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  • IT Policy Forum 2013-02 Discussion Results
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  • Inter-institutional issues. Collaboration.
  • Clarification on process
    • Gathering answers and questions
  • Communicate and clarify on what the end user can/should so
  • Education of local IT staff and end users (e.g. liabilities due to EULA)
  • Process. Proper channel to follow.
  • Positive guidance ("do's") rather than negative ("don'ts")
  • List of cloud services with contracts. List some that should notbe used.
  • Look into how iCloud handles new services
  • Statement from highest campus officials on importance, to give IT staff leverage
  • Identify high risk and low risk applications
  • More descriptive statements on what other universities are doing
  • Departments need to update their AUP's
  • Open source "contracts", how to handle these?

Notes from groups

(in no particular order)

Group 1

(1) What non-UW-Madison apps and services are currently in use in your units?

    • Qualys
    • O365
    • Dropbox
    • Opener (hotel management)
    • Canos (LMS)
    • Youtube
    • Mooe
    • iCloud, iTubes, Apple ID, Backups gini
    • Info/email on portable devices/personally owned
    • Goto meeting with my PC / Logmein

(2) What campus guidance on non-UW-Madison apps and services would be useful to local IT staff as they interact with their users?

    • In-house process to quickly implement new cloud services
    • Issues with authentication mechanisms
    • Issues with ID management

Group 2

(1) What non-UW-Madison apps and services are currently in use in your units?

(2) What campus guidance on non-UW-Madison apps and services would be useful to local IT staff as they interact with their users?

    • Inter-institutional issues – sharing data — Dropbox example
    • Level of risk – high risk – student data
    • "matritulation" of student --
      • This is a big issue if we want a common authentication
      • What defines a student?
      • If we give everyone a NetID are they a student?
      • What are the risks of allowing other authentication methods (e.g. OpenID) to access common learning tools
    • Student contributions & extended use rights & posting to open blocs, etc. – standard for this?

Group 3

(1) What non-UW-Madison apps and services are currently in use in your units?

    • Dropbox
    • Primo (journals on-line)
    • Google drive
    • Gmail
    • iCloud
    • Flickr (UW events)

(2) What campus guidance on non-UW-Madison apps and services would be useful to local IT staff as they interact with their users?

    • IRB issues
    • Sharing data with other institutions
      • No agreement to click
      • Masters
      • Intellectual property
    • What researchers want to know:
      • Which cloud services sanctioned by the UW?
    • Looking for positive rather than negative guidance
      • Would be really valuable to know what they can use rather than what not to use
    • DoIT liason to help with cloud issues.
      • Actions as re: known issues

Group 4

(1) What non-UW-Madison apps and services are currently in use in your units?

  • Dropbox
  • Box.net
  • Gmail

(2) What campus guidance on non-UW-Madison apps and services would be useful to local IT staff as they interact with their users?

  • How to handle faculty?
  • We need resources to point our users to "approved" cotnracts or downloads
  • Published policies, not only from UW, but other universities as well
  • Support from the highest level: Deans, Provost

Group 5

(1) What non-UW-Madison apps and services are currently in use in your units?

    • Google apps
    • Yammers (discussion website built into sharepoint)
    • Twitter
    • Facebook
    • Github (code repository)
    • Youtube

(2) What campus guidance on non-UW-Madison apps and services would be useful to local IT staff as they interact with their users?

    • Website of approved applications and non-approved
    • Easier access to approved apps and the method of doing it
    • Include apps/security etc. in new employee training
    • Free or low cost software click-through agreements – things we shouldn't be agreeing to (e.g. thunderbird, google chrome)
      • A one paragraph statement of the personal liability with a list of the software
    • Enforcement mechanism for records retention

Group 6

(1) What non-UW-Madison apps and services are currently in use in your units?

      • Dropbox
      • iCloud
      • Youtube
      • Teamdrive
      • Teamlab
      • Skydrive
      • Evernote
      • Constant Contact
      • Google Calendar, Docs tied to GMail accounts
      • DoodlePoll - non-UW

(2) What campus guidance on non-UW-Madison apps and services would be useful to local IT staff as they interact with their users?

      • List of agreements and approved software - Carl checked. Very general though.
      • Clarification on process related to gathering questions and answering questions. How do we know what has already been asked and answered?
      • Communication and clarification on what an enduser can do? What is the scope of responsibility?
      • Appropriate use guidelines, updated to better support roles and responsibilities related to cloud services.
      • Database of software titles  and contract status

Group 7

(1) What non-UW-Madison apps and services are currently in use in your units?

      • Drop box
      • evernote
      • Box (individuals)
      • itunes (U, apps, music)
      • google apps
      • Library resources
      • Instructional Content Creation service (photosynth.net, Thinglink.com)

(2) What campus guidance on non-UW-Madison apps and services would be useful to local IT staff as they interact with their users?

      • a workflow for handling "newly found service"
      • submission education in the areas of higher security, HIPPA, FERPA, FISMA,
      • PCI education on EULA liabilities
      • EULA review workflow

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