Classrooms are equipped with rack-mounted DVD players, rack-mounted VCR players, videoconferencing equipment, table microphones, ceiling-mounted LCD projectors, plasma monitors, touch-screen monitors, PCs, docking stations, Sympodium interactive lecterns, printers, scanners, webcams, table-top DVD players, and video converters.
Teaching labs are equipped with PCs, ceiling-mounted LCD projectors, and Sympodium interactive lecterns.
Lecture halls are equipped with rack-mounted DVD players, rack-mounted VCR players, videoconferencing equipment, table microphones, ceiling-mounted LCD projectors, plasma monitors, touch-screen monitors, Sympodium interactive lecterns, wireless microphones, touch-sensitive electronic whiteboards, PCs, and document cameras.
Seminar rooms and conference rooms are equipped with rack-mounted DVD players, rack-mounted VCR players, videoconferencing equipment, table microphones, ceiling-mounted microphones, plasma monitors, and touch-screen monitors.
PCs and color printers for community use are located in the library and other common areas throughout the building.
ITS also maintains a multimedia lab with equipment and software suitable for the production of audio-visuals, movies, and other media.
Within ITS the User Services and Institutional Technology department has primary responsibility for providing and maintaining this equipment. Requests for repair and maintenance should be e-mailed to the IT Helpdesk, helpdesk@qatar.tamu.edu.
Use of the A/V equipment in the classrooms and lecture halls is limited to 1) members of the faculty and staff, 2) TAMUQ students under the supervision of a member of the faculty or staff, or 3) students with a letter of authorization signed by a member of the ITS management team. LAS Building Security personnel will enforce this policy and will report infractions to TAMUQ and QF.
Use of the A/V equipment in the seminar rooms, conference rooms, and common areas in the LAS Building is limited to 1) members of the faculty and staff, 2) TAMUQ students under the supervision of a member of the faculty or staff, or 3) students who have been trained in the use of the A/V equipment.
The IT Security and Policy Administrator is responsible for creating, maintaining, and deleting local computer user accounts. Account creation of maintenance by other individuals or ITS staff is strictly prohibited.
Faculty and Staff:
New faculty and staff members should request a TAMUQ IT account as follows:
The new employee’s supervisor should determine the new employee’s computer equipment requirements. The supervisor should send equipment requests to helpdesk@qatar.tamu.edu as soon as possible in advance of the new employee’s start date.
The supervisor should contact the IT Security and Policy Administrator and obtain an ITS Employee Information form and a copy of Information Technology Guidelines. The supervisor should complete and return the ITS Employee Information form.
The new employee should read and sign the Information Technology Guidelines document and return it to the IT Security and Policy Administrator.
After these steps are completed, the IT Security and Policy Administrator will create an IT account for the new employee, and give him or her a username and temporary password, along with the Desktop Computing for Faculty and Staff document. The new employee will receive an individual orientation about IT equipment and policies, including password policies, which are described below in Password Policy.
Each of the central administrative computing platforms (SIMS, BPP, and FAMIS) operates its own user account office. ITS is not responsible for assigning, coordinating, or managing computer accounts on these platforms. Any faculty or staff member who needs access to these platforms should contact his or her supervisor.
Students:
Following the completion of the admissions cycle, the TAMUQ Registrar will provide the IT Security and Policy Administrator information on each new student. The IT Security and Policy Administrator will use this information to create new student accounts. New students will attend a classroom-style IT orientation during which they will read and sign the Information Technology Guidelines document and receive their usernames and temporary passwords along with the Desktop Computing for Students document. Students must follow TAMUQ password policies as described under ‘Password Policy’.
Students registered for a spring semester course are provided computer services until the 12th class day of the following fall semester. Students registered for summer semester courses are provided computer services until the 12th class day of the following fall semester. Students registered for fall semester courses are provided computer services until the 12th class day of the following spring semester.
