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Procedures and Policies for the ART lab



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Ver 4.0



School of Natural Resources

The University of Arizona

Table of Contents

1        Introduction  1

2      Opening New Accounts. 1

2.1            Access sign up.. 1

2.2            Assigned Work Disk Space. 2

2.2.1                Project work space  2

2.2.2                Personal workspace  2            Windows account personal workspace  2            Unix account personal workspace  3

2.3            Orientation Package. 3

3      Using Accounts. 3

3.1            User etiquette in the ART Lab  3

3.2            Computer Time  3

3.2.1                Advanced sign up   3

3.2.2                “Day Of” sign up   4

3.2.3                User Sign Up "CARS"   4

3.2.4                Late arrivals  4

3.2.5                Idle workstations  5

3.2.6                Unique resources  5            Use of federal computers:5

3.2.7                Logon/Logoff6

3.2.8                Installing Programs  6

3.3            Maintenance Policies. 7

3.3.1                Cleaning up work areas  7            Personal books  7

3.3.2                Back up   7

3.3.3                Error Messages  8

3.3.4                Equipment Failure  8

3.4            FAQs  8

3.4.1                Unix help   8            Unix commands  8            AMLs  8            Backup methods  8

3.4.2                Windows help   9            Mapping Drives  9            Backup Methods  9        Copying to ZIP   9        Burning CDs  9

4      Closing Accounts. 11

4.1            Termination Status  11

4.1.1                End of employment11

4.1.2                Student Graduation  11

4.2            Forwarding Email11

4.2.1                Creating forwarding address  11

4.2.2                Removal of email11            Project email11            Personal email11

4.3            Project Data folders  11

4.3.1                File structure  11

4.3.2                File permissions  11

4.4            Workspace  11

4.4.1                Personal workspace  11

4.4.2                Project workspace  11

5      Role of Principal investigators. 11

6        Definitions  11

7        References  12

8        Appendix  12


1           Introduction

ART Lab computer users should allow common sense and common courtesy to prevail over all their interactions with other ART Lab computer users, this should be the first and foremost consideration.  We should strive to continue to keep the ART Lab an open and supportive learning environment.  However, this being said some simple guidelines are required to maintain a productive and harmonious work environment.  Please read and adhere to the following guidelines.  These policies will be enforced and ignorance of the policies will not be an acceptable defense.

2           Opening New Accounts

The ART lab is not an open access computer lab.  Currently, the ART lab provides two types of computer accounts: 1) Windows and 2) Unix. All users of the computer resources in the ART lab are required to fill out the Computer Access Request form that is available from the systems administrator or on line at  The form will ask for the name of an ART lab sponsor, and your estimated starting and ending dates.  The sponsor may be Phil Guertin, or Craig Wissler.  This form will need to be initialed by Craig Wissler (ART Group Director) before it will be processed.  Any user not having a form on file with the system administrator maybe be unable to access the computers.

2.1         Access sign up

Sign up for access time is via the web using CARS . There is a none reserved computer in room 203 to access CARS, or you can use any web browser to  schedule computers at the ART lab. 

2.2         Assigned Work Disk Space

There are two type of disk space available to users.

1)      Project workspace

2)      Personal workspace

2.2.1   Project work space

The system administrator will assign this disk space.  Requests for project disk space are made by filling out the Project Disk Space Request form available either from the system administrator or on line at  Project workspace should be used only for tasks related to that particular project and not for thesis or dissertation work/data as stated below. If a number of users will be working on a single project, then group can be created to allow several users acces to project files. Requests for new groups should be made by filling out the Group Request form avaiable either from the system administrator or on line at

2.2.2   Personal workspace

Allowable use of the personal workspace will be:

§         Homework

§         Packing/unpacking documents (i.e., scratch space)

§         Thesis/dissertation work

The personal workspace will have a quote as follows.       Windows account personal workspace

For those with Windows accounts you will have a folder with your Windows user name on the x: drive available from all the Windows workstations.  You will be required to navigate to this drive for saving and retrieving your personal work.  You should not use this space for any project work.  Typically, 50 MB is the disk space allocated to each user.       Unix account personal workspace

For those with Unix accounts you will have a directory with your Unix login name.  This directory will be /net/echelon/opt5/home/username.  You will automatically be placed in your home directory when you first login on any Unix workstation. You should not use this space for any project work.  Typically, 50 MB is the disk space allocated to each user.

2.3         Orientation Package

Users will not be provides a hard copy of the ART lab policy manual, but instead it will be expected that you have access to and have read these policies on line at before you are granted access privileges.

3           Using Accounts

3.1         User etiquette in the ART Lab

With numerous users, accessing the computers at almost all times of the day, general courtesy should prevail in the ART lab.  This applies to gaining access to the computers, the general work environment, as well as the continued proper workings of the computer resources.  This section will spell out some of the policies related to these topics.

3.2         Computer Time

There will be two classifications of users:

·        Those working on funded projects

·        Everyone else

3.2.1   Advanced sign up

Advanced sign up is only available for those working on funded projects and are for the weekday hours between and including 8:00 A.M. to 5:00 P.M.  All others (including those who have funded projects, but are not intending to work on such projects for the current session) are not allowed to sign up in advance for computer time and are called “Day Of” users.  Advanced sign up shall not exceed three (3) consecutive hours on any one workstation per day.  Preserving this, there is no maximum length of sign up allowed.

3.2.2   “Day Of” sign up

The “Day Of” users will also use CARS sign up for computer time, but these times will only be for that current day.  They may sign up for a maximum of three (3) consecutive hours at one time.

3.2.3   User Sign Up CARS (Computer Access Reservation System)

An on-line reservation system CARS is used to create and view reservations for computer time in the ART facility.

3.2.4   Late arrivals

If a user is late for their sign up time the workstation becomes available to any and all users for the remaining sign up period of that user.  If a user unable to make the sign up time a quick phone call to the lab system administrator (621-5517) asking that the user’s sign up time be erased (a courteous gesture).  Late is defined here as 15 (fifteen) minutes or more.

3.2.5   Idle workstations

If a workstation is idle for more that 15 (fifteen) minutes the workstation becomes available to any and all users for the remaining sign up period of that user.  Idle is defined, as the processor is not being accessed.  A new user will have the responsibility of systematically closing all open windows and SAVING any and all open files on the IDLE workstation, and logging off the idle user’s account.  This means that if you have a class in the middle of your scheduled sign up time, and you vacate the computer for the class period, you may lose the remaining time on the workstation session.

3.2.6   Unique resources

Users shall sign up for the appropriate workstation for the desired task.  If the user’s task requires a spreadsheet and word processor, the user should not sign up for a workstation that has the scanner.  Users requiring the unique hardware or software resources installed on the Windows workstations (e.g., the DVD writer on burroughs, hobbes, or IWV or the scanner on linnaeus ) will have priority on those workstations.  Please refer to the list of available resources and current software on each workstation on CARS .       Use of federal computers:

Federally owned computers (trumpet and usgsbrd) are primarily for the use of federally employees or those directly contracted with the USGS-BRD Sonoran Desert Research Station (SDRS).  Such users of these computers are encouraged to utilize the digital computer reservation program at ART to schedule their use around other federal employees.


Non-federal and non-SDFS users of the ART facility are not to reserve system time on federal computer equipment.  In the event that the federal computer equipment is idle, users with accounts at ART may access the federal computers for non-billable non-project activities such as reading email or accessing the World Wide Web.  Federal employees and those contracted with the SDFS have priority use of these computers at all times.


3.2.7   Logon/Logoff

All users whether on the Unix workstations or Windows workstations should always remember to logon and logout of each computer session.  When approaching a Windows workstation for access you should always use the Ctrl-Alt-Delete key sequence to invoke the logon window screen.  If you are attempting to use a Unix workstation, click the right mouse button on the desktop and left click “Log out…” to establish a new logon session.  Although it is possible to lock the workstation screen to prevent others from working on the terminal, please remember to unlock the terminal when you are finished with your allotted time and logout.  Forgetting to unlock and logout of a computer session requires the system administrator to unlock the workstation.

3.2.8   Installing Programs

Installation of new programs MUST be approved by the system administrator.  This applies for both the Windows and Unix operating platforms. Please have the source and licensing information available at the time of your request.

3.3         Maintenance Policies

Maintenance on computers is a group effort and begins with the users.  This includes not only file and software maintenance, but also hardware and general up keep of the environment in the ART lab.

3.3.1   Cleaning up work areas

The workstations in the ART lab are not assigned to individual users but instead are shared with many others.  This requires that individual users be asked to clean up around the computer terminals and keep the consumption of food and drinks down to a minimum when working around the computers.  Candy wrappers, drink cans, and such should be placed into the appropriate recycling container.  The eating of meals should really be done away from the vicinity of the computers.       Personal books

Users are reminded that the computers in the ART lab are not assigned to any one user and are shared by all.  Please store your personal books, notes, maps, and other items in your file cabinet drawers (assigned by the individual P. Is.) when not using them for extended periods.

3.3.2   Back up

Individual users are responsible for backing up their own work.  This includes data in your home workspace (drive x) and data that you may have for individual projects (\\famulus\famdata).  The three DVD/CD writers (9.2GB double layer DVD, 4.6GB single layer DVD,and 700MB CD-ROM) on burroughs, hobbes, or IWV are available for backups, as is the Super Disk drive (120 MB) on tomlin (share name tomlin_a). Although system backups are being maintained, these backups are only for catastrophic system losses and are not intended to be a restore option for user error.  See the appropriate section title Backup Methods below for more detailed steps for each operating system.

3.3.3   Error Messages

Error messages that appear on terminals resulting in an impedance to do work should be written down (copied exactly if possible) and forwarded to the system administrator in one of two ways: 1) sent via the on line form or 2) be sent via email to .

3.3.4   Equipment Failure

In the event that you believe a piece of computer equipment is malfunctioning please report this to the system administrator either in person (BSE room 203E) or send email to or via the on line form.  If you believe that there is a risk of fire, call the UA campus police at 621-8273

3.4         FAQs

3.4.1   Unix help       Unix commands       AMLs       Backup methods

The easiest method for backing up Unix files to the 8mm tape drive is to use the command as follows: >tar –cpf /dev/rmt/0 <file name>  .  Here tar is the Unix command for the native tape archive program; the switches c, p, and f signify; create, permissions, and file in that order.  The next set identifies the path to the tape drive device physically attached to each workstation, and finally the path to the file(s)/directory(ies) that you would like to backup/archive.  You may cd (change directory) into the object directory and use a . to signify here, or you can give the absolute path name from your present working directory (pwd) if you would like.  Use the man pages (>man tar) for some more information or see the system administrator for further help.

There is one 8mm tape drive available for use located on sdfs. 

3.4.2   Windows help       Mapping Drives       Backup Methods      Burning CDs

The DVD/CD writer or some times referred to as the DVD/CD burner (so called because the laser beam actually burns/melts the surface of the media to accept your new data) are found on: burroughs, hobbes, IWV, and mcharg. The device can use two types of media: 1)DVDs and 2)CDs of which there are differnt types. 1) DVDs are either single layer (6.4GB) or double layer (9.2GB) as well as DVD-R or DVD-RW. There are "+" and "-" media but don't worry about those right now. Use the software called Nero to start your session and select "create DVD data". Follow the directions to create the data DVD. 2) CD also come in several types; CD-R, CD-RW and "+" and "-". Typically we use CD-Rs which allows data to be record only once to any portion of the CD can store about 700 MB of data; and 2a) CD-RW which allows multiple writes to any portion of the CD which can store about 690 MB. Use the software called Nero to start your session and select "create CD data". Follow the directions to create the data CD.

4           Closing Accounts

Accounts will be closed after 6 months have elapsed from the "end data" supplied on the original application form. Attempts will be made to verify with PIs the validity of the dates before closing any project accounts.

4.1         Termination Status

Accounts will be terminated at the pleasure of the Director of ART

4.1.1   End of employment

4.1.2   Student Graduation

Upon gradutaion students are encourged to notify the systems administrator of ART of thier graduation so that arrangements can be made to gracefully remove home and projects related files

4.2         Forwarding Email

Emails can be sent to a "forward" address for short peiords of time while away from the office, or will be forwarded for a period up to 6 months after closing of your account without prior arrangements with the system administrtor. If longer periods are needed requests should be made to the systems administrator at ART

4.2.1   Creating forwarding address

Creating a forward email account is done in your UNIX home directory. Create a file with the name .forward in your home directory. This file should have but one line, namely our desired email address.

4.2.2   Removal of email

Email removal will depend on whether the content is related to project or personal matters. See listings below for more detail.       Project email

Project email will be kept with the project data only if the systems administrator has been notified that such email exists pior to the completion date of the project. If no arrangements are made the emails will be destoryed when the project is archived.       Personal email

4.3         Project Data folders

Project data folders will be created for each project by the systems administrtor and placed on \\famulus\famdata. The end user should create their own mapped drive letters to thier respective project folders. If you have special requests, please address them to the systems administrator.

4.3.1   File structure

There is no mandatory file structure for your projects nor your own work space (x-files). The internal structure is completely up to the user, although ART does reconmend a three folder structure just below the root level of the project folder of 1) sourcedata 2) distribution and 3) production

4.3.2   File permissions

By default all files will be owned (full read and write permissions) by the individual user assigned to the project, and read permissions will apply to all ART group members. In cases where more than one user is working with a project, a group permissions class will be created giving that group read and write permissions to the files. At no time should a user believe that any of thier files are read restricted from anyone else in the ART group.

4.4         Workspace

4.4.1   Personal workspace

The user’s home workspace (both on Windows and Unix) will be backed up to tape and stored for 3 years, at which time the tapes will be destroyed

4.4.2   Project workspace

The project workspace (both Windows and Unix) will be backed up to tape and stored for 5 years, at which time the tapes will be destroyed

5           Role of Principal Investigators

The Role of the Principal Investigator (PI) here at ART is to provide a contact between the student researcher and the systems administrtion. This includes but is not limited to providing timely notification of new project to come on-line as well as the archiving of completed projects. Also being inguaged with the project to the extent that space requirments and software requirements are easily within grasp

Principle Investigators reserve the right to modify these guidelines in response to extraordinary circumstances that may arise throughout the normal course of events.

6           Definitions

Idle is defined as the processor is not being accessed.

Late is defined as 15 (fifteen) minutes or more.

7           References

8           Appendix


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