School of Education: Information Technology Policy

This document outlines the policies, procedures, and standards governing how the UNC-Chapel Hill School of Education's Information Technology team (EdIT) provides technology support, manages equipment, ensures data security, and handles software and purchasing requests. It also establishes the responsibilities of faculty, staff, and students in using that technology.

Unit Policy

Title

School of Education: Information Technology Policy

Introduction

Purpose

This policy establishes the procedures, standards, and responsibilities governing how the UNC-Chapel Hill School of Education Information Technology team, referred to as EdIT, provides technology support, manages school-owned technology resources, supports school-managed spaces, promotes data security, and assists with software, systems, and technology purchasing requests.

This policy is intended to supplement and operationalize applicable University of North Carolina at Chapel Hill policies, standards, and procedures within the School of Education. It does not replace, supersede, or reduce any requirement established by UNC-Chapel Hill, UNC System, state, federal, or other governing policies. Where a University-level policy, standard, or directive applies, members of the School of Education are expected to comply with those requirements in addition to the procedures described in this policy.

Scope

This policy applies to faculty, staff, employees, students, affiliates, contractors, vendors, and other authorized users who access or use technology resources owned, managed, supported, or provided by the UNC-Chapel Hill School of Education.

This includes, but is not limited to:

School-owned computers, mobile devices, printers, audiovisual systems, classroom technology, servers, applications, data systems, shared storage, collaboration platforms, and other technology resources;

Technology located in or supporting School of Education offices, classrooms, conference rooms, labs, shared workspaces, and other school-managed spaces;

School-supported technology services, systems, processes, and equipment used in support of teaching, research, administration, outreach, and business operations.

This policy applies only to technology resources and spaces owned, managed, or supported by the School of Education. Technology services, systems, infrastructure, and support areas managed directly by UNC-Chapel Hill Information Technology Services or other University units remain subject to the policies, procedures, and support processes established by those responsible units.

EdIT Responsibilities

EdIT is the School of Education’s Information Technology team. EdIT is responsible for providing technology support, guidance, coordination, and operational management for school-owned technology, school-managed spaces, and school-supported systems where responsibility has not been assigned to UNC-Chapel Hill Information Technology Services or another University unit.

EdIT’s responsibilities include supporting School of Education faculty, staff, employees, students, affiliates, and authorized users in their use of school-supported technology resources. This support includes, but is not limited to, endpoint support, classroom and audiovisual technology, software consultation, technology purchasing guidance, account and access coordination, data security practices, documentation, and escalation to appropriate University support units when needed.

EdIT works within UNC-Chapel Hill’s distributed information technology structure and is expected to align School of Education technology practices with applicable University policies, security standards, compliance requirements, and operational procedures.

Distributed IT Structure and Unit Responsibility

UNC-Chapel Hill operates under a distributed information technology model in which central University IT services and unit-level IT teams share responsibility for technology operations, support, security, and compliance. Within this model, EdIT is responsible for implementing and maintaining appropriate technology practices for School of Education-managed systems, equipment, and spaces, while coordinating with central University offices when services, infrastructure, policy interpretation, or approvals fall outside the School’s authority.

Because of this distributed structure, unit leadership retains responsibility for ensuring that appropriate resources, oversight, and procedures are in place to support IT security, compliance, and operational controls within the School of Education. Annual unit-level attestations and related oversight processes help demonstrate that the School is maintaining appropriate technology governance, risk management, and security practices consistent with University and state requirements.

EdIT supports this responsibility by maintaining technology procedures, documenting standards, assisting with compliance efforts, advising on risk, and coordinating with University offices such as Information Technology Services, Information Security, Data Governance, Procurement, and other responsible units as needed.

EdIT Support

Supported Technology

School of Education-issued technology is the primary technology supported by EdIT for faculty and staff work functions. This includes school-owned computers, mobile devices, printers, audiovisual systems, classroom technology, conference room technology, and other technology resources owned, managed, or supported by the School of Education.

Non-school-owned devices may receive limited support at the discretion of EdIT when the device serves a legitimate School of Education business need that is not otherwise met by school-provided technology. Support for personally owned or non-school-owned devices may be limited based on security, compliance, licensing, technical feasibility, and available EdIT resources.

