University of Dar Es Salaam ICT Policy

Table of Contents

PREFACE.…….. ………………………………………………………………………………………………II

ACKNOWLEDGEMENTS…….………………………………………………………………………………III

LIST OF ABBREVIATIONS AND ACRONONYMS…….. ……………………………………………………V

GLOSSARY TERMS ….. ……………………………………………………………………………………..VI

EXECUTIVE SUMMARY …..……………………………………………………………………………VIII

CHAPTER ONE………………………………………………………………………………………………….1

INTRODUCTION…………………………………………………………………………….………………….1

1.HISTORICAL BACKGROUND……………………………………………………………………………….1

1.1	VISION, MISSION AND MOTTO	1
1.2	VALUES	1
1.3	OPERATIONAL FACULTIES/ INSTITUTES/ DEPARTMENTS/ UNITS	2
1.4	FIVE-YEAR ROLLING STRATEGIC PLAN (FYRSP) 2011/2012 -2015/2016	3
1.5	UDSM ICT POLICY RATIONALE	3
1.6	VISION OF ICT AT UDSM	4
1.7	STRUCTURE OF THE DOCUMENT	4
CHAPTER TWO…………………………………………………………………………………………….…….5
POLICY OBJECTIVES, CHALLENGES AND STATEMENTS……………………………………………………5
2.1	ACCESS	5
2.2	TEACHING, LEARNING AND RESEARCH	8
2.3	ICT ORGANIZATION AND MANAGEMENT	11
2.4	ICT ASSETS MANAGEMENT, ACCOUNTABILITY AND DISPOSAL	12
2.5	HUMAN RESOURCES DEVELOPMENT	15
2.6	PARTNERSHIP WITH THE GOVERNMENT, PRIVATE SECTOR AND PUBLIC INSTITUTIONS	17
2.7	ACQUISITION OF ICT PRODUCTS AND SERVICES	18
2.8	ADMINISTRATIVE INFORMATION SYSTEMS ESTABLISHMENT AND SUPPORT	20
2.9	ICT SUSTAINABILITY	22
2.10 ICT SECURITY		24
CHAPTER THREE……………………………………………………………………………..………………….26
INSTITUTIONAL FRAMEWORK……………………………………………………………….……………….26
3.1 GOVERNMENT		26
3.2 University Dar Es Salaam		26
3.3 DEVELOPMENT PARTNERS		27
CHAPTER FOUR…………………………………………………………………………………………………..28
IMPLEMENTATION, MONITORING AND EVALUATION………………………………………………………28
4.1IMPLEMENTATION		28
4.2MONITORING AND EVALUATION		28

BIBLIOGRAPHY……………………………………………………………………………………………………29

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LIST OF ABBREVIATIONS AND ACRONONYMS

ARIS	Academic Register Information System
DLE	Digital Learning Environment
FIS	Financial Information System
FYRSP	Five-Year Rolling Strategic Plan
HCMIS	Human Capital Management Information System
ICT	Information and Communication Technology
IPR	Intellectual Property Rights
IRM	Information Resources Management
IT	Information Technology
IXP	Internet Exchange Point
LAN	Local Area Network
LIBIS	Library Information System
Mbps	Mega bits per second
MCM	Management Control and Maintenance
MDGs	Millennium Development Goals
MIS	Management Information System
MoEVT	Ministry of Education and Vocational Training
MoSTHE	Ministry of Science Technology and Higher Education
OPAC	Online Public Access Catalogue
OSS	Open Source Software
PAR	Public Access Room
PEDP	Primary Education Development Programme
PCs	Personal Computers
PRSP	Poverty Reduction Strategy Paper
QA	Quality Assurance
SEDP	Secondary Education Development Programme
TCRA	Tanzania Communications Regulatory Authority
TCU	Tanzania Communication for Universities
TERNET	Tanzania Education Research Network
UDSM	University Dar Es Salaam
UCC	University of Dar es Salaam Computing Center
UDSM	University of Dar es Salaam
VoIP	Voice-over Internet Protocol
VPN	Virtual Private Network

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GLOSSARY OF TERMS

ADLIB – One of the leading Library Management Software that

is also used at UDSM for computerizing library functions.

Open source software (OSS/FS) – OSS/FS programs are programs whose licenses give users the freedom to run the program for any purpose, to study and modify the program, and to redistribute copies of either the original or modified program (without having to pay royalties to previous developers).

Fibre optic cable network – Cable incorporating a number of very thin strands of glass on which information is conveyed in the form of pulses of light.

Local area network – Communications network connecting computers by wire, cable, or fibre optic link. Usually serves parts of an

organization	located	close to	one another,	generally
in the same	building	or within	2 miles of one	another.
It allows users to share software, hardware and data.

Wireless network – Wireless LAN is a type of local-area network that uses high-frequency radio waves rather than wires to communicate between nodes. WLAN is a flexible data communication system used as an alternative to, or an extension of a wired LAN.

WiFi Technology – Short for “Wireless Fidelity”, is a set of standards for wireless local area networks (WLAN) currently based on the

IEEE 802.11 specifications. New standards beyond the 802.11 specifications, such as 802.16 are currently in the works, they offer many enhancements, anywhere from longer range to greater transfer speeds.

Information and communication technologies (ICT) – Fusion of computers and telecommunications. Computers enable people to Work creatively, but they are limited by what they can access. Adding a communications channel, such as the Internet or other information services, significantly extends the capability of the computer. It allows it to be not only an inexpensive communications device, but also a means of obtaining education, information, and working creatively with others irrespective of geographical barriers.

e-Learning – A process of learning via computers over the Internet and

vi | D U C E I C T P O L I C Y

intranets. Also referred to as Web-based training, online learning, distributed learning, or technology for learning.

e-Commerce -Business communication and transactions conducted over networks and through computers. As most restrictively defined, electronic commerce is the buying and selling of goods and services, and the transfer of funds, through digital communications.

