SBHE Policy Manual Index NDUS Procedures Index NDUS 1200 Series Section 1200 [Index] 1200.1 Consolidated IT Services 1201.0 Information Technology Planning, Reporting and Project Management V1201-01 Information Technology Approval Process 1202.1 Acceptable Use of Information Technology Resources Policy V1202.01 Computer Network Usage Policy (2025) 1202.2 Incident Response V1202.02 Technology Services Security Incident Response Policy 1202.3 Data Privacy Policy 1203.1 Digital Accessibility V1203.01 VCSU Accessibility of Digital Information and Services V1203.03 Artificial Intelligence Policy (2024) 1205.1 State Longitudinal Data System 1206.1 Data Element Dictionary – Data Quality and Integrity V1220.01 Full-Time Access To VCSU Laptop Computers V1220.02 Employee Access to Technology Services V1221.01 Digital Signage (2022)

A.  Purpose This VCSU procedure seeks to facilitate compliance with the following mandates: NDUS Procedures 1200.1, 1201.1 and 1201.2 set forth several procedures for technology acquisitions. NDUS Procedure 1201.1 states: “All institutions must develop institutional guidelines for IT acquisitions and approvals consistent with good business practices to ensure proper stewardship of state resources. Those procedures must define when purchases require review and approval by the institution’s NDUS CIO Council representative to ensure NDUS reporting procedures are followed.” NDUS Procedure 840 “Contracts” requires VCSU to adopt procedures to ensure contracts are reviewed and approved prior to execution. Notably, NDUS Procedure 840 allows that purchase of software costing less than $2,500 does not require legal counsel review and approval, provided other requirements pursuant to the procedure are met. North Dakota Century Code, chapter 51-30 sets forth criteria for data breach reporting. These statutes are taken into account in this policy when establishing the limit of information that may be exposed within a software environment that has not had VCSU Chief Information Officer (CIO) approval. NDUS Procedure 1203.7 “Data Classification and IT Security Standard” establishes standards for securing and managing data and it contains a classification of common data elements. To ensure technology acquired under this policy meets the requirements of SBHE Policy 1203.1 “Digital Accessibility”. Furthermore, this policy authorizes the institutional CIO to grant exceptions to compliance with the World Wide Web Standards defined in the Federal Rehabilitation Act Section 508. B.  Policy Criteria If one or more of the seven criteria below apply, users shall obtain the written approval of the VCSU CIO or their designee prior to making a technology related acquisition or using a service that requires acceptance of a use or license agreement. The project meets one of the stated criteria, and must therefore comply with, NDUS Procedures 1200.1, 1201.1 and 1201.2. SBHE Policy 1203.1 “Digital Accessibility” applies AND compliance with subdivision (b) is impossible or would impose an undue financial or administrative burden. Subdivision (b) states, “All new or revised website, web services, and web applications published, hosted or otherwise provided by NDUS or its institutions must be in compliance with the World Wide Web standard defined in the Federal Rehabilitation Act Section 508.” In addition, SBHE Policy 1203.1 requirements shall apply to all software at VCSU.  The technology will require VCSU Technology Services support in any way. Any device connecting to the VCSU campus wired or wireless Local Area Network, e.g. PDA, computer, networked printer, telephone, fax machine, copiers, etc. This does NOT apply to peripherals such as a keyboard, external computer monitor, USB inkjet printer, or other device that does not connect directly to the campus Local Area Network. Information technology hardware or services (not including software, websites, web services, or web applications) costing $10,000 or more. Software, websites, web services, or web applications costing $2,500 or more.   Software, websites, web services, or web applications costing less than $2,500, including freeware, UNLESS ALL of the following requirements are met: Confidential information and data classified as Restricted or Private per NDUS Procedure 1203.7 is not shared, entered or stored in any way; Use will not result in the appearance of the institution or NDUS system office on social media; The software, website, web service, or web application will not be advertised to the general public or hyperlinked from VCSU public web pages The software, website, web service, or web application and its use complies with the SBHE, NDUS, and VCSU computer and network use policies and procedures; That in the case of freeware, the employee’s supervisor or other authorized employee has reviewed the terms and conditions of the contract documents and has approved the software; and that in the case of purchased software, the authorized employee has reviewed the terms and conditions of the contract documents and confirms that the department for which the software is being purchased agrees to assume responsibility for liabilities that may arise from agreement with the terms and conditions; and The software, website, web service, or web application is in compliance with the World Wide Web standards defined in the Federal Rehabilitation Act Section 508.  If items a-e in this section are met and compliance with SBHE 1203.1 subdivision (b) is impossible or would impose an undue financial or administrative burden, document the reasons why and submit a request for an exception to the CIO. For example: “The developer has not completed a Section 508 compliance audit for this web service and we are not aware of a similar product that is Section 508 compliant.  