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UK ITS Policies
- AR 10:1 – Use of Technology Resources
- AR 10:7 – Security of Data
- AR 10:8 – Security of Information Technology Resources
VIDEO PROJECTOR CHECKOUT POLICY
Information Technology provides a limited number of video projectors for checkout. Information Technology has the following policy for video projector checkout based upon:
- the picture of video projector
- the nature of the mission to the College of Education,
- the number of requests we receive for video projector checkouts,
- the sensitivity and potential damage of the video projector (thus repairs),
- and the need for accountability and protection of UK property.
The checkout policy is as follows:
- Video projectors may be checked out by College of Education faculty members for College of Education purposes. All video projector checkouts must be arranged by a College of Education faculty member or staff person for some type of CoE use.
- Video projectors may be checked out by CoE staff members for CoE purposes only.
- All video projector checkouts will be for a period of 24 hours. Longer periods of checkout may be arranged with IT approval.
- We do not check out video projectors for individuals in other colleges or groups.
- Any circumstance not covered by this policy requires approval by the Director.
COLLEGE OF EDUCATION SERVER POLICY
For the purposes of this document a server shall be defined as: a computer which provides a service, i.e., web (HTTP), database (MySQL, MSSQL, etc.), mail (POP, IMAP or SMTP), file, print to the college, college unit, or department.
- A server shall have a reverse resolved name pointing to its respective IP.
- All servers must have an administrator whose name and phone number are on file with Technology Support at Information Technology.
- Server administrators must provide root/Administrator password to College Network Administrators, Technology Support in Information Technology, in case of emergency. Emergencies may include, but are not limited to: virus/worm infections, attacks, power outages and network problems.
- Administrators of servers shall comply to all University of Kentucky Information Technology Policies.
REPAIR AND SERVICE POLICY
To ensure the highest level of service for all College of Education users, Information Technology must adhere to the following policy:
- A service request must be completed online or though our help-desk at 257-7967. Please provide username, applications, and hardware in use at time of incident, with building and room number.
Most service calls are completed within 24-48 hours of initial request.
COMPUTER PROCUREMENT & INVENTORY POLICY
The procurement process begins with a request to the Director of Information Technology. The director obtains a quote from an appropriate UK vendor and sends the quote to the department for approval. This generally includes the department’s Chair, budget officer, and faculty or staff requesting the equipment.
Upon receipt of purchased items, CoE IT inspects product, records serial number, enters item into computer database, and tags all purchases. Items over $5000 are UK Plant Asset tagged which means they become part of eBARS UK Inventory System, and items under $5000 are College/Plant Asset N-Tagged and become part of the CoE Computer Database Inventory (MySQL).
Once products are tagged and recorded, they are delivered to the staging area in our workshop, 168TEB, where technical support assembles, installs software and/or image, and sets up the faculty/staff profile. Products are then transported to the individual’s office and are ready to use. CoE IT is the first line to call for issues pertaining to defective parts or products. We contact the manufacturer when issues arise while under warranty. If warranty has expired, our technical support will make repairs and replace parts to the extent this is cost-effective. When not profitable, the item is scheduled for surplus with media destroyed using UK’s Mixed Media Shredder Service. All devices received from purchase are stored in a locked, secure location until issued to user.
*Computers purchased under the SAP shopping cart system do not have invoices recorded with COE IT. They may be obtained afterward from UKAP (Accounts Payable).
MEDIA RECYCLE & DISPOSAL POLICY
CoE IT utilizes the following protocol which adheres to the sanitizing standard DoD 5220.22-M for media sanitization prior to recycling computers. Before machines are reissued, the hard drive is wiped by overwriting the entire drive removing all partitions and data. Then, a new Windows or MacOS image is written onto the drive. If the hard drive contains data requiring higher security (student, personal, or sensitive research data), the drive will be replaced before the machine is prepared for the next user. Once removed, the drive containing the sensitive data will be either destroyed using UK’s Shredit.com service or completely wiped using 3-pass random overwrite plus 1-pass zero overwrite before reuse.
