Introduction Applications Consultants & Non-SAIT Technical Staff Computers and Equipment Data-Local, Network files, and Backups E-mail Lab Relationships Resource Access Security Software Software Billing Websites

UPDATED 2008

Technical support is provided by SAIT to all employees of the Division of Student Affairs.

Non-Student Affairs staff and students should contact USC’s Information Technology Services (ITS) at 213-740-5555 for technical support.

SAIT policy also includes all of USC's policies listed on USC's website, www.usc.edu. SAIT requires, and assumes, all staff and students have carefully reviewed USC's policies. For ITS general computing and bulk e-mail policies use the following link: ITS Policies.

As with any IT organization, there is a critical need for the establishment and enforcement of IT policies in Student Affairs. The need of a comprehensive IT policy is necessary for an efficient, reliable, and secure environment.

Applications development in Student Affairs requires that the following conditions be met:

1. Applications must be SAIT approved and compatible with SAIT systems. Development must be done in SQL, ASP, and ASP.net.

2. The submission of documentation from the requesting department detailing a clear and concise explanation of the application desired.

3. The establishment of a development, implementation, review and approval timeline.

4. Significant application additions and/or changes after implementation must be SAIT approved and a new timeline established.

5. All non-SAIT student/staff involved in development are required to coordinate with SAIT applications personnel.

6. SAIT approval regarding the technical feasibility of the project.

7. Applications development is housed on SAIT servers. ITS servers, such as CWIS, do not support applications development. The ITS student server, Almaak and others, are not permitted locations for Student Affairs applications or websites and should not be used. Non-SAIT approved links referring to locations not under CWIS - Student Affairs or SAIT directories will be required to relocate to CWIS or SAIT, unsupported and/or removed upon discovery.

8. SAIT reserves the right to remove or block applications that conflict with other applications, server processes, or USC/Student Affairs standards.

9. A link to sait.usc.edu must be placed at the footer of every page maintained and developed by SAIT.

10. Effective September 1, 2007, SAIT will no longer charge departments for applications development, maintence, or website hosting.

Consultants are permitted to help departments in the areas of applications development but are subject to the following limitations:

1. Consultants will not be granted direct access to web or file servers.

2. Consultants will coordinate with SAIT applications development personnel and all work must be approved.

3. Applications constructed by Consultants that are deemed to be unstable or insecure will be disabled and/or removed until corrections are completed.

4. Consultant must adhere to both USC and SAIT development standards (font, identity, programming languages, etc.)

Non-SAIT Technical Staff are not permitted in Student Affairs with the exception of existing positions or new positions that are subject to the following conditions:

1. Vacant existing technical positions cannot be filled without SAIT shared or total supervision of the technical personnel. Exeptions may be made based on the nature of the position and the specific duties involved.

2. New technical support positions outside of SAIT are not permitted without SAIT shared or total supervision of the technical personnel. Exeptions may be made based on the nature of the position and the specific duties involved.

3. Existing technical support personnel outside of SAIT are required to adhere to all SAIT policies and must coordinate activity with SAIT technical support staff.

4. Existing technical support personnel outside of SAIT are not permitted to alter computer configurations, install software and/or hardware without prior approval from SAIT. All such alterations will be removed upon discovery.

5. Non-SAIT technical staff must provide SAIT with all administrator passwords.

6. Non-SAIT technical staff must keep detailed documentation regarding their systems and provide a copy of the documentation to SAIT.

1. All departments are required to contact SAIT for specifications when considering purchasing new computer related equipment. This includes, CPUs, monitors, printers, and scanners. Without the compliance with SAIT specifications, SAIT does not guarantee a fully functional workstation or access to SAIT controlled network resources.

2. Computers must be processed (registered with SAIT and ITS) before setup.

3. SAIT will order all computer related equipment for departments and bill each department for equipment. Contact SAIT for information or to place orders.

