Technology
Best Practices
Andy Johnson: I devised a database for the 2001 admissions season. The links below only represent my most used layouts - there are many more in the database.
Application Check sheet
Committee Evaluation Sheet
Committee Report
Complete Applications
Input Menu
Letter Menu
Pre-Emptive Cover Letter
Pre-Emptive Nomination
Reader List
Specializations Report
Specializations Report 2
Distribute forms and documents over the web or by e-mail
A time-, labor-, and tree-saving practice is electronic document distribution. Instead of copying endless forms, distributing them, and keeping extras to clutter your office, consider posting the documents online or via e-mail. There are a few ways to do this, but the most common are Microsoft Word documents and .pdf documents.
Microsoft Word is the world's most widely used word processing program. Instead of printing the document yourself, simply save it and have your webmaster post it to the web. Or, e-mail it directly.
Adobe Acrobat is probably the internet's most widely distributed document reading program. Acrobat's great advantage is that its documents are cross-platform; they can be created and read on Mac, PC, Unix, and other platforms. Also, you can incorporate documents from several different programs into one .pdf document. Here's an example (.pdf).
Please note: To access or complete .pdf forms, you must have Adobe Acrobat Reader 5.0 or newer installed on your computer.
How does this work? The simple explanation is that Adobe works like a virtual printer. Instead of trying to process each document as a functioning document with all the bells and whistles, it takes a picture of the document and "prints" it into a new file. The new file will have a .pdf suffix.
Adobe gives Acrobat away for free, but to create and edit .pdf documents, you'll need a full version (available from their web site). HOWEVER, you may already have the software required to make a .pdf document (it comes with some other software programs). Here's how to check quickly:
[Note: you must be hooked up to a Post-Script printer for this to work. This is usually your local laser printer. You should try this with a different printer if it doesn't work the first time.]
- Open a MS Word Document and ask it to Print.
- In the upper right corner of the print window, you should see a pull-down menu that says Destination: Printer. Click it and change "Printer" to "File". The [Print] button on the bottom right should change to [Save].
- Click [Save]. You'll be asked the standard Save document questions.
- At this point, your computer will either Distill a .pdf document or it won't. If it does, you're set. If not, try it with another printer. If it still doesn't work, you probably need some software. The full version of Adobe Acrobat will do the trick.
UT Links
Photo Rosters
This page can allow you to download photo rosters of your current
students. You will need authorization for roster access.
(Your department chair must write a memo requesting authorization
on UT letterhead to Mike Allen, Assistant Registrar, M5506.
The memo should include your name, logon ID, and the department(s)
offering the courses for which you need access. Questions?
Call Jim Whitten, 475-7660.
UT Electronic Directory - http://www.utexas.edu/directory/
Software Links
Eudora Tech
Support - http://eudora.qualcomm.com/techsupport/
If you don't use Eudora, consider trying it out. If you do
use the program, make sure you have the latest version, Eudora
5.1.
ZDNet - http://www.zdnet.com/
Freeware and Shareware for all platforms. A good place for
updates, bug fixes, etc.
Adobe Software
Support - http://www.adobe.com/support/
Support for all Adobe products (Photoshop, PageMaker, Acrobat,
Distiller, Reader...)
Now-Up-To-Date -
http://www.poweronsoftware.com/
PowerOn Software supports Now-Up-To-Date, a fantastic calendar
program.
FileMaker Pro Links
FileMaker.com - http://www.filemaker.com/
FileMaker Pro homepageDatabase Pros - http://www.databasepros.com/
An excellent site to go to with tricky problems. From their web site: "Database Pros has more FREE FileMaker tips, tricks and techniques than any other site on the internet! It is constantly being updated with new and revised FileMaker information."FileMaker Pro Discussions - FMPRO-L@LISTSERV.DARTMOUTH.EDU
This is a discussion listserv for FM Pro. If you subscribe, you can get specific questions answered within a day or so. Most of the top professionals working with FM Pro are on this list. (WARNING: The listserv will generate 50-60 messages a day. You can deal with these by adding a filter that sends messages directly to the trash. Then you only need to look at them when you have a specific issue.)
iTunes - http://www.apple.com/itunes/
iTunes can play mp3's, CD's, and internet radio stations. It
can rip mp3's from a CD and burn new CD's for you if you
have a CD-R drive. It also has a very distracting video
feature. It won't conflict with existing software as it's
Mac native, and it's free.