Provost Academic Computing Advisory Committee by jolinmilioncherie


									   Provost’s Academic Computing Advisory Committee
                Request for Information
                                    John Campbell
                                   November 1, 2002

About this Document
This document is in response to the Provost’s ACAC meeting of October 29, 2002.
Minutes of that meeting can be found at This
document specifically tries to provide background information on IT Fees, the Microsoft
Campus Agreement, and a summary of the Student Computer Ownership Team’s report.

These topics may be considered related by considering what some have called the
ubiquitous computing movement in higher education. Proponents, often from distance
education or even the open source movement, suggest that when students have access to
computing “any time or any place” they are better poised to develop the skills necessary
to succeed in the information age economy.

One branch of this thinking claims that students who own their own computer have a
different relationship to information age tools than those who use a computer lab. From a
social justice standpoint, there was a growing concern about “have” and “have not”
students. The movement to require students to purchase computers, however, seemed to
stall last year, not only at NAU but also nationally (according to Green (2001), 3.4% of
Universities require students to buy computers). Steve Gilbert and others have noted that
parents and students took administrators to task on campuses where the computer was a
required purchase, but its use was not integrated into the curriculum.

On the other hand, a growing number of schools are trying to offer students who do have
computers as many resources as possible. Most schools have wired their residence halls.
Many schools (over 40%) recommend students purchase a computer. As you will see
below, nine out of 18 of our peer institutions, purchase the Microsoft Campus Agreement
Student Option so that students can purchase productivity software at reasonable prices.
Hopefully members of this committee will find the information below helpful as they
form their own opinions on these difficult, but critical issues.
PACAC Response                                                                              2

An Overview of IT Fees
Casey Green's "Campus Computing 2001" survey shows that 66.1% of public universities
had an IT fee in 2001. The 2002 report is not yet out, but the trend has increased in
numbers of Universities assessing an IT fee.

Fred Estrella sent the following to Sara Bickel, at her request, on September 6, 2002.

    IT Fees at Peer
              Institution                                                     IT Fee Amount
              Ball State           $260/yr Univ. Tech Fee & $100/yr Resident Hall Tech Fee
         Bowling Green                           Tech Fee part of res hall room rate $92/sem
          CSU, Fresno                                                          None specified
         George Mason $42/sem all students; $125/sem res hall for network, cable, local phone
               Miami U.                 $100/sem Resident Student & $18/sem non-resident
            Oakland U.                                                         None specified
                Ohio U.                             Tech fees by college, range $60 to $125
          Old Dominion                     None specified (Part of comprehensive tuition fee)
         Central Florida                                                       None specified
              Delaware                                                         None specified
             Minnesota                    College Equip & Tech Fee, range $50 to $250/sem
                               Computer Network Access Fee, range $25.80 to $77.40/sem
                                                     Full Computer Lab Access, $61.80/sem
               Montana                                                        $6/credit hr/sem
                  UNLV                                                        $4/credit hr/sem
                   UNR                                                        $4/credit hr/sem
          North Dakota                   $50/sem full-time students; $4.17/credit hr part-time
               Vermont                                                         None specified
              Wyoming                                                           $20/semester

An Overview of the Microsoft Campus Agreement
To understand the Student portion of the Microsoft Campus Agreement (MCA), it helps
to first review the main campus license. The parameters of the license are set by
Microsoft, but we purchase through a third-party supplier. There are two costs: the
license fee and the media fee. ITS pays the license fee for the campus. Our decision to do
this grew out of a request from the College of Business and a concern that we had a lot of
illegal copies of MS in use and the campus could face a large fine. The media fee is
simply the cost of duplicating and packaging a CD that contains the software.

Employees can avoid the media fee by downloading the software from the ITS page.
Otherwise the bookstore will sell a set of CD's for $15, as long as you meet the eligibility
PACAC Response                                                                              3

The current Microsoft Campus Agreement consists of Office XP Professional (Word,
Excel, Powerpoint, Access, Outlook), Office for Mac (Word, Excel, Powerpoint,
Entorage), FrontPage, and Publisher.

These products can be used at work or at home, but home use is restricted to NAU related

Visual Studio is also available, but only for campus use only.

Employee Costs

Ricky Roberts has just finished a competitive bid process for next year's Microsoft
License provider. The lowest of the four submitted bids was $46.63 per employee.
"Employees" are faculty, part-time faculty, staff, and graduate students.

The cost for the program for the next year is calculated as follows:

(Full-time + (Part-time/3))*unit_price = 2,640 * 46.63 = $123,103.20

Student Costs

Each responder to our bids was also required to submit their price for us to add students
to the license. The lowest bid yielded a cost of $26.17 per student. We can add students
to our license at any time.

