Procedures

Information and Communication Technology - Procedures

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1.0   Purpose and Scope

This procedure outlines requirements that consumers of The University of Queensland (UQ or the University) Information and Communication Technology (ICT) resources must comply with regarding access to and use of UQ ICT systems, software and other UQ ICT resources.

This procedure should be read in conjunction with UQ’s Information and Communication Technology Policy and applies to all consumers of UQ ICT resources, as defined in the policy (UQ consumers), including:

  • Students
  • Staff
  • Contractors and consultants
  • Visitors
  • Affiliates and third parties.

Additional requirements regarding the use of UQ email and sending of bulk messages are provided in the Email and Bulk Messaging procedure. 

2.0   Process and Key Controls

  1. The Information Technology Services Division centrally manages the operation of and access to UQ’s ICT resources and systems, including the Learning Management System (LMS).
  2. Proposals to purchase software on behalf of UQ or enter UQ-wide licensing agreements must be:
    1. in accordance with the requirements of this procedure and the Software Asset Management Procedure;
    2. reviewed by Information Technology Services; and
    3. approved in accordance with the Financial and Contract Sub-delegations Procedure.
  3. UQ consumers’ use of UQ ICT resources, systems and software must comply with applicable licence terms and UQ policies and procedures.

3.0   Key Requirements

3.1   Learning Management System

The Learning Management System is UQ’s core eLearning system. While the LMS is centrally managed by Information Technology Services, Course Coordinators and Instructors are responsible for the oversight and management of content requirements in accordance with the Minimum Presence in Blackboard Procedure.

All authenticated UQ students and staff can access an LMS course site for any course they have been enrolled in, for the purposes of teaching or learning.

3.1.1   Course sites

To create a course site in the LMS, Course Coordinators must lodge the Electronic Course Profile (ECP) with Information Technology Services (help@its.uq.edu.au) two weeks before the start of each semester. When the course site is created, Information Technology Services will:

  • publish the ECP in the course site;
  • provide access to the course site for all students who have enrolment in the course; and
  • notify the Course Coordinator.

Course Instructors may apply to Information Technology Services to create a course site without an ECP.  

Course Coordinators must ensure that course materials are added to the course site and notify students enrolled in the course.

To gain access to the relevant LMS course site, Course Instructors may use the automatic or manual procedures, depending on their requirements.

3.1.2   Access to the LMS

All sites within the LMS must have specific guest access settings enabled for all University staff and students. The required settings are configured by default in all newly created course sites. The guest access requirement is limited to learning materials and resources only; collaborative content or assessment information must remain unavailable to guests.

Permission to change the default settings must be sought from the relevant Associate Dean (Academic) by logging a request with Information Technology Services.

Guest Access may be turned off at the course level with permission from the Deputy Vice-Chancellor (Academic). This may occur where it is deemed that there is a risk to copyright or information security.

Guest access to course site information within the LMS is managed at three levels:

  • System level – managed by Information Technology Services.
  • Site level – managed by UQ Course Instructors and Coordinators or support staff.
  • Content areas – UQ Course Instructors and Coordinators or support staff (guest access is on by default for Announcements, Course Profile and Learning Resources).

All authenticated UQ staff or students can locate any course site using the search tool when logged into the LMS. Courses can be searched by subject code or description.

3.1.3   External access

Requests to access LMS course sites for people external to UQ (e.g. guest lecturers, professional peers and those involved in research activities relevant to the teaching activities of the Course Instructor) must be made to Information Technology Services using the approved form. Unless specified by the Course Instructor, external access requests will be for a period of 12 months.

Information Technology Services may request that the Course Instructor provide justification for ongoing provision of access to a person external to UQ.

3.2   Software

3.2.1   Purchasing software for UQ

Prior to purchasing any software on behalf of UQ, consumers must:

  • check the Standard Software Catalogue for suitable software before purchasing new software;
  • comply with the Software Asset Management Procedure;
  • ensure an appropriate number of licences are purchased to cover installation and usage of the software within the Organisational Unit; and
  • ensure the provisions of licences purchased are appropriate for the type of use intended by the Organisational Unit (e.g. academic, research, commercial).

All UQ-wide software licensing agreements that UQ consumers are considering entering into must be:

  • first reviewed by Information Technology Services prior to acceptance; and
  • signed by an appropriate delegate in accordance with the Financial and Contract Sub‑delegations Procedure.

