MICROSOFT TEAMS POLICY - University Of Worcester
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MICROSOFT TEAMS POLICY Version number IT – MST – 01 v2 Date of Approval 10 – 05 - 2021 Approved by UEB Effective from 10 – 05 - 2021 Policy Officer Deputy Director of IT Department IT Service Review Date 10 – 05 - 2023 Last Reviewed N/A Equality Impact Assessment 14 – 04 - 2021 Accessibility checked 10 – 05 - 2021
Table of Contents
1. OVERVIEW .................................................................................................................................3
1.1. DOCUMENT OBJECTIVE ................................................................................................................. 3
1.2. RELATED DOCUMENTS .................................................................................................................. 3
1.3. DOCUMENT CONTEXT ................................................................................................................... 3
2. FUNCTIONALITY .........................................................................................................................4
2.1. COMMUNICATION ........................................................................................................................ 4
2.1.1 CHAT ......................................................................................................................................... 4
2.1.2 ONLINE MEETINGS ........................................................................................................................ 4
2.2. TEAMS SITES................................................................................................................................ 4
2.2.1. MESSAGE BOARD ......................................................................................................................... 4
2.2.2. FILE STORAGE .............................................................................................................................. 4
2.2.3. CHANNELS .................................................................................................................................. 4
2.2.4. CALANDER .................................................................................................................................. 5
2.2.5 SHIFTS ........................................................................................................................................ 5
3. SECURITY: TEAMS SITES .............................................................................................................5
3.1. ROLES ........................................................................................................................................ 5
3.2. NUMBER OF TEAM OWNERS ........................................................................................................... 5
4. FILE RECOVERY ..........................................................................................................................5
4.1. RECYCLE BIN ................................................................................................................................ 5
4.2. PREVIOUS VERSIONS ..................................................................................................................... 6
5. LOOK & FEEL ..............................................................................................................................7
5.1. CUSTOM BRANDING ..................................................................................................................... 7
6. LEARNING & TEACHING ..............................................................................................................7
6.1. USES FOR ACADEMIC PURPOSES ...................................................................................................... 7
6.1.1 PERSONAL ACADEMIC TUTORING..................................................................................................... 7
6.1.2 PEER SUPPORT GROUPS/STUDENT PROJECT WORK ............................................................................. 7
7. RETENTION AND DELETION ........................................................................................................7
7.1. CONTENT RETENTION POLICY ........................................................................................................ 7
7.2. SITE RETENTION POLICY ................................................................................................................ 8
8. THIRD PARTY TOOLS AND INTEGRATIONS ...................................................................................8
8. SUBJECT ACCESS REQUEST……………………………………………………………………………………..……………………8
9. ONEDRIVE FOR BUSINESS BEST PRACTICE ...................................................................................9
10. TRAINING & ONBOARDING ........................................................................................................9
10.1. EMPLOYEE TRAINING .................................................................................................................... 9
11. IT SERVICE DESK SUPPORT........................................................................................................10
11.1. TEAM SITE REQUESTS .................................................................................................................. 10
11.2. TEAMS SUPPORT ........................................................................................................................ 10
File Name: Microsoft Teams Policy Page 21. OVERVIEW
1.1. DOCUMENT OBJECTIVE
This Policy sets out the responsibilities of the University, its staff and its students to comply fully
with relating to the administration and use of Microsoft Teams at the University of Worcester.
This policy applies to all University of Worcester Staff, Students, and Guests.
Revision History
Revision Date Description Revised By
1 03/03/21 Draft CG
Final amendments following ITGG
2 14/04/21 CG
feedback
1.2. RELATED DOCUMENTS
Document Name Revision Author
University Records and Document Retention
V3 GH
Schedule
1.3. DOCUMENT CONTEXT
Teams allows groups to work collaboratively to achieve a goal. Teams is designed to consolidate
every aspect of collaboration, from communication functionality such as instant messaging and
video calls, through to project and work collaboration with Teams sites.
File Name: Microsoft Teams Policy Page 32. FUNCTIONALITY
2.1. COMMUNICATION
Teams is a messaging app, a workspace for meetings and a file and sharing tool:
2.1.1. Chat
The basic chat function provides functionality to chat with teams, groups, and individuals.
2.1.2. Online Meetings and Video calling
Online meetings or calls can include anyone outside or inside the University. This feature
also includes file uploading, screen sharing, in-meeting chat messaging, session recording,
real time captioning and audio transcription that can save transcribed conversations to a
document and break out rooms for larger sessions.
2.2. TEAMS SITES
As well as including the communication features detailed above Teams sites can also be created
for specific groups or project teams. Teams sites allow groups to work collaboratively to achieve
a goal. A Teams site is defined as a short-term collaborative area used for a time-limited project
or joint venture.
2.2.1. Message Board
Teams sites include a message board where information can be posted or viewed.
