Website and Sharepoint Policy - University of Kentucky - College of ...

COLLEGE OF PHARMACY POLICY / PROCEDURE
Title
College of Pharmacy Website and SharePoint Policy
COP Number
University Policy / Procedure Reference
Unit College Owner AD Finance and Admin
Administrative: COP Executive Committee Approved on: 7/8/2010 Effective Date
Governance:
Approved on: NA
7/8/2010
Purpose:
This policy defines the use of any electronic documents made available via standard Web
protocols which represent an official unit or activity of the College, are hosted on
University resources, or bear marks, logos, or symbols that might imply endorsement by
the College regardless of where they are hosted.
Creation and maintenance of Web pages and other Web materials at the University of
Kentucky College of Pharmacy is subject to this policy, the University of Kentucky Web
Policy, the Policy Governing Access to and Use of University of Kentucky Computing
Resources, the Graphic Standards Manual, and the UK Hospital Policy on Management of
Hospital Personal Computer Resources as well as relevant laws and regulations.
Policy:
The College of Pharmacy Web Site consists of two distinct entities, the public Web Site and
a password protected intranet utilizing SharePoint. The public Web site’s purpose is
dissemination of information to the College’s constituents (prospective and current
students, alumni, general public, etc.). The SharePoint intranet provides secure access to
internal communications such as policies and procedures and works well for collaborative
groups in which a number of members are editing documents, posting items or
participating in other online activities.
A. Public Web Site
The structure of the public Web site is organized into sections to facilitate dissemination of
information to the various audiences.
The College of Pharmacy Office of External Affairs (OExA) is responsible for the design,
layout and overall maintenance of the public Web site. The Office of External Affairs
reports to the Assistant Dean for Finance and Administration. While the OExA is
responsible for the entire site, representatives from individual departments/units are
responsible for maintaining the content of their respective department/unit. The
departments/units consist of, Pharmaceutical Sciences; Pharmacy Practice and Science;
Academic Affairs and Student Affairs; Finance and Administration; Office of Educational
Advancement; Research; Graduate Program and Pharm.D Students.
Web page content and subsequent development, construction, maintenance and evaluation
must start at the departmental or unit level and must be approved by the department/unit
head. The OExA will assist in construction of Web pages but the department/unit is
responsible for content and maintenance.
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B. Intranet (SharePoint)
SharePoint provides secure access to internal communications such as policies and
procedures and works well for collaborative groups in which a number of members are
editing documents, posting items or participating in other online activities.
Appropriate uses of SharePoint include:
College Document Library – SharePoint serves as a central repository for college
policies, procedures and other documents that are secure but easily accessible to
faculty and staff.
Departmental Resources - SharePoint serves as a departmental intranet for
information that requires access by internal users but is not intended for public
dissemination.
Collaborative Document Development - Plans, policies, guidelines, procedures,
leases and contracts that require either joint development between two or more
people or version control and audit tracking (or both).
Committees - Centralized storage and access to committee notes, agendas, minutes,
task lists, discussions, calendars.
Project Groups - Centralized storage and access to project plans, charters, task lists,
discussions, minutes – all documents involved in project management
Workflow and InfoPath Forms Services – SharePoint can be used to help automate
document processing using built-in workflow and forms services features.
1. Structure/Organization
The College of Pharmacy SharePoint Site is organized according to the organization of the
college. The main portal, https://academics.ukhc.uky.edu/pharmacy, is the umbrella for
the entire college and is the repository for college wide information. Sub sites have been
created for each of the departments and units; Pharmaceutical Sciences, Pharmacy Practice
and Science, Academic Affairs, Finance and Administration, Office of Educational
Advancement, Research and Labs, Graduate Program and Pharm.D Students. Creation of
additional sub sites at this level must be approved by the Office of External Affairs.
The first page or top level of each of the Department/Unit sub site is the ‘public’ area for
that department/unit and is available for viewing by all members of the college site.
Subsequent sub sites are under the purview of the individual department/unit and the
levels of access will be determined by the department/unit head. The College of Pharmacy
Document Library will be under the purview of the Assistant Dean for Finance and
Administration.
2. Site Owners
The department/unit head is the Site Owner for their respective department/unit sites.
Site Owner responsibilities include:
Ensuring adherence to COP SharePoint policy regarding acceptable content and use
of their site.
Informing their site members of acceptable use policies.
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Establishing rules for membership and access levels on the site.
3. Site Coordinator
The Site Owner may delegate management of work related to the site to one or more Site
Coordinators. Typically sites should have as few Administrators as practically possible to
limit access to the ability to add and delete users and add and delete sites and sub sites.
