Overview

Service Level Agreement

for

Computing Services

at the

UC Davis Graduate School of

Management

(Established 5/2/2006, Last Revised 4/29/22)

 
2 
Purpose .................................................................................................................................. 4 
Standards & Conventions ..................................................................................................... 4 
Administrative Computing Plan ........................................................................................... 4 
Campus Network Infrastructure .......................................................................................... 5 
Help Desk .............................................................................................................................. 6 
Network Operations Schedule .............................................................................................. 6 
Issue Tracking & Service Priorities ...................................................................................... 6 
Equipment Physical Access ................................................................................................... 8 
System Administrative Access .............................................................................................. 8 
Service Catalog ...................................................................................................................... 8 
Basic Network Services ......................................................................................................... 9 
Computer System Standards & Support.............................................................................. 9 
Software Support .................................................................................................................. 9 
Installing Software ................................................................................................................ 9 
Software Development, Administration, and Support ....................................................... 10 
Software Developed by External Service Providers ........................................................... 10 
Purchasing New/Replacement Computer Systems ............................................................ 10 
All Computer Equipment .....................................................................................................................11 
Faculty Computer Equipment ..............................................................................................................11 
Staff Computer Equipment ..................................................................................................................11 
Student Computer Equipment ..............................................................................................................11 
Computer Repair ................................................................................................................ 13 
Ownership of Obsolete, Excess, and Surplus Property ...................................................... 13 
Printers, Paper, & Toner Cartridges.................................................................................. 13 
Specialized Applications/Systems ....................................................................................... 13 
E-mail Delivery Problems ................................................................................................... 14 
Training ............................................................................................................................... 14 
Research .............................................................................................................................. 14 
Instructional Equipment Preventive Maintenance ............................................................ 14 
Loaner Equipment (including Instructor equipment)  ...................................................... 15 
VHS/DVD Cameras and other Audio/Visual Equipment .................................................. 15 
Recording Lectures or Other Events .................................................................................. 16 
Student Computing Lab and Software ............................................................................... 16 
Remote Access ..................................................................................................................... 16 
Disaster Recovery and Data Backup .................................................................................. 17 
Domain Name Services ....................................................................................................... 17 

Unsupported Services ......................................................................................................... 17

Responsibilities of the Faculty/Staff/Students (i.e., Computer User) ................................. 18

Appendix A – Service Catalog ............................................................................................ 20

Appendix B – Standards & Conventions ............................................................................ 21

Appendix C – Supported Software List .............................................................................. 23

Appendix E – Staff/Faculty Computing Orientation Topics ............................................. 25

Purpose

This Service Level Agreement (SLA) meant to establish a framework and cooperative partnership

between the Graduate School of Management Information (GSM IT) and its customers by

clarifying roles, setting expectations, and providing mechanisms for resolving problems. It will

identify the roles and responsibilities of all participants and define the types and levels of

computing support and service available at the Graduate School of Management (GSM).

This agreement is intended to guarantee that all faculty, staff, and students receive an acceptable

level of service for their information technology needs. GSM IT is committed to providing a high

level of service and ensuring information technology is an effective and enabling tool for its

customers. GSM IT service goals are:

 Support the educational mission of UC Davis and the GSM

 Establish clear and reasonable service expectations

 Create and maintain a standard automation platform for accomplishing specific business

tasks

 Provide a standardized and secure database structure for managing information.

 Maintain a secure and reliable computer network environment

 Provide timely and effective technical support to GSM staff, faculty, and students

 Implement cost efficient technology that effectively supports business and educational

needs of the GSM

 Establish a process for software development of supportable applications in accordance

with UCD Policy & Procedure

 Establish a staff development program that develops and maintains necessary technical

expertise within the school

This document is intended to be a living document and will be continually updated to address

organizational changes, availability of new technology, and fundamental technology strategies of

the school.

Standards & Conventions

Standards and conventions reduce the total cost of technology within the University and leads to

increased support efficiencies. Implementation of standards and central coordination of

computing equipment acquisitions will produce economies of scale in purchasing, simplify the

acquisition process, provide greater leverage in negotiating support terms, facilitate hardware and

software deployment, and facilitate training of technical staff and users.

GSM IT is dedicated to providing efficient support for a standard suite of recommended business

solutions, but cannot effectively support a proliferation of hardware/software. Customers are

encouraged to choose from the standards and conventions outlined in this document (see

Appendix B), which will be reviewed and updated on an annual basis.

Administrative Computing Plan

GSM IT will align services and promote solutions conforming to the Campus Administrative

Computing Plan. The Plan describes the general framework governing administrative computing

at UC Davis. It includes a description of principles, system standards, systems, analyses, and

processes that promote alignment and guide development of specific solutions to computing

requirements.

Campus Network Infrastructure

The mission of the UC Davis Information and Educational Technology (IET) department is to

create and support an information technology environment that enhances the ability of the UC

Davis community to teach, do research, and provide public service. It strives to deliver an

infrastructure of technological services appropriate to the requirements of the campus community.

The GSM IT Director (or designee) will participate in campus-wide technology committees.

The GSM IT will capitalize on the UC Davis network infrastructure and services to the greatest

extent possible, including, but not limited to:

 Campus Computing Accounts

 Use of Network Access Modules that provide access the Campus network back-bone.

