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Policy FAQ's

Information Systems and Technology (IS&T) Project Management Office FAQs

What is a policy?
A policy is a governing principle that mandates or constrains actions.

What are procedures?
Procedures are steps taken to comply with a policy.

What are IS&T functional policies?
IS&T functional policies are official directives that mandate actions or constraints and establish boundaries for conduct of members of the IS&T community to:

• enhance missions and strategic goals
• reduce institutional risks and enhance internal controls
• establish delegation of authority and responsibility
• promote compliance with federal, state and other applicable laws and regulations
• promote operational alignment, consistency and efficiency.

Who develops and approves IS&T functional policies?
Functional policies and procedures are developed by designated staff at the direction of and approved by the Chief Information Officer.

Whom do I contact if I have questions about a particular IS&T policy or procedure?
If you have questions about an IS&T policy and/or procedure, contact the Project Management Office (PMO) –

Contact Us or
eMail:ist-pmo@umdnj.edu

What is the role of IS&T PMO with regard to policy and procedure?
The Project Management Office:

• oversees the design, development, and communication of policy for IS&T 
• offers consulting services and writing development assistance for policies and procedures 
• maintains the central repository for all policies and procedures including their monitoring to ensure IS&T remains compliant with OPPM’s regulations 
• maintains a website for access to policies and procedures created within IS&T.  For more information contact:  ist-pmo@umdnj.edu

What is the process for the creation and adoption of new policies, and the revision or rescission of existing policies?
The Project Management Office maintains official IS&T functional and presidential university policies. The IS&T Operational Management of Policies policy (IS&T Operational Management of Policies) outlines the requirements individuals engaged in developing and maintaining these policies must follow when drafting, approving, revising, and rescinding policies.

What is the standard IS&T policy format?
All IS&T policies adhere to the University policy format, which uses a template (http://www.umdnj.edu/oppmweb/policy_resources/poltemp.doc) that indicates the various optional and mandatory parts of a policy document. By standardizing the way policies are presented to the reader, the University hopes to make policies easier to read and understand.

How do I find an IS&T policy on a specific topic?
You can navigate the PMO site utilizing four main options:

1. Go to "Policy Search" located in the blue strip on the left side of all pages on the IS&T PMO website and use either the Alphabetical Index (clicking on a letter of the Alphabet) or enter a Key Word or Phrase (e.g., "mobile communication device"). The Key Word/Phrase feature allows searching only the IS&T PMO or all UMDNJ sites that are accessible without any Intranet restrictions.
2. Browse policies by Department (CST, BST, HST, AST, Operations).
3. Browse Policy Updates by month.
4. Refer to the last question in this list for a List of Topics cross-referenced to associated policies.

(Non-IS&T policies may be located at the Office of Policy & Project Management web site.)

How do I know if a policy was recently updated?
The header of an IS&T policy document includes three dates indicating when the policy was adopted, amended and reviewed. Additionally, the IS&T PMO website has a section devoted to Policy and Procedure Updates listing policies that have been updated or adopted by date in a chronological sequence.

 What should I do if I want to comment on a current policy or procedure?
Regular interaction is encouraged between the Policy Owners/Authors, members of the Policy Review Committee, PMO and the University community. Comments, questions and suggestions should be addressed to the Responsible Executive with copies to IS&T PMO ist-pmo@umdnj.edu. All feedback will be reviewed when considering revisions to applicable policies and procedures.

I’m looking for all policies and procedures that refer to a specific topic. Where can I find them?