Internet exchange point (IXP) – This is a physical infrastructure that allows different Internet Service Providers (ISPs) to exchange Internet traffic between their autonomous systems by means of mutual peering agreements. IXPs are typically used by ISPs to reUDSM dependency on their respective upstream providers; furthermore, they are used to increase efficiency and fault-tolerance.

Intranet – A private network of various computers within an organization. An Intranet is used to share company information and computing resources among employees. An Intranet uses regular Internet protocols and in general looks like a private version of the Internet.

Online Learning -Any learning experience or environment that relies upon the Internet/WWW (World Wide Web) as the primary delivery mode of communication and presentation.

Multimedia – Systems that support the interactive use of text, audio, still images, video, and graphics. Each of these elements must be converted in some way from analog form to digital form before they can be used in a computer application. Thus, the distinctive feature of multimedia is the convergence of previously diverse systems.

as internet voice is a technology that allows you to make telephone calls using a broadband internet connection instead of a regular (or analog) phone line.

VoIP -Voice-over Internet Protocol also known

EXECUTIVE SUMMARY

The UDSM ICT Policy is being developed with a view to promoting more focused and effective development and strategic application of ICT resources at The University. The primary role of the policy is to support the application of ICT in the core mission and functions including teaching, research and public services, and to facilitate the effort to provide efficient and effective ICT services to UDSM clients. It is expected that all UDSM staff and students will observe the provisions contained in this policy to create and sustain a conducive environment for application of ICT including Internet and other related ICT resources. The policy also provides a foundation for College-wide approach to the management of Information and Communication Technology. This policy will be implemented with the support of ICT Master Plan.

UDSM ICT Vision

To excel in education-based application of ICT in teaching and learning, research and public service.

Growth of ICT at UDSM

The current state of the art in terms of ICT infrastructure at UDSM is as follows:

•SIMBANet Point to Point Internet gateway connection 6 Mbps;

•TTCL leased line of 2 Mbps capacity connecting the office of Human Resources Management with UTUMISHI via VPN tunnel;

•A fiber optic campus backbone cable connecting most of the buildings at The University Campus;

•A Local-Area Network [LAN] in all offices at Administration, Library, PMU and Estates, Faculties of Education; Science; Humanities and Social Sciences Buildings;

•Wireless Internet connection at Faculties of Science & Education and Teacher’s Professional Centre Buildings.

With respect to access to computers, The University has established the following infrastructures:

•Computer laboratories for students at the Library and Faculties of Education and Science.

•Geography Information System (GIS) Computer laboratory at the Faculty of Humanities and Social Sciences.

Furthermore, ICT has been extended to include the introduction of Human Capital Management Information System (HCMIS) from UTUMISHI, Financial Information System (FIS), Academic Register Information System (ARIS), and Library Information System (LIBIS).

Policy areas and Statements

The ICT policy addresses 10 focus areas:

•Access

•Teaching, Learning, Research and Public Services

•ICT Organization and Management

•ICT Assets Management, Accountability and Disposal

•Human Resource Development

•Partnership with the Government, Private Sector and Public Institutions

•Acquisition of ICT Products and Services

•Administrative Information Systems Establishment and Support

•ICT Sustainability

•ICT Security

For each of the aforementioned areas, policy statements are presented as a guide in the implementation of the policy.

Access

Policy statements

a)The University shall ensure that a reliable and scalable state of the art ICT infrastructure, of adequate capacity, high-speed, cost effective and of adequate coverage is maintained.

b)The University shall ensure that ICT is accessible to entire UDSM community regardless of gender, physical disability, race and religion.

c)The University shall collaborate with other government and private institutions to set up and effectively utilize national IXPs and hierarchical IXPs.

d)The University shall look for private partners to enter into joint ventures for ICT and related sectors development.

e)The University shall solicit public and private sectors to explore various modes to fund ICT developments and management.

f)The University shall ensure that all access obligations including fees payment are effected on time to avoid inconveniences.

g)The University shall build capacity for cost effective and reliable ICT Infrastructure deployment and management.

h)The University shall seek to ensure all installed ICT infrastructure is maintained and utilized effectively.

i)The University shall facilitate accessibility of soft loans to its staff from financial institutions and other sources to enable them to purchase PCs, laptop computers and other ICT facilities.

The University shall seek to ensure that all its departments are connected to a functional and effective ICT backbone.

k)The University shall encourage collaborative ventures with local and foreign agencies in increasing access through refurbished products.

l)The University shall institute measures of security that will ensure that ICT infrastructure and facilities are utilized by bona fide College community.

m)The University shall encourage cost-effective application of ICT through use of cheaper but effective and sustainable technologies e.g. open source.

n)The University shall encourage the development of local content and other information resources for enhanced teaching, learning and administrative processes.

Teaching, Learning, Research and Public services Policy statements

a)The University shall design and put in place strategies to improve the e-learning environment/platform so that more students are served better and in a sustainable manner.

b)The University in collaboration with development partners shall strive to create and develop ICT applications and multimedia content locally to support teaching and learning.

c)The University shall continue to discourage inappropriate use of ICT that is detrimental to our socio-cultural and moral values.

d)The University shall require the application of ICT in teaching and learning in order to improve quality of delivery of all academic programmes.

e)The University shall leverage faculty/department effectiveness by using ICT in instruction, learning, research and public services.

f)The University shall create organizational (trainer capacity, training management) and technical (practice laboratory and computer based training tools, self-paced training mode) conditions assuring continuous in-house e-learning training capabilities in the long-term.

g)The University shall ensure and require that all students and academic staff are trained on a continuing basis to equip them with the requisite skills to fully exploit the Digital Learning Environment (DLE) in the different disciplines.

h)The University shall develop campus-wide and global e-learning networks based on academic interest groups and research

collaboration.

i)The University shall establish the appropriate common DLE infrastructure and software responsive to academic needs through the designated central technological unit.

j)The University shall ensure sustainable availability of the ICT learning environment (e-learning, research & dissemination) and resources that will cater for the broad interests of all users through appropriate funding, upgrading and management.

k)The University shall foster use of ICT in research development and provision of public services. The University shall encourage voluntary compliance to academic integrity and take stern measures against those found guilty of plagiarism of Internet based materials in any academic work.

l)The University shall ensure availability of electrical power backup to sustain ICT services.

