lower in the hierarchical list (e.g., Wendy Wellesley should be listed first, then Class2012, then Student, and finally All Users). If any names come after or below All Users, they will be ignored, since All Users trumps any other entry. All Users must always be the very last item in the Who list.

Important note: Permissions do not cascade downward; each conference or subconference is a separate entity. You must explicitly set them (at least check that they're correct) for each subconference you control.

Setting permissions:

1. Right-click the conference icon (Windows) or CONTROL-click it (Mac). In the pop-up menu choose Permissions.
2. Click in the Who box, type the individual's or the group's name (see "Groups" list below) and then press RETURN or ENTER. If no boxes appear under the words Who, Access, etc., then you do not have the "create conference" right. Please post in the Conference Requests conference if you need help with this.
3. To the right of the name, under Access, it will say "Disallowed." Click on the word "Disallowed" and a little drop-down menu will appear. Select the access level you desire for this person (see Commonly used access levels" list below). Note that the list of specific permissions for each access level is visible in the list of icons to the right of each name. Hover your mouse on an icon to see what it represents.

Commonly used access levels:

• Controller - the one or two people in charge of the conference. Only Controllers can change the Permissions on that conference.
• Contributor - for those you want to be able to post and read messages
• Reader - users can only read messages
• Disallowed - often applied to All Users (i.e., everybody other than those you've individually specified) to secure privacy. See example below.

Groups:

There are several categories of FirstClass users available to you, to simplify controlling access. You can enter these group names, rather than individuals:

• FacStaff
• Student
• Class2008, Class2009, etc.
• Davis Scholar, Exchange Student, Foreign Exchange, Certificate
• PostBac, PostDoc
• All Users (must always be the last or bottom entry in the Who list).

To add lots (lists) of names to the Permissions:

If you have many names to add to your permissions that already exist in digital form, you can drag-and-drop them from another file, such as Excel, Word, or a FirstClass message. Open the Permissions window for your conference, and then open the file with the list of names, arranging the windows so that both are visible. Select the list of names (they must in FirstClass format, not email addresses: e.g., Wendy Wellesley, Suzy Student), and then drag them (click and hold) into the Who or Subscribers box. Copy-and-paste does not work. Note that you will have to individually set the Access for each name; they all default to Disallowed.

Creating a resume for the conference

We strongly recommend that you create a resume for your conference. A conference resume is similar to a resume that can be created for individuals with FirstClass accounts. Your conference resume should include information that you would like visitors to know. It might describe the purpose of the conference, the name of the controller, any policies you enforce, special access restrictions, etc.

1. Right-click the conference icon (Windows) or CONTROL-click it (Mac). In the pop-up menu choose Permissions.
2. Click on the button labeled "About" at the top of the Permissions window. A Resume window will open.
3. In the large text area below the formatting tools and ruler bar, type your resume information, and then close the window.

Adding a Calendar

You can add a calendar to your conference, to allow easy scheduling of activities or events. Please see our calendar documentation for details on "shared calendars." Note that if when you attempt to create a new calendar, the New Group Calendar option is greyed out, you need to have an administrator give you the permission to create calendars. Just post in Conference Requests and we'll do it poste haste.

Auto-open messages

You may wish to ensure that visitors to your conference read announcements. You can mark any message as "Auto-Open" which means that when a user looks in your conference, the message will automatically be opened for them. The message will auto-open only once for each reader.

Use this sparingly, as it can be highly annoying, and note that while you can force the message to open, you cannot force the viewer to actually read or comprehend it.

To Mark a Message Auto-Open:

1. Create the message, and send it.
2. Select the message (click once on it), and choose File, Properties (on a Mac, Get Info)
3. In the lower right-hand corner of the window, click in the box next to Auto Open.
4. Close the window, and click on Save.

