ECM Governance Policies
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1 ECM Governance Policies Domain Name Policy Document summary Effective date 13 June 2012 Last updated 27 May 2011 Policy owner Information and Communication Technology Services (ICTS) Approved by Council Reviewed by Council Enquiries ICTS: Core Business Services Table of Contents Purpose... 2 Definitions... 2 Applicable to... 2 Exclusions... 3 Policy summary... 3 Policy details... 3 Policy violations... 5 Roles and responsibilities... 5 Related links... 6 Approval and version history /07/2012 DomainNamePolicy.docx 1
2 Purpose Definitions The official University of Cape Town domain names include UCT trademarks. All official UCT websites must use a UCT domain name. The use of a UCT domain name or of a UCT trademark in a domain name by any entity not officially entitled to do so or without approval is prohibited. Term UCT Official domain name Official website Extranet website Intranet website Staff website Protocol Subfolder CMD ICTS PASS Definition University of Cape Town uct.ac.za or a uct.ac.za subdomain (e.g. law.uct.ac.za) A website owned and operated by an organisational entity of UCT, including but not limited to a faculty, department, school, centre, division, group, unit, office, or service A restricted access site or portal that is accessible by both internal and a specific, individually identified group of external users. Website with access restricted only to users within UCT or a particular organisational unit Site belonging to an active UCT staff member, with content related to the staff member s position, work or research at UCT Format for transmitting data between two devices; most commonly used: FTP, HTTP and HTTPS A folder appended to a domain or subdomain name (e.g. law.uct.ac.za/courses/) Communication and Marketing Department Information and Communication Technology Services Professional, Administrative and Support Staff Applicable to Official UCT websites, including: o Corporate website ( o Faculty sites o Academic department, school, centre, research group, division & unit websites o PASS websites o UCT conference websites o Project websites o Programme or course websites 16/07/2012 DomainNamePolicy.docx 2
3 Portals Exclusions Vula (the platform) Extranet websites Application websites UCT web applications hosted outside UCT Intranet websites Staff websites Student websites: Vula sites o Residence websites o Registered student society websites o Sports club websites Websites with domain names associated with the Commercialisation of Intellectual Property emanating from UCT Policy summary 1. All UCT web domain names must either be a subdomain of the uct.ac.za domain or a subfolder off a website with a uct.ac.za domain or subdomain. 2. Websites hosted outside the University are not entitled to a uct.ac.za domain name. 3. Owners of websites with domain names registered before this policy came into effect are expected to bring their domain names in line with the policy. 4. No one may use a UCT domain name, or trademark of the University in a domain name, without due authorisation. 5. The Domain Name Policy applies regardless of protocol. 6. Exceptions to the Domain Name Policy will only be allowed on official approval. Policy details 1. All UCT web domain names must either be a subdomain of the uct.ac.za domain or a subfolder off a website with a uct.ac.za domain or subdomain No official UCT websites may obtain or operate under a non-uct domain name without due authorisation from the Registrar s Office Domain names including org.za, org, and co.za are not regarded as official UCT domain names Domain names must have the following format it is assumed that all UCT domain names will also be registered with a www prefix: uctentityname.uct.ac.za and (both will be registered for each site that qualifies for them) 1.3. Staff sites may not have subdomain names; instead they will be assigned the following: staffmembername.staff.uct.ac.za staff.uct.ac.za itself must load an index file listing all staff sites. 16/07/2012 DomainNamePolicy.docx 3
