INFORMATION TECHNOLOGY and MEDIA SERVICES (Items)

INFORMATION TECHNOLOGY and MEDIA SERVICES (ITeMS)

POLICY

FOREWORD

Professor A. I. OLAYINKA

12th Vice Chancellor

ACKNOWLEDGEMENTS

The efforts of all participants in the policy development workshops are thankfully acknowledged. The list of all the participants are in the appendix.

The support of past Vice Chancellors, Professors Falase, Bamiro and I.F Adewole in advancing Information Technology in the University are highly appreciated.

The current Vice Chancellor, Professor A.I Olayinka is acknowledged and appreciated for his unflinching support of Information Technology and digital media.

Grants received from the MacArthur Foundation, USA for information Technology development at University of Ibadan are thankfully acknowledged.

PREFACE

FOREWORD...... iv

ACKNOWLEDGEMENTS...... v

PREFACE...... vi

TABLE OF CONTENTS...... vii

INTRODUCTION...... 1

1.0 Preamble...... 1

1.1 Information Technology and Media Services (ITeMS) Directorate...... 1

1.2Framework for Information Technology and Media Services...... 3

1.3Related Units to Information Technology and Media Services...... 3

1.4Goals and Objectives of the Policy...... 4

1.5Scope of the Policy...... 4

1.6Validity of the Policy...... 5

FINANCES...... 6

2.0Service Costing Policy...... 6

2.1Payment Policy...... 6

2.2 Investment and Funding Policy...... 7

2.3 Software Industry Economics Policy...... 8

PERSONNEL...... 10

3.0ITMS Staff Training Policy...... 10

3.1Digital Proficiency for All Staff...... 11

3.2Code of Conduct and Ethics...... 13

3.3ITeMS Personnel Policy...... 14

TECHNOLOGY...... 16

4.0Bandwidth Usage Policy...... 16

4.1Equipment Procurement Policy...... 16

4.2Equipment Maintenance Policy...... 18

4.3Local Content Development policy...... 19

4.4IT and Media Equipment Disposal Policy...... 20

4.5Network Infrastructure Implementation Policy...... 23

4.6Database / Enterprise Resource Planning Policy...... 25

4.7E-learning Policy...... 25

4.8Local Area Network (LAN) Policy...... 26

4.9Paperless Policy...... 27

4.10Mobile Devices Policy...... 27

4.11Remote Access policy...... 28

SERVICES...... 31

5.0Email Policy...... 31

5.1Online Resources...... 31

MEDIA...... 33

6.0Filming and Photography Policy...... 33

6.1Logo Policy...... 34

6.2Community Broadcasting...... 35

SECURITY AND PRIVACY...... 37

7.0Security Policy...... 37

7.1Password Policy...... 38

7.2Anti-Virus Policy...... 41

MANAGEMENT...... 43

8.0Authority Policy...... 43

8.1Jurisdiction Policy...... 44

8.2Username / Account Naming Policy...... 44

STANDARDS...... 46

CREATIVE COMMONS...... 47

SOFTWARE...... 48

11.0Software Development, Support and Use...... 48

11.1Software Infrastructure Policy...... 48

11.2 Software Usage Policy...... 50

11.3Software license compliance policy...... 51

11.4 Computer software Purchase Policy...... 52

OPEN...... 55

12.0 Open Data Policy...... 55

RESEARCH...... 56

13.0Software Research, Innovation and Development Policy...... 56

13.1(Turnitin) Plagiarism Policy...... 57

PARTNERSHIPS...... 59

14.0 Public Private Partnership Policy...... 59

WEB...... 60

15.0Web Content Authorship Policy...... 60

15.1Web Portal Policy...... 60

15.2Social Media Policy...... 61

DISASTER MANAGEMENT...... 62

16.0Disaster Management for IT Systems and Media Services Policy...... 62

ENFORCEMENT AND SANCTIONS...... 68

RELATED POLICIES...... 70

APPENDIX...... 72

Workshop 1...... 72

Workshop 2...... 73

Workshop 3...... 74

Editorial Work...... 74

INTRODUCTION

1.0 Preamble

The University of Ibadan (U.I), founded in 1948 is the premier university in Nigeria. It consists of 13 faculties, 4 institutes, 10 centers, the College of Medicine and a postgraduate school. The vision of the University of Ibadan, is to be a world-class institution for academic excellence geared towards meeting societal needs. One of its missions is to transform into a research-driven institution by expanding the frontiers of knowledge through provision of excellent conditions for learning and research.

The primary function of the University is to provide education, conduct research, public service (consultancy and services) and disseminate and create knowledge. In carrying out this function, intellectual media, communication technology, information systems and information technology are developed and used. There is therefore a need for a defined system of execution and management of the information technology, systems, communication and media assets to the advantage of the university and the society at large.

The Directorate of Information Technology & Media Services (ITeMS)provides information technology resources and media services to a large and varied group, including faculty, staff, students, and guests at the University of Ibadan. All members of this community are responsible for using these resources in an effective, efficient, and ethical manner that does not interfere with the reasonable use by other community members or endanger the University's tax-exempt or legal status.

1.1 Information Technology and Media Services (ITeMS) Directorate

In order to leverage the convergence of information technology and media technology to positively affect teaching, learning and research in the University; UI established the Directorate of Information Technology and Media Services (ITeMS). The duty of the directorate is to use information technology and media solutions to provide information, communication and entertainment to all members of the community located locally or elsewhere.

The Directorate is the result of the unification of the Management Information System (MIS) unit, the Information and Communication Technology (Internet) project, Diamond FM radio station, University Media Centre, the Computing Centre and the Information Technology Unit of the College of Medicine.

To complement the University Vision and Mission, ITeMs has outlined a Vision and Mission thus:

Vision

To be the preferred source for all computing, information, technology and media solutions

Mission

To provide world-class information technology and media services for teaching, research and administrative excellence

To develop processing and storage capabilities so as to preserve society’s value while supporting sustainable development.
To conduct research on regular basis into information technology and media issues

To ensure a veritable platform for operations and development of ITeMS some Core values and Principles are germane; these are enunciated below:

Core Values

Sustainability
User-focused
Reliability
Excellence
Uniqueness
Integrity

1.2Framework for Information Technology and Media Services

The Directorate of Information Technology and Media Services (ITeMS) is the leading management organization for all Information, Communication and Media Systems/Technology activities. The Directorate functions using the framework below:

Office of the Vice Chancellor
Board of Information Technology and Media Services
Director, Information Technology and Media Services
Assistant/Deputy Directors, Information Technology and Media Services
Management Information Systems (MIS)
University Media Centre (UMC)
Information Technology Network and Hardware (ITNH)
Training Research and Development (TRD)
College of Medicine (CoM)
Broadcast Media - Radio and Television
Programming
Senate Information Communication Technology (ICT) Committee
Faculty Senate Computer Committee Representative
Representatives of Information Technology and Media Services at the Faculty/Unit/Centre/Directorate levels

1.3Related Units to Information Technology and Media Services

Major Information Technology and Media Services related Units in The University are:

ITeMS
Bursary
Library
Department of Computer Science
Department of Electrical and Electronics Engineering
Library, Archival and Information Studies (LARIS)
African Regional Centre for Information Science (ARCIS)
Registry
Transcript section
Administrative Data Processing Unit (ADPU)
Faculties
Distance Learning Centre
College of Medicine
Directorate of Public Communications
Centre for Media Resources

1.4Goals and Objectives of the Policy

The purpose of this Policy is to ensure an Information Technology, Systems, Communication and Media Infrastructure that promotes the missions of the University in teaching, learning, research, patient care, and administration. In particular, this Policy aims to promote the following goals:

responsible use of all electronic, digital and media resources of the University
ensure the integrity, reliability, availability, and superior performance of Information, Communication and Media Systems/Technology;
ensure that use of Information and Communication System/Technology and Media systems is consistent with the principles and values that govern use of other University facilities and services;
ensure that Information, Communication and Media Systems are used for their intended purposes; and
establish processes for addressing policy violations and sanctions for violators.
Encourage adoption of electronic and software awareness

1.5Scope of the Policy

This policy applies to all users of Information, Communication and Media Systems/Technology, including but not limited to University students, staff, alumni, visitors, guests and retirees.

