Office of Technology Services

Practices and Procedures

Last Updated: November 3, 2021

The Office of Technology Services (OTS) within the College of Health Professions (CHP) exists to support technology needs for the CHP. OTS works in direct partnership with Wichita State University (WSU) Information Technology Services (ITS).

The fundamental desire of the OTS is to be as proactive, supportive, and responsive as possible. Technology is a huge portion of our daily jobs and a critical component of our educational mission. The OTS will make every effort to meet the needs of our clients in the CHP within the confines of finite budgets, support staff, and best practices.

 

Administrative Access

A local administrator is a user account which can make changes on a computer that will affect other users of the computer. Administrators can change security settings, install software and hardware, access all files on the computer, and make changes to other local user accounts.

When a local administrative account becomes infected, the entire system is compromised. Over 90 percent of Windows vulnerabilities are due to local admin rights. Local admin rights allow malicious code to be run on local machines with full privileges without user notifications exposing the organization to a broader attack. Malware generally requires elevated privileges to gain a foothold on machines.

As such, CHP faculty and staff computers are setup without administrative access. In unique circumstances, administrator access will be approved, and a separate sub-domain user account will be created and assigned to the permitted machine. Users must provide: 1) acceptable reasoning, 2) approval from the associate dean of operations, in coordination with OTS, and 3) approval from WSU Information Security.

NOTE: If a computer with administrative access becomes infected, the machine will be reformatted, wiping all local files. If compromised, local administrative access will be removed and prohibited for future use by the faculty or staff member.

 

Virtual Private Network (VPN)

VPN allows users to connect to WSU computing resources over a secure and encrypted connection. Benefits of using WSU’s VPN include access to resources that are otherwise only available from on-campus workstations. This includes network share drives, Remote Desktop Protocol to assigned on-campus workstations (if applicable), and a secure connection between remote locations (home, hotel, etc.). Please note, VPN is only supported on university-managed workstations.

 

Network Share Drive Access

Network share drive access allows access to personal (P: Drive) or any other permitted network share drives, from any WSU computer. Share drive access is only permitted on WSU-managed computers.

WSU’s best practice is for all users to utilize their network share drives to appropriately save and access files. This practices ensures that files are backed up daily, available when accessing from a WSU laptop at home, traveling, or using multiple computers daily.

Share drive data is redundantly backed up daily by the University and not stored on the local computer. Any data stored outside of network share drives risks being lost due to drive failure. With any network share drive, data can be restored to any University computer.

Wichita State University only allows the use of share drive access for WSU-managed computers and requires that each computer have up-to-date Sophos endpoint protection and a current version of the VPN installed on the computer. The University will not assist with setting up share drive access for personal computers.

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Remote Desktop Protocol

Remote Desktop Protocol (RDP) is a Microsoft technology that allows a local computer to connect to and control a remote PC over a network. Wichita State University only allows the use of RDP from University-managed computers and cannot setup RDP from personal computers. RDP is best utilized when licensing or access to software is only available for a specific computer. Use of the VPN to connect remotely is mandatory across the University for access and security purposes.

 

Software Installation

WSU has a wide variety of standard, pre-approved software available. All specified software has been pre-approved for purchase and support. Any software not pre-approved must follow the ITS/OTS approval process before being purchased, installed, or supported. A full list of pre-approved software is available through the link below:

WSU End-User Software Catalog

 

Personal Devices

Personal devices are a convenient way to complete work-related activities such as checking email, working in Blackboard, and more. Non-University devices are not supported by ITS/OTS, and support cannot be provided.

Depending on the request, the WSU Help Desk may be able to assist with using personal devices to access common WSU related services (such as WSU email, Wi-Fi, printers, etc.). They will not assist with mapping network share drives on a non-WSU personal device or Remote Desktop Protocol.

For assistance with personal devices, contact the WSU Help Desk at 316-978-HELP or online at www.wichita.edu/helpdesk.

