Governance

Policies and procedures

Policy No.
UP07/57
Function
Information Management
Authoring Organisational Unit
Information Technology - Central Unit
Date Approved
02/09/2002 Revised 07/04/2014
Next Review Date
01/03/2013
Approving Body
Vice-Chancellor

The University of Western Australia

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University Policy on: Domain Names

Overtype “Policy Name” with the name of the policy.  This must convey specifically, accurately and succinctly what the policy addresses eg Award of Honours, Study Leave.

Purpose of the policy and summary of issues it addresses:

The purpose of the policy is:

· to facilitate management of the domain name space within the University;

· to ensure consistency in usage, to maintain the University's image;

· to maximise opportunities for people outside the University to identify a UWA domain correctly;

· to provide a basis for resolving any disputes that may arise;

· to protect relevant technical staff from accusations of unfairness in allocating names.

This must be in Normal, Policy style.

Provide a brief summary of the reasons for the policy and issues it addresses.  This section is designed to stand alone.  The aim is to provide the reader with enough information to make a decision about whether or not this is the policy they are looking for.  It must not be longer than 200 words.

Example 1

This policy defines the nature and purpose of study leave provisions for academic staff and sets out eligibility criteria and other conditions that apply.

Example 2

This policy seeks to rationalise the award of honours across the University by addressing such issues as: entry standards, course content and structure, supervision, assessment, examination, grades, classifications, benchmarking and the maintenance and provision of documentation relating to these matters.  It is based on resolutions of the Academic Board flowing from the 1999 report of the Honours Working Party.

Definitions:

Band of Delegated Authority is the organisational structure of the University presenting the various levels of authority.

Domain name server (DNS) maintains a directory of domain names and their matching IP addresses.

IS is Information Services within The University of Western Australia.

Top level University domain names are domain names within the UWA name space at the level of 'xxx.uwa.edu.au'.

Organisational unit is any Faculty, School, Centre, Discipline Group, Division, department or other official unit of the University.

Place your cursor immediately under the definitions heading to get the definitions style.

Policy statement:

1 Administration

1.1 Top level University domain names are allocated by the University Website Office. Information Services facilitate the domain name once it has been granted approval.

1.2 The websites of top level University domain names will be compliant with the University Visual identity as outlined in the Web Policy.

1.3 Applications for top level University domain names must be submitted to the University Website Office via email. Applications are to be authorised by a relevant staff member of the organisational unit of at least band 5 of the University's bands of delegated authority.

1.4 Unused, or apparently unused, domain names may be resumed by IS in consultation with the University Website Office. Endeavours to locate the organisational unit responsible for lapsed names will be made prior to withdrawal or reallocation.

2 Format

2.1 All top level University domain names within the UWA IP address space must (subject to 5.1 below) be of the form 'xxx.uwa.edu.au', where 'xxx' identifies an organisational unit or a University-wide service.

2.2 Domain names must be unique (not allocated to another party). This will be checked by the University Website Office and IS on application.

2.3 Sub-units of an organisational unit, or services offered by an organisational unit, or conferences hosted by an organisational unit should normally be allocated names under that organisational unit's name. For example, sub-unit 'yyy' within organisational unit 'xxx' should normally have the sub-domain name 'yyy.xxx.uwa.edu.au'.

2.4 Other than for sub-units, domain names should not attempt to reflect the organisational structure of the University, as University structure is subject to change and associated domain names could be affected.

2.5 Domain names must be meaningful, i.e. reflect the name of the organisational unit or University-wide service to which it is assigned, or an abbreviation of it. Consistency of naming and abbreviation will be adopted for domain names within the University.

2.6 Domain names will normally be allocated to the first applicant within the constraints of 2.5.

2.7 Domain name components must be longer than one character, and must begin with a letter. Domain names are case insensitive and may be alphanumeric. Hyphens may also be used but must be encased by either letters or numbers.

3 Restrictions

3.1 Domain names will only be allocated to formally recognised organisational units within the University. Individuals will not be allocated a domain name.