Requesting Support

EdIT support requests should be submitted through the University’s help request system. Submitting a ticket allows EdIT to track issues, prioritize work, document recurring problems, and maintain appropriate support records.

Support may be requested through one of the following methods:

• Visiting help.unc.edu and searching for EdIT Services
• Emailing EdIT@help.unc.edu which creates a ticket to EdIT
• Scheduling through the EdIT Bookings page for available EdIT services

EdIT’s standard support hours are 8:00 a.m. to 4:30 p.m., Monday through Thursday, 7:30 a.m. to 4 p.m. on Friday excluding University holidays, closures, or other approved service interruptions.

Student and After-Hours Support

General student technology support and after-hours faculty and staff technology support are provided by the UNC-Chapel Hill Information Technology Services Service Desk. Support information from ITS is available at help.unc.edu.

EdIT does not provide general after-hours support unless the support has been approved in advance for a scheduled event, critical business need, or other authorized purpose.

EdIT-Supported Locations

EdIT supports technology in School of Education-controlled or School of Education-managed spaces. These currently include designated classrooms, conference and meeting spaces in Peabody Hall, and limited technology support for the Carolina Center for Educational Excellence.

Peabody Hall Classrooms

EdIT supports School of Education-managed classroom technology in the following Peabody Hall rooms:

• G010
• 2018
• 2040
• 3044

Peabody Hall Conference and Meeting Spaces

EdIT supports technology in the following School of Education conference and meeting spaces:

• G002A
• G040A
• G070
• 2010D
• 2050D
• 3028D

Carolina Center for Educational Excellence

EdIT provides limited technology support for designated spaces at the Carolina Center for Educational Excellence.

Supported CCEE spaces currently include:

• Room 100
• Room 103
• Room 105
• Room 106
• VR/Recording Room
• Interview rooms

Classroom Support

EdIT assists with technology issues in School of Education-managed classrooms during normal business hours. Classroom technology support may include assistance with audiovisual systems, displays, microphones, touch panels, room computers, conferencing equipment, and other installed instructional technology.

For urgent classroom technology issues during normal business hours, users may call or send a Teams message to an EdIT team member for immediate assistance. A help ticket must still be submitted within 24 hours so the issue can be tracked, documented, and reviewed for follow-up action.

EdIT must be granted timely access to School of Education-managed classrooms and technology spaces for troubleshooting, maintenance, repairs, upgrades, inspections, and lifecycle replacement activities. Delayed access may delay repair or restoration of service.

Conference Room Support

School of Education conference rooms are intended for meetings, collaboration, and administrative use. They were not designed, staffed, or maintained as instructional classrooms. As a result, maintenance expectations, response times, support priority, equipment standards, and vendor support contracts may differ from those associated with School-managed classrooms.

EdIT will provide reasonable support for conference room technology during normal business hours, subject to staff availability, room access, equipment limitations, and existing service priorities.

Event and Scheduled Support Requests

Requests for technology support for preplanned events should be submitted at least one week in advance through a help request ticket. Advance notice allows EdIT to review the request, confirm whether the event is within an EdIT-supported space, determine staffing availability, identify technology needs, and coordinate any required setup or testing.

For event support requests, the requestor should provide the following information:

• Event date and time
• Event location
• Primary contact and backup contact
• Expected attendance
• Technology or equipment being used
• Whether remote participation, recording, microphones, displays, or presentation equipment will be needed
• Whether training, setup assistance, or on-site support is requested
• Whether the event occurs outside normal EdIT operating hours

Events held outside EdIT-managed spaces or outside normal EdIT operating hours require advance consultation with EdIT. Support for those events is not guaranteed and will depend on available staffing, technical feasibility, location access, security requirements, and approval by appropriate School of Education leadership when needed.

Devices and Equipment

Lifecycle Equipment

The School of Education will recognize one primary computer for faculty and staff, which will be included in the lifecycle replacement plan. Pending availability of funds, computers will be replaced on a four-year lifecycle, at which point faculty and staff will return older machines to EdIT so that they can be repurposed within the school or decommissioned if the system no longer meets security standards. To receive a lifecycle replacement, EdIT must be in possession of the previous lifecycle eligible machine. Funding availability needs to be confirmed by the Business Operations Office for computers that will be purchased with grants, professorship funding, or other non-state appropriated funds.

