> Download Policy: Equipment Moves

When a Campus Life staff member moves offices, a designated move coordinator in the department is assigned to facilitate the move details. The move coordinator determines whether Campus Life Technology Services (CLTS) will be needed to hook up the equipment after the physical move. The department or staff person will disconnect all technology assets and the move coordinator will arrange for the physical move with Emory Staging or a moving company. The staff person or department will unpack any boxes. If the move coordinator requests assistance from CLTS, a CLTS staff member will help plug in the technology items so that they function in the new location.

If CLTS is needed to hook up the technology items, the move coordinator will provide the following items via https://clts.emory.edu:

• Addresses (Move from/Move to)
• Confirmed move dates (Move out/Move in)
• Desired times for breakdown and set up (pre- and post-move)—separate meeting requests on the CLTS Bookings page are preferred.
• Comprehensive list of items to be moved, including:
  • Computers (desktop/laptop)
  • Monitors
  • Keyboards/Mice
  • Peripherals, such as printers
• Confirmation of active data lines in the new location, if needed

The Student Centers, as part of their facilities management, oversee installation, activation, and deactivation of phone and data lines for all student center locations (AMUC, ESC, Cox Hall 3rd floor). In other locations there is a designated individual within the department that will oversee the installation, activation and deactivation of phone and data lines.

Please note that CLTS itself does not move any of your equipment—such moves will be conducted by your move coordinator. Staff members should also never move their own equipment. Equipment moves—like for all office furniture and materials—need to be performed by skilled professionals assigned by the move coordinator.

Additionally, network communications are OIT services and do not fall under the scope of CLTS assignments. For help with desk (VOIP), ethernet jacks, data line activation, etc., please contact your move coordinator.

Once you’re in your new location, a CLTS technician will be available to set-up and connect your equipment, should you so desire, as scheduled by the move coordinator in the initial service request.

After the move is complete, as always, please let us know of any issues via the standard method at http://clts.emory.edu.

> Download Policy: Governance/Security Processes for Large Software Purchase

Once a Campus Life department has decided on a software solution for the department (whether through an RFP or otherwise), several steps are or might be required by Emory for approval, depending on the system’s configuration. Campus Life Technology Services (CLTS) will help you with certain steps of this process. Please note that some of these steps can be performed concurrently.

The following steps must all be completed before a contract can be signed and are conducted in partnership with CLTS outside of the Campus Life contract review and Purchasing processes.

1. Will the system contain any student information, other than preferred name?
   If so, the department will need to request permission from the Registrar’s Office to use these data fields, even if the department is only asking the student to provide them. CLTS will help guide you through this process, which can take about a month.
2. Will any of the data fields requested in step 1 contain sensitive data?
   Sensitive data is any student data—whether provided directly by the student or fed from another system—beyond publicly available demographic information. If you have any questions about what might constitute sensitive data, please contact CLTS as soon as possible.
   Sensitive data requires an OIT Security Review, which can take 2-4 months, to ensure this sensitive data is securely stored on your system. CLTS will assist with this request, although it needs to be initiated by the department.
3. Will the system process any kind of financial transaction or ask for cash in any way?
   If so, an OIT Security Review is required.
4. Will the system need to have data fed into it through another Emory system, such as OPUS or Emory Shared Data?
   If so, please decide which fields are needed and contact CLTS as soon as possible. This step can take 3-4 months or longer, because another Emory area will be building and automating the feed for you.
5. How will students login to your system? How will the department login from the administrative end?
   Please review these forms of access with CLTS as soon as possible since they might require additional steps or reviews. If the system requires SSO, for instance, we’ll need to submit a request and work with two other Emory departments.
6. Will the system interface with any other system at Emory?
   If so, or if the answer to number 2 above is yes, we’ll need to present your case through Emory’s IT Governance process. Such a process includes creating a business case and one or two presentations before an Emory-wide approval board. CLTS will help you with this process, which can take 3-4 months.
7. Does the system intend to provide its own system-specific hardware?
   If so, this hardware must be reviewed and approved by CLTS before a contract can be signed.