 Use of the campus secure wireless network solution.

 Use of centralized Domain Naming Service (DNS)

 Use of centralized Dynamic Host Configuration Protocol (DHCP) services

 Campus Active Directory and Exchange Services (uConnect)

 Campus Virtual Private Networking (VPN) for secure remote access

Use of the wired network will be limited to full-time faculty and staff and will require

pre-registration of equipment network serial number (i.e., Media Access Control (MAC)

address). The GSM IT group will enter device MAC address in the Campus InfoBlox

system for full-time faculty and staff upon request, or as routine during system

deployment. Systems added to the wired network must University owned equipment and

be Cyber-Safety compliant (per UCD PPM 310-22). Mobile devices (cellular, laptop,

tablet, etc.) will not be allowed to operate the GSM wired network; they will be limited to

the campus wireless network.

Network access by visiting and adjunct faculty, visiting lecturers, students, and guests

will be limited to wireless connectivity via the Campus wireless system. Use of this

system requires a Campus computing account. Sponsors of visitors will arrange for guest

computing accounts through the Campus (http://wireless.ucdavis.edu/guestaccess.cfm).

Help Desk

The IT Help Desk serves as a centralized point of contact for all computer issues to enable the

GSM IT group to provide quality service. All requests for computer installations, maintenance,

problem resolution, system changes, or related questions for any of the systems, or technologies

listed in this document should be directed to the GSM IT Help Desk.

GSM IT Help Desk

752-4660

helpdesk@gsm.ucdavis.edu

Monday-Friday 9AM to 5PM

(excluding holidays)

Walk-in hours: M-F, 9am-10am & 1:30pm-2:30pm

Due to liability and policy issues, the GSM IT group can only provide service on University

property and can only service University owned equipment.

The GSM IT Help Desk will be staffed during the hours cited above. You are welcome to submit

questions to the help desk outside these hours, by leaving a voicemail or sending e-mail. We will

respond to your needs as soon as possible. Extended service is available by special arrangement,

but is contingent upon GSM IT staff availability. Sufficient advanced notification, generally one

to two weeks, is required for scheduling purposes.

Network Operations Schedule

The GSM IT group strives to ensure that all network hardware and software is

operational 24 hours a day, 7 days a week. All equipment is normally available at all

times except when essential maintenance to hardware or software is required. If it is

necessary to interrupt any service, prior notification will be given and, whenever

possible, interruptions are scheduled to minimize their impact. Additionally, if

individuals encounter problems, they are encouraged to report the problems to the GSM

IT Help Desk.

Issue Tracking & Service Priorities

A unique tracking ID will be assigned to all service requests and logged in a call tracking

database system. The status of any call can be obtained by calling or emailing the GSM IT Help

Desk.

The GSM IT group will prioritize all requests, which cannot be immediately resolved, to ensure

an appropriate response based upon the priority guidelines below. The GSM IT staff will ensure

that customers are apprised of the status, and in all cases, notify the customer when the request is

resolved. The customer will receive an automated response when a ticket is submitted to the help

desk. The customer will receive an update at least every two weeks if the ticket has not yet been

assigned to a technician. Once assigned, the technician will provide status updates at least

monthly.

The method within the GSM Issue Tracking system for identifying service request priority is

named “Urgency” and will be used prioritize requests based upon their perceived criticality.

Requests are addressed based upon the Urgency, then on a first in, first out basis

 Urgency 10 - Emergency: Problems affecting multiple users and causing a work

stoppage for a large group or entire staff. IT staff will begin working on the problem

immediately. IT staff will notify senior staff of the status on a regular basis until the issue

is resolved or a definite timeframe for resolution can be determined. Examples of a

Urgency 10 service request includes: a server hardware failure, failure of department-

wide software program/service (i.e., VPN, Application Server, RaPS, EMS, etc), email

system outage, failure of computer labs while a training class is in session, or failure of

classroom A/V equipment.

 Urgency 8/9 – Work Stoppage: Problems causing a work stoppage for a single user. IT

staff will begin working on the problem within two hours (assuming staff is not already

assigned to a higher priority). IT will provide a status on resolution regularly until the

issue is resolved or an estimated timeframe for resolution is identified. Examples of

urgency 8/9 problems include: complete failure of a computer or monitor, or employee

relocation due to environmental emergency. This does NOT include new user requests

(ref: the Routine section).

 Urgency 5-7 – Disruption: Problems interfering with the timely and effective work of an

individual, or problems directly impeding the instructional mission of the school. IT will

begin working on the problem as soon as possible. Examples of urgency 5-7 problems

include: inability to use a particular software package, or software application problems;

or classroom operational issues. Faculty support issues will generally be assigned as

urgency 7, unless timely repair is not an issue (e.g., planned replacement of computing

equipment where timing does not affect instructional mission).

 Urgency 2-4 – Routine: Scheduled services and/or projects. The timeframe for these

requests will be handled when practical, based upon existing work backlog and staffing

availability. Examples of urgency 2-4 issues include: new/updated access to network

services or software, installation of a new computer, printer problems, computer

equipment move, audio/visual setups, consulting services, software/system development.

 Urgency 1 – Incoming: New requests are automatically assigned this level, which will

be generally reviewed by the IT staff within 1 business day and changed to the

appropriate level.

 New User/Employee Account/Equipment Requests - New user account requests are

initially considered Routine. Supervisors should anticipate the potential delay and submit

the request well in advance of the employee’s start date (i.e., best to address immediately

after offer is accepted). Urgency l will be increased over time based upon the following

criteria:

o Routine: Initial request. A minimum of 1 week notice prior to employee’s start

date is expected.

o Disruption: After employee’s start date, but not sooner than 1 week after initial

request

o Work Stoppage: After employee’s start date, but not sooner than 2 weeks after

initial request

Equipment Physical Access

GSM IT uses remote access utilities to the greatest extent possible to assist its customers. If the

user workstation is configured with firewall protection, then the firewall settings must be

configured to allow access from the GSM IT Help Desk systems.

If on-site service is required, then IT prefers to work on computer equipment when the customer

is present. This ensures that the customer has an opportunity to confirm the problem is corrected.

Occasionally, IT staff must enter a work area when the customer is not there. IT will do this only

when one of these conditions apply:

 The customer requests that IT staff perform the work in their absence.

 The customer, or their department’s management, has given IT staff access to the office

to complete a time-sensitive repair or installation.

 The IT staff is responding to a security issue.

System Administrative Access

Administrative access is necessary to support computer systems. The IT staff is prohibited by

Campus policy from using standard user accounts to perform administrative functions. Likewise,

users are prohibited by Campus policy from divulging their user account password for use by

others. As such, any system to be supported by GSM IT needs an administrative level account

dedicated for IT staff use. Windows systems should be configured to be a member of the GSM

Active Directory domain*, so the IT staff can use the existing Domain Administrator account.

Non-Windows systems should be configured with a local system account with full administrative

privileges for IT staff.

Administrative level access is generally not provided to staff unless a specific need is identified

(i.e., needed to operate a specific software application). Administrative level access is generally

provided to faculty as most faculty purchase and install their own software applications. Anyone

provided administrative level access must comply with UCOP BFB-IS-3, Electronic Information

Security, and UCD PPM, Section 310-22, UC Davis Cyber-Safety Program. The UC Davis

Cyber-Safety Program requires users to only use privileged accounts when performing

administrative functions (i.e., installing software, or using a program that requires administrative

access) and will otherwise, use a non-privileged account.

*Note: Registering a computer to be a member of the Active Directory domain offers distinct

advantages including increased administrative capabilities by GSM IT and reduced vulnerability

to malicious internet activity.

Service Catalog

A wide variety of computing services (see Appendix A) are offered to all faculty, staff, and

students. These services will be reviewed and updated periodically.

Basic Network Services

GSM IT will establish and administer basic network services for the GSM as defined in Appendix

Computer System Standards & Support

Support will be provided for all standard hardware and software configurations and non-

standard configurations where support for such configurations has been negotiated and

defined through a specific service level agreement (SLA).

For full support, staff and faculty must use standard hardware and software

configurations that GSM IT recommends. In some cases, faculty/staff may choose to use

configurations not recommended or supported by this standard service level agreement.

Support for these configurations must be negotiated with the GSM IT Director and the

resulting agreement approved by both parties. GSM IT reserves the right to recommend

that support for some configurations be provided by outside vendors.

Software Support

GSM IT installs and maintains a wide range of computer software for client and server

platforms (as identified in Appendix C). Typically, only current versions of evaluated

software are installed on computer equipment. GSM IT reserves the right to make

changes to the list of supported or non-supported software at any time. GSM IT will

conduct required troubleshooting of any problems or issues that arise, and assist with

making effective use of these software tools.

GSM IT is generally focused on installing and maintaining software configurations, not

software use. Software use and training is generally the responsibility of the user.

GSM IT makes every effort to cross-train its staff in the support of software systems.

However, the reality is – given the rapid change in information technology and available

resources – it will never be possible for each member of the IT staff to be fully

knowledgeable about the intricacies of all the software used throughout the GSM. GSM

IT staff are committed to doing as best possible. In situations where an emergency or

departure of key department staff requires that GSM IT troubleshoot specialized

applications, extra time may be necessary to address problems that arise.

Installing Software

GSM IT strongly recommends that computer users do not load software themselves on

their computers. Many software packages make changes to system configuration files,

which can conflict with existing configurations and result in other software not working

properly. GSM IT reserves the right to discontinue support and/or un-install user-installed

software (or hardware), especially when it interferes with other hardware/software

installed on the user’s workstation.

Software installation requests will generally be considered low priority. Problems that

arise as a result of user/self-installed software (without consultation from GSM IT) will

fall to the bottom of the priority list and will be addressed as time permits.

Software Development, Administration, and Support

GSM IT performs software development as designated and prioritized by the Assistant

Dean of Administrative Services in coordination with the GSM IT Governance

Committee. On-going development, administration, and support will be defined by

separate Service Level Agreement (SLA) or Memorandum of Agreement (MOU).

Software Developed by External Service Providers

Due to various circumstances, it is sometimes necessary to contract out

system/application development to a third party. In such cases, it is strongly encouraged

to utilize GSM IT as a consulting resource – to, among other things, review and

validate technical specifications, test plans, program listings and documentation,

upgrade/modification procedures, service level agreements for ongoing support and

maintenance etc.

