1.0  Request for Computer Labs

The College of Arts and Sciences owns and maintains (through eTech) 12 computer labs, all of which can be reserved for teaching purposes. Faculty and instructors with classes requiring extensive computer use by the students can reserve computer labs for use during regular operating hours (go to https://etech.as.ua.edu/labs/ for lab hours). Reservations must be requested in advance, are granted based on the availability of the rooms, and depend on the needs of the faculty.

When making a reservation request for a computer lab, the following points should be kept in mind:

• Faculty who would like to block computer labs for courses should submit their requests at least two months before the semester in which they are
• Single-date or short-term requests for lab use should be made at least two (2) business days in advance; however, more advanced notice is recommended since requests made closer to the desired date may not be able to be granted due to lack of
• All classes must have received approval before the appointed Walk-in classes will be denied.
• Faculty will not be able to book rooms that have already been
• Although one may request a specific room, actual room assignments will be made based on availability and following priorities set by the Dean’s Office.
• A confirmation email will be sent to the requestor once the request has been granted and a lab assignment has been made.
• Computer labs can only be reserved for courses/events where students use the technology provided in the room as part of their curriculum.

Computer lab reservations may be requested by going to the eTech website at https://labreservation.as.ua.edu/reserve/ and entering the required information. NOTE: Completing the form submits a request only. Faculty will receive confirmation from eTech when the rooms are reserved.

Any software requested for teaching purposes must be requested at the time the reservation is placed and will be accommodated whenever possible. A minimum of two-week lead times should be given whenever software is requested (a minimum of three weeks in August and September). All software requested must either be licensed by UA or purchased by the department if there is an associated fee, or free.

1.1  Request for Loaner Equipment

Under certain circumstances (office computer under repair, etc.), faculty, instructors, and staff may be required to borrow equipment, such as laptops and iPads, for a limited time.

If request is approved, keep in mind for the following:

• Equipment is only available to A&S faculty, instructors, and staff. Non-A&S faculty/staff and students must visit the UA library system or their departments to seek loaner options.
• Since the quantity of equipment is limited, approval of requests will be based on availability and is limited to emergency use, such as a temporary replacement, while the individual’s primary computer is undergoing repairs. Equipment will not be provided for personal use or travel.
• The duration of the standard loan time (two weeks) may be extended in some cases. However, requests for an extension must be made before the due date and are granted based on availability.
• All borrowed equipment must be returned on or before the due date.
• Faculty and staff who turn in the equipment after the agreed-upon due date will be denied future equipment requests for at least one year.
• Faculty and staff must return all pieces checked out to them when returning items. It includes a carrying case, all cords, and accessories. Faculty and staff who do not return all accessories loaned to them will be denied future requests for loaner equipment for at least one year.
• If equipment is damaged while checked out, report it immediately. eTech will assess the damage and take appropriate Faculty and staff who damage equipment loaned to them will be denied future requests for loaner equipment for a minimum of three years since computer damage can be costly to fix and may result in total loss of the equipment.
• Faculty, instructors, and staff can designate someone to pick up the equipment; however, the request must be made under their name. The requestor must know they are responsible for the loaner equipment while their designee has it.
• Faculty, instructors, and staff who do not comply with the terms will not be allowed to borrow resources.

To request equipment, faculty, instructors, and staff should contact eTech at etech@ua.edu. NOTE: A request does not guarantee the use of the equipment. If a request is approved, eTech staff will contact the requestor to let them know when they can pick up the requested equipment.

1.2  Request for Rooms for Events Use Only

This section provides information on room reservations for events only (i.e., club meetings, workshops, guest speakers, etc.). Each department is responsible for scheduling space for semester courses and final exams using the University of Alabama ASTRA system. Go to https://etech.as.ua.edu/index/reserve-a-room/ for more information on reserving a room for an event.

Faculty, instructors, or staff who want to reserve rooms not controlled by their department or for events that include non-UA organizations should make these requests through eTech. Outside departments or organizations that request rooms in your area should be directed to eTech.

