Shared Responsibilities

University of Illinois
College of Veterinary Medicine
Sharing of Responsibilities for Information Technology
Second draft: April 15, 2008

This document defines the sharing of responsibilities for information technology between the Computing Services and Departments within Veterinary Medicine.

Professional Contribution
The College Administration provides a professional information technology unit for service to all College departments. This unit, Computing Services, develops and implements technology solutions to support all academic missions and business processes of the College. The director of Computing Services is the College liaison to other Campus units for information technology needs and services. The unit provides the College and departments with professional direction, consulting and leadership.

Network Infrastructure
Computing Services is responsible for maintaining and/or managing the network infrastructure provided by CITES from the Campus backbone to the computer or any device connected to the network. This includes firewalls, routers and switches. The College will provides to CITES a Network Administrator to assume responsibilities on for all contacts with CITES network services. In lieu of this position, CITES, by policy, defaults these responsibilities directly to Deans and Department Heads.
Department personnel are responsible for responsible use of the network resources in accordance with Campus policy. These are posted on the web site of the Chief Information Officer for this campus(http://www.cio.uiuc.edu/policies.html).

Hosted Services
Computing Services will provide computerized services necessary for the operation of the College when they are not provided centrally for the Campus. They will support department operations by managing computerized services provided by centrally from the Campus. These services include such things as file storage and back-up, email and email distribution lists, DNS, DHCP, printing, video conferencing, wireless networking, web hosting, directory services and authentication systems.

Departments are responsible for periodic reviewing of access rights to these services, maintaining email distributions lists and notifying Computing Services of employees arriving and departing. Users are responsible for maintaining their file spaces in accordance with University regulation; requesting more storage and providing their own applications beyond the scope of the hosted services. Such applications includes specialty programs such as 3D modeling or statistical applications.

Computer Hardware and Software
Computing Services will supply all the hardware and software required for the hosted services, classrooms, and computer labs. Providing computers in the main department conference rooms will be reviewed on a case by case basis. Costs for upgrades to software required by the College may be shared by Administration and the departments. Purchasing guidelines and standardized hardware and software packages for administrative uses will be recommended.

Departments will supply computing hardware and software for all employees within their department and all conference rooms and department specific computer labs following standards and guidelines set by Computing Services. Faculty may choose their own computing platform or utilize standard packages recommended at the College level.

Classrooms and Instructional Spaces
Computing Services provides the design, installation, hardware acquisition and maintenance of lecture rooms, conference rooms, rounds rooms and auxiliary classrooms and gathering spaces. Training for instructors is provided. Assistance during use of these rooms is provided upon advance notice.

Departments will fund or cost share with Administration for acquisition of AV and computing hardware within conference rooms, rounds rooms and auxiliary classrooms. Instructors are expected to report problems promptly and attend training to become familiar with the functions of the rooms. For assistance with guest speakers, departments are expected to notify Computing Services beforehand.

Computing Desktop Support (Help Desk)
Computing Services will provide a help desk for computer assistance. Requests for assistance can be made via email (preferred), phone and drop-in. Requests are entered into a ticket system and prioritized for instructional, business and research continuity. Emergencies are handled first. For the most part, assistance is limited to making sure a computer and its software is working correctly. Assistance for how to use an application is limited to time available. Help Desk operations are located in 2938 VMBSB. A second location in 207 LAC is planned to support VCM and VTH.

Department user base is responsible for use of the applications, seeking proper training, executing common maintenance tasks such as updating anti-virus software, patching operating systems, moving computers following step-by-step instruction for processes that do not require a computer professional. Department are expected to define parameters and guidelines for prioritizing requests for assistance. For instance, VTH may prioritize exam room computers over business office machines or set a guideline for response time for issues within the Imaging unit.

Instructional Technologies and Support
Computing Services provides the back-end services for educational technologies making them available to faculty and instructors. This includes such things as operating wiki’s, streaming media servers and repositories, IM servers, desktop collaboration products, lecture content capture, podcasting and the like. Support for these is limited to assistance in using the products.

Department individuals are responsible for seeking training in educational technologies and finding sources for producing their educational content within the applications.

Audio Visual Production Services
Computing Services provides video shooting and production as available.
Departments and individuals should expect to source their own video production when this service is unavailable and when higher professional results are required.

Security
Computing Services is the guardian of the network and what is and can be connected to it. File servers are secured by industry best practices. Access control mechanisms are provided for shared resources such as file storage, instructional and research web sites, electronic medical records, hospital information systems and other mission critical applications. Methods for secure access to local systems will be provided based on security standards and the professional experience of the IT leadership giving priority to safeguarding data.

Departments are responsible for authorizing individuals’ access to file shares and resources and communicating changes to Computing Services. Users are responsible for the security and backup of data on desktop computers. Users are responsible for using the proper methods for accessing local systems. Users are responsible for keeping passwords secure. Departments are responsible for maintaining policies and rules put in place to safeguard the continued health of the network and to preserve the flow of data required for the missions of the College.

Division of Responsibility Matrix
(Last reviewed and updated: April 15, 2008)
The following matrix is provided to clarify the responsibility for common tasks and issues. It is not meant to be inclusive and will be updated to remove ambiguity and account for new needs.

Description Computing Services Dept/Individual
Network Infrastructure
New data jacks in existing offices and labs X
New data jacks as part of a major remodeling X
Activating existing data jacks X
Network repair and reporting X
Network access control (MAC address registration) X
Network Hub Access (aka, CITES CER) X
Wireless coverage X
IP space management X
PACS firewall X
Hosted Services
Print queues for network printers X
Network file storage X
Network file storage backup X
Instant Messaging X
Web hosting X
Email distribution lists X
Video conferencing X
Streaming content hosting X
Vendor information systems X X
Authentication to CVM-AD X
Access Authority X
Data Ownership X
Computer Hardware and Software
Servers for hosted services and mission critical information systems X
Desktop computers for classrooms, conference rooms and computer labs X
Desktop computers and printers for individuals Support Purchase
Shared network printers X
Shared network print queues X
Server Administration
CVM-AD file servers X
VADDS/Vetstar X
Meetingmaker X
Web server X
Web Application server X
4D database server (Inventory, Pennant, CAMF) X
4D Storeroom server X
Carestream PACS administration, backup and maintenance Discussion
LAC MRI X
Desktop Support Services
Helpdesk response center X
Application support (How to use an application) X
Printer maintenance – routine (cartridges, paper) X
Printer maintenance – repair X
Printer paper for student computer rooms X
Printer paper for department and individual printer X
Classrooms and Instructional Spaces
2251, 2258, 100 LAC, 80 SAC – all functions X
2281, 217 LAC, Library public computing X
2506 – Projector, screens and AV controls X
2506 - Microscope X
2506 – Computer X
250 LAC – all functions X
3234e – AV and maintenance X
3234e – computer X
VTH Rounds rooms – projectors and Smartboards X
VTH Rounds rooms – computers X
2743 lab projection and computer X
2743 lab microscope and other lab equipment X
SAC/LAC conference rooms (240, 242, 201) projection and Smartboards X
SAC/LAC conference rooms (240, 242, 201) computers X
AV Services
Design, equipment specification and installation X
Equipment purchase for department spaces X
Video shooting and production X X
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