Manual of Policies and Procedures

F/1.1 Provision, acquisition and use of information and communications technology resources

Contact Officer

Chief Information Officer

Approval Date

15/09/2018

Approval Authority

Vice-Chancellor and President

Date of Next Review

30/09/2021

1.1.1 Purpose
1.1.2 Application
1.1.3 Roles and responsibilities
1.1.4 Framework for allocation of information and communications technology resources and services
1.1.5 Use of QUT information and communications technology resources and services
1.1.6 Provision of resources and approved defined roles
1.1.7 Acquisition of information and communications technology and software licensing agreements
1.1.8 Computer software
1.1.9 Cloud services
1.1.10 Delegations
Related Documents
Modification History

1.1.1 Purpose

The purpose of this policy is to outline the University’s framework for the provision, acquisition and use of its information and communications technology (ICT) resources. This framework supports the QUT Digital Strategy and enhances University activities.

Top

1.1.2 Application

This policy applies to:

  • staff, students and any person granted access to QUT’s information and communications technology systems and/or networks
  • any person connecting a device to QUT’s network.

Top

1.1.3 Roles and responsibilities

Position
Responsibility

Users of information and communications technology (ICT) resources

  • use ICT resources in accordance with the requirements of this policy, the Acceptable use of information and communications technology resources policy (F/1.11), the Corporate information asset management policy (F/1.9) and the Intellectual property policy (D/3.1)

Chief Information Officer

  • provides information resources and services to the University community
  • provides central ICT support for the academic functions of QUT faculties and technological support for communication and administration within all areas of the University
  • develops and approves supporting ICT protocols and procedures
Information Technology Governance Committee (F/1.7)
  • reviews, monitors and provides advice to the Vice-Chancellor and President on QUT’s IT strategy

Top

1.1.4 Framework for allocation of information and communications technology resources and services

The integration of information and communications technology into teaching, research, business support functions and infrastructure is a key goal for the University. This commitment includes the provision of access to a range of information resources and services provided through the University's information technology infrastructure.

The University has a responsibility to ensure that ICT resources are aligned with its business and deliver value to the organisation through the appropriate allocation of resources, adequate assessment of security and mitigation of risk. Performance on information management activities should also be measurable.

To appropriately allocate these resources, and address security and other risks, the University has established a process by which access to corporate physical and virtual information resources and infrastructure is granted.

Top

1.1.5 Use of QUT information and communications technology resources and services 

Information systems, services and facilities provided by the University both on and off campus, whether within faculties or divisions, may only be used in support of QUT's teaching, research, administration and service activities.

QUT's commitment to professionalism, ethical practices, equity and social accountability implies a duty of care in relation to the use of ICT resources and services. Finite resources are applied to information facilities, and their use for University purposes must not be diminished by use for other purposes. QUT also values its reputation, including that which is conveyed on information networks.

The University’s expectations for appropriate use of its ICT resources are detailed in the Acceptable use of information and communications technology resources policy (F/1.11).

Top

1.1.6 Provision of resources and approved defined roles

Information and communications technology (ICT) resources include:

  • infrastructure, equipment, software, and facilities including technologies such as computers, smart phones, the Internet, broadcasting technologies (radio and television), and telephony
  • all networks, hardware, software and communication services and devices  owned, leased or used under licence by QUT including academic and administrative systems
  • any web pages hosted on QUT’s ICT resources.

QUT allocates access to information services and resources based on approved defined roles in accordance with  the Corporate information asset management policy (F/1.9).

Rights to use the ICT resources and services of the University are non-transferable, unless specifically authorised by the Chief Information Officer. Access to most services and resources will cease at the end of a person's relationship with the University (e.g. upon graduation or cessation of employment etc). Exceptions to this de-provisioning of access are approved by the Chief Information Officer, and can be sought via the Digital Workplace.

The University permits members of the public to use information technology systems and facilities subject to the provisions of the Telecommunications Act 1997 (Cth) and relevant commercial and licensing agreements.

Charges may apply for use of ICT resources and services in accordance with QUT’s user charging policy (G/8.1).

Top

1.1.7 Acquisition of  information and communications technology and software licensing agreements

Expenditure of funds on ICT acquisition should be aligned with QUT's planning processes and priorities, including the Asset Management Plan (AMP).

Where applicable, project notifications, proposals and plans must be prepared and approved for expenditure on projects and/or business change initiatives in accordance with budgeting and forecasting and the QUT Project Proposal Framework (QUT staff access only).

Acquisitions of  ICT and software licences must be considered in the broader context of QUT's Digital Strategy according to protocols approved by the Chief Information Officer. Where necessary, the Chief Information Officer may specify that the project to which the acquisition relates must be added to the Information Technology Project Register, to address risk and to ensure that the project to which the acquisition relates is managed appropriately.

Subject to compliance with the above, acquisitions may be approved by relevant officers up to the officer's expenditure limit. For further details refer to Appendix 3 Schedule of Authorities and Delegations.

Top

1.1.8 Computer software

Computer software installed on QUT resources must be acquired and used in accordance with the principles of the Copyright policy (F/5.1) and the Copyright Act 1968.

Top

1.1.9 Cloud services

The University’s objective is to increase flexibility and agility, and support enhanced innovation in learning, teaching and research, by using cloud-based services.

QUT will take a “cloud-first” approach when considering any investment in new ICT services and when replacing any existing ICT services, in particular highly commoditised services, whenever the cloud services:

  • are fit for purpose and based on QUT’s principles of sustainable procurement (G/5.3 Procurement)
  • represent value for money (G/5.3 Procurement)
  • provide adequate management of risk to information and ICT assets as defined by the QUT Risk Management Framework (QUT staff access only).

The QUT Guidelines for Cloud Computing (QUT staff access only) provide further information regarding cloud concepts, the procurement of cloud services and offshore data hosting and processing.

Top

1.1.10 Delegations

Refer to Appendix 3 Schedule of Authorities and Delegations (VC022).

Top

Related Documents

MOPP D/3.1 Intellectual property

MOPP F/1.2 Information security

MOPP F/1.7 Information Technology Governance Committee charter

MOPP F/1.8 Library resources and borrowing conditions

MOPP F/1.9 Corporate information asset management

MOPP F/1.11 Acceptable use of information and communications technology resources

MOPP F/3.2 Social media

MOPP F/6.1 Records management

MOPP F/6.2 Information privacy

MOPP G/5.3 Procurement

MOPP G/8.1 User charging policy

Cloud computing (QUT staff access only)

QUT Digital Strategy

QUT Guidelines for Cloud Computing (QUT staff access only)

QUT Information Asset Register (QUT staff access only)

Telecommunications Act 1997 (Cth)

Telecommunications (Interception and Access) Act 1979 (Cth)

Copyright Act 1968 (Cth)

Top

Modification History

Date

Sections

Source

Details

15.09.18 All Vice-Chancellor and President Revised and simplified policy to include new sections on computer software and cloud services
09.12.16 F/1.1.3, F/1.1.4, F/1.1.5 Enhancing the Student Experience REAL Difference Change Manager Revised policy to include REAL Difference initiative, approved name change for division, Division of Technology, Information and Learning Support to Division of Technology, Information and Library Services and position title, Deputy Vice-Chancellor (Technology, Information and Learning Support) to Deputy Vice-Chancellor (Technology, Information and Library Services) - effective 03.01.17
29.10.15 F/1.1.3, F/1.1.4 Vice-Chancellor Revised policy to reference the new policy F/1.9 Corporate information asset management
15.07.14 F/1.1.3, F/1.1.4 Director, Information Technology Services Department Revised policy to include reference to D/3.1 Intellectual property policy as per audit/review 2009/42 recommendations and clarify data custodians
06.07.14 F/1.1.5 Executive Director, Finance and Resource Planning Policy revised to embed the Project Proposal Framework
23.08.13 All Deputy Vice-Chancellor (Technology, Information and Learning Support) Periodic review - minor editorial changes only

27.09.11

All

Vice-Chancellor

Policy revised to include information from repealed F/1.9 Telecommunications policy

15.09.10

All

Governance Services

Policy revised to reflect repeal of Information Facilities Rules

02.09.09

F/1.1.2

Deputy Vice-Chancellor (Technology, Information and Learning Support)

Periodic review - minor editorial changes only

19.03.08

F/1.1.2

Vice-Chancellor

Revised policy to include reference to Schedule 1 of Information Facilities Rules as policy applying to all staff and students, and to indicate that QUT routinely logs network activity (incorporates former policy B/8.7 Acceptable Use of Information Facilities)

08.06.07

F/1.1.5

Vice-Chancellor

New policy relating to acquisition of information technology and software licensing agreements, consistent with amendment to Schedule of Authorities and Delegations (endorsed by Vice-Chancellor’s Advisory Committee 04.04.07)

07.06.06

All

Vice-Chancellor

Revised policy (removed references to library resources - now in new policy F/1.8, amended references to resource provision roles and responsibilities) (endorsed by Information Technology Advisory Committee 19.04.06)

07.10.04

F/1.1.3

Secretariat

Editorial (revised committee name - Information Technology Advisory Committee, approved by Vice-Chancellor 07.10.04)

08.07.04

F/1.1.3

Secretariat

Editorial (deleted reference to Information Technology Strategic Governance Committee, disbanded June 2004, and replaced with reference to new Information Technology and Library Resources Committee)

15.01.04

All

Vice-Chancellor

New policy; replaces I/2.1 and I/2.4

Top