Performing a Section 508 compliance audit on our own for this web service is cost prohibitive for our department and would far outweigh the cost of the web service itself. Upon specific request, accommodations shall be made for any individual needing access to the web service, by revision or otherwise.” Supervisors with budget approval authority, are authorized to approve software meeting all the requirements listed above in section 7.  Requests should be made using the electronic web form in the VCSU One Stop titled, “Request to Use New Software, Web Site or Web Service”.  The CIO will direct the request to the supervisor for approval.    C.  Making an Acquisition Request If NDUS Procedure 1200.1, 1201.1 or 1201.2 applies, VCSU requesters shall make the request using the appropriate VCSU process outlined below.   The CIO or designee will inform the requester if additional information is needed to comply with NDUS procedures. Use the electronic web form in the VCSU One Stop titled, “Request to Use New Software, Web Site or Web Service” for all software, web sites or web services. Use the following format and send a document to the CIO when requesting approval of other technology, e.g. hardware or IT training service. An electronic copy of the Use or License agreement and the Privacy Statement. If SBHE Policy 1203.1 “Digital Accessibility” applies, include a Section 508 compliance audit or test result with the request. If a Section 508 compliance audit or test result is not available, this should be noted along with your efforts to identify competing products and their associated Section 508 compliance audits or tests.  If compliance with subdivision (b) is impossible or would impose an undue financial or administrative burden, explain with specificity the reasons why.  For example: “After reviewing software X, Y and Z as possible solutions, no vendor has completed a Section 508 compliance audit and they are unwilling to do so at this time.  Performing a Section 508 compliance audit on our own for these software options is cost prohibitive for our department and would far outweigh the cost of the software itself.” Define the scope of technology deployment: a) Who will use the technology; b) Settings the technology will be used in; c) If applicable, what private or restricted data per NDUS Procedure 1203.7 (if any) will be exposed within the software/web site/system; d) If applicable, include instructor name, academic class name, class section, and state whether student assignments (private data) will [not] be stored in the system.  You may also include a rationale for why the technology is needed. For example: “the digital web service called Mix-it-Up produced by ChemDesigner will be used in all sections of Chemistry 100 taught by Smith, Thinker, and Hoover.  Assignments will be submitted by students for faculty review within the Mix-it-up service and that is the extent of private data stored in the system.  Grades of assignments will be posted in VCSU Blackboard and will not be posted in the digital web service.”   All information normally associated with a Purchase Order, including assurance of available funding from a supervisor with budget authorization authority. Sponsor: Chief Information Officer Effective: May 2014 Revised: December 2015 Revised: November 2019 Revised & renumbered (formerly V1901.03) December 2021

NDUS and VCSU Procedures for SBHE 1202.1 (Applies to all employees and students, unless noted otherwise) NDUS Procedures for SBHE 1202.1: More... VCSU Procedures (in addition to NDUS Procedures immediately above): _______________________________________ Appropriate use of electronic messaging systems at VCSU Sending an unauthorized message to a large group of users is prohibited. Students or recognized student organizations may request authorization to send electronic messages to groups of faculty, staff and /or students by contacting the Vice President for Student Affairs. Connecting computer or network devices to the VCSU network All computers and network devices must be registered with and approved by the VCSU Information Technology Security Officer, prior to being connected to the VCSU network. The IT Security Officer has discretion to immediately remove a device from the network, if necessary to maintain the integrity, security or functionality of other systems or data. VCSU does not assume any liability for damages to devices connected to the network, even in cases where connection to the network caused the damage. Authorized use for registered students and specially designated VCSU affiliates Registered students, Regional Technology Center Tenants, and organizations housed on the VCSU campus that pay fees to cover the cost of network services or computers are authorized to use the network services and computers for personal use, private business or compensated employment, provided such use does not impede the computer or network from performing intended, institutional purposes, and such use complies with all other polices set forth in this document and all SBHE policies, NDUS procedures, and state and federal laws. VCSU Email is an Official Means of Communication Recognizing the importance of timely, efficient, and consistent communication with students and employees, Valley City State University (VCSU) declares electronic mail or 'email' as an official means of communication. Each student and employee is responsible for information conveyed via an official email account assigned by VCSU, hereafter referred to as VCSU Email. Examples of information conveyed via VCSU Email include the