<![CDATA[<p>What are the membership rules and guidelines for coordinators of <STRONG>web</STRONG><EM>Café</EM> rooms for student organizations?</p><p><span id="bodyfont"><p><strong>MEMBERSHIP</strong></p>
<p><strong>web</strong><em>Café</em> is not a public Web site, but rather a private space for members of an organization to share files, discuss activities, and work on projects. For clubs, only users with current Wharton Computing accounts can be members. Spouses or partners of Wharton students, or students at other Penn schools, are not eligible for membership in a club's <strong>web</strong><em>Café</em> room unless they are currently taking Wharton classes. Alumni access is not possible for non-course rooms (and is only available in course rooms for specific alumni involved in teaching).</p>
<p>Currently, clubs are expected to handle room membership on their own; students should contact the club's officers, rather than our team, if they need access. By way of explanation, after several months of planning the WGA has just recently begun making data available to Wharton Computing for testing of future automation projects, and the Wharton Council has proposed a similar exchange of data; however, it's not clear yet whether this automation will eventually include <strong>web</strong><em>Café</em>. Also, particular clubs may choose use their <strong>web</strong><em>Café</em> room just for officers or selected tasks, rather than for access by every club member. </p>
<p>Coordinators may provide membership in a club's <strong>web</strong><em>Café</em> room to up to 2000 Wharton users using the procedure shown in the <a href="http://webcafe.wharton.upenn.edu/guide/ManageMembers.html">Managing Your Room's Membership</a> tutorial. Because of that limit, it is not possible to include every undergraduate student as a member of a particular <strong>web</strong><em>Café</em> room. If your room is open to all MBA students, this means that approximately <strong>350</strong> additional Wharton users involved in current teaching -- undergraduates, executive MBA students or faculty members, plus at most one or two administrators -- may be added.</p>
<p>We do not automatically add visiting MBA exchange students to rooms that are open to full-time MBA students. Also, the MBA Program for Executives (sometimes known as WEMBA) is considered separate from full-time MBA students, so those students are also not automatically given membership; a club can manually give MBA Exec students membership as described in the <a href="http://webcafe.wharton.upenn.edu/guide/ManageMembers.html" target="_blank">Managing Your Room's Membership</a> tutorial. </p>
<p> <strong>*** VERY IMPORTANT NOTE: Please do not use "Select All" or choose any Groups. Adding a Group may result in deletion of your room from web</strong><em>Café</em>.</p>
<p><strong>POLICIES AND COORDINATOR DUTIES</strong></p>
<ul>
<li>Any club room established Fall 2006 or later has a storage quota of 512MB. Please contact the <strong>web</strong><em>Café</em> Classic Team with any questions about your club's current storage utilization.<br />
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</li>
<li><strong>web</strong><em>Café</em> is not provided as archival storage; you should use CD-R or other offline media for that purpose. Coordinators should ensure that all files in an organization's room are there for current collaborative use or use as reference material (as opposed to files that will never be opened, but just there as an archive).<br />
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</li>
<li>Large copyrighted media files, such as DVD rips, directories of every uncompressed photo from a camera, etc., may be deleted from <strong>web</strong><em>Café</em> without announcement. Coordinators should ensure that the organization's room is not used for file sharing of this type; we have advice on linking to <a href="http://supportcenteronline.com/ics/support/default.asp?deptID=658&task=knowledge&questionID=1321" target="support">photo</a> and <a href="http://supportcenteronline.com/ics/support/default.asp?deptID=658&task=knowledge&questionID=642" target="support">video</a> sharing services.<br />
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</li>
<li>Clubs must avoid compiling professors' materials from current or past <strong>web</strong><em>Café</em> rooms for courses, including mid-terms and final exams. Access to course materials in a club room will be made available to faculty and for ethics code inquiries upon request.<br />
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</li>
<li>MBA clubs may change from "members only" to "all current full-time MBA students as members" once per academic year. There is no limit on changes back to "members only," which is strongly preferred. To request this change, we need a brief statement justifying why broad collaborative access is needed (unacceptable justifications include "transparency," promoting an upcoming event, or avoiding spending time on member list maintenance). For promoting events we recommend using the <a href="http://spike.wharton.upenn.edu/Calendar" target="_blank">SPIKE Calendar</a>, rather than posting in a <strong>web</strong><em>Café</em> room or sending announcements through <strong>web</strong><em>Café</em>. <br />
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IMPORTANT NOTE: by choosing "all current full-time MBA students as members" you will add to the length of each MBA student's My eRooms page. They might not appreciate that!<br />
</li>
</ul>
<p><strong>CHANGING ACCESS CONTROL</strong><br />
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By default, any item or folder you create can be opened by all members of the room, but only you and other coordinators of the room can change the posted version of a file. Coordinator access will allow you to move folders and files, delete old items (strongly recommended), and change access control on items in the room.<br />
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The <a href="http://supportcenteronline.com/ics/support/default.asp?deptID=658&task=knowledge&folderID=52" target="support">"Files & Folders" category</a> of our Help & Support/FAQs includes detailed procedures for limiting rights to open a file, folder, or other item, as well as for broadening rights to edit the posted version of an item.</p>
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