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Domain Chargebacks And Approvals

POLICY DEVELOPMENT

Policy Name:PG0044 Domain Chargebacks and Approvals

Issuing Office:

IT

Policy Author:

E. Hendrickson

Affected Parties:

Staff

Complete Wording of New or Revised Policy:

Policy 

1.  Liberty University’s Information Technology department will utilize a standard, documented process to manage all requests for new website domains.

2.  Liberty University’s Information Technology department will utilize a standard, documented process for “charging back” for those website domain purchases to the appropriate department. 

3. All requests for the purchase of new website domains will be requested using the “Other Request” item from the service catalog in Service-Now.

Policy Rationale:

This  document  outlines  the  policy  and  procedures  regarding  obtaining  approval  for  website domains and how the charges for those domains are initially billed.

Definition of Glossary Terms:

Requester – Individual or department requesting the new website domain

Domain Approver – Individual responsible for approving/denying website domain requests

IS Accounts Manager – Individual responsible for supplying quote of costs to the requester; purchasing the initial domain; budgeting for domain renewals

IT Operations Office Manager – Individual responsible for chargeback of initial domain purchase to the requesting department

Policy Keywords:

Website, Domains, Chargebacks

PROCEDURES FOR IMPLEMENTATION AND REVIEW

Procedures:

Standard Operating Procedure

1.  Representative from the requesting department submits Service-Now “Other Request” from the service catalog

1.1.  Specifies in the request that it is for a “New Website Domain”

2.  The request is triaged by IT HelpDesk personnel to the Software Compliance Office.

3.  The IS Accounts Manager obtains a quote for the initial purchase cost of the domain.

4.  The IS Accounts Manager notifies the requester of the cost of the domain

4.1.  If the requester decides to NOT purchase the domain, the IS Accounts Manager will close the request.

4.2.  If the requester chooses to purchase the domain, they will submit a requisition for the initial purchase to LU IT Operations.

5.  The IS Accounts Manager will purchase the domain on behalf of the requesting department

6.  The IS Accounts Manager notifies the IT Operations Office Manager that the chargeback for the initial purchase needs to occur

7.  The IT Operations Office Manager processes the chargeback for the initial purchase

8.  Every year the IS Accounts Manager will contact the customer and confirm that the renewal is appropriate

8.1.  If appropriate, the IS Accounts Manager schedules the renewal of the domain for the following year

9.  The IS Accounts Manger closes the request

Sanctions:

1.  Non-compliance to this standard may result in website domains not being purchased in a timely manner, or at all.

2.  Non-compliance to this standard may result in communication of that non-compliance to an employee’s supervisor and/or the Chief Information Officer (CIO).

 

Policy 

1. 

Definition of Glossary Terms

:Procedures:

None specified

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University Policy Template

Policy Name:

PG0044 Domain Chargebacks and Approvals

Submission Date:

Feb 2012

Policy Area:

University-wide

Unit-specific

 

Applies To:

Resident

Online

Both

 

Action Being Taken:

Revision

New Policy

Migration

Discontinue

Permission Level:

Public

Student

Staff

Admin

POLICY DEVELOPMENT

Issuing Office:

IT

Policy Author:

E. Hendrickson

Contributing Offices:

Enter Contributing Offices here.

Affected Parties:

Staff

Location where Existing Policy can be Viewed:

Enter Policy Location here.

Complete Wording of New or Revised Policy:

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titlePolicy Information

Issuing Office

Information Services

Affected Parties

Staff

Policy Language

1. Liberty University’s Information Technology department will utilize a standard, documented process to manage all requests for new website domains.

2.

 

Liberty University’s Information Technology department will utilize a standard, documented process for “charging back” for those website domain purchases to the appropriate department.

 

3. All requests for the purchase of new website domains will be requested using the “Other

Request” item from the service catalog in Service-Now.

Policy Rationale

:This  document  outlines  the  policy  and  procedures  regarding  obtaining  approval  for 

This document outlines the policy and procedures regarding obtaining approval for website domains and how the charges for those domains are initially billed.

SACS Criteria:

Enter SACS Criteria here.

Other Regulatory Criteria:

Enter Other Regulatory Criteria here.

Requester – Individual or department requesting the new website domain

Domain Approver – Individual responsible for approving/denying website domain requests

IS Accounts Manager – Individual responsible for supplying quote of costs to the requester; purchasing the initial domain; budgeting for domain renewals

IT Operations Office Manager – Individual responsible for chargeback of initial domain purchase to the requesting department

Policy Keywords:

Website, Domains, Chargebacks

Implementation Description:

Enter Implementation Description here.

PROCEDURES FOR IMPLEMENTATION AND REVIEW

Policy Administrators:

Enter Policy Administrators here.

Policy Review Cycle:

Enter Policy Review Cycle here.

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Procedures

Standard Operating Procedure

1.

 

Representative from the requesting department submits Service-Now “Other Request” from the service catalog

1.1.

 

Specifies in the request that it is for a “New Website Domain”

2.

 

The request is triaged by IT HelpDesk personnel to the Software Compliance Office.

3.

 

The IS Accounts Manager obtains a quote for the initial purchase cost of the domain.

4.

 

The IS Accounts Manager notifies the requester of the cost of the domain

4.1.

 

If the requester decides to NOT purchase the domain, the IS Accounts Manager will close the request.

4.2.

 

If the requester chooses to purchase the domain, they will submit a requisition for the initial purchase to LU IT Operations.

5.

 

The IS Accounts Manager will purchase the domain on behalf of the requesting department

6.

 

The IS Accounts Manager notifies the IT Operations Office Manager that the chargeback for the initial purchase needs to occur

7.

 

The IT Operations Office Manager processes the chargeback for the initial purchase

8.

 

Every year the IS Accounts Manager will contact the customer and confirm that the renewal is appropriate

8.1.

 

If appropriate, the IS Accounts Manager schedules the renewal of the domain for the following year

9.

 

The IS Accounts Manger closes the request

Sanctions

:

1.  Non-compliance to this standard may result in website domains not being purchased in a timely manner, or at all.

2.  Non-compliance to this standard may result in communication of that non-compliance to an employee’s supervisor and/or the Chief Information Officer (CIO).

Exceptions

:

Enter Exceptions here.

Other Policy Link Locations:

Enter Policy Link Locations here.

POLICY APPROVAL (Official Approver Use Only)

Need for Legal Counsel Review?

Yes         ☐ No

Approved By:

Enter Policy Approver here.

Approval Date:

Enter Policy Approval Date here.

Implementation Date:

Enter Policy Implementation Date here.

Final Policy Number:

Enter Final Policy Number here.

None