• Data dissemination is at the discretion of data stewards and guided by state and federal regulations. See UAP 2580, UNM’s Data Governance policy. 
  
  

• Submitting a request to the Campus Environments & Services (CES) Data Team does not guarantee data access. To protect The University of New Mexico and its students, staff, faculty, and partners, the CES Data Team may deny requests for data access.
  
  

• The Campus Environments & Services (CES) Data Team provides support to units within the EVPFA and CES organization at no cost for labor. Clients are responsible for resource costs that occur to support the request, such as software licenses for the client’s own team.

If you need access to an employee’s computer files or emails (whether the employee is separated or current), a BCAR form must be completed and submitted on ServiceNow.  The employee’s supervisor must approve the request. Per UNM Policy 2500, Section 5: “Accessing an employee’s computer files for work-related, non-investigatory purposes (i.e., to retrieve an email or file needed while the employee who maintains the email or file is away from the office) is permitted and only requires the written approval of the employee’s supervisor, as long as access is limited to the immediate work-related need.  When an employee separates from the University, all work-related files, including but not limited to research data, as well as all records made or kept in any University System, physical or electronic, remain the property of the University.” The form can be found here. More information is available in this ServiceNow knowledge article.

 For acquiring computer hardware, whether it be a workstation, a laptop, or any peripherals such as monitors, keyboards, mice, headphones, etc., if you will use this hardware within the work environment on campus or at home in conjunction with UNM equipment, please start with an email request to your IT Officer, who will discuss with you your particular need and then get a ticket submitted on your behalf into ServiceNow, to start the procurement process via Workstation Operations. The Workstation Operations team has a standardized process that facilitates a consistent customer experience, from placing the order to deployment of the equipment to the intended user. The ServiceNow ticket will show you the order’s status as it progresses from order to receipt, configuration, and deployment to the person for whom the hardware is slated. The deployment process includes a checklist to ensure that the process is complete and that the user has everything they need installed and working to start using the hardware.

1.3 Software Acquisition (free or paid) or Software License Upgrades

To address information security and privacy risks, especially when Personally Identifiable Information (PII) is involved, all departments must follow the required UNM cybersecurity review processes for any software acquisition, free or paid. More information is available here. Information on data classification and UNM’s Data Governance can be found here. UNM Purchasing will require you to show that you have approval from ISPO (Information Security and Privacy Office) for all software purchases or upgrades before they can be purchased. Complete the Privacy Impact Assessment Questionnaire (PIAQ) form for Purchasing, which can be found on this ISPO page. Your IT Officer (ITO) will: 1) help you complete the PIAQ form and 2) submit it to ISPO for review. Contact your ITO to understand the process, why it is required, and how to complete the PIAQ. After you finish the form, give it to your ITO for submission to ISPO. In addition to the PIAQ, your ITO may need approval from the appropriate data steward for data usage, especially when staff, student, or faculty PII will be handled in the software being acquired.

• UNM Brand Standards - All units are expected to follow established UNM brand standards and University Administrative Policy 1010, as a federally registered and trademarked brand.
  
  

• CES coordinates all interviews and media inquiries with the Vice President and Marketing & Communications Manager for coordination and dissemination. University Communications & Marketing (UCAM) will also be included in any communications and is the primary contact for institutional communications and media inquiries concerning University-wide projects and initiatives.
  
  

• CES MarComm does not own, manage or analyze survey data. Requests involving survey creation, response management, data analysis, interpretation of feedback or reporting should be routed to the appropriate project manager or data team before communications support begins. Raw survey data should not be shared with CES MarCom or other staff unless the data has been confirmed as fully anonymous and appropriate for distribution.Content intended for leadership review, public posting or broad internal sharing may require additional review before publication.
  
  

• Campus Environments and Services Marketing and Communications (MarComm) provides strategic and creative support to units within the EVPFA and CES organization at no cost for labor. Clients are responsible for direct expenses associated with projects, including printing, production, media placement or external vendor services.
  
  

• Work is assigned based on team capacity, project priority and alignment with organizational goals. Staff are not designated to a single unit or department by default. Dedicated support for a specific unit may be established through a formal agreement, such as a memorandum of understanding, in coordination with CES Marketing and Communications management.