 

Purchasing General Office Computers

General Need

  1. The Office of Technology Services will provide a desktop computer, one 16:9 monitor, a webcam/microphone device, and an audio playback device as a standard setup for all CHP full-time employees. Any additional costs and equipment will be incurred by the department.

    NOTE: OTS’ standard desktop deployment includes an approved/supported Microsoft Windows operating system and compatible hardware only. WSU ITS/OTS provisions approved/supported versions of MacOS and related software issues. ITS discourages the purchasing of Apple products due to the legal restrictions placed on hardware repairability outside of Apple Repair Centers. All necessary repairs are sent to an Apple Repair Centers and are the fiscal responsibility of the device’s department (e.g., shipping, repair, etc.).

  2. The Office of Technology Services will provide a desktop computer, one monitor, and an audio playback device (as required for job duties) as a standard setup for part-time employees, student assistants, and GTA’s. The setup will be provided as one workstation in each department, for use by all part-time employees, student assistants, and GTA’s. Any additional cost and equipment must be incurred by the department.

    NOTE:     Deployment of computers and equipment is dependent on OTS inventory availability.
  3. The Office of Technology Services does not provide any equipment for lecturer or adjunct faculty.
  4. The Office of Technology Services does not provide any desktop computers or equipment for students, departmental student labs, or departmental work/study areas. Any additional cost and equipment will be incurred by the department.

Secondary Need

  1. Individuals who wish to add a second monitor, printer, or something other than the standard setup, will need to request the purchase through their respective department.

 

Printers

Every department within CHP is equipped with a Xerox printer/copier for all faculty/staff use. Depending on departmental needs, black and white or color printers were contracted through ImageQuest. User account tracking and restrictions can be placed on each printer according to departmental requirements.

CHP does not provide individual printers for faculty/staff general use. Departments are responsible for toner purchases, which can be ordered through Supply Services.

The Instructional Services Lab (ISL) in Ahlberg Hall 100, is equipped with a PaperCut printer for student printing. Additional PaperCut printers are available at the WSU Library.

 

Computer Re-Image/Replacement Cycle

To ensure that we each have a properly functioning, up-to-date, and reliable computer, the following best practices will apply to all users:

OTS will evaluate desktop computers approximately every 6 years and determine the need for either re-image or replacement. OTS also recommends departments replace their laptop computers approximately every 6 years, this cost will be incurred by the department. Any computer replacements are dependent on the on-going availability of funds. Re-image and replacement are typically completed in batches by department, so that all desktops are identical.

Re-imaging of a computer involves a re-format of the drive and reinstallation of all software. This can increase the longevity of the computer and will often resolve common problems such as sluggish computers, freeze-ups, etc. As such, it will be the practice of OTS to re-image all desktop and laptops on an as-needed basis.

 

New Hires

Human Resources (HR) creates “Employee Account Provisioning” tickets within TeamDynamix for all new faculty/staff hires at WSU. However, occasionally these tickets do not come through to CHP OTS before new faculty/staff have already started. All departments should make CHP OTS aware of faculty/staff that will be starting in the college at least two weeks prior to their start date.

 

Data Retention

All computer hard drives will be securely retained one month after removal, unless specified otherwise. After this timeframe, the drive will either be securely erased and/or shredded, depending on the type and condition of the drive.

 

Computer Removal

All computers belong to WSU/CHP Dean’s Office. At no time should any computer or equipment be removed from WSU premises, without OTS approval. Additionally, all computers are managed by OTS and outdated computers will be removed upon replacement. Computers are assigned per individual and may not be reassigned by anyone outside of OTS.

 

Office and Equipment Moves

WSU ITS utilizes a computer naming convention and asset tracking based off the building code, room number, and office extension. For asset compliance to remain accurate, OTS must be notified of any office moves or changes involving computer equipment.

 

Support Requests

All CHP desktop support requests should be placed through the University’s TeamDynamix ticketing system at:

Desktop Support Tickets   

NOTE: Email, phone, and voicemail requests do not follow University best practices and users will be directed to place a support request.

Or contact the WSU Helpdesk (part of Information Technology Services) at: