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POLICY

IT Scheduled Maintenance Guidelines

To provide the best possible service, NYU IT must regularly update and perform routine maintenance on its systems and networks. Some of these activities require that the affected systems and networks be shut down. While this work is essential, we also recognize that it presents an inconvenience. To enable those who use these systems to better plan for maintenance, we are adopting guidelines for scheduling routine maintenance and upgrades to the services described below.

Shared and Academic Services Guidelines

A MONTHLY SCHEDULED MAINTENANCE OF UP TO 12 HOURS WILL BE TAKEN, IF NEEDED, BEGINNING AT 8PM ON THE FIRST FRIDAY OF EACH MONTH.

Major scheduled maintenance and upgrade activities will take place, if needed, once per month. Based on an analysis of usage patterns for these services, it was determined that the best time to schedule a maintenance of this type would be on a Friday night/Saturday morning. NYU IT selected the first Friday of each month at 8pm to start these scheduled maintenance and upgrade activities. The maintenance period may often be brief or not used at all, but can last up to 12 hours (ending at 8am Saturday morning) if this amount of time is needed to complete the work.

A WEEKLY SCHEDULED MAINTENANCE OF UP TO TWO HOURS (FRIDAY NIGHT 10PM UNTIL MIDNIGHT) MAY BE USED TO ADDRESS SMALLER MAINTENANCE AND UPGRADE NEEDS.

This time will not be used if not needed.

Shared and Academic Services

The following services and applications are covered by these guidelines:

  • Active Directory
  • Benefits Resource Center
  • Content Management System (CMS) Author
  • Digital Library Systems
  • Email Direct
  • Faculty Digital Archive (FDA)
  • IT Service Status Page
  • LDAP Directory
  • NYU Blogs
  • NYU Calendar
  • NYU Chat/Hangouts
  • NYU Classes
  • NYU Directory
  • NYU Drive
  • NYU Email
  • NYU Events Calendar (events.nyu.edu)
  • NYU Groups
  • NYU Lists
  • NYU Login Service
  • NYU Print Service
  • NYU Search
  • NYU Sites
  • NYU Start Page
  • NYU Stream
  • NYU Survey Service (Qualtrics)
  • NYU Web (www.nyu.edu)
  • NYU Wikis
  • NYUHome
  • NYU-NET
  • NYURoam Wireless Service
  • Remote Access (Virtual Private Network: VPN) (NYU IT)
  • ResNet
  • ServiceLink
  • Unix Computing Accounts (i5)
  • VCL (Virtual Computer Lab)
  • Web Publishing
  • Web Server Hosting
  • Webspace

NOTE: NYU High Performance Computing (HPC) Systems follow different scheduled maintenance guidelines than the other shared and academic services listed above.
See the NYU HPC website for details.

Administrative Systems Guidelines

A BI-MONTHLY SCHEDULED MAINTENANCE OF UP TO 12 HOURS WILL BE TAKEN, IF NEEDED, BEGINNING AT NOON ON THE SECOND AND FOURTH SATURDAYS OF EACH MONTH.

Major scheduled maintenance and upgrade activities will take place, if needed, twice per month. Based on an analysis of usage patterns for these services, and on feedback from NYU IT's University business partners, it was determined that the best time to schedule maintenance of this type would be on Saturday morning. NYU IT selected the second and fourth Saturdays of each month at noon to start these scheduled maintenance and upgrade activities. The maintenance period may often be brief or not used at all, but can last up to 12 hours (ending at midnight Saturday evening) if this amount of time is needed to complete the work.

Administrative Systems

The following systems and applications are covered by these guidelines:

  • Academic Appointment Database (ADB)
  • Administrative (Oracle) Portal
  • Advance (AWA)
  • Albert/SIS
  • Albert Mobile
  • AP Workflow
  • BPM Workspace
  • BRIO Reporting
  • BudMod
  • Chartfield Access Request Form
  • Core (Bursar Application)
  • Delegation Of Authority
  • Dental Apps (Chair Scheduling, IQ Sessions)
  • DNS Manager (DNS/DHCP registrations)
  • Document Management (ImageNow)
  • Document Management (Worksite)
  • eAppraisal
  • Enrollment/Retention Reporting
  • ePayments - Payment Gateway
  • eProcurement (ePro)
  • Exit Application
  • fame
  • Give-A-Violet
  • HPC Request Form
  • Hyperion System 11 Interactive Reporting
  • Hyperion System 11 Planning
  • JEMS
  • Lenel Card Access System
  • Maximus ERS
  • Mediease
  • ModTrak
  • NetID Onboarding Forms
  • NYU ID Card Creation
  • NYU Traveler (iJet WorldCue)
  • NYUiLearn
  • Occupational Health Manager (OHM)
  • OneCard
  • Oracle Workflow
  • Paybase
  • PeopleSync (Workday)
  • Portal Entry
  • Position Posting and Application (PeopleAdmin)
  • ProjTrak
  • Registry (Database)
  • Registry Web
  • Remedy
  • SIS/EPM Reporting Database
  • Student Records Reporting Dashboard
  • Time Keeping (myTime)
  • Tuition Remission
  • Universal Accounting Reconciliation
  • University Data Warehouse
  • UDW+

MAINTENANCE NOTIFICATIONS
NYU IT adheres to the University's guidelines on minimizing the number of announcements that are sent to the entire NYU community. Thus, scheduled maintenance will be announced at least five days in advance on the IT Service Status page (www.nyu.edu/it/status/) and via targeted email to stakeholders and those who choose to subscribe to our notification lists.

On a case-by-base basis, notifications may also be posted to the message area of NYUHome, and for administrative systems, in the NYUHome Administrative Systems channel and the Alerts channel in the Administrative Services portal.

We appreciate your patience as NYU IT strives to maintain and improve the quality of the NYU services it supports.

Questions or comments? Send email to the IT Service Desk: AskIT@nyu.edu.

Notes
  1. Dates of official enactment and amendments: 06/19/09
  2. History: Date of latest revision: 08/12/15
  3. Cross References:

About This Policy

Effective Date: June 16, 2009
Supersedes:
Issuing Authority: Vice President, Information Technology & Chief Information Technology Officer
Responsible Officer: Deputy Chief Information Technology Officer & Associate Vice President
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