UAB IT Announces VMWare Academic Program Access for UAB STEM Programs

The VMware Academic Program, provided as a service to the UAB STEM Community through UAB IT, accelerates instruction and research in the rapidly expanding area of virtualized infrastructure by providing faculty and students involved with science, technology, engineering, and math courses (STEM) with access to the virtualization technologies most widely used in commercial production environments. Access to the VMWare Academic Program is through an external webportal managed by UAB IT.  

For more information about the program guidelines/licensing and logon instructions click here.

Published in Announcements
Wednesday, 20 February 2013 14:56

VMWare Academic Software

vmap

 

The VMware Academic Program, provided as a service to the UAB STEM Community through UAB IT, accelerates instruction and research in the rapidly expanding area of virtualized infrastructure by providing faculty and students involved with science, technology, engineering, and math courses (STEM) with access to the virtualization technologies most widely used in commercial production environments.

  • STEM Faculty can use VMware software under specific usage guidelines in a variety of areas of academic research and classroom instruction.
  • STEM Students can use this software free of charge for one year with yearly renewals as part of qualified coursework or research projects.

 

With UAB's annual subscription qualified members of the academic community in a STEM course can utilize the VMware Academic Program in the following areas:

Instruction – STEM Faculty within member institutions gain access to VMware software licenses free of cost for the purpose of classroom instruction.  STEM Students taking qualified courses can also install program software on their personal computers.

Research – STEM Faculty within member institutions gain access to VMware software licenses free of cost as a part of their research projects. Program software can be installed in research labs (open a ticket with AskIT (uab.edu/askit) to inquire about lab installations) as well on the personal computers of faculty and students involved in research projects.

Use of VMware software for instruction and research is governed by specific program guidelines and the conditions described within the VMware Academic Program EULA (End-User License Agreement) and all faculty/students installing VMWare products should be familiar with the licensing and comply. The use of software for infrastructure purposes is governed by the VMware Commercial EULA and not included under this Academic Program.

VMWare maintains strict compliance guidelines for the Academic Program and the following links are provided to ensure that specific licensing details are always the most up to date version and available to the UAB Community.  Each user of this program is responsible for ensuring they understand and are in compliance with the licensing requirements at all times.

Usage Guidelines 

End User License Agreement

Examples of Acceptable Use

  • The free single use licenses provided through The VMware Academic Program may be used for instruction and non-commercial research only. Please refer to the definitions of instructional and research use below
  • Lab licenses may only be installed in lab environments where the lab is primarily used for instructional and research purposes.
  • Program software installed in shared lab environments can be used across different courses offered by different faculty members. 
  • Faculty members as well as staff directly involved in administering systems and providing support for program software may install the software on their personal computers
  • Students taking qualified courses or conducting research can access program software within lab machines or download programs software on their personal computers. Students receiving licenses through a qualifying course or research project may use the licenses after the course or project is concluded.
  • Multiple academic groups in an institution may join the Program if each group meets the eligibility requirements.
  • Every copy of the software must be a true and complete copy and it must include all copyright and trademark notices. All software made available must include all of the files.

 

Examples of Unacceptable Use

  • Students who are in an approved department but are not taking courses that lead to credit or a certificate or who are not involved in relevant research projects are not eligible to use the software.
  • Students, faculty members, or other parties that received a license under the program but no longer attend or are employed by the institution.
  • Staff members who are not directly involved with system administration related to the program, such as administrative assistants, may not install the software on their personal computers.
  • Software that is part of the program may not be shared with non-approved departments. However, it may be installed on shared labs if the approved department's students regularly use that lab.
  • The designated Program Administrator for the member approved may not be a teaching assistant or a student. However, teaching assistants or students may help the Program Administrator with the program.
  • The software provided by VMAP may not be sold, rented, leased, or transferred to any third party including contractors, consultants, other companies, and other department personnel.
  • Software cannot be used for infrastructure purposes. Licenses acquired through the VMware Academic Program are for instructional, research and personal use only.
  • The software provided by VMAP may not be used for any purpose outside of instructional, research and personal use.
  • vSphere licenses provided under this program may not be used for desktop virtualization.

 

Use of free VMware software for instruction and research is governed by the specific program guidelines and the conditions described within the Academic EULA and the use of software for infrastructure purposes is governed by the VMware EULA for each of the products.

 

Definitions of Instructional, Research and Infrastructure Use

  • Instructional use is defined as conducting educational classes, labs, or related programs for teaching or learning concepts related to the products that are part of this program.
  • Research use is defined as conducting not-for-profit research projects.
  • Infrastructure use is defined as use of software as a part of the institution's or department's infrastructure that's not intended for specific classroom instruction or research project

 

IMPORTANT: These guidelines are provided for your convenience only. Please refer to the VMware Academic Program EULA for specific license rights.

For STEM students and faculty/staff

  • VMware Workstation
  • VMware Fusion
  • VMware Player
  • VMware eLearning
  • VMware Sales Professional Certification

 

For STEM faculty/staff only

  • VMware vSphere Enterprise
  • VMware vCenter Server Standard
  • VMware vCloud Director

Software is available by download only to faculty/staff/students via the website below. Logon using your BlazerID and Password.  UAB will validate your participation in the program and pass the appropriate information to the web store. All UAB users can logon to the site, but only those faculty/staff/students validated as STEM will be allowed to actually order products.

VMAP - VMWare Academic Program logon  Order NOW

 

Tuesday, 12 February 2013 13:34

Office 2013 Install Guide

Office 2013 is now available only for download by TIMGroup members only.

Office 2013 Install Guide

Published in FAQ - Infrastructure
Tuesday, 05 February 2013 10:26

UAB Guest User Accounts (XIAS accounts)

Persons who are formally affiliated with UAB gain access to university-managed electronic resources by means of an officially recognized credential called a “BlazerID."  A non-UAB person who needs access to these resources is not eligible to create a BlazerID, and is thus required to obtain a guest username and password.  Guest accounts (also referred to as “XIAS” accounts) must be sponsored by a UAB employee, and are subject to an approval and setup process. 

Who is a guest?

Guest accounts can be used for many purposes at UAB.  Guests can fall into a number of categories, including but not limited to:

  • A researcher accessing data stored on a UAB SharePoint site
  • A colleague from another institution who needs to access a UAB file share
  • A vendor that is remotely supporting a UAB-owned system via VPN
  • A site visitor conducting an accreditation review who needs local network access
  • A consultant who needs system access to conduct on-site installation or maintenance  
  • A high school guidance counselor who needs access to Banner

 

FOR SPONSORS

As a Sponsor, use the links below to begin the process of setting up a guest account.  Once you have completed the underlying form(s), the sponsored user or users will receive automated emails that will guide them through the process of completing the setup.  Once the setup is complete, you will receive an email confirmation and information on next steps.

I would like to…

      Give a guest access to hardware or software that they support in your area

      Give a guest access to the UAB VPN

      Give a guest access to a SharePoint site or other Windows-based resource

      Give a guest external access to the Admin Systems


FOR GUESTS

As a guest, you will receive an automated email that with instructions on how to complete the setup of your sponsored account.  You can use the link below to manage certain aspects of your account, such as a forgotten password.  Please note that as a guest you are not able to initiate the account creation process; this must be done by a valid UAB-affiliated sponsor.

       Manage my guest account

 

The new voice mail platform was successfully implemented on November 15th, 2012. Archived messages were only available until December 15th, 2012.  

Published in FAQ - Infrastructure
Tuesday, 15 January 2013 11:02

MATLAB License Renewal/Update Information

Current users of MATLAB are required to UPDATE the current license on their desktop before Feb 1, 2013. To update MATLAB, open MATLAB and do following:

 

  • click on Help and then Licensing and then UPDATE.  
  • MATLAB will take a couple minutes to connect to the MATLAB License center and download an update license file to the users desktop.

 

For more information on MATLAB see http://www.uab.edu/it/home/component/k2/item/306-matlab.

Thursday, 10 January 2013 14:46

VPN Access

Click here to visit the full VPN website.

VPN

Wednesday, 19 December 2012 09:54

Microsoft Dreamspark

DreamsparkMicrosoft Dreamspark Premium is now available to all UAB STEM programs at no cost. The Dreamspark program supports technical education by providing access to Microsoft software for learning, teaching and research purposes for faculty & students engaged in a STEM program (science, technology, engineering, math). UAB will be working to make a limited selection of products available to non-STEM programs, but current access to the Dreamspark products is for STEM programs only. For more guidelines on the appropriate rights for installation and use of products under the Dreamspark program click here.

According to Microsoft "DreamSpark is simple: it's all about giving students Microsoft professional-level developer and designer tools at no cost so that students can chase their dreams and create the next big breakthrough in technology - or just get a head start on their career."  While most of the software is free, some items are at a small cost and if ordered you must provide a valid form of payment.  However, those fee-based products should not be required as part of any course at UAB.

