All computers and other equipment, purchased from University of Washington (Departmental) funds are the property of the University of Washington.  This includes all equipment purchased for UW staff members.

Procedure

Regardless of the purchase price, all purchases of computers and equipment remain the property of the University of Washington.  Computers and equipment purchased for the use of all staff will be inventoried and tagged.  Upon separation from the Department of Radiology, all computers and equipment must remain in the department for use by other employees of the department.

Computers and equipment may be purchased from the Faculty Education Allowance (FEA), however the FEA accounts are departmental funds and as such all equipment remains the property of the University of Washington.  Computers and equipment purchased with FEA funds cannot be transferred to an individual staff member as personal property.

Initial Faculty computer purchases in excess of $2500 will be charged against the FEA for the difference,  unless otherwise negotiated with the Chairman.

In the future the Computer Committee will review and determine a schedule for replacement.

Responsibilities

• Shanna Buxton, HR & IT Manager
  
• Justin Deese, Fiscal Manager
• Patrick Osby, Faculty Resource Manager
  

Cross References

'Equipment is accounted for and controlled on a departmental basis.  Title and ownership are vested in the University of Washington except where the funding agency retains title as defined in the specific grant or contract document.'
  —http://www.washington.edu/admin/rules/APS/61.01.html

This policy applies to the following:

• Any computer hardware or software purchased through Department of Radiology budgets including state or federal funds
• Any device that communicates on a University of Washington network whether on campus or a remote site which is under the supervision of the Department of Radiology
• Any computing related device in any University of Washington faclity that is under the supervision of the Department of Radiology.

Overview

The Department of Radiology Information Technology team (referred to in this document as IT Support) and the Administrative Services team are responsible for adhering to and enforcing University of Washington policies regarding computer and network infrastructure in the Department of Radiology.  This policy outlines the purchasing services provided by the Information Technology and Administrative Services team.

These guidelines are a supplement to the basic UW policy on ethics in computer use and the University's software copyright policy.

The computing and networking infrastructure of the University of Washington underlies many crucial activities for the entire University community, including hospitals and clinics.  The University's primary responsibility is to protect and sustain the operation of those facilities.  As such, the University may take whatever steps it feels appropriate to remedy or prevent activities that, in the University's judgment, endanger the orderly operation of University networks or systems, and/or which threaten the University's network connections to the Internet and/or other institutions or networks.

In accordance with the University of Washington purchasing policies and procedures, the Department of Radiology requires that all faculty and staff request computer and information technology purchases according to the following departmental processes, as outlined for the following 5 categories.

Procedure

Category 1: For requests regarding new faculty and staff

• A notice of new appointment is sent to Facilities Support by Faculty Appointments for faculty or by HR Management for staff.
• Facilities Support arranges for office space and informs IT Support of need for IT equipment (computers, printers, monitors, keyboards, etc.)
• IT Support determines specifications for IT equipment, in congruence with the department's IT Sub-committee purchasing guidelines.
• IT Support collects quote(s) and gets approval from Administrative Director for purchases over $2,000.  For purchases $2,000 and under, the Budget Supervisor approves.
• IT Support orders computers for deliver at the proper time and place, using the department budget number as assigned by the Administrative Director or Budget Supervisor.  Other IT Equipment will be purchased on the department procard or from the UW Bookstore, as directed by the Budget Supervisor. (For UWMC from Nebula, for HMC from contracted vendor).
• Upon arrival of new equipment IT Support informs Facilities Support.
• Facilities Support provides asset tags for any equipment valued at $500 or more and IT support tags the equipment and installs the new equipment.
  

 Category 2: For replacing/upgrading old IT equipment

IT Support determines current equipment is unusable.

• IT Support informs Facilities Support and coordinates appropriate protocol for surplus and for inventory update of old IT equipment.
• IT Support determines specifications for upgrade or replacement, in congruence with the department's IT Sub-committee guidelines.
• IT Support collects quote(s) and gets approval from Administrative Director for purchases over $2,000.  For purchases $2,000 and under, the Budget Supervisor approves.

