Cloud computing is the delivery of computing services—servers, storage, databases, networking, software, analytics, and more—over the Internet (“the cloud”). Cloud computing offers a number of advantages including scalability, low cost, and immediate delivery of services. However, without adequate controls, the use of cloud services also exposes the University of Northwestern – St. Paul and Northwestern Media (UNW) to online threats such as data loss or theft, unauthorized access to corporate networks and data, FERPA compliance violations, and more.   

The purpose of this policy is to provide the UNW community with common guidelines and expectations for the usage of cloud computing resources. This policy is intended to ensure that UNW data is not inappropriately stored or shared using public cloud computing and/or file sharing services. Cloud computing and file sharing, for this purpose, is defined as the utilization of servers or information technology hosting of any type. The policy will address appropriate and inappropriate use of cloud computing resources to: 

• Ensure cloud computing resources are used for purposes consistent with UNW mission and goals 

• Ensure the UNW community is informed of state and federal laws and UNW Information Technology (IT) policies governing the use of cloud computing resources to conduct business related to UNW 

This policy applies to all users of computing resources owned or managed by UNW. Individuals covered by the policy include (but are not limited to) UNW faculty and visiting faculty, staff, students, alumni, guests or agents of the administration, contractors, external individuals and organizations accessing network services via UNW’s computing facilities. This policy pertains to all external cloud services, e.g. cloud-based email, document storage, Software-as-a-Service (SaaS), Infrastructure-as-a-Service (IaaS), Platform-as-a-Service (PaaS), etc. Personal accounts for personal usage are excluded.  If you are not sure whether a service is cloud-based, please contact IT.

Computing resources include all UNW owned, licensed, or managed hardware and software and use of the UNW network via a wired or wireless connection, regardless of the ownership of the computer or device connected to the network. 

These policies apply to technology administered in individual departments, the resources administered by central administrative departments (such as the UNW Library and Information Technology), personally-owned computers and devices connected by wire or wireless to the campus network, and to off-campus computers that connect remotely to UNW's network services.  

It is imperative that employees NOT open cloud services accounts or enter into cloud service contracts for the storage, manipulation or exchange of UNW-related communications or UNW-owned data without first consulting the IT Department. This is necessary for protecting the integrity and confidentiality of UNW's data and the security of UNW's network. 

UNW’s IT Department remains committed to enabling employees to do their jobs as efficiently as possible through the use of technology. The following guidelines are intended to establish a process whereby UNW employees can use cloud services without jeopardizing UNW data and computing resources. Use of cloud computing services for work purposes must be formally authorized by the IT Department. The IT Department will verify the cloud vendor contract meets the following requirements: 

• Security, privacy, SSO support, and all other IT management requirements are adequately addressed 

• Clear terms define the data owned by each party 

• Specifies how the cloud-computing vendor can use UNW data. Vendors shall not use UNW data in any way that violates the law or UNW's policies.  

• Specifies that the datastore is located in onshore locations that are within the boundaries of the United States 

• For any cloud services that require users to agree to terms of service, such agreements must be reviewed by the IT Department before being approved by the Purchasing Department. 

• The use of such services must comply with all of UNW’s policies. 

• Employees shall not not share log-in credentials with anyone. 

• The use of such services must comply with all laws and regulations governing the handling of personally identifiable information, UNW financial data, or any other data owned or collected by UNW. 

• Sensitive data may not be stored in the cloud unless it is encrypted.

• Personal cloud services accounts may not be used for the storage, manipulation or exchange of UNW-related communications or UNW-owned data. 

• In order to manage and support a cloud computing service for UNW, IT staff should have access when possible. 

IT maintains a list of approved cloud computing services.  The list can be found below. Applications may be added to the "Approved Cloud Computing Services" list at any time, at the discretion of the Chief Information Officer.  Any services not listed above are not to be used for UNW business purposes.   

The following services are approved cloud computing services*:

• Microsoft 365
• Moodle
• Basecamp 
• Qualtrics 
• Adobe Connect
• Lucid Chart
• Kaltura
• Handshake
• HRA ATA
• Raiser’s Edge 
• Luminate Online 
• Slate 
• AWS Data Hub 
• Teamwork
• Shiftboard
• Atlassian Suite
• Confluence
• Jira
• Pathify

Approved Workstation Applications

The following applications are approved by IT and may be installed on your UNW computer:

• UNW Workstation Applications