Current Faculty & Staff

The standard equipment setup includes a choice of a Lenovo or Apple laptop with a compatible docking station, two monitors, and necessary peripherals. The specific standard models vary from year to year based on availability within the UNC contract with Apple and Lenovo. If the equipment requested differs from the standard configuration, requests will be considered based on EOC accommodations, business needs and budgetary constraints. EdIT is to select equipment based on business functions, reliability, security, cost and availability to provide a standardized offering. If equipment outside of the current standard configuration is purchased, EdIT support for that equipment may be limited and additional costs are to be covered by the purchasing individual or entity. EdIT reserves the right to deny a purchase if the purchase would negatively impact workload, security, or management.

Phased Retirees

Faculty or staff members on phased retirement will not be included in the life-cycle computer replacement schedule. Phased retirees will retain their current computer, barring unresolvable technical issues, until they fully retire. Full technical support will still be available, and, in the event of computer failure, a functional replacement will be provided.

Retirees

Retired faculty and staff will not be provided with school-funded equipment. All equipment must be returned to EdIT by the last day of employment. Once a user retires, EdIT provides support for UNC services or technology issues with school operated technology for the user.

Equipment for Non-SHRA/EHRA Permanent Employees

EdIT does not guarantee the availability of technology for student workers or grant based employees but will make best efforts to provide computing equipment to requests based on available stock. EdIT does provide desktop work study systems in various locations to serve as shared student technology for the job duties they are asked to complete.

Grant Funded Equipment

EdIT should be consulted during the grant planning process if any technology is required. Consultation will cover the technology needs of the grant, support requirements, and equipment and/or solution recommendations. All technology purchases on grant funds must be approved by the Business Operations Office and processed by EdIT to ensure proper support and inventory. All grant funded purchases are property of the School of Education, and as such are subject to all applicable use policies. If equipment outside of the current standard configuration is purchased, EdIT support for that equipment may be limited and additional costs are to be covered by the purchasing individual or entity. EdIT reserves the right to deny a purchase if the purchase would negatively impact workload, security, or management.

Equipment Inventory

EdIT will maintain an inventory system with specific identifying tags for IT equipment deemed valuable assets or that could potentially house data. This system will contain model numbers, serial numbers, and "Assigned To" data for all items purchased with School of Education funds that EdIT is aware of. If the current user changes, EdIT should be notified for record keeping. All inventoried systems should be enrolled in a management suite, if possible, to ensure current compliance data related to the device. EdIT Inventory tags should include the asset number and identifying name used by corresponding management system(s).

Equipment Decommission

EdIT will decommission all computers and media that could hold university data following ITS policy guidelines before sending the equipment to Surplus. All University owned property is required to be sent to surplus when decommissioned.

Equipment and Workplace Accommodations

Accommodations outside the standard technology offering will be made available based on the advisement and consultation from UNC-Chapel Hill Equal Opportunity and Compliance Office.

Checkout Equipment

Equipment is only available for checkout to current School of Education faculty, staff, and students. Checkout equipment is listed on EdIT's checkout platform and includes items such as laptops, cameras, adapters, and other technology related to School of Education activities. Select checkout equipment is reserved for faculty and staff checkout only if it is deemed vital for business operations. Equipment is on a "first come first serve" basis, faculty and staff will take precedence.

