Telecommunications Physical Infrastructure

General Policy Provisions

Statement:

All KU internal departments and all non-KU entities must gain permission from the University before any telecommunications system or component can be attached to a university structure. Information Technology (IT) shall be the designated university agency responsible for the coordination of this permission process. Information Technology shall also have responsibility for ensuring that such systems and components are installed and operated in such a way that complies with university standards, procedures, practices and policies.

Criteria:

Internal KU Departments must contact Information Technology before installing any telecommunications system or component on any university structure. Depending on the nature of the activity, a department may be required to participate in an approval process as prescribed by the KU Telecommunications Physical Infrastructure Committee.

Requests for use of University property by commercial entities in exchange for financial compensation are generally not approved by the University.

Proposals for use of University property that delivers infrastructure or services to the University in support of its mission are of interest to the University. Financial gain from any arrangements will be held and distributed centrally by the Provost. The following criteria will be used to evaluate these proposals:

• directly supports the University mission
• addresses a current infrastructure or service need
• enables the University to provide a new technology or service which allows increased efficiency and effectiveness
• request is consistent with state law on use of University property
• tax implications of the proposal are acceptable to the University

Procedures:

1. All proposals or requests on the Lawrence or Edward’s campus should be referred to the Director of Information Technology Physical Infrastructure
2. The requesting entity will provide Information Technology a proposal that addresses the criteria for evaluation and a technical description of what they propose to place (height, weight, etc.). The proposal should include:
   1. Service or infrastructure to be offered and its relationship to the University.
   2. The technical description of the service including requirements for access, electricity, and any other expectations from the University.
   3. Financial arrangements for the proposal, including plan to cover any University out of pocket costs (e.g., cost of utilities used, repair of any damages, etc.).
   4. Any legal, insurance, or tax issues.
   5. Description of 911 routing issues.
3. When the proposal has been received by Information Technology, it will be evaluated according to the Policy Criteria, in cooperation with relevant University administrative offices. At its discretion, Information Technology may ask the requesting entity for additional detail in order to fully understand the proposal.
4. The Director of Information Technology Physical Infrastructure will survey the occupants of the space (i.e. the department or departments occupying the building, tower, sub-surface pathways etc.) to discover any concerns or issues related to the proposal or other items that should be considered by the committee in evaluating the proposal.
5. If the Director of Information Technology Physical Infrastructure feels the proposal meets the Policy Criteria, the Director will convene the Telecommunications Physical Infrastructure Committee. If the committee approves the concept, using the University’s “License for Physical Infrastructure Space” as a starting point, a license agreement will be negotiated in consultation with the General Counsel's Office.
6. Once the Telecommunications Physical Infrastructure Committee approves the concept, the installation drawings (structural, etc) will be submitted to Facilities Planning and Development (FPD) for approval. (NOTE: Negotiation of the license agreement and drawing submittal/approval may take place simultaneously.)
7. The final license agreement and FPD approved installation drawings shall be returned to the Telecommunications Physical Infrastructure Committee for final approval.
8. The license agreement approved by the Telecommunications Physical Infrastructure Committee will be forwarded with any recommendations and other pertinent material to the Provost, through the Vice Provost for Information Technology. The final decision to execute the license agreement on behalf of the University shall rest with the Provost.
9. No work may commence until the Provost has executed the license agreement.

Any costs incurred to study the feasibility of placing the vendor's equipment on University property will be born by the vendor. Any university out of pocket cost will be born by the vendor.