• IT Support orders computers for deliver at the proper time and place, using the department budget number as assigned by the Administrative Director or Budget Supervisor.  Other IT Equipment will be purchased on the department procard or from the UW Bookstore, as directed by the Budget Supervisor. (For UWMC from Nebula, for HMC from contracted vendor).
• Upon arrival of new equipment IT Support informs Facilities Support.
• Facilities Support provides asset tags for any equipment valued at $500 or more and IT support tags the equipment and installs the new equipment.

UW Reference for Surplus of Computer Equipment:

http://www.washington.edu/facilities/finadmin/movingandsurplus/inventory/category/computer-equipment

Category 3: New purchases, not for new personnel and not replacement equipment

Category 4: Storage Arrays and Servers

Category 5: Other Computer and Communication Devices (PDAs, mobile units, etc.)

Responsibilities

• Chris Laubenthal, Lisa Grosso and Sally Radford
• Ben Andersen and Chip Pascariu
• John Powell and David Curulla

Cross References

Reference the following UW Policies:

Web site for UW Computer Cluster Policy:

http://www.washington.edu/admin/eio/homepage/clusterpolicy.htm

Web site for UW Equipment Definitions and Purchase Codes:

http://www.washington.edu/admin/rules/policies/APS/61.02.html

Web site for UW Computing Rules:

http://www.washington.edu/itconnect/policy/

This policy applies to the following:

• Any computer hardware or software purchased through Department of Radiology budgets including state or federal funds
• Any device that communicates on a University of Washington network whether on campus or at a remote site which is under the supervision of the Department of Radiology
• Any computing related device in any University of Washington facility that is under the supervision of the Department of Radiology

Overview

The Department of Radiology Information Technology team and the Administrative Services team are responsible for adhering to and enforcing University of Washington policies regarding computer and network infrastructure in the Department of Radiology.  This policy outlines processes to be implemented by the department's IT System Administrators to ensure that systems are adequately maintained.

These guidelines are a supplement to the basic UW policy on ethics in computer use and the University's software copyright policy.

The computing and networking infrastructure of the University of Washington underlies many crucial activities for the entire University community, including hospitals and clinics.  The University's primary responsibility is to protect and sustain the operation of those facilities.  As such, the University may take whatever steps it feels appropriate to remedy or prevent activities that, in the University's judgment, endanger the orderly operation of University networks or systems, and/or which threaten the University's network connections to the Internet and/or other institutions or networks.

Definitions

System

A network, computer, software package or other entity for which there can be security concerns

System Administrators

Individuals who support the operations and integrity of computing systems and their use. Their activities might include system installation, configuration, integration, maintenance, security management and problem analysis and recovery. In addition, managing the computer network is often their responsibility in an inter-networked computing environment.

Processes

1. Operating systems and applications must be maintained with the timely application of all related vendor-issued patches necessary to prevent the systems from being compromised and/or causing disruptions of network services and/or other systems.
2. Externally accessible systems must install antivirus software and maintain procedures for regular signature updates.
3. Shared systems are required to have a technical access control mechanism that allows authorization and allocation of system and data resources to individual users.
4. Procedures must be maintained for regular backups of all data and system files necessary for discovery and recovery purposes.  All backup media should be stored properly in a location authorized by the data owner with protections that allow access to the data by authorized personnel only.  The ability to recover data from backups should be tested regularly.
5. Shared systems are required to have the capability to log basic information about user access activity, system changes, and events for the possible creation of historical logs and access violation reports. Logs must be monitored for intrusions or attempts at unauthorized access.
6. Systems must maintain a functioning and accurate system clock, since it is a critical element for the computer forensics and systems logs that are essential for successful investigations.
7. Encryption capabilities (the ability to turn readable text into unreadable cipher text) must be used for systems that send or receive personally identifiable information that is transmitted over open networks like the Internet or UW-owned networks.
8. Critical servers must be housed in protected areas such as server sancuaries (locations where suitable physical and logical security measures can be implemented). (See UW Guidelines for Implementing Systems and Data Security Practices.)

Responsibilities

Chris Laubenthal

John Powell

David Curulla

Cris Ewing

Cross References

Reference the following UW Policies:

Web site for UW Information Systems Security:

http://www.washington.edu/admin/rules/policies/APS/02.01TOC.html