Associate Provost
Information Technology

UF-IT Policies

Using Computer Resources

AP-IT follows all UF IT policies, as specified by UF's Office of Information Technology. In short:

• Only authorized users may access UF systems.
• GatorLink password information should not be given to other individuals (even AP-IT staff). Per UF's Policy for use of GatorLink Services, users are responsible for all activities associated with their GatorLink username.
• The University reserves the right to monitor use as necessary to ensure its stability and security.
• Users must adhere to all of the University's Information Technology Policies & Standards and in particular the policy on Acceptable Use of Computing Resources.

Access by unauthorized users is prohibited.

PeopleSoft/MyUFL Systems

PeopleSoft is the application behind the MyUFL portal (http://my.ufl.edu). Most of UF's centralized business services are accessible from this portal, which is supported by UF Bridges. Access requests to specific PeopleSoft systems must be emailed by the department director or supervisor of the employee in question to your unit's Department Security Administrator.

AP-IT has no authority or special access to PeopleSoft applications. For help or problems with the MyUFL portal or PeopleSoft systems, contact the UF HelpDesk:

• Walk-in: HUB 132
• Phone: (352) 392-HELP (4357)
• Email: helpdesk@ufl.edu
• Website: helpdesk.ufl.edu

AP-IT Help Requests

All AP-IT related help request should be submited via IT-Help Request.

This assures that:

•  Someone receives the request, without the user having to figure out who is on call, or which location a particular AP-IT staff member is working at on a particular day,
• The name, contact informaiton and location of the person submitting the request will be available to AP-IT,
• AP-IT can centrally collect all requests to help identify problems that several people are having, and
• AP-IT has a record of the request.

New Hires

A New Employee Request Form must be submitted so the proper accounts and access may be granted to the employee.

Part-time employees may be granted access to UF resources without the creation of an Exchange email account (and thus avoiding the $23 per year email fee). Units may want to consider which employees need formal Exchange email accounts versus which should use their free UF GatorLink mail account.

Employees ending their employment with UF

An Exiting Employee Request must be submitted so that the employee's files and emails are appropriately retained and/or transferred. This is in addition to the UF HR required Employee Exit Checklist or other HR Policies.

Per UF Records Retention rules, the supervising unit will be offered rights to review the contents of email accounts and home drives of departing employees to determine whether the data should be retained or not. If the data should be retained for longer than three years, ITSS will transfer the home drive or email data to the unit responsible for the data. If AP-ITSS does not hear back from the supervising unit, by default the email and files will be retained for three years.

Persons switching employment within UF still are responsible for following all UF retention rules, though the original unit may retain copies of the outgoing employee’s email and home drives for business, record retention or other official UF purposes.

More AP-IT Policies

AP-IT policies are written as needed in conjunction with the changing needs of UF, increasing capabilities of technology, security demands, industry best practices, mandates from UF's Office of Information Technology or Privacy Office, etc. Please see the links on the upper left portion of this page for addtional AP-IT policies.