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Issue
48 - June 2006
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Guidelines
for Managing University Domain Names
By
Raymond Poon
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The
Policy on the Registration and Use of University Domain Names
was approved by the Management Board at the 152nd meeting
held on 28 November 2005, and below was the decision made:
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Policy
on the Registration and Use of University Domain Names
University
domain names and sub-domain names are, like the name
of the University, institutional assets and their use
should be properly authorized and protected according
to University rules and regulations. The Board therefore
approved a registration and support system for University
departments and units, and other organizations that
have close ties with the University, to establish proper
contact with the University in the use of internal and
external university domain names. The Computing Services
Centre (CSC) will be the central authority for all internal
and external University domain names, including the
allocation of internal domain names and the registration
of external University domain names for departments.
Prior approval from the Finance Office (FO) and the
CSC will also be required for any outsourced service
that can be accessed through a University domain or
sub-domain name, but hosted by an external party.
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In
order to carry out the task of managing the University domain
names, the following three registration forms have been devised:
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Application Form for a New Domain Name
This
form is used when applying for a new domain name or registering
an existing domain name already in use with the CSC.
Unless with prior exemption from the Chief Information Officer
(CIO), any of, but not limited to, the following situations
will require a domain name registration with the CSC:
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Using the University's funding to subscribe an
external domain name ( that is, domain name that
does not belong to ".cityu.edu.hk" regardless
of whether it is or will be hosted by a domain
name server at the University, a department, or
an external party);
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Using the University's funding to subscribe an
Internet service offered by an external party
and accessible through any domain name;
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Using the University resources (manpower, network
bandwidth, equipment, funding, etc) to host an
Internet service accessible through an external
domain name;
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Any new sub-domain name to be created immediately
under ".cityu.edu.hk" such as <department
name>.cityu.edu.hk, or name of a university-wide
service such as <service>.cityu.edu.hk;
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Any new sub-domain name to be hosted by the CSC-managed
domain name server on behalf of a department such
as <nodename or service name>.<department
name>.cityu.edu.hk;
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Any department/unit/office of the University or
any member (staff, students, alumni, etc.) provides
an Internet service accessible through any domain
name without using any University resources but
involves the University's business, reputation,
image etc.
If the application is approved, the domain name concerned
and/or the Internet service pointed by it will automatically
be registered with the CSC.
Please note that the FO will not make reimbursement or process
purchase order for the subscription or renewal of any domain
name and/or the service pointed by it which has not been
approved through the above process. Therefore, it is advisable
that departments should not make any advance payment in
any form for these subscriptions or renewals unless they
have successfully been registered with CSC.
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Notification Form for Removing an Existing Domain Name
This form is used to notify the CSC of the removal of an
existing domain name that was previously registered with
the CSC but no longer required
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Application Form for Modifying the Hosting of an Existing
Domain Name
This form is used to modify the name of the computer and/or
of the company that currently hosts the domain name or hosts
the service(s) pointed by it.
Departments
are welcome to contact the CSC if they have any query.
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