Compliance News

Tech, Piazza Sign Formal Agreement to Safeguard Data (Jan 2017)

"More than 200 Georgia Tech courses, both on-campus as well as digital courses in the online Master of Science in Computer Science program, use Piazza’s services. Up to this point, no formal agreement existed between Georgia Tech and Piazza due to the free nature of the provider’s web services. Now, a formal agreement has been reached that ensures the appropriate use of student data now and in the future... 'This agreement allows us to ensure that we are in compliance with the Family Education Rights and Privacy Act — to protect the privacy of our students’ information and continue to use a very popular cloud app,' Lummis said."  Read more...

 

 

State Business Transactions Disclosure Reports Due Jan. 31 (Jan 2017)

"Georgia law requires that all Institute employees disclose business transactions by themselves or family members with the State or any State agency... This requirement applies to transactions by the employee or any business in which the employee, spouse, or dependent has more than a 25 percent interest. There is an exception for transactions less than $250 where the total of all transactions does not exceed $9,000 in the calendar year."  Read more...

 

 

 

Recap of Recent Institute Policy Updates (Jan 2017)

"Over the course of the past year, several policies have been approved by the Policy Steering Committee and the President’s Cabinet. The list below details the policies that have been approved in 2016. This is simply a list of new policies that have gone through the Institute Policy Development and Life Cycle Process which is overseen by the Office of Legal Affairs and Risk Management."  Read more...

 

 

 

Required Two-Factor Authentication Enrollment for All Faculty/Staff Nears January Deadline (Dec 2016)

"Starting Jan. 23, every faculty and staff member accessing Georgia Tech campus services and systems will be required to use two-factor authentication using DUO Security. Enrollment continues in the six colleges and in all academic support units of the Office of the Provost. Any faculty or staff member not enrolled by this time will be locked out of all campus systems and services."  Read more...

 

 

 

New PCard Reconciliation and Approval Process Coming to Campus (Sept 2016)

"The PCard (Procurement Card) is getting an upgrade. A new software package will be implemented during fall semester that will make PCard reconciliation and approval easier and more efficient. Training for the new module will be available approximately four weeks before and during the implementation. Four groups of campus will be affected with this change: Department Heads, PCard Coordinators, PCard Approvers, and PCard Holders. Each group will have training available tailored to their PCard role(s)."  Read more...

 

 

Georgia Tech Introduces Two-Factor Authentication to Secure Data and Services (Sept 2016)

"A single authentication method helps to decrease the risk for data and system vulnerabilities, but the risk of compromised accounts by phished credentials is still high. Now, with the implementation of two-factor authentication, those security vulnerabilities are decreased. Users will be required to use two-factor authentication when accessing systems on campus as well as when accessing them remotely via Virtual Private Network (VPN) protocol. 'We are living in a time where cyber attacks are the norm, and Georgia Tech is not immune. In fact, we are subject to millions of attempted attacks each day,' said Rafael L. Bras, provost and executive vice president for Academic Affairs. 'Two-factor authentication makes our systems and each one of us much safer.'"  Read more...

 

ADA Assessment Plan Aims to Transform Campus for All (April 2016)

"Removing barriers for access on a college campus the size of Georgia Tech — which spans 400 acres and has 197 buildings — requires thoughtful planning and significant resources. To maximize accessibility with regard to both infrastructure and programming, the Institute embarked upon an American with Disabilities Act (ADA) Assessment Plan two years ago in partnership with the Institute for Human Centered Design. 'You don’t have to have a defined disability to benefit from programs and facilities that are just easier to use,' said Denise Johnson-Marshall, ADA coordinator. 'The goal with the assessment and future action plan will make the campus user-friendly for all faculty, staff, students, and visitors.'"  Read more...

 

 

Annual Compliance Campaign is Underway (Feb 2016)

"Each year, Georgia Tech employees are required to affirm their understanding of the Institute’s ethical standards and the conflict of interest policy, and certify all external activities and financial relationships. This year, two additional components are being added to the Institute’s Compliance Campaign: cyber security and Haven for Faculty & Staff training. All faculty, staff, and student workers must complete all four compliance requirements between March 7 and April 8, 2016."  Read more...

 

 

 

New Cyber Security Training Coming this Spring (Feb 2016)

"As part of an ongoing educational campaign from Georgia Tech’s Cyber Security team to help ensure that all employees – faculty, staff, and student workers – are aware of best practices for safe computing, employees will now be required by the Institute to participate in cyber security training beginning this spring. This mandatory, annual training for all Georgia Tech employees will be included in the Institute’s annual Ethics and Conflict of Interest Compliance Campaign that begins March 7 and ends April 8."  Read more...

 

 

Copyright & Fair Use Web site Now Available (Feb 2016)

"The recently-launched Georgia Tech Library Copyright and Fair Use Web site offers a host of information for both budding and expert creators and users of copyrighted materials."  Read more...

 

 

 

 

New Sexual Assault Training Mandatory for Georgia Tech Employees (Feb 2016)

"This training requirement is intended to enable faculty and staff to better assist students and other community members, including colleagues, impacted by sexual assault, relationship violence, and stalking. This mandatory one-time training requirement for current Georgia Tech employees — faculty, staff, and student employees — will be administered during the annual compliance campaign that begins March 7 and ends April 8."  Read more...

 

 

 

Protecting Data Assets with Two-Factor Authentication (Feb 2016)

"To better protect the Institute’s data – including employee data – from future cyber risks, the Office of Information Technology (OIT) will begin deploying two-factor authentication to early adopters across campus in 2016. The Office of Development and the Office of the President are among the first offices to adopt this technology department-wide. Offices in the Division of Administration and Finance are scheduled to follow this year."  Read more...

 

 

 

CREATE-X Launches Legal Office Hours (Jan 2016)

"With entrepreneurship flourishing on Tech’s campus, legal questions are bound to arise for student inventors. CREATE-X has launched a new program, Legal Buzz, to help students navigate their legal questions. Students will have the opportunity to have their questions answered by lawyers from Troutman Sanders who provide their counsel pro bono, meaning 'for the public good.' The service is available at no cost to students." Read more...

 

 

 

The Right to Sign (Dec 2015)

"Most people don’t realize that only a few people on campus have the authority to sign contracts,” said Kate Wasch, managing attorney in the Office of Legal Affairs. “We encounter individuals not understanding that there are very strict guidelines about who can sign a contract, and, inadvertently, they sign a contract — sometimes not realizing they are signing a contract. Not only is this a bad business practice, but it can place that individual personally at risk."  Read more...

 

 

 

Financial Management Training Program Coming This Fall (Oct 2015)

"The Financial Management Knowledge Development series consists of two tracks. The first series, the Financial Fundamentals Training Program, is designed to build a strong knowledge base of Georgia Tech’s financial operations and management processes. The series is targeted toward all employees with a financial role and covers a variety of topics including basic accounting, the procure-to-pay process, human resources, payroll, and travel and expenses. ...The second track, the Extramural Sponsored Training Program, builds on this foundation and provides training to employees involved in the financial or contractual management of grants and contracts. This series offers in-depth training as it relates to issues such as the regulatory environment, proposal development, and closeout."  Read more...

 

Campuswide Phishing Training Begins This Month (Oct 2015)

"The exercise, which will take the form of a regular email, will contain a link to a non-Georgia Tech page that will ask you to enter your Georgia Tech login credentials. There will be apparent red flags in the email, though, that should raise suspicion and stop recipients from taking the proverbial bait. Anyone who enters a username and password on this fake page will be directed to an onscreen training page with tips on how to avoid a real threat."  Read more...

 

 

 

Campus is Reminded to Play It Safe (Aug 2015)

"If a safety situation arises that requires community notification, Georgia Tech provides two types of alerts. The first is the Georgia Tech Emergency Notification System (GTENS) alert, which is issued by the Office of Emergency Preparedness when members of the campus community should take immediate action. These alerts are triggered by situations such as evacuations, severe weather, or other threatening scenarios. The second type is a Clery Act alert. These are email alerts distributed as timely warning of crimes that represent an ongoing threat to the safety of students or employees."  Read more...

 

 

 

Incoming Students Required to Complete Online Training (Aug 2015)

"Beginning this fall semester, the Georgia Institute of Technology, along with all other USG institutions, is requiring all incoming students to participate in two online educational courses — AlcoholEdu and Haven: Understanding Sexual Assault — as part of a comprehensive health program designed to promote the safety, health, and wellbeing of our community."  Read more...

 

 

 

 

Training Program Supports Minors on Campus (June 2015)

"Tech is supplementing its policy statements with a comprehensive training program to help the campus community understand how to best support and protect the wellbeing of minor guests. 'The Institute has several policies in place to help prevent and report child abuse,' says Mia Reini, director of Enterprise Risk Management. 'In fact, mandatory training and criminal background checks are required for those working one-on-one with minors. Looking forward, the Institute will offer a more consistent and accessible training program to help educate all Georgia Tech employees and volunteers on how to best protect children from abuse – namely sexual abuse.'"  Read more...

 

 

Know the Facts about FERPA (March 2015)

"While the Office of the Registrar is typically the first line of defense for the onslaught of questions from anxious students and parents, anyone on campus can receive an inquiry and should be prepared to answer these tough questions appropriately and in line with Georgia Tech policies. Are you ready?"  Read more...

 

 

 

 

Cybersecurity Tips to Keep Your Data Safe (March 2015)

"A secure site always includes an httpS in the address bar and a reputable site name. Be wary if, for instance, an email from someone who appears to be from Georgia Tech has a 'click here' in the body that reveals the here as http://gatechupgrade.dfjsdh422tgs.com. That’s clearly not a sanctioned Georgia Tech site because an authentic Tech site will always contain the ‘.gatech.edu’ in the URL."  Read more...

 

 

 

New Regulations Tighten Controls for Federal Awards (Feb 2015)

"Effective since December 26, 2014, the federal government’s Uniform Requirements law is streamlining guidance and increasing accountability for recipients of federal funding. This federal law affects practically all of Georgia Tech’s $700 million in funded research. 'Prior to this law, we didn’t require bids on anything under $10,000, but that has changed to $3,000,' said Jilda Garton, vice president for research and general manager of Georgia Tech Research Corporation. 'Therefore, a lot more purchases will have to be documented.' Because this change will require many university procurement systems to be updated, this purchasing requirement will not go into effect until July 1, 2016. 'The good news for Georgia Tech is that if you make purchases through Buzzmart there is already a competitive process, so you won’t have to provide additional documentation,' Garton said."  Read more...

 

Fraud Proves Costly to Institute in Funding, Reputation (Feb 2015)

"'Even with all the appropriate controls in place to mitigate risk, if employees don’t take compliance seriously and question suspicious activities, the controls won’t work effectively,' said Phil Hurd, chief audit executive and director of Internal Auditing. 'As a part of the University System of Georgia, we are required by Board of Regents policy to report any and all instances of suspected malfeasance. If you know something, please do something. We want employees to be the first line of defense.'"  Read more...

 

 

 

Adhering to Purchasing Regulations with Procure-to-Pay Systems (Nov 2014)

"As Georgia Tech employees, we are stewards of state and federal dollars. And while the external state and federal regulations can be confusing to someone who doesn’t make daily purchases, Frans Barends, senior director of Business Services, explains some of the processes in place to ensure that purchase transactions are responsible and compliant."  Read more...