MICROSOFT OFFICE SHAREPOINT SERVER POLICY AND PROCEDURES D 122

Issued By:

Division of Information Technology

Scope

Stony Brook University provides an Internet browser-based collaboration, Web site content management, and document management system via Microsoft Office SharePoint Server (MOSS). This system supports Web site authoring, and collaborative sites for groups such as research teams, committees and course-related activities. Please visit the TLT Web site for further details at (http://tlt.stonybrook.edu/).

Who Can Use It

Sites can be assigned to and managed by any employee (State, FSA, Stony Brook Foundation and Research Foundation) or student of the University. NetIDs are used and assigned by the site manager to control access to and participation rights in a site. Access rights can also be given to members of the public by the site manager. This requires the creation of a special guest user account (see the TLT Web site for more information).

Appropriate Uses

Sites can only be used for University-related business and organizations homed at Stony Brook University. Sites cannot be used for any commercial purposes. Sites can be used for activities such as departmental and organizational Web sites, team work spaces for committees and research teams, student organization Web sites and personal Web sites through the MySite feature. The managers of a site are solely responsible for the content on the site.

Creating a Site

Sites are hosted at one of the following URLs:

https://web.stonybrook.edu. This URL is used to host official Web sites for departments and organizations at the University. Additional sites directly related to the official site such as departmental committees can be hosted as sub-sites.
https://teams.stonybrook.edu. This URL is used for informal teams such as ad-hoc task forces and working groups, research teams, cross departmental committees etc.
https://student.stonybrook.edu. This URL is used for student organizations and informal student groups such as study groups.
https://MySite.stonybrook.edu. This URL is used for personal sites for employees and students only. Members of the public cannot have a MySite.

Site Naming

Sites are created under one of the above URLs and should be named after the organization or function of the site.

Site Management

All top level sites (a site whose name appears immediately after one of the URLs listed above) with the exception of MySites, must have at least two managers who will be listed on the TLT web site. If a site manager leaves the University or no longer wishes to serve as a site manager, please contact TLT at (TLT@stonybrook.edu) and indicate which manager is to be removed and the name, phone, e-mail and NetID of the new manager.

Sub Sites

Multiple sub sites can be created under a parent site by the parent-site manager. Sub sites can have a unique set of users authorized to access and use the site. Sub sites use the storage space allocated to the top level site (see quota section below).

Requesting a Site

To request a top level site please complete the form located on the SharePoint Information Site. To request a sub site please contact the appropriate top level site manager listed on the TLT Web site. The following information will be required to create a top level site.

Name, phone, e-mail and NetId of manager 1
Name, phone, e-mail and NetId of manager 2
URL under which the site is to be created
Title of the site
Description of the site
Purpose of the site
Template to be used for the site (Available templates are listed and displayed on TLT Web site)

Sites for Student Organizations

To qualify for a student organization site the organization must meet the requirements of the Student Activities office published at:
http://studentaffairs.stonybrook.edu/sac/clubs/clubaccounts.

My Sites

A MySite is a personal portal site that can be customized by the individual manager. A MySite is created automatically when a user with a NetID connects and authenticates at the MySite URL. Sub sites can be created in this space. Information entered into a MySite should be considered public unless it is specifically set to be private.

Site Deletion

In order to conserve server resources the University reserves the right to delete unused or inappropriate sites and the resources they contain. MySites will be deleted immediately when a student graduates or an employee leaves the University. If a site is unused for a period of 6 months the site will be disabled and the managers contacted to determine if it is still needed. If no response is received from a manager within 6 months the site and all its content will be permanently deleted. Sites used inappropriately may also be deleted and user rights revoked.

Quotas

Each top level site, including MySites, is assigned a default amount of storage space on the server. Any sub sites created also use this storage space. Additional storage space can be requested by e-mailing caccount@notes.cc.sunysb.edu. The default storage space varies by root URL and is as follows:

Web (1 Gb)
Teams (500 Mb)
Student (250 Mb)
MySite (100 Mb)

Inquiries/Requests

Office of the Chief Information Officer
Room 231, Educational Communications Center
(631) 632-9085

Teaching, Learning + Technology (TLT)
Room S-1464, Frank Melville Jr. Memorial Library
(631) 632-8050