following: policies/procedure changes, deadlines, event announcements, emergency notices, course schedule changes, and general course announcements. VCSU Email accounts shall use the 'vcsu.edu' domain, e.g. firstname.lastname@vcsu.edu. Employees shall use the actual VCSU Email account. If a student chooses to forward email from the VCSU Email account to another account, he or she accepts full responsibility for the consequences of lost or corrupted email messages and attachments. VCSU Calendar is the Official Calendar for Employees Recognizing the importance of scheduling efficiency and personal availability to students, Valley City State University (VCSU) declares electronic calendar as the official means of communicating employee work schedules. Each employee is responsible for posting events within his or her personal Microsoft Outlook calendar account assigned by VCSU. Furthermore, each employee shall grant his or her direct supervisor with read access to general, work related events. A meeting organizer shall assume an employee is available during regular VCSU administrative office hours, if indicated by his or her calendar. [Calendar etiquette includes the following: 1) Schedule meetings using the Outlook meeting invitation and send the invitations several days or weeks in advance, when possible. 2) Accept or decline meeting invitations, as soon as a decision is possible. 3) Calendars indicate 'plausible' times to meet with an employee. Do NOT assume an employee is available without an appointment, just because of what his or her calendar indicates. Meetings and tasks scheduled within hours will not likely be posted on an employee calendar. Events scheduled a day or two in advance may not always be posted.] Sponsored by: Chief Information Officer Revised: May 2007, December 2021 Revised: February 2025

A. Background NDUS procedure 1202.02 states, “Each Institution of the North Dakota University System (NDUS) must develop and maintain an Incident Response Plan.” This VCSU policy defines responsibility and specifies the appropriate actions needed to ensure information security incidents are handled in a consistent, thorough and timely manner in order to protect the availability, confidentiality and integrity of VCSU systems, applications, data, or networks. B. Scope This policy applies to all VCSU users and any electronic device used to store restricted or private data. C. Definitions Refer to NDUS procedure 1203.7 for definitions of restricted and private data. Refer to Classification of Common Data Elements for examples of restricted and private data. An Information Security Incident is any event that harms or threatens the confidentiality, integrity, or availability of VCSU systems, applications, data, or networks. D. Procedures Reporting Any information security incident should be reported to the VCSU Information Technology Security Officer (ITSO) or Technology Services Desk. If the incident is a severe incident, the severe incident response team (SIRT) will assemble. The SIRT team is comprised of the VCSU Chief Information Officer, VCSU IT Security Officer, the appropriate Vice President, NDUS Chief Information Officer, NDUS IT Security Officer and other incident specific appropriate personnel. Containment Once identified, actions will be taken to eliminate the potential for the spread of an incident or its consequences across additional systems and networks. Notification, Preservation and Investigation The SIRT shall develop a plan promptly upon learning about an incident for identifying and implementing appropriate steps to notify owners of systems and data, and to preserve evidence, consistent with needs to restore availability. An investigation will occur to determine the cause of the incident and plans developed for future preventative actions. Restoration Upon completion or satisfactory progress made on previous steps as authorized by the SIRT and complete eradication of the incident, the affected information systems, assets, resources or network systems will be returned to normal operations. Closure A final report will be prepared by the NDUS and VCSU ITSO and presented to the SIRT team. The report shall document the incident and provide recommendations to prevent similar future information security incidents. E. Reference Documents NDUS Procedure 1202.2 Incident Response NDUS Procedure 1203.7 Data Classification and Information Security Standard VCSU V1201.02 addendum to NDUS Procedure 1201.2 HIPAA FERPA GLBA Sponsor: Chief Information Officer Approved: April, 2010 Revised: March 2017 Revised and renumbered (formerly V1901.05): December 2021

A. Purpose: VCSU is committed to ensuring equal access to all programs and services for people with disabilities, prohibits disability discrimination, and assures equal opportunity to access the institution and associated information. To this end, the University will work to ensure that all constituents and members of the general public with disabilities have an opportunity equal to that of their non-disabled peers to access and utilize information and communications technologies, except where doing so would impose an undue burden on the University. This policy fulfills a mandate for each institution to adopt policies and procedures pursuant to SBHE Policy 1203.1. B. Roles and Responsibilities Digital accessibility is an institution-wide responsibility. Everyone that has a laptop or even replies to an email has some responsibility. Positions that create significant digital content for large audiences have greater responsibilities. Executive Sponsorship The Chief Information Officer (CIO) is designated as the VCSU electronic information technology (EIT) Coordinator. The Office of the CIO shall oversee the implementation, evaluation, assessment, and compliance of the Digital Accessibility Program, with the exception of (b) below. The CIO or designee establishes procedures and coordinates procurement of all EIT. The Office of the Vice President for Academic Affairs (VPAA) oversees the implementation, evaluation, assessment and compliance of Digital Course Content, Library Services and other academic services, excluding procurement which is a responsibility of the CIO. Each VCSU Cabinet member is responsible to ensure their Unit contributes to improving digital accessibility. VCSU Cabinet will create an administrative advisory committee or identify other institutional capacity to facilitate annual accessibility audits and plans. 3. The Disability Services Coordinator will 1) work with students, faculty and staff who request accommodations, 2) work with Technology Services and other EIT owners to make recommendations and/or implement digital accessibility tools and strategies for students, staff, and faculty who request accommodations, 3) assist faculty with making their course materials more accessible and 4) make recommendations for departmental and/or campus-wide changes in course materials to accommodate a wider range of disabilities and reduce the need for more specific accommodations. 4. The "Web Accessibility Team" shall improve the accessibility of VCSU web sites and advise the CIO. The Team shall include Technology Services staff, Marketing & Communications staff and other primary content managers of the various VCSU sites appointed by the CIO. 5. Accessibility support is available from Technology Services and Student Academic Services, through the Disability Support Services Coordinator. C. Procedures 1. Please reference SBHE Policy 1203.1, which is incorporated into this policy by reference, for complete digital accessibility requirements. a. All software at VCSU is considered EIT and shall comply with this policy. b. Electronic course content and communications delivered via the Web is considered EIT and must comply with SBHE Policy 1203.1(1)(b). Reference VCSU Policy V605.09.01 Expectations of Faculty Course Components for additional requirements. 2. VCSU measures online content accessibility compliance according to The World Wide Web Consortium's (W3C) Web Content Accessibility Guidelines (WCAG) 2.1 Level AA. WCAG 2.0 Level AA may be used to measure procured software, web sites, web services and web applications upon approval of the CIO. 3. An audit of accessibility compliance shall be conducted on an annual basis as directed by the VCSU Cabinet. The audit report shall include recommendations for improvement. The report shall be provided to the VCSU Cabinet as a basis for adopting University-level objectives for an annual improvement plan. 4. Procurement of EIT shall follow VCSU Policy V1201.01 Information Technology Approval Process. 5. Exceptions to accessibility compliance per SBHE 1203.1 shall be made as follows: VCSU Policy V1203.01 provides details of how a request is made and processed for any EIT procurement, including accessibility compliance exception requests. An undue burden request must be completed prior to the issuance of an intent to award or other purchase commitment. Exceptions to accessibility compliance for all procurements must be approved by the CIO or designee. All VCSU employee-created, non-public/student facing websites, web services, and web applications, including electronic course content should meet the standards identified in 1.b. unless approved by the CIO, CIO designee, the Vice President for Academic Affairs (VPAA), or VPAA designee. All exceptions must be documented in writing explaining with specificity the reasons why compliance with SBHE 1203.1 is impossible or would impose an undue financial or administrative burden. If an exception is granted, the requestor shall bear the primary responsibility for providing some form of equally effective alternative access, if one exists, to ensure that, to the maximum extent possible, those with disabilities receive the same benefits as their non-disabled peers. 6. An individual needing a specific accommodation may choose to submit a Request for Services to the Disability Support Services Coordinator. The Disability Support Services Coordinator reviews the Request for Services and all supporting documentation provided by the individual. The individual and the Disability Support Services Coordinator then determine, through an interactive conversation, reasonable accommodations. The Disability Support Services Coordinator notifies the individual’s instructors and/or supervisor of the individual’s accommodations. Instructors who are unable to provide specific accommodations due to course or department standards of rigor may suggest alternative accommodations . 7. Each VCSU website must contain an accessible link to the “Report Accessibility Issue” web form maintained by Technology Services as a point of contact if users have trouble accessing content within the site. This form shall be monitored by the EIT coordinator, the primary Technology Services staff member in charge of maintaining www.vcsu.edu and others as designated by the EIT coordinator. 8. Individuals wishing to file a grievance may do so by using the “Report Accessibility Issue” web form or by contacting the EIT Coordinator directly. D. References • North Dakota State Board of Higher Education Policy 1203.1 Digital Accessibility • VCSU Policy V1901.03 Information Technology Approval Process • VCSU Policy V605.09.01 Expectations of Faculty Course Components • Report Accessibility Issue web form Sponsors: Chief Information Officer (effective October 2020) Effective: July 2014 Revised: October 2020 (formerly V1912.06), December 2021