Software development and system implementation generally requires system

administrative access to GSM computers/data. Please review/coordinate your needs with

the GSM IT group in advance of establishing any contract.

As a general rule, GSM IT does not support software developed by external service

providers. However, support can be negotiated with GSM IT, provided that adequate

training is provided to IT staff, and GSM IT is involved in reviewing and signing off on

the deliverables mentioned above.

Sorry, but the GSM IT staff are prohibited from working on non-University owned

equipment. So, there are only two choices available to get software installed on your

personal computers:

 Do it yourself. This method is preferable, and many of the more commonly used

software programs on the market today come complete with easy to use ‘Install

Wizards’ to guide users through the set-up process.

 Commercial computer repair/support vendor

Purchasing New/Replacement Computer Systems

The following guidelines have been established for new/replacement systems:

All Computer Equipment

All computer related purchases (i.e., hardware/software) must be processed

through GSM IT to ensure it meets minimum Cyber-Safety compliance when

deployed and meets established standards identified in appendix B. This includes

any computing device that will be connected to the UC Davis network (i.e.,

computers, printers, PDAs), any software, and any accessories over $500.

Faculty Computer Equipment

Funds for computing equipment, software, and services is included in the

recruitment package. GSM IT will coordinate with the new faculty member to

determine appropriate and reasonable system configuration (i.e., desktop, laptop,

peripherals, etc.).

Faculty should be prepared to replace computers at least every 4-5 years with a

system meeting latest minimum specifications. Replacements will be funded

through RATS account or other funding negotiated with the Dean.

Staff Computer Equipment

GSM deploys AWS Workspaces for staff. AWS Workspaces is a virtual

Windows desktop cloud-service that allows staff to work with a consistent

experience from any location. Workspaces can be accessed from any computing

device.

Staff will be provided one computing device and appropriate accessories (i.e., 2

monitors, keyboard, mouse, web-camera, and headset) for accessing their

Workspace. If an employee is assigned a desk at the GSM, then a desktop

computer with the accessories will be provided for that location. If the employee

is allowed to work remotely and not assigned a desk, then a desktop computer or

laptop (employee’s option) with the accessories will be provided for their home

office. Staff that are provided equipment for their home office can utilize any

available “hoteling” (i.e., temporary shared) office space office if they are

working on-prem. Employees that are provide a hybrid work schedule and are

assigned a desk will be responsible for providing any additional needed

equipment for their home office. All equipment provided the employee will be

configured for accessing their AWS Workspace; additional software will not be

installed, except for security/administrative utilities designated by the GSM IT

unit.

GSM IT will replace computing equipment as needed with a system meeting

latest minimum specifications. Replaced computers will be designated as surplus

property and is not eligible for cascading (i.e., hand-me-down) to other

employees. Cascading and maintaining older equipment significantly increases

support costs and places an undue hardship on IT resources.

First time equipment for a staff position will be funded by the employing unit.

The IT unit will cover the replacement cost on a designated cycle that meets the

appropriate life-cycle for the type of equipment issued. The IT unit will also

cover the cost of non-functioning equipment.

Staff that have a regular business need for travel can be provided a laptop that will

be configured to access their AWS Workspace. While Internet service is required

to access a Workspace, it is generally available in most locations. If Internet

access is not expected, then the employee should be provided an “Internet Hot-

Spot” device or “Tethering Service” on their University owned cellular phone.

The cost of this extra equipment is to be approved by the employee’s supervisor

and funded by the employee’s unit.

Internet Service Provider (ISP) services, associated network equipment, and

printers for home offices is the responsibility of the employee and is not covered

by the GSM, except as approved by the GSM Dean’s office. The GSM IT unit

cannot assist in the setup or support of home networks and equipment.

Student Computer Equipment

Student equipment is not provided by the GSM. The GSM requires students to have the

following:

 Laptop computer less than three years old

o A Dell Latitude series laptop is recommended to ensure complete

compatibility with the GSM wireless network and print services.

o Access to a Microsoft Windows operating system

o Access to Microsoft Office “for Windows”.

The Dell Latitude is only a “recommendation” to ensure that student equipment is

100% compatible with the GSM network infrastructure. If students purchase the

recommended Dell, then GSM IT will go to every extent possible to ensure the

laptop works properly with our equipment. With that said, students can opt to

use a Mac, as many students do. However with a Mac, students must accept the

following:

1. Students must meet the requirement to have access to a Microsoft Windows

environment. You can achieve this by running VMWare, Parallels, or bootcamp on

the Mac, then installing Windows and Office. Or, if the student has access to a

different PC (i.e., at home/work), then it will minimally suffice. The reason for this

requirement is that students will be required to run some statistical software packages

that ONLY run on Windows and not Mac. Also, students will be required to use

some statistical Excel plug-ins that do not work on the Mac version of MS-Excel.

2. If students encounter problems with the wireless network or GSM printers, the

GSM IT staff can only offer minimal assistance to help resolve issues. The IT

staff is quite knowledgeable with Apple products, but simply don’t have the

resources to keep up with the idiosyncrasies of all computer manufactures and

their various system drivers, so can’t spend excessive time helping students

resolve potential issues.

