Over the course of this academic year the Education and Policy Promotion Sub-committee (EPPS) examined several issues. Primary among those issues was the promotion of IT policy at KSU. Other issues included the delivery of quick time sensitive training and/or information, updating the information once it has been distributed, an overseeing committee to coordinate and facilitate IT education, and using IT for training. The recommendations that follow are based on the assumption that all populations (faculty, administration and staff, students and graduate students) are computer literate.
EPPS developed a framework for policy promotion as charged. A schematic of the proposed training framework (Attachment A) consists of the three approved IT policies, the concepts from each policy that should be taught, and at least two different methods of delivery for teaching the concept. The format used identifies the concepts to be delivered for each Policy and at least two delivery methods for each population ( Faculty, Administration and Staff, Students, and Grad Students)as related each concept. The populations addressed were identified in the Technology Development: Kansas State University document drafted by the MIST committee in 1996.
It was determined that there is a need on this campus, during times of crisis such as the need for an alert about a virus or information for treatment of a virus, that information must get out to all users in a day or two. The recommendation is that a broadcast message to all users, phased throughout non-peak load times, should be sent out. The message subject line should be distinctive, consistently used for all such transmissions and never used for anything else. For example "CNS-ALERT-..." This would allow users to quickly scan the mail for such messages and act on them or delete them.
It is further recommended that the body of the message be well crafted. The alert notices must describe the current problem as to what occurred, who to contract or is who is central information source, and when and how will the problem be solved. All of this information can help dispel rumors. This electronic message distribution would be followed immediately with paper copy to deans, directors, and department heads for those who require archival paper.
The training for this messaging system should be the first message under the selected subject line sent to all users explaining the need for the system, how it will work, and when it is likely to be used. A description of this system should be included in the next Information Technology Usage police update.
The committee highly recommends that all policies reside at one official web site that is easy to locate. Policy publication should only be done in paper documents that are updated and republished annually such as the line schedule and the telephone book. Otherwise, the policy should only be summarized with reference to the official policy URL or reference to the URL only. These recommendations will make policy updating more effective.
The EPPS recommends that training and related training materials be delivered through the use of web based multimedia presentations. Web-based training, once developed, would be easily up-dated to incorporate changes in technology and would be accessible to all populations, potentially 24 hours a day. Users could participate in the training when needed"Just-in-time" training.
***Information coming for this topic***
****yet to be considered****
Concepts-(1)Appropriate use of info tech resources; (2)Confidentiality and (3)Privacy Prohibited Use
Methods of Delivery- (1)When electronically obtaining User ID, employees must view a summarized policy on-line and certify they have read it before authorization of UserID or summarized policy handed to them when obtaining UserID in person.
(2) Summarize policy annually in InView
Concepts-(1)Appropriate use of info tech resources; (2)Confidentiality and (3)Privacy Prohibited Use
Methods of Delivery- (1)When electronically obtaining User ID, employees must view a summarized policy on-line and certify they have read it before authorization of UserID or summarized policy handed to them when obtaining UserID in person.
(2) Summarize policy annually in InView
Concepts-(1)Appropriate use of info tech resources; (2)Confidentiality and (3)Privacy Prohibited Use
Methods of Delivery- (1)When electronically obtaining User ID, employees must view a summarized policy on-line and certify they have read it before authorization of UserID or summarized policy handed to them when obtaining UserID in person.
(2)Print summarized policy in Line Schedule, use abbreviated poster version of policy posted in computer labs and instructional flyers handed out with enrollment materials.
Concepts-(1)Appropriate use of info tech resources; (2)Confidentiality and (3)Privacy Prohibited Use
Methods of Delivery- (1)When electronically obtaining User ID, employees must view a summarized policy on-line and certify they have read it before authorization of UserID or summarized policy handed to them when obtaining UserID in person.
(2) Summarized policy in Graduate Student Handbook, GTA Orientation, Printed in Line Schedule, Abbreviated poster version of policy posted in computing labs.
Concepts-(1) Education about Policy, and (2) continued Education
Methods of Delivery-Collegian article (temporary), Faculty Handbook (permanent), KSU Web Site (permanent), When password is changed, remind of existence of policy (temporary), and Collegian article when major changes occur and if need to announce password changes (temporary)
Concepts-(1) Education about Policy, and (2) continued Education
Methods of Delivery-Collegian article (temporary), E-mail to White Pages(temporary), KSU Web Site (permanent), reminder of existence of policy during password change process (temporary), Collegian article when major changes occur and if password change process is announced (temporary).
Concepts-(1) Education about Policy, and (2) continued Education
Methods of Delivery-Collegian article (temporary), Student Orientation (temporary), reminder of existence of policy during password change process (temporary), Collegian article when major changes occur and if password change process is announced (temporary). Permanent delivery would be to note web site on Class Schedule-KATS page, KSU Web site, College Handbooks and KSU Catalog
Concepts-(1) Education about Policy, and (2) continued Education
Methods of Delivery-Collegian article (temporary), reminder of existence of policy during password change process (temporary), Collegian article when major changes occur and if password change process is announced (temporary).
*Assumes all populations know how to use E-mail and priority is delivery on temporary and permanent basis for policy distribution.
Concepts-Access, compliance, contents, removal, use
Methods of Delivery-Handout at orientation, Copies at Administrative Units
Concepts-Access, compliance, contents, removal, use
Methods of Delivery-Copies at Administrative Units, Web Site
Concepts-Access, compliance, contents, removal, use
Methods of Delivery-Handout at orientation, phone book
Concepts-Access, compliance, contents, removal, use-
Methods of Delivery-Handout at orientation, departmental copy
*One central location where information is available, referred to in all documentation, with a Web site, E-mail address, and phone number is crucial.