A.       Purpose Valley City State University (VCSU) recognizes the transformative potential of artificial intelligence (AI) in advancing education, research, and innovation. This policy establishes a framework for the responsible and ethical development, deployment, and use of AI technologies within the university community.   NOTE: Sections A and C were partially written with ChatGPT as a writing tool.   B.       Scope This policy applies to all employees and students at Valley City State University.   C.       Definitions AI System: A computer-based system that utilizes algorithms, machine learning, or other techniques to perform tasks that typically require human intelligence, such as problem-solving, decision-making, language understanding, and pattern recognition. AI Project: An AI project is a comprehensive undertaking that aims to develop, implement, or improve an AI system. It involves multiple components, such as problem definition, data collection, algorithm development, model training, testing, deployment, and ongoing maintenance. AI Query: An AI query typically refers to a single interaction or request made to an existing AI system. It involves posing a question or providing input to obtain a specific output or response. AI queries are generally straightforward and do not encompass the entire process of developing or implementing an AI system.   D.       Principles: Ethical Considerations:  VCSU commits to ensuring that AI technologies are developed and used ethically, prioritizing fairness, transparency, and accountability. Each user will scrutinize results obtained from AI queries they conduct. AI project managers and researchers shall avoid creating or deploying AI projects that may contribute to discrimination, bias, or harm to individuals or groups. While the VCSU AI Review Board provides some oversight and will act on complaints and grievances, it is ultimately the responsibility of the individual user, AI project manager or researcher to decide if the use and output of AI in a particular instance is ethical.   Academic Freedom and Collaboration:  VCSU encourages open and collaborative application of AI. Employees, researchers, and students are free to explore and innovate within the bounds of this policy, fostering a culture of academic freedom while respecting legal, policy and ethical constraints. Data Privacy and Data Security:  VCSU is committed to protecting the privacy of individuals in the collection, storage, and use of data for AI applications. Data used with AI systems shall be responsibly obtained and shall comply with applicable data protection laws, regulations, and policies, including NDUS Procedure 1203.7 “Data Classification and Information Security Standard”. Copyright:  Users shall recognize that query output from AI systems may be protected by copyright laws or involve intellectual property rights. Transparency:  AI systems developed at VCSU should be transparent and explainable, including origins of data, algorithms and techniques used. The AI project manager or researcher must always be prepared to provide understandable explanations for the decisions made by AI systems, particularly when they impact individuals. Inclusive Access:  VCSU aims to make AI education and resources accessible to all members of the university community. Efforts will be made to minimize barriers and provide support for individuals from diverse backgrounds and abilities to engage with AI technologies. Research and Application Excellence:  VCSU encourages AI research and application that contributes to societal well-being. Users involved in AI projects shall prioritize human beings, and design and test to ensure that systems are safe and reliable and do not pose any unnecessary risks to users or society.   E.       Governance, Oversight and Process: 1.  AI Review Board: An AI Review Board oversees the development and deployment of AI Projects and Systems at VCSU. Furthermore, the AI Review Board will review associated complaints or grievances. The AI Review Board will consist of the Chief Information Officer, one Technology Services staff member appointed by the Chief Information Officer, the Chair of the IRB (Institutional Review Board), the Chair of the CSSE (Computer Systems and Software Engineering) department or their designee, and one faculty member selected by the Faculty Association and serving a two-year term.   2.  Compliance: All VCSU AI projects must undergo a review to ensure compliance with this policy. There is one exemption to this requirement: A student created AI project as part of a course requirement is exempt, provided all of the following requirements are met: a) the AI project does not include information classified as private, restricted or confidential by policy, procedure or law; b) the project will not result in an AI system used for official VCSU business; c) the project will not be published or presented publicly; d) the course instructor provides guidance and oversight of the student AI project. The AI Review Board will have the authority to halt or modify projects that do not meet the principles or standards outlined in this policy. Scheduled periodic reviews may be required for selected significant projects or systems at the discretion of the AI Review Board. Information classified as private, restricted, or confidential by policy or law shall not be entered into an AI system, including as part of an AI query, without approval of the AI Review Board.  