Equipment checkout policies:

1. Users must be affiliated with the School of Education to reserve our equipment, if you reserve equipment without a School of Education affiliation, the reservation will be cancelled.
2. Equipment reservations need to be made with ample prior notice; it is preferred that at least one business day is given prior to pick up. Exceptions will be made as needed.
3. The maximum checkout period is 4 weeks for all equipment. If equipment is needed longer than that period, please contact the EdIT department to ensure that the equipment will be available. No equipment will be loaned out past the end of the semester term, if it is needed for the following semester, we ask you return it, then reserve it again.
4. Unless other arrangements are made, equipment will be picked up at Peabody G060 at the reservation start time by the person whose name is on the reservation. Equipment should be returned to an EdIT staff member at Peabody G060 at the end of the reservation period.
5. For students, equipment that is not returned at the designated time and in working condition could result in a hold put on a student account until the item is returned, repaired, or replaced

Technology for Remote Use

School of Education faculty and staff are provided new or lifecycle-replaced technology for their assigned on-campus work location. Requests to retain or use computers beyond their lifecycle replacement period for home or remote use will not be approved. School-owned technology used off campus remains subject to the School of Education Technology Use Agreement, University policies, security requirements, inventory controls, and applicable data protection standards. Users keeping School-owned technology off campus for an extended period must report it to EdIT for inventory and audit purposes.

Technology provided for use outside of Peabody Hall or other School-managed locations may be approved only in limited circumstances. Exceptions are generally limited to fully remote employees, approved workplace accommodations, emergency operations needs, or other validated business requirements, and must be reviewed and approved by the employee’s supervisor and EdIT. Additional leadership, HR, EOC, or University approval may be required depending on the request.

Remote internet service, home network connectivity, and personally owned networking equipment are the responsibility of the employee, property owner, or Internet Service Provider. EdIT does not support personal or home networking equipment that is not approved or managed by UNC-Chapel Hill Networking. EdIT may provide limited general guidance for School-owned devices used remotely, but may require the equipment to be returned to Peabody Hall or another approved support location for troubleshooting, repair, security review, or testing on the University network.

Technology and Software Requests

Technology and Software purchasing requests should be submitted through the Technology Purchasing section in RASR (Rapid Admin Submission Request) to ensure that the software meets compliance prior to purchasing. Standard EdIT Technology offerings such as webcams, cables, speakers, etc. can be requested through an EdIT Help request as no purchase is necessary.

Technology Purchase Requests

EdIT will initiate and make lifecycle equipment purchases as detailed below. For all other technology purchase requests EdIT should be consulted for technology needs and school/university requirements, but approval for these requests must first route through the Business Operations Office before the purchase is made. This includes both software and hardware technology purchases. These requests should be submitted through RASR.unc.edu under Technology Purchasing unless the request is for standard equipment provided to users. Standard equipment requests that would fall under EdIT funding should be made through an EdIT help ticket.

Software Purchase Requests

EdIT is responsible for software purchases and processing data checklists related to software purchases. The requesting party is responsible for filling out a Data Protection Checklists or Terms Addendum. Funding for software purchases should be provided by the group or entity requesting if the software is not software required for general operation, not provided by the University at large, or has a limited scope of who can use the software. Exceptions may be made by EdIT for items that have business purposes.

Sensitive Data and Security Approval

Any technology, software, service, integration, or workflow that may store, process, transmit, or otherwise come into contact with sensitive University data must have documented approval through the appropriate University review and security processes before use. This includes review and sign-off by the department’s delegated security authority or other appropriate University security/compliance authority.

For highly sensitive data, including but not limited to PCI/payment card data, Social Security numbers, regulated research data, protected student or employee data, or other restricted information considered to require a high protection status by the Information Security Controls Standard, approval is required before the technology is purchased, implemented, connected to existing systems, or used in a new way. Any material change to the process, data flow, vendor, access model, storage location, or integration must also be reviewed and approved before the change is made. These requirements apply even when the tool is free, already owned, or being used on a limited basis.

Data and Security Compliance

General Compliance

EdIT will align School of Education technology practices with applicable UNC-Chapel Hill information security, data governance, vendor management, and technology standards. The primary reference for determining security requirements is the University’s Information Security Controls Standard, which defines controls based on the type of system, the sensitivity of data stored, processed, or transmitted, and the risk associated with the technology.

Software and Data Usage

Any software, system, service, application, or platform used for School of Education business that stores, processes, transmits, or otherwise accesses University data must comply with applicable University policies and standards, including requirements for vendor management, data governance, security review, and procurement. This includes paid products, free products, trials, pilots, “zero-dollar” transactions, cloud services, integrations, and externally hosted systems.