3.2 Where an applicant wishes to register a domain name with a server not owned by them, the applicant must receive prior approval from the host of the server.

3.3 Normally, no more than two top level University domain names will be permitted for any organisational unit: one being the 'standard' or 'long form' domain name, and the other being a suitable abbreviated domain name (aliased to the first). Temporary allocation of multiple domains may be allowed to provide a transition period when a name has to be changed.

3.4 Temporary domain names may be allocated to provide for conferences, open days or other significant University activities. These will expire and be archived after an agreed period.

3.5 No offensive name will be allowed. Names should not undermine the reputation of the University. Administrators of sub-domains are similarly expected to ensure such names are avoided.

3.6 In the case of a dispute (e.g. two organisational units applying for the same domain name), and which cannot readily be resolved, the disputants must endeavour to resolve the dispute themselves; if they wish they can refer the matter to the Technical Coordination Group or the Information Services Programme Committee for discussion. The final decision will be made by the University Librarian and Director (Information Management) in consultation with Public Affairs.

4 Student Organisations

4.1 Student organisations associated with the Student Guild wanting their own domain names should only be allocated names which are subsidiary to the Guild, viz names of the form 'yyy.guild.uwa.edu.au'; these will be administered by the Student Guild.

4.2 Student organisations not associated with the Guild may be sponsored by a relevant Faculty. The Faculty must approve the domain name and the hosting arrangements; whether hosted by a Faculty sub-domain or an appropriate sponsored domain.

5 Non-UWA Domain Names

5.1 Occasionally, a University organisational unit may require a domain name other than of the form 'xxx.uwa.edu.au'. In this case, written approval must be received from the University Website Office before IS can facilitate the request.

5.2 All University-owned non UWA domain names must use the UWA DNS and not an externally hosted DNS.

6 Externally Hosted UWA Domain Names

6.1 Any organisational unit who has received approval from the University Website Office for a top level domain name in the form of 'xxx.uwa.edu.au' but who wishes to use an IP address not administered by UWA must obtain the approval of IS.

7 Domain Name Servers

7.1 IS will operate the main DNS for the University.

7.2 Organisational units wishing to run their own name servers (so as to allocate domain names within their organisational unit's name space) must be registered with IS and must allow the central DNS to act as a 'secondary' server. They must nominate to IS and keep current the name of a responsible technical person.

Policy or Procedure?

Policies are statements of the principles1 which govern decision-making.

Procedures are the functional steps used to implement policies.

1 Principles in this context are to be understood as being both broad and detailed.

The policy statement makes clear the intent of the policy.  It must be written in clear, precise and direct language.  Short sentences are preferable.  Any specialist words or acronyms must be defined at the beginning of the statement.  (A guide to writing styles will be available soon.)

If the policy includes procedural elements you will need to identify these as Procedures by including this word above the relevant text.  The procedures style from the styles drop-down list must be applied to the whole of the procedures text, including the word Procedures.  Note: Administrative procedures can be approved by the relevant Director.

Related forms: (Link)

The University Website Office: Publishing information on the web at UWA.

Provide links to any forms associated with the policy (eg Approved Leave form) and/or to information on on-line submission.

Note: Forms are a means through which policy is processed, not made.  Forms must reflect policy and must not be used to create policy.

TRIM File No:

F42505

Contact position:

Information Services Policy Officer

State the name of the position that is to be contacted for any queries regarding the policy, eg University Secretary.  Note: As this will link through to the University’s Contact Directory, the position name must be given exactly as it appears in that directory.

Related Policies or legislation:

Provide details of, and, if appropriate, web links to, other policies, legislation or committee resolutions that relate to the subject of the policy, if known, eg Statute(s), University General Rule(s).  If unsure what these might be, try one or more of the following:

Conduct a search on TRIM.

Make an enquiry to Archives and Records.

Seek help from staff in the relevant section. 

If related policies are stored in University Policy format on the University Policies site, please provide the relevant policy number(s). 

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