KIUT i ICT Policy INFORMATION COMMUNICATION TECHNOLOGY POLICY 2019 KIUT ii KIUT ICT Policy

FOREWORD The KIUT ICT Policy is intended to guide the identification, promotion and appropriate

utilization of ICT at KIUT by ensuring that relevant applications are integrated into the planning and

implementation of University functions. It is envisaged that, the KIUT ICT Policy will assist KIUT to

accomplish several ICT improvements, including infrastructure, systems, content, programmes and

human resource. It is appreciated that ICT keeps changing globally at a very fast rate. As such this policy

will be reviewed regularly to ensure that it remains relevant by filling emerging gaps and capture

emerging ICT-related issues relevant to the University. This ICT Policy will enable KIUT achieve efficiency

and excellence in academic and administrative services. The Policy comprises three chapters, being

introduction to ICT applications (background, purpose, scope of the ICT); the policy rationale and

justification, (vision, mission and policy objectives); and finally, policy statements and implementation

strategies. The latter fall under ten categories, namely ICT infrastructure and services, integrated

management information systems, ICT security, content development, skills development, e-learning, e-

resources, ICT standards, e- waste management, and sustainability of ICT. The formulation of this policy

involved a number of stakeholders, hereby acknowledged. The shared vision, mission and objectives in

this Policy will be realized only if all the concerned actors play their roles effectively. Prof. Jamidu H.Y.

Katima Vice Chancellor KIUT iii KIUT ICT Policy Table of Contents

Acronyms.................................................................................................................................................iv

Contents
No table of contents entries found.

1 1.1 Background................................................................................................................................ 1 1.2

Purpose...................................................................................................................................... 1 1.3

Scope......................................................................................................................................... 3 CHAPTER

TWO ......................................................................................................................................... 4 2. POLICY

RATIONALE............................................................................................................................... 4 2.1

Introduction............................................................................................................................... 4 2.2 Policy

mission, vision and objectives, ......................................................................................... 4 CHAPTER

THREE....................................................................................................................................... 6 3. POLICY

STATEMENTS AND PROCEDURE................................................................................................ 6 3.1

Overview......................................................................................................................................... 6 3.2 ICT

hardware and software maintenance, replacement and disposal .............................................. 6 3.2.1

Policy statements................................................................................................................... 6 3.2.2 Policy

procedure..................................................................................................................... 6 3.3 ICT

infrastructure and internet services........................................................................................... 7 3.3.1

Policy statement..................................................................................................................... 7 3.3.2 Policy

Procedure..................................................................................................................... 7 3.4 ICT training,

research and development.......................................................................................... 9 3.4.1 Policy

statement....................................................................................................................... 9 3.5.3 Policy

Procedure..................................................................................................................... 9 3.6 ICT use, access

and security............................................................................................................. 9 3.6.1 Policy

statements................................................................................................................... 9 3.6.2 Policy

procedure................................................................................................................... 10 KIUT iv KIUT ICT

Policy Acronyms ICT Information and Communication Technology KIUT Kampala International University
in Tanzania ICTD Information and Communication Technology Directorate IT Information Technology PC

Personal Computer ISP Internet Service Provider MIS Management Information Systems KIUT 1 KIUT ICT

Policy CHAPTER ONE 1. INTRODUCTION 1.1 Background 1. The Kampala International University in

Tanzania (KIUT) has invested in a strong Information and Communication Technology (ICT) base, which

supports teaching, learning, research and management. KIUT recognizes ICT as a prime mover and driver

in stimulating creativity and innovation in the current highly technologically driven environment. The

performance and visibility of the University is determined, to a great extent, by its ICT function. 2. It is

against this background that the University has taken the initiative to develop and plan to regularly

review an ICT Policy that will guide in the design, development, implementation, and effective use of the

ICT services and resources. Where there is no separate ICT standards document for the University, this

policy will serve, alongside other related published documents, as reference documents on ICT

standards. 1.2 Purpose 3. The purpose of this ICT Policy is to provide guidance on ICT equipment and

services at the KIUT. This policy intends to promote a culture of openness, trust and integrity. These are

general guidelines on what can be done, and what should not be done, on the University ICT

Infrastructure in order to ensure efficient and effective use of University ICT resources; protect ICT

resources from risky actions, including virus attacks, data loss, unauthorized access, network and system

failures, and legal problems. 4. This policy seeks to guide designers, developers and users of information

and ICT resources on appropriate standards to be adopted at the University. Its objectives include to:

KIUT 2 KIUT ICT Policy a) Provide guidance in developing a pervasive, reliable and secure

communications infrastructure conforming to recognized International standards supporting all services

in line with the priorities of the University; b) Provide a framework for development and management of

ICT network services that will ensure the availability, reliability, enhanced performance, security, and

reduce the cost of running the ICT infrastructure; c) Establish information requirements and implement

security across the University’s ICT infrastructure; d) Provide a framework, including guidelines,
principles and procedures for the development and implementation of Management Information