Users who choose to use software or systems outside of University-approved or School-approved processes are responsible for ensuring that the technology complies with University policies before University data is entered, uploaded, transmitted, or connected.

Delegated Security Authority

The School of Education’s Delegated Security Authority, appointed by the Dean or appropriate University leadership, is responsible for final unit-level security sign-off for applications, systems, and services submitted for review.

The DSA reviews the information provided by the requester, responsible person, EdIT, vendors, and applicable University offices to determine whether the proposed technology appears to meet relevant security, data governance, compliance, and policy requirements. Final approval may also require review or approval by central University offices, including Information Security, Data Governance, Procurement, ITS, or other responsible units.

Encryption

EdIT will encrypt School-owned systems that may store, process, or access data above Tier 0, as well as devices classified as mobile or otherwise requiring encryption under University standards. FileVault will be enabled on supported Apple devices, and BitLocker will be enabled on supported Windows devices.

Systems that do not contain compatible hardware or cannot meet University encryption requirements will be considered non-compliant and may be removed from service.

Non-Compliant Equipment

If EdIT determines that a system or device is no longer compliant with University or School security requirements, the responsible user will be contacted and required to bring the device into compliance or return it to EdIT for retirement, replacement, or remediation.

If the device is not brought into compliance within 90 days, EdIT may lock, disable, or restrict access to the device or related services. If the device remains unresolved after 180 days, EdIT may remotely wipe the device when necessary to safeguard University data.

Non-Compliant Hardware

Hardware that no longer receives required operating system, firmware, application, or security updates may be considered non-compliant if it stores, processes, transmits, or provides access to University data above Tier 1.

Hardware may also be considered non-compliant if vulnerability scanning, including Qualys or an equivalent tool, identifies unpatched vulnerabilities above the University’s acceptable risk threshold and the device cannot be remediated. Non-compliant hardware may be removed from service, restricted from the network, retired, or replaced based on risk, business need, and available resources.

Update and Patch Management

EdIT will follow University patching and deployment guidance for managed Windows and Apple systems, including monthly update deadlines aligned with the University’s standard deployment schedule, generally the fourth Tuesday of each month.

Managed systems may require scheduled restarts to ensure updates and security patches are applied properly. EdIT will make reasonable efforts to coordinate updates around the standard monthly deployment window, but may deploy out-of-band updates when required due to security risk, operational impact, vendor guidance, or direction from University Information Security, ITS, or other responsible University offices.

Data Protection

Institutional Data

Institutional Data should reside on the EdIT advised platform and conform to all related ITS policies over data governance. Access request changes and regular audits are to be done to ensure only necessary individuals have access to data that is classified above Tier 1. Access requests and changes processes are guided by the Information Technology Access Control Standard. Information classification is set by the ITS Information Classification Standard. If you manage data above tier 1 outside of EdIT control, the owner is responsible for maintaining access change logs.

Data Retention

Users are required to follow the University of North Carolina Systems Records Retention and Disposition schedule to the best of their ability. Data can be retained longer if it has a business or operational purpose for the school.

Teams, Communication Sites, Data Storage, and Access Management

School of Education Core Operational Resources

Microsoft Teams, SharePoint communication sites, shared storage locations, and other collaboration spaces used for School of Education core operations should be created, configured, or reviewed by EdIT. Core operational resources include locations that store or manage records, files, data, communications, or workflows required for the official operation of the School of Education.

This includes, but is not limited to, resources used for administration, finance, human resources, academic affairs, student services, accreditation, facilities, technology operations, committees, governance, compliance, and other business functions where the School has an institutional responsibility to maintain records, continuity, security, retention, or access oversight.

Core operational Teams, communication sites, and shared storage locations must have a documented business purpose, designated owner, appropriate retention considerations, and administrative access recorded with EdIT. EdIT must retain administrative access to these resources for auditing, continuity, support, compliance, security, and lifecycle management purposes.

Research, PI-Led, and Other Project Resources

Teams, SharePoint sites, storage locations, dashboards, forms, applications, or other digital resources created for research, grant activity, PI-led work, temporary projects, collaborations, or other non-core operational purposes are the responsibility of the principal investigator, project lead, committee chair, resource owner, or managing group.