When requesting rooms, please keep the following in mind:

• Room reservations are granted based on availability and are on a first-come, first-served basis.
• Equipment, chairs, and tables must be returned exactly as arranged when the group Whiteboards should be wiped at the close of the meeting.
• Equipment used during the meetings should be turned off at the end of the session, and doors to the rooms should be checked to ensure they are locked – especially when the meeting occurs after hours.
• Classrooms in the reservation system are accessed via swipe and should automatically unlock or be accessible using action (Classrooms that require keys are not included in the reservation system.) It is essential to make reservations at least two (2) weeks in advance for events that occur after regular business hours or during weekends so that appropriate arrangements can be made.
• The individual or group reserving the room is responsible for it while it is in their possession. They will be charged total repair costs for any damages during this time.
• All student groups must have designated faculty advisors who are present and in the room during after-hours and weekend events.
• Individuals or groups must follow the room reservation policy to avoid being denied future use of A&S-controlled rooms.
• Organizations or groups needing to reserve a classroom must be recognized by the Source at https://thesource.sa.ua.edu/.

Faculty, instructors, and staff can go to https://etech.as.ua.edu/index/reserve-a-room/ to make a request. NOTE: Submitting a request does not guarantee a room reservation. If a request is approved, eTech will contact the requestor to inform them.

1.3  Teaching in Rooms/Buildings with Swipe Cards

To provide better security, most buildings at The University of Alabama have electronic keyless entry systems for buildings and classrooms. This system allows the security department to automatically unlock and lock all doors at set times during the day. They also provide access for faculty who must enter the buildings and rooms outside regular operating hours by swiping their action cards across the activation plates. If you find electronic doors locked when they are usually unlocked, call Access Control at 205-348-9159 (205-348-9494 after regular work hours) to correct the situation. A CWID may be required to verify the identity of the caller. For more information on swipe-card access, see https://etech.as.ua.edu/index/getting-classroom-swipe-card-access /.

Swipe Card Buildings

The swipe-card system is linked with ASTRA and will automatically grant access to faculty for the classrooms in which they are scheduled for classes by using their action cards or an app that can be installed on their iPhones. Doors should automatically unlock 15 minutes before class and stay unlocked until 15 minutes after class. Rooms with back-to-back schedules will remain unlocked until the last class is finished. All faculty/instructors/TAs must be listed on the courses in ASTRA to have access outside class periods using their action cards.

Other Buildings

For non-A&S controlled classrooms with swipe cards or buildings with keys, departments must contact the appropriate college/building rep to which the classroom belongs to request access. For swipe-card access to rooms in buildings owned by the Provost, departments need to contact the Building Administrator for the Office of Research at 205-348-6818.

1.4  Wireless Account

The Office of Informational Technology (OIT) requires that all University students and employees register for the wireless system every academic year. When faculty, staff, and students try to access the UA eduroam network for the first time using a wireless device, they will be prompted to log in with their myBama email address and password. Example of myBama email address: jmonroe24@ua.edu for faculty and staff or psmith13@crimson.ua.edu for students. If the employees or students have any questions about this process, they can contact the OIT service desk at 205-348-5555. See https://oit.ua.edu/services/internet-networking/wifi/ for more information.

1.5  Guest Wireless Account

UA-Guest is the secure network for visitors at The University of Alabama. UA-Guest provides internet-only access to non-UA personnel. It does not provide access to on-campus resources or shared drives. For more information on how to get connected to UA-Guest, see https://oit.ua.edu/services/internet-networking/guest-wifi/.

Guests from institutions that are part of eduroam can use the UA eduroam network. They will need to connect using their school credentials and passwords.

1.6  A&S-Owned Computers

The College of Arts and Sciences provides each faculty and staff member with an A&S-owned office computer (with regular replacement) to be used during their employment. The College of Arts & Sciences has a technology inventory system that provides a comprehensive view of all A&S-owned computers. To keep this system accurate, eTech must have up-to-date information on the location and condition of the equipment.

If faculty or staff members move from one office to another, they or their department must notify the eTech main office. The eTech staff will then make the appropriate changes to the A&S inventory system. Departments that need equipment, furniture, or other items moved should contact UA Logistics for assistance. All items, excluding furniture, should be placed in boxes before the movers arrive.

Faculty and staff are not allowed to swap computers. Faculty and staff who receive new office equipment must relinquish their old equipment to eTech. Equipment from exiting faculty will also be recovered by eTech to be repurposed where there is the greatest need.

If laptops are damaged, the faculty and staff assigned to these computers are responsible for the repairs and associated costs. However, faculty and staff can check with eTech at ascomputerrequest@ua.edu to see if their computer is still covered under the manufacturer’s warranty.