4. Coordinator Training
Site Coordinators for each area are responsible for completing SharePoint Site
Administrator Training. The Site Coordinators have the capability to create sub-sites and
control access within their areas in accordance with the approval process established by
each Site Owner. This means proper training for all those in the Site Coordinator role is
very important.
The following course content is a minimum for SharePoint Site Coordinators. The content
was written by Microsoft, and is provided free to all UK Staff by Human Resources.
Completion of the content specified below using the hands-on labs requires approximately
four to five hours.
Microsoft Windows SharePoint Services 3.0 Level 1 -
https://knowledge.elementk.com/catalog/toc.jsp?key=84810&type=1
Microsoft Windows SharePoint Services 3.0 Level 2:
https://knowledge.elementk.com/catalog/toc.jsp?key=89960&type=1&mycatalog=true
Lesson 2 Managing Lists
Lesson 3 Managing Discussion Boards
Lesson 4 Managing Document Libraries
Lesson 5 Managing Form Libraries
Lesson 6 Managing Site Access Permission
Lesson 8 Managing Workflows
5. User Training and Adoption
Training is important to user adoption of the SharePoint platform. SharePoint is easy to
use, but many of its best features are not obvious or easy to find. That’s why it is so
important for Site Coordinators to train the users they add to their site. It is strongly
suggested that users make use of the on-line Help facility, documents on the SharePoint
Help webpage and the training SharePoint site.
The Learning Center offers a SharePoint user orientation course at least once per month.
Visit their website at http://www.mc.uky.edu/LearningCenter for more information.
Online training resources include:
https://its.ukhc.uky.edu/mug
http://www.uky.edu/hr/etraining
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6. Access Levels
Most users will have one of the types of access listed below:
Site Owner (Full Control): Has full control.
Member (Contributor): Can view, add, update, and delete.
View Only: Read only access.
Site Owners may establish other security groups for their sites with varying levels of
access.
7. Employee Access to SharePoint
All regular COP employees are added at time of hire to a directory group by the IT
department. This directory is used to give employee access to the CoP SharePoint site.
Access for non-regular and STEPS employees will be granted upon request from the
appropriate department/unit.
8. Student and Post Doc Access to SharePoint
Student and Post Doc access is granted by the following offices
Professional Students – Office of Educational Advancement
Graduate Students – Academic Department
Post Docs – Academic Department
9. SharePoint Support
UK HealthCare IT Services is responsible for administration of the servers and storage
devices that support SharePoint. The group assigned to those duties is the UK HealthCare
Web Team.
The College of Pharmacy SharePoint portal is maintained by the Office of External Affairs
with support from the Information Technology Office.
In order to provide proper support, the SharePoint group ‘College of Pharmacy Owners’
must have access level of ‘full control’ to all sub-sites. The College of Pharmacy Owners
consists of the College of Pharmacy staff performing IT functions.
10. Confidential Data
The UK HealthCare SharePoint platform uses the Secure Sockets Layer (SSL) protocol
throughout, which provides a high level of security. However, this does not mean that all
UK HealthCare SharePoint sites are appropriate for sensitive or confidential data.
Confidential data should be available only to authorized and authenticated users. Files on a
SharePoint site must be in compliance with existing policies and standards regarding the
security and privacy of personal identity information (PII), protected health information
(PHI) and student information (FERPA). The Site Owner is responsible for understanding,
reviewing, communicating and reporting any violations of UK or UK HealthCare
confidentiality policy.
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11. Transfer of Site Coordinator Role
If an employee will no longer be performing Site Coordinator responsibilities, it is the
responsibility of the Site Owner to determine who will take over the Site Coordinator role.
12. Areas of Responsibility
Site Owner Public Web Areas SharePoint Sites
ADR Research, Safety Research and Labs
ADFA Home Page, Hierarchy, Menus,
Administrative Pages, Directory,
Media Room, Resources, External
Affairs
Main portal, COP Documents
Library, Finance and
Administration
ADASA Pharm.D, Pre-pharmacy, Admissions Academic Affairs, Pharm.D
Students
ADEA Office of Educational Advancement Office of Educational
Advancement
DGS Graduate Graduate Program
PPS Chair Pharmacy Practice and Science, PPS Pharmacy Practice and
Faculty
Science
PS Chair Pharmaceutical Science, PS Faculty Pharmaceutical Science
In addition, all departments/units are responsible for maintaining the College of Pharmacy
calendar and CMA database for their area.
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