ICT Organization and Management

Policy statements

a)The University, through ICT Department shall develop and implement an efficient system of communication that will ensure that UDSM academic departments readily access ICT services for improved teaching and learning.

b)The University, through ICT Department shall develop and implement a system for addressing issues related to IPR in development and application of ICT.

c)The University through ICT Steering Committee and the ICT Department working as IRM unit shall oversee implementation of this policy and subsequent plans.

d)The University shall ensure setting aside of funds for procurement, development, replacement, upgrading and maintenance of ICT facilities as will be recommended by the ICT Department at The University.

e)The University shall ensure a proper and enforceable ICT procedural and technical documentation for effective ICT organisation and management.

f)The University shall establish and enforce functional ICT committees at Faculties and Institutes.

g)College-wide IRM functions shall formally be done by the ICT Department.

h)The University shall ensure organizational structure is in place for effective development, management, control and maintenance of ICTs at The University.

ICT Assets Management and Accountability

Policy statements

a)The University shall encourage and support adequate allocation of ICT assets to College departments and units as a way of ensuring that all ICT activities are effectively done.

b)The University shall establish a proper and effective system of procurement and record keeping of all College ICT assets for enhanced storage and retrieval.

c)The University shall encourage sharing of relevant ICT resources in order to ensure optimal utilization of ICTs in the core activities of The University.

d)The University shall institute a framework for faculties and institutes accountability of ICT assets and facilities under them.

e)The University shall ensure that each unit keeps record of its existing assets, and carry out necessary maintenance.

f)The University shall ensure that acquisition of ICT assets is centralized and made on the basis of priority.

g)The University shall develop a framework for functions and responsibilities of ICT assets management, accountability and disposal.

h)The University shall establish a framework for proper disposal and necessary replacement of ICT facilities.

i)The University shall promote the culture of maintenance and servicing of ICT assets and facilities.

j)The University shall promote high standard and uniformity of ICT facilities at The University.

k)The University shall establish a database for all ICT assets at The University and promote proper storage, management and easy retrieval of ICT assets and facilities.

l)The University shall establish mechanism and provide guidelines on safe disposal taking into consideration environmental protection, confidentiality of information and retrieval of valuable information contained in disposable ICT assets and facilities.

m)The University shall establish mechanism for proper disposal of ICT assets and facilities through recycling or alternative use of disposed equipment.

Human Resources Development

Policy statements

a)The University shall promote and support the development of qualified personnel regardless of gender, physical disability, race, and religion for efficient policy-implementation, regulation and management of information resources and services.

b)The University shall continuously review technical and end-user competence necessary for development, management, control, maintenance and usage of the continuously evolving ICT infrastructure at The University.

c)The University shall support training and re-training of ICT managers, professionals and other operational functions personnel.

d)The University shall put in place an appropriate scheme of service that will attract employment and retention of ICT personnel.

e)The University shall encourage activities relating to life-long learning processes both formal and informal for its staff.

f)The University shall provide resources for both basic and applied ICT training, as well as providing assistance for ICT in education.

g)The University shall encourage the participation of end-users in contribution to the specifications and design of the ICT applications at The University.

h)The University shall maintain and update documentation in the area of ICT to ensure prompt and smooth management, control, replacement and maintenance of the ICT infrastructure.

Partnership with the Government, Private Sector and Public Institutions

Policy statements

a)The University shall create a conducive environment for enhancing productive linkages between The University and the Government, private sector and other local and international institutions.

b)The University shall work closely with TERNET and other local institutions and the government for promotion of cost-effective application of ICT for improved effectiveness and efficiency in its core functions.

c)The University shall encourage its human resources competent in ICT to foster development and research in ICT in collaboration with other institutions.

d)The University shall foster development and dissemination of ICT technology and skills for enhanced productivity in the private sector.

e)The University shall work with the private sector, civil society and other partners in promoting, stimulating and encouraging the use of ICT for increased productivity.

Acquisition of ICT Products and Services

Policy statements

a)The University shall promote growth of ICT software, hardware and other related facilities by supporting identification of sources and specifications of ICT requirement that will yield quality outputs in The University operations.

b)The University shall encourage and promote outsourcing of ICT services where necessary as a way of ensuring quality, cost effectiveness and sustainability of ICT services at The University.

c)The University shall ensure that its ICT human capacity is facilitated to provide high quality and cost effective ICT services including management and maintenance of ICT facilities and e-content development related services.

d)The University shall encourage and promote procurement process consistent with existing Public Procurement Act (2011) and Regulations (2013) with a view to get products and services with best quality at reasonable cost.

e)The University shall strive to maintain well trained and competent ICT staff who are well versed with current state of the art technology in ICT and The University requirements.

f)The University shall ensure that the duplication of efforts is minimized for efficient and cost effective development, management, control, maintenance and usage of ICT at The University.

g)The University shall encourage the acquisition of Open Source Software (OSS) related products and services to avoid incurring high costs on purchasing and maintaining licensed software.

h)The University shall encourage acquisition of other cost effective and efficient technologies like thin clients laboratory based, to decrease the investment and maintenance costs while increasing efficiency.

Administrative Information Systems Establishment and Support Policy statements

a)The University shall continuously ensure that financial management process and reporting is enhanced and mainstreamed at all levels through integrated Financial Information System (FIS).

b)The University shall maintain and streamline a student education related administrative and managerial processes to improve student related matters reporting at both central and faculty level through expanded use of an integrated Academic Record Management Information System (ARIS).

c)The University shall maintain the link between the Human Resource Management unit and UTUMISHI in all associated administrative process through the Human Capital Management Information System (HCMIS).

d)The University shall strive to improve efficiency and effectiveness of library operations and services through enhancement of existing system including the implementation of an integrated on-line Library Information System for the whole College.

e)The University shall ensure the website is constantly updated.

f)The University shall establish Intranet, Collaboration platform, Projects/Contracts management, Document Management System and Management Information Systems.

g)The University shall strive to integrate relevant Information Systems.

