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Subject: Information Resources and Technology

Policy No: IRT

Applies: University-wide 

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This policy is intended to cover any Enterprise Information Services (EIS) for which a separate, approved EIS policy does not exist. All EIS-specific use policies must be consistent with this EIS policy. Additional rules and regulations may be adopted by academic and administrative units to meet specific administrative or academic needs. Such additional requirements must be in compliance with applicable federal and state laws, any contractual agreements with the University and its Vendors, and this policy.

II. ACCOUNTABILITY

Under the direction of the Chief Information Officer, Rowan University management shall implement and ensure compliance with this policy.

III. APPLICABILITY

A. This policy applies to all members of the Rowan community who seek to acquire, develop, manage, or use services Enterprise Information Services. It also applies to any contractors, vendors, or service providers, who may access, host, receive, transmit, or otherwise use Rowan’s EIS data.

B. For the purposes of this policy, EIS is defined as:

Enterprise Information Services is responsible for providing critical enterprise software services, applications and support to enable administrative and academic functions to operate effectively, efficiently and securely.

DC. HIPAA – The Health Insurance Portability and Accountability Act (HIPAA) is the federal law passed by Congress in 1996 that requires the protection and confidential handling of protected health information.

IV. DEFINITIONS

A. Information Resources and Technology (IRT) – the Rowan University department responsible for the governance of all information and technology.

B. FERPA - The Family Educational Rights and Privacy Act (FERPA) is a federal law that protects students' privacy by prohibiting disclosure of education records without adult consent.

C. Managing Unit – The Rowan University academic or administrative representative, department or division vested with the day-to-day operations of EIS.

V. POLICY

A. Security of Rowan University’s Banner Systems 

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• • • All EIS staff is FERPA trained and violations of confidentially of data, student or other, is not tolerated.  Major disciplinary action is invoked should such occur, including immediate termination of employment. (FERPA training is required of all University personnel; non-compliers or violators are expected to be dealt with appropriately by their supervisors.)
    • Senior university administrators and Information Resource Technology unit managers – including EIS managers have no “special access” privileges.
    • Typically the only access accorded such managers is limited to self-service for employees, for access to their personal HR type data.   Department heads also have access to their department’s budget data in Finance and when departmental time entry is undertaken, a manager must have Banner INB access to handle time approval.  (For example,   Jim Henderson and Anne Pinder have Banner HR INB access, for the very limited purpose of reviewing and approving EIS employee timesheets that are entered for Payroll via departmental time entry; as a department head, Henderson also has Finance INB and self-service to view the EIS budget information)

VI. ATTACHMENTS

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By Direction of the CIO:

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VP and Chief Information Officer

ATTACHMENT 1

EIS PROCEDURE

A. EIS Roles and Responsibilities –Employee Policy

1. Roles and responsibilities with formal job descriptions, training (job specific and security levels.)
2. The following path identifies the EIS “Roles and Responsibilities” of the formal job descriptions.
   O:\openarea\apir\IR-PARs

 B. EIS “New Employee” Training Plan

1. The EIS “New Employee” policy for the Computer Services Specialist 3 is located at:
   O:\openarea\eis\Policies and Procedures New employee_Training_Plan

C. EIS Roles and Responsibilities -Employee Policy

1. Roles and responsibilities with formal job descriptions, training (job specific and security levels.)
2. The following path identifies the folder that contains the EIS Staff Security privileges that have been granted.
   O:\openarea\apir\IR-PARs\MIS\APPS\EIS Staff Security

(NOTE: This is a secure – restricted area. For access, contact Anne Pinder.)

D. EIS Feeds and Interfaces

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E. System Security Manual

1. The following path outlines the “Policies and Procedures for Banner Security.”
   O:\openarea\eis\documentation\Banner Security\Security Manual
2. The security coordinators are Maggie Natal Fennal, Stella Welcer & Frank Comstock. The security coordinators report directly to Mr. Henderson in EIS.   Additionally, Bug 3566 details the additional Security Policies and Procedures.

F. TOS Documentation

The link for TOS Documentation is:

O:\openarea\eis\TOS\Documentation

G. Workflow Policies and Procedures

1. The link for Workflow Documentation is:
   O:\openarea\eis\Policies and Procedures\Workflow_documentation
   EIS Internal Policies and Procedures  (Released only to Rowan University EIS Staff)
2. Brown Bag Seminar Slides
   O:\openarea\eis\Unix Tutorials

• • Internal “Brown Bag” seminars 
    • Introduction to Python Part 1
    • Introduction to Python Part 2
    • Introduction to Self Serve Web Pages
    • Unix Refresher
    • IRP Files and Concurrent Cirric Indexes
    • AppMan Development & AppMan PROD

H. Blackboard Documentation

O:\openarea\eis\Policies and Procedures/Blackboard_At_Rowan_Documentation

I. EIS WIki

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