The owner or managing group is responsible for ensuring that these resources comply with applicable University policies, data governance requirements, research requirements, grant requirements, retention rules, security standards, and access control expectations. EdIT may provide technical guidance or assistance when requested, but EdIT does not assume ownership, access management responsibility, retention responsibility, or compliance responsibility for resources it does not manage.

If a project or research resource contains University data, regulated data, student data, personnel data, research data, or data above Tier 1, the responsible owner must ensure that access, storage, sharing, retention, and security practices comply with applicable University and sponsor requirements.

Digital Resources

Digital resources managed through role-based permissions will be updated as part of onboarding, offboarding, job role changes, and access review processes. Examples of digital resources may include Microsoft Teams, private channels, SharePoint sites, forms, dashboards, reports, applications, cloud storage locations, shared mailboxes, distribution lists, and specialized software access.

For EdIT-managed resources that use role-based access, EdIT may assign or update access based on HR onboarding information, employee classification, job function, department, or approved role changes. This role-based access is intended to provide the standard access needed for an employee’s assigned position and does not automatically include elevated, specialized, administrative, or individually assigned access.

Access to resources that are managed individually, rather than through role-based groups, must be requested specifically. The request must identify the exact resource, such as the Team, channel, form, dashboard, folder, application, or storage location; the level of access requested, such as owner, editor, contributor, read-only, reviewer, or administrator; and the business reason the access is needed.

Digital resources not created, configured, or managed by EdIT remain the responsibility of the group, unit, committee, PI, project lead, or individual managing those resources. When requesting EdIT assistance with resources not controlled by EdIT, supervisors or resource owners must provide the exact resource name, location, current owner or administrator, requested access level, business justification, and any relevant data classification, retention, or compliance requirements.

Access Changes and Requests

Access to EdIT-controlled systems, services, data locations, and digital resources must be requested through EdIT’s ticketing system and documented in EdIT’s internal records. Access decisions will follow applicable UNC-Chapel Hill policies, data governance requirements, security standards, retention requirements, and controls based on the classification and sensitivity of the data involved.

Base-level access may be granted based on employee classification, job function, department, or standard onboarding requirements. Access beyond that base level must be specifically requested by the employee’s supervisor, resource owner, data steward, PI, project lead, or other authorized approver. Access should not be assumed or automatically granted solely because an individual holds a particular title, role, or position.

Requests for elevated, specialized, administrative, or data-specific access must clearly identify what access is needed, why the access is required, the business purpose for the request, and the systems, folders, applications, groups, or data involved. EdIT may deny, defer, or request additional approval for access requests that are incomplete, unclear, inconsistent with University policy, or not appropriate for the data classification, retention requirement, or business need.

For systems or storage locations containing data above Tier 1, access must be reviewed and approved in accordance with applicable University data governance, security, stewardship, and retention requirements. If a group manages data above Tier 1 outside of EdIT-controlled systems, the responsible owner is accountable for maintaining appropriate access records, approval documentation, change logs, and periodic access reviews.

Campus Group Management Systems

For groups managed through campus group management systems, such as Grouper or other University-approved identity and access tools, EdIT will make administrative or membership changes when a ticket from the appropriate stakeholder, supervisor, resource owner, data steward, PI, or project lead clearly identifies the requested change and EdIT is the designated group administrator.

If another individual, department, PI, project lead, or unit is the designated administrator for the group, EdIT may route the request to the appropriate owner or provide technical assistance as needed. EdIT will not override established ownership, approval authority, or University access control processes without appropriate authorization.

Server Maintenance

School of Education servers require routine service and/or upgrades to operate optimally. To minimize downtime this requires a regular maintenance window.

The School of Education EdIT maintenance window is defined as:

6:00am until 8:00am on Friday mornings on an as-needed basis

Actual outages are typically only a brief period of this window. Servers will be taken down in a manner that minimizes downtime for all services. EdIT will notify users ahead of time if the maintenance window exceeding scheduled hours occurs.

