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    719.389.6449 (during business hours)
    After hours emergency phone
    For after-hours help with Canvas, call Canvas Support at 855.740.0505

    ITS@coloradocollege.edu
    Solutions Center in Tutt Library
    first floor on the east side

    Mon-Fri: 8 AM - 5 PM

    CCB Members

    Chad Schonewill – Chair
    Liz Scherkenbach
    Eric Raczkowski
    Jeff Montoya
    Linda Petro
    Andrew Watson
    Dan Raney