Computer Repair

If a computer requires repair, GSM IT will recommend appropriate course of action.

Generally, GSM IT does not perform computer component repair. GSM IT reserves the

right to replace systems in order to resolve a problem as quickly as possible.

Ownership of Obsolete, Excess, and Surplus Property

All obsolete, excess, and surplus property (e.g., phased-out hardware) becomes the

property of GSM IT. GSM IT will disassemble retired hardware/software configurations

and make use of any spare parts or other components that are in good operating condition

(e.g., memory, cabling, switches. monitors etc.). GSM IT will manage the disposition of

excess and surplus property IAW UCD PPM 350-80. Equipment is generally donated to

the Campus Bargain Barn. In extremely rare cases, minimal proceeds from the sale of

equipment through the UCD Bargain Barn are received and will be applied to the GSM

IT operating budget. Equipment owners not willing to relinquish property to GSM IT will

assume responsibility for processing their excess and surplus property IAW UCD PPM

350-80. Note: California Law and University Policy does not allow equipment to be

transferred to public institutions outside of California or to any private entity.

Likewise, personal equipment cannot be donated to the school for disposal.

Printers, Paper, & Toner Cartridges

Purchasing local/desktop printers is strongly discouraged as it is very cost prohibitive.

The GSM implemented a group printing solution as a strategic solution in 2008. Common

use networked printers have been deployed at throughout the building. Individual

printers for staff are no longer supported. Any remaining staff personal printers will be

removed through attrition (i.e., when maintenance is required). Faculty are also

encouraged to use, or migrate to, the common use printing solution. Faculty must fund

any required service on all personal use printers.

Staff and faculty are responsible for purchase and replacement of toner cartridges and

paper for all non-group printers. Staff/Faculty can re-order replacement toner cartridges

via “UCD Buy” or can contact the GSM Business Office. It is preferred that original

manufacturer (OEM) cartridges be ordered as opposed to remanufactured cartridges.

Specialized Applications/Systems

GSM IT recognizes that all computing support requirements will not be fulfilled by this

Core Services SLA and that support for specialized applications needs to be addressed

separately. A Service Level Agreement (SLA) will be developed for all specialized

applications/systems. The SLA will outline system requirements, financial

responsibilities, and service expectations.

E-mail Delivery Problems

UC Davis provides e-mail services to all faculty, staff, students, and affiliates, but

individuals have an option as to how their e-mail delivery is managed. Individuals

choosing to have their e-mail forwarded to a 3

party (off-campus) address (i.e., Gmail,

MSN, etc) assume the risk of message delivery problems. Issues related to campus email

services should be addressed directed with central IT. GSM IT staff are generally not

provided necessary access to the campus email system necessary to effectively

troubleshoot problems.

Training

GSM IT generally does not provide, coordinate, or fund training on computer systems or

software. Staff/Faculty in need of training should consult with outside resources such as:

 UCD Staff Development and Professional Services

 UCD Arbor Faculty Center for Teaching and Technology

 UCD Summer Institute for Technology in Teaching (SITT)

 Off-Campus training conducted by third-party training providers

Training for specialized software systems used by the GSM should be developed and

provided by the system sponsor (i.e., GSM unit that sponsored the deployment of the

system/software).

GSM IT will provide individual orientation (approximately 30-60 minutes) to new

staff/faculty on the GSM network/system operations (ref. Appendix E).

Research and Research Equipment

GSM IT does not have research assistants or adequate technical staff to offer

programming and research support except when negotiated through specific service level

agreement.

The GSM does not have adequate facilities to support research equipment and the UC IS-

3 Cyber-Security policy introduces significant complexity for research equipment or any

other shared computing systems. As such, the GSM promotes the use of AWS services

to meet its research computing needs. Please discuss your needs with the Dean’s Office

and/or the GSM CIO/IT Director.

The GSM IT unit is responsible for the UC IS-3 Cyber-Security compliance reporting for

the GSM. As such, it will be allowed full oversight of all computing/research equipment.

Autonomous operations can be provided to Senate/Ladder Faculty, only if they identify

themselves as an independent research center and accept all “Unit” level responsibilities

identified in the UC IS-3 Cyber-Security policy. In such cases, they will need to

coordinate their activities with the campus Information Security Office (ISO) and be

willing to accept all reporting/auditing requirements.

Instructional Equipment Preventive Maintenance

GSM IT performs regular preventive maintenance on classroom audio/visual equipment,

student lab equipment, and student lounge equipment. Details of this preventive

maintenance schedule is identified in a separate SLA developed for each instructional

location (Gallagher Hall, UCDMC Education Building, San Ramon Bishop Ranch).

Loaner Equipment (including instructor equipment)

GSM IT does not possess loaner equipment for general purposes. A recommendation

was provided to senior staff in June 2006 to purchase multi-media packages necessary to

support their needs.

GSM Instructional Resources maintains minimal equipment for faculty use and GSM

Student Affairs maintains minimal equipment for students. Please check with them if

loaner equipment is needed.

By bargaining unit contract, NSF Unit 18 Instructors are to be provided access to

information technology support that is reasonably necessary to complete their assigned

duties and responsibilities. To that end, the following special provisions are provided for

instructors:

Instructors will be provided a loaner laptop, if requested, for their class

Instructors will be provided reasonable personal equipment, if requested, from

this list (or suitable alternative).