Visitors:
Accounts for spouses of faculty and staff, and library patrons are available upon request. The CIO may also provide computer and email accounts to selected guests at his discretion. When this occurs, the same steps noted above for faculty and staff will be followed with the exception that the CIO will sign the Employee Information form instead of a supervisor.
Deactivation of Accounts:
Faculty, staff, and students are allowed to maintain their TAMUQ computer accounts for as long as they remain employed by or enrolled at the Qatar campus. Once a faculty, staff member, or student ends his affiliation with TAMUQ, ITS will coordinate the deactivation of his or her internal computer accounts, including any administrative computing accounts (SIMS, BPP, FAMIS) that he or she may have been authorized to access.
Faculty and Staff: As part of post-employment processing, the Human Resources Office will notify ITS when faculty or staff are no longer affiliated with the campus.
When an employee account is deactivated, ITS will:
Students: Students accounts will be deactivated:
When a student account is deactivated, ITS will:
Temporary Deactivation: Computer account privileges may be suspended at any time due to violation of TAMUQ technology policies. In such cases the CIO will determine the appropriate consequences following established policy.
Additionally, inactive accounts will be disabled after 90 days of inactivity. These accounts can be re-activated upon the request of the end user. The end user should visit the IT Security and Policy Administrator to re-activate their disabled account.
The “Desktop Computing” document provides information and recommendations on computer resources and support that are available to TAMUQ faculty, staff, and students. The document is given to faculty and staff members when they open an IT account at the beginning of their employment at TAMUQ. It is supplemented with a one-on-one orientation provided to each new employee by the ITS User Services Department. This document is given to TAMUQ students when they create an IT account at the beginning of their first semester at TAMUQ. It is supplemented with classroom-style orientations provided for new students by the ITS User Services Department.
Desktop Computing documents are updated as necessary by ITS management. A link to the document is provided below:
http://technology.qatar.tamu.edu/docs/policies/DesktopComputing.pdf
ITS supports desktop computing systems for faculty, staff and students.
Faculty:
Faculty members are provided several options for desktop computing. The goal of the “Faculty Desktop Computing Program” is to provide faculty with the flexibility to acquire the computing tools they require, while at the same time being sensitive to the realities of purchasing and supporting equipment in Qatar. Desktop computing equipment provided to faculty is replaced on a three year basis.
A link to the current faculty desktop computing program document is provided below:
http://technology.qatar.tamu.edu/docs/policies/FacultyDesktopProgram.pdf
Salaried Staff:
Salaried staff members who need a laptop computer for job-related duties and have the permission of their supervisor will be provided with a laptop computer imaged with a standard package of productivity software. Each staff laptop, where possible, will be accompanied by a docking station, monitor, keyboard, mouse, and printer.
Salaried staff members who do not need a laptop to fulfill their job responsibilities will be provided with a desktop computer instead, imaged with a standard package of productivity software, and including a monitor, keyboard, mouse, and printer.
Hourly Staff:
Hourly staff members will be provided with a desktop computer imaged with the software required for standard staff needs. Each desktop will include a monitor, keyboard, mouse, and access to a printer, copier and scanner. Exceptions to this policy may be requested by the individual's supervisor, and must be approved by the chief information officer or the Director of Computing Operations.
Students:
All full-time, degree-seeking TAMUQ students will be provided with a laptop computer and accessories to use in completing their coursework. Each student’s laptop will be imaged with the software needed for his or her current coursework. At the end of each academic year, the laptop will be re-imaged with the software necessary for the following year’s coursework.
Part-time, non-degree-seeking TAMUQ students will not be provided with computer equipment exclusively for their own use. Instead, they are invited to use the open access computers located in the common areas throughout the LAS Building.
Visitors:
Visitors to the TAMUQ campus are invited to use the open access computers in the common areas throughout the LAS Building to check e-mail and generate Microsoft Office documents.
If a visitor requires a laptop computer exclusively for his or her own use, and this need is verified by a member of TAMUQ management, the visitor will be issued a laptop to use during his or her visit to TAMUQ. The visitor’s TAMUQ host is responsible for the timely return of the visitor’s computer equipment.
TAMUQ will issue information technology equipment to faculty, staff and students as necessary. The IT Security and Policy Administrator will issue all equipment, record each equipment loan on a Property Loan form, and maintain Property Loan files.
The person to whom the equipment is issued is responsible for its safe-keeping and proper use. Fraudulent use of issued equipment, or stolen, lost, or damaged equipment must be reported to the IT Security and Policy Administrator (see Fraud, Theft, Loss or Damage of Equipment).
All university owned equipment shall be assigned or turned in through the IT Security and Policy Administrator. Other ITS staff members shall not loan or pass equipment, nor should they accept the return of equipment. Direct all inquiries, including individuals desiring to turn in equipment, to the IT Security and Policy Administrator.
Students:
Each new TAMUQ student will be issued a laptop computer with appropriate accessories. The laptop is loaned to the student while he or she is enrolled at TAMUQ, and becomes the property of the student when he or she graduates. If a student withdraws from TAMUQ before graduating, his or her computer and accessories must be returned immediately to the IT Security and Policy Administrator.
In the case that student laptops, or other loaned equipment, require repair, the students shall be responsible for all the costs of repair, other than warranty services (bad hard drives, etc.). Students shall be assessed the full cost of repairs, plus any cost necessary to transport the equipment to and from the repair shop. Students will be blocked from registering or receiving official transcripts until any assessments are paid in full.
At the end of each academic year, each continuing student must remove all his or her files from the laptop computer and return the laptop to the IT Security and Policy Administrator. ITS staff members will perform needed repairs, maintenance, and upgrades, and will re-image each computer in preparation for the classes each student will be taking during the following academic year. This work will be completed by the beginning of the new academic year, and students may retrieve their laptops from the IT Security and Policy Administrator before their first class.
Faculty:
Each faculty member will be issued computer equipment through the Faculty Desktop Computing program. This equipment is loaned to the faculty member while he or she is employed by TAMUQ. At the end of the term of employment he or she must return the equipment to the IT Security and Policy Administrator.
Student Lab Assistants / Teaching Assistants:
Student lab assistants and teaching assistants will be given IT accounts in the “staff” group. If their supervising professor wants them to have laptops, the professor must sign the “Property Loan” form and be responsible for the laptop. If the laptop is not returned, the professor is responsible for locating or reimbursing the university for the equipment.
Staff:
Any staff member who needs a laptop computer and accessories will be issued one with the permission of his or her supervisor. This equipment is loaned to the employee while he or she is employed by TAMUQ. At the end of his or her term of employment, the employee must return the equipment to the IT Security and Policy Administrator.
Visitors:
Visitors to the TAMUQ campus are not normally issued IT equipment. Visitors have access to the open computer equipment and printers that are in the common areas of the building. Requests for exceptions to this policy (due to special needs for IT equipment, such as for a presentation) should be submitted to the IT Security and Policy Administrator.
Each student, faculty, and staff member is responsible for the safe-keeping and proper usage of the equipment he or she has been issued. Fraudulent use, theft, loss or damage of issued equipment must be reported to the IT Security and Policy Administrator.
Anyone reporting an incident must complete a TAMUQ “Fraud, Theft, Loss or Damage” form. ITS will then notify the head of building security, the head of QF Security, and/or law enforcement officials, as appropriate. If the CIO determines the fraud, theft, loss, or damage of the equipment resulted from negligence or wrongful intent on the part of the person to whom the equipment was issued, that person will be liable for the cost to repair or replace the equipment, or to make restitution for any harm done.
Fraud, theft, loss or damage of non-issued equipment must be reported immediately to the IT Security and Policy Administrator. The person reporting the incident will complete a TAMUQ “Fraud, Theft, Loss or Damage” form, and ITS will notify the head of building security, the head of QF Security, and/or law enforcement officials, as appropriate.
The “Fraud, Theft, Loss or Damage” form is available from the IT Security and Policy Administrator.
The “Information Technology Guidelines” document outlines ethical standards and practical guidelines for computer use by members of the TAMUQ community. All students, faculty, and staff members who open a TAMUQ information technology account must sign the document to acknowledge their understanding of TAMUQ’s standards and guidelines and of the disciplinary actions that will result from violations. The document must be re-signed each year by all IT account holders within two weeks of the first day of Fall semester classes.
The Information Technology Guidelines document is updated as necessary by TAMUQ management. A link to the document is provided below:
http://technology.qatar.tamu.edu/docs/policies/InformationTechnologyGuidelines.pdf
The following rules govern user passwords for ITS accounts. These rules are enforced electronically for computers at user workstations, in the Open Access Labs, Library, and classrooms.
Procedure for changing passwords, or resetting expired passwords:
TAMUQ students, faculty members, staff members and visitors who have IT questions, need assistance, or wish to report failure of TAMUQ IT equipment or software should email the IT Helpdesk at helpdesk@qatar.tamu.edu.
Use of the Helpdesk system allows ITS to log all requests for assistance, assign the appropriate ITS staff member to handle each request, and compile statistics about requests (such distribution, response time, etc.).
ITS will provide services as described below to employees residing in TAMUQ leased housing. Local contract hires and employees who have opted to receive a housing allowance are not eligible for these services.
Broadband Internet service will be provided at no cost to the employee. ITS will support one (1) ADSL connection and one (1) wireless access point in each unit. This will allow the employee to connect multiple computers to the service in addition to having wireless access to the Internet. All networking equipment will remain TAMUQ property.
ITS will install a desktop computer and printer, if needed, in each TAMUQ-provided home for full-time employees.
Employees must bring their TAMUQ-provided computer equipment to ITS for servicing. ITS staff will attempt to respond to technical issues involving these services in a timely fashion; however, support for these services will have a lower priority than technology operations on the Education City campus. Support for these services will be performed during regular business hours. Requests for support should be emailed to helpdesk@qatar.tamu.edu.
Full support is provided for software installed by default on university computers. Additional software will be provided as needed, based on the policies outlined in 'Special Requests'. Support for other software packages is limited. Guidelines for the legal and ethical use of all ITS-provided software are outlined in “Information Technology Guidelines,” as described in the IT Guidelines Document. Use of unlicensed software is strictly prohibited.
Guidelines:
Many common software applications pose security risks or have the potential to disrupt network service. Some software and add-ons make communication easier, add functionality to your programs, or change the look and feel of your computer. Unfortunately, this software has the potential to jeopardize the privacy of your information and could put the campus computing environment at risk.
Some examples of programs known to compromise computing security and cause problems in the computing environment are listed below. Please note that it is impossible to maintain an exhaustive list of problematic software. Computer users with questions about a specific piece of software should contact the ITS Helpdesk directly.
Email and desktop enhancement toolbars: Software that adds backgrounds to the desktop or to email messages, or adds new toolbars to Internet Explorer or Outlook should not be installed on any university computer. Examples include HotBar and the Yahoo toolbar. Most of these programs maintain a log of each user’s activities. Every time a user sends email, visits a website, or uses a search engine, the program sends this information to its home server on the Internet. Some of the data collected about a user might include his or her name, email address, contact information, the web pages that were viewed, and the data typed into search engine fields.
Music or video sharing/downloading software: Software for downloading or sharing music or video files should not be installed on any university computer. Most of these applications create share directories on the user’s computer that allow the user to download files and also allow other people to retrieve files from the user’s computer. Some of these applications create pop-up banners that could be customized by the Internet sites the user visits. These programs and others similar to them can be costly in terms of user time, computer efficiency, and security. They can lead to a proliferation of spam, compromise data, and slow down the network. Their use may also be illegal. Examples include BearShare and Kazaa.
