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IRMC Fall Retreat Meeting Minutes
September 24, 1998

 

Present

Harvard Townsend, Jean Darbyshire, Tom Schellhardt, Jane Rowlett, John Murray, Doug Elcock, Martin Ottenheimer, Tony Crawford, Ruth Dyer, Barbara Newhouse, Gary Leitnaker, John Streeter, Cheryl Strecker, David Hillier, Don Foster

Absent

Terry King, Virgil Wallentine, Tracey Mann

  • Tom Schellhardt opened the meeting. He introduced Dr.Beth Unger. Dr. Unger provided an overview of the issues and initiatives for IRMC. Her remarks included the following:
  1. David Hillier has been appointed to oversee the data administration on a .01 tenth basis.
     
  2. She asked the committee to address the following issues:
    • e-mail policies relative to the issuing of e-mail accounts (emeritus faculty, spouses, and alumni), commercial/advertizing (e-commerce), listservs, and storage;.
    • intellectual property relative to students' use (music on the web sites, printing of professors notes, etc.);
    • site license (individuality vs. labor management issues);
    • white pages relative to employees (mandatory centralized e-mail accounts, publication of e-mail addresses in the directories);
    • campus-wide educational plan in concert with CITAC
    • data administration policy for the campus

 

Sub-committee Reports

 

Education and Policy Promotion

Jean Darbyshire distributed a handout summarizing the committee's work (see addendum 3).

Jean will continue to chair this committee.

Intellectual Properties

John Murray has been appointed to the committee to replace Ron Trewyn. John and Martin Ottenheimer will co-chair the intellectual properties subcommittee. The BOR's draft policy on intellectual property is on the Provost's web site.

KIRC Policies

There will no longer be a subcommittee on KIRC policies. Due to Senate Bill 5, this council has been replace with the Information Technology Executive Council (ITEC). John Streeter and Jane Rowlett will report each meeting on external issues.

Data Administration

The final draft of the Data Administration Policy was distributed. The committee will act on this draft at the next meeting. David Hillier will continue to chair this subcommittee.

Appropriate Use of IT Resources

This will be a new subcommittee chaired by Harvard Townsend and Gary Lietnaker. The subcommittee is charged with drafting policies related to the use of IT resources for IRMC review and endorsement. Harvard passed out two pieces of information related to bulk e-mail and e-mail address lists and eligibility requirements for obtaining computing services (see addendum 2 and 3).


Addendum 1

The Education and Policy Promotion Committee
a sub-committee of IRMC
-Goals

To develop a master plan to education populations and promote the technology policies established at KSU. To develop an

infrastructure to produce and maintain educational programs and materials that relate to technology.

-Policies

All policies related to technology will be communication in at least two mediums or methods to the target populations.

All policies relating to technology will reside in some central place for reference and review. -Populations Served Undergraduates, graduates, faculty, staff and administration, citizens -Basic Concepts Technology changes constantly making revision and development of educational objectives and tools an evolutionary activity. Multiple systems and approaches are needed to accommodate organizational culture and learning styles. -Where we are headed this year Develop recommendations -Proposed next steps Ratify the proposed vision statement Identify core competencies needed for success with each population Working with sample population groups, develop methods Resolve overlap issues

A list of avenues for education and promotion for further consideration

University home page revision
graduate student handbook
line schedules
graduate program directors
technology statement on syllabus
Unix front end directory
broadcast to selected (student) or all e-mail accounts
public lab notices
DCE acceptance letter
college orientation
university telephone book
Inview
included in *Tools for Teaching:A Guide to Technology Resources for Enhancing Instruction*
electronic newsletter to A & K list
extension directory
OZ.NET *Tuesday Morning* publication
seminars (Department Head, CITAC lecture series, specials)
TV broadcast (cable and low power)
visit faculty meetings
University catalog
responsibility delegated to each college
Collegian
materials in the library
multi-media classrooms
telenet learning
kiosks (interactive)
web based course(s)
web policy page


