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Systems Department Policies and Procedures

Hours of Operation

Monday – Thursday     7:30 am – 5:00 pm
Friday    7:30 am – 12:30 pm
Saturday & Sunday  Closed

Purpose

The purpose of the Systems Department is to coordinate the computing resources of the library to the benefit of each library department, and to the University at large. This is accomplished through the coordination of technological knowledge and expertise within the library and with the larger university community and through the supervision and maintenance of our STEP-funded computer lab.

The Systems Coordinator fills many roles in pursuit of this purpose. He or she acts as the primary contact for coordinating the computing equipment and software planning and deployment in the library, supervises the logistics and personnel of the Dupré STEP computer lab and its Printing Services, and liaises with campus-wide IT departments on topics such as security, upgrades and maintenance. In order to fulfill these roles effectively, the Systems Coordinator must be aware of the current state of computing equipment and software both within the library and within the campus at large, be aware of planned life cycles and upgrade paths of these systems, make themselves knowledgeable of IT developments and best practices, and be active in communicating and coordinating the library’s technology needs with library and campus IT departments. In doing so, the Systems Coordinator makes him or her self a resource available to the library as it seeks to enhance the availability and quality of services to its patrons, and to help it fulfill its mission to the university.

Dupré Library Faculty and Staff Support

The computers in Dupré Library are a part of the WIN domain, which provides login and application services for Windows computers across campus. The Systems Coordinator works with UCSS and campus IT security to support users and communicate their needs to campus IT providers.  Usage policies for this domain conform to the University of Louisiana at Lafayette Computer and Network Policy and the University of Louisiana at Lafayette Security and Acceptable Use Policies as set forth by University Computing Support Services. Without being restated here, those policies are used to guide usage and security concerns in the WIN domain space, and the policies set in this document supplement them. 

Group and Alternate Access Schemes

In the default case, each user of the domain space is represented by a unique set of access credentials that is not shared with any other user. In unique cases, and at the discretion of the Systems Coordinator, this model may be altered to better serve library needs. Requests for alternate access schemes should be developed in cooperation with the Systems Coordinator. In these cases, additional responsibilities may be given to involved parties depending on the access scheme. Common examples follow:

  • Public Accessible Computers: In cases where it is more efficient for a computer to remain logged on as a single user for use by the public (public access labs, OPAC, etc), a set of general access credentials may be granted to that area’s supervisor.  Use of these credentials assumes the following guidelines are followed:
    • All efforts are taken to keep these access credentials private from patrons and non-library personnel.
    • A basic set of computer restrictions is in place to protect library computing equipment from unauthorized use. These policies are to be created in cooperation with the Systems Coordinator.
  • Library Workflow Computers: In cases where it is more efficient for a computer to remain logged on as a single user for use by multiple library personnel for a single task (circulation or reference desks, student aide data input, etc) a set of general access credentials may be granted to that area’s supervisor. Use of these credentials assumes the following guidelines are followed:
    • All efforts are taken to keep these access credentials private from patrons and non-library personnel.
    • It is the responsibility of the area’s supervisor (as a replacement for a set of computer restrictions) to ensure that these access credentials are not used in an unauthorized manner. A set of computer restrictions may be created with the cooperation of the Systems Coordinator if this is desired.

This list is not meant to be exhaustive of either alternate access models or of the responsibilities of users of those models. This list may be elaborated upon if necessary.

Data

  • The “Desktop” and “My Documents” folders associated with each user’s access credentials will be redirected to a secured server share.
  • Server shares may be created for use by several users to facilitate a library project or library workflow. Access permissions and setup are to be developed with the cooperation of the Systems Coordinator.
  • Adherence to each department’s document retention schedules, in regards to the digital versions of those documents stored on server shares or on any library computing equipment, is the responsibility of the members of that department. The Systems department claims no responsibility in ensuring that individual users adhere to their department’s document retention schedules, and will not assume responsibility in enforcing those schedules. Special-access server shares, implemented with document retention in mind, may be created at a department’s request and in cooperation with the Systems Coordinator.
  • Backup of important data is an essential duty of each department. Data stored in a server share will be backed up according to the regular server backup schedule. A backup scheme for data not located in a server share is the responsibility of individual library departments. In any case, the Systems Coordinator recommends each department have a backup schedule independent of server backup schedules or other methods outside of their direct supervision. The Systems Coordinator is available to develop and, if it is found to be more efficient, administer data backup schemes for any library department that requests it.
  • In situations where a supervisor feels there is a possibility that a disgruntled employee may sabotage important documents to which they have access, that supervisor may request that measures be taken to limit that user’s access to the documents in question. Requests of this nature may include revoking a user’s ability to edit or delete a collection of files, removing access to those files, or revoking a user’s access credentials entirely. Requests may be verbal to facilitate fast response, but must be backed up with a written request to keep a record of the request.
  • Upon leaving library employment, any data which belongs to a user and is left in server shares or on any library computing equipment will be turned over to that user’s department head. Ownership of data (as defined by the “Creator/Owner” access permission on individual data files) will be determined by the ownership permission setting if available, or by which user was assigned the computing equipment on which the data is located. Ownership of this data may be reassigned at its new owner’s discretion. This entire process is facilitated by the Systems Coordinator.

