Date of Request:

REQUEST FOR COE NETWORK CLEARANCE

The College of Education provides electronic mail, access to departmental laser printers, and access to various data-bases used to manage the operation of activities in the College. To provide adequate security for the system and the information it contains, it is necessary to carefully control who has access to the system. Individuals may have access to the resources available to their department upon the approval of the department chair. When completed, this form is to be printed, signed by employee and department chair, and submitted to the Associate Dean for Administrative Affairs.
  1. EMPLOYEE INFORMATION


    2. A. Employee for whom clearance is requested:  
                                                                                      Last Name                             First Name
    B. Is this employee replacing another?     No   Yes   Name

    C. Type of Appointment:       Faculty     A&P     USPS     OPS

    Notes: Passwords for OPS personnel expire at the end of each academic term. The password may be extended with an E-Mail request from the department head to the Associate Dean for Administrative Affairs. E-Mail accounts will not be established for OPS personnel who are students (See Page Two of this form.)

    D. Department in which employed:  

    E. Budget Numbers: (Some programs are restricted to specific budget numbers. See Page Two of this form.)
         

    F. Computer(s) from which the employee should be allowed to access the network. (You may restrict an employee to a particular computer.)
       

  2. ACCESS


    3. An employee should be given the minimum level of access that will allow assigned tasks to be completed. For instance, an employee given clearance to "edit" will be able to change some information. There are various levels of both "view" and "edit" clearance that differentiate the needs of various offices. A departmental employee with proper clearance may view departmental information but will be unable to view the same information for other departments. For each program/resource to which access is required, please check the appropriate box ("V" for "view" clearance or "E" for "edit" clearance) on the Resource Guide on Page Two of this form.

  3. EMPLOYEE STATEMENT


    4. I understand that:
    1. I may not, under any conditions, give any individual access to the network via my password;
    2. I may not share restricted information with any individual except as directed by the department head or director in order to carry out my responsibilities; and
    3. Inappropriate behavior in the areas of network security and restriction of confidential data may lead to discipline or termination of employment.


    ______________________________    _______________
    Employee's Signature                          Date

  4. DEPARTMENT CHAIR OR DIRECTOR STATEMENT


    5. I understand that:
    1. I may request only the minimum clearance necessary for this individual to carry out his/her departmental responsibilities.
    2. It is my responsibility to monitor this employee's use of the network and the information stored on it.


    ______________________________    _______________
    Department Chair or Director                Date


RESOURCE GUIDE

Note: Numbers in parentheses refer to the administrator responsible for each network resource.
A. NETWORK PRINTER
  Each employee given a password will automatically be granted clearance to departmental network printers (if available).

B. E-MAIL
  The use of the E-Mail system is required for all faculty, A&P, and USPS network users. E-Mail accounts will not be established for OPS personnel who are students. (1)

C. STUDENT INFORMATION
V E    1. STUDENT - This program is used to manage information on undergraduate and graduate students related to admissions, various COE requirements, graduation, and post-graduation employment. The program is also used to maintain information on the status, placement and contracts of student teaching applicants. The files do not contain information on courses or grades. (2)

V E    2. PROSPECT - This program is used to manage information on the status of the dissertation prospectus submitted by the doctoral candidate. (3)

D. FACULTY AND COURSE INFORMATION
V E    1. FAC - Information on faculty member's degree, awarding institution, minority status, rank, tenure status, history of courses taught, and salary history. (1)

V E    2. GRADSTAT - Information on a faculty member's graduate and directive status. (3)

V E    3. COURSE - Information on COE courses, credits effective date, type of course, and enrollment history. (2)

V E    4. ASSIGN - The assignment files contain complete records of faculty assignment of responsibilities beginning Fall Term 1988. (1)











  E. CONTRACT AND GRANT
V E    1. PROPOSAL - These files contain information on proposals submitted for external funding. When a proposal is funded, the information is placed in the GRANT file. (3)

V E    2. GRANT - Records of contract and grant awards. (3)

F. ADMINISTRATIVE INFORMATION
V E    1. KEYS/SPACE - These files are used to track all keys issued to COE employees. The files include building, room, department, individual responsible for the key, and the key status (current, returned, lost, stolen). Please identify each budget number to be accessed on the front of this form. (1)

V E    2. INVENT - These files contain information on the COE physical inventory including building, room, responsible individual, value, and budget. Please identify each budget number to be accessed on the front of this form. (1)