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Colleagues,

  I am writing to gain insight on the issues involved with allowing access to the institutional Student Information System by non-employees.  This access would be on an ongoing basis, with read/write ability, by individuals who work for a foreign language institution in a foreign country.  The foreign institution is partnering with our institution to supply undergraduate educational services on their campus.

 

  When I was approached with this request earlier today, I got the queasy feeling in my stomach defining major concern.  Our SIS has security that is configured for function, and not location, so we are looking into possible customization.  However, aside from technology, I think there are a number of other issues that need to be addressed, such as FERPA (does this even apply?), InfoSec, international data breach concerns, QA, support, training, etc.

 

  Have any of you untaken a request such as this?  Any suggestions or gotcha’s that need to be addressed?  Any non-technology issues that need to be addressed?

 

Your input is MUCH appreciated,

Kev

 

Kevin Palmer

Chief Information Officer

Columbia College

1001 Rogers Street

Launer 9

Columbia, MO 65216

(573)875-7329

kpalmer@ccis.edu

www.ccis.edu

 

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Comments

We don't .  We simply create a virtual instance sandbox with dummy data.

Naveed Husain
Chief Information Officer, Queens College, CUNY
65-30 Kissena Blvd, I-100
Flushing, NY 11365

Tel. 718.997.3009
Cell. 917.642.3946
Fax. 718.997.5678

Sent using handheld.


Oops read the first part, and not the rest.  I thought it was development related. Apologies.    

Naveed Husain
Chief Information Officer, Queens College, CUNY
65-30 Kissena Blvd, I-100
Flushing, NY 11365

Tel. 718.997.3009
Cell. 917.642.3946
Fax. 718.997.5678

Sent using handheld.


The first thing I would check is a detailed review of the licenses used in this environment.  .  Many software licenses contain very specific language about access by non-employees (prohibited), or contract employees (allowed with specific restrictions), and access outside the US (prohibited export control language).  We've had to work out agreements specific to individual situations.   Once we work out the license issues, we proceed to the agreement between our university and the supplier; we make sure there are agreements that support the same rules regardless of whether it is an employment agreement or a contract with a service providing company.

Theresa


Thanks, great summary Theresa.  I would only add that your institutions Appropriate Use Policies (AUP) should be adhered to strickly and that each appropriately "authorized" user via whatever legal criteria must have a signed copy of that policy on file along with a campus sponsor's co-signature, which should include a scope of work and pre-determined end date for such access.  The last thing you would want would be to enable open ended access without work definition and termination dates.

I would also work to ensure that access to such resources are only available via VPN or other secure mechanism's to those users.  I can't image opening such resources to the internet in general for just a few people.

Just my two cents...

--
Dave Koontz
Associate Director OIT
Mary Baldwin College


On 12/4/2012 4:39 PM, Theresa Rowe wrote:
The first thing I would check is a detailed review of the licenses used in this environment.  .  Many software licenses contain very specific language about access by non-employees (prohibited), or contract employees (allowed with specific restrictions), and access outside the US (prohibited export control language).  We've had to work out agreements specific to individual situations.   Once we work out the license issues, we proceed to the agreement between our university and the supplier; we make sure there are agreements that support the same rules regardless of whether it is an employment agreement or a contract with a service providing company.

Theresa


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