St. John’s University acknowledged the growing digital divide in
both the academic arena and around the world. The University
recognized that rather than simply distributing laptops, to make
the technology valuable, a comprehensive program was needed. To
continue to prepare students for their future, the University’s
administrators decided to take a bold step and implement the ACI to
provide leading-edge technology for students and faculty in less
than six months. The ACI is unique in its scope. It is
comprehensive in many dimensions, benefiting a wide audience
through the use of many technologies in an integrated and
synergistic program.
The first area in which ACI is distinct is its size. It includes
the largest laptop distribution program of any private university
in the United States. Over 3,400 laptops were distributed, the
majority of which were handed out in a three-week period at the end
of August 2003. While similar programs involve a series of pilots
and trials of increasing size and complexity, the St. John’s
program included freshmen and faculty members simultaneously
without a pilot or ramp-up period. The ACI’s inclusiveness enabled
it to achieve a critical mass immediately.
The ACI was also far-reaching. While many programs involve
implementing a portal, installing a network, or distributing
computers, ACI accomplished all three concurrently. While this
approach challenged the project team to manage the training and
logistical issues that arose, it accomplished the University’s
objective of making technology accessible to freshmen from their
first contact with the University.
The ACI included a wide audience. Three thousand laptops were
distributed to freshmen, but 400 more were distributed to faculty
members, and hundreds more were distributed to various
administrators. Each constituent was given a specialized software
load and customized training to optimize their use of the laptop,
network and portal. For example, University Admission Counselors
received laptops preloaded with presentation materials to enable
them to effectively demonstrate the commitment of St. John’s to
technology when they visited high schools. Upper classmen were
given an opportunity to buy the same laptop the freshmen received
at a significant discount, and then to take advantage of the
on-campus network and warranty support. Members of the University
community with laptops can also register them on the wireless
network, creating a truly inclusive technology community within the
University.
Because of the project’s scope, it was critical to automate as
much of the support process as possible and to leverage existing
information assets. The St. John’s application development group
created custom add-ons to their implementation of SCT’s Banner
Administrative System. By using scanners linked in real-time to
Banner, the St. John’s staff could determine a student’s
eligibility to receive a laptop; link a specific laptop to a
student at distribution; register the laptop on the wireless
network; and provide the student with their log-in and password to
St. John’s Central all within minutes. Over 3,400 students, faculty
and administrators joined the ACI without the need to re-key one
name or serial number.
Moreover, a program like ACI required contributions from the
entire University community and each administrative department. For
example, the Office of General Counsel drafted agreements for
vendors and students, and the Facilities Services department
managed the recycling of over 60,000 square feet (larger than a
soccer field) of cardboard packing materials. Student Life
coordinated training and orientation for 3,000 freshmen, and the
Center for Teaching and Learning developed and orchestrated the
Faculty Institutes.
Any university considering distributing millions of dollars in
equipment to its student body has to consider how to ensure the
safety and security of the equipment and of the students carrying
it. St. John’s partnered with the New York Police Department to
develop a customized protection and education program. Based on
input from the NYPD, St. John’s developed and filmed a video
presentation on laptop theft prevention, which was delivered to
every freshman by an NYPD officer (this video will continue to be
used by the NYPD at other area universities). In addition, each
laptop is registered with the NYPD and is marked with a large,
damage-resistant sticker as well as unique bar code and system
security device to prevent theft and to aid in the recovery of lost
or stolen machines. The University supplemented the NYPD program by
providing each user with a cable lock and insurance coverage as
well as lockable charging stations around the campuses.