Attachments to messages

Remind the participants in your conferences that if they wish to attach files to their messages, they should remember four things:

1. Save Microsoft Office files as version 97 or later, to ensure compatibility (File, Save As, Type).
2. Macintosh users should use the proper filename extensions, such as .doc for Word files, .xls for Excel, .pdf for Acrobat, etc.
3. If you are sending an important document, and want to be certain the recipient can read it--regardless of file or application incompatibilities (such as when "dropping" an exam off five minutes before deadline)--attach the file to your message, and copy the text out of it and paste it into the body of the FirstClass message. This ensures that the recipient can at least read the text in the FirstClass message, even if for some reason they cannot open the formatted attachment.
4. FirstClass now allows a maximum attachment filename length of 63 characters, but it will truncate if a name is longer, removing the extension. Shorten your filenames, if necessary.

Quotas

All FirstClass users have disk quotas: 600 MB for faculty and staff, and 400 MB for students. Every message that you send, whether to a conference or individual on- or off-campus, is counted against your quota. If you post large amounts of material to your conference--such as sound clips for language instruction--you may exceed your quota. To check your quota usage, look at the top bar of any FirstClass window for the icon:

There is a simple fix, however. Any time you send a message, a copy is automatically placed in your Mailbox. If you delete this copy the item will still exist in the conference, but it will no longer be charged against your quota.

Also, you need at least as much free space as your upload file requires. That is, if you only have 40M free, you can't upload or send as an attachment a 50M file.

We recommend that once you've posted large amounts of materials to your conference, go into your Mailbox and delete the copies of those items. You should have a copy of original materials backed up on your own computer, anyway. Keep in mind that the material you post to the conference may expire. The default expiration for messages in a conference is 30 days. If you would like them to remain longer, set the message expiration defaults for your conferences.

Note: If you are simply uploading a file to a conference you control--rather than sending a message with an attachment (which is often preferable, as the message can provide some contextual information for the attached file)--you can upload a file into a conference directly from your computer's disk, bypassing your Mailbox, and thus the quota limitation.

Links to web pages

You can enter a URL into any message, simply by typing it in the correct format, (e.g., http://www.wellesley.edu/Computing/FirstClass/firstclass2.html). As you enter the URL, it will appear as normal text. Once the message has been posted, others reading it will see the URL as a blue link, and if they click on it, it will launch their web browser and open the page.

Note that as a Controller (because you can edit all things and files) you do not see this link as blue. You will see the cursor change to the little "hand" symbol when you pass it over a URL, and you can then right-click (hold down the single button on a Mac mouse) and choose Open Link to open the web page.

Another Option is to Make a File Object (icon), which when double-clicked, opens the web page:

Arrange your screen so that you can see both the web page you want in your browser, and the FirstClass conference where you want the icon for this web page to appear. Then,

Internet Explorer:

• Windows: point to the little "e" icon in the Address box, and click-and-drag this to the FirstClass conference.
• Macintosh: point to the circular "@" icon in the Address: box, and click-and-drag to the FirstClass conference.

Netscape Navigator, Safari, Firefox:

This method also lets you assign a name and subject to a bookmark:

• If there is no Bookmarks folder on your FirstClass desktop, File > Open > Bookmarks (After you do this, the Bookmarks folder will be on your desktop unless you delete it. You don't need to repeat this step next time you create a bookmark.)
• File > New > New Bookmark to open a bookmark window.
• Open a web browser to the page you want to bookmark.
• Drag the icon from the address or location bar of the browser to the URL field of the bookmark window.
• Enter an appropriate name in the Name field of the bookmark window. You can enter a subject if you like.
• Close the bookmark window and open your Bookmarks folder on your desktop. You will find your bookmark there.
• Drag the bookmark from your Bookmarks folder to any conference that you control.

Creating a "drop" conference

You can create a subconference where users can "drop" digital files, such as student assignments, completed forms, or voting ballots. The users can place their document in the conference, see that it's there, but neither they nor anyone else (except the Controller or a Moderator) can view its contents.

We use a sort of trick to make this work well, by making the Drop conference what's called a Moderated conference, as if all messages needed to be Approved by the Moderator before they could be read by anyone else, but in this case, they never are approved, simply read by the Controller. If you--as the Controller--want to Summarize these messages (say for ease of editing or grading) you'll have to Approve them first: select the messages, then choose Collaborate, Approve. Note that this then makes them available to others, so "un-approve" them immediately if you don't want them readable by others.

