ISU Web Style Guide
SharePoint Team Sites
The combination of Microsoft Office Outlook 2007 with a Microsoft SharePoint Team site can provide you and your team members with powerful tools and workspaces that will allow you to better communicate, track projects, coordinate deadlines, and work collaboratively to create and edit your documents. The purpose of this guide is to give you a brief overview of what is a Team Site, explain the current Indiana State University policies and procedures concerning obtaining and ownership of a site, and to provide you centralized contact information for potential SharePoint Team site questions.
SharePoint Processes and Procedures
Requirements:
In order to become a Team Site owner, you must complete the training workshop entitled “Technical Training for Professionals SharePoint Team Site: Owners” which is offered through the Center for Instructional Technology (CIRT). This workshop explains the resources available in the ISU SharePoint Services Environment and identifies good practices in taking full advantage of the system.
All Team Site owners must be employees of the university. Student organizations may have a student as an owner along with the university employee as a sponsor of that organization.
Helpful Hints for Owners
- Before customizing your Team Site, think about your purpose and goals in having the site. Be considerate with your use of network resources. All Team Sites have a maximum capacity of 200 megabytes.
- Consider how long the information will be useful.
- Consider including an expiration date on documents, calendar items, and announcements.
- Consider the transfer of ownership and how that will be communicated.
- You are fully responsible for all content posted and who has access to the team site.
Given the nature and the volume of SharePoint, ISU cannot monitor the material posted or transmitted by users. To protect your safety, please use your best judgment when using these Team Sites. We particularly encourage caution when giving users access and the level of access given. ISU reserves the right to delete, move or edit any communications at any time, for any reason or in its discretion, but ISU has no obligation to review or remove any such content.
The SharePoint Services Environment is not a traditional website. It is intended to serve as an internal collaboration tool and should be tied to individual’s MySite and the individual’s Outlook account. The URL or address of the Team Sites will be too cumbersome to remember because the environment is designed to mimic the university structure. Also, MySites/Team Sites will not be viewable from outside the university’s network; therefore, a standard design will be used for all sites. University faculty, staff and students will be required to have Virtual Private Network (VPN) access installed on any computers/laptops that access the network from off campus. Please call the Help Desk at 2910 to have this installed.
User Roles in the ISU SharePoint Services environment
Indiana State University’s SharePoint Services environment defines the roles of users in the following four ways:
- Team Owner: members have complete control over a specific Team Site. Members can create new content elements and sub sites. Team owners also specify access and permissions for other users within that site.
- Team Approvers: Members have permission to edit, create, and approve content. Members of this group can decide whether to approve or reject documents or list items. Items pending content approval are not seen by users unless this group or someone with equal rights approves it.
- Team Member: Members can view, add, edit, or delete content in existing site elements, such as lists and document libraries. In a collaborative setting, team members in this group generally have no reason to create new instances of lists or libraries, but they participate by constantly adding and reading existing content.
- Site Visitor: Users in this site group have read-only access to site content.