Addendum 2

Proposed Bulk E-mail and E-mail Address List Policy
Harvard Townsend
September, 1998

Motivation

The motivation for introducing bulk e-mail services comes from a desire by the Provost to reduce the expense and the amount of paper associated with frequent and widespread administrative announcements. Besides paper and printing costs, electronic distribution can save considerable expense over paper distribution since no postage is necessary. Information can also be delivered more quickly electronically. Finally, as students, faculty, and staff have become more proficient with information technology (IT), e-mail has become a very effective form of communication. One could easily argue that e-mail is now a strategic tool for carrying out the mission of K-State. It is therefore important for CNS to provide this service to the campus.

However, uncontrolled use of bulk e-mail services has several problems. A primary concern is the impact a dramatic increase in e-mail deliveries will have on the central IT resources dedicated to e-mail. For example, the Controller's office wants to send a message to every undergraduate student once every semester. If all 17,000 messages were sent at the same time, they would overwhelm the central mail server. Even smaller bulk quantities of a few thousand sent in the middle of a weekday afternoon when on-line activity peaks will slow down the server to the point of interfering with the timely delivery of individual messages. Bulk e-mail needs to be delivered during non-peak hours in quantities small enough that they do not put excessive load on the servers.

A large increase in bulk e-mail deliveries can also impact the amount of disk space needed to store messages, especially if people continue to increase the use of attachments. There is no budget for increasing the disk space available for bulk e-mail services, so some level of control is necessary.

Another less obvious impact of uncontrolled bulk e-mail is the potential for decreased "signal-to-noise" ratio. If users start getting a large volume of unsolicited bulk e-mail that includes many that are of no interest, they will likely start deleting the majority of the bulk messages they receive without ever reading it. Obviously that defeats the communication purpose of this service.

So some form of control is necessary. Unfortunately, one of the best ways to control the use of a service is to charge for it!

Implementation

Use of these services is initially limited to administrative and academic offices. Individuals, students, or student organizations cannot use this service to send bulk e-mail.

The bulk e-mail service at K-State is called "E-Notes". To apply, one must fill out the form available on-line at http://www.k-state.edu/cns/forms/e-note.html. Entered in the form is the contact information, the message to send, and the intended audience. CNS then determines if the recipients can be selected from the available data, determines the charge for the service, and contacts the person who requested the bulk e-mail to verify that they are the one requesting the service, tell them the charge, and confirm that they want to proceed. CNS will then build the recipient list and send the message at the appropriate time. Small lists will be delivered right away. Large lists will be sent late at night when they will not degrade the system for others.

LISTSERV mailing lists are now included in this policy because of a realization that they are

an alternative mechanism for bulk distribution of announcements. Users fill out the same form for building a LISTSERV that will be used for bulk e-mail, but they do not provide a message to send. Once the LISTSERV is set up, the person making the request is notified that he/she can now use the LISTSERV to send the bulk messages.

One key difference between the E-Note and the one-way LISTSERV is that CNS guarantees that the E-Note recipient list is up-to-date each time a message is sent. With a LISTSERV, the fee applies only to the initial setup of the LISTSERV. We will not keep the membership up to date. The owner is responsible for maintenance as users move into and out of the target population. The owner may request re-populating the mailing list with current e-mail addresses at any time, but they will be charged the normal setup and per-user fee each time ($35 setup + $0.02 per recipient).

The other key difference is that CNS has control of when an E-Note is sent, unlike the LISTSERV. There is no mechanism in place to limit the time of day that a LISTSERV owner can post a bulk e-mail message to his/her list.

CNS prefers the use of E-Notes over large one-way LISTSERVs because CNS would then be in a position to control the time of distribution of the messages and thus avoid congestion at busy times of the day.

These services are initially to be limited to the use of administrative and academic offices.