ICT Sustainability

Policy Statements

a)The University shall put in place mechanism which will encourage ICT infrastructure development, generation of adequate funding and relevant investments to augment the financial base.

b)The University shall pursue vigorously plans to ensure that this policy is sustainable through the following measures:

i.Identifying sources of funding for acquisition and maintenance of equipment, and training ICT staff;

ii.Regularly updating of computers and related equipment according to their life cycle;

iii.Networking to be a continuous process as new building facilities for academic and administrative purposes come under construction;

iv.Acquiring ICT hardware and software from a common source to reUDSM cost and facilitate easy maintenance.

v.Training periodically of ICT technical staff to upgrade

their knowledge in modern trends.

c)The University shall endeavor to establish a maintenance and sustainability fund either through user fees or otherwise.

d)The University shall provide growth and sustainability of its e- learning processes through appropriate funding (involving a clear budget line) and operational mechanisms.

ICT Security

Policy Statements

a)The University shall put in place measures to ensure confidentiality, integrity and availability of its ICT resources.

b)The University shall introUDSM authentication, authorization and accounting mechanisms for its critical information systems.

c)The University shall support and promote information security awareness initiatives to its students, staff and to the general public.

d)The University shall comply with the National Information Security Policy and Code of Practice.

e)The University shall collaborate with the relevant legal authorities organs to establish an appropriate legal framework to guide ICT implementation in the country.

f)The University shall grant access to the relevant College ICT resources only to bona fide UDSM students and staff. Any other user shall seek authorization prior to accessing the resources.

g)The University shall ensure that security policies/ and procedures are reviewed and subsequently implemented on a regular basis.

CHAPTER ONE

2.1.2Policy Objectives

To:

a)Foster efficient, inter-operable, reliable, cost effective and sustainable UDSM ICT infrastructure commensurate with end user needs, and compliant with national, regional and international standards.

b)Encourage cooperation with other institutions on responding to the challenges of convergence and newly emerging technologies, while drawing inputs together through sharing resources. Establish mechanisms to address new national, regional and international policies and technical issues raised by change in ICT’s and services.

c)Promote and evolve collective networks and Internet development policies and infrastructure.

d)Establish mechanisms that will result in least cost of access to bandwidth for The University and institutions of higher learning in general.

e)Establish mechanism to ensure that all installed ICT infrastructure including College wide network and Internet, and departmental Computer laboratories and PARs are maintained and utilized effectively.

f)Extending or providing access to soft loans for staff to purchase Laptops and other ICT facilities.

g)Increasing access to ICT through refurbished products and thin client technology.

h)Ensure security of access to College ICT resources and foster the evolution of dynamic strategies that will address it.

2.1.3Policy Challenges

a)Build an adequate ICT infrastructure to match student expansion programmes and technological advancements.

b)Enhanced connectivity through expanded bandwidth.

c)Developing cost effective ICT infrastructure deployment plans and strategies.

d)Mobilize strategic investments.

e)Compliance with regional and international ICT infrastructure standards.

f)Improve access to knowledge and information.

g)Meet College ICT access requirements.

h)Adequate access points and its full time availability.

i)Adequate information resources (content) in the local environment.

j)Attitude of College community on refurbished products and thin client based access.

k)Attitude of local and regional institutions on reducing cost of bandwidth through shared bandwidth.

l)Cost implication of expanded bandwidth and establishing hotspots.

m)Regular training and retraining of staff on ICT to keep pace with the rapidly changing technologies.

2.1.4Policy Statements

a)The University shall ensure that a reliable and scalable state of the art ICT infrastructure, of adequate capacity, high-speed, cost effective and of adequate coverage is maintained.

b)The University shall ensure that ICT is accessible to entire UDSM community regardless of gender, physical disability, race and religion.

c)The University shall collaborate with other government and private institutions to set up and effectively utilize national IXPs and hierarchical IXPs.

d)The University shall look for private partners to enter into joint ventures for ICT and related sectors development.

e)The University shall solicit public and private sectors to explore various modes to fund ICT developments and management.

f)The University shall ensure that all access obligations including fees payment are effected on time to avoid inconveniences.

g)The University shall build capacity for cost effective and reliable ICT Infrastructure deployment and management.

h)The University shall seek to ensure all installed ICT infrastructure is maintained and utilized effectively.

i)The University shall facilitate accessibility of soft loans to its staff from financial institutions and other sources to enable them to purchase PCs, laptop computers and other ICT facilities.

j)The University shall seek to ensure that all its departments are connected to a functional and effective ICT backbone.

k)The University shall encourage collaborative ventures with local and foreign agencies in increasing access through refurbished products.

l)The University shall institute measures of security that will ensure that ICT infrastructure and facilities are utilized by bona fide College community.

m)The University shall encourage cost-effective application of ICT through use of cheaper but effective and sustainable technologies e.g. open source.

n)The University shall encourage the development of local content and other information resources for enhanced teaching, learning and administrative processes.

2.2Teaching, Learning and Research

2.2.1.Issues

UDSM has leveraged the effectiveness of members of academic staff by using ICT in instruction, learning, research and public service. In any institution of higher learning, e-learning is seen as an important technology to improve the quality of teaching and enhance the academic profile of educational institutions. It also has the potential for effective and continued education in the public sector and puts the student at the centre of the learning process; and more time for individual interaction with students.

Increased student enrolment calls for innovative ways of delivering knowledge such as ICT mediated teaching and learning that supports both Campus and distance learning. By and large, there is need to have state-of-the-art relevant software and infrastructure for teaching, learning and research.

The University realizes that e-learning provides a strategy to respond to three major issues, namely; cost, quality and expanded enrolment.

a)Cost: Government funding to offset institutional expenses is increasingly limited. There is a need for fundamental changes in the tools used to match improved quality with increased enrolment. The government expects UDSM to do more with less funding.

b)Quality: Maintaining and/or improving quality with increasing numbers of students can only be effected with fundamental changes in academic instruction and learning using new tools and methods.

c)Expanded enrolment: With the substantial increase in student enrolment, The University has to create a more flexible environment in delivering academic programmes in order to remain competitive. E-learning must focus on UDSM’s general long-term objectives including the distance education future plans; thereby supporting The University’s overall strategic planning.

