Manual of Policies and Procedures

F/1.1 Provision and use of information resources and services

Contact Officer

Executive Officer, Division of Technology, Information and Library Services

Approval Date

23/08/2013

Approval Authority

Vice-Chancellor

Date of Next Review

30/08/2016

1.1.1 Framework for allocation of information resources and services
1.1.2 Use of QUT information resources and services
1.1.3 Responsibilities relating to provision of information resources and services
1.1.4 Approved defined roles
1.1.5 Acquisition of information technology and software licensing agreements
Related Documents
Modification History

1.1.1 Framework for allocation of information 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 print and electronic information resources and services provided through the University's information technology infrastructure and the QUT Library.

The University has a responsibility to ensure that information technology and 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.

Details of information resources and services provided to staff and students of the University by the Division of Technology, Information and Library Services are outlined in the Service Catalogue.

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1.1.2 Use of QUT information resources and services

With the rapid development of academic and research networks in Australia and internationally, staff and students of the University have ever-increasing communications capability. This capability brings with it certain responsibilities outlined in the Acceptable use of information technology resources (F/1.11). In particular, this policy aims to promote ethical and responsible use of the University's information technology resources, services and/or facilities both on and off campus and applies to all staff, students and visitors who are granted access.

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 information resources. 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. Therefore, QUT is committed to procedures which:

  • monitor the quality of information on computer networks
  • make QUT users aware of University policy on the use of information resources
  • lead to action arising from such monitoring through divisional or faculty channels as appropriate. Misuse by students is dealt with under the appropriate University Statutes and Rules (Appendix 1(b) and Appendix 1(c)). Misuse by staff is dealt with through performance management and/or staff misconduct processes, depending on the nature of the breach in question.

QUT routinely logs network activity and may use this information to investigate faults, security breaches and unlawful activity (F/1.2.7).

Telecommunications services are provided primarily to facilitate official University business and activities. However, QUT recognises that these services may also be used for incidental personal purposes. Such incidental use must not

  • interfere with University operation of information technologies
  • burden the University with incremental costs
  • interfere with the user's employment or other obligations to the University
  • infringe any other condition of employment or University policies and procedures.

Further information is available in the Acceptable use of information technology resources policy (F/1.11).

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1.1.3 Responsibilities relating to provision of information resources and services

Deputy Vice-Chancellor (Technology, Information and Library Services)

The Deputy Vice-Chancellor (Technology, Information and Library Services) is responsible for the provision of information resources and services to the University community. The Division of Technology, Information and Library Services provides central support for the academic functions of QUT faculties in these areas, and technological support for communication and administration within all areas of the University.

Information Technology Governance Committee

Information Technology Governance Committee is responsible to the Vice-Chancellor for monitoring and reviewing University direction and strategic deployment of information technology infrastructure. Full details of the Committee's terms of reference and membership are found in F/1.7.

Data custodians

Data custodians are responsible for the use, disclosure and protection of a defined information asset. A detailed definition is provided in the Corporate information asset management policy (F/1.9).

Users of information technology resources

All users of the University's information technology resources have a responsibility to only use those resources in accordance with the requirements of this policy, the Acceptable use of information technology resources policy (F/1.11), the Corporate information asset management policy (F/1.9) and the Intellectual property policy (D/3.1).

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1.1.4 Approved defined roles

QUT allocates access to information services and resources based on approved defined roles. These roles determine the services and resources which a user may access and are defined further in the Corporate information asset management policy (F/1.9). Any new categories of users or roles are approved by the Deputy Vice-Chancellor (Technology, Information and Library Services).

Rights to use the information resources and services of the University are non-transferable, unless specifically authorised by the Deputy Vice-Chancellor (Technology, Information and Library Services). 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 Deputy Vice-Chancellor (Technology, Information and Library Services), and can be sought via the IT Helpdesk.

The University permits members of the public to use some physical resources such as the QUT Library, including the on-line library catalogue. The University may also permit use of information technology systems and facilities by members of the public subject to the provisions of the Telecommunications Act 1997 (Cth) and relevant commercial and licensing agreements.

The University may apply charges for use of information resources and services in accordance with its user charging policy (G/8.1).

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1.1.5 Acquisition of information technology and software licensing agreements

The provision of information resources and services requires the acquisition of information technology hardware and software and the development of significant infrastructure. Expenditure of funds on information technology acquisition should be aligned with QUT's planning processes and priorities, including the Asset Management Plan (AMP), and should be consistent with policies and procedures relating to information technology and purchasing.

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). Proposals are used as the primary supporting documentation for securing University funding and resources through the Planning and Budgeting and Asset Management Plan process.

In addition, acquisitions of information technology and software licences must be considered in the broader context of QUT's information technology deployment, to determine any significant implications raised by the acquisition. The Deputy Vice-Chancellor (Technology, Information and Library Services) is responsible for the development of protocols to enable the assessment of any broader implications of an acquisition to be undertaken by relevant staff of the Division in conjunction with the area proposing the acquisition. Where necessary, the Deputy Vice-Chancellor (Technology, Information and Library Services) 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.

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Related Documents

MOPP D/3.1 Intellectual property

MOPP F/1.2 Information security

MOPP F/1.7 Information Technology Governance Committee

MOPP F/1.8 Library resources

MOPP F/1.11 Acceptable use of information technology resources

MOPP F/6.2 Information privacy

MOPP G/8.1 User charging policy

Telecommunications Act 1997 (Cth)

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Modification History

Date

Sections

Source

Details

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

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