Unscheduled Downtime

In critical situations, it will not always be possible to wait until the next scheduled maintenance window to perform emergency changes on School servers. Should this occur, EdIT will notify users as quickly as possible, and keep users abreast of the maintenance progress.

Technology Use Agreement

In order to receive technology and support from EdIT, all School of Education Faculty and Staff will agree to the SOE Technology Use Agreement. This agreement includes:

1. I agree to the UNC-Chapel Hill Acceptable Use Policy:
   1. Article - Information Technology Acce... (Article - Information Technology Acce...)
2. I agree to the UNC-Chapel Hill Personal Use Policy:
   1. Article - 105 - Personal Use Policy (Article - 105 - Personal Use Policy)
3. I agree to use technology in accordance with the UNC Information Security Controls Standard:
   1. Article - Information Security Control Standard (Article - Information Security Contro...)
4. I agree to abide by the UNC-Chapel Hill School of Education Information Technology Policy
5. I acknowledge that my SOE issued technology is the sole supported technology for my work functions, that the use of personal technology for work purposes is strongly discouraged, and if I choose to use personal technology I do so without technical support from EdIT and acknowledge my responsibility to follow all data security requirements.
6. I agree not to store any Sensitive Data (Article - Information Classification ...) anywhere except the SOE SharePoint, SOE sanctioned Teams, SRW, SECNAS or OneDrive without first consulting with EdIT to determine appropriate security precautions. SSNs, IRB Level III, HIPAA, and credit card data should never be stored anywhere without consultation from EdIT.
7. I acknowledge that to ensure data reliability I should store all work-related data on the SOE SharePoint/Teams and/or OneDrive where it is backed up redundantly except for pre-approved locations for select business purposes. EdIT is not responsible for data recovery for any other locations, including files stored locally on my machine.
8. I acknowledge that upkeep of my device(s) is a shared responsibility between myself and EdIT. I will install updates as soon as possible whenever prompted and will restart my device(s) at least once per month. Should EdIT need access to my device to perform maintenance, I agree to promptly arrange access.
9. I acknowledge that care and security of my technology is my responsibility. I will not leave my device(s) unsecured or logged in and will immediately report any damage or loss of the device to EdIT.
10. I acknowledge that I am personally responsible for all technology assigned to me, including adapters and cables. Should any of my technology be lost, damaged, or stolen due to my negligence, I acknowledge that it may not be replaced. Examples of such negligence include, but are not limited to, broken/cracked screen, liquid damage, temperature extremes, etc.
11. I agree to return all equipment when my employment with the SOE concludes. I also acknowledge the SOE may require return of the technology due to loss of supporting funds or any other reason deemed necessary by the SOE or University.
12. I acknowledge that the University and the SOE accept no responsibility for any unauthorized usage of my technology or for data not stored and/or backed up properly.

Printing & Copying

Printing

All employees printing within the School of Education will use the Carolina Managed Print Services Xerox Multifunction Devices (MFDs) whenever possible. If MFD locations are not convenient based on office location, EdIT will explore the option of smaller network workgroup printers as an alternative. Desktop printers will not be purchased or supported, and legacy desktop printers will not be replaced. Exceptions will be considered based on business needs on a case-by-case basis.

Copying

The ability to make copies on SOE funded MFDs is limited to faculty, staff, and student employees.

Students

School of Education student employees will be given privileges to print and copy via SOE devices, expressly for work purposes. Direct printer installation is limited to SOE owned computers. However, if the student employee is not provided with an SOE funded computer, mobile printing solutions will be made available to enable printing from personal devices.

Students not employed by the School of Education are not permitted to print or copy via SOE devices, and faculty and staff cannot do so for them. These students should leverage CCI printing and copying locations around campus, one of which is located on the second floor of Peabody Hall. For a full list of locations, students can visit: http://help.unc.edu/help/its-labs-cci-printing-station-locations/

Related Requirements

External Regulations

• Acceptable Use Policy
• Finance Policy 105 - Personal Use Policy
• Information Classification Standard
• Information Security Controls Standard

Contact Information

Primary Contact

Name: Brian Nussbaum, School of Education, IT Director

Telephone: 919-966-6230

Email: Brian_Nussbaum@unc.edu