THE TOPIC:	CAN BE FOUND IN POLICIES AND PROCEDURES:
Auditing IT Assets	Cancellation of Access to University Assets Policy Auditing IT Assets Procedure (In Development)
Auditing IS&T Web Sites	Rights and Responsibilities for the Use of University- Accessed Electronic Information Systems Policy UMDNJ Website Configuration, Design and Content Policy Auditing IS&T Web Sites Procedure
Authenticating System Users	Information Security: Electronic Information and Information Systems Access Control Authenticating System Users Procedure (In Development)
Authorizing Data Access and Release	Protection of Sensitive Electronic Information (SEI) Policy Patient Confidentiality and Health Information  Policy Information Classification Policy Authorizing Data Access and Release Procedure (In Development)
Canceling Access to and De-Provisioning Assets	Rights and Responsibilities for the Use of University- Accessed Electronic Information Systems Policy Records Management Policy Cancellation of Access to University Assets Policy Protection of Sensitive Electronic Information (SEI) Policy Family Educational Rights and Privacy Act Policy Voluntary Furloughs Policy Patient Confidentiality and Health Information  Policy Separation from Employment Policy Mobile Computing and Removable Media Policy Canceling Access to and De-Provisioning Assets Procedure (In Development)
Connecting Devices to the Network	Network Security Management Policy IST Standard for Devices that Access the Network
Encrypting Email Containing Sensitive Information	Rights and Responsibilities for the Use of University- Accessed Electronic Information Systems Policy Patient Confidentiality and Health Information  Policy Protection of Sensitive Electronic Information (SEI) Policy Information Classification Policy
Encrypting  Sensitive Electronic Information	Protection of Sensitive Electronic Information (SEI) Policy Information Classification Policy Network Security Management Policy
Identifying and Reporting Security Incidents	Information Classification Policy Information Security -  Incident Management  Policy Patient Confidentiality and Health Information  Policy Protection of Sensitive Electronic Information (SEI) Policy Identifying and Reporting Security Incidents Procedure (In Development)
Laptops	Procuring & Provisioning Laptops Procedure(In Development)
Mobile Communication Devices	Issuance and Use of Mobile Communication Devices Policy Information Security:  Mobile Computing and Removable Media Policy Issuing Mobile Communication Devices Procedure Disposing of Mobile Communication Devices Procedure Obtaining Reimbursement for Use of Personal Phone Procedure Reporting a Lost Mobile Communication Device Procedure(In Development)
Maintaining  Employee Training Records	Patient Confidentiality and Health Information  Policy Emergency Operations Management Policy Information Security Awareness, Training and Education Policy Information Classification Policy Information Security  - Incident Management Policy Information Security - Mobile Computing and Removable Media Policy Maintaining  Employee Training Records Procedure (In Development)
Obtaining Reimbursement for Use of Personal  Phone	Issuance and Use of Mobile Communication Devices Policy Obtaining Reimbursement for Use of Personal  Phone Procedure
Removing and Returning Property	Temporary Property Removal Policy Property Removal Authorization Form
Cancellation/Return of  IT Assets	Cancellation of Access to University Assets Policy Canceling Access to and De-Provisioning IT Assets Procedure (In Development)
Requesting Administrator Level Access	Protection of Sensitive Electronic Information (SEI) Policy Information Security:  Electronic Information and Information Systems Access Control Information Security:  Workstation Use and Security IS&T Standard for Administrator Access to Workstations
Requesting Guest Accounts	Requesting Guest Accounts Procedure (In Development) Information Security: Electronic Information and Information Systems Access Control
Requesting Personal  Smartphone Access  to the Network	Information Security:  Mobile Computing & Removable Media Policy Requesting Personal  Smartphone Access to the Network (In  Development) IST Standard for Devices that Access the Network
Remote Access	Information Security: Remote Access Policy Protection of Sensitive Electronic Information (SEI) Policy Information Classification Policy IST Standard for Devices that Access the Network
Security	Information Classification Information Security Awareness, Training and Education Information Security: Electronic Information and Information Systems Access Control Information Security: Mobile Computing And Removable Media Network Security Management Information Security: Remote Access Information Security: Acceptable Use Information Security: Governance, Risk and Compliance (Under Development) Information Security: Incident Management Information Security: Workstation Use and Security Information Security: Audit and Monitoring (Under Development)
Wiping Hardware/Destroying Data	Protection of Sensitive Electronic Information (SEI) Policy Server Life Cycle Management Policy Information Classification Policy Wiping Hardware/Destroying Data Procedure (In Development)
Servers	Server Life Cycle Management Policy Estimating  Server Cost Procedure (In Development) Purchasing  a Server Procedure (In Development) Configuring a Server Procedure (In Development) Monitoring a Server  Procedure (In Development) Server Change Control Procedure (In Development) Server Backup Procedure (In Development) Decommissioning a Server Procedure (In Development)
Submitting a Request for IS&T Project Work	Project Request and Evaluation Policy
Change Management	IT Change Management Policy
Project Methodology	Project Methodology Compliance Policy
Project Quality Review	Project Quality Review Policy
Project Portfolio Management Application	Project Portfolio Management Application System Support and Minimum Requirements Policy Project Portfolio Management Application Access Policy
Videoconference Facilities & Equipment	Priority for Access to Videoconference Facilities & Equipment Policy Policy
Distance Education	Standards for Distance Education Policy
Dress Code	IST Dress Code Policy
Telecom Expenses	Telecom Expense Allocation and Usage Policy
IST Employee Out of Office	IST Call Out Policy

 

 

Revised: 12/21/2012