The cost to add students to this year's license is calculated as follows.

(Fill-time + (Part-time/3))*unit_price = (13,246 + (6,661)/3)*26.17 = $404,753.94

Under the MCA, students are not allowed to download the software and must purchase
through a provider (typically the bookstore). The media charges are usually about $7.00,
so purchasing the complete bundle would cost about $40. Of course, schools can charge
back whatever they like: Ohio State, for instance, charges their students $99 for the

One way of stating the above is that we can broker a group purchase for students of these
key Microsoft products for $40. Without our help, the same products cost students about
$280. Another view, however, is that students would be assessed the IT fee each year
and thus continually pay for the license even though they might upgrade only once or
twice during their academic career. Assuming two upgrades in a 4 year career, this
works out to be around $130 versus $560. Students who never upgrade still come out
ahead: $118 ($40 + 3*26) versus $280.
PACAC Response                                                                                 4

The above analysis, of course, is subject to many assumptions; the two most important
being that there is an academic reason to recommend standard software packages, and
students would otherwise have a difficult time acquiring these packages.

Our Peer Institutions

Searching the web for “Microsoft Campus Agreement” (or calling in some cases) yielded
the following results on which of our peers are providing the Microsoft Campus
Agreement (MCA) to staff and students. The list of peers is from NAU’s Planning and
Institutional Research’s web site (

Peer Institution        URL (or phone number)                               MCA for     MCA for
                                                                            Employees   Students
Ball State                     Yes         Yes
Bowling Green    Yes         Yes
CS Fresno                Yes         Yes
George Mason               Yes         No
Miami University,     Yes         Yes
Ohio                    /eligible.shtml

Northern Arizona      Yes         No
University              e.asp
Oakland University,     IT Help Desk: 248-370-HELP (very confused)          No          No
Rochester, MI
Ohio University,         Yes         Yes
Athens, OH
Old Dominion            Could not determine…                                ?           ?
University of Central     Yes         Yes
Florida                 e/ms_agree.html
University of     No          No
Delaware                tml
University of        Yes         Yes
Minnesota, Duluth       pt.student.htm
University of           Talked with Vicki Pengelly (406) 243-2405           No          No
University of           Talked with help desk: 702-895-0777                 Yes         Yes
Nevada, Las Vegas
University of          No          No
Nevada, Reno
University of North     Talked with help desk: 701=777-2222, transferred    Yes         No
Dakota                  to Carol
University of        Yes         Yes
PACAC Response                                                                                 5

University of   Yes          No
Wyoming                ales/Software/default.htm

Notes: University of Delaware participates in the MS Select program but does not appear
       to be a MS campus agreement site. Oakland University’s web site was so
       unhelpful I called their help desk—where a student worker had a difficult time
       with my question. University of Montana is considering the Campus Agreement,
       impetus coming from their College of Business. UNLV help desk stated that the
       administration of the agreement was split between two entities—which was odd
       (nothing was obvious on their web site). University of North Dakota stated that
       NDSU did have the student option. University of Vermont seems to have
       implemented MCA college by college and not universally. The University of
       Montana indicated their College of Business had also initiated an early contract.


NAU Microsoft Campus Agreement Overview:
     This site explains our implementation without the Student Option.

Microsoft Campus Agreement .
      This is the full agreement. It explains that upon graduation students will have
      perpetual license rights, but otherwise the software should be deleted.
      Notification is done at the time the software is purchased.

Rules for using MCA at home:
       This document describes the rules for using these products as a student or at
       home. The following section appeared worth quoting:

       Some institutions choose to recover the cost of student licenses and/or media
       through technology or enrollment fees. The use and amount of such fees is solely
       up to the institution's discretion.

       Students DO NOT own the license or the CDs, rather they are authorized to use
       the licensed software and media pursuant to the terms and conditions of the
       license(s) granted to the institution for the term of the institution's agreement. To
       help facilitate this communication, download the Campus Agreement Student
       Acceptance Form or School Agreement Student Acceptance Form.
PACAC Response                                                                          6

Summary of the Student Computing Ownership Team
(SCOT) Report
A complete record of the SCOT activities can be found at (this
includes President Haeger’s press release changing the requirement to a

Current Data

While we don’t have extensive survey data, Gary Fetter was able to give me the
following breakdown from his team’s effort to supoprt ResNet. From the calls they’ve
made this year we’ve seen the following (some discrepancies exist due to visiting the
same machine more than once).

