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Policies and Guidelines

Meeting Maker Policies

Audience:

Northwestern University departments, faculty, and staff for the purpose of University related business or research.

Policy Statement:

Client Distribution
Licensing
User Accounts
Location and Resource Accounts
Ongoing Meeting Limits
Meeting Maker Database Maintenance

Client Distribution

Meeting Maker clients can be downloaded from NUIT. Meeting Maker clients are free, however, there is a one-time fee of $100 to purchase a license. See Licensing below for more information.

Licensing

There is a one-time fee of $100 to purchase a license and establish a new Meeting Maker account. Only user accounts are charged for. There is no refund for accounts that are not being used. If a department has a license that is no longer being used, they can transfer the license to another user. If an account is automatically removed, or requested to be removed, the department will be credited with an open license. This open license can then be used to request a new account at no charge. If the department does not have any open licenses, the department needs to send a CUFS number in order to purchase a license for a new account.

Each department is responsible for keeping track of its licenses. If a user leaves the department and wants to use his/her Meeting Maker account with another department, the new department must purchase a license. Likewise, the old department will be credited with an open license.

There is a difference between a Meeting Maker account and a Meeting Maker license. An analogy can be made to purchasing a block of season tickets to an event. The license is the "seat;" the account is the "ticket" because it allows access.

User Accounts

All user accounts must log into Meeting Maker with their NetID. This is done to protect the user's data and make it private. Because Meeting Maker is a SNAP authenticated service, the user's Meeting Maker password will be synchronized with his or her NetID password.

It is recommended that the NetID also have an e-mail address associated with it. This allows for SNAP to remind the user to change his/her password. Failure to change the password will result in the account being automatically removed.

If an individual leaves the University and his NetID expires, the account will be automatically removed from the Meeting Maker database. When this occurs, a message will be sent to the department indicating that the account has been removed and that they are credited with an open license.

If the department needs to create a generic user account, one can be created. However, the requestor should make sure that the account has a NetID associated with it and the NetID has an e-mail address associated with it.

You can always use a departmental NetID which is not associated with a particular individual. See NetID for further information.

Location and Resource Accounts

Location and Resource accounts can be created free of charge. These accounts do not require a NetID as the sign in name and are not removed unless requested.

Ongoing Meeting Limits

There is a limit of 520 occurrences of recurring meetings on the Meeting Maker database. This allows a user to schedule a Monday through Friday meeting, every week for two years. This change was implemented to limit the size of the Meeting Maker database server and maximize system performance.

Those who schedule daily, weekly, or monthly recurring meetings will need to adjust their meeting proposals by typing a date in the Ends On field. If the user types a date that exceeds the limit of 520 occurrences, a prompt will ask that this date be changed so that it falls within the limit.

Meeting Maker Database Maintenance

Periodically, the Meeting Maker database will have maintenance performed on it. As a part of this maintenance, all calendar data older than two years will be removed. If you want to keep a copy of your calendar data over two years old, you must export it. Find instructions at Exporting Meeting Maker data for Windows and Exporting Meeting Maker data for Macintosh.

Original Issue Date:

April 2004

Revision Dates:

January 2005

Related Policies:

NUIT Meeting Maker Restoration Policy

Last Updated: 30 May 2007