Charges and Services

Approval for the rates for charging for bulk e-mail services has now been received (10/16/97). The charges are a $35.00 setup for mail up to 3000 bytes, and $10.00 for each additional 1000 bytes. An additional charge of $0.02 per recipient is made.

The technology has been developed to select the user IDs for any particular bulk e-mailing according to a set of criteria specified by the customer. The recipients will be chosen from the current student and personnel lists maintained in the SIS and the HRS systems respectively.

In addition to the bulk e-mail services, CNS proposes to charge for providing selected lists of user IDs to populate LISTSERV mailing lists at a rate of $35 setup fee plus $0.02 per e-mail address. For this fee, CNS will add the selected userids to an existing LISTSERV mailing list or set up a new one when needed. The person requesting the service can then post messages to the LISTSERV at will without additional charge.

Many lists will target groups which cannot be selected on the basis of the available selection criteria; naturally all such lists will have to be populated by the list owner establishing them.

Examples

One-way LISTSERVs set up for this purpose thus far include:

  • Students on the Salina campus
  • Unclassified faculty
  • Faculty Senate
  • College of Agriculture faculty
  • Jardine Terrace apartment residents
  • Seniors (Alumni Association paid for these)
  • Sociology majors
  • Minority engineering students

Class LISTSERVs

These are characterized by two-way communications among the members as well as the owner. They are NOT a substitute for bulk e-mail; such LISTSERVs serve a different purpose. CNS will continue to set up class LISTSERVs for free.

Note that the above policies indicate that lists of e-mail addresses will be supplied/used. It carefully avoids recipient names. Names will, in fact, not be supplied or employed either for LISTSERV lists or for E-Note distributions. This policy is intended to avoid any complaints from users who have requested that their personal information be unlisted; by withholding names for all recipients, the names of those who have requested unlisted names will be respected.

Issues

  • Should we even charge for this service that is essential to fulfilling the mission of the University? Keep in mind that no additional funds have been allocated to CNS to support bulk e-mail services. Additional staff are needed, a larger e-mail server, more disk space, and potentially faster networks to accommodate the extra traffic, especially if attachments are used.
  • Does it make sense to charge departments like the Office of Information Systems or the Registrar or Human Resource Services when in a sense they "own" or at least manage the data? We get from them at no charge the data that is used for the selection criteria, then sell back to them the e-mail addresses.
  • In other words, who owns the data, both the e-mail addresses and the SIS and HRS data?
  • Some people are annoyed by the charge, thinking that they are helping the University to function more efficient and save money, but they are being told they can't do that unless they pay us. Another has threatened to start charging us for the services they provide if we dare send them a bill for this service.
  • When CNS becomes aware of someone else sending bulk e-mail in a manner that avoids paying CNS for the service, do we have any recourse to force people to use our fee-based service?
  • The charges being assessed per message and per user in the recipient list do not represent a significant source of income (yet). They don't even cover costs in most cases and certainly does not provide enough extra money to maintain and upgrade mail servers to keep pace with the load that significant use of bulk e-mail would add, nor add additional staff needed if the service expands dramatically. If we are not recovering costs that include maintenance and upgrades, let alone making a profit, and the charges just annoy and alienate users, why charge? [One good answer is that charging limits the frequency of mass mailings so that recipients are less likely to just routinely discard bulk K-State e-mail messages like they do now with spam (unsolicited commercial e-mail).]
  • How about no charge for the service, but having an authority validate each request to make sure it fits the mission of the University, adheres to all K-State policies and any other applicable policy and/or law, and is appropriate for the intended audience? This will necessitate putting a higher priority on adding the staff in CNS to support it and the money to upgrade mail server systems as needed.
  • Should targeted users have the option of being removed from a particular list? If so, who should be responsible for managing the requests to be taken off the list? CNS? The list owner? If a department used paper mail with mailing labels rather than e-mail, targeted recipients do not have the option of calling Printing Services and requesting to be taken off their list that is used to generate the printing labels (I assume).
  • We have historically provided K-State computing ID's and initial passwords for all engineering majors to the College of Engineering so they can set up accounts on their servers that match the central account. This uniformity is very helpful to the students and a service we should promote. However, once the college has that list of ID's, they can use it to build their own mailing lists. Should we therefore charge for those ID's? Don't charge but have a policy that says they cannot be used for generating mailing lists? Don't charge and let them do whatever they want with the data since the HR/SIS data does not belong to CNS and we therefore have no authority over how it is used?
  • How about redistribution of the data that we "sell" or give away? The department of Mechanical and Nuclear Engineering wanted us to give them e-mail addresses of all of their majors, identifying their class, so they could build their own mailing lists. We told them we would charge them $35 plus $0.02 per address. They refused to pay and the system administrator was told to get a list of majors from the Registrar and run a query for each against the on-line K-State white pages to find each e-mail address. I bet you paying us for the data was a lot cheaper than that person's time! Nonetheless, they ended up not having to do this because they got the data they needed from the College of Engineering's list of ID's that we gave them to populate their server. The MNE department never mentioned mailing lists when getting the data from the College. They just said they wanted it so they could set up accounts on the MNE servers for the students.