To Create a "Drop":

1. Create a new conference.
2. Right-click the conference icon (Windows) or CONTROL-click it (Mac). In the pop-up menu choose Permissions.
3. You now need to edit the settings here that it inherited from the parent conference. First, confirm that you are listed as a "controller."
4. In the Who list, remove any other individual entries, and then make All Users -- Contributors. Or if you want only certain individuals to be able to "drop" messages here, enter each name and make each one a Contributor, and then All Users--Disallowed.
5. We need to slightly modify the Contributor permission for each person. Over to the right are a sequence of little icons which represent permissions. Follow this row of icons for the person's name (e.g., All Users). The last one on the right looks like a stack of cards with a pair of eyes above. This is the View History permission. Click once on this icon, which will make it turn gray, turning it off. (Contributor permission will also change to "Custom"). See illustration below.
6. If the "Approval" section is not showing, click once on the little black triangle next to the words, "Approval, Expiry, Size limit, Options" to make this section appear. (See circled triangle in image below.) In the Options section, to the right of "Reply Preference:" click on Default, and select Reply Sender. This ensures that any replies go only to the original sender, not accidentally to any CC:'s.
7. Finally, in the Approval section at the top, click in the checkboxes for both "Messages require approval" and "Attachments require approval." Make sure that both are now checked.
8. Close the Permissions window.
   
   

Who can see my conference?

By default, all conferences can be viewed by all users. That is, if they explore the conference structure in FirstClass and dig down through all the subconferences, they can see each conference. They will not be able to open them, however, if they do not have access permissions. And, of course, if they cannot get into a particular conference then they cannot see the subconferences inside of it. All users can see the names of all conferences in the FirstClass Directory but will not necessarily know where these conferences are located.

Note: Do not check the box in the Permissions window labeled "Do not publish in Directory". This will completely remove your conference from the Directory and not allow any messages to be sent to it.

You may wish to make certain of your conferences more readily available to particular individuals, and you can place an icon for your conference onto people's FirstClass desktops. (Because this icon is an alias, people can then move it around on the desktop, rename it, change the icon, or even delete it if they don't care to have it). Please do not treat this as a means of advertising; you should only do this for private conferences where you want a few people to have ready access to it. It is a good idea to notify people when you are placing an icon on their desktops.

All course conferences for a current semester automatically appear in the Courses conference, so students can readily find them there. It is not necessary to "subscribe" students to your conference, unless you feel strongly about forcing it onto their desktops. Remember that students can add an alias for the conference to their own desktops, themselves.

Important: In the "List of subscribers" you may see an Administrator (or possibly, several) already listed. They may appear as "Administrator", a set of question marks ("???"), or an administrator's initials and the abbreviated word 'Admin' (e.g., RA Admin). Do not remove the administrator usernames from the 'List of subscribers'. These administrator created the conference alias(es) and they need to remain in the 'List of subscribers' for that alias to exist. If you remove an administrator's username, the alias may vanish from your and all other subscribers' view. Fortunately the actual conference will not be harmed and the alias or link to that conference can easily be reestablished by an administrator.

To "subscribe" someone to your conference (i.e., place an alias icon of your conference onto their FirstClass desktop):

1. Right-click the conference icon (Windows) or CONTROL-click it (Mac). In the pop-up menu choose Subscribers . . ..
2. Click the Add Subscriber button at the top of the window, enter a name in the Search box, then select the appropriate name, and click Add.

   NOte that currently (November 2007) you cannot drag or paste a list of names into the Subscribers window. This is a bug, and we expect it will be fixed soon. You can, however, as small compensation, now sort the Subscribers names!

Where'd Last Semester's Courses Go?

If you are a faculty member who is looking for your course conference within the Wellesley Conferences/Courses area but don't see it there, please read: How are course conferences archived for future re-use?