NOTE: AI Review Board permission is not required to use AI capabilities integrated within approved NDUS CTS (Core Technology Services) or VCSU Enterprise Systems that may contain private, restricted, or confidential data provided all other provisions of this policy are met. Users shall not attempt to query AI systems to produce information classified as private, restricted, or confidential by policy or law without either a) a VCSU official business need to know, or b) approval of the AI Review Board. All AI projects, AI queries, and AI systems must comply with relevant data protection laws, SBHE (State Board of Higher Education) policies, including SBHE 1202.3 “Data Privacy;” NDUS (North Dakota University System) procedures, including NDUS 1203.7 “Data Classification and Information Security Standard;” VCSU policies, including V1201-01 “Information Technology Approval Process;” and VCSU IRB (Institutional Review Board) guidelines and processes. 3.  Submitting an AI Project for Review AI projects and AI queries requiring review and approval shall be submitted to the Chief Information Officer. The AI Review Board is responsible for the creation and dissemination of proposal guidelines and forms. 4.  Additional Guidance and Training: VCSU will provide training and resources for employees and students. The VCSU student handbook shall define general guidelines regarding the acceptable use of AI queries as it relates to academic integrity. Faculty may include additional guidance and limitations on applying AI within each course. 5.   Complaints, Grievances, or Appeals: Individuals wishing to report a violation of this policy may contact the Chief Information Officer via email with the subject line “V1203.03 Violation.”  The Chief Information Officer shall work with the AI Review Board to respond to the reported violation. An employee or student who disagrees with the decisions or approval requirements of the AI Review Board concerning a project or query they have submitted for review may request a meeting with the AI Review Board to appeal the decision or approval requirements.  The AI Review Board will make a final decision or final approval requirements within 7 business days of the appeal meeting.  AI Review Board decisions or approval requirements following an appeal meeting are not appealable.   Co-Sponsored by the VPAA and the CIO Effective date:  March 2024

 A. Purpose The purpose of this policy is to regulate the use of digital signage at Valley City State University (hereafter VCSU). Digital signs share information and promote programs sponsored by VCSU or university-affiliated organizations.   This policy: helps ensure we present VCSU in a consistent and high-quality manner,  provides flexibility regarding the responsibility for content creation and management as may be agreed between a particular department or office subscriber and Marketing and Communications, allows inclusion of university-wide content on most or all digital displays owned by VCSU, ensures efficiency and quality of the service through system standards.   This policy applies to all students and employees, as well as personnel of affiliated organizations conducting business on the properties owned or controlled by VCSU.    B. Roles and Responsibilities VCSU Information Technology Services and Marketing and Communications shall partner to deliver a “Viking Digital Signage Service” (the Service) on the VCSU campus.  Several digital signs across campus with general content will continue to be managed and funded centrally by Technology Services and Marketing and Communications.    Departments, Offices and other organizations operating on the VCSU campus may subscribe to this comprehensive Service for an annual fee.  Multiple Departments or Offices can agree to share a digital sign and split the annual fee.  Each subscriber will work with Marketing and Communications to define the mixture of subscriber-specific and University-level content to be displayed, as well as the content update strategy to be used.  Subscribers will notify Marketing and Communications about content substance or format issues.  Subscribers will notify Technology Services about any issues with hardware functionality or subscription invoices. VCSU Technology Services is responsible for the following items: Purchase, maintain and troubleshoot all necessary equipment, licenses and third-party services.  Coordinate the location and installation of new digital signage with Facilities Services, Marketing and Communications, as well as any department associated with a specific sign. Establish pricing and facilitate billing for the Service.  VCSU Marketing and Communications is responsible for the following items:  Assist departments subscribing to the Viking Digital Signage Service with content development and display.  Create and manage University-level content on centrally funded signs. Provide oversight and guidelines for displayed content including content associated with the Service, as well as any content displayed on digital signage not associated with the Service.  Reference the Exclusions section for digital signage not associated with the Service. C. General Guidelines Content may not include messages or advertisements from non-university organizations without written permission from the Director of Marketing and Communication. Corporate logos may not be used on digital signage except as approved in writing by Marketing and Communications. Events, lectures, activities sponsored and/or hosted by donors, corporate sponsors and/or non-profit agencies can be listed with prior consent of the University and the other party. All content shall adhere to SBHE Policies, NDUS Procedures and VCSU Policies, including but not limited to the following items of clarification: Displayed content may not include use of copyrighted materials without permission or license. Digital signage may not display partisan political statements, links, or information.  This requirement does not prevent VCSU recognized clubs or organizations from announcing activities or meetings without bias to others. Content must follow VCSU Marketing and Communications guidelines associated with this policy and other general brand guidelines. Marketing and Communications reserves the right to remove content that violates policies or procedures; any content that does not meet VCSU branding standards; and any content that does not meet the digital signage guidelines published by Marketing and Communications.  This right extends to all digital signage on the VCSU Campus, regardless of association to the Viking Digital Signage Service. All signage displays should be powered on and operational during building hours. All digital signage installations shall comply with fire code, ADA requirements and structural standards set or directed by Facilities Services.   D. Procedures  All new or replacement digital signage shall be requested and approved by completing a One Stop form titled, Digital Signage.  There will be an initial commitment of 4 years for new subscribers. An annual billing will be sent to each subscriber.  Upon approval of the request and financial commitment, the following activities can occur simultaneously: Technology Services will coordinate and manage the site selection, technology procurement, and installation of the digital signage. The subscriber will work with Marketing and Communications to select templates, design the content and determine who will manage the various content.   Digital Signage technology will be upgraded periodically, e.g. software will be updated as updates become available from the vendor, and electronic hardware every 5 years or less.  Typically, this will not require any work on the part of subscribers.  Subscriber requests for more frequent upgrades should be directed to Technology Services for consideration.  At the end of a commitment period, subscribers can cancel the Service or renew their commitment.  If multiple parties share cost on a particular sign, all parties must agree to renew.     E. Exclusions Digital Signage systems in use prior to the promulgation of this policy will be permitted to remain in use until the signage equipment is either upgraded or replaced, or December 31, 2025, whichever comes first.  This exception only applies if the signage complies with all applicable building codes. At the point in time when these grandfathered systems must be replaced, the owner must do one of the following: a) subscribe to the Viking Digital Signage Service, b) remove the digital sign, or c) obtain a written exemption from both the Director of Marketing and Communications and the Chief Information Officer.   Electronic menu boards maintained by food service locations on the VCSU campus are NOT required to subscribe to the Service, however they shall adhere to SBHE policies, NDUS procedures and VCSU policies.   Note: Technology Services and Marketing and Communications have no obligation to support digital signage outside of the Viking Digital Signage Service.   Sponsor:  Chief Information Officer Effective: 02/21/2022  

A.  Eligibility Full-time students residing within North Dakota are eligible to receive a current model laptop computer.  Full-time students residing within the USA, but not within North Dakota, are eligible for a new or previous model laptop per procedures established by the CIO (Chief Information Officer). VCSU laptop computers are available on a full-time basis to part-time students and campus affiliates located in the U.S.A. for an extra charge on a first come, first served, as available basis. Some part-time students may be entitled to a VCSU laptop at no extra charge per procedures established by the CIO. B.  Procedure The VCSU CIO shall manage and publish procedures related to student laptop computer distribution.  Reference the document titled: “Full-time access to VCSU Laptop Computers” within the VCSU One Stop. Any request for exceptions to this policy and associated procedure must be approved in writing by the CIO.   Sponsor: Chief Information Officer Approved: October 2008 Revised: August 2019 Revised and Renumbered:  December 2021

A.  Purpose VCSU seeks to provide affordable and convenient access to technology services, as appropriate to the needs of each position.  B.  Procedures Before obtaining access to technology services, employees must be approved for employment by the HR Office and they must be entered into the Campus Solutions administrative computing system by the Human Resources or Business Office. Once this information has propagated to NDUS computing systems, VCSU Technology Services staff will have the ability to create a user account for VCSU technology services. In addition, the supervisor may be required to provide additional information to Technology Services, e.g. desire for a long-distance access code, special requests for computer or phone type, office location, and other information not available from Campus Solutions. A user account shall be created for all employees. This user account will provide access to VCSU enterprise applications appropriate to the position, such as computer login, portal applications, printers, copiers, telephone number, long distance access code, and VCSU One Stop. Devices such as computers and telephones and access privileges such as phone numbers, long distance codes, and rights to department documents and folders are assigned to an individual based on a specific