DreamSpark helps educators teach the latest technologies and experiment in research. To make learning more motivating, relevant, and engaging for today's students requires a diverse set of resources. DreamSpark gives educators the resources to ensure their classrooms always have the latest technologies to challenges, motivate, and keep students engaged in new ways.

Access to the Dreamspark program is through an external webportal managed by UAB IT.  Login using your BlazerID and strong password (don't worry, the authentication takes place using a secure connection back to UAB...your password is never provided to the external website).

NOTE: While anyone with a valid BlazerID can login to the Dreamspark site, only those students and faculty engaged in a STEM program are currently authorized to order/download any software.  Your ability to participate in the program is based on the information UAB passes to Dreamspark during the login process.

For more guidelines on the appropriate rights for installation and use of products under the Dreamspark program click here.

 

Step 1: Get Started Here >>> Order Now - DREAMSPARK Website (see instructions below...login using Single-Sign-on option)

Step 2: Click Sign-in (top right)

dreamspark-signin2

 

Step 3: Sign In using your BlazerID via Single Sign-On (box on the left)

Saturday, 27 June 2015 09:43

IT Related Contracts & Agreements

As part of the University's contract review process, UAB IT is responsible forcontract reviewing any University contract that includes an IT or IT related component prior to such contract being executed.  The information below, is provided to help facilitate the speedy processing of contracts once they are routed to IT for review. Questions on the process or requirements should be directed to UAB IT
 
 
  • Contracts* for software, subscriptions, or services (including software maintenance) that include  
    • Hosting/processing/transmission of UAB data external to UAB
    • PCI (Payment Card Industry) acceptance/processing of credit card transactions
    • Design, creation, maintenance, support, and/or hosting of any website/webpage
    • Personally identifiable information (PII) or personal health information (PHI) - does not include Health System Agreements which are managed by HSIS
    • Audit language
    • Custom software development
    • Agreements for products whare a similiar product or standard is already available/supported at UAB
    • Hardware purchase with embedded software with any of the above
  • *NOTE: For agreements that include the type of information listed above, documents/agreements must be executable, meaning they have signature lines for both UAB and the vendor.  Printing a 'click-agreement' or printing language from a website and submitting as an 'agreement' for review does not guarantee that the vendor will ever see changes/addendums that UAB may make or add to the agreement.

  • The primary goal is to minimize risk to you and UAB.  New agreements are normally subject to a more detailed review than renewal agreements. IT will review the checklist (see the FORMS section below) that you submit with your agreement for a quick determination of what review may be needed.
    • For new agreements:
      •  As necessary:
        • Confidentiality and Information Security provisions are reviewed to ensure appropriate confidentiality language is present, provisions to follow UAB on-site rules are present (if applicable), and the the vendor performs background checks on their employees. For agreemnts that include HIPAA or PHI a Business Associate Agreement (BAA) will also be required.  The BAA is handled by the UAB Legal and/or Privacy office and not by UAB IT.
        • For agreements where the vendor is hosting/processing/or transmitting UAB information additional language is needed: appropriate vendor controls are in place to protect UAB's data and that such controls are audited appropriately; that provisions are included for the return of UAB data at the end of the agreement; and that the vendor will notify UAB in the event of any security event involving UAB data. If the vendor is processing payment transactions language supporting the PCI (payment card industry) standards are required.
        • Indemnification and Liability provisions are reviewed to ensure that the vendor indemnifies UAB from any claims that their product breaches any copyright, trademark, or patents and that they will defend any such claim at their expense.  In addition, most vendors limit any claims for any breach to a small dollar amount...IT adds language removing that limitation when the breach is for confidentiality or information security claims.
        • Web/website development agreements are reviewed to ensure the vendor is aware of and will follow UAB branding requirements, security standards, and 508 compliance requirments. 
        • Audit language is reviewed and modified if needed (vendor's right to come on site at-will to audit);
        • Language is added that the "Written Agreement Governs". This is to prevent a conflict when a 'click' agreement may have to be accepted by a UAB employee to actually download, run, or maintain the product.
      • IT will aslo look to see if a similar service/product is already in place at UAB. If so, IT will work with the requesting department to understand and document the justification/business case for going outside the standard service/product. 
    • For renewals:
      • If the renewal inidicates it is governed by an existing agreement and that existing agreement was reviewed by IT initially, then the only IT review is to ensure no changes to any language are being requested by the vendor and that the renewal is consistent with the underlying agreement.  
      • If the renewal is for an agreement that was not reviewed by IT initially, then IT will need to review the underlying agreement and work with the department on what options may be available to make modifications based on the criteria above for new agreements.  Modifications to existing agreements may take more time and may ultimately result in modifications not being possible...potentially increasing the risk to UAB. 
    • Language to cover all of the items above are is provided in the applicable IT Addendum (see the FORMS LIBRARY section).  The addendum can be printed and submitted to the vendor for signagure prior to routing that agreement for signature at UAB. This will greatly speed up the review process in IT. 

  • Complete the IT Checklist and attach it to your contract when routing (see the FORMS LIBRARY section);
  • If any of the items 'checked' on the list indicate an IT addendum is needed, go ahead and send the addendum to the vendor for signature prior to routing for UAB review/signature (see the FORMS LIBRARY section).  
  • UAB Contracts/Procurement also require a generic addendum be added in most cases. If you send the vendor an IT addendum, also include the UAB addendum. (See the FORMS LIBRARY section).
  • Provide any backup information such as master agreements, statements of work, etc.
  • Submit agreements that are 'execuatable'...they have signature lines for both parties and are not simply printed off of a web site.

Below are some items that should be considered when negotiating any agreement, not just IT related agreements. 
  • Don't base fees/costs on FTE numbers as these numbers can change each year;
  • No annual escalators; 
  • Include vendor service level expectations with remedies if they are not met/maintained;
  • Include 'piggyback clauses' where the agreement can be used by other institutions in the UA System;
  • If the vendor holds/processes any UAB data, make sure the agreement contains a data exit clause that ensures UAB data is returned at no cost to UAB and in a timely manner;
  • For agreements with professional services:
    • clearly define responsibilities and expectations of each party
    • limit travel costs for any on-site work to actual costs and to no more than 15% of the actual professional services you pay
    • include language indicating the vendor will follow UAB on-site rules if working on UAB property (see the FORMS LIBRARY SECTION)
    • include language indicating the vendor must be aware of and follow UAB's Acceptable Use of Computer policy (see the FORMS LIBRARY SECTION) when connecting devices to the UAB network
    • Don't agree to pay for services/products up front.  Base payment on milestones or completion and UAB written acceptance;
  • In most cases agreements should renew annually upon mutual agreement and with issuance of a UAB PO.  Agreements should not renew automatically or where you are required to notify the vendor xx days prior to the renewal date. 
  • For contracts that IT intiates a standard agreement review template is used to evaluate risk.  You can download a copy of that template here for your own use. 

  • IT Routing Checklist - should be completed and attached to the routing packet. This checklist should help you determine which (if any) IT Addendum may be required.
  • The UAB Information Technology Addendums cover additional confidentiality, information security, and liability language to mitigate any issues related to the items/concerns above. Portions of the IT Addendum may be applicable to only certain agreements and that applicability is detailed in the various sections of the addendum.  Any changes to the IT addendum must be reviewed and approved by UAB IT. 
  • UAB Acceptable Use of Computer Resources policy
  • Business Justification/Exception Form - COMING SOON (for use when you are reqesting an exception to purchase a non-standard or similar product/service)
  • General UAB Addendum (found on the Financial Affairs contract website) - covers information related to State, University, and Legal issues/clarifications.  Any changes to the UAB addendum must be approved by University Contracts.
  • Business Associate Agreement (BAA) ( found on the UAB HIPAA website) - For agreements that include HIPAA (health related information). 

Friday, 26 October 2012 10:20

Oracle Software

UAB's Oracle agreement includes both site-licensed product available to the UAB community (for installation on UAB owned systems) and limited-use products based on a specific number of installations, users, or use.  The current agreement renews each August and requires an annual payment and an annual true-up (purchase of additional licenses) to cover additional FTEs over the base FTEs covered the previous year. 
The following Oracle products are covered under a site license and are available to the entire UAB system at no additional cost and may be used in a production environment. They may be downloaded directly from Oracle by clicking on the product below. Server products are for use on Solaris, AIX, OS/390, UNIX, and Windows. Client products are for use on Windows and MAC.
Software may be downloaded directly from Oracle via their TechNet site .  You are only authorized to download products for production use from the Oracle site that is listed in the Products A"vailable section above.  Both current versions and archived versions of Oracle DB are available on the Oracle web site.  In general, all versions of the referenced database products are authorized under the UAB agreement including the most recent release.  Should the link not point to the most recent release of a product, please contact AskIT for assistance.