Texas State Internet Domain Name Policy UPPS No. 04.01.08
Issue No. 3
Effective Date: 06/08/2015
Review: April 1 E3Y
Sr. Reviewer: Assoc. Vice President for Technology Resources
01. POLICY STATEMENTS
01.01 This policy directs the assignment and administration of domain names, domain name services, and Uniform Resource Locator (URL) values at Texas State University. Consistent adherence to this policy:
a. assures that all Texas State domain names and URLs are consistent with the rules, regulations, standards and practices of EDUCAUSE (the registrar of the .edu Internet domain) and the Domain Name System (DNS) employed by the global Internet community;
b. facilitates accurate and efficient resolution of Texas State domain names and URLs to their corresponding numeric Internet protocol addresses;
c. promotes institutional consistency in the selection and naming of domains and other URL components;
d. assures that domain names associated with Texas State are a positive reflection on the university; and
e. maintains clarity and reduces ambiguity for users of Texas State’s Internet-accessible resources.
See Attachment I for answers to frequently asked questions and additional background regarding this policy.
01.02 Like the global DNS, the domain naming convention described in this policy aligns domain names and URLs with the university’s organizational structure to eliminate duplicates, avoid conflicts, and minimize ambiguity. Consequently, a third level domain or top level folder must reflect the identity of the responsible university organizational unit (e.g., division, college, or department), unless an exception is authorized under criteria described in Section 03.04.
01.03 Texas State has registered “txstate.edu” with EDUCAUSE as its second level domain name. All official university websites and services must be registered within the Texas State domain (txstate.edu), including those of:
a. divisions, colleges, departments, and other university operating units;
b. recognized university organizations that host content on any server within the txstate.edu domain; and
c. individual faculty or staff in the performance of official university functions.
01.04 As an institution of higher learning, the university values and encourages the open exchange of information. To that end, university entities (individuals, groups, or organizational units) may register a website or service under the txstate.edu domain if that site or service:
a. is consistent with the entity’s role at the university;
b. does not detract from or impede the university’s mission; and
c. complies with all university policies, most notably the following:
UPPS No. 04.01.01, Security of Texas State Information Resources
UPPS No. 04.01.02, Information Resources Identity and Access Management
UPPS No. 04.01.05, Network Use Policy
UPPS No. 04.01.06, University Websites
UPPS No. 04.01.07, Appropriate Use of Information Resources.
Sites that fail to meet all of these criteria must be hosted outside the txstate.edu domain.
01.05 Information Technology is responsible for implementing this policy and will work with individual resource owners to ensure the assignment of URLs that are both effective labels for the referenced resources and consistent with the provisions in this policy. The information security officer for Information Technology, or designee, will review and authorize each new third level domain prior to its activation in the Texas State domain name service. Resource owners may not publish a new third level domain in any form or media without such authorization. Resource owners may appeal denied URL requests to the vice president for Information Technology, whose decision is final.
02.01 Domain Name System (DNS) – the Internet’s address resolution system. The DNS makes it possible to locate computers on the Internet by textual name, rather than by the harder-to-remember strings of numbers that form an Internet Protocol (IP) address. The DNS consists of a network of specialized servers that resolve (translate) textual domain names into their corresponding numeric IP addresses.
02.02 IP Address – Internet Protocol address. Under Internet Protocol version 4 (IPv4), a string of four numbers separated by periods (such as 184.108.40.2064) used to represent a computer on the Internet. The format of the address is specified by the Internet Protocol in RFC 791. Most people use domain names instead, and the resolution between domain names and IP addresses is handled by the DNS.
02.03 Resource – any website or network service offered through the university, accessible via the Internet, and denoted by a Texas State URL or domain name.
02.04 Resource Owner – an organizational unit or individual constituent of Texas State that has established or wishes to establish a website or network service denoted by a Texas State URL or domain name.
02.05 Uniform Resource Locator (URL) – an identifier that specifies the Internet location of an existing resource or service and the mechanism for accessing it. The syntax is:
aaa://bbb.ccc.ddd/eee as in the example http://library.txstate.edu/my-library, where:
aaa is the protocol (e.g., http),
bbb is the third-level domain or hostname (e.g., library),
ccc is the second-level domain (e.g., txstate),
ddd is the top-level domain (e.g., edu), and
eee is the top-level folder (e.g., my-library).
03. PROCEDURES FOR DOMAIN NAMES INSIDE THE TXSTATE.EDU DOMAIN
03.01 Computers connected to the university network are nodes within the Texas State Internet domain. Resources hosted by these computers (e.g., Web servers, email servers) shall be identified in Texas State’s DNS services using “edu” as the top-level domain and “txstate” as the second- level domain.
Under some circumstances, however, the university may choose to contract with a third-party to host and administer a resource or service. The university may also provide DNS lookup services for the external service by assigning a txstate.edu domain name that points to the external service. See the examples shown in the following table:
HR Employment Application System (EASY)
Texas State Athletics Website
Texas State ePortfolio System
In such situations, the outsourcing department should ensure that prior to their entering or registering with the outsourced resource, users of the resource are:
a. informed that the resource is hosted or managed by an authorized university provider, especially if the resource reflects Texas State branding, logos, or trademarks;
b. notified that the provider’s privacy and security policies will apply and may not be identical in all respects to those of Texas State; and
c. afforded access to the provider’s privacy and security policies and encouraged to review them before proceeding.
03.03 The university’s domain naming convention is designed to align with its organizational structure to eliminate duplicates, avoid conflicts, and minimize ambiguity. Consequently, a URL’s third level domain (or top level folder, if applicable) should reflect the name of the responsible university organizational unit (e.g., division, college, or department) and should be generally recognizable to visitors to the university website. Information Technology will follow this convention when working with organizational units to determine their third-level domain names and top-level folders. Examples of URL’s conforming to this convention include: finearts.txstate.edu, library.txstate.edu, and www.txstate.edu/liberalarts.
03.04 Information Technology may authorize exceptions for third-level domain names and top level folders within the txstate.edu domain only if:
a. the proposed name does not require additional organizational qualification to prevent confusion with other university sites or services (e.g., for a site depicting only the internship opportunities available through the McCoy College of Business, ‘internships.mccoy.txstate.edu’ would be acceptable whereas ‘internships.txstate.edu’ would not); and
b. the proposed name is unlikely to cause confusion with future university sites or services that can reasonably be anticipated (e.g., ‘research.txstate.edu’ would be acceptable as the hostname for a “gateway” site for information related to the breadth of research activities at Texas State, but it would not be acceptable as the hostname for the research activities of a single department or college, or for the departmental website of the Office of Sponsored Programs); and
c. the proposed name is unlikely to change in the foreseeable future. Rationale: Texas State domain names are intended to be relatively stable so that hyperlinked references to them remain reliable without the need for multiple redirecting entries or frequent updates to the university’s DNS servers; and if at least one of the following additional conditions is also true:
1) the proposed name identifies a consortium of many different organizations from inside or outside the university;
2) the proposed name identifies a center or institute that is not a department or other university organizational unit (e.g., swrhc.txstate.edu, the Southwest Regional Humanities Center);
3) the proposed name identifies a university-wide resource that is not clearly associated with any single department or unit (e.g., CatsWeb.txstate.edu, TRACS.txstate.edu, BobcatMail.txstate.edu, eCommons.txstate.edu); or
4) the proposed name identifies a resource offered primarily to people or groups from outside the university that are not familiar with a university’s internal organizational structure.
All such exceptions are subject to periodic review by Information Technology to determine if the exception is still warranted.
03.05 With some exceptions, most txstate.edu websites are registered under two third level domain names, one that includes the “www” prefix and one that does not. Either can be designated as the primary with the other provided by Information Technology via a redirection service. For example, http://catsweb.txstate.edu is the primary URL for CatsWeb services, but those services are also reachable via http://www.catsweb.txstate.edu.
03.06 Third-level domain names and top-level folder names may not exceed 63 characters in length and should be comprised of letters, numbers, and hyphens (i.e., no spaces or special characters).
03.07 Third-level domain names should not have been trademarked or copyrighted by any entity other than Texas State. For example, Texas State’s implementation of the Sakai Learning Management System has been branded TRACS with the domain name tracs.txstate.edu rather than sakai.txstate.edu.
03.08 Domain names must not be controversial, offensive or misrepresent their purpose.
03.09 Information Technology will contact the registered owner or custodian of any resource that does not respond appropriately to network connection requests. If the inappropriate condition persists, Information Technology may block or redirect connection requests to the offending resource until the situation is resolved.
03.10 Information Technology may revoke or deny DNS service at any time for any resource found to be in violation of legal statutes or university policies.
04. PROCEDURES FOR DOMAIN NAMES OUTSIDE THE TXSTATE.EDU DOMAIN
04.01 Information Technology operates the university’s DNS service primarily to resolve the domain names of university resources (….txstate.edu) to their corresponding numeric IP addresses. Information Technology may elect to provide DNS services (e.g., address translations, re-directs, etc.) for other resources, including those hosted outside the txstate.edu domain if, in its judgment, all of the following conditions are met:
a. the proposed resource significantly supports university-related organizations or functions;
b. the proposed resource will likely be used by a significant number of faculty, staff, or students;
c. the proposed URL of the resource is unlikely to be confused with that of a Texas State organizational unit or with any existing resource within the txstate.edu domain; and
d. the administrator (e.g., VP, dean, director, chair) of any organizational unit with which the hostname might otherwise be associated has explicitly approved the use of the hostname on a host outside of txstate.edu.
All such requests will be considered on a case-by-case basis. See Section 03.02 for examples of previously-approved requests.
04.02 Information Technology may refuse to provide domain name services for any resource hosted outside the txstate.edu domain if the resource signifies or represents:
a. an organization or venture, commercial or noncommercial, that is not an explicit part of the university; or
b. a project or activity that is funded primarily by non-university resources.
04.03 University affiliates (e.g., alumni association, booster clubs, etc.) may register resources within the txstate.edu domain or outside of the txstate.edu domain, consistent with other provisions of this policy.
04.04 To host a publicly accessible resource on a computer with a Texas State IP address, the resource owner must utilize “txstate” as the resource’s second-level domain name and “edu” as its top-level domain name. Such sites can be registered under other domain names (e.g., “.com” or “.net”) with external domain registrars, but those externally-registered domain names must ultimately resolve to the same IP address as the university URL assigned to that resource (e.g., the domain name “McCoyMBA.com” may be registered with an external domain registrar as long as the name resolves to the same IP address as http://www.mccoy.txstate.edu/Graduate-Programs/Home/MBA.html).
The above notwithstanding, Information Technology cannot guarantee and is not responsible for the accessibility of any resource registered under a domain other than txstate.edu.
To facilitate compliance with this requirement, the administrator of the resource should contact Information Technology to coordinate associated domain name services and IP routing configurations prior to requesting the domain name and prior to configuring any services related to the domain name and its IP address.
05. REVIEWERS OF THIS UPPS
05.01 Reviewers of this UPPS include the following:
Associate Vice President for April 1 E3Y
Information Security Officer April 1 E3Y
for Information Technology
Associate Vice President for April 1 E3Y
Instructional Technologies Support
Vice President for April 1 E3Y
06. CERTIFICATION STATEMENT
This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.
Associate Vice President for Technology Resources; senior reviewer of this UPPS
Vice President for Information Technology