Policies

Use and Management of Information Technology Resources

All users (students, faculty, staff or any authorized guest user) of the University are to abide by UH Executive Policy 2.210, which covers the use and management of information technology resources.  The policy highlights:

• Privileges and Responsibilities
• Principles of Responsible Use, with Examples
• Confidentiality and Security of Electronic Information
• Privacy of Student Information
• and more

UH Executive Policy 2.210 Full Details

With the growth of the college and the increased demand for assistance with technology, UH West Oʻahu IT installed a service ticket system to allow our campus community to request assistance even when the IT Service Center is closed. The IT Help Desk System allows you to track the progress of your ticket.

This system provides three different ways to file a ticket:

1. Submit a ticket through the UHWO IT Request for Help form
2. Email uhwohelp@hawaii.edu 
3. Call the IT Service Desk at (808) 689-2411.

Submit Help Request

UH West Oʻahu IT is required to review and approve all requests to purchase technology (i.e. hardware, software, peripherals and systems specifically used for UHWO operations, programs and other related services). This approval is to ensure that the technology purchased will be compatible, compliant and secure to use. This policy also includes UHWO grant funded projects.

UH West Oʻahu IT encourages you to contact us at the start of your projects so that the team can provide helpful advice and recommendations to avoid unnecessary delays.

More Details

Pueo ID (aka Active Directory account) are used by all UH West Oʻahu employees to access their computers and shared resources such as network drives. Since the Pueo ID requires supervisor approvals for access to secured information, UH West Oʻahu IT requires all new and modifications to Pueo IDs to be submitted via the IT Access Form.

Note: Although the Pueo ID may look similar to your Google@UH ID they are different. The Pueo ID is not used for email and should have a different password than the one used for your UH Username.

More Details

UH West Oʻahu IT requires all projects that involve Institutional Data and third-party vendors to comply with UHʻs Institutional Data Governance Process.  We, as an institution, are required to submit a Data Sharing Request (DSR) to the Data Governance team for review if…

• You are asking for individual record level data (disaggregated data)
• You are asking for non-public data (list of data classified ‘public’)
• Your request involves the services of a third party
• Your request involves the establishment of a data feed or a data query

Users are expected to open a ticket in our IT Help Desk if their project meets any of the criteria above.  UH West Oʻahu IT will work with the requestor to complete and submit the DSR.  Please note: the review process from the Data Governance team can take up to three weeks (or more).  Please plan accordingly to avoid any delays.

While most content (information, videos, music) posted on the Internet are free for you to use, there are still copyrighted content on the Internet. The copyrighted content are restricted files, such as videos, news articles, or music, that are owned by the artist or company who created the content and are not free for you to use unless you have written authorization to use the content. The downloading and/or sharing of copyrighted content is a violation of the Digital Millennium Copyright Act (DMCA).

UHWO network is free to everyone in the UH Community to use for their academic pursuits but users must follow the acceptable use policy found in University of Hawaiʻi EP 2.210. If there is a violation (sample), UH West Oʻahu IT will be notified by the DMCA or other parties through a violation notice. Once UHWO IT has received the notice, they will launch an investigation into the violation and notify the user of the infraction. The user’s UH Username will be blocked from the use of the UH West Oʻahu and UH networks.

The user is required to meet with the IT Director to discuss the violation notice. If this is the user’s first offense, he/she will be informed that:

• an unauthorized download and sharing of copyrighted content was detected and that it is against UH policy
• all unauthorized content must be removed immediately by UHWO IT
• any subsequent violations of EP 2.210 and/or federal copyright laws will result in the referral of the user to the appropriate University of Hawaiʻi authority for further action

At this meeting, UHWO IT Director will discuss the violation and UH policies. The user will be required to read the UH EP 2.210 and sign the University’s Copyright Notification Letter. The user will also be cautioned about the consequences of a second infraction.

Upon a second notice of copyright infringement, the incident will be referred to the Vice Chancellor of Student Affairs for disciplinary action if the user is a student. If the user is a faculty or staff, the incident will be referred to the appropriate Chancellor or Vice Chancellor of their division.

For questions, please contact IT Director, Therese Nakadomari via phone at 808-689-2414 or email.

Email IT Director

Per University of Hawaiʻi Executive Policy EP 2.210,

“The University is committed to ensuring equal opportunity for Individuals with Disabilities in accordance with the Americans with Disabilities Act of 1990 (“ADA”), as amended by the ADA Amendments Act of 2008, and Section 504 of the Rehabilitation Act of 1973, which prohibits discrimination on the basis of disability in employment or in the provision of educational services as well as the Higher Education Opportunity Act.
…
All web content should be in compliance with Section 508 Standards and should also meet the Web Content Accessibility Guidelines (WCAG) 2.0 Level AA.”

In accordance with EP 2.210 and UH guidelines for Accessible Technology and Digital Media, UH West Oʻahu IT reserves the right to not publish and/or unpublish web content that fails to meet the Section 508 standards and WCAG 2.0 Level AA guidelines as stated above. For content that does not meet the accessibility standards, UH West Oahu IT will assist the content managers in learning how to remediate their content and the content managers will need to remediate the rest of their content. If all possible attempts to remediate the web content are exhausted by the content manager and UH West O’ahu IT, the content manager may file for an exemption. All exemption requests will be reviewed by the Director of Information Technology and Vice Chancellor of Administration before approval is granted.

Request Accessibility Exemption

UH West Oʻahu IT partners with our Communications Department to help support the main UH West Oʻahu website and any affiliated microsites.  All requests involving content on the main website and new microsite requests for departments/groups should be submitted to the UH West Oʻahu Communications Department. Upon approval, the UH West Oʻahu Communications Department will contact IT to set up and configure the necessary web resources.

Communication Request Form
Web Admin Policy & Procedures
Web Graphic Standards

UH West Oʻahu IT will digitize and stream videos on Laulima for instructional use under the following guidelines:

• Either belongs to the UH West Oʻahu library or yourself
• Are directly related and of material assistance to your teaching content
• Are only shared with students in your class
• Are used in lieu of in-person learning
• Are meant to replace a lecture (i.e. distance learning), not for student work outside of class (no extra credit)
• Are required to be seen by all enrolled students in the class, not assigned as extra-credit or optional task

Digitization requests must be accompanied by a completed UH West O’ahu TEACH Act Checklist per video request in our best efforts to be within compliance with copyright.

Teach Act Checklist
Request Digitization

Generative artificial intelligence (AI) made a splash when OpenAI released ChatGPT, an AI chatbot, to the public in November 2022.  It brought significant benefits, such as generating content and assisting in various creative tasks.  However, there are risks and concerns when using this type of technology such as data privacy and AI hallucinations that you should be aware of when using generative AI.  To learn more about generative AI and best practices, please visit the UH Online page below.

UH Online Generative AI