Domain Name System Policy and Guidelines
(Approved by the Management Board at the 152nd meeting held on 28 November 2005)
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 is the decision made:
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.
The following three application forms are devised for managing the University's domain names:
Application Form for a New Domain Name (download)
This form is used to apply for a new domain name or to register an existing domain name already in use with the CSC.
The following situations will require a domain name registration with the CSC:
Using the University's funding to subscribe an external domain name ( that is, domain name that does not belong to ".cityu.edu.hk" regardless whether it is or will be hosted by a domain name server at the University, a department, or an external party);
Using the University's funding to subscribe to an Internet service offered by an external party and accessible through any domain name;
Using the University resources (manpower, network bandwidth, equipment, funding, etc.) to host an Internet service accessible through an external domain name;
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
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, or
Any department/unit/office of or any member of the University (staff, students, alumni, etc.) provides an Internet service accessible through any domain name and 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. All University domain names by default will be served by the University DNS server maintained by the CSC. Depending on situation, external domains may be served by the University DNS servers or served by external DNS servers.
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, so it is advisable that departments or authorized staff should not make any advance payment in any form for these subscriptions or renewal services without prior approval.
Notification Form for Removing an Existing Domain Name (download)
This notification form is used to notifiy the CSC of the removal of an existing domain name that was previously registered by the applicant with the CSC but no longer required.
Application Form for Modifying the Hosting of an Existing Domain Name (download)
This application form is used to modify the name of the computer and/or of the company, previously registered by the applicant with CSC, that currently hosts the domain name or hosts the service(s) pointed by it.
The forms are downloadable from the CSC home page (from http://www.cityu.edu.hk/csc, choose 'Help & Support' menu and then select 'CSC e-forms'). Users may contact the CSC about domain name administration issues by sending Email to email@example.com or contact the Service Desk at any time.
Staff can refer to the following guidelines for further details: