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Policy Development Process | Deployment and Use of Wireless Data Networks | Interim Policy on Disclosure or Exposure of Personal Information | Policy on Institutional Data | Payment for Employee Home and Off-Campus Internet Access | Responsible Use of University Computing and Network Resources | Retention of Electronic Records | Web Policy and Guidelines

Information Technology Policy and Services

Policy Development Process

Information Technology Policies serve a number of purposes for the university community. These policies further the university's missions, educate the community about best practices in information technology, promote university-wide operational efficiencies, and reduce institutional risks. They also guide community members to help ensure compliance with applicable laws and regulations.

General Information Technology Policy is often found implicitly in the Information Technologies Strategic Plan as well as in the university's statements and actions. However it is often helpful to have specific Information Technology Policies formally developed, approved, maintained and distributed in a consistent and timely manner. This practice helps to assure the success of university strategic initiatives, compliance with policy objectives, and establishes the accountability of operating units and individuals affected by each policy.

Specific Information Technology Policies should have broad applicability throughout the university. These policies do not take the place of local unit policies and procedures, but establish a foundation within the framework of the university's mission, the Academic Plan, and the Information Technology Strategic Plan.

The Chief Information Officer (CIO) is responsible for University Information Technology Policies. The need for a new policy may become apparent or compelling in a number of ways. For example, the availability of new technology or changes in the ways campus community members work could drive the need. Any member of the university community may contact the Office of the CIO to discuss policy issues, suggest a need for a new policy, or comment on existing policy.

Specific policies are developed through a broadly based campus-wide consultative process managed by the Office of the CIO. Final policies are approved by the Office of Academic Affairs and the President’s Cabinet. They are then maintained in this Information Technology Policy Repository.

For further information or assistance with Information Technology Policy issues, send e-mail to ITPolicy@osu.edu or contact Bob Kalal at kalal.1@osu.edu or (614) 292-6888.

Information Technology Policy Repository

The public view of the Information Technology Policy Repository is contained in this area of the Office of the CIO Web Site. The repository contains the official copy of approved policies and current copies of draft policies, along with supporting documents. It provides a public location for university units to access and link to policy documents, ensures the integrity of policy documents, and provides a historical policy record. It also provides a contact point for university community policy comments and suggestions.

Information Technology Policy Development Process

The Information Technology Development process is a broadly based campus-wide consultative process using information from on and off campus. The process will ensure that Information Technology Policies are developed using the most appropriate campus resources and the best guidance and experience from peer institutions and other off-campus resources.

When the need for a new formal policy is identified, the CIO will consult with the University Senate Council on Libraries and Information Technology and other campus groups as necessary.

The Office of the CIO will then form a small group from campus areas appropriate for the specific policy. The group will explore the issues, gather input from the campus community and external sources, and develop a draft policy for presentation to the council and CIO.

After the input process, the Office of the CIO, with the approval of the Senior Vice-Provost, will ask the campus community for comment on the policy. The draft will be kept online in the repository at on the CIO web site and the request for comment will be widely publicized through campus mass communication channels such as OSUToday or onCampus, and discussed with appropriate campus offices and organizations.

The draft group will use resultant campus input to prepare a final policy draft. After approval by the Office of Academic Affairs, the policy will be taken to the President’s Cabinet for final adoption.

After adoption, the final policy will be placed in the repository along with final drafts of any supporting documents. The policy will be widely publicized and other appropriate university web sites will be asked to link to the final policy.

Information Technology Policy Maintenance Process

The Office of the CIO and the council will formally review each specific policy at least every three years for needed updates or revisions. Minor changes will only need support from the CIO and council. Major changes should follow the full policy development and approval process.

Supporting documents should include Frequently Asked Questions (FAQ) documents and reference materials. The web site repository copy of a policy should include links to appropriate locations in the supporting documents and to external documents. The Office of the CIO will maintain the supporting documents in the repository. The Office of the CIO will regularly review FAQ documents to include new inquiries and interpretations.

For more information, contact Bob Kalal at kalal.1@osu.edu or (614) 292-6888.

 

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