Systems (MIS) in the University; e) Guide the handling of organizational information within the

Information and Communication Technology Directorate (ICTD) and the University as a whole by

ensuring compliance with applicable statutes, regulations, and mandates for the management of

information resources; and thereby establish prudent practices on Internet and the University Intranet

use; f) Uphold the integrity and image of the University through defined standards and guidelines for

ensuring that the content of the University’s websites is accurate, consistent and up-to-date; g) Serve as

the direction pointer for the ICTD’s mandate in supporting users, empowering them towards making

maximum use of ICT services and resources and specifying the necessary approaches; h) Guide the

process of enhancing user utilization of ICT resources through training. i) Outline the rules and

guidelines that ensure that users’ personal computers (PCs) and other hardware are in serviceable

order, specifying best practices and approaches for preventing failure; j) Provide a paradigm for

establishing the University’s database service that will support groups working on systems development,

production and any other groups; and, k) Inform departments carrying out projects financed in whole or

in part by the University, of the arrangements to be made in procuring goods and services for the

relevant projects KIUT 3 KIUT ICT Policy 1.3 Scope 5. This policy applies to any person

accessing/developing/implementing and/or using ICT-based information and ICT resources owned,

managed, supported or operated by, or on behalf of, the University. This includes all University staff,

students, visitors as well as provider offering services to KIUT; any other organizations accessing services

over University ICT resources; persons contracted to develop, repair or maintain University's ICT

resources; and suppliers of outsourced ICT services. This Policy applies to all ICT equipment, software or

other facilities that is owned or leased by the University. 6. Adherence to this policy applies to all these

and other relevant parties. KIUT 4 KIUT ICT Policy CHAPTER TWO 2. POLICY RATIONALE 2.1 Introduction

7. This Policy aims to promote and improve the quality of teaching, learning, research and outreach
services under the University using modern approaches enabled by ICT. From pedagogic and other

perspectives, ICT will enhance staff-students, staff- staff and students-students interactions; reduce staff

workloads; prepare KIUT graduates for knowledge-based work environments; enhance access to

electronic information resources and library services; and increase the visibility of the University’s

research output, among many other benefits. The Policy, first drafted in 2014 intends to increase

efficiency and effectiveness of the University’s administrative functions. Due to changes in ICTs and

other institutional developments there has been a need to revise the earlier policy document to cater

for the changes. This document provides the highest level ICT directives for the Kampala International

University in Tanzania (KIUT) for the main purpose to ensure that KIUT’s ICT related investment,

operations and maintenance processes and usage are well directed while discharging core functions.

The policy is based on standard policy framework issued by KIUT and has taken into consideration other

existing university level policies and other National policies for the purpose of ensuring institutional-wise

and national policy linkages 2.2 Policy mission, vision and objectives, 8. Mission: To facilitate national

and international research, teaching and learning and enhance the digital experience, through provision

of sustainable and reliable IT solutions. 9. Vision: To enriched people in ICT-enabled knowledge society

10. Objectives The main objectives of the KIUT ICT Policy are to: KIUT 5 KIUT ICT Policy a) Ensure

compliance to standards in the management and use of ICT b) Establish, implement and maintain

appropriate ICT security measures c) Promote the development and dissemination of local content using

ICT d) Develop, acquire, manage and promote the use of electronic information resources to support

teaching, learning, research and outreach services, e) Ensure that the university community is

adequately equipped with the requisite skills to enable them fulfil their duties, f) Ensure sustainable use

of ICT, g) Improve and maintain reliable ICT infrastructure, h) Develop and maintain integrated

management of information systems, i) Promote widespread use of ICT in academic and administrative

functions, j) Provide equitable access to ICT services to all members of the KIUT community. k)
Strengthen and promote the use of ICT in KIUT core functions l) Ensure the members of the university

use ICT facilities and services in an appropriate and responsible manner and ensures that other persons

do not misuse those ICT facilities and services. m) Strengthen capacity to handle ICT security issues

related to privacy, cyber- crime, ethical and moral conducts.

KIUT 6 KIUT ICT Policy CHAPTER THREE 3. POLICY STATEMENTS AND PROCEDURE 3.1 Overview 11. The

chapter presents the policy statements as well as the procedure for effective implementation of the

policy objectives 3.2 ICT hardware and software maintenance, replacement and disposal 12. Policy

statements a) To develop procedures for procurement, upgrading, replacement, and disposal of

absolute ICT equipment. b) To develop and operationalize procedures and conditions for acceptance of

donated ICT equipment. c) To prohibit acceptance of used ICT equipment. d) To put in place a

maintenance program to ensure that all ICT hardware are serviced and repaired regularly, and definitely

once quarterly. e) To put in place a maintenance program to ensure that all ICT hardware is replaced

after every three years. f) To establish a revolving fund contributed by user departments to offset ICT

maintenance and replacement costs. g) To make use of Open Source software and encourage the use of

licensed software where necessary. 13. Policy procedure The university shall: a) Establish procurement

and usage guidelines for ICT hardware and software. b) Enforce the use of open source software and

ensure use of licensed software where necessary KIUT 7 KIUT ICT Policy c) Ensure that all hardware and

software acquired by the university is inspected, recorded against the technical specification, user

requirement, compatibility to the existing systems and disposal thereof. d) Put in place ICT equipment

replacement and disposal policy. e) Institute a systematic preventive maintenance culture including

updating virus protection software regularly. 3.3 ICT infrastructure and internet services 14. Policy

statement The university shall: a) Continue to improve its institution-wide data communication network

and availability of appropriate hardware and software in order to meet the needs of the University

