IT Policies

CHHS Acceptable Technology Use Policy

Computing and data communications at Colorado State University are valuable and limited resources that serve a large number and variety of users. All users have the responsibility to make use of these resources in an efficient, ethical, and legal manner. For detailed information, download the CHHS Acceptable Technology Use Policy.

CHHS Application Development Policy - June 2017

Faculty and staff in the College of Health and Human Sciences (CHHS) that are in need of custom web or mobile applications have the option of contracting services from the CHHS IT group on a cost recovery basis or seeking services from an external consultant. Typically, the most cost-effective option is working with the CHHS IT group, though that may not always be the case. In instances where faculty or staff would like to seek assistance from an external consultant, it is the policy of the College to require that the CHHS IT group be consulted before releasing an RFP or signing an agreement. This is done to ensure that whatever is developed will be supportable into the future.

In addition, faculty or staff considering a potential web or mobile application are encouraged to contact the CHHS IT group as early as possible in order to ensure that required timelines can be met.

CHHS Backup Retention Policy

The CHHS IT group performs frequent backups of all of its mission-critical servers. Due to cost, privacy, and security concerns, backup data cannot be stored indefinitely. Therefore, the CHHS IT group keeps backup copies of data stored on its file servers for the following time periods:

  • File servers (including data stored on m:, p:, s:, r:, and x: drives):
    • Hourly backups are retained for approximately 1 day
    • Daily backups are retained for approximately 2 weeks
    • Full backups are made to a secondary site each night, which are retained for 6 months
    • All data is mirrored to a tertiary site for disaster recovery purposes
  • Database servers: Daily backups are retained for 6 months
  • Web servers (including data stored on w: drives): Daily backups are retained for 6 months

All CHHS data and servers are housed in physically secure locations.

CHHS eCommerce Policy

The CHHS IT group supports development and maintenance of ecommerce applications for viable business entities in the college.

Business Requirements (Business and Financial Services -Reqs)

Development/Maintenance Costs (College of Health and Human Sciences - Reqs)

  • One-time fee to develop the eCommerce application, set at the CHHS IT group's approved hourly rate multiplied by the amount of time required to develop the application
  • 6% of annual revenue paid to CHHS to cover credit card settlement fees and ongoing maintenance

CHHS Information Security Policy

Colorado State University and the College of Health and Human Sciences collect information of a sensitive nature to facilitate and enable its business/academic functions. Unauthorized access to such information may have many severe negative consequences, including adversely affecting the reputation of the University and the College. For the complete CHHS Information Security Policy, click here.

CHHS Student Laptop Checkout Policy

The College of Health and Human Sciences (CHHS) invests a portion of its annual student technology fee budget to offer a laptop checkout program to students who are officially recognized as majors, secondary majors, or minors in the college. Eligible students providing a valid CSU student ID can check out laptops from select CHHS computer labs. For the complete CHHS Student Laptop Checkout Policy, click here).

CHHS Student Share (S: Drive) Policy

All students, faculty, and staff in the College of Health and Human Sciences are provided with access to a common shared file space known as the Student Share, or S: Drive. This drive is intended to be used for sharing files between faculty, staff, and students and is accessible from any CHHS computer as well as remotely via the College's Citrix system (available at Because this information is accessed by a large number of individuals, the structure and security of the data are carefully managed. For detailed information on the management of the S: Drive, download the CHHS S: Drive Policy.

CFT Acceptable and Preferred Purchase Guidelines

The College of Health and Human Sciences (CHHS) provides a wide variety of technology services to its faculty, staff, and students. Specifically, CHHS students are provided with access to a number of the college’s technology services, including, but not limited to, the college’s six computer labs, printing, unlimited personal file storage space on the college’s central file system, access to the college’s remote application environment (Citrix), access to checkout laptops stored in the CHHS computer labs, and, by request, a personal website on the college’s web servers.

Each college in the university assesses a technology fee (referred to as Charges for Technology, or CFT at Colorado State University) to its students. As of July 2013, the CHHS CFT fee is $71 per semester, which is used to fund these services.

The college relies on the University CFT Manual (available at to make determinations about the appropriateness of CFT expenditures. The CHHS Dean’s Leadership Council acts as the CHHS CFT committee and therefore provides general oversight to the CHHS IT group regarding CFT activities.

When making a determination about the appropriateness of a potential expense from the CHHS CFT fund, the following considerations are made:

  • Does the proposed expense fall under the “Allowable Uses of Funds” heading in the CSU CFT manual?
  • Will the proposed equipment be accessible to a large number of CHHS students most of the time?
  • Does the proposed expense generally improve the academic experience for our students?
  • Can the proposed expense be afforded given the current committed budget of the CHHS CFT fund?

The CHHS IT director is responsible for the day-to-day management of the CHHS CFT fund as well as reporting data related to the CHHS CFT budget back to the CHHS Dean’s Leadership Council at least twice per semester.

Guidelines for the Replacement of Computer Equipment

The College of Health and Human Sciences Information Technology group coordinates the identification, evaluation, and replacement of computers and computer-related equipment for faculty, staff, and students. Working collaboratively with each of the eight academic units as well as the CHHS Dean’s Leadership Council, the College IT group identifies equipment that is no longer under manufacturer's warranty and/or is no longer compatible with the current software requirements of the College. The generally accepted lifespan of a computer, based upon industry standards and warranty limitations, is four years. Using this guideline, approximately one-quarter of computers are identified as candidates for replacement each year. This is a guideline and is not always achievable due to limited resources of the academic units, the College, or CHHS Charges for Technology. This approach to the replacement of computers and computer-related equipment seeks to reduce overall operating costs, improve stability and security, and provide access to the best possible Information and Instructional Technology resources.

As of fall 2012, the college receives funding from the Office of the Provost to subsidize computer replacements for CHHS regular, tenure-track faculty. The CHHS Dean’s Office matches this subsidy at least 1 to 1, and the CHHS IT group works with the CHHS Cabinet to expend these funds on computers for 25% of our regular, tenure-track faculty each fall, resulting in each of these faculty members receiving a new computer for office (not research) use every four years.

IT-Related Purchasing in the College

The College of Health and Human Sciences Information Technology group manages the acquisition of all IT-related equipment (including, but not limited to, desktop computers, notebook computers, printers, tablet or slate computers, and removable storage devices). Each departmental Financial Officer should work with the CHHS IT group when ordering new IT-related equipment to ensure the security and compatibility of the new equipment as well as the data it will house and/or access.

Any computer equipment that will ultimately reside within and/or is owned by Colorado State University is subject to a host of policies related to information technology and security, regardless of the funding source.  These policies are meant to protect the integrity of the information CSU's employees collect, manage, and access.  As such, when individuals make purchases of this type of equipment without at least consultation from the CHHS IT group, they put themselves and their colleagues at risk for having information compromised.  For more information, see the University Information Technology Security Policy (available here).

Currently, in order to provide the best possible experience to all of our faculty, staff, and students, and to ensure the lowest possible total cost of ownership for the department, the college, and the university, as well as to adhere to CSU's purchasing agreements, the CHHS IT group relies primarily on HP for the majority of its IT-related purchasing. As always, the CHHS IT group will remain solution-oriented and will work with individuals when a specific business need is identified that requires technology outside of our current standard.

Microsoft Campus Agreement/Home Use Policy

The College of Health and Human Sciences currently subscribes to the Microsoft Campus Agreement licensing program. This program provides faculty and staff with the option to use MS software on their home computers if the use of that software is for work-related activities. Microsoft has very specific rules regarding Home Use rights. For more information, or to obtain a copy of Microsoft Office for your personally owned Windows PC or Mac, please call the CHHS Helpdesk at (970) 491-3458.

Server Downtime Policy

CHHS servers require ongoing, routine maintenance to insure secure, reliable performance. CHHS IT staff will perform this maintenance between the hours of 11 pm to 6 am unless the update is considered critical. If you ever have difficulty accessing services, or have any questions, please contact the CHHS Helpdesk at (970) 491-3458.

User Account Management Policy

As of spring 2012, the college no longer creates user accounts for faculty, staff, and students. Rather, the college relies on eIDs (user accounts managed by CSU’s central IT group) for authentication into our systems. Access into CHHS systems is determined by CSU HR and/or Student Information System data. Access to CHHS resources will be granted within two business days of final HR approval or student enrollment within the college, and removal of said access will take place approximately 30 days after the termination of an employment assignment, or approximately 6 months after a student’s enrollment status changes (whether that means no longer taking a class in the college, changing major to a discipline outside of the college, or graduating). Email notifications will be sent to all faculty, staff and students as their affiliation with the college changes. Please contact the CHHS Helpdesk at (970) 491-3458 with any questions.

University Information Technology Security Policy

The University, under the leadership of the Vice President for Information Technology, has worked collaboratively to develop a comprehensive IT Security Policy. The policy was developed via the ITEC Advisory Committee and then approved by ITEC. The policy seeks to improve the overall security of IT at Colorado State University by promoting responsible security practices, reducing security risks, and establishing protocols to respond to security incidents. Access the University IT Security Policy here.