Instructors will be provided up to two external monitors, if requested and if the

GSM has requested they perform on-line or hybrid instruction (i.e., does not apply

to “lecture recording”).

Senate/Ladder Faculty must purchase any necessary equipment using their RATS.

VHS/DVD Cameras and other Audio/Visual Equipment

GSM IT does not possess VHS/DVD Cameras and other Audio/Visual Equipment. The

Campus Academic Technology Services unit provides video services for the Campus and

has the proper equipment to produce quality products. Use of their service is

recommended. Information on their services is available at http://ats.ucdavis.edu.

Recording Lectures or Other Events

General support for videotaping lectures and/or other events is not a service generally

supported by GSM IT (per GSM Faculty Support Model Workgroup (Jan 2007)).

Individual faculty or event coordinators wishing to pursue such activities are encouraged

to acquire services from Campus Academic Technology Services (ATS), commercial

organizations, or rent equipment from ATS.

Exceptions have been made for special circumstances, such as the COVID pandemic. If

teaching in a GSM classroom, please discuss your needs with the GSM

PIRO/Instructional group. For lectures, please refer to the Loaner Equipment section

above.

Student Computing Lab and Software

The GSM eliminated the student computing lab in 2010. Students must purchase/lease whatever

software they need and install it on their personal laptops.

Remote Access

Allowing remote access to the GSM network can benefit staff and faculty by providing the

flexibility to access system services from home or when on the road. However, providing remote

access also introduces substantial risk since remote computers are often unmanaged and rarely

Cyber-Safety compliant (ref: UCD PPM 310-22). To fully realize the benefits of remote access,

this service must include robust, highly available, full-featured, and secure solutions that support

the diverse user community with different connectivity and access requirements, including:

 Virtual Private Network (VPN) – remote connectivity to the campus network. Access

can be acquired through the Campus VPN services (https://vpn.ucdavis.edu). Use of

this service requires a Campus computing account. The user is responsible for ensuring

remote computers are Cyber-Safety compliant.

 Secure Shell (SSH), Secure Copy (SCP), Remote Desktop Services (RDP), and Virtual

Network Computer (VNC) are generally not allowed. Exceptions can be discussed

based on business need.

 Email system. The GSM utilizes the campus uConnect email system, which employs

Microsoft Office 365 email (i.e., cloud email service). Remote access to the email

system will be provided through Microsoft’s Office 365 system, a web accessible email

client.

 GSM “MyOffice”. The GSM provides access to various business applications through

a web accessible Citrix application system. Access to this systems will require the user

to install a Citrix web client software module.

 GSM Staff are provided AWS Workspaces as their primary computing environment,

which allows direct remote access from any location.

Requests to setup a user for remote access will be considered low priority. Users should

test their remote access prior to actual need.

Disaster Recovery and Data Backup

GSM IT will establish disaster recovery and data backup procedures for core network

equipment. Backup procedures are for the sole purpose of disaster recovery from system

failure and will not be used to support user error (i.e., accidentally deleted files, etc).

Backup on desktop/laptop computers are the sole responsibility of the user. Upon

request, GSM IT will assist with establishing a backup protocol for desktop/laptop

computers using Apple Time Capsule or Crashplan.com. The user is responsible for all

costs associated with such implementations.

Domain Name Services

GSM IT will establish/renew registered domain names as requested. Registered names

will be generally limited to the “gsm.ucdavis.edu” or “ucdavis.edu” domains.

Commercial domain registration is possible, but functionality is extremely limited, so a

specific service level agreement must be established.

Unsupported Services

Some of the service requests made to GSM IT may need to be resolved by other

University departments or outside organizations. In these cases, GSM IT cannot

guarantee the same level of responsiveness as described herein but will try to assist in

providing a timely resolution of the issue. Examples of these situations include support

for applications not developed or supported in-house (such as Kuali, Payroll, or Banner),

and contracted services (such as printer repair).

GSM IT cannot support obsolete system. Systems are identified as obsolete and will

become unsupportable when:

 The system is has not been replaced per the GSM standard replacement cycle (i.e.,

4-5 years)

 hardware parts can no longer be obtained at a reasonable price

 hardware is incompatible with current technology

 software does not support current protocols or does not easily integrate with

commonly used, current software versions.

 systems fall below minimum standards as defined by obsolete systems published

at http://computerownership.ucdavis.edu.

 the operating system is more than two major releases behind

 GSM IT staff are not proxy-administrators for Campus computing accounts (i.e.,

Temporary Affiliate Form (TAF)), so cannot assist users in obtaining such

accounts. GSM Instructional Resources is the designated GSM proxy-

administrator for Campus computing accounts.

GSM IT does not support non-University owned hardware or software. If problems occur

with personal equipment, GSM IT will be available for consultation on work-related

questions, but will not fix any hardware or software problems.

GSM IT does not support the general maintenance of office business machines, for

example fax machines, calculators, etc.