Requesting Software:
Faculty and staff members who require software that is not ordinarily supplied should submit a request to ITS management. For faculty, TAMUQ’s “Technology Equipment Mini-Grant Program” can provide funding for special requests. For staff, the requesting employee’s supervisor must verify that this software is needed for the successful execution of the employee’s job responsibilities.
Any student who requires software that is not ordinarily supplied should submit a request to his or her professor. If the professor considers the software a necessity for the student(s) in his or her class, the professor should submit a request to ITS management.
Requests for software for campus-wide distribution will be considered by the Operations Council or the faculty if the software is course-related.
All software must be properly licensed before it can be installed.
Unlicensed Software:
Faculty, staff, and students may not install any unlicensed software on any computer that is provided by TAMUQ.
The Director of Computing Operations, in consultation with the CIO, the HR Supervisor, and the Associate Dean for Academic Affairs will investigate all suspected incidents of installation of unlicensed software on TAMUQ computers. Installation of unlicensed software is considered a violation of university rules, and shall be handled following the procedures listed under 'Violations of Technology Guidelines or University Rules'.
Penalties for violations include reprimand, loss of computer use, and/or termination of employment or enrollment.
Faculty and staff members who require equipment or software that is not ordinarily supplied should submit a request to the chief information officer. For faculty, there is a “Technology Equipment Mini-Grant Program” which provides funding for special requests. For staff, the requesting employee’s supervisor must verify that this equipment or software is needed for the successful execution of the employee’s job responsibilities. Funding may or may not be available for special requests.
Suspected violations of technology guidelines or university rules will be handled in the following manner. The Director of Computing Operations will manage the process by investigating the suspected violation, determining the facts at hand, and will recommend any actions or consequences. The CIO, in consultation with the Dean and CEO, will review the Director of Computing Operation’s report and will determine how to best proceed.
First Occurrence Procedure:
Second Occurrence Procedure:
Procedures for a Second Occurrence are the same as for a first occurrence, but in addition to the steps outlined above the CIO will also send a notification of the violation to the Dean and CEO. If the incident involves a student a notification will be sent to the Associate Dean for Academic Affairs and Director of Student Affairs, who together have the option of placing the report in the student’s permanent file.
ITS maintains a number of platforms and information systems, for use by TAMUQ faculty, staff, and students. Access to these systems shall be governed as follows:
Procedure:
Computer accounts allow users to access the TAMUQ computer network and use TAMUQ resources that may include the following (depending on each user’s access privileges):
ITS Technology services are hosted on a variety of computing platforms and are centrally controlled using the ITS User Account Manager (a custom software package that centralizes the creation and oversight of user computing accounts). The ITS User Account Manager ensures that an individual user’s account has the necessary access to any physical server or software package required to use a particular ITS technology service.
All user accounts must be created using ITS User Account Manager to ensure uniformity in the configuration of user accounts, home directories, email accounts, and other information. Ad hoc creation of user accounts is not allowed.
The management and creation of user accounts is a responsibility of the IT Security and Policy Administrator.
Batch Accounts for ITS Services
Batch accounts for ITS applications or services are created through the IT Security and Policy Administrator, and are assigned to a ITS staff members. When staff members depart ITS, their batch accounts are assigned to another ITS staff member, and the passwords for all batch accounts shall be reset - thereby preventing former employees from accessing ITS resources through hidden backdoors.
ITS maintains a formal disaster recovery and business continuity plan in order to protect the integrity of its information systems and to ensure that TAMUQ operations can continue after a disaster or an emergency. A link to the most recent plan is provided below. Because of the sensitive nature of this information, the document is password protected.
http://technology.qatar.tamu.edu/docs/policies/CurrentDisasterRecoveryPlan.pdf
Information Technology Services operates a central helpdesk for requesting assistance with technology related matters. Operating the helpdesk is the responsibility of the Department of User Services and Instructional Technology within ITS.
