Why Follow Computer Lab Policies and Procedures?

Purpose

This WIKI explains some of the reasons why it is important to follow Computer Lab policies and procedures, and how to help to promote adhering to those policies and procedures...

Why is it Important to Follow Policies and Procedures?

YouTube Video

If you want to see the visual steps for "Why Follow Lab Policies and Procedures?",
here is a link to a customized YouTube video: http://www.youtube.com/watch?v=gtwZ7BAYWGM

Written Instructions

Below are the written reasons and methods to promote adherance to policies and procedures:

Why are Lab Policies and Procedures Important?

"There is More to it Than Meets the Eye"

When supporting computer systems the overseer(whether for business or volunteering purposes) becomes responsible for its protection and the efficient operation. In this case, the volunteer becomes the "caretaker" of this system, and deals with a lot of issues that are usually "hidden" or "ignored" by the users of the system. This is not to point the blame on the user, but to emphasize the human nature of "out of sight, out of mind".

IT volunteers deal with many "behind the scenes" issues such as computer server backup, running benchmarks, Internet Security, application installation, and user documentation. Therefore, when users or instructors do not properly remove completed files from the computer system, it becomes yet another task that the computer administrator has to "deal with". In fact, the problem becomes compounded when the administrator is not certain whether or not the files are permitted to be removed, and may have to track-down the instructor to get permission to remove the file.

"The Glue That Holds Things Together

Therefore the need for operational mechanisms such as policies and procedures. In a sense, these guidelines become the "glue" that helps to maintain the smooth operation of the computer lab.

The following table displays a comprehensive "system" incorporating a series of computer lab automation and configuration combined with education and reinforcement (combined with policies and procedures) to help "distribute the load" among computer lab administration and computer instructors/end-users:

Strategy

Description

Acceptable Use Policy

A set of general rules for the user to accept in order to use the computer account. Not only should these set of rules be available as a link in the computer resource web-site, but a dialog box should appear with a list of those rules that the user must acknowlege in order to proceed using the computer lab. When implemented, a dialog box will appear on all computer user accounts (upon login) for the user to acknowledge those policy. If the user does not acknowledge adherance to these policies either within 20 seconds, or clicks "NO", or closes the Acceptable Use Policy dialog box, the computer system will automatically log-out the user. Although there is no way of being 100% certain that the user is "truthful" regarding the acknowledgement of the policy, this system does advertise the fact that this computer lab has a "code of conduct" and violation can result in the "loss of privilege" to that account. The program can also be modified or customized for each account (eg. wording of policies for youth as opposed to audults).