Community. b) Ensure that there is sufficient bandwidth to meet the requirements of the entire
University and its campuses. c) Ensure availability of a secure and reliable email system and provide

each student and staff an email address under the University domain name structure d) Ensure that

KIUT website is regularly updated and have contents that conforms to the university mission objectives

and functions e) Ensure system are deployed and hosted in secured a Data Centre to enhance

availability and accessibility f) Ensure that all buildings used for academic and administrative purposes

are provided with access to the university’s interconnected ICT facilities through the provision of data

and telephone points. 15. Policy procedure This policy ensures that the university shall: a) Facilitate the

development of a data communication infrastructure to linkup with its constituent campuses b) Ensure

availability of appropriate software and hardware to meet the needs of staff and students c) Ensure

availability of alternative sources of power for smooth running of ICT services KIUT 8 KIUT ICT Policy d)

Encourage the development and deployment of localized software and applications developed to meet

Tanzanian contexts. e) Ensure that the University libraries have adequate ICT to effectively act as points

of dissemination of ICT-based information resources f) Ensure availability of wireless access to internet

for enabling staff and students to access digital resources and services. g) Ensure that all ISPs engaged by

the University guarantee availability of adequate backup so that internet connectivity is available at all

times and on the agreed bandwidth h) Explore viable strategies to reduce bandwidth costs for the

institution i) Monitor the bandwidth usage through management of network devices to ensure optimal

functioning and security j) Perform periodic Assessment of bandwidth requirements to meet needs of

the university and campus k) Develop email communications standard operating procedures for

University staff and students l) Ensure that the e-mail system is protected from physical and non-

physical threats m) Ensure postings by users from the University email address to newsgroups shall

contain a disclaimer stating that the opinions expressed are strictly the users and not necessarily those

of the University, unless posting is in the course and within the scope of official duties. n) Ensure the

University website is updated regularly o) Ensure accessibility of the website within and outside the
University network infrastructure p) Ensures reparation of monthly, quarterly and annual reports

summarizing website updates done per specific unit. q) Ensures that the Directorate of ICT is actively

involved in the review and approval of specifications of ICT infrastructure and systems for new buildings

and renovations r) Ensures that the Directorate of ICT is consulted, in writing, before embarking on

renovation of a building so that ICT facilities and systems are securely remove or relocated without

affecting other systems/users KIUT 9 KIUT ICT Policy 3.4 ICT training, research and development 16.

Policy statement The university shall: a) Ensure that staff and students are equipped with adequate

knowledge and skills in the use of ICT b) Facilitate ICT research and development activities among its

stakeholders. c) Promote ICT Research, Development and Innovation culture and practices for various

units and programmes 17. Policy Procedure a) Constantly identify ICT training needs for staffs b)

Develop and run courses on ICT for all undergraduate and postgraduate students c) Promote peer to

peer learning through use of ICT d) Enhance students ability to make optimal use of ICT facilities and

resources e) Establish an academic department for purposes of promoting research and development

activities geared to enhance core functions f) Encourage ICT staff to undertake research g) Identify areas

of collaboration and develop fundable proposals with other academic staff from schools and other

academic units at the University h) Promote ICT research activities i) Establish ICT Incubation

programmes for enhancing development of innovative solutions for various university functions 3.6 ICT

use, access and security 18. Policy statements KIUT 10 KIUT ICT Policy The university shall: a) Protect ICT

systems and institutional data b) Establish data backup and recovery mechanisms c) Develop proper ICT

security procedures and disaster recovery plans d) Ensure that ICT facilities and services are used by

authorized individuals depending on their work and study requirements e) Ensure that ICT facilities and

services are used to carry out legitimate activities 19. Policy procedure a) Establish access levels, rights

and privileges for different categories of ICT users b) Acquire and install protective software for

detecting and defending ICT equipment, systems and content against malicious software c) Develop and
implement appropriate backup and recovery mechanisms for institutional data d) Develop and

implement ICT security procedures e) Develop and implement ICT disaster recovery plans and

mechanisms f) Locate all ICT equipment in physically secure areas g) Define terms and conditions of

using University ICT facilities and services for different categories of users For and on behalf of the KIUT

Council Chairman of the Council Date: 15th January 2019