IT Division Policy and Procedure Statement
IT/PPS No. 01.01 (01.01.01)
Issue No. 2
Effective Date: 9/21/2017
Next Review Date: 9/01/2018 (EY)
Sr. Reviewer: Executive Assistant, Information Technology
This policy and procedure statement (PPS) outlines a standard format for defining and communicating Information Technology (IT) Division policies and procedures. It also provides a means to organize individual policy statements and establishes a mechanism to review and update existing policies to reflect current practices.
Information Technology PPS statements relate to the Information Technology Division and may also affect other parts of the university.
PROCEDURE FOR FORMATTING INFORMATION TECHNOLOGY PPS DOCUMENTS
All IT/PPSs will consist of the following sections as necessary:
Section Description Header Name, number, issue number, effective date, next review date, and senior reviewer Purpose Purpose of policy Definitions If necessary Guidelines Rules governing the procedure Procedures Tells how to proceed Reviewers Lists responsible individuals for review Certification Statement Certification of PPS by the senior reviewer and vice president
The heading of PPSs will follow the format of the heading of this PPS.
The first section of each PPS should present a brief rationale for the policy stated therein.
The final sections of each PPS will be titled, “Reviewers of This PPS,” which will list all review responsibilities by position and the date of such responsibility, and “Certification Statement,” which certifies the PPS by the senior reviewer and the vice president.
PROCEDURES FOR ISSUING INFORMATION TECHNOLOGY PPS DOCUMENTS
PPSs will be issued in a form similar to this PPS and will be numbered according to assigned categories. The vice president for Information Technology will appoint an administrator of PPSs who will oversee the operation of the IT/PPS system. Duties of the administrator will include systematic filing of PPSs, new issues, page revisions, pen and ink changes, and maintenance of a PPS index.
Proposed PPSs will be routed for approval through administrative channels to the vice president for Information Technology.
Upon final approval, the PPS will be posted to the website and notification will be sent to Division employees.
PROCEDURES FOR REVIEWING AND REVISING PPS DOCUMENTS
Annually, the executive assistant will determine which PPSs are due for review and will notify the PPS reviewer. The reviewer will prepare a draft including updates and policy changes. The administrator will then route the PPS through appropriate approval channels. If, upon review, it is determined that no changes are required, the policy will be routed “as is” through appropriate approval channels.
Any individual may suggest updating, revising, or canceling a PPS by filing the suggestion through administrative channels to the vice president.
Each significant modification to a PPS will require a new issue number.
Individual sections of a PPS may be revised without changing the entire PPS. Should a minor modification of a PPS be required, known as a “Pen and Ink” change, the same issue number should be shown on the first page.
AUTHORITY INVOKED BY A PPS
- If a conflict should occur between an IT/PPS and policy as reflected in documents of a higher authority (i.e., federal law, state law, Coordinating Board policy, Regents Rules, etc.), the policy as outlined in the document of higher authority would prevail. If a conflict should occur between a Texas State University UPPS and an IT/PPS, the policy of the Texas State UPPS will prevail.
REVIEWERS OF THIS PPS
Reviewers of this PPS include the following:
Position Date Executive Assistant, Information Technology September 1 EY Assistant Vice President, Information Technology Business Operations September 1 EY Associate Vice President, Instructional Technologies Support September 1 EY Associate Vice President, Technology Resources September 1 EY Associate Vice President, University Libraries September 1 EY Special Assistant to the Vice President, Information Technology September 1 EY Chief Information Security Officer, Information Technology September 1 EY Vice President for Information Technology September 1 EY
This PPS has been reviewed by the following individuals in their official capacities and represents Texas State Information Technology policy and procedure from the date of this document until superseded.
Executive Assistant, Information Technology; senior reviewer of this PPS
Vice President for Information Technology