 

Internet E-mail Access to a conference

It is possible to open your conference to e-mail from anywhere on the Internet. This can be handy for an off-campus audience, but think hard about the very real nuisance of a great deal of unwanted e-mail ("spam") appearing in your conference, before you open the floodgates. Note that this is one-way only: your conference can only receive email from the Internet, no one without a FirstClass account can read messages in your conference.

To Allow E-mail:

1. Your conference must have no spaces in its name. You may use a "dash" symbol but avoid all other symbols, such as the ampersand (&), question mark, etc. For example, "MUS209 Discussion" would not work, but "MUS209-Discussion" would. This conference name will become part of the email address to the outside world (see number 4, below)
2. You must add a user named Internet to the permissions, and give it Contribute access.
3. You must post in the Conference Requests conference in FirstClass, with "E-mail alias" as the subject, requesting that an e-mail account be set up for your conference: e-mail will be rejected by the system until this step is completed.
4. The e-mail address will be: conferencename@wellesley.edu (e.g., mus209-discussion@wellesley.edu).

Send/Repy from a Conference. As controller, you can send new messages or reply to messages in your conference as if they came from the conference itself, rather than your own FirstClass account. This can be very useful for managing email from outside FirstClass. This can violate the College's Responsible Use of Information Technology Resources policy, however, if sent in an attempt to disguise your identity or post anonymously.

Chat Rooms

Private chats among individuals who invite each other can be initiated at any time. But you may wish to have a Chat Room icon in your conference, to help facilitate group chats, such as for foreign language conversation outside of class time.

A chat icon in your conference makes it easy for anyone in the conference to participate in the chat, without having to be individually "invited." When people are using such a chat area, a red "speech balloon" appears next to the chat icon, to alert others that a chat is in progress.

To have a Chat Room icon in your conference, post a request in the Conference Requests conference making sure to include the exact name of your conference. Faculty can include a request for a chat room with any request for a course conference.

Transcripts: If you want to save a transcript you must plan this at the beginning of the chat. Click the Setup tab and check the Save transcript box so that the transcript file will be stored. When you are ready to save the transcript, File > Save As... and navigate to the location where you would like to save the file. Click Save. All text that was entered since the time you checked the Save transcript box will be saved in a text file that can be opened by a word processor. This can serve as a good record of participation, or the "minutes" of such a conversation.

For more details, see our Chat documentation.

Turning off "history"

By default, the FirstClass system allows anyone to check the "History" of a message, to see who has read it, and when. This can be very useful, but also may represent a privacy hazard. Note that if you turn off history for your conference, the Controller--you--can still view the history of the messages (you can turn it off for yourself, but of course, you could then later turn it back ON). You should make this very clear to the users of your conference, so that no misunderstandings arise. Also, the sender of a message can always check the History of his/her own message, regardless of where it is posted.Finally, the History function is not perfect: there are situations in which it may not provide timely or accurate information. Caveat lector.

To turn off the history for messages within one of your conferences, do the following:

1. Right-click the conference icon (Windows) or CONTROL-click it (Mac). In the pop-up menu choose Permissions.
2. In Who/Access/Permissions, set the appropriate permissions for the users (e.g., Reader, Contributor).
3. Slightly modify the permission for each person. Over to the right are a sequence of little icons which represent permissions. Follow this row of icons for the person's name (e.g., All Users). The last one on the right looks like a stack of cards with a pair of eyes above. This is the View History permission. Click once on this icon, which will make it turn gray, turning it off (the permission will also change to "Custom"). See illustration below.
   
   

Sharing a Contacts List from within a conference

A conference controller can create a list of addresses, called a contact database, inside of the conference. These addresses can be shared by selected FirstClass users who will find the contacts within their own directories. The controller will decide who can update the database and who can not, and any changes made to the list will be reflected for everyone. This is a good way to handle sets of Internet email addresses that are used by a group, especially when the membership of the group and responsibility for maintaining the contact list will change over time.

See the FirstClass FAQ section on "How can I share a Contacts folder with a group", for detailed instructions.

 

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