2.2.2. File storage
Every team will have a default document library folder to allow teams to share, store and
collaborate on files.
2.2.3. Channels
Teams are made up of channels, which are conversation boards between teammates
which allows better organisisation of discussions. All team members can view and add to
different conversations in the General channel and can use an @ function to invite other
members to different conversations
2.2.4. Calendar
Outlook calendars are synchronised with Teams, making it easier to create, view and join
any meetings directly within Teams.
File Name: Microsoft Teams Policy Page 42.2.5. Shifts
Shifts is a schedule management tool that helps you create, update, and manage
schedules for the team.
3. SECURITY: TEAMS SITES
3.1. ROLES
Below is a list of Security Roles defined by IT Service for Microsoft Teams Sites:
Role Name Authority
• Team Permission Level – Full Control
• Participate in channel and private chats
• Can delete sites
• Can change permissions (add or remove users)
Team Owner
• Can upload, share and delete content
• Create subfolders within file area
• Create private channels
• Recover documents
• Can upload, share and delete content
Member • Participate in channel and private chats
• Recover documents
• Participate in channel and private chats
External Guest*
• Access files
*Additional permissions can be given to external guests by the Team owner.
3.2. NUMBER OF TEAM OWNERS
Each Teams Site shall have a minimum of two administrators.
4. FILE RECOVERY
4.1. RECYCLE BIN
When a file is deleted it will go into the Recycle Bin for 90 days. After 90 days, the file will be
deleted permanently and cannot be recovered. Any files deleted from the recycle bin will be
permanently deleted and unrecoverable.
File Name: Microsoft Teams Policy Page 54.2. PREVIOUS VERSIONS Files can be restored from any previous version, typically the version history goes back 30 days. File Name: Microsoft Teams Policy Page 6
5. LOOK & FEEL
5.1. CUSTOM BRANDING
As the University employs only out-of-the-box functionality no custom branding or custom
themes are allowed within the University’s Teams environment.
Teams Owners can change the team name, description and team avatar.
6. LEARNING & TEACHING
6.1. USES FOR LEARNING AND TEACHING PURPOSES
Teams sites can be set up for academic learning and teaching purposes for the following
applications:
6.1.1. Personal academic Tutoring
Tutors can use MS Teams’ meetings to facilitate either one to one student support or
small group tutorials. Academic staff can schedule team meetings with students as they
would with other staff.
6.1.2. Peer study support groups/student project work
Staff can request Teams sites to facilitate peer study spaces or student project
collaborative spaces.
7. RETENTION AND DELETION
7.1. CONTENT RETENTION POLICY
Records retention is an important area of GDPR compliance, particularly in relation to storing
files online through services such as SharePoint.
All staff are responsible for adhering to the University’s Documents & Records Retention
Schedule found on this page here.
Schools and Departments are therefore also responsible for the suitable retention of files in
SharePoint and their deletion as required. This will not be routinely be undertaken by IT Service.
Administrators should also ensure they routinely process data in accordance with Data Mapping
Returns.
File Name: Microsoft Teams Policy Page 7For further information please consult the Information Governance webpages and use the contact details section to send on any enquiries that the webpages do not address. Training in this area is available, please contact the Human Resources department for more information on booking this. 7.2. SITE RETENTION POLICY Dormant teams site will need to be renewed every 365 days, this will be via a request from Microsoft, otherwise it will be deleted along with any content. 8. SUBJECT ACCESS REQUEST The Right of Access for individuals to request personal data held about them extends to all systems, including Teams. Staff should therefore be aware when using the various functions within Teams, including the chat and video functions, that anything written or recorded could potentially be released upon request. The following ICO guidance provides further information about the right of access for individuals. File Name: Microsoft Teams Policy Page 8
9. THIRD PARTY TOOLS AND INTEGRATIONS The use of third-party tools or integrations are blocked and not supported by the IT Service. Any exceptions or special requests must be brought to the attention of IT Service to assess and will be considered on a case by case basis. 10. BEST PRACTICE OneDrive for Business should only be used to store and share personal documents belonging to the author. Corporate documents required by multiple individuals, schools or departments at the University must be stored on SharePoint. 11. TRAINING & ONBOARDING 11.1. EMPLOYEE TRAINING No formal training is required for Team Owners, members or guests. Training materials are available on the IT Service webpages. File Name: Microsoft Teams Policy Page 9
12. IT SERVICE DESK SUPPORT 12.1. TEAM SITE REQUESTS The following information shall be collected for new Team Site Requests within the IT Service: • Proposed site name (Please note guidance will be given on naming conventions) • Purpose of the site • Who will be the Team Owners of the site? 12.2. TEAMS SUPPORT The following diagram illustrates the escalation process for Teams Site Requests. File Name: Microsoft Teams Policy Page 10
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