4 1.4. Residence, registered student society and sports club websites must have domain names in the following format: residencename.res.uct.ac.za societyname.soc.uct.ac.za sportclubname.sports.uct.ac.za The roots of res.uct.ac.za, soc.uct.ac.za and sports.uct.ac.za must load index files listing all residence, societies and sports club sites respectively Residences, student societies and sports clubs may not have alternate non-uct domain names registered for their websites All domain name requests must be made to ICTS. 2. Websites hosted outside the University are not entitled to a uct.ac.za domain name No redirects of uct.ac.za domain names will be made to sites hosted on the internet or under other domains, unless there is a valid and approved reason why such websites or applications cannot be hosted at UCT In such an instance the head of the department, office or service to whom the website belongs should request written approval from the Registrar to host the site externally It is recognised that a number of official UCT websites are hosted externally because at the time of their creation no reliable internal hosting option existed. It is expected that such sites will be moved to internal hosting when hosting contracts expire, unless the University is not in a position to offer a solution for a specialised website or web application Sites hosted externally are still subject to the UCT Domain Name and Web Policies For more information on web hosting policy consult the Web Hosting Policy. 3. The owners of websites with domain names registered before this policy went into effect are expected to bring their domain names in line with the policy In the case of non-compliant uct.ac.za domain names the old domain names will be redirected to the new one for a period of six months It is up to the owner of the website to publicise the new domain name, and to request updates of links to their site on other UCT websites In the case of non-uct.ac.za domain names, redirects to the new UCT domain name will be maintained for a period of a year from the implementation of this policy. 4. No one may use a UCT domain name, or a trademark of the University in a domain name, without due authorisation Should any domain name be found to be in violation of this policy the University may take the necessary legal steps to have the domain name removed from the web Domain names prohibited to anyone not officially associated or affiliated with UCT include any combination of the following: uct 16/07/2012 DomainNamePolicy.docx 4
5 universityofcapetown ikeys (owned by the UCT Rugby Club) 4.3. This point applies to domain names of any level or configuration The University will take whatever legal steps are required to prevent anyone from squatting on a UCT domain name. 5. The Domain Name Policy applies regardless of protocol This policy also applies to HTTPS, FTP, and other protocols This does not imply any commitment to provide the technology for these or other protocols. 6. Exceptions to the Domain Name Policy will only be allowed on official approval. Policy violations 6.1. ICTS may refer requests for exceptions to the Registrar after consultation with CMD. Failure to adhere to the policy will be deemed non-compliance. UCT websites that are in violation of this policy must comply within a given time as specified above. Failure to do so may result in the removal of the affected site(s) from the Internet (in the case of UCT-hosted sites) or withdrawal of the sanction to host UCT content online (in the case of sites hosted elsewhere) until compliance is secured. The University may take legal action to protect its trademarks and to reserve UCT domain names for UCT use. Roles and responsibilities Roles Department/designation Registrar Communication and Marketing Department (CMD) Information, Communication and Technology Services (ICTS) Role Custodian of official UCT domain names and trademarks Oversight over UCT domain names Domain name registration and maintenance Responsibilities Department/designation Registrar s Office Communication and Marketing Department (CMD) Information, Communication and Technology Services (ICTS) Responsibilities Settling domain name disputes Taking any legal action required to ensure adherence to UCT s Intellectual Property Policy as regards UCT domain names Monitoring and ensuring adherence to the UCT Domain Name and Corporate Branding Policies (with ICTS) Approval and implementation of domain name requests in line with the relevant policies Domain name registration Domain name maintenance 16/07/2012 DomainNamePolicy.docx 5
6 Related links UCT Web Content Management Policy UCT Web Hosting Policy 16/07/2012 DomainNamePolicy.docx 6
7 Review period: Every five years Approval and version history Version e.g. V1.1 Change type e.g. Major/ Minor Amendments Approved by Signed Date e.g. Changed point to reflect sign off by the Registrar instead of the Chief Information Officer e.g. Senate and Council e.g. Policy owner e.g. 2011/09/10 16/07/2012 DomainNamePolicy.docx 7
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Web Hosting Domain Registration Reseller Hosting Windows Hosting Linux Hosting Jsp Hosting Bulk SMS Service Terms and Conditions: 1. The use of Websites Designed / Developed / Hosted / Maintained / Promoted