The increased internet access at UDSM and its use in teaching and learning calls for guidance to students to enable them develop the knowledge, skills and attitudes necessary to locate, select and use Internet-based information for curriculum purposes. Students should be made aware of the consequences of misusing Internet service e.g. viewing pornography and plagiarism. Successful e-learning requires a well maintained platform (interactive software and server) and adequate technical backstopping. It is therefore necessary that The University adapts the e-learning support systems (software, server and competent instructional & technical staff).

2.2.2.Policy Objectives

To:

a)Improve access to the e-learning environment.

b)Create conducive environment for development and use of the e- learning materials.

c)Promote moral, ethical and professional use of ICT resources.

d)Provide support to develop and deploy e-learning materials and make The University a competitive developer and user of e-learning material.

e)Establish adequate security to e-learning platforms and associated materials.

f)Regular curriculum review to capture new developments in ICT.

g)Upgrade end-user skills through tailor-made short courses.

h)Support local creation and development of ICT applications and multimedia content for teaching and learning.

i)Promote the development of local content to support e-learning and distance education in future.

j)Expand the use of ICT in teaching, learning and research across then College.

k)Apply ICT to improve the quality of delivery of knowledge and training in all areas including distance learning.

l)Improve quality of graduates, by utilizing modern instructional methods and materials for teaching and learning.

m)Provide greater access to College education, by developing capacity

for increased enrolment through non-conventional approaches in teaching and learning, i.e. distance education and virtual College.

n)Create atmosphere for improving use of ICT in teaching, learning, research and public services by encouraging and rewarding ICT related local research and development initiatives.

2.2.3.Policy Challenges

a)Increasing the number of ICT literate students and staff.

b)Refining the curriculum to be amendable for e-learning.

c)Changing the mind-set from manual to ICT mediated teaching, learning and research.

d)Implementing a retention scheme including remuneration and incentives packages for ICT-skilled staff sustainability.

e)Rise of inappropriate uses of ICT detrimental to academic and social values, ethics and culture e.g. Internet pornography and plagiarism.

f)Intellectual property rights (IPR) on e-learning materials.

g)Security levels to access e-learning material.

h)Linkage among affiliate Universities, Colleges and Institutes for shared contents and skills.

i)Practical courses which cannot be easily digitized.

j)Effective coordination and management of ICT support services in teaching and learning processes and development and delivery of online academic programmes.

2.2.4.Policy Statements

a)The University shall design and put in place strategies to improve the e- learning environment/platform so that more students are served better and in a sustainable manner.

b)The University in collaboration with development partners shall strive to create and develop ICT applications and multimedia content locally to support teaching and learning.

c)The University shall continue to discourage inappropriate use of ICT that is detrimental to Tanzania socio-cultural and moral values.

d)The University shall require the application of ICT in teaching and learning in order to improve quality of delivery of all academic programmes.

e)The University shall leverage faculty/department effectiveness by using ICT in instruction, learning, research and public services.

f)The University shall create organizational (trainer capacity, training management) and technical (practice laboratory and computer based training tools, self-paced training mode) conditions assuring continuous in-house e-learning training capabilities in the long-term.

g)The University shall ensure and require that all students and academic staff are trained on a continuing basis to equip them with the requisite

skills to fully exploit the Digital Learning Environment (DLE) in the different disciplines.

h)The College shall develop campus-wide and global e-learning networks based on academic interest groups and research collaboration.

i)The College shall establish the appropriate common DLE infrastructure and software responsive to academic needs through the designated central technological unit.

j)The College shall ensure sustainable management of the e-learning environment and resources through the creation of appropriate funding, advisory, management and operational organs that will cater for the broad interests of all users.

k)The College shall foster use of ICT in research development and provision of public services.

l)The College shall encourage voluntary compliance to academic integrity and take stern measures against those found guilty of plagiarism of Internet based materials in any academic work.

2.3ICT Organization and Management

2.3.1.Issues

The primary role of UDSM ICT Department is to provide quality and cost effective ICT services to enhance efficiency of academic, research, public service and administrative functions.

2.3.2.Policy Objectives

To:

a)Create a conducive environment for a vibrant and sustainable ICT infrastructure and quality ICT services at the College.

b)Establish proper documentation of ICT assets including technical and procedural matters.

2.3.3.Policy Challenges

a)Under-funding of ICT projects and activities.

b)Fast technological changes including hardware and software.

c)Attending issues related to IPR.

d)Weak ICT institutional implementation arrangements.

e)Inadequate framework for tactical & operational management, control and maintenance of ICT at the College.

2.3.4.Policy Statements

a)The College, through ICT Department shall develop and implement an efficient system of communication that will ensure that UDSM academic departments readily access ICT services for improved teaching and learning.

b)The College, through ICT Department shall develop and implement a system for addressing issues related to IPR in development and application of ICT.

c)The College through ICT Steering Committee and the ICT Department working as IRM unit shall oversee implementation of this policy and subsequent plans.

d)The College shall ensure setting aside of funds for procurement, development, replacement, upgrading and maintenance of ICT facilities as will be recommended by the ICT Department at the College.

e)The College shall ensure a proper and enforceable ICT procedural and technical documentation for effective ICT organisation and management.

f)The College shall establish and enforce functional ICT committees at Faculties and Institutes.

g)College-wide IRM functions shall formally be done by the ICT Department.

h)The College shall ensure organizational structure is in place for effective development, management, control and maintenance of ICTs at the College.

2.4ICT Assets Management, Accountability and Disposal 2.4.1 Issues

a)Lack of approved guidelines for acquisition and use of ICT assets.

b)Lack of approved procedures for documentation of ICT equipment (purchase date, serial number, type, specifications, license, warranty, or expiry dates).

c)Lack of approved guidelines and procedures for disposal of obsolete ICT equipment.

d)Lack of flexibility and high cost of proprietary software.

e)Lack of ICT equipment replacement policy.

f)Lack of systematic preventive maintenance culture.

g)Uncontrolled installation of pirate software on UDSM computers by both staff and students.

h)Inability of users to follow simple instruction to regularly update protection software against worms and viruses.

i)Lack of established mechanism and guidelines on safe disposal taking into consideration environmental protection, confidentiality of information and retrieval of valuable information contained in disposable ICT assets and facilities.

j)Lack of established mechanism for proper disposal of ICT assets and facilities through recycling or alternative use of disposed equipment.

2.4.2Policy Objectives

To:

a)Promote Equitable allocation and proper record keeping of ICT assets and facilities.

b)Promote of optimal utilization of assets, maintenance and management.

c)Encourage sharing of resources for optimal utilization and enhanced sustainability.

d)Provide framework for functions and responsibilities of ICT assets management, accountability and disposal.

e)Provide a framework for faculties, institutes and units accountability of ICT assets and facilities under them.

f)Promote culture of maintenance and servicing of ICT assets and facilities.

g)Promote high standard and uniformity of ICT facilities at the College.

h)Promote proper storage, management and easy retrieval of ICT assets and facilities.

i)Promote environmental-friendly disposal of ICT assets and facilities in line with confidentiality of the data contained therein.

2.4.3Policy Challenges

a)Standardization of ICT assets and facilities requirements for the College in view of the many sources and rapidly changing technologies.

b)Inadequate human resources capacity for management, control and maintenance of ICT assets and facilities.

c)Inadequate ICT assets documentation, configuration and change management.

d)Inadequate technical skills for ensuring proper handling of technical assets.

e)Resistance to sharing resources.

f)Inadequate sense of ownership.

g)Lack of a properly defined point source for reporting defective ICT facilities.

h)Inadequate economies of scale, decentralized procurement.

i)Uncontrolled utilization of ICT facilities.

2.4.4Policy Statements

a)The College shall encourage and support adequate allocation of ICT assets to College departments and units as a way of ensuring that all ICT activities are effectively done.

b)The College shall establish a proper and effective system of procurement and record keeping of all College ICT assets for enhanced storage and retrieval.

c)The College shall encourage sharing of relevant ICT resources in order to ensure optimal utilization of ICTs in the core activities of the College.

d)The College shall institute a framework for faculties and institutes accountability of ICT assets and facilities under them.

e)The College shall ensure that each unit keeps record of its existing assets, and carry out necessary maintenance.

f)The College shall ensure that acquisition of ICT assets is centralized and made on the basis of priority.

g)The College shall develop a framework for functions and responsibilities of ICT assets management, accountability and disposal.

h)The College shall establish a framework for proper disposal and necessary replacement of ICT facilities.

i)The College shall promote the culture of maintenance and servicing of ICT assets and facilities.

j)The College shall promote high standard and uniformity of ICT facilities at the College.

k)The College shall establish a database for all ICT assets at the College and promote proper storage, management and easy retrieval of ICT assets and facilities.

l)The College shall establish mechanism and provide guidelines on safe disposal taking into consideration environmental protection, confidentiality of information and retrieval of valuable information contained in disposable ICT assets and facilities.

m)The College shall establish mechanism for proper disposal of ICT assets and facilities through recycling or alternative use of disposed equipment.

2.5Human Resources Development

2.5.1 Issues

Information and Communication Technology is rapidly changing day by day. Such rapid changes and developments imply that for effective application of ICT, the College will have to create a critical mass of personnel with adequate incentives and skills to cope with the labour demands and changes respectively. In addition, with expanding student enrolment, the need for adopting new modes of delivery and application of ICT in teaching and learning is desirable. To meet this requirement, the College will have to recruit new suitable candidates to take up the challenges, train and re-train in-service technical staff in new emerging ICT areas. Further the College shall design and implement tailor made training programmes for end-users to ensure that they are always updated to cope with the fast changing technology and applications.

2.5.2Policy Objectives

To:

a)Increase and maintain the volume and quality of ICT skilled human resource base at UDSM.

b)Improve quality of teaching and learning through trained end-users in ICT-mediated teaching and learning methods.

c)Develop and expand teaching of ICT to both undergraduate and postgraduate students.

d)Develop and maintain adequate incentives to retain competent technical staff.

e)Continuous review of technical and end user competence necessary for development, management, control, maintenance and usage of the continuous evolving ICT infrastructure at the College.

f)Continuous training of technical staff and end users to make optimal use of available ICT resources.

2.5.3Policy Challenges

a)Rapidly changing technology.

b)Changing the attitude of end-users to adopt new ICT-based methods of delivery.

c)Creating opportunities for job enrichment, productivity and enhancement

d)High mobility of ICT skilled personnel.

e)Creating attractive incentive packages for ensuring retention of the in- high- demand ICT staff.

f)Establish and sustain effective, efficient application and data management and system maintenance.

g)Manage and control complex projects and systems like the implementation of a College-wide infrastructure and information systems.

h)Awareness of shared and collective responsibilities and ownership of the systems.

2.5.4Policy Statements

a)The College shall promote and support the development of qualified personnel regardless of gender, physical disability, race, and religion for efficient policy-implementation, regulation and management of information resources and services.

b)The College shall continuously review technical and end-user competence necessary for development, management, control, maintenance and usage of the continuously evolving ICT infrastructure at the College.

c)The College shall support training and re-training of ICT managers, professionals and other operational functions personnel.

d)The College shall put in place an appropriate scheme of service that will attract employment and retention of ICT personnel.

e)The College shall encourage activities relating to life-long learning processes both formal and informal for its staff.

f)The College shall provide resources for both basic and applied ICT training, as well as providing assistance for ICT in education.

g)The College shall encourage the participation of end-users in contribution to the specifications and design of the ICT applications at the College.

h)The College shall maintain and update documentation in the area of ICT to ensure prompt and smooth management, control, replacement and maintenance of the ICT infrastructure.