Addendum 3

Eligibility Requirements for Obtaining University Computing Services

Overview

The general principle guiding access to the K-State computing and network facilities provided by CNS is:

The K-State computing and network resources are funded by the State of Kansas and are provided to members of the current K-State community to support the teaching, research, and service mission of Kansas State University.

Currently enrolled students and faculty and staff employed by K-State are obviously eligible for a "K-State computing ID" which grants them access to the centrally managed information technology (IT) resources such as e-mail, WWW, UNIX, and file space. The students are verified through the Student Information System (SIS) database maintained by the Registrar's Office and the faculty and staff verified through the employee database maintained by Human Resource Services. The problem is with the exceptions - individuals who do not appear in either of these databases but are in some manner associated with K-State to the extent that they feel they need or are entitled to access to the K-State IT resources.

In order for CNS to manage the exceptions in a consistent, objective, and legal manner, K-State needs to define some level of affiliation that warrants access. The current policy has developed in a piecemeal fashion over the past ten years beginning when personal ID's were first allowed. At that time, the University was essentially the sole source of computing services and Internet connectivity, which placed considerable value on having a K-State computing ID.

Today, the situation is very different since e-mail service and Internet connectivity are widely available in nearly every community in the country. In the Manhattan Yellow Pages there are 10 entries under "Internet Services." The cost of services from these sources is quite reasonable, so the advantage of a K-State computing ID is now relatively minor with the exception of those who do not have access to a computer with a modem and therefore rely on K-State's University Computing Labs for access. If the primary need is only e-mail, there is no advantage to using K-State as an Internet Service Provider (ISP). People can communicate with K-State faculty, staff, and students just as effectively using an independent ISP.

Motivation

The motivation for requesting this review by IRMC stems from several sources:

  • Consistent application of K-State and Kansas Board of Regents policies that specify who can use the University resources. Although K-State is a public institution, it has no mandate to provide unlimited free services to the citizens of the state, including IT services. We therefore must be consistent in how we apply these policies. We should also be consistent with how other units on campus apply these policies. Can these individuals get a parking permit? A Rec Complex pass? Check out materials from the library?
  • We also must comply with state laws governing appropriate use of state resources. Where do we draw the line? How far do we stretch the policy when faced with political pressure to make an exception?
  • Since e-mail and Internet access is widely available compared to 10 years ago, we need to re-evaluate all of the exceptions to see if they are still appropriate.
  • The number of K-State computing ID's has grown to nearly 27,000. The cost of providing the resources to service this many accounts is significant. The 400 or so exceptions only constitute about 1.5% of the ID's. However, when you consider the size of 1.5% of the K-State IT budget that goes into the infrastructure and user services, the cost of servicing these 400 accounts is not negligible. Since handling these exceptions cannot be automated like those who appear in the SIS or HR databases, the amount of time spent by CNS staff serving the exceptions is significantly greater. It is therefore important to make sure that the exceptions are warranted.