Technology Coordination and Maintenance

  • For inventory control purposes, computing equipment should not be moved between rooms without cooperation with the Systems Coordinator. It is preferable to leave the movement of any computing equipment to the Systems staff, so that it can be ensured that proper movement procedures are followed. Situations may arise when movement of computing equipment is deemed necessary by Systems staff even when it has not been requested, such as for operating system restoration or obvious malfunction. In these instances, all attempts will be made to notify the appropriate parties and establish a timeline for the resumption of normal access. Requests for equipment movement should be made through the requester’s supervisor or department head.
  • The Systems Coordinator is in charge of coordinating the repair and maintenance of computers in the library. Please contact the Systems Coordinator to schedule the diagnosis and repair of malfunctioning equipment. It is normal procedure for malfunctioning equipment to be moved to the Systems workroom for diagnosis and repair if those activities can be done more efficiently there.
  • Groups or persons developing grants or projects which will require that new technology or software be purchased and integrated into library systems, or those that will use existing library computing equipment in a new configuration, should seek the cooperation of the Systems Coordinator at the planning stage, before making final decisions regarding library systems. This ensures that new technology or software is compatible with existing systems, that existing equipment is able to be used for new purposes and that necessary procedures are prepared to accept added equipment or software.

Software Installation and Support

Specific software may be required by a user to support their assigned duties; the Systems Coordinator will facilitate installation and support of this software if it requires administrator privileges to install and support. Some software does not require administrator privileges to install or support; in this case the Systems Coordinator does not assume these responsibilities and they revert to the user.

Requests for software installation should be communicated to the Systems Coordinator by the user’s supervisor or department head. The Systems Coordinator will not be able to determine whether or not the requested software is needed to support the user’s assigned duties and will not attempt to do so.

Software has a support cost associated with it, even if licensing is free. This cost is usually associated with the time the Systems Coordinator must spend on upgrades, maintenance, etc. Since this time is a finite resource, the Systems Coordinator attempts to manage the support cost of software installations. For instance, if a web client version and a desktop client version exist, and the web client updates without Systems Coordinator intervention, this version of the software will be recommended for use. If needed functionality only exists in the desktop client version, it will be recommended for use. The support costs of software installation will necessarily have to be considered on a case-by-case basis, and will have to be done in cooperation with both the Systems Coordinator and intended users. Support costs should be considered during the planning stages of software investigation and before licenses (if applicable) are purchased or installation is requested.

In some cases, proper support of the software requires someone to be in communication with the software publisher, user-maintained knowledge bases, email lists, forums, etc. The Systems Coordinator would not be able to do this effectively for all of the multiple pieces of software in use by different users in the library. In these cases it is preferable for a user of the software, who presumably uses it often and understands its functions and terminology, to keep abreast of update schedules and support information sources, and communicate this information to the Systems Coordinator when required. This user will be referred to as the Local User Expert. The Systems Coordinator will work with the Local User Expert to properly support the software, and should be a volunteer or assigned the function by their supervisor or department head based on personal knowledge of the software and its support.

STEP Computer Lab Student Workers and Systems Student Staff

The STEP Computer Lab serves as a general access computer lab for students to access the Common Logon Environment, as well as utilize internet access, productivity software and printing services. Hours of operation usually follow library hours, but may be changed if situations require it. The Systems Coordinator has Administrative permissions over these computers, but is not the systems administrator in charge of them. The Systems Coordinator acts as the supervisor of the student workers assigned to work in the STEP Lab, coordinates the maintenance and repair of computing equipment in the STEP Lab, and oversees the logistics of its Printing Services. The Systems Coordinator also supervises the Systems Student Staff, consisting of student workers and one graduate assistant.

The basic set of policies as listed in this document covers the static aspects of this sub-department, but the Systems Coordinator reserves the ability to elaborate upon, change, or add policies in regards to student worker behavior and operational procedure of the STEP Lab and Systems staff at his or her discretion, and in cooperation with his or her supervisor.

Hiring, Discipline and Termination Policies

  • Prospective student workers may apply for a job working in the Dupré STEP Lab by filling out the Library STEP Computer Lab Prospective Employee Data Sheet, available from the Dupré STEP Lab website. Attached resumes are optional. Students must be enrolled at least part-time as a student of the university, must not be employed by any other on-campus department and can not have been awarded a tuition waver or graduate assistantship. These regulations on employment are set by the Student Aide Payroll office and by the Graduate School. Prospective student workers are considered for employment as positions become available and according to how well their qualifications and availability fit the position available.
  • Discipline and Termination procedures follow the Edith Garland Dupré Library Documentation/Termination Process established by the Dean’s Office. Conditions for discipline and termination are detailed in the General Information memo (which each student worker must sign in agreement), established and distributed by the Dean’s Office. Student workers are evaluated monthly on their performance.
  • Student Worker Daily Policies
  • All STEP Lab student workers must sign and adhere to the guidelines set in the General Information memo and the Contract for Library Employment (which must be signed annually). Both of these documents are distributed by the Dean’s Office.
  • Generally, student worker duties include the operation of printing services in the STEP Lab, and providing assistance to patrons as needed. Additional duties may be assigned by the Systems Coordinator, if necessary to continue the efficient operation of the STEP Lab, at his or her discretion.

Systems Student Staff

  • The student staff of the Systems department is taken from STEP Lab student workers based on their experience or expertise as needed by the Systems Coordinator to maintain efficient Systems operation. The one graduate assistantship managed by the Systems Coordinator is also considered part of the Systems student staff.
  • The graduate assistant is given duties assisting in the smooth and efficient operation of computing needs in the library at large, while other Systems staff can expect duties pertaining primarily to STEP Lab operation. These duties are set at the discretion of the Systems Coordinator and may change as needs arise.
  • Expected behavior, discipline and termination policies are the same as set for STEP Lab student workers. Systems student staff is also evaluated on their performance on a monthly basis.