Where software must be registered with the publisher(s) or vendor(s) of the software, “The University of Queensland” must be used as the licensee.

3.2.2   Use of UQ Licensed Software

Software licensed to UQ (UQ Licensed Software) must only be used for purposes legitimately associated with UQ’s operations as a teaching and research institution and in accordance with the relevant software licence terms. This includes online services (i.e. software-as-a-service) licensed to UQ.

The following conditions apply when using UQ Licensed Software to minimise UQ’s risks of copyright infringement or other breach of software licence terms:

  • UQ consumers may use the Microsoft Software Centre (for Windows devices) or Self Service (for Apple devices) to install licensed software on UQ devices.
  • All software installations that are not supported by self-service tools (e.g. Microsoft Software Centre) must be approved by Information Technology Services prior to installation on a UQ device. If approved, and a consumer does not have administrator access, a staff member from the consumer’s IT support team must install the software.
  • UQ Licensed Software must only be used in compliance with the applicable licence terms and conditions.
  • All UQ consumers obtaining or using UQ Licensed Software must understand and obey the terms and conditions for the use of the software.

3.3   Staff Access Extensions and Termination

Access to UQ ICT systems and resources is provided to staff for carrying out University work and for other UQ official business and will be archived 14 days after a staff member’s employment is terminated in UQ’s human resources system.

Staff will receive an email notification prior to termination informing them that they will lose access to UQ’s ICT resources and systems. Staff can request an access extension by having the Head of the Organisational Unit contact Information Technology Services (help@its.uq.edu.au) with authorisation and a new expiration date.

4.0   Roles, Responsibilities and Accountabilities

4.1   UQ consumers

UQ consumers are responsible for complying with this procedure, including:

  • requirements for the purchase of software on behalf of UQ;
  • the use of UQ Licensed Software; and
  • access to and use of UQ ICT resources and systems.

4.2   Course Instructors and Coordinators

Course Instructors and Coordinators must comply with requirements of this procedure in relation to their oversight of the LMS, including but not limited to:

  • the maintenance of course sites and access settings;
  • privacy of student information (including personal information, grades, assessment attempts and communications) on course sites; and
  • availability of assessment material.

Course Instructors and Coordinators must comply with relevant copyright usage permissions when providing content on course sites.

4.3   Supervisors

In addition to their responsibilities as consumers of UQ ICT resources, supervisors are responsible for arranging termination of access to ICT systems and resources for staff members that leave UQ.

5.0   Monitoring, Review and Assurance

The Chief Information Officer is responsible for the implementation and communication of this procedure, including ensuring that UQ consumers are informed of their obligations when accessing and using UQ ICT resources and systems.

Information Technology Services will review this procedure as required to ensure its currency and relevance to the management of ICT systems and resources at UQ.

6.0   Recording and Reporting

Information Technology Services will retain records of account extension requests as described under section 3.3 of this procedure.

Information Technology Services will report breaches of this procedure to the Information Technology Governance Committee.

7.0   Appendix

7.1   Definitions

Definitions relating to UQ’s ICT resources are outlined in the Information and Communication Technology Policy. Additional definitions related to this procedure are included below.

Content level – The configuration settings for each particular content area within individual Learning Management System course sites. These settings are set by default but can be changed by Course Coordinators and Instructors.

Course Coordinator – The staff member responsible for the delivery of the course. The Course Coordinator nominated in the Electronic Course Profile is automatically assigned the 'Course Instructor' role in the Learning Management System.

Course Instructor – A role within the Learning Management System that is automatically assigned to the Course Coordinator based on the information provided in the Electronic Course Profile. Anyone with a role of Lecturer when the Electronic Course Profile is published, will also be created as a Course Instructor.

Course sites – An online learning environment within the Learning Management System, typically related to a SI-net course.

Electronic Course Profile (ECP) – The ECP contains information on courses including administrative details, aims, objectives, learning resources required, course learning and teaching activities, assessment tasks and policies.

Guest Access – Limited default access UQ staff and students have to all Learning Management System course sites.

Site level – The configuration settings for each specific site in the Learning Management System, which are set at the time of course creation, and are the same for all new courses.

System level – The configuration settings that apply to the entire Learning Management System.

Custodians
Chief Information Officer Mr Rob Moffatt
Custodians
Chief Information Officer Mr Rob Moffatt