Policies

NOTE:  Next FERPA training in the College spring 2017.


CIRCULATION POLICY

The Information Systems Circulation Policy applies to any item, equipment, or other technology tracked by the circulation system. College of Education faculty, instructors and staff may borrow equipment for college courses, college related functions or projects.

  • Users must provide an e-mail address, an office or street address, phone number.
  • Users must agree to be responsible for any damages.
  • Users may check out a maximum of three items at one time.
  • Items are due back to Information Systems by closing time on the following business day.
  • All exceptions to the policy must be authorized by the Director.

VIDEO PROJECTOR CHECKOUT POLICY

Information Systems provides a limited number of video projectors for checkout. Information Systems 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 IS 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 Systems.
  • Server administrators must provide root/Administrator password to College Network Administrators, Technology Support in Information Systems, 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 Systems 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.
  • Service will be granted in the following *order of priority:
    • College of Education Classrooms, Labs, and Smart Classroom Computers
    • Administrative Computers
    • Faculty and Staff Computers
    • Graduate Student Computers

*If at any time a conflict in this order arises it will be resolved in order of greater impact to duties performed and/or greatest number of users affected.  Most service calls are completed within 24-48 hours of initial request.

Personal (not University owned) Faculty/Staff computers will be evaluated with a maximum of 30 minutes service, as duties permit. Personal computer repair service is provided by Information Systems on an “as is” basis.  Information Systems expressly disclaims any and all warranties, express or implied, including without limitation warranties of merchantability and fitness for a particular purpose, with respect to the service. In no event shall Information Systems be liable for any direct, indirect, incidental, punitive, or consequential damages of any kind whatsoever with respect to the service.  All devices submitted for service are stored in a locked, secure location until returned to user.


COMPUTER PROCUREMENT & INVENTORY POLICY

The procurement process begins with a request to the Director of Information Systems. 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.  If approved, the budget officer provides the account number for purchase and the CoE IS purchasing agent submits the order within 48 hours, in most cases.  A record of the request, quote, approval, account number, purchase order (or shopping cart), and applicable invoices* are all saved in digital or hard-copy formats for historical reference.

Upon receipt of purchased items, the CoE IS purchasing agent signs for product delivery, confirms a goods receipt in SAP, and delivers to the director who unpacks and 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 IS maintains all warranty information on these purchases and 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 COEIS.  They may be obtained afterward from UKAP (Accounts Payable).


MEDIA RECYCLE & DISPOSAL POLICY

CoE IS 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 IS 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 IS has monthly pickups scheduled.  The CoE IS 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 IS.  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).


TECHNOLOGY TRAINING POLICY

CoE IS offers training in emerging technologies as needed to faculty, staff, and students (on a limited basis).  When new software, devices, or services become available, group training is most often provided.  For individual software support, one-to-one sessions, video tutorials, and specific coaching techniques are employed.

Training is regularly offered in WordPress for those who publish to the College web site, and in Canvas LMS for those who teach online and hybrid courses.  If we do not offer a specific training that is requested, we will locate a campus resource for you.

We hold extended hours in the 151 TEB mini-lab for early morning and late day assistance, and we have an on-call help desk at 257-7967 operated by our Student Technology Group, and supervised by Clinton Knight.


FERPA POLICY

Please refer to the University of Kentucky Family Educational Rights and Privacy Act (FERPA) of 1974 policy for comprehensive answers to all FERPA questions.

Q:  Where should grades be stored?
A:  On an encrypted device using BitLocker for Windows (not available for Mac at this time), or a hard copy kept in a locked file in a locked office.

Q:  How long should grades be kept “on file”?
A:  See pages 18-21 (section D Student Records) of the State Agency Records Retention Schedule.

Q:  What is a student record by definition?
A:  Student records are any records directly related to a student and maintained by the University. Thus, if a faculty employee has a student’s grade, a student’s essay, a student’s submitted paper, etc., all of those are student records and all are equally protected by FERPA.

Student grade records and assignment records are both afforded the same FERPA protection.  An assignment is a student record and so long as the faculty member has it (no matter where—hard copy on desk, hard copy in briefcase, digital copy on office computer, digital copy on laptop, digital copy on tablet), the assignment has FERPA protection.

Q:  Can I keep grades on my computer or laptop?
A:  Consider the multiple ways that privacy can be violated and take necessary precautions accordingly. All assignments–whether hard copy or on a computer–are FERPA-protected. Lock an office door when a grade book is on the desk, and password protect a computer/laptop/tablet.

Do not leave a gradebook or unlocked laptop unattended in an unlocked office.  Furthermore, a laptop with grades, assignments, or tests should not be left in a car on the street at night.

Q:  Can staff enter grades for instructors?
A:  If grade entry is part of your department/college job function, then you are serving in that role as an institution official and subsequently there would be no FERPA violation.

Q: Where may faculty store grades for students who do not have Link Blue accounts? 
A:  A student is by definition enrolled in UK classes and faculty final grades are maintained in SAP via submission through the myUK grading roster. The Office of the Registrar is then the custodian of the faculty submitted grades.

Q: Who is my UK contact for FERPA compliance?
A: Sean Cooper, Ed.S.
Senior Associate Registrar
University of Kentucky
10 Funkhouser Building
Lexington, KY 40506-0054
859.257.7157
sean.cooper@nulluky.edu
uky.edu/registrar


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.

Design Procedures:

  • 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 IS will facilitate the development of a web structure. Training will be provided on how to utilize the web structure so that each unit may facilitate construction of their own pages. Alternatively, if the unit cannot facilitate the development of their own pages, the unit can develop the content in digital text format (with a program such as Microsoft Word) and forward that content to the IS staff for placement on the College site.
  • Web pages are created and the page author is responsible for the verification of the links, the content and the compliance with federal and state laws and university policies, paying particular attention to ADA requirements. The Web Leadership Team will assist when requested in meeting these requirements.
  • 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.

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