IT Technical Change Control - Campus Public and Vendor Submission Guidelines

Emergency changes are required when an unexpected error or threat needs to be addressed as soon as possible, typically in order to restore a down service or secure a system against a threat (security, environmental, etc.). Examples include: implementing a zero-day security patch, recovering a server outage, repairing a damaged networking cable run, and resolving a major incident. 

1. Emergency changes address one or more of the following:

   1. A zero day or critical security vulnerability.

   2. A system or service that is down.

   3. An essential system or service that is degraded, and which degradation hinders essential business functions of our organization.

   4. Is mandated by a vendor or IT stakeholder, and not performing the change would result in any of 1A-C above.

2. Emergency changes can be performed on short notice (same day or with less than one week's notice) and notice of when the work needs to occur should be given to KU IT as soon as possible.

3. Emergency changes must be submitted, receive CAB approval, and be approved by either the IT Senior Director of Infrastructure (SDI) or Chief Information Officer (CIO) prior to implementation.

4. Contact your KU IT department contact to submit your change or email it_chgmgmt_dl@ku.edu for assistance.

• Late submission of a normal change is not sufficient to classify and implement it as an emergency change.

5. Once approval is granted, your IT contact will inform you that the change can proceed.

Normal changes are those that don’t have a pre-approved process, and require IT Change Advisory Board (CAB) approval in order to move forward with their implementation.

1. All normal changes must be submitted each week by Friday at noon and are not to take place any sooner than the following Friday after 5pm.

2. If possible, changes should be submitted at least two weeks in advance of their implementation date.

3. If a change has significant impacts, such as; affecting the entire campus and downtime will be experienced, submission should be made at least three to four weeks in advance.

4. Changes are submitted via the Campus Public IT Change form.

5. Once the change is reviewed, an IT contact will be assigned, and in conjunction with the IT Change Manager, will be in contact to coordinate.

Normal changes are those that don’t have a pre-approved process, and require IT Change Advisory Board (CAB) approval in order to move forward with their implementation.

1. All normal changes must be submitted each week by Friday at noon and are not to take place any sooner than the following Friday after 5pm.

2. If possible, changes should be submitted at least two weeks in advance of their implementation date.

3. If a change has significant impacts, such as; affecting the entire campus and downtime will be experienced, submission should be made at least three to four weeks in advance.

4. Contact your KU IT department contact to submit your change or email it_chgmgmt_dl@ku.edu for assistance.

5. Once approval is granted, your IT contact will inform you that the change can proceed.