UMKC Information Services →  Policies & Procedures → Computer Lab Manager Responsibilities

The manager must monitor the physical security of the lab's equipment as well as the proper use of the equipment. This includes recommending and seeking additional security measures (including insurance coverage) seen as necessary to protect the equipment, documenting discrepancies, or lapses in established security routines, and reporting losses to the Campus Police, Risk Management (insurance coverage) and other units as appropriate. The proper use of University owned computing equipment is covered under The UMKC Computer Usage Guidelines. The Guidelines reflect University policy on computer use, and computer user behavior and should be adhered to as closely as possible when making a determination of when a misuse of computing equipment could occur (or did occur).

The manager must implement and monitor software security systems which will maintain the integrity of computer programs and data on the hard disk files of the lab's server and the hard drives of individual machines (if such drives are present). Initial levels of security can be accomplished through third party programs which "lock-up" and protect programs and data on individual machines. Server security and integrity is maintained through a thorough understanding and use of the built-in protection of the particular networking software in use. Third party solutions may be sought and implemented to cover any weakness or gaps in the particular networking software being used. This area of security would also encompass the responsibility to ensure that software is not copied from the server or hard drives of individual systems causing a violation of copyright law. Routine and comprehensive software and data backups are a standard technique in maintaining the integrity of the lab's systems. The backups ensure that software and data can be restored in the event a hard disk file is damaged or stolen, or if there is a virus contamination.

The acquisition of hardware and software is another of the Lab managers responsibilities. Although lab systems may already be installed it is an ongoing task to upgrade and augment the lab's hardware and software. The manager must see that correct hardware and software upgrades are ordered and installed. Hardware upgrades are in many cases user installable. Some manufacturers do require that certain hardware upgrades be done by the manufacturer's authorized maintenance/repair facility. Software upgrades are user installable, but in many cases the software publishers advise that the installer have some training or education in advance of the installation process. As is often the case this training does cost, but the costs from a faulty installation of key software can more than offset any savings from not attending the training.

New software packages may be acquired or requested by faculty or users. Great care must be exercised in the timing and installation of any new software on an operational lab. The most benign changes can sometimes have disastrous results such as hanging the network, causing other, previously stable software to misbehave, and causing intermittent problems such as disappearing files. It may be necessary for the lab manager to develop a written procedure documenting how and when software may be added to the lab. The procedure could save many misunderstandings with faculty anxious to see their chosen software loaded and used in the lab.

Regular maintenance of equipment in the lab is also the responsibility of the manager. Maintenance responsibilities encompass routine preventative maintenance such as cleaning disk drives and monitor screens, as well as the repair of computer systems. There is no campuswide repair facility for personal computer equipment. Machine repairs are accomplished in one of four ways:

1. If the equipment is under warranty the repair is accomplished under the warranty terms.
2. If the equipment is out-of-warranty and is covered under contract by one of the campus' maintenance providers, it is repaired under the terms of that contract.
3. If the equipment is out-of-warranty and is not covered by a maintenance provider, the manager can select any repair facility they feel is qualified to accomplish the repair. The system will be repaired on what is know as a time and materials basis, which means a billing for time spent on the repair and any parts purchased to replace the original defective components.
4. If the equipment is out-of-warranty and is not covered by a maintenance provider, the manager can elect to do a repair in-house. This presumes the manager has the proper skills, tools, diagnostic aids and bench space to accomplish such a repair. If the wrong diagnosis is made money can be misspent by replacing a component that is not defective. Parts suppliers do not refund when such an error is made.

When machines are covered under warranty or a maintenance contract the manager may still have to do some diagnosis work to get a better idea of what the actual problem is. This procedure can help in getting a quicker repair done if the technician can bring replacement components on the first service call. In all the methods outlined above it is the lab manager's responsibility to track and ensure that correct and timely repairs are completed on the lab systems. Additionally, if it is to be management's policy to cover out-of-warranty machines on service contracts, it is the manager's responsibility to track a particular system's age, and upon expiration of the warranty, the manager must contract for its service coverage.

Network troubleshooting is another of manager's responsibilities. Mysterious problems may occur on the network in the lab. The cause of some problems can be nothing more complex than a loose connector on the Ethernet segment. Often times the causes are much more complex and require training, patience, and diligence in tracking down. The manager may not be able to find or solve the problem alone, but it is their duty to know who to call for outside assistance, and when to call for outside assistance. In some instances the lab manager must coordinate networking activities with the UMKCnet Manager to make sure the campus wide network is not affected by networking changes or problems in the lab.

The Lab manager may also be given the responsibilities to hire, train, and schedule any student assistants needed in the lab. Student assistants are an excellent resource for a lab manager. In the typical lab, the student assistants are the first layer of support in monitoring work in the lab and assisting the lab users. The student assistants (just as any other valuable resource on Campus) do require management and supervision from a full-time staff member. A Lab manager who has these responsibilities must have or be able to acquire the people skills to handle the tasks. The manager may require additional training to gain or enhance those skills. There is no room for mishandling of student assistants through a lack of supervisory talents. We must remember they are "OUR" students, and a valuable asset to any teaching laboratory.