Procedures

Browse approved IT procedures that provide step-by-step guidance for implementing policies and standards across the organization. These resources help ensure consistency, accountability, and the effective execution of operational and regulatory requirements.

3.1 Asset Management Procedure

Effective Date: March 4, 2025
Revised Date: March 31, 2025

1. Procurement of IT Assets

All IT assets (e.g., laptops, desktops, tablets) must follow the institutional procurement process.
For details, refer to the Technology Purchase Process.

2. Initial Setup and Configuration

Once received by Central Receiving, assets are transferred to ITS Hardware Technicians or Campus Technicians for initial setup, which includes:

3. Asset Registration in TeamDynamix (TDX)

Technicians must register each asset in TeamDynamix (TDX) with the following details:

This registration ensures accurate tracking, maintenance, and compliance.

4. Asset Tagging & Inventory by Property Accounting

After TDX entry:

Once tagged, the asset is:

5. Asset Reallocation & Employee Termination

When an employee leaves or changes roles:

  1. Submit the Equipment Update Form.

  2. IT Services or the department collects the asset.

  3. Perform security checks:

    • Remove user credentials

    • Sanitize data per A-State policy

    • Reformat/reimage the device

  4. Update TDX with reassignment or storage status

If a new asset is issued, the status of the previous one (e.g., reassigned, sent to M&R) must be reported to Property Accounting.

6. End-of-Life (EOL) & Disposal Process

When an asset is no longer viable:

  1. Submit the Excess Equipment Removal Form.

  2. IT Services conducts the following:

    • Final security wipe

    • Remove & shred hard drives (if applicable)

    • iPads and other sealed devices are sent to Property Accounting for shredding

  3. Update the asset’s status in TDX:

    • Decommissioned

    • In storage (if awaiting M&R pickup)

Devices are processed through M&R or other approved disposal vendors.

7. Compliance and Security Review

A-State performs regular audits to ensure asset management compliance:

Any discrepancies, security risks, or policy violations are reported to:

Departments must also follow the Property Accounting Manual for full compliance.

3.2 Canvas Live Course Access - Instructional Support Procedure

Effective Date: February 28, 2026
Revised Date: August 11, 2026

1. Purpose

This procedure establishes the approved process for granting access to live Canvas course shells for instructional support personnel, including Graduate Assistants (GAs), Teaching Assistants (TAs), and Academic Assistants.

The objective is to ensure:

2. Scope

This procedure applies to all live course shells within Canvas used for:

This procedure applies only to instructional support access. It does not govern primary instructor assignments, which are managed through Banner and Coursedog.

3. Guiding Principles

4. Role Definitions and Access Levels

4.1 Graduate Assistant (No Grading Role)

Primary Use: Traditional courses
Canvas Role: GA/Tutor (No Grading)

Permissions:

Approval & Enrollment Process:

  1. Request submitted via approved online form. Individual MUST have completed FERPA training prior to requesting access.
  2. Approval required from Registrar prior to ITS/Canvas action.
  3. Upon receipt of approved request, ITS/Canvas:
    • Enrolls user in Canvas
    • Confirms completion of enrollment

4.2 Graduate Assistant (Requiring Grading Access)

Primary Use: Traditional courses
Canvas Role: Instructor (Must be Assigned in Banner/Coursedog)

Permissions:

Approval & Enrollment Process:

  1. Request submitted to Registrar to have individual coded as instructor in Banner. Individual MUST have completed FERPA training prior to requesting access.
  2. The GA must be added in Banner as a secondary or co-instructor, and this is processed through Coursedog.
  3. Live sync between Coursedog, Banner, and Canvas will provide access to Canvas live shell within 24 hours.

4.3 Academic Assistant (AOS Courses – Instructional Connections)

Primary Use: A-State Online (AOS) courses
Canvas Role: TA

Permissions:

Pre-Requisites & Enrollment Process:

  1. Sponsored account created through HR process: https://kb.astate.edu/attachments/1236
  2. Individual MUST have completed FERPA training prior to being added to Canvas shell.
  3. After prerequisites are verified, user is enrolled directly in Canvas by ITS/Canvas admins.

These users are not added to Banner as instructors of record.

4.4 Teaching Assistant (A-State Qatar)

Primary Use: A-State Qatar courses
Canvas Role: TA

Permissions:

Pre-Requisites & Enrollment Process:

  1. Sponsored account created through HR process: https://kb.astate.edu/attachments/1236
  2. Individual MUST have completed FERPA training prior to being added to Canvas shell.
  3. After prerequisites are verified, user is enrolled directly in Canvas by ITS/Canvas admins.

These users are not added to Banner as instructors of record.

4.5 Access to Previous Term Live Course Shells

Primary Use: Instructors, Department Chairs, College Deans
Canvas Role: Instructor

Access to a previous term live Canvas course shell is restricted and requires formal approval due to FERPA, academic record integrity, and grading data considerations.

This section applies to any individual requesting access to a concluded live course shell:

Approval & Request Process

Access to a previous term shell requires a formal email request to the Registrar (Tracy Finch – tfinch@astate.edu).

The request must include:

Registrar Review

The Registrar will:

  1. Verify the individual’s identity.
  2. Confirm FERPA compliance.
  3. Review and approve the access request.

If approved, the Registrar will send a formal request to: canvas@astate.edu

ITS/Canvas Admin Actions

Upon receipt of formal approval from the Registrar, ITS/Canvas Admin will:

Important Notes

4.6 External User Access (Sponsored Accounts)

Primary Use: External Reviewers, Accreditors, Auditors
Canvas Role: Observer, Accreditor/Auditor

External users who require access to Canvas for official university business (e.g., accreditation reviews, audits, or program evaluations) must be provisioned through a sponsored account process. These users are limited to access that supports their review function and are restricted to directory-level information only.

This section applies to any non-A-State affiliated individual requesting Canvas access:

Approval & Request Process

  1. Sponsored account created through HR process: https://kb.astate.edu/attachments/1236
  2. Request submitted via approved online form.
  3. Approval required from Registrar prior to ITS/Canvas action.
  4. Upon receipt of approved request, ITS/Canvas:
    • Enrolls user in Canvas
    • Confirms completion of enrollment

These users are not added to Banner as instructors of record.

Important Notes

4.7 Observer Access - Student Academic Support

Primary Use: Athletic Academic Advisors, Learning Community Staff, and Other Approved Student Support Personnel
Canvas Role: Observer

Observer access may be granted to designated university personnel who have a legitimate educational need to monitor and support student academic progress but who do not have instructional or grading responsibilities within the course.

Common uses of Observer access include:

For a detailed description of Canvas Observer visibility and participation, refer to Instructure's documentation:
https://community.instructure.com/en/kb/articles/387091-observer-visibility-and-participation

Approval & Request Process

Observer access must be based on a legitimate university academic-support function and must be formally approved by the Dean of University College, Dr. Nikesha Nesbitt (nnesbitt@astate.edu).

The request should identify:

Upon approval by the Dean of University College, the approved request will be forwarded to ITS/Canvas Admin for processing.

These users are not added to Banner as instructors of record.

Important Notes

5. Role Definitions and Access Levels

Registrar’s Office

Academic Units / Instructors

ITS/Canvas Admin

6. Procedure Review

This document will be reviewed and reaffirmed annually, or upon significant changes to university governance, systems, or regulatory requirements.

Effective Date: February 28, 2026
Next Review Date: February 28, 2027
Version: 1.0

3.3 Copyright Infringement Procedure

Effective Date: October 4, 2025
Revised Date: October 4, 2025

1. Purpose

This procedure establishes Arkansas State University’s official process for responding to digital copyright infringement notices in compliance with the Digital Millennium Copyright Act (DMCA). It defines the steps ITS and Legal Counsel must take upon receipt of a notice, ensuring institutional compliance and protection under the DMCA’s “safe harbor” provisions.

2. Scope

This procedure applies to all faculty, staff, students, and affiliated users of the Arkansas State University network and computing resources. It covers all forms of digital material, including video, audio, software, and written works distributed or stored through university systems or networks.

3. Background

The Digital Millennium Copyright Act (DMCA) establishes federal protection for copyrighted digital and electronic materials. Under the Act, copyright owners or their agents may submit infringement notices to Internet Service Providers (ISP’s) alleging unauthorized distribution or use of protected content.

At Arkansas State University, copyright infringement notices are received by University Legal Counsel, which then coordinates with Information Technology Services (ITS) to identify and notify the alleged offender.

The University maintains a “safe harbor” from liability when it acts promptly to notify alleged infringers and remove or restrict access to infringing materials.

4. Standard Requirements

5. Copyright Infringement Notice Processing

The following steps outline how Arkansas State University processes copyright infringement notices under the DMCA:

  1. Receipt of Notice

    Copyright infringement notices are submitted electronically by plaintiffs (copyright owners or their agents) to a published email address managed by University Legal Counsel or Information Technology Services (ITS).

  2. Identification of Offense

    Legal Counsel (if originally notified) forwards the notice to ITS for identification of associated user(s). ITS resolves the reported IP address and time stamp to identify the registered user of the university device or asset associated with the alleged infringement.

  3. Notification to User

    1. For students: ITS will notify the Vice Chancellor for Student Affairs/Dean of Students. A formal written notification to the alleged offender within 24 hours of receipt. See Appendix A for sample e-mail.

    2. For faculty and staff: ITS or HR will issue a formal written notification to the alleged offender within 24 hours of receipt. See Appendix A for sample e-mail.

    3. In all instances, the notification includes the copyrighted media title, IP address, and the time of the recorded infringement.

  4. Response Timeline

    The user has ten (10) business days to remove the copyrighted material or submit a counter-notification asserting that the use is protected under fair use, license, or another legal exemption.

  5. Enforcement

    1. First Offense: Written warning and educational notice from Student Affairs (or ITS).

    2. Second Offense: Immediate suspension of network and internet access until the matter is resolved through appropriate disciplinary channels as identified by Student Affairs (and HR where applicable for faculty/staff).

    3. Repeated or Egregious Offenses: May result in referral to Legal Counsel for further legal action (if applicable).

6. Compliance and Enforcement

Failure to respond to a copyright infringement notice may result in network suspension and referral for disciplinary or legal action. A-State maintains compliance with the DMCA and the A-State Appropriate Use Policy, ensuring the University’s eligibility for safe harbor protection under federal law. Continued violations may lead to permanent network access revocation or further institutional sanctions.

This document will be reviewed and reaffirmed annually, or upon significant changes to university IT governance, systems, or regulatory requirements.

Effective Date: October 4, 2025
Next Review Date: October 4, 2026
Version: 2.0

A-State maintains compliance with the DMCA and the A-State Appropriate Use Policy, ensuring the University’s eligibility for safe harbor protection under federal law. Continued violations may lead to permanent network access revocation or further institutional sanctions.

Appendix A - Sample E-Mail to User

The following notice is provided to the accused from the University on the first offense.

Dear Account Holder,

Arkansas State University has received notice of an alleged violation of the Digital Millennium Copyright Act (DMCA) by downloading protected materials, which has been traced back to your computer. A copy of the notice is enclosed at the bottom of this message.

Within ten (10) working days, you must respond to this email (with copy to CIO@AState.edu) by either:

  1. Confirming that the offending materials have been removed from your computer; or
  2. Filing a counter-notification asserting that your use of the identified materials does not violate copyright laws.

If you believe the factual allegation in the DMCA notice (e.g., that copyrighted materials were downloaded to your computer) is inaccurate, you must respond to this email (with copy to CIO@AState.edu) with an explanation of what facts you dispute and your basis for such dispute. Failure to respond to this notification within the prescribed time period will be treated as an admission of wrongful downloading in violation of the Appropriate Use of Information & Technology Resources 3.05 - ASU System. Failure to respond, could subject you to legal action filed by the copyright owner.

A repeat offense will result in suspension of network access and referral for appropriate disciplinary action.

3.4 Firewall Exceptions and Ruleset Procedure

Effective Date: October 27, 2025
Revised Date: July 28, 2026

1. Purpose

This document establishes a standardized procedure for the firewall exceptions and rulesets on the Arkansas State University - Jonesboro (A-State) campus. The goal is to create a clear and consistent procedure for all firewall requests.

2. Scope

These procedures apply to all Arkansas State University - Jonesboro faculty and staff firewall requests.

3. Definitions

4. Firewall Exception Process

Firewall exceptions added to the A-State firewall must adhere to the following:

5. Standards Review

This document will be reviewed and reaffirmed annually, or upon significant changes to university IT governance, systems, or regulatory requirements.

Effective Date: October 27, 2025
Next Review Date: July 28, 2027
Version: 1.1

3.5 VPN Access Procedure

Effective Date: October 27, 2025
Revised Date: October 27, 2025

1. Purpose

This document establishes a standardized guideline for remote access to Arkansas State University - Jonesboro (A-State) Virtual Private Network (VPN).

2. Scope

These guidelines apply to all employees, students and all authorized third parties (contractors or consultants) that will utilize VPN to access the A-State Network.

3. Definitions

4. Guidelines

VPN access allows users unrestricted access to the Arkansas State University computer network from locations external to the Jonesboro campus. This unrestricted access to the network could increase the University’s exposure to viruses, malware, and could allow hackers using compromised accounts greater access to the A-State network. These guidelines should be followed to lessen the security risk of the campus at large.

5. Approved VPN Clients 

To ensure secure and supported remote connectivity to the A-State network, only University-approved Virtual Private Network (VPN) client software may be used to establish VPN connections. Use of unsupported or unauthorized VPN clients is prohibited. 

The following VPN clients are approved for use on A-State managed and personal devices when connecting to the University network: 

Requirements & Restrictions 

Approved VPN clients must be obtained directly from official University distribution points or the respective vendor’s official repositories. The above VPN clients are the only approved platforms to be used to connect to the A-State network unless otherwise authorized by Information Technology Services. 

VPN clients must be kept up to date with the latest security patches and versions supported by A-State Information Technology Services. 

Use of third-party VPN technologies/clients not explicitly approved in this section is not permitted and may result in loss of VPN privileges and further institutional sanctions.

6. Standards Review

This document will be reviewed and reaffirmed annually, or upon significant changes to university IT governance, systems, or regulatory requirements.

Effective Date: October 27, 2025
Next Review Date: October 27, 2026
Version: 1.1