position. Users shall not retain devices and access privileges upon changes to their position and they shall notify Technology Services of privileges not appropriate to their position. When user changes occur, such as position assignment, supervisor, or office location; the devices, access privileges, E911 location, and other information must be updated within Campus Solutions where appropriate and Technology Services must be notified with a Technology Services electronic ticket or form prior to receiving new or different services. Employees may check out portable computers, cameras, projectors, and other peripheral devices at the Technology Services Desk for work related purposes. Employee Computer Access Computers issued according to the “Eligibility for Computer” column in the chart below require no action on the part of a supervisor. Other situations will require supervisors to consider the necessity of a computing device or a computing device upgrade and the financial implications.  Departments and Offices shall be responsible for “Pay for Access” fees for employees that have a change in their “Eligibility for Computer”, e.g. an employee retains a computer after he/she is no longer employed full-time. If the employee does not return the laptop after his/her employment terminates with VCSU, the Department or Office shall be responsible for 50% of the “Pay for Access” fees until the laptop is returned, or 50% of the replacement cost of the laptop, whichever is less. Technology Services will work with Supervisors to recover laptops. Purpose of Computer Eligibility for Computer Special Notes Supports a FT regular position (not temporary staff or adjunct faculty) Current generation laptop assigned and paid by Technology Services. Supervisor requests Mac or PC. Not all FT staff positions are assigned a laptop*. Assignment is based on necessity in order to complete the duties of the position. The supervisor in consultation with Technology Services determines necessity. Supports a .5 FTE or more regular position OR supports a FT, temporary or adjunct position Previous generation laptop assigned and paid by Technology Services. Supervisor requests Mac or PC. Not all .5 FTE staff positions are assigned a laptop**. Assignment is based on necessity in order to complete the duties of the position. The supervisor in consultation with Technology Services determines necessity. If a current generation laptop is desired, the supervisor must request this and agree to pay for access. Assignment of a current generation laptop contingent on availability. Supports a less than .5 FTE position OR any temporary position less than FT OR any VCSU affiliate Pay for access. Supervisors must request a laptop and agree to pay for access. Assignment contingent on availability. Second laptop for a position Pay for access. Supervisors must request a laptop and agree to pay for access. Assignment contingent on availability. Specialty use, not for a position Pay for access. Supervisors must request a laptop and agree to pay for access. Assignment contingent on availability. Public or shared access systems Previous-Previous generation laptop or thin client. Departments determine need and best solution in consultation with Technology Services. Additional systems in the future shall be considered using annual operating budget request processes.  * Positions that were not issued a current laptop in Fall 2015 will not be issued a current laptop in subsequent years without written approval of the CIO. ** Positions that were not issued a previous model laptop in Fall 2015 will not be issued a previous model laptop in subsequent years without written approval of the CIO.   6. Employee Computer “Pay for Access” Fees   The chart below assumes the “Eligibility for Computer” in the chart above is “Pay for Access”. If the “Eligibility for Computer” in the chart above is greater than “Pay for Access”, the cost to the department will be the difference between the computer funded by Technology Services versus the computer requested by the supervisor. For instance, if “Eligibility for Computer” is “Previous Generation” and “Current Generation” is requested, the cost to the Department will be $190 (spring cost for current model) - $95 (spring amount employee was eligible for) = $95.00 to upgrade the laptop during spring semester.   Computer Requested Fall Spring Summer Annual* Current 0-3 yrs. old 450.00 190.00 70.00 710.00 Previous 2-6 yrs. old 225.00 95.00 35.00 355.00 Previous-Previous**  4-9 yrs. old 112.50 47.50 17.50 177.50  * Billings will occur on a semester basis, unless an annual invoice is mutually agreed to. If a computer is paid up-front on an annual basis, the “Annual” amount applies. If annual invoice is selected, partial  refunds will not be processed if changes occur during the year. The annual cycle begins and ends the third to the fourth week in July when laptops are typically upgraded.  ** Previous-Previous models are typically used for simple tasks such as reading email or may be used for a specific application. These systems may not support current operating systems, the Microsoft Office suite or other standard software.  In instances where an end-user is both an employee and a student, departments may request to “pay for access” according to VCSU policy V1220.01. This may reduce department expense in instances where the user is both a part-time student and a part-time employee and they have paid mandatory technology fees associated with their credits. Sponsored by: Chief Information Officer  Adopted: Fall 2004 Number Change: October 2010 (formerly 1902.1.2) Revised: 2014 Revised and renumbered (formerly V1902.1.2) December 2021