1.7  A&S-Owned iPads

To promote academic continuity and communication in the event of an emergency and to enhance the College’s teaching and research experience, faculty, instructors, and staff who do not have A&S-issued laptops will be issued iPads. Like office computers, these iPads are A&S-owned and should be treated as such.

 

When issued an iPad, employees should keep the following in mind:

• To get an A&S-owned iPad, all eligible faculty, staff, and instructors must attend an iPad session. During this session, eTech staff will assist individuals in setting up their iPad (email, wireless, registration) and offer some general information on how to use the iPads.
• All faculty, instructors, and staff must enable location services and activate the Find My iPad feature for security reasons. Faculty and staff who do not do this and have an iPad stolen may not be issued a new one.
• A&S employees who experience problems with their iPads or need support can contact A&S iPad Support at asipadsupport@ua.edu or 205-348-8062 to get help from an experienced technician.
• iPads are purchased with Wi-Fi capability. Employees who wish to have an iPad with cellular will need to work with eTech and their department to purchase an upgrade. The user will be responsible for setting up an account with the appropriate provider and paying the monthly fee.
• When faculty, instructors, and staff leave the College, they must return the iPad to the eTech main office in the Bureau of Mines, Building 1, room 120, or arrange retrieval with eTech staff at etech@ua.edu.
• When faculty/staff iPads are upgraded, the faculty/staff member must turn in all parts of the iPad, including the power cord, brick, and cover.
• iPads that are lost or stolen must be reported immediately to UAPD or the local police department if the theft occurs off campus or out of town and to eTech at etech@ua.edu and A&S iPad Support at asipadsupport@ua.edu. These departments will work with the individual to attempt to recover the device or remotely wipe critical information from devices that cannot be recovered.
• If an iPad is damaged, faculty/staff should notify A&S iPad Support at asipadsupport@ua.edu to get instructions on fixing the equipment and determine whether the College will cover the repair cost. All A&S iPads have a 4-year warranty.
• The College uses a mobile device management system with all A&S iPads. This system allows the College to manage the devices remotely and acts as an extra layer of security for the devices. We can attempt to locate lost or stolen iPads, activate Lost Mode, and clear passcodes if a user forgets this information.
• A&S provides iPads to faculty/staff with desktop office computers. A&S does not distribute iPads to faculty/staff with laptops since they have a means of mobile communication to meet academic continuity requirements.

 

 

• A faculty member who has not been issued an iPad who wants to use an iPad in teaching should contact A&S iPad Support at ascomputerrequest@ua.edu to determine whether they qualify for a long-term issued iPad. Those with short-term needs can request an iPad through the loaner program by emailing etech@ua.edu.

 

1.8  Computer and iPad Replacements

A primary function of the A&S technology inventory system is to provide an automated system for notifying individual faculty and staff when they are eligible for a new computer or iPad. This automated system relieves faculty, staff, and departments of the burden of tracking the age of their technology and ensures that no equipment posing a risk to the UA network is in use.

 

When the A&S inventory system identifies faculty and staff as eligible for new computers or iPads, they receive an email with a link and verification code to submit their replacement request. This information allows them to log onto the automated system and request what type of equipment they prefer.

 

Faculty requiring a computer outside the standard models the College offers can request custom configurations. In this case, the College provides a set amount of money for the equipment. The faculty or their departments are responsible for covering the balance with award, department, research, or startup funds.

 

Individuals who want their A&S iPads to include features beyond the standard A&S issue can order add-ons with awards, department, research, or startup funds.

 

Please see https://etech.as.ua.edu/about-etech/college-and-university-policies/arts- and-sciences-custom-computer-request-policy/ for details on the A&S Custom Computer policy.

 

The College will only replace one designated office computer for each faculty and staff member every five years. iPads are replaced every four years. Additional equipment provided as part of a startup package or bonus is one-time and not included in the replacement process.

 

When the new equipment is installed, the faculty/staff member must relinquish the old computer or iPad to eTech so it can be repurposed where there is the greatest need in A&S.

 

All instructors and GTAs are supplied with reallocated computers that are updated as needed, based on availability.

 

Due to limited quantities, replacements for computers will be determined by eTech using the A&S technology inventory system. Priority will be given to instructors and department labs and the overall needs of the College.

 

 

 

Departments that experience an increase in instructors and GTAs or desire additional computers for their department should contact the A&S Information Technology Director and their Associate Dean to determine if cost-sharing with the College on new computers is an option.

 

1.9     Department Technology

We highly recommend that the department goes through eTech when purchasing technology with departmental funds (regardless of funding source) to enhance their faculty and students’ teaching and research experience and ensure that equipment is compatible with the UA network system, and added to the A&S inventory system and the mobile device management system.

 

To ensure that all technology purchased meets UA minimum standards and that the departments get the best prices available to UA, the department should submit a notification to eTech at https://bit.ly/3VlGgdp. Completing the form allows departments and faculty to notify eTech of their intention to purchase equipment and request assistance obtaining quotes when needed. If the quote is good, the eTech staff will submit the purchase order for their equipment. The departments must also tell eTech whether this technology was purchased with department, research, or startup funds so that eTech can make the appropriate designation in the technology database.

 

1.10  Information Storage

With the increasing interest from faculty in reporting student and course information electronically, this information must be stored and transferred using secure methods. The College of Arts and Sciences’ Office of Educational Technology has worked with the Office of Information Technology to establish some guidelines that departments can use to make sure that their information is as safe as possible and that no one inadvertently violates any Family Educational Rights and Privacy Act (FERPA) regulations.

 

All faculty and staff members should remember the following points when storing and transferring student information. Please be aware that failure to abide by these guidelines could result in legal liability for the individual or the department.

 

Here are guidelines when storing information:

 

Do

Store all student and sensitive information (personnel information, research, if applicable, etc.) on the University network drives such as UA Box, faculty home drives, and OneDrive, which are all in the University firewall.

 

Use the University of Alabama Virtual Private Network (VPN) whenever attempting to access share drives from off-campus. Additional information on when to use the VPN can be found under the FAQs section at the end of this handbook and http://oit.ua.edu/oit/services/virtual-private-network-information/. Those who have difficulties accessing the VPN should contact the Office of Information Technology (OIT) at itsd@ua.edu.

 

 

Send all correspondence with students and about students through UA email accounts only. While non-UA email servers may advertise they are secured, these providers glean information from your emails for research. Therefore, outside email sources should never be used to send student information such as CWIDs or grades. For those who want to keep email in a single location, this can be done through clients such as Outlook and Apple Mail. For more information on these systems, contact eTech at etech@ua.edu or OIT itsd@ua.edu.

 

Practice due diligence when maintaining grade books. Faculty are allowed to keep grade books (hard copies and electronic) in locations off the network drives, assuming that appropriate precautions are taken to ensure that the information is not easily accessible or viewable by other people. When faculty use external sources (laptops, home computers, physical grade books, iPads, etc.) to record student grades, they should disclose as little information as possible on these records. Student names are acceptable, while last name only (or last name with the first initial) would create a higher level of security. Faculty should never record student names with CWIDs in their grade books.

 

Do Not

Save any CWIDs to unprotected devices, such as a non-compliant server, flash drive, unencrypted laptop, disk, external hard drive, or an unsecured online system such as

 

Dropbox, Evernote, or Google Docs. If you are unsure whether the device or system is secure, contact eTech at etech@ua.edu, or don’t use it.

 

Never store student, staff, or faculty social security numbers on personal devices, external storage devices, or office computers. There is no reason that departments should ever need or use social security numbers for work or any other purpose. If departments use forms that ask for social security numbers, they should remove this category immediately. If the form is from an outside source, the department should instruct the individuals filling out the forms to write “declined” in that section. (If the form is from an outside source within UA, don’t hesitate to contact eTech at etech@ua.edu so we can alert OIT security to investigate the matter.) When departments receive documents containing social security numbers, they should obliterate the numbers with black markers on hard copies and delete them on electronic copies.

 

Collect or store sensitive student information on unsecured electronic devices (this does not include grade books). Sensitive information includes student names combined with CWIDs, birthdates, mothers’ maiden names, social security numbers, grades, medical records/data, or entrance exam scores. If any faculty or staff members collect this information, it should be stored on the shared drive or a university-encrypted laptop. Anyone storing this information on unsecured external electronic devices should transfer it to the share drive and immediately delete it from the external source. Any hard copy materials with sensitive student information should be shredded.

 

 

 

No A&S department should use unapproved off-network servers to store student information, department emails, share drive folders, etc. Any existing share drives in departments must be cleared through the College of Arts and Sciences and reviewed by OIT security to determine whether they can be used. See the following page for more information on servers.