2.6Partnership with the Government, Private Sector and Public

Institutions

2.6.1 Issues

Relationship between UDSM and the Government has been active and takes place at the College level as well as at lower levels e.g. departments and units. Similarly, UDSM’s relationship with the private sector and local training institutions through joint research and consultancy services have been priority agenda of the Dar es Salaam University College of Education.

2.6.2Policy Objectives

To:

a)Enhance partnership in the development and application of ICT between UDSM and partners.

b)Create an environment that will encourage the College to carry out collaborative research on ICT related areas with its partners.

c)Encourage cost-effective sharing of ICT facilities for promotion of effective teaching and learning, research and public services.

2.6.3Policy Challenges

a)Lack of Legal framework binding institutions.

b)Changing attitude towards partnership operations and resource sharing;

c)Limited human resources for fostering collaborations between institutions.

2.6.4Policy Statements

a)The College shall create a conducive environment for enhancing productive linkages between the College and the Government, private sector and other local and international institutions.

b)The College shall work closely with TERNET and other local institutions and the government for promotion of cost-effective application of ICT for improved effectiveness and efficiency in its core functions.

c)The College shall encourage its human resources competent in ICT to foster development and research in ICT, in collaboration with other institutions.

d)The College shall foster development and dissemination of ICT technology and skills for enhanced productivity in the private sector.

e)The College shall work with the private sector, civil society and other

partners in promoting, stimulating and encouraging the use of ICT for increased productivity.

2.7Acquisition of ICT Products and Services 2.7.1 Issues

The College’s primary objectives are teaching, research and rendering public services to the community. However, the College cannot operate independently and at times may be required to render ICT related services to Government, NGOs and the private sector. Similarly, the College may at times procure products or a service from other providers as need arises. It is on these grounds that UDSM will need to put in place effective policy structures that will ensure smooth and effective acquisition of such products and services for increasing the quality and quantity of the outputs in its core functions.

The ICT infrastructure acquired over time will need maintenance and some new facilities and systems to be added. It is in this context that standards and compatibility issues should be enforced during the acquisition process for smooth and cost effective upgrading and expansion of the ICT infrastructure at the later stages and dates. To achieve this, the acquisition of products and services, should as much as possible be centralized.

2.7.2Policy Objectives

To:

a)Establish mechanism and guidelines that will enhance and accelerate the acquisition of ICT facilities and e-content development related services at the College.

b)Establish mechanism and guidelines for cost effective acquisition including outsourcing of ICT products and services.

c)Encourage centralized procurement for cost effectiveness, efficiency and ICT infrastructure standards enforcement.

2.7.3Policy Challenges

a)Varying manufacturers and service providers of ICT facilities and services.

b)Increasing trend of imitations.

c)Varying prices on the market.

d)Inadequate human resources for effective supervision of supplies and procurement.

e)Varying demands and attitude in the College departments/units

f)Dynamic and fast technological changes.

g)Potential for duplication of effort.

h)Fragmented acquisition of ICT products and services.

i)High purchase cost on ICT products and services.

j)Short life span of ICT resources.

2.7.4Policy Statements

a)The College shall promote growth of ICT software, hardware and other related facilities by supporting identification of sources and specifications of ICT requirement that will yield quality outputs in the College operations.

b)The College shall encourage and promote outsourcing of ICT services where necessary as a way of ensuring quality, cost effectiveness and sustainability of ICT services at the College.

c)The College shall ensure that its ICT human capacity is facilitated to provide high quality and cost effective ICT services including management and maintenance of ICT facilities and e-content development related services.

d)The College shall encourage and promote procurement process consistent with existing Public Procurement Act (2011) and Regulations (2013) with a view to get products and services with best quality at reasonable cost.

e)The College shall strive to maintain well trained and competent ICT staff who are well versed with current state of the art technology in ICT and the College requirements.

f)The College shall ensure that the duplication of efforts is minimized for efficient and cost effective development, management, control, maintenance and usage of ICT at the College.

g)The College shall encourage the acquisition of Open Source Software (OSS) related products and services to avoid incurring high costs on purchasing and maintaining licensed software.

h)The College shall encourage acquisition of other cost effective and efficient technologies like thin clients laboratory based to decrease the investment and maintenance costs while increasing efficiency.

2.8Administrative Information Systems Establishment and Support 2.8.1 Issues

The College has in the past three years systematically and strategically invested in establishment of administrative Information systems for supporting the core mission of the College.

One such system is Financial Information System (FIS) that encompasses financial related administrative and managerial processes to enhance financial related accountability. Financial information management system is focusing on verification and registration of financial transactions with managerial obligations like financial forecasting (budgeting), allocation of funds, performance monitoring, budgetary control, decision-making, and auditing.

The Financial Information Management related policies at the College have to capture all the above to ensure availability and enhancement of the system and that all decision-making is done timely and efficiently.

Another system in place is Human Capital Management Information System (HCMIS) that encompass a number of closely related processes supportive to human resource management. These include maintenance of employee records, the quantitative and qualitative forecasting of capacity, allocation of human capacity, the calculation of salaries and, in accordance with established policies and procedures and the provision of management information in accordance with UTUMISHI. The HCMIS related policies at the College have to capture all Human Resources issues including its technical support.

In addition, there is Academic Register Information System (ARIS) managed by UDSM under the UCC that comprises a collection of ICT services designed to support student and education related administrative and managerial processes. ARIS provides details including management of student personal records, students´ academic performance registration and reporting student admission/registration, examinations and management of data related to academic programmes and courses.

In terms of Library activities there is the Library Information System (LIBIS) for the library information management. The system handles the library functions and processes such as acquisitions, cataloguing, serials management, and circulation. Also it facilitates access to the e-journals and electronic databases. To-date, a substantial number of records have been entered into the database. Users are now consulting both the manual and online computerized library catalogues (OPACs). OPAC is also accessible through the College network and Internet in general.

