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

Policy Owner	Vice-President (Digital) and Chief Digital 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.

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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.

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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)
Vice-President (Digital) and Chief Digital 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

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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.

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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).

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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 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.

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).

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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 Vice-President (Digital) and Chief Digital Officer. Where necessary, the Vice-President (Digital) and Chief Digital 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.

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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.

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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-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:

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).

QUT Cloud services (QUT staff access only) provides further information regarding cloud concepts, the procurement of cloud services and offshore data hosting and processing.

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1.1.10 Delegations

Refer to Register of Authorities and Delegations (VC022) (QUT staff access only).

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Modification History

Date	Sections	Source	Details
26.07.22	All	Vice-Chancellor and President	Revised to update position title from Chief Information Officer to Vice-President (Digital) and Chief Digital Officer
17.03.21	F/1.1.9	Chief Information Officer	Revised to include terminology update consistent with the Cloud Foundations project (cloud-first to cloud-right)
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

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