Faculty Frequently Asked Questions
The IT department wants to help our users navigate the transition to the new jCmail (student e-mail) system.
We understand that, oftentimes, students look to faculty to get them answers since they have the most contact with students.
Therefore, we have prepared this list just for faculty so you can help students get the information and assistance they need, as well as to help you get the answers you need.
If you are a faculty member who has a question to add to this list, please e-mail the webmaster.
What should faculty tell students about jCmail if they need help?
If a student just wants to know what jCmail is, please let them know that it is the name for the new student e-mail system.
If a student needs help or assistance with their jCmail account, please send them to the JCSU IT Help Desk.
Students can reach the Help Desk by e-mail at helpdesk@jcsu.edu, by phone on campus via extension 4357(help), or by phone off campus by calling (704) 378-1000 and pressing “5” at the prompt.
You can also visit the Help Desk office, located in Perry Science Hall (SHA) in room 201.
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What about my class list in Jenzabar? When I click on the "collaboration" tab, where do the e-mails from that section go?
The student jCmail e-mail accounts have been uploaded to the Jenzabar Web portal. When sending e-mails to students from the Web portal; e-mails are sent to the jCmail accounts.
Faculty are able to see the e-mail address by looking at the ”Recipients” in the "Collaboration" tab:
Names have been blurred due to privacy concerns.
As you can see from the photo above, student names and e-mail addresses (in parentheses) are listed in the "Recipients" section under "Coursemates."
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What about e-mail being sent from Moodle? Is that being sent to students' old e-mail addresses or their new jCmail addresses? Is this true in all areas like in News Forums?
The e-mail address that the Moodle LMS uses to send e-mail is the one that students provide in their student profile. Therefore, the IT department was not able to update these items automatically.
Therefore, all course instructors who are using Moodle should ask their students to update their student profiles inside Moodle.
Moodle will send out e-mails to whatever e-mail students have in their profiles. If students do not update their e-mail addresses, they may not get class announcements, so all faculty are encouraged to make sure students update their profiles.
The IT department is looking into ways to make this an automated process instead of manual. We apologize for the inconvenience.
How students can check their profile's e-mail address
Students can check and change which e-mail address is linked to their profile by logging in to Moodle.
Once a student has logged in, he or she will see a screen similar to the one below:
Names have been blurred due to privacy concerns.
Scroll the page down until you see "Online Users" in the right sidebar:
Names have been blurred due to privacy concerns.
Click on your profile name in the "Online Users" box (highlighted above) to change your profile. Clicking on your name will bring you to a page similar to this one:
Names have been blurred due to privacy concerns.
Click on the "Edit Profile" Tab (highlighted in the photo above), and you will be taken to a screen similar to the one below:
Information has been blurred due to privacy concerns.
Whatever e-mail address is listed in the "E-mail address" field (highlighted above) is the e-mail address that Moodle will send e-mails to.
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My department has a list built for students in the major, apart from Jenzabar or Moodle. Will we need to update that list?
Unfortunately, you will have to update any lists that your department has created. E-mail will not automatically forward to their new e-mail address.
Fortunately, in order to change upperclassmen's e-mail address from their "old" JCSU e-mail address to their jCmail address, all you have to do is change the "@jcsu.edu" at the end of their e-mail addresses to "@jcmail.jcsu.edu."
If the program you used to create the list has a search/replace function (Ctrl + F in all Microsoft Office applications), you can use that to find and replace instances of "@jcsu.edu" with "@jcmail.jcsu.edu" to update the list.
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Only students have been moved to jCmail, faculty are still using last year's e-mail system. Are these two systems compatible?
Yes, these two systems are compatible. Electronic mail is a standardized format, and all e-mail systems have the ability to send mail to one another as long as they are using this standardized protocol.
If a student tells you that they did not receive an e-mail from you, please ask them to make sure they check both their new jCmail inbox and their "old" JCSU inbox. If they say that they are still unable to receive e-mail from you, please send them to the JCSU IT Help Desk so one of our IT technicians can assist them.
Students' "old" JCSU e-mail inboxes will only remain open for the first half of this semester to give students an opportunity to move their old e-mail over.
After that deadline has passed, the IT department is planning to close those old e-mail boxes to create more space on our internal e-mail server. We understand that this may be an inconvenience for our faculty during this transition phase, and we ask for your patience while we move students over to the new system.
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Am I still able to send meeting requests and have students get them?
As far as appointments, meeting requests and other calendar functions are concerned, all students have a calendar associated with their jCmail account, just like they did under the "old" JCSU e-mail system.
Under the jCmail system, students will easily be able to check their e-mail from their phones, laptop computers or from almost any Web-enabled device. The IT department will release more information about how students can do this as the semester moves on.
Since students may be checking their e-mail in a number of different ways, the way that meeting requests look to students will look different than they look now, depending on how the device interprets jCmail's Internet-based application.
For example, here is what a meeting request from Outlook looks like when a student receives it through a Web browser:
The data is sent to whatever device the student uses to check his or her e-mail, but the meeting requests also use a standard format that works across most platforms and devices, so students should still get these requests just like normal.
If a student tells you that he or she is unable to receive a meeting request from you, please send him or her to the JCSU IT Help Desk so one of our technicians can assist the student.
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Can I still find a student's e-mail address in Outlook?
Most likely. The IT Staff has successfully moved most students' jCmail addresses into the Global Address Book inside Microsoft Outlook.
In order to e-mail a student, or find a student address from your on-campus computer, simply go to: file>new>mail message (or use the shortcut Ctrl + N).
You should see a window similar to the one below:
From there, click in the "To...", "Cc..." or "Bcc..." buttons (highlighted in the photo below):
This will make a new window open. This is the Outlook Global Address List.
Names have been blurred due to privacy concerns.
Almost all students will have two entries in the Global Address List, one right below the other (freshmen don't have "old" e-mail accounts, so they will only have a single entry).
One of those e-mail addresses will be for the student's jCmail address. The other will be for their "old" JCSU e-mail address.
How can I tell them apart?
If you look in the column labeled "E-mail Address," you can tell which e-mail address is their "old" account and which one is their jCmail account. Similar to the mockup in the photo below:
One e-mail address will end with "@jcsu.edu," the other will end with "@jcmail.jcsu.edu."
The listing for the old e-mail address ends with "@jcsu.edu." The one ending with "@jcmail.jcsu.edu" will send the e-mail to that student's jCmail account.
Students will only be able to access their old e-mail accounts for the first half of the fall 2010 semester. After that, they will only have access to their jCmail account, and IT will remove all of the old e-mail addresses from the database. At that time, all students will go back to having only have one entry in the Global Address List.
Faculty are encouraged to send e-mail to both accounts to ensure that the student gets the communication.