GSM IT does not generally support the following equipment unless a specific Service Level

Agreement has been established:

 Any hardware or software that is not University-owned

 Telephones/Cell Phones

 Fax Machines

 Copy/Xerox Machines

 Other proprietary devices

 Obsolete equipment as identified above

GSM IT staff will only move computer equipment (not furniture, telephones, or other

fixtures etc.) when users or offices are relocating within a reasonable proximity (e.g., in

the same building). We will also disconnect and re-connect wiring components to ensure

proper operation. Equipment move requests will be considered low priority. One to two

weeks lead-time is generally considered best practice.

GSM IT staff do not provide technical support for special events. If technical support is

desired for events, the cost of contracted services should be included in event planning.

Responsibilities of the Faculty/Staff/Students (i.e., Computer User)

All faculty/staff/students are expected to familiarize themselves with relevant UCD

Policy & Procedure, including but not limited to UCD PPM, Section 310,

Communications and Technology

All faculty/staff/students should familiarize themselves with available relevant

documentation to enable effective use of information technology. They should also

participate in relevant training to ensure that they have the necessary skills and

understanding of technological tools.

All faculty/staff/students using audio/visual equipment should familiarize themselves

with the equipment, including connections and operations. Additionally, portable

audio/visual equipment should be tested prior to each scheduled presentation and any

problems reported to the computer help desk.

Computer users should perform preliminary troubleshooting and information gathering

prior to calling the IT Help Desk will help customers better describe their problem and

help the IT staff resolve the issue more quickly. Relevant and helpful information

includes: identifying the hardware and software being used, recording the error message

received, and identifying the printer name and location when a printer problem is

encountered.

Supervisors should notify GSM IT of new hires and terminations within two (2) business

days of an offer being extended or decision to terminate a person’s employment. GSM IT

will keep this information confidential when requested. This information is required for a

variety of reasons, for example, maintenance of user accounts and listserv distribution list

updates.

Users are responsible for un-installing software loaded onto home computers when

appropriate – e.g., when finished using it, leaving the University, or transferring to

another department/school.

Security is the responsibility of all computer users and users are cautioned not to share

system logins and passwords.

It is against University policy to load any software from home (personal) onto University

owned equipment.

Appendix A – Service Catalog

 Network Administration

o Maintain and administer the core network infrastructure systems including authentication

servers, file storage servers, data backup services, and print services.

o Maintain email/calendaring services and setup accounts for permanent faculty/staff

o Perform server installation & upgrades

o Implement and monitor required system security

o Coordinate administrative functions with Campus IT

o Manage access security on network shares and files

o Coordinate NAM activations

o Establish and maintain departmental IT policy and procedures.

o Audit and Investigative Services

 Research

 System Analysis

 Desktop Support to GSM Faculty and Staff *

o Establish equipment standards and perform computer equipment purchasing

o Maintain equipment and software inventory

o Install hardware/software

o Troubleshoot hardware/software problems and provide/arrange repair service as

necessary.

o Provide general technical advisory service

o Perform preventive maintenance on workstations

o Provide new user orientation on network navigation, basic e-mail/calendaring,

application access, and computing policy & procedures

o Provide system administration and Cyber-Safety reporting

 Desktop Support for GSM Students

o Provide guidance on equipment standards

o Provide general technical advisory service

 Information Systems

o Develop and provide continued support for centralized development projects**

o Implementation, custom development, and support of specialized applications**

o Database Information System

 Develop a centralized database information system

 Develop/maintain user interfaces and reports*

* Note 1: Service limited to on-site at UCD (i.e., cannot provide service at faculty/staff residence) and

limited to University owned equipment (i.e., not personal systems).

Appendix B – Standards & Conventions

Hardware

The GSM operates a managed network based upon Microsoft’s proprietary Active Directory services.

Minimal interoperability problems exist between Mac and PC systems, but computer users opting to use

Apple equipment will need to accept some limitations. Known limitations include: Compatibility with

Microsoft Exchange email/calendaring services, compatibility with the GSM print services, and

compatibility with various software.

The GSM uses Microsoft’s Active Directory services to reduce its cost of system administration and ensure

compliance with campus cyber-safety policy. Cyber-safety compliance for computers not compatible with

these services is the responsibility of the user.

Computer systems must support encryption using hardware Trusted Platform Module (TPM) that can

securely store passwords, certificates, or encryption keys used to authenticate the system. All

portable/laptop devices will be deployed with disk encryption enabled.

The campus has an agreement with Dell computers that provides significant discounts on Windows based

desktop computers. The GSM IT will fully support Optiplex desktops and Latitude laptops purchased from

Dell within its warranty period.

The GSM IT researches viable laptop alternatives on an annual basis. Current recommendations for non-

Dell laptops include the HP Spectre 360 Pro.

Supported Apple equipment includes Mac Pro, iMac, Macbook, Macbook Pro, and iPads. GSM IT

knowledge of Mac is limited, but every effort will be made to support Mac equipment as best possible.

The following software must be installed by the GSM IT unit on all computers:

 Sophos antivirus

 IBM BigFix Endpoint Management and Security agent

Computing equipment is generally supported for 4-5 years after purchase. The operating system version

delivered with the computer at time of purchase will be supported. Operating system upgrades are

generally not be supported, unless the upgrade is recommended by the GSM IT as part of a strategic

business proposal.

Computer Authentication Services

Current UCD students, faculty, staff, and other UC Davis affiliates qualify for a UCD Computing Account.

