MICROSOFT OFFICE SHAREPOINT SERVER POLICY AND PROCEDURES D 110

 

Issued by:

Division of Information Technology

 

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/).

 

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).

 

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.

 

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.

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

 

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).

 

To request a top level site please complete the form at http://tlt.stonybrook.edu/.  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, email and NetId of manager 1
• Name, phone, email 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)
  

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. 

 

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.

 

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. 

 

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:

Site root URL	Default disk storage quota
Web	1 gig
Teams	500 megs
Student	250 megs
MySite	100 megs

 

Inquiries/Requests

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

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

Stony Brook University

Stony Brook, NY 11794-3350
(631) 632-8050