On this page, you will find the Iliff School of Theology (IST) Information Technology Policies and Procedures. The information on this page is subject to change at any time.
For information on most tasks related to Canvas, my.iliff, and Google Apps, please see the appropriate FAQ on the main page of Iliff Zendesk FAQ. If you require further assistance, please contact support at support@iliff.edu or (303) 909-9321. Please do not email IT staff directly. Policies related to IT equipment and service requests are found at the bottom of this document.
These policies apply to all Iliff computer and information technology resources and govern all users of these resources. Users should understand that IST cannot guarantee protection against media failure. IST and IT staff cannot be held accountable for violations of user responsibilities, such as unauthorized access by other users. All members of the Iliff community are responsible for knowing and abiding by all Iliff policies, including but not limited to the contents of this document.
In this document, "user" refers to a member of the Iliff community and "resources" refers both to the physical hardware including servers, computers, networks, and related systems and to the software and data on those systems.
Privacy
Users must respect the privacy of all members of the academic community. Users should understand that their files may be subject to access by employees of the University for many reasons. For example:
- The University may be legally obliged to open files to assist state or federal authorities in an investigation.
- Supervisors, in that capacity, may access data in the files of personnel for whom they are responsible.
- Similarly, administrators of local computing networks may access user files in the course of maintaining a system or Web site.
Email is particularly vulnerable to exposure from many sources, both inadvertent and malicious. Although it has become a cliché to advise users never to trust anything to email that they would not want to see on the front page of the daily newspaper, this comes close to expressing reality. Users should bear this in mind for their own protection.
Authorized Use
Users must not use other users' passwords, IDs, or accounts, or attempt to capture or guess other users' passwords.
Restricted Access
Users must not attempt to access restricted files or portions of operating systems, security systems, or administrative systems to which they have not been given access.
Resources
Users should recognize that computing resources are limited and should therefore not exceed their reasonable share of resources. System and network administrators may limit the use of any users seen to be in violation of this principle. Users must not misuse email. Particularly, they must not spread email widely and without good purpose ("spamming") or flood an individual, group, or system with numerous or large email messages ("bombing"). Staff and faculty should be conscious of the distinction between Iliff and personal use. Internet access, once only available in higher education, is now easily accessible to individuals at home. We expect faculty and staff users to do their personal computer work, including email, outside of IST.
Users are also responsible for running periodic Windows Updates and keeping their computer free of spyware and viruses. For instructions on how to do this, please contact IT.
Maintenance and Resource Inventory
Under no circumstances should equipment be removed from the room that it is assigned to without express permission from IT staff. IT keeps an inventory of all equipment and resources, including their locations.
Useful Life of Resources
As a rule, IT replaces laptops for faculty and staff every 3 years, desktops every 3 years, and Mac laptops every 3 years. Computer hardware (mice, keyboards, etc.) are replaced as needed. If different sizes/models are available that fall within the correct price range and fit IT criteria, users will be given a choice of which computer model they want.
To keep down on unnecessary waste and as a service to users, IT accepts old computer equipment for recycling. Please contact us to arrange drop-off.
Minimum Bandwidth (Internet Speed) Specifications
A high speed internet connection is required for all Iliff students. Many classes, require high bandwidth to watch videos, record videos for assignments, and even participate in live Google Hangouts. Iliff recommends having either a highspeed cable or DSL connection. Internet Service Providers (ISP) vary from state to state. Major high speed companies include Comcast Cable, Century Link DSL, Time Warner Cable, and COX Cable. If you do not have a home network other options include a public library, coffee shop, friend's house, or anywhere with public access (assuming their speeds meet the requirements.)
Minimum Upload Speeds: 3 Mbps
Recommended Upload Speeds: 6+ Mbps
Minimum Download: 6 Mbps
Recommended Download: 10+ Mbps
Minimum Computer Specifications
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Protecting Data and Common Resources
Users must follow established procedures for protecting files, including managing passwords, using encryption technology, and storing backup copies of files. Users must protect the physical and electronic integrity of equipment, networks, software, and accounts. Users must not introduce worms, viruses, or other malicious code into the system and must avoid propagating virus hoaxes.
Iliff-Issued Computer Backup
If you have an Iliff-issued computer, you are responsible for backing up your files to your Google Drive and/or shared department folder. Only files that are saved in Google Drive are backed up. Files that you save to your local hard drive are not automatically backed up.
IT Support
IT staff is available during the workday and some evenings to answer most questions that arise while using our equipment. Please note that IT staff is not available to help with personal computer problems, unless they directly relate to work/coursework at Iliff.
Civility
Although anonymity can be legitimate under certain circumstances, such as on an electronic bulletin board, users must not hide their identity for malicious purposes or assume the identity of another user. Users must not harass other users using computer resources, or make repeated unwelcome contacts with other users. Users must not display material that is explicitly sexual or offensive.
Misuse of Information
Users must not access without authorization electronic mail, protected data, or programs, or information protected under state and federal privacy laws. Users must not release another user's personal information.
Applicable Laws
Users must obey local, state, and federal laws including laws on copyright and other intellectual property laws.
Respecting IST's Non-Profit Status
Users must not use campus information systems for personal business purposes. Users must not use the name "Iliff" without explicit advance authorization. Users must not use information systems in a way that directly or indirectly implies official endorsement of a political candidate or lobbying position.
Staying Informed
Being informed is a shared responsibility for all users of campus information systems. Being informed means, for example:
- Knowing these computer policies and other related rules and policies
- Knowing how to protect your data and data for which you are responsible
- Knowing how to use shared resources without damaging them
- Knowing how to keep current with software updates
- Knowing a virus warning from a hoax
Copyright Policies
IST is committed to full compliance with the laws governing the use of copyrighted material for academic purposes. Compliance with the copyright laws, including the doctrine of fair use, promotes progress in the arts and sciences and helps the IST to fulfill its academic mission. For further information, please refer to the Code of Best Practices in Fair Use for Academic and Research Libraries (Links to an external site.)(Association of Research Libraries).
Off-Campus Use of Resources
Users traveling on IST business or performing IST business while at home are responsible for the care and proper use of any equipment (e.g., laptops, projectors, video cameras, etc) they take with them to use for IST related purposes. Users must obtain advance authorization from supervisors for off-campus use of IST property (this authorization is implicit in the case of users who are assigned laptops). Without advance authorization, users may be held personally responsible for the full cost of repair or replacement of damaged, destroyed, or lost resources.
Audio/Visual, Room Reservation, and Maintenance Request Policies
- All A/V requests must be submitted three business days ahead of time, to ensure that equipment and assistance will be available.
- All maintenance/room requests must be made ten business days in advance, to allow for effective scheduling and set-up/tear-down time.
- All room requests by students must be made through the front desk. Please follow A/V and maintenance request guidelines above.
- Laptops can only be checked out for a month at a time. Please plan accordingly. Do not download or install software on any IT laptop without first obtaining permission from IT staff. Preference is given to users borrowing laptops for official Iliff related business.
- Audio recorders are available for check out on a quarterly basis.
- If you need an audio or video file uploaded for purposes related to Iliff, please send requests to support. Please allow three days for any upload.
- Never remove carts, equipment, or cords from the room they are assigned to. Never remove any cords, equipment, or signs from an AV cart. If you require assistance with any IT equipment, please contact Support at (303) 909-9321.
PDF Conversion
- Iliff Support offers PDF to OCR conversion, which allows screen-reading and limited PDF modification. PDF documents that you would like converted to OCR format need to be sent to the Support three business days in advance of when you need them.
Video Conferencing - Attending a live class via Zoom
- Faculty must approve any/all students who wish to attend their class via Zoom. Students cannot request IT to set this up without written permission from the faculty member first.
- Faculty are required to initiate a Zoom meeting on their Iliff-issued laptop that students can then join. IT is very willing to help Faculty learn the Zoom meeting technology. Please contact Support for any support questions.
- Students attending a class through video conferencing are REQUIRED to use headphones. Using computer speakers are not allowed. This is required to eliminate feedback loops and reduce the difficulty of hearing members sitting further away in class.
- A full headset (mic+headphones) is highly recommended for students attending class via Zoom to help with the audio quality when speaking to the class.
- If faculty members need an external microphone or webcam for their laptop they must be requested at least 3 business days in advance.
- IT can provide a loaner laptop and Meeting Owl for small group work when using a Zoom. Please submit your request to IT three business days before the date of the class.
- Here is a guide to get started with Zoom meetings: https://support.zoom.us/hc/en-us/p/zoom-meetings-guide
Shattuck Hall Soundboard/Microphones
- Shattuck Hall is always locked unless the room has first been reserved on the Google Calendar system, or if any hospitality requests have been made. To gain access to Shattuck Hall please make sure you have gone through the proper reservations/hospitality policies.
- We recommend using the wireless handheld mics (over lapel mics) for ALL events. If you need a hands free option we recommend using a mic stand. Lapel mics should be used as a final option only (Lapel mics are always much more susceptible to FEEDBACK and sound quality issues due to the distance they rest from the mouth, shuffling of clothing, and the turning of one's head when presenting to a group, etc.).
- The soundboard has been simplified and easy instructions have been added. These simplifications and instructions will help make users more self sufficient when needing audio for an event.
- There are 6 wireless handheld mics, and 4 wireless lapel mics (though, as stated above, we strongly urge handheld use over lapel).
Staff/Faculty/Department Copiers
- All staff and faculty copiers require a login in order to operate. Please see IT for your personalized code.
- All copy and print jobs are now tracked for all users. Scanning will not count toward your copy totals.
- Your department will be charged an accurate amount each month for the color and black/white print and copy jobs that you perform.
- Only Staff, Faculty, Adjuncts, and TA's have access to copiers outside of Taylor Library.
- Faculty must email support to give a TA access to a copier. New written authorization is required each quarter.
- TA's can only have copier access 1 quarter at a time. They will be removed at the end of each quarter.
- TA's are not allowed to print personal documents while using a department copier. Personal printing must be done through credit card copiers in Taylor Library.
Taylor Library Copiers - Public use
- Copiers in Taylor Library are open to public use.
- Scan to USB, Scan to email, and sending faxes are free services.
- You cannot receive personal faxes at Iliff.
- Printing and copying are charged through credit/debit card only. We do not accept cash. You can see current page rates in the library. Color is more expensive than black and white.
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