Computer Section Policy

Computer Section Policy

The ARIES Computer Section (CS) serves as the in-house IT solution provider and is fully geared to provide a supportive role in fuelling the Institute's progress. This division provides all the necessary software and IT hardware facilities for the R&D facilities, projects, and administers the entire network system and ensures the smooth functioning of all aspects relating to the Institute's IT needs.

To ensure proper management, usage and security of IT resources, following policies are framed:

  1. Computer Section is responsible for procurement, installation, configuration, and maintenance of all IT equipments (i.e. computers, printers, network switches, accessories, etc.) of the Institute.
  2. Any malfunctioning of the computer/IT system due to power, booting and / or software corruption/ failure, hard disk problem, keyboard, monitor not functioning, etc. should be reported to Computer Section before taking any services from outside parties for repairs.
  3. CS will allocate the necessary IP addresses, proxies, email addresses, server accounts, etc.
  4. If any machines or IT equipments in the Institute’s network “misbehaves” and causes problems, or disrupts services, CS will notify the concerned and may disconnect the particular machine depending on the severity of the problem, from the core network until the problem is fixed satisfactorily.
  5. As far as possible, all the IT equipment’s & peripherals shall be purchased with minimum three years warranty.
  6. No expenditure is allowable on repairs and maintenance on IT products covered under Warranty.
  7. Project related IT purchases (especially Printers/Cartridges, etc.) must be routed through CS to avail any maintenance and upgradation support.
  1. The Laptop provided to the eligible officer shall be treated as official equipment and must be deposited/returned back to the CS, failing which no new Laptop demands/ issue requests and any repair/maintenance/upgradation beyond Warranty will be entertained.
  2. Under normal circumstances, in the current policy the eligible officers shall be provided either a Laptop or a Desktop and not the both. Additional screen with keyboard and mouse could be given on approval from Director. If both the Laptop and Desktop are required then a core i3 or equivalent Laptop limited to Rs. 45,000 amount will only be provided.
  3. Procurement of new Laptop for the newly joined eligible officers will be done by the CS as per the procurement procedures and must meet the standard specifications.
  4. The issued Laptop will be configured with a standard suite of programs. However, it is also possible that other applications/OS may also be provided to the employee (on request) based on their professional needs or the requirements of the Laptop.
  5. For raising a new demand of Laptop, the eligible officer must submit an Indent Form alongwith a mandatory Proposal Form (refer ‘FORM-1’) duly forwarded by the respective Division Head/Chair to the In-charge (Computer Section) for evaluating the functionality of old Laptop, and accordingly Computer section will issue the Fitness remark.
  6. The CS In-charge then forwards the request and his recommendation to the Director for final approval on the proposal. After acquiring approval on the proposal, other formalities on Indent will be carried out by the CS.
  7. CS will decide the final configuration and warranty of the Laptop depending upon the job responsibilities, demonstrated need, and solely by the Director’s decision/remarks on the basis of the submitted proposal by the User/Indenter.
  8. In general, the Laptop issued to the eligible employees will be considered for replacement after a period of five (05) years of usage. In such an event, the old Laptop will be evaluated for its functionality by the CS division, and only after it is felt that the Laptop needs to be replaced, considering the wear and tear and also the obsolescence, the procurement for a new Laptop will be made.
  9. In case it is felt by the CS, that the laptop need not be replaced immediately, subsequent evaluation for replacement will be made by the CS every six (06) months, thereafter.
  10. All the repair/maintenance/upgradation of Laptops shall be routed through the CS during entire codal life of the Laptop.
  11. Officer shall be responsible for maintaining confidentiality of official data/records stored in their laptops. Necessary password provision must be kept in the laptop to avoid misuse of information.
  12. As the Laptops, external hard disks, USB drives, etc. are mobile, their safety and upkeep, implying careful handling, protection from damage & theft etc., shall be the responsibility of officials to whom they have been issued.
  13. The Laptop users will be held financially liable for any loss and / or damage to the Laptop due to inappropriate usage / carelessness.
  14. In the event of theft, the user employee will be required to lodge an FIR with the nearest police station where the theft happened and approach the Computer Section with a copy of FIR for further necessary action.
  15. Director, ARIES reserves the sole right to cancel the eligibility to provide a Laptop to any officer at any time without giving any prior notice.
  1. In pursuance of the extant laws and guidelines of Government of India, pirated software should not be used. Only licensed copies of the software should be used by the users. As far as possible, open-source free software such as "Open Office" etc. should preferably be used.
  2. Frivolous & Unacceptable Use: Computer resources at the Institute are not unlimited. Network bandwidth and storage capacity have finite limits, and all Users connected to the network have a responsibility to conserve these resources. As such, the User must not deliberately perform acts like playing games, personal chatting, uploading or downloading large files, accessing streaming audio and/or video files, or otherwise that waste computer resources or unfairly monopolize resources to the exclusion of others.
  3. Without prior written permission from Director, ARIES, the computer network of the Institute may not be used to disseminate, view or store commercial or personal advertisements, solicitations, promotions, destructive code (e.g., viruses, Trojan horse programs, etc.) or any other illegal, unethical, and unauthorized materials.
  4. Users should not connect any personal computing devices to the Institute’s network (wired or wireless) unless it is equipped with appropriate protection.
  5. Never open any files or macros attached to an email from an unknown, suspicious, or entrusted source. Delete these attachments immediately; then empty your trash, OR contact the Computer section Helpdesk beforehand.
  6. Delete spam, and other junk email without forwarding.
  7. Never download files from unknown or suspicious sources.
  8. Avoid direct disk sharing with read/write access unless it is absolutely necessary.
  9. Always scan removable media (e.g. pen drives) from an unknown source for viruses before using it.
  1. Printer output represents very real, measurable costs to the Computer Section. Users should be careful to avoid wasting the printing resources and should keep printouts to a minimum.
  2. The practice of providing every PC (including Desktop PC, Laptops, etc.) with a separate printer may be discouraged and a common Multi-function Printers will preferably be provided on the network which may be shared by a number of users, especially amongst the users where confidentiality is not an issue.
  1. One HDD of up to 2TB capacity can be given to PhD students on request (during their PhD tenure).
  2. Issue of Web-cam, Pen drives, etc. can be done to users for short term, about a week or so.

REPORTING MISUSE:

                   If observed, kindly report misuse of any IT resources, in confidence, to the Computer Section In-charge.

                   This issues with the concurrence and approval of the Engineering Chair and Director, ARIES.