In terms of promoting and marketing of the College activities and services there is a College Website. The website is a collection of general information and specific units’ information. The College website is hosted centrally while the department’s website can be hosted at the department’s premises and only link provided for its inclusion in the main website. The information shall be provided by respective departments or units and updated by ICT department, however update of the department’s or units’ websites that are hosted within their premises, will be done by the respective entities. Given the expansion of the College, its activities and services, a timely and well coordinated updating of the website is vital. The website functionalities and architecture behind should also cater for such website updating modalities for better College Website.

2.8.2Policy Objectives

To:

a)Optimize utilization of scarce and expensive resources.

b)Put in place an effective mechanism to ensure information systems availability and optimal use.

c)Put in place an effective mechanism to ensure information systems security including prevention of an unauthorized entry into the systems.

d)Enhance functionalities, access, reporting and management of student academic records.

e)Improve efficiency and effectiveness of library operations and services.

f)Enhance and streamline financial management and reporting.

g)Enhance functionalities, access, reporting and management of human resources records.

h)Enhance functionalities and improve mechanism for updating the College website.

i)Integrate related Information systems to avoid duplication of efforts while increasing richness in outputs.

j)Establish Management Information System for timely decision making.

2.8.3Policy Challenges

a)Providing efficient and effective security system.

b)Acquiring, implementing, managing and maintaining a cost effective and efficient Information system.

c)Timely updating and functionalities enhancement of the information systems.

d)Timely and correct data entry and report generation.

e)Providing efficient and effective systems for decision making.

f)Timely updating of the website.

g)Availability of power and units servers.

h)Integration of existing information systems.

2.8.4Policy Statements

a)The College shall continuously ensure that financial management process and reporting is enhanced and mainstreamed at all levels through integrated Financial Information System (FIS).

b)The College shall maintain and streamline a student education related administrative and managerial processes to improve student related matters reporting at both central and faculty level through expanded use of an integrated Academic Record Management Information System (ARIS).

c)The College shall maintain the link between the Human Resource

Management unit and UTUMISHI in all associated administrative process through the Human Capital Management Information System (HCMIS).

d)The College shall strive to improve efficiency and effectiveness of library operations and services through enhancement of existing system including the implementation of an integrated on-line Library Information System for the whole College.

e)The College shall ensure the website is continuously updated.

f)The College shall establish Intranet, Collaboration platform, Projects/Contracts management, Document Management System and Management Information Systems.

g)The College shall strive to integrate relevant Information Systems.

2.9ICT Sustainability 2.9.1 Issues

Sustaining ICT requires the support, leadership and commitment from the College management. Sustainability of ICT resources at the College hinges on best management practices which call for regular maintenance and replacements, collection of nominal fees from students for ICT usage, budgeting for Management Control and Maintenance (MCM) at the College and units’ level and ensuring relevant ICT facilities and personnel availability.

Sustainability of e-learning is dependent on the same recurrent costs as for other information resources. Requirements include training/ orientation, standardization, e-content development and usage, monitoring and review, procurement, and management of the distance and or online learning resources.

2.9.2Policy Objectives

To:

a)Ensure flow of ICT resources/facilities.

b)Ensure continued support to existing ICT resources.

c)Maintain smooth operation of all ICT facilities and systems.

2.9.3Policy Challenges

a)Cultivating culture of preventive maintenance.

b)Cultivating culture of budgeting for MCM.

c)Diversification of sources of funding.

d)Weak financial base.

e)Multiplicity of ICT hardware brands and suppliers.

2.9.4Policy Statements

a)The College shall put in place mechanism which will encourage ICT infrastructure development, generation of adequate funding and relevant investments to augment the financial base.

b)The College shall pursue vigorously plans to ensure that this policy is sustainable through the following measures.

c)Identifying sources of funding for acquisition and maintenance of equipment, and training ICT staff.

d)Regularly updating of computers and related equipment according to their life cycle.

e)Networking to be a continuous process as new building facilities for academic and administrative purposes come under construction.

f)Acquiring ICT hardware and software from a common sourceto reUDSM cost and facilitate easy maintenance.

g)Training periodically of ICT technical staff to upgrade their knowledge in modern trends.

h)The College shall endeavor to establish an ICT maintenance and sustainability fund either through user fees or otherwise.

i)The College shall provide growth and sustainability of its e- learning processes through appropriate funding (involving a clear budget line) and operational mechanisms.

2.10ICT Security

2.10.1 Issues

With increased deployment of ICT infrastructure and various applications UDSM is becoming increasingly dependent on ICT. On the other hand, risks and threats emanating from the increased use of ICT is apparently increasing with time. It is against this background that UDSM has to put in place security policies and measures to ensure confidentiality, integrity and availability of its ICT resources.

2.10.4Policy Objectives

To:

a)Put in place guidelines and procedures for acceptable use of ICT resources at UDSM.

b)IntroUDSM information classification that will guide access to data and information in a shared network environment.

c)Establish a comprehensive disaster recovery plan for continuity of business in case of an cyber attack.

d)IntroUDSM technical and procedural measures that will protect UDSM ICT resources in terms of confidentiality, integrity and availability.

e)Formulate College security policy and procedures.

2.10.3Policy Challenges

a)Increased / threats and cyber crimes in a networked world.

b)Lack of a national level information security policy and code of practice.

c)Inadequate (if any) legal framework to address security breach incidents in the cyber world.

d)Inadequate information security awareness to the College Community and general public in general.

2.10.4Policy Statements

a)The College shall put in place measures to ensure confidentiality, integrity and availability of its ICT resources.

b)The College shall introUDSM authentication, authorization and accounting mechanisms for its critical information systems.

c)The College shall support and promote information security awareness initiatives to its students, staff and to the general public.

d)The College shall comply with the National Information Security Policy and Code of Practice.

e)The College shall collaborate with the relevant legal authorities

organs to establish an appropriate legal framework to guide ICT implementation in the country.

f)The College shall grant access to the relevant College ICT resources only to bona fide UDSM students and staff. Any other user shall seek authorization prior to accessing the resources.

g)The College shall ensure that security policies / and procedures are reviewed and subsequently implemented when need arises.

University of Dar Es Salaam ( UDSM )