Categories of Exceptions

Commercial:

  • American Institute of Baking (AIB) - Now have their own services. Some are now adjunct faculty and appear in our HR database.
  • Advanced Manufacturing Institute (AMI) -
  • K-State Federal Credit Union - A legacy from the days when they were housed on campus. Credit Union employees do have Internet accounts with Flint Hills Computers now, but K-State still provides web space for them and therefore accounts for them to maintain the web pages.
  • TDM - Involved in joint research with K-State.

Educational Institutions:

  • USD383 staff - Now have their own services. Mostly for teachers associated with the College of Education during the summer who are either on the payroll or taking a class. Their accounts are maintained throughout the year.
  • Manhattan Christian College - Now have their own services?
  • Fort Hays State University - Now have their own services. Used to use our IBM mainframe.
  • Kansas Wesleyan College - Don't know the history of this one. Surely they have their own service now.
  • Washburn University - Two IT staff from Washburn have accounts here.
  • Cloud County Community College Library Director - Don't know the history of this one.
  • K-State Division of Continuing Education instructors - Some are not on K-State payroll, some are.

Community Service:

  • Red Cross - During flood of 1993, we got a letter signed from the governor that we are to cooperate with Red Cross. We set up accounts for the Manhattan and Salina offices with no expiration date.
  • Manhattan Public Library - Now have their own services.
  • Community Online Resource Exchange (CORE) - Joint effort with USD383, Hale Library, and the Manhattan Public Library. Debbie Nuss has a K-State account as part of CORE. It expired in 6/98. She is requesting an extension.
  • Riley County Historical Museum - Requested by Peter Knupfer of the history department.
  • Campus ministers of community religious organizations - Justification for this has come through Don Fallon as coordinator of religious activities for the Office of Student Life. This again harkens back to the days when the University provided the only electronic link to the students. It would be quite reasonable to expect these individuals to get Internet and e-mail services from an ISP in the community to communicate with the students. We do not have a mechanism in place to verify these requests, although we have started asking for verification once a year from Don Fallon. The real question is, why do we offer this privilege to religious organizations that have no affiliation with the University? Why are they singled out over all the many, many organizations that exist in the community?

K-State Faculty, Staff, and Departments:

  • K-State departments - Allowed for conducting official departmental business. A new type of account, a "K-State group ID" allows individuals to more securely use the shared account. Other departments simply use an e-mail alias redirected to one or more individual accounts rather than having a full computing account.
  • New faculty before they arrive - Dept. head must make arrangements.
  • K-State emeritus faculty and their family - historically, they have not been granted the privilege primarily because there was very little, if any, demand for it. Until recently, faculty at retirement age had very little exposure to and need for Internet and e-mail services. This obviously has change. We do not have access to any official or even unofficial list of emeriti, so we have gone on their word. In many cases now, it is a matter of simply adding a newly retired faculty member to the "keepme" list so that their account is not deleted once they are removed from the HR database. How can we get a list of emeritus faculty? What about the period between when they retire and when they are declared emeritus? Should we not be concerned with emeritus status and just treat all retiring faculty the same way? How do we recognize retirement versus a simple job change? At one time we thought we would use the criteria that if they are eligible for parking privileges of emeritus faculty, then we would give them account access. When we called K-State parking services,they said, "If they look old, we give them a permit." We concluded this was not a good way to judge! One difficulty is the connection between the retiree and the actual user of the account. There are several cases where a spouse or an adult child is the actual user. We had one case where a retiree requested a computing ID be set up quickly so that a visiting grandchild would have it for his use during a Christmas vacation visit. There is another case where the re-married widow of a deceased emeritus is continuing to use his account.
  • Spouse of K-State emeritus faculty - See the previous section
  • Surviving spouse of K-State faculty who passed away while employed by K-State - We were recently told that we should permit access out of sympathy and respect for the surviving spouse.
  • Retired classified and non-faculty unclassified staff - To this point, retired staff have not been given such privileges. Should they be treated like emeritus faculty?If so, is there some minimum length of time that they must have been employed to qualify for the privilege? Who makes the decision?
  • Adjunct faculty - They typically appear in the HR database and are granted access.
  • Visiting faculty, scientists - Granted access upon request and verification by sponsoring department.
  • Medical hardships - Typically granted with minimal verification.
  • Temporary employees - Especially true for people teaching short courses, like intersession, at Ft. Riley where they come and go sporadically. We have given some of them permanent accounts so they don't have to keep losing their account, then getting a new one every time they start a new course.

