• Section 1 - Purpose
• Section 2 - Application
• Section 3 - Roles and Responsibilities
• Section 4 - Framework for Allocation of Information and Communications Technology Resources and Services
• Section 5 - Use of QUT data and Digital Resources and Services
• Section 6 - Provision of Resources and Approved Defined Roles
• Section 7 - Acquisition of Information and Communications Technology and Software Licensing Agreements
• Section 8 - Computer Software, including Applications
• Section 9 - Cloud Services
• Section 10 - Definitions
• Section 11 - Delegations

Section 1 - Purpose

(1) The purpose of this Policy is to outline the university’s framework for the provision, acquisition and use of data and associated digital resources. This framework supports QUT’s digital strategy, broader university objectives, and enhances QUT’s role as a university of technology.

Section 2 - Application

(2) This Policy applies to:

1. any person creating, managing, using and/or otherwise granted access to QUT’s information, data and/or any associated digital systems or services, including information systems, communications, and technology (ICT);
2. procurement of data and/or digital capabilities for any QUT activity, subject to the point below;
3. any person connecting a device to QUT’s network.

(3) This Policy does not apply to circumstances when the digital investment is third party funded and where apart from researcher use or subject matter expertise, QUT has no input, i.e. the systems are not built by, connected to, funded by, and/or use QUT systems or services.

Section 3 - Roles and Responsibilities

Section 4 - Framework for Allocation of Information and Communications Technology Resources and Services

(4) Digital enablement, and where applicable transformation of education, research, student management and enabling functions 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.

(5) The university has a responsibility to ensure that data and digital 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 must also be measurable.

(6) 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.

(7) When investing in digital capabilities QUT is to follow the requirements outlined in the Digital Investment Portfolio Lifecycle (QUT staff access only).

Section 5 - Use of QUT data and Digital Resources and Services

(8) Data and digital systems, services and facilities provided by the university both on and off campus may only be used in support of QUT's teaching, research, administration and service activities.

(9) 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 the trust provided to it when students, staff and other stakeholders provide QUT with their information. For this reason, information is strictly controlled to reflect its intended purpose as agreed by the provider at the time of provision.

(10) The University’s expectations for appropriate management and use of its data, information and associated digital resources are detailed in various University policies.

Section 6 - Provision of Resources and Approved Defined Roles

(11) QUT allocates access to information and technology services and resources based on approved defined roles in accordance with the Data and Information Asset Management Policy.

(12) Rights to use the digital resources and services of the university are non-transferable, unless specifically authorised by the Vice-President (Digital) and Chief Digital 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 Vice-President (Digital) and Chief Digital Officer and can be sought via the Digital Workplace, IT Support page (QUT staff access only).

(13) 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.

(14) Charges may apply for use of digital resources and services in accordance with QUT’s User Charging Policy.

Section 7 - Acquisition of Information and Communications Technology and Software Licensing Agreements

(15) Expenditure of funds on digital resources and/or digitally enabled capabilities should be aligned with QUT's planning processes and priorities, including the Capital Management Plan (CMP).

(16) Where applicable, project notifications, proposals and plans must be prepared and approved for expenditure on projects and/or business change initiatives in accordance with QUT Budget and Forecasting requirements (QUT staff access only).

(17) Acquisition of ICT and software licences must be considered in the broader context of QUT's Digital Strategy according to protocols and standards approved by the Vice-President (Digital) and Chief Digital Officer. Where necessary, the Vice-President (Digital) and Chief Digital Officer may specify that the activity to which the acquisition relates, must be added to the Digital Project Register, to address risk and to ensure that the project to which the acquisition relates is managed appropriately.

(18) Subject to compliance with the above, acquisitions may be approved by relevant officers up to the officer's expenditure limit. The Register of Authorities and Delegations (QUT staff access only) provides further details.

Section 8 - Computer Software, including Applications

(19) When software, including applications, is built or sourced in support of QUT end user operations, e.g. research, education or professional service delivery, the software must be registered in QUT’s corporate systems register or QUT’s software catalogue (QUT staff access only), plus acquired and used in accordance with the Copyright Policy and the Copyright Act 1968 and any licence or agreement that permits QUT to use the software.

Section 9 - Cloud Services

(20) The university’s objective is to increase productivity, agility and support enhanced innovation. Used correctly cloud-based services allow QUT to rapidly acquire, process and store information plus provide access to a range of applications and algorithms that support this objective.

(21) For these reasons QUT has taken a “cloud-right” 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:

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

(22) 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.

Section 10 - Definitions

Section 11 - Delegations

(23) Refer to Register of Authorities and Delegations (VC017, VC212) (QUT staff access only).