This account is required to access Campus services, such as Kuali, Campus e-mail, My UCDavis website,

and various GSM websites. Everyone should register for a UC Davis Computing Account. Information

about UCD Computing Accounts is available at http://computingaccounts.ucdavis.edu

GSM utilizes Microsoft Active Directory Services (AD) for its business network infrastructure. All Staff

and Faculty will be provided a user account on the campus uConnect AD domain. Students will be

provided a user account only if they are performing a function that requires such (normally not the case).

An AD user account will provide access to core network services including access to secured business

folders/files

All GSM hosted secure websites will be developed to use either the UC Davis Computing Account or

database driven authentication services/functions as appropriate. All Students, faculty, and staff will be

provided access as needed.

E-mail Services

UCD provides an e-mail account to everyone registering for a UCD Computing Account. This account

should be sufficient for most students, temporary staff, and adjunct/visiting faculty/lecturers.

The GSM participates in the Campus uConnect Microsoft Exchange e-mail system that supports enterprise

level e-mail/calendaring functions. An Exchange E-mail/Calendaring account will be provided to all

permanent GSM faculty and staff. GSM IT recommends all permanent staff and faculty use the Exchange

e-mail system as their primary e-mail system. GSM IT will recommend archiving practices for people that

want to retain email that exceed designated capacity, but will not support archived email.

Group mailboxes for various business functions have been established on the campus Exchange e-mail

system. Established distribution lists and mailboxes, including their assigned administrator (i.e., the person

that keeps it up to date and ensures someone is assigned to review messages) are identified at

http://support.gsm.ucdavis.edu/Shares/FAQs/GroupDistributionListsandMailboxes.pdf Anyone needing

additional group distribution list should use the Campus “list” system. Information on this system is

available at: http://lists.ucdavis.edu

Cell Phones

The GSM business office is responsible for phone service/equipment. Likewise, GSM IT does not provide

spare/loaner equipment, does not repair phones/PDAs, and cannot provide service for non-University

owned equipment. The extent of services simply includes providing guidance on standard connectivity

mechanism supported by campus. If you are encountering problems with your device, we will provide

minimal diagnostic evaluation and make every attempt to identify a reasonable action plan to satisfy your

needs.

Database Services

GSM has a significant need for a central database repository for various applications and programs. Oracle

databases are the de facto standard for large internet sites and enterprise applications and the UC system

has a purchasing agreement with Oracle that offers substantial savings. Additionally, all primary business

systems at UCD, including Banner, Kuali, and PPS, are currently hosted on Oracle platforms. As such, it is

advantageous for information interchange and consolidation to utilize Oracle as the database services

standard.

Appendix C – Supported Software List (cloud-services not included)

Vendor

Name

Version*

Microsoft

Windows O/S

Latest two major releases

Microsoft

Office & other productivity

software

Latest

Apple

MacOSx

Latest two major releases

Adobe

All products

Latest

Sophos

Anti-Virus

Latest

DEA

EMS

Latest

* Note: Older versions are considered obsolete and are not supported. Newer versions

will be supported upon production release.

Appendix E – Staff/Faculty Computing Orientation Topics

Computer Help Desk

752-4660 – We are here to help.

IT Help Desk Hours 9:00AM – 5:00PM, Monday-Friday

Use of Remote Assistance (Bombgar) – link to Computer Name (Service Tag #)

Network Overview

Domains and User Accounts

Computer Security

Log Off/Lock (Ctrl-Alt-Del) while away from desk and shutdown at night

Use “Strong” passphrase

Do not let anyone use your computer account and do not share password

E-mail

E-mail clients (Outlook)

Storage Limits

Personal Folders (can create on local computer, but not supported by IT or backed up)

Spam and setting up Rules

Viruses and Attachments

Outlook web-access (Office 365)

Campus e-mail forwarding http://computingaccounts.ucdavis.edu/

Remote Access

MyOffice (office.gsm.ucdavis.edu)

VPN ( https://vpn.ucdavis.edu )

Data Storage and Backups

C: Drive (not backed-up)

Dropbox service (not backed-up)

Internet

Internet Browsers: Internet Explorer -or- Mozilla FireFox -or- Safari for Mac

GSM Home Page http://gsm.ucdavis.edu

GSM Support Page http://support.gsm.ucdavis.edu

Printers

Named by room location

Adding Printers: START to RUN type \\Print\ (Right mouse click on printer Click connect)

Policies & Procedures (Please review the following important documents)

UCD P&P, Section 310-23, Electronic Communications--Allowable Use

http://manuals.ucdavis.edu/ppm/310/310-23.htm

UCD P&P, Section 310-24, Electronic Communications--Privacy and Access

http://manuals.ucdavis.edu/ppm/310/310-24.htm

UCD Policy & Procedure, Section 250-05: Digital Millennium Copyright Act

http://manuals.ucdavis.edu/ppm/250/250-05.htm

UCD P&P, Section 310-22, UC Davis Cyber-Safety Program

http://manuals.ucdavis.edu/ppm/310/310-22.htm

Computing No-No’s

Please do not store sensitive information (e.g., name, SSN, driver id, financial info,

security codes, etc) on computers.

Please do not use streaming audio or video

Please do not open email attachments that are unexpected (beware of viruses)

Please adhere to software licensing agreements