Research or Federal Affiliates:

  • U.S. Grain Marketing Research Lab - now have their own services, but also have several joint appointments with K-State academic departments. Access has not been limited to these joint appointments. A blanket policy arose to grant access to all GMRL staff who requested it, primarily to ensure that their computer support personnel would have access. K-State provides Internet access to GMRL through fiber optic cable connected to the campus backbone that serves not only GMRL but KABSU, State Forestry, and the Motor Pool.
  • VISTA staff
  • Federal employees (military) assigned to ROTC
  • KANREN, Great Plains Network - Rick Summerhill still has an account on K-State's computers. No need for this any more, actually, but it does reveal a category of user that could probably be requested in the future -an external service provider. In this case, both entities are consortiums in which we are a principle member.

K-State Affiliates:

  • K-State Union employees - They are not paid by the state/university (with a few exceptions).Any Union employee can get an account now.How about the outsourced food services? Subway? Sabarro? Chartwells? We understand that the contract with the outsourced companies stated that Union employees would not lose benefits. The Union now provides upon request each semester the employees who are on their payroll. We have had students with weak academic records who have retained their account by remaining employed by the Union. We have no mechanism to tell when they leave employment.
  • Alumni Association employees - They are not paid by the state/university.They are only given an account if they need access to IDMS databases on the IBM S/390 such as SIS/FRS/BRS.

Students:

  • Co-op students or interns who are away from campus - In some curriculums, students may alternate semesters between taking classes and working in industry. For about the past five years, the office that coordinates this activity has been providing us with a list of students each semester who are in this program. Those students' accounts have not been disabled.
  • Students studying abroad - No arrangement exists for these students like it does for co-op students and interns. We typically let the accounts remain active when requested by the student.
  • Students called to active military duty - On a case-by-case basis, we allow these students to keep their accounts. This has happened for students called to the Gulf War and Bosnia. It seems to be a valuable service for these soldiers.
  • Graduate students not enrolled - This often happens to Master's students who finished their course work but not their research or thesis. Since they only have to be enrolled in the semester that they graduate, they disappear from SIS and are scheduled to have their accounts disabled. We often verify with the sponsoring faculty that the student is making satisfactory progress and will grant continuation on that basis. Apparently PhD students are required to enroll every semester and their receipt of our notice of impending disablement of their account serves as a reminder to pay their fees. This raises an important question: "Is it status as a student in good standing or is it receipt of fees which serves to qualify and individual for a K-State computing ID?"
  • Students who leave the University temporarily - when students leave the University for what they believe will be a short while like a semester or a year for medical, academic, or personal reasons, they sometimes request that their accounts remain active. We have not allowed this since there is no guarantee that they will return and during their absence they are not paying any tuition or fees to the University. This has not been applied consistently. Students on academic dismissal or probation are typically refused while those with strong academic records have been treated with more favor.We have a student with leukemia who may or may not attend again. We had another one claim that a fiancee' was critically injured in California so he/she is laying out a semester and wants the account for communications with family. Don't know why he/she doesn't just use a local ISP since they will need that to access K-State anyway. Other cases have clearly been excuses rather than legitimate reasons for keeping an account.
  • Students finishing an "incomplete" - Occasionally a student not enrolled in any other classes requests keeping his/her account because he/she is finishing a course in which they received an incomplete. This is granted upon verification from the instructor.
  • Distance students - They may never visit the campus. Verification must come from the instructor or sponsoring department.
  • People taking Division of Continuing Education courses - ONLY those taking credit courses show up in SIS, but there is a significant lag time between when they enroll in the DCE course and when they appear in SIS. Once they appear, they are automatically assigned a K-State computing ID and password the same as resident students. Non-credit courses do not appear in SIS. The distance students must have an ISP to access the web-based materials hosted by DCE, so they can get e-mail and Internet services through their ISP rather than K-State. If a student in a DCE course needs central K-State IT resources for the course, such as access to applications on the UNIX servers, they are granted a K-State computing ID.Another is that many DCE courses do not follow the traditional semester model that our account management system is based on.
  • TELENET II students - Same as "Distance students."
  • K-State student organizations - A single shared "K-State group ID" is allowed for student organizations registered with SGA. Many simply use an e-mail alias redirected to a faculty sponsor or club officer. Maintenance of these is difficult since there is such high turnover in the membership of student organizations. These accounts are also used for maintaining WWW pages for the organization.
  • Alumni - We do not grant access to our alumni, especially when you apply the Alumni Association's definition of alumnus. No special treatment is afforded upon graduation, even with an advanced degree. However, we have had a number of cases where individuals request continuation of their account after graduation due to a claim of a continuing relationship with the University such as a research collaboration, club office position, student government support position, or unpaid support work for a department or office (seen more lately concerning WWW page maintenance). We usually verify the relationship and make a judgement. Where do we draw the line?

Others:

  • Unpaid assistants - Some faculty and staff have assistants who are volunteers or paid through other means. If their work supports the mission of the University and a computing ID is necessary to perform the work, access is granted with verification.
  • Conference attendees - Special arrangements can be made to give attendees access for e-mail, Internet access, or access to other on-line resources. These are typically short-term accounts that are removed at the end of the conference.
  • Organized Living Unit "house mothers" - A recent request from a fraternity president for the "house mother." This was approved by Pat Bosco who wishes to communicate with house mothers electronically, I believe only after this particular fraternity president went to him (or his office) after we denied his request. We denied the request because 1) that fraternity had NOT contracted with K-State Telecommunications for voice and Internet services, and 2) when asked, the requester indicated that the account was strictly for personal use by the house mother. She had no intention of using it for appropriate University business. Note, however, that some organized living units now contract with Telecom for voice and Internet service for the benefit of the students. Should that privilege be extended to the house mothers?

Questions:

  • CNS needs a definition of what level of affiliation or association warrants getting a K-State computing ID in order to be fair, consistent, and legal.
  • Who has final authority to determine if a request for an exception is granted?
  • What form of verification of the association with K-State is required? Is it enough that they are merely "associated" with K-State or should they have a legitimate NEED for accessing K-State information technology resources?
  • To whom can an individual appeal if denied a K-State computing ID?
  • We need to require re-validation at some interval for all special accounts (not all of them have an expiration or "revalidate" date). Some (many?) people have been annoyed and offended when we send them the "keepme" message that asks them to re-validate their association, which happens twice per year. CNS needs to develop a better record-keeping mechanism that flags each special account with an expiration date at which time re-validation is required for an extension. That date can be as short as a week after creation (conference attendee) to as long as many years.
  • Should faculty and staff accounts be treated differently than students upon termination of employment? At this time, faculty and staff accounts of those who leave the university are not disabled until after the 20th day of classes in the fall semester and spring semester. This means a faculty or staff account could remain active for as long as one year after termination of employment. What is a reasonable amount of time to leave such an account active to assist in transition to a new position? One month? Two months? Six months? Shorter for staff, longer for faculty?