1. General:
The following guidelines address the Physical Plant computer network, systems, and services (herein referred to as the 'computer system'). Specifically these policies and procedures address the Computing & Information Services (CIS) department and users hardware acquisition, software acquisition or development, service requests, and access requests. This policy does not apply to the hardware and software needs of the Energy Management System operated by the Building System Group. The following policies and procedures establish systematic methods for requesting and maintaining hardware, software, user services, and functionality of the Physical Plant computer system (including networked file servers, networked personal computers, stand-alone personal computers, and all related software).

2. Administration:
The computer system, inclusive of the network, hardware, software, operating system and all operating procedures shall be at the exclusive direction of the Director of the Physical Plant and by delegation to the Manager of Administrative Services and the Manager of Computing & Information Services. The Manager of Computing & Information Services and staff will be under the direct supervision of the Manager of Administrative Services. The Manager of Computing & Information Services shall organize and direct the CIS staff to provide and control all acquisitions, programming and documentation, user training and assistance, and system maintenance. The Director of the Physical Plant, Manager of Administrative Services, and Manager of Computing & Information Services will promulgate policies to control the orderly development and efficient operation of the computer systems. Recommendations from the user group(s) and from the Computing & Information Services staff will be considered, however, deviation from established written official policy will not be permitted until or unless such deviations are approved.

3. Policies:

• The programs and data used on the Physical Plant network represent a large investment in time and money. The software and data are essential to the operations of Physical Plant Services. Therefore, any tampering or corruption of these programs and data, either intentional or accidental, will be regarded as very serious action. With this in mind, network users are prohibited from installing, programming, or using unauthorized software applications or hardware on any Physical Plant computer system. All hardware, software, and documentation must be approved before installation on Physical Plant computer systems. This will allow installed programs to be supported, integrated into current systems, and prevent potential damage caused by the spread of computer viruses on networked and non-networked computers.
  
  
• The use of Physical Plant computer systems is governed by applicable Federal and State statutes, the policies of Oklahoma State University and Physical Plant Services. Misuse, abuse, or unauthorized access of any Physical Plant computing system will make the responsible person(s) subject to severe sanctions including possible University disciplinary actions for criminal penalties.
  
  
• Authorized computer system users must take reasonable actions to keep their passwords confidential. Computer system passwords are not to be shared among users or divulged to anyone. A written authorization must be obtained before network access is permitted. In unusual or emergency situations, the Manager of Computing & Information Services may grant access on a temporary basis to be followed up by the appropriate written requests for use and access to the computer system. All computer system users must sign the "Physical Plant Computer Use Agreement (PDF)" and agree to abide by the terms and conditions of the policies and statutes stated in the document.
  
  
• The computing resources of the Physical Plant are intended solely for use in performing Physical Plant work related duties. All information stored on these resources is therefore considered the property of Oklahoma State University unless specifically exempted by other University Policy, State Law, or Federal Law. This policy specifically applies to electronic mail, which is considered business correspondence and therefore the property of Oklahoma State University.
  
  
• Networked and non-networked computer services or acquisitions of various types must be requested in writing by a department head to the Manager of Computing & Information Services. The Manager of Computing & Information Services will review all computer requests and make an appropriate recommendation. In situations where the request for services or acquisitions are unusual, the Manager of Computing & Information Services may elect to pass the request form and recommendation on the Manager of Administrative Services and the Physical Plant Director for final disposition. Forms are provided for user services as outlined in the attached procedures. Requests for user services would include, but not necessarily be limited to, the following:
  
  1. Microcomputer equipment and peripherals
  2. Software development, modification, purchase, or installation
  3. Operational items
  4. User training
  5. Network items

4. Procedures:
To establish user privileges for an individual on the network, a department head must submit a "Network User Access Request, form PPF131 (PDF)" to the Computing & Information Services unit. The department should retain their copy with all other copies of the form being forwarded to CIS. Once a computer account has been approved and established, user passwords, system orientation, and training will be provided by CIS. Each new and current user must read and sign the "Physical Plant Computer Use Agreement (PDF)" form prior to accessing any Physical Plant computer system. A signed copy of the agreement will be issued to authorized users and a copy will be kept on file. To request various types of services from the Computing & Information Services unit or to purchase microcomputer equipment or software, a Physical Plant department head should complete a "Micro Computer Service/Purchase Request form PPF132". This form should be filled out in sufficient detail as to allow a layman to understand the general requirements. The requesting department would retain their copy with the others being forwarded to the CIS department. Final disposition will be made on the original copy and returned to the requesting department. Subsequent action will then follow as scheduled. Stand-alone areas not connected to the network must have computer hardware and software items analyzed as to the overall consequences and relationship to the networked systems. It must be recognized that the development and modification of various software programs that interrelate (as do those of the Physical Plant) are very complicated and time consuming. To this end, the Computing & Information Services Department will maintain a CPM-style schedule that addresses the development of new programs and the modification of existing programs. Hardware, network connections, training, software development or modification, and documentation will be incorporated into a specific project's completion. In this way a definite plan can be maintained and the computerization of the Physical Plant will be scheduled objectively. Computing & Information Services should be notified of terminating employees with computer access prior to the employee's termination date. Prior notification allows CIS to set an expiration date on network accounts that coincide with the employee's termination date. In the event of a disgruntled employee termination, CIS should be notified immediately in order to remove the employee's access and protect the system's software and data.

Effective August 15, 1994