Information, Communication and Media Systems/Technology include university logo, microphones, website, social media tools, computer/data/communication networks, databases, radio, television and facilities administered by any ITeMS Unit, as well as those administered by individual faculties, departments, University laboratories, University-related and other University-based entities.

Use of any of the University Information, Communication and Media Systems/Technology Infrastructure, even when carried out on a privately owned computer that is not managed or maintained by the University of Ibadan, is governed by this Policy.

1.6Validity of the Policy

This Policy may be periodically reviewed and modified by the Vice Chancellor of the University, who may consult with the Information Technology and Media Services Directorate and relevant University committees, faculty, students, alumni and staff.

FINANCES

2.0Service Costing Policy

The cost of providing a service such as Internet access shall not be arbitrary but in accordance with acceptable practices

Policy

All services provided shall be offered to users at a price that covers the cost of provision

Objectives

Services should be maintained based on the cost paid by the subscribers without needing the University to foot bills on those services
Services should be sustainable

Strategies

There are no free services
The cost of human effort, sunk costs, administrative charges and logistics will be included
The cost shall not include taxes such as VAT (Value Added Services Tax).
The cost of services can be changed when a constituent cost of the services change

2.1Payment Policy

Users must pay for services offered. There are multiple payment channels open to users. The Directorate will work on making payment for its services convenient.

Policy

Users of services provided by ITeMS shall pay for the services using acceptable payment methods

Strategies

The Directorate shall endeavor to provide multiple payment platforms for users
Payment for services shall be in the Local Currency except in circumstances related to international trade
Payment for services shall be pre-paid
Agents may be used for collection of payments.

2.2 Investment and Funding Policy

Investment and funding are critical to the success of any IT development plan and program. Typically, sources for such funding would include University, the private sector, as well as international organizations. The University has the critical role of creating an enabling environment that will attract investment and funding from various stakeholders.

Policy

The University Faculties, Centres, Departments and Units shall invest in the provision of IT facilities and infrastructure.

Objectives

To create an enabling environment and facilitate foreign direct investment as well as private sector investment in University ITeMS;
To encourage public-private partnerships for the development of IT and Media;
To provide funding of IT and Media projects through appropriate budgetary allocation;

Strategies

Provide incentives to investors;
Provide appropriate fiscal incentives to encourage local manufacture of IT and media equipment and development of software;
Streamline procedures and requirements for the purchase and use of IT and media equipment;
Adopt financing models that foster indigenous IT and digital media entrepreneurship.

2.3 Software Industry Economics Policy

Policy

Information Technology and Media Services shall promote and encourage the growth of the economy through software development as a catalyst for revenue generation.

Objectives

Promote software development as one of the major source of revenue for the University.
Provide and support the economic conditions that will enable the creation of a vibrant software ecosystem.
Provide guidelines for the articulation of sectoral (defense, national security, education, agriculture, industry, finance, culture, media, sports etc.) software development and relevant legislation such as intellectual property regime which shall enable a software innovation-led economy.
Adopt a “user-driven” strategy which is based on the availability of software and its adaptation, dissemination and use tailored to the demands of the University and society at large.
Information Technology and Media Services shall promote the development of indigenous software products and services for domestic, regional and international markets.
Information Technology and Media Services shall consider the development of an appropriate policy framework for the procurement and deployment of Open Source Software (OSS) solutions in the University.
Ensure the use of OSS products for interoperability that support open standards and specifications in all IT projects.
Providing a platform for advocacy for the development of the business of indigenous software products and services, as well as abuse of use of internet resources.