4. All non-network (local) computer peripherals (copiers, printers, scanners, etc.) must be SAIT approved.

5. A copy of all supporting peripheral software (printer drivers, etc.) must remain within SAIT for installation, support, and troubleshooting purposes.

6. All network printers and other shared resources must be registered and purchased by SAIT.

7. The Division is PC based. New MACs for staff are not permitted in the Division without justification and SAIT approval. This policy does not include replacement for existing MACs. Technical support for MACs is limited, outsourcing support (at the department's expense) may be required.

9. SAIT does NOT support or authorize departments to setup peer-to-peer networks and will remove such setups upon discovery.

10. Departments are not permitted to have servers of any kind. Discovery of servers outside of SAIT control will be removed from connection to both SAIT's and USC's network, i.e. network address will be blocked. The exceptions are servers that were established prior to Stuaff implementation (September 2001) and such servers cannot be altered from their original function (ex. a web server turned into a file server, etc.). Other exceptions may be permitted based on the department's specific need and abiltiy to maintain the equipment.

11. Stand alone (not connected to the STUAFF server) computers must conform to SAIT's software, licensing, and hardware requirements or network ports will be disabled. These units require justification and must be setup by SAIT techs.

12. Personal equipment (laptops, PDAs, computers, etc.) not used for Student Affairs business purposes are not permitted in the Lab and Administrative offices nor are they permitted to use SAIT network resources (ports, servers, etc.). SAIT does not support non-approved hand-held (PDA, Phones, etc.) devices.

13. Downloading or file sharing of copyrighted material without express permission of the legal owner is forbidden. Movies, music, etc. are not to be downloaded or stored on Student Affairs computers or other media. All users are required to review and adhere to all USC and ITS policies regarding the downloading of copyrighted material.

14. University policy requires that all laptops and external data devices be password protected and use data encryption software. SAIT’s policy is to prevent any sensitive data storage on laptop computers. Laptop computers must not contain any confidential or “sensitive” data including student, faculty, or staff profile information, payroll or other University protected data. Data should be stored on Flash drives or other external devices that are both password protected and encrypted and then transferred to SAIT servers as soon as possible. For a list of password/encrypted capable and approved devices or for assistance and further details regarding data protection and University standards, please contact SAIT.

1. All users are responsible for the files and folders on both their local and network directories. Photos, movies, music, and other non-mission critical files are not permitted on the SAIT File Server and will be removed when discovered.

2. Running applications directly from the SAIT File Server is not permitted and these applications will be removed when discovered.

3. All users are responsible for abiding by their assigned SAIT File Server space quota limits. If you need more then the standard allocation, please contact SAIT. SAIT will require justification for the increase.

4. All users are responsible for maintaining the security of their workstations and passwords. This includes not divulging passwords or posting passwords on monitors, desks, walls, etc., not leaving logged in workstations unattended, and logging off the network at the end of your day.

5. SAIT provides backup of network directory files only. Differential backups are created daily for a period of 1 week. Weekly full backups are kept for a period of 3 weeks. A monthly backup is performed and retained every month both on and off site and replaces the prior month.

6. Network directories and files of individuals no longer affiliated with USC are transferred to another staff provided that the department makes such a request. Directories and files of prior employees not transferred to another staff are permanently deleted.

7. SAIT highly recommends that employees who save data to their local directories use CD-R, CD-RW, or Zip disks to backup their files.

8. If not using ITS's Web based IPlanet, SAIT highly recommends that users request or configure the "Leave On Server" or "Delete From Server After 30 Days" option in their e-mail programs. For help, please contact SAIT.

9. SAIT assumes no responsibility for the loss of local data which includes e-mail removed from ITS servers by programs like Eudora, Outlook, etc.

10. Users will not copy, delete or alter either another user’s file or a shared file without consensus from all of the files owners.

1. Student Affairs e-mail system utilizes ITS provided Unix and Web e-mail accounts. All staff and students are provided with a Unix e-mail account by ITS when first hired or first registered by USC. The setup process usually takes 1-2 weeks.

