Lab Policies

1.0 USE OF LABS / ACCOUNTS:


In order to use any of the facilities in the D|MA labs, all users are required to have an account in good standing.

1.1 Who qualifies for an account?


    – D|MA Majors, Graduate and Undergraduate
    – D|MA Faculty and Staff
    – Any student enrolled in a D|MA class (or a class that has use of the D|MA labs) for the quarter in which they are enrolled
    – Anyone who has been approved via the "Special Access" forms.

1.2 What does an account consist of?


D|MA accounts consist of a username and password which uniquely identify an individual. An account is a combination of a key, locker, and portal. In many ways it represents a computer-based identity for a person.

1.3 What privileges do account holders have?


Beyond being allowed to use the DMA labs, account holders become citizens in a virtual community. Initially accounts are set up to include a user home area with storage, web presence, and remote access.

Accounts can also enable users to log in to various machines, print, access class-related materials and other technology-related items.

Services such a laser prints, large format prints or equipment rentals are to be used only for DMA class-related projects. Any other use will result in a suspension of these privileges.

1.4 How do I get an account?


If you qualify for an account (per section 1.1), a username will be reserved for you based on your UCLA Logon ID (BOL username) and priviledges will automatically be determined. UCLA Logon IDs can be attained at http://logon.ucla.edu. Accounts will not be active, however, until they have passwords associated with them.

1.4.1 How do I select a password?


Since a password is used as a sufficient means of identifying an account owner, YOU SHOULD TREAT YOUR PASSWORD AS YOU WOULD TREAT YOUR LEGALLY-BINDING SIGNATURE. It should be something only you as the account holder know, and you should never tell anyone, even a D|MA technician.

2.0 PRIVILEDGES AND RESPONSIBILITIES OF ACCOUNTHOLDERS


2.1 Use of UCLA resources


As a user on the UCLA system, each person assumes a degree of responsibility beyond what they would expect on their own home systems or in other more strict public areanas.
Increasingly new applications and other technological advances have empowered users to extend their reach. With those extended capabilities however, come additional responsibilities.

2.1.1 Electronic resources


Users of the D|MA facilities are expected to read and abide by the UC Electronic Communications Policy which articulates the allowable uses of University electronic resources, including personal and incidental use.

2.1.2 Copyrights and software


Users of the D|MA facilities are expected to follow all applicable copyright laws. Information about how those laws apply to software and how the UC and UCLA software license agreements are structred are available at the ATS software website.

2.1.3 Email


UCLA provides users electronic mail priviledges through BOL. D|MA does not provide email services and should not be seen as an appropriate venue for email. All users are responsible for reading and abidding by the UCLA email policy.

2.2 Private Storage


All users are given a certain amount of allocated storage space for their own private use on D|MA servers. Please see the support FAQs for information on how to access your private space. The root of a user's private space is known as the user's "home directory".
User space is governned by account quotas which limit the user to a set amount of space. It is the user's responsibility to keep track of how much space they are using and to keep their accounts under quota.
Please see note about Privacy in section 2.2.3.

2.2.1 Web Space / Permissions


User home directories are initially set up to be only accessible by the user who owns it with some exceptions.
As part of a user's home private space is an area designated to be the user's web presence (the root directory of the user's website, or the user's web root). While this space is set to only be writable by the user who owns it, because of its nature it is readable by the general public.
Similarly, other parts of a user's home directory can be made readable or writable to others, both in its initial setup and at any time thereafter. The IT staff can help with the initial setup and with maintenance changes, but ultimately the responsibility lies with the user to ensure that his or her directories and files have the correct permissions.

2.2.2 Data Backup


Because no system of data storage is truly secure or permanent, it is always a good idea to keep multiple backups of data. The IT staff will attempt to regularly make copies of user data, but the first line of defense when it comes to data preservation is the user. To that end we recommend that each user make frequent copies of their own personal space.
D|MA provides several methods of data backup including writable CDs and DVDs that can be purchased at the front desk. Users are also allowed to bring in and connect external devices such as flash drives or external hard drives.
Please be aware that there is no guarantee of user data recoverability at any point. If you truly care about any piece of data, you should keep copies of it elsewhere.

2.2.3 Data Privacy


At no point should users place any data on any D|MA equipment that they would not want anyone else to view or they consider otherwise sensitive. The nature of digital data is such that we cannot guarantee privacy for any amount of data over any period of time, including instantaneously. Anything you type, record, or even look at utilizing D|MA electronic equipment can be maliciously or even accidentaly duplicated or saved without user or administrator knowledge.
In addition, because of the nature of academic work, users should expect that even the customary protections afforded commercial or business related computer operations may not exist.

2.3 Public Storage


In addition to the quota-regulated private space a user is afforded, there are several areas which are both readable and writable by users depending on their individual permissions. All material in these areas are decidedly not private and there should be an implicit expectation that data once placed there is a community resource.

2.3.1 The "temp" space


Both in D|MA client machiens and on some servers there exist areas designated as "temp", to which all users can read or write. Let the name be an indication that data in this area not only is considered public, but expendable. Users should have absolutely no expectation of data persistency in any "temp" area for any period of time whatsoever.