Strategies

Promoting investment in software ecosystem through public-private partnership initiative.
Promoting the collaboration of software experts and students.
Developing a benchmark for quality assurance of software products and services.
Promoting the acquisition of software technology and stimulating research, innovation and development.
Promoting the use of indigenous software products and services in the University.
Encouraging other Universities to subscribe to indigenous software products and services.
Providing a procedure for the classification, testing, measurement and certification of software products and services to ensure total adherence to global standards and best practices.
Promoting collaborative initiatives amongst identified software investors, developers and solution providers to accelerate the growth of indigenous software products and services.
Ensuring that the University Software Team is put to work before seeking Software Development firms
Establishing innovation centres that can ably attract available pool of expertise in software engineering.
Encouraging the procurement of Software solutions in a manner that ensures the interoperability of solutions.
Encouraging the development of a policy framework around the procurement and deployment of Open Source software solutions.

PERSONNEL

3.0ITMS Staff Training Policy

Training of ITeMS staff is beneficial to the long-term support and development of technology and media infrastructure and services in the University.

Policy

All ITeMS staff shall be trained regularly in related and relevant information technology and media solutions such as software, equipment, technology, concepts and application.

Objectives

The objectives of the policy are:

To enable staff acquire the knowledge and skills that will enable them to perform effectively in their current roles
To enable staff to enhance their performance in their current roles
To enable staff to respond effectively to the demands placed upon them by internal and external change and development
To enable staff to develop their careers effectively within the University

Strategies

There shall be in-house training such as seminars, workshops, webinars for all ITeMS staff
Attendance at meetings of professional associations such as Nigeria Computer Society and Computer Professional Registration Council of Nigeria shall be encouraged
Hosting of training workshops so that more ITeMS staff can attend
Paper presentation and Tutorial sessions at workshops and conferences
Online training classes
Individuals are responsible for reflecting at regular intervals upon their jobs and future career aspirations and identifying their needs for training and development
Individuals are responsible for discussing (1) above with their Head of Department/Unit during their Performance and Development Review Meetings with a view to establishing priorities in relation to their unit and institutional objectives.
The Directorate/Unit shall nominate individuals to participate in training programs
The Directorate will rotate sponsorship of training every two years as follows:
Every senior staff shall be entitled to attend at least two local training events and one international training event
Every junior staff shall be entitled to attend at least one local training event
Deputy/Assistant Directors shall be entitled to attend at least three local training events and one international training event
The Director shall be entitled to attend at least six local training events and three international training events
The Directorate will allow staff attend unsponsored training events yearly as follows:
Every senior staff can attend maximum of two local training events and two international training event
Every junior staff can attend maximum of two local training events and one international training event
Deputy/Assistant Directors can attend maximum of three local training events and two international training event
The Director can attend training events as the need arises

3.1Digital Proficiency for All Staff

The University acknowledges that its staff are its most valuable resource, and it is committed to investing in their training and development. All staff are expected to be literate users of information technology and media services in the University.

Policy

All staff of the University shall be proficient in the use of Information Technology and Media Technology applications

Objectives

To enable staff acquire the knowledge and skills that will enable them to perform effectively in their current roles.

To enable staff to respond effectively to the demands placed upon them by internal and external change and development.

To enable staff to develop their careers effectively within the University.

To ensure that the ITeMS training program shall lead to the use of IT for a significantly large group of new users and also change the working ethics of the existing users.

Providing appropriate resources for training and development

Training will focus on building skills in users making them effective in exploiting provided IT resources.

Strategies

Ensuring that all staff shall have access to appropriate opportunities for continuing professional development in their jobs, in accordance with the university’s equal opportunities policy.

Ensuring equal opportunities in access to training and development is in accordance with the university’s Equal Opportunities Policy.

Identifying needs for training and development of staff arising from internal and external change at Faculty and University levels

Liaising with the Staff Development Unit in the provision of appropriate opportunities

ITeMS Directorate will develop curricula for all trainings including development of source material.

ITeMS Directorate will release the training calendar at the commencement of each academic year.

All trainees shall be subjected to a certification assessment. The Training Research and Development (TRD) unit of the IT Directorate shall issue certificates upon the successful completion of training and examination.

The development of training materials and the administration of the training shall attract remuneration to staff and other personnel involved.

3.2Code of Conduct and Ethics