      Laptop Machines: 122
      Desktop Machines: 243

      Macintosh: 7
      Windows: 357

      Number of Viruses: 56

      Windows 98: 165
      Windows NT/ME/2000/XP: 203
      Maintosh OS8.6/9: 7
      Macintosh OSX: 0
      Linux: 0

While there are rumors of 486 machines with minimal amounts of memory in use by
students, we haven’t run across one yet in our ResNet support efforts. Certainly there
may be a few among the non-traditional statewide population, but even there the numbers
are probably decreasing rapidly. For the past three years, at least, hardware has been
ahead of software and Gary assures me that the vast majority of machines in ResNet
would be capable of running Office XP.

Selected SCOT Issues and Recommendations

The following are selected points from the report. The minimum hardware and software
standards follow in their entirety.

      Over 80% of incoming freshman have computers already. Owning a computer
       creates a different, and richer, relationship with technology. Thus 20% of our
PACAC Response                                                                          7

       students are getting a second-class experience. [The numbers now are well over
       85% of all students, not just freshmen.]
      A key component of SCOT would be to assist students who can’t afford a
       computer through financial aid and computer loaner programs. About $500,000
       in financial aid was identified to be retargeted toward this effort.
      Computer ownership for computer ownership sake is not a worthy goal. A
       computer requirement should be tied to faculty led curriculum changes resulting
       in a well-defined computer literacy requirement.
      Before faculty could be expected to expand the curriculum to include
       technological components, the faculty themselves would need to have rich faculty
       development opportunities.
      The number of instructional designers available to the faculty would need to be
       increased to assist faculty in creating core data rich courses.
      The Academic Computing Help Desk and Learning Assistance Center would need
       additional staff to handle the increased load.
      If open labs are shut down because we expect every student to have a computer,
       then students will need a way to get their computers fixed as soon as possible
       when they break. Other schools have on-site repair facilities (through a vendor)
       or loaner programs to keep students up and running.
      NAU should phase in the program starting with Freshmen and then confirming
       that proposed first-year strategies are viable for 50 UC101 faculty, 8 selected
       gateway course faculty, 40 FYE peer mentors, etc.

SCOT 2001 Minimum Hardware and Software Recommendations

Recognizing that these recommendations will change from year to year, the following
were recommended in the SCOT 2001 report. (These recommendations are essentially
capturing the same recommendations we make informally to students or parents who call
and ask about bringing a computer to campus.)

Minimum Software for a PC

Note other software (especially browser plug-ins) will also be available from the NAU
software web site or from the Internet.

      Microsoft Office 2000 Professional [primarily Word, Excel, and Powerpoint]
       (hopefully available through the campus Microsoft Campus Agreement)
      Email client (available with OS or from NAU’s software web site)
      Internet Browser (available with OS or from NAU’s software web site)
      Acrobat Reader (available from NAU’s software web site)
      Network Associate Antivirus (available from NAU’s software web site)
PACAC Response                                                                          8

Minimum Software for a Macintosh

Note other software (especially browser plug-ins) will also be available from the NAU
software web site or from the Internet.

      Microsoft Office 2000 Professional [primarily Word, Excel, and Powerpoint]
       (available through the campus Microsoft Campus Agreement)
      Email client (available with OS or from NAU’s software web site)
      Internet Browser (available from NAU’s software web site)
      Acrobat Reader (available from NAU’s software web site)
      Virex Anti-virus (available from NAU’s software web site)

Hardware and OS minimums for a currently owned Intel-based PC

      233MHz CPU, 64Mb memory, 2Gb hard drive
      CD-ROM, 16 bit sound card
      28.8 Modem (Ethernet card if you are living in the Residence Hall)
      Printer
      Windows NT 4.0, Windows 98, Windows ME, Windows 2000

Hardware and OS minimums for a currently owned Macintosh

      Any Imac or G3 model Macintosh
      Printer
      Mac OS 8.1 or better

Hardware and OS minimums for a new Intel-based PC

Note that faster machines will hit the market well before the Fall 2002 time when
students are required to have a machine. Hence our advice is to purchase any reasonably
new computer that meets (or hopefully exceeds) the following March 2001

      700MHz CPU, 128Mb memory, 10 Gb hard drive
      CD-ROM, 16 bit sound card
      56K Modem (Ethernet card if you are living in the Residence Hall)
      Printer
      Windows ME, Windows 2000
PACAC Response                                 9

Hardware and OS minimums for a new Macintosh

     Imac or G4
     Printer
     Mac OS 9.1 or better

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