2.3.2 The "files_for_print" space


The print area is another public space where everyone can place and look at files. Files in the print-area will be delted often. Regardless, this area should not be used for any type of temporary storage, and is strictly meant for printing.

2.4 The Scanning/cutting/document area


Some machines in the labs feature document scanning and processing devices. Since these are not in as great a supply as computers in general, we ask that users limit their time there when others need to use those devices.

2.5 Web domains


The fact that accountholders may have a web presence in no way relieves them of the reponsibility to use that priviledge in any way that violates UCLA policies or state and federal laws. The assigning of personal web domains to personal space in the D|MA labs may quite possibly constitute a violation of the UC Electronic Communications Policy. Users should make sure they read and understand that policy before directing outside domains to associate with virtual space within UCLA.

2.5.1 .dma.ucla.edu, .design.ucla.edu and .arts.ucla.edu domains


Many people have asked for domains under the ucla umbrella for use on research projects or shows or things of that like. In general, it is good to keep in mind that the designation of name.design.ucla.edu MEANS a machine called "name" exists in the design.ucla.edu domain. A desire to do something different (such as virtual hosting websites) is a special implementation that is not directly supported on our servers. Thus, if you would like name.design.ucla.edu, you should be prepared to provide a computer (or funding therefor) to serve as that machine.
Please keep in mind that we offer web space both for individuals and for projects, and that the need for named servers should only arise in very special circumstances.

3.0 COMMUNICATIONS


In order to communicate changes in lab procedures, this document, or any other aspect related to the use of facilities at D|MA, a consistent and reliable means of communications becomes essential.

3.1 How can I get help?


There are three main means that the IT staff will use to communicate changes to the community of users: online through the support website, via email, or through the helpdesk. Each method is geared towards efficient use of its medium, and as such the website is the most appropriate for current information and bulletins while email is a good way to address pressing issues and the helpdesk can provide immediate assistance.

3.1.1 The "support" website


http://support.design.ucla.edu hosts the D|MA support pages. Housed there are answers to Frequently Asked Questions about lab use, techincal issues, and best practices. We also have a knowledge base that allows for experiences that have occured in the past to be described so that they can be referenced and not cause future issues.
The support page provides a great means for answering typical "how-to" questions, including description of the best ways to access file servers, web space, classes and other such network services.

3.1.2 The Helpdesk


The helpdesk is an area staffed with a trained consultant where people can go for quick questions, or with issues about software, printing, or use of lab machines. The helpdesk is avialable in person whenever the lab is open, or by phone at (310) 825-6803.

3.1.3 Email support


For issues that require a techincal analysis and fall outside of the scope of "fixes", we also offer email support. The main support email is support at dma.ucla.edu

3.2 Broadcasting changes


At times, the staff will need to alert the users of changes to the system. This is done in three ways: by email, on the support website, or via physical postings in the lab and helpdesk area. Please keep an eye for changes on a regular basis (recommended at least once a week). Technology changes quickly, and the labs must often change the background processes inorder to ensure functionality.

3.2.1 Maintaining email addresses


The most crucial of updates, such as the deletion of data and changes in the file server configurations will be sent out through email to all user's BOL accounts. If you do not properly check, forward, or maintain email quotas on your BOL account you may not receive these emails.
Please be aware that while efforts will be made to inform users of changes, ultimately it is the user's responsibility to remain available to receive those updates.

4.0 LAB USE


4.1 Access to machines and their software


Access to machines in the labs are restricted to those people who have accounts. This includes all machines such as computers, printers, and other hardware. Software licensing requirements make it so that quite often you are only allowed to use a particular piece of software when using specific machines in our labs, and then only if you are an account holderand for academic purposes. Please help us comply with the terms of our license agreements.

4.2 Access to the Building after hours and on Weekends


For help in securing access to the building and the labs after hours or on weekends please see the helpdesk. The doors are automatically locked after classes are done and the building is alrmed at night. Please keep in mind that the police automatically respond to any building alarms.

4.3 Physical setup


Machines in the lab are set up to accomodate the needs of students and classes, and thus are fairly exposed. We ask that users follow simple rules to make the equipment last and work for others:
    – Please remove any disks from the machines when you're done using them.
    – Please do not leave papers/slides in scanners
    – Please do not disconnect any cables from lab machines. If you need to connect a physical device in the lab, please ask the helpdesk for asistance.
    – Please DO NOT TOUCH MONITORS! Fingerprints are the main reason monitors become unusable before the end of their regular lives. There is never a need to touch the screen of a computer.
    – Notify the helpdesk when something stops working, don't just leave it broken. If we do not know something does not work, we can't fix it.
    – Please avoid eating or drinking near machines (including water).
    – Try not to be loud in the labs. Use headphones if you want to listen to music.

4.4 VIDEO & AUDIO LABS



Access to these labs is limited to classes in video and audio and through application for special access. There are special access forms for video and audio are available on line. If you are in a class using the video lab, you will be given access to the lab via card swiper. Only persons who have been expressedly granted lock access are allowed in the labs. Do not pass codes to other people, do not share cards, do not prop doors open!