Faculty, staff, students or others submit requests to the system by emailing helpdesk@qatar.tamu.edu. Requests are entered automatically into the ITS Helpdesk System, and are assigned to the helpdesk queue. Where possible the Helpdesk staff members handle routine requests. In cases where the helpdesk cannot resolve the request it will be assigned to the appropriate ITS staff member.
The ITS management team routinely reviews statistics generated by the helpdesk system. As a goal, 50% of all helpdesk requests are to be resolved within 24 hours, and 95% of all requests are to be resolved within 72 hours. The management team reviews these statistics in order to ensure that this goal is being met. Other statistics such as the number tickets closed, average time to close tickets, etc. are also reviewed.
ITS staff members can access the ITS Helpdesk System by visiting https://webvpn.qatar.tamu.edu/ and selecting ITS Helpdesk System on the list of web shortcuts.
The Information Security Assessment, Awareness, and Compliance (ISAAC) risk assessment process provides a snap shot of the security posture of departmental information systems. The assessment addresses the level of compliance with Texas Administrative (TAC) 202 Information Security Standards and provides a security risk rating for the department's information systems.
Each staff member within Information Technology Services is required to submit, on a weekly basis, a timesheet. Timesheets are used in order to track individual effort and allocate that effort (and cost) to the various projects or end users that ITS supports. The timesheet system is completely web-based, and can be accessed by visiting https://webvpn.qatar.tamu.edu/ and selecting web timesheets in the list of web shortcuts.
You should visit with your supervisor to review the various ITS cost centers, and to determine where your individual effort and staff time should be allocated.
Office Attire:
Employees’ work attire should complement ITS’ positive and professional image. Business casual attire is expected during normal working hours. While blue jeans are acceptable, shirts should be collared and tucked in. Both button down and polo type shirts are acceptable. On Thursdays, all ITS employees are encouraged to wear the official ITS department shirt.
When representing ITS or TAMUQ to external communities, employees are expected to dress in business attire or conform to the dress expectations of the event or meeting.
Business casual attire is not always compatible with the work environment or the type of work performed by an employee. For example, business casual attire is not compatible with unpacking or moving boxes or installing network equipment in cramped places. Causal dress is appropriate in these circumstances.
Regular Work Hours:
The standard work week for all ITS employees, in exempt positions, is Sunday through Thursday from 7:30 a.m. to 4:30 p.m. Employees are provided a one hour lunch break each day, at a time of the employee's choosing. Most employees in exempt positions take lunch from11:30 a.m. to 12:30 p.m.
The standard work week for all ITS hourly employees, in hourly positions, is Sunday through Thursday from 7:30 a.m. to 3:30 p.m. Employees are provided a paid thirty minute lunch break each day, at a time of the employee's choosing. Most employees take lunch from 12:30 a.m. to 1:00 p.m.
Employees are expected to arrive at work early enough so that they can be at their desks and ready to support our faculty, staff, and students by 7:30 a.m. each day.
An employee is required to take leave (vacation leave, sick leave, state compensatory leave, administrative leave, or business leave) anytime he or she is not at work during the standard work week. An employees requesting vacation leave should do so through his or her supervisor a minimum of two weeks in advance. An employee who is unable to report to work due to illness or injury should contact his or her supervisor by email or telephone as soon as possible.
ITS employees are occasionally required to work beyond normal working hours to perform their duties. For example, network or local-area-network upgrades are commonly done outside normal business hours to minimize disruption for faculty, staff, and students. ITS employees in exempt positions are salaried professionals and are exempt from federal overtime rules. Hence, they are not entitled to additional compensation or comp time in exchange for working extra hours. As a result, ITS employees cannot come to work several hours late in exchange for working several hours outside the normal work day.
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