- Data Retention Policy below) and that they should immediately make any personal backups of files as they wish to keep.
- Indicates "approve" or "deny" in a reply-to-all email.
- Include any changes in Rank (ex: Professor to Emeritus or Professor to Retired, etc.).
- The address supportcenter@ilstu.edu should be included in the reply.
- The subject of the email and the embedded 'CID' code must not change.
- CAS-IT support staff:
- CAS-IT local support person owns the Cherwell request until all work is completed and:
- In Cherwell:
- Change the Customer field to the person being offboarded.
- Open the Approvals page in the arrangement.
- Click 'New Approval.'
- Enter the USL in the 'Approval Name' field.
- Save the Request record (do not click the Approve button).
- Run the Cherwell One-Step called 'CAS-IT All Roles Off Boarding - Step 1.' This process:
- Properly categorizes the Record Type as Service Request, Service as Accounts and Security, Category as Onboarding/Offboarding, subcategory as Offboard an Employee.
- Emails the employee's name, effective offboarding date, and a link to the CAS-IT web page that describes the off-boarding procedure to the USL and asks them to approve or deny.
- Occasionally check the request record for an unread mail or approval status to change to "approved" then proceed if approved. If denied, close the request with this as a resolution.
- Run the Cherwell One-Step called 'CAS-IT All Roles Off Boarding - Step 2.' This process:
- Creates tasks for Server Admins, Training and Advanced Projects, and local support staff.
- Auto-populates the resolution field.
- Removes access to any department-specific resources as necessary.
- Disables automated folder sync redirections (ex: My Documents to Private Drive).
- Coordinates any computer hardware moves with the department's inventory steward.
- Coordinates any computer software changes with the department's fiscal agent.
- When all tasks are complete set the Cherwell record to 'fulfill pending confirmation.'
- A CAS-IT Server Team member will:
- Take ownership of the task.
- Remove the employee from:
- CAS related AD Groups, including the 'people' groups.
- CAS-faculty and CAS-staff listservs.
- Mark the task as completed.
The requester is informed that all work is complete by a CAS-IT support person setting the request as 'fulfilled pending confirmation.' |
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TabTitle | Data Retention Policy |
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| As approved by the CAS Technology Advisory Committee on 02/13/2015, data associated to a specific employee as the data owner will be deleted no sooner than 6 months after that person is no longer an active employee. For example, a faculty member that takes employment elsewhere is no longer an active employee. The 'Private Drive' and a faculty member's personal website are examples of data that belong to a specific employee. Retirees or emeriti faculty can be considered active if their ULID is still active and they still teach, conduct research, or otherwise provide service to CAS. Exceptions may be requested to the Director of CAS-IT before the deletion occurs as outlined. Data that does not have a specific owner but is shared between multiple people may be retained while it serves a purpose or as other factors dictate. The 'CAS Office Files Drive,' organization websites, or SharePoint collaboration sites are examples of data that shared between multiple employees. |
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TabTitle | Maintenance Windows |
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| CAS-IT strives to keep all of our services up-to-date and free of any disruptions or unscheduled downtime. To facilitate this, we implement a planned maintenance window in which we might take some to all of our services off-line to perform maintenance or upgrades. Most Maintenance Windows will begin on the 3rd Friday of each month at 7:00 p.m. (Friday) – and end at 7:00 a.m. (Saturday). Planned outages will be rescheduled when they fall on the first week, last week, finals week, or the time between finals week and the time grade submission are due during the Spring or Fall semester. An extended maintenance window will be scheduled each May beginning the day after grades are due at 8 a.m. through 5:00 p.m. the following day. An extended maintenance window will be scheduled each December beginning the day after grades are due at 8 a.m. through 5:00 p.m. two days later. Click here for the scheduled maintenance dates. The following services may not be available or may be degraded (slow) during this time: - CAS-IT server shares including CAS Private Drive (FKA R: Drive), CAS Office Files Drive (FKA S: Drive), CAS Project Drive for temporary projects, CAS Lab for research labs, etc.
- Printing to CAS network printers and print management with PaperCut
- License servers for MATLAB, Maple, Intergraph, GE Healthcare, FlexNet, Texas Instruments, Harris Geospatial, WinEdt, EViews, PTC Mathcad, Excelis, Bruker Top Spin, Cambridge Crystallographic Data Centre (CCDC)/ Cambridge Structural Database (CSD), and MaxQDA
- CAS-IT hosted websites, including department websites, CAS Syllabus Database, CAS Collaboration System, CAS Internship Posting system, Mind Project, WGLT Audio Clip Downloader, WZND, Water Research, etc.