CoE IT employs the Secure Mixed Media Recycling and Disposal Program (Shred-it Secure HD Destruction Service) offered at UK. Electronic data storage devices such as hard drives, flash drives, CD’s, floppy disks, films, and data tapes can be placed in the supplied, secure container. Hard drives will be destroyed on-site by Shred-it using a conical punch method and then trucked to Cleanlites, UK’s e-waste vendor in Cincinnati, where they will be shredded. Shred-it will document the serial number of every hard drive, and provide a manifest and certificate of destruction for every container. Other (non-recyclable) media will be incinerated by Shred-it as CoE IT has monthly pickups scheduled. The CoE IT Shred-it box is locked and located in 168 TEB. For more information please read the University of Kentucky Mixed Media Recycling Program (pdf) or contact CoE IT. All devices submitted for recycle or disposal are stored in a locked, secure location until re-issued or released to Shred-it.
DATA BACKUP, DISASTER & RECOVERY POLICY
Production servers use RAID1 (two drives containing the same data) with an online spare. For data loss to occur, both of the active RAID drives would have to fail before the spare drive could take over for the failed drive. Data on production servers is backed up twice daily: Once on an on-site server and once on an off-site server. Both backups are snapshots of all data made using rsync run as a cron job on the backup servers.
In the event of data disaster, data may be recovered to the problem server by:
- Disabling user access (turning off SaMBa and/or Apache web server)
- Enabling rsync on one of the backup servers and allowing the problem server to access its snapshot.
- Running rsync manually on the problem server to copy data.
- Disabling rsync on the backup server.
To bring the server back online after recovery, merely enable user access (turning on Samba and/or Apache web server).
Please refer to the University of Kentucky Family Educational Rights and Privacy Act (FERPA) of 1974 policy for comprehensive answers to all FERPA questions.
COLLEGE OF EDUCATION WEB POLICY
Purpose: The University of Kentucky College of Education website is intended to promote research and to provide information about programs, courses and services for the benefit of students, staff, faculty, and the larger community.
The college’s website adheres to federal and state laws and university policies. In compliance with section III.D.2. of the University of Kentucky web policy regarding photographs, the “authorization of use” form is available (PDF).
Web Leadership Team: The designation of a Web Leadership Team is crucial to the successful evolution of the College’s website development. With departments, units, projects, courses, and related information, the college’s website contains hundreds of webpages, so development, construction, maintenance, and evaluation are a collaborative effort, within the common design themes for the College and the University.
The Web Leadership Team meets on a regular basis to discuss creative, technological and administrative matters. Within the team, the practice is: (1) to initiate discussion of page changes, (2) to simulate the impact of the changes, (3) to examine the pages for federal and state laws and university policies matters (e.g. for ADA compliance, all tables must be defined in terms of percentage rather than pixels, and all graphics need “alt” tags), (4) to make recommendations for page modifications, and (5) to resolve any discrepancies prior to installing the pages.
The Web Leadership Team reports to the Dean of the College of Education. All college web content falls under the aegis of the Dean of the College of Education.
Web support: Webpage content and subsequent development, construction, maintenance and evaluation must start at the Departmental or Unit level. Accurate and current content is the hallmark of a strong website and this relies on the expertise of the content author. Since webpage development occurs over a period of time, the assignment of a departmental level faculty or unit Web Publisher is essential to the successful evolution of webpages. The Web Publisher will serve as a liaison between the Web Leadership Team and the department or service unit, channeling information in both directions. The Web Leadership Team depends on the Web Publisher for accurate and up-to-date content. The team makes the distinction between web construction and web content. The Web Publisher needs to be familiar with web construction and web content.
Web Training: Persons who possess individual initiative, professional expertise and professional development experience will become the Web Publishers within the College. Web training is available through a variety of sources: online web development, maintenance, and evaluation information is available at numerous sites.
- During the initial planning meeting with the Web Leadership Team and/or the Web Publisher, the page author suggests the placement of the pages within the context of the College site, and the flow of subsequent pages.
- After consultation, the Web Leadership Team in cooperation with IT will facilitate the development of a web structure.
- The page author and/or the Web Publisher maintain accurate page information and verify regularly the usefulness or accuracy of the page content.
Hosted sites: If a grant or project is housed within the college, and the need is justified, it is possible to host the site on a college server and to register the project name. In such an event, the center or special project begins by consulting with the Web Team concerning institutional procedures for hosting the site.