2. SAIT's preferred and recommended e-mail access is web e-mail via ITS's "Iplanet" email.usc.edu.

3. All users are responsible for maintaining their e-mail accounts. Maintenance of e-mail accounts includes all of the ITS guidelines and regulations listed on ITS's website, www.usc.edu/ITS.

4. SAIT permits the use of IPlanet, Outlook Express, Outlook, and Thunderbird. The choice is up to the employee.

5. Since ITS controls the e-mail system for Student Affairs, SAIT is not responsible for “Spam” or other undesirable messages.

6. Users of both USC and SA mail systems are required to stay within mailbox quota limits, i.e., users need to periodically archieve or delete messages.

1. Users must contact SAIT Technical support at 213-740-5244 to schedule/reserve a workstation if they plan to use lab equipment for more than 1 hour.

2. Walk-in use of lab equipment is permitted but on a first-come first-serve basis and only for 1 hour intervals (based on the demand for workstations).

3. Data must be saved/accessed via external media (floppy disks or Zip disks) or to the user's network directories. Data cannot be saved to the local drives on lab equipment.

4. SAIT does NOT provide media (floppy disks, Zip disks, and CDs).

5. Lab hours are from 9:30 am. to 4:30 pm. M-F, but vary depending on the amount of technical support staff available.

1. AIS and SIS are USC services outside of SAIT control. Users requesting services from these organizations should contact their appropriate department coordinator.

2. SAIT and all Student Affairs users are required to adhere to all of the policies set forth by AIS and SIS. AIS and SIS policies can be viewed on USC’s website or information can be obtained from department coordinators.

3. SAIT and all Student Affairs users will abide by all of the rules and regulations of ITS. ITS policies can be found on USC’s website or via links on SAIT’s website.

4. ITS provides the networking backbone (ports, Ethernet lines, routers, switches, internet access, and e-mail services) to the Division of Student Affairs. SAIT will arrange, assess, and coordinate installation and maintenance of backbone services for all users.

5. Departments are required to submit written requests to SAIT via memo or e-mail for installation and termination of backbone services. Departments are not permitted to contact ITS for backbone services. These services will be managed by SAIT.

6. Departments are not permitted to arrange for ITS to install, purchase, or maintain servers or other equipment.

7. SAIT is not responsible for failure or maintenance of AIS, SIS, Backbone, or other University controlled services, but does support the software needed to access these services.

8. The Student Health Center maintains their own fully functional and independent technology department. Thus, SAIT is not responsible for supporting these organizations. This independence from SAIT is due to the specific nature of the functions, software, and equipment that SHC employs.

9. SAIT will track and coordinate billing and other information for ITS backbone services for all departments; however, departments are also required to keep track of the number of network ports, locations, and other ITS services/resources. This includes telephone and phone jack installation and maintenance.

10. SAIT is not responsible for supporting the ITS controlled Library or other computer labs and/or equipment.

SAIT does NOT currently provide and/or permit the following services:

1. Access to network resources from outside of the USC Domain.

2. Training on OS or software packages (both approved and non-approved).

3. Technical support outside of the normal USC business day (8:30am - 5:00pm, M-F).

4. Support for outside agencies, consultants, developers, or internet service providers.

5. Support for non-approved and/or non-MS compliant hardware such as PalmPilots, Jaz Drives, and SCSI devices.

6. Support for ITS's BMR or server accounts (ATLAS, MINERVA, etc). BMRs are not permitted in Student Affairs.

7. Support for non-approved and legacy operating systems (Windows 95, 98, ME, etc.).

8. Support for non-approved and legacy software applications.

9. Web site development on ITS's CWIS server.

10. Support for remote control software, such as Timbuktu, PcAnywhere, Laplink, etc.

11. Setup or support of Virtual Private Networks for home users; however, we will provide installation information in conjunction with ITS.

12. Support for Student Organizations, which includes network and web access and e-mail accounts.

 

1. All Student Affairs Staff and Students are responsible for maintaining the confidentiality of passwords, local data, and network data. Failure to appropriately maintain confidentiality may result in the removal or alteration of network access.

2. Users are not permitted to alter the security settings of workstations which includes local and network account creation, deletion, or alteration.

3. Altering security settings may result in the removal of access.

4. Users are not permitted to install software or alter existing software configurations without SAIT approval. Such software or altered configurations will either be reconfigured or removed.

5. Users are not permitted to install, add, or alter workstation hardware.

6. Users are not permitted to open (remove the CPU cover panel) any computer for any reason.

7. Users are not permitted to disable or remove security software.

8. Users are not permitted to install remote control software without justification and SAIT approval.

9. Users are not permitted to use “hubs” or other networking devices that may interfere with the overall operation of SAIT’s or USC’s network.

10. Users are not permitted to “experiment” with workstations using scripts, trojan horses, port scanners, or other potentially harmful software.

11. Users are not permitted to access or alter a workstation’s BIOS.

12. Departments are required to physically secure computers and other equipment via locked offices, alarms, or lockdown mechanisms. SAIT is not responsible for equipment that has been stolen.

13. Departments are required to inform SAIT of Staff or Students that are no longer employed by Student Affairs so that proper account and access removal can be performed.

14. All sensitive data on Student Affairs workstations and servers must be password protected and/or encrypted.

15. Access to sensitive data must be kept to a minimum and is for specific staff only.

1. Departments are not permitted to purchase their own software, including upgrades to existing packages, without SAIT approval. SAIT reserves to right to refuse installation of software not purchased through SAIT, purchased without SAIT approval, or software that doesn’t have the appropriate licensing.

2. While SAIT makes several software packages available, the only software packages currently supported is the Microsoft Office Suite and the Adobe Creative Suite.

3. Departments with existing software packages not supported by SAIT are required to upgrade to the version that SAIT deems necessary for compatibility, functionality, and security with Student Affairs’ current environment.

4. SAIT will install, configure and trouble software, SAIT is not responsible for STAFF training on any software package.

5. Users will not copy or distribute software without SAIT approval and appropriate licenses.

6. Software not provided by SAIT, including downloaded utilites, video programs, chating programs, etc. are not permitted on any computer in Student Affairs.

7. Downloading of applications and other files (movies, etc.) from the internet to either local or network drives is not permitted unless such media is business related (seminars, demos, tutorials, etc.) and does not involve copyright infingement.

1. SAIT will purchase and provide the standard software packages (MS Office Suite and Adobe Creative Suite). Effective July 1, 2007, departments will no longer be billed for the standard SAIT software packages.

2. Software not included in the stanadard packages will require SAIT approval and be purchased by SAIT with the understanding that SAIT will be reembursed by the ordering department.

1. SAIT does not support student websites.

2. Departments are required to locate their websites on either ITS’s CWIS server or the SAIT web server, NOT on the ITS student servers.

3. SAIT does not update or maintain departmental websites. It is the responsibility of the individual departments to ensure current data and to comply with all ITS website regulations which includes fonts, colors, links, etc.

4. As authorized signers for the Division, SAIT personnel will request account creation and rights for departmental webmasters (either student workers or staff) but only at the explicit written request of the department’s director. Requests must be made via e-mail or memo.

5. Website accuracy and content is the responsibility of individual departments, SAIT takes no responsibility, but does make periodic scans and may require departments to make site changes or disable a site that fails to meet SAIT, ITS, and USC policies.

All computers and other technology related resources are the property of Student Affairs and the University of Southern California. By logging on to any Student Affairs computer, users are agreeing to abide by University, ITS, and SAIT policies and agree to periodic auditing of technology resources.

SAIT reserves the right to change or amend policies. A copy of this document is available for viewing and download from the web. Users should periodically check the SAIT website for the latest version of this document.

For questions or clarification please contact SAIT at 213-740-5244.