- All other CAS-IT hosted servers or services, including CAS-IT remote application server, Inception, some functions of the CAS Chemical Inventory System, etc.
Please Note - Computers may restart as a result of installed updates. Logging in to Windows computers maintained by CAS-IT will take longer than usual. The following services are not impacted by CAS-IT maintenance: - Zoom, Canvas, Microsoft 365, Qualtrics, Remote.illinoisstate.edu, About.IllinoisState.edu, Adobe Creative Cloud, ArcGIS, Omni Update/OU Campus/Modern Campus CMS department websites, Proctor Track, or other University-wide services
- Faculty Success (Formerly Digital Measures) by Watermark, faculty may still enter teaching research and service work information, run reports, and submit workflow tasks: https://www.digitalmeasures.com/login/ilstu/faculty/.
- CAS Faculty/Staff Intranet: https://illinoisstateuniversity.sharepoint.com/sites/CAS_DEAN_HUB/
- CAS Budget System: https://illinoisstate.knack.com/cas-budget-system
- CAS Travel Funds System: https://illinoisstate.knack.com/cas-travel-fund
- CSD Noah and Cochlear systems
- Scientific Instrument Repair Request System: https://illinoisstate.knack.com/scientific-instrument-repair-requests
- School Psychology Annual Review System: https://illinoisstate.knack.com/psy-doctoral-evals
We recommend that all Faculty and Staff computers are logged off, yet remain powered on, when not in use to help facilitate system updates. A list of future CAS-IT scheduled maintenance windows is available at Scheduled Maintenance Dates. If you experience any trouble with these CAS-IT supported services after this maintenance window, please attempt to restart your computer and if the issue persists, report it on the Help.IllinoisState.edu website ( https://help.illinoisstate.edu/get-it-help) or by calling 438-HELP (4357). Workarounds - Move files from CAS-IT servers to OneDrive (https://help.illinoisstate.edu/technology/support-topics/file-storage/microsoft-onedrive) or Microsoft Teams (https://help.illinoisstate.edu/technology/support-topics/communication-and-collaboration-tools/microsoft-365/microsoft-teams) ahead of the maintenance window. Websites might show a temporary page announcing that the servers are under maintenance. |
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TabTitle | Service Interruption Notification Procedure |
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| Non-emergency, planned maintenance, planned degraded performance, or planned outages of any CAS-IT service will be posted on the Alerts website. CAS-IT highly recommends that all faculty and staff subscribe to Tech Alerts by clicking the 'Subscribe to Updates' link. Emergency maintenance, unplanned outages, and unplanned service degradations of CAS-IT services that affect multiple CAS departments will be posted to the Alerts website and emails will be sent to CAS Faculty and Staff list-servs. Planned or unplanned events of single department services will be coordinated with their service owners and notifications may vary. |
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TabTitle | Deprecated Services |
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| The following items are services that are no longer being offered but current users may be grandfathered use. CAS URG SystemIn 2018 the CAS-IT custom developed URG system was decommissioned. URG applications were moved to Watermark Faculty Success at that time. Select SurveyAs of 12/19/2017 the CAS-IT hosted version of Select Survey is no longer available. Qualtrics Survey Platform is available as of 05/17/2017 to all Illinois State faculty, staff, and students. Select Survey was outdated and no longer supported by the vendor. CAS Open Journal Systems (OJS)As of 07/19/2016, OJS is no longer available. OJS was a journal hosting system used primarily by the SPORA journal, the Center for Mathematics, Science, and Technology, and by the English Department's Publications Unit. The system was outdated and no longer secure. Both SPORA and CeMaST began using BePress from Milner Library as an alternative. CAS Hand-in & Instructor FoldersDeprecated as of 11/05/2015. COINSCOINS (CAS Intranet) was a system that allows faculty and staff of CAS to keep an updated profile, store syllabi digitally, and securely distribute grades to students. Deprecated as of 01/05/2015. WordPress Blog HostingDeprecated as of 07/01/2014. CAS Secure FoldersDeprecated as of 03/01/2014. Faculty HTML (non-cms) Website DevelopmentService replaced by About.IllinoisState.edu content management system (CMS). Deprecated as of 07/01/2014. CAS Files Private and Shared Drives Web ViewDeprecated as of 06/23/15 due to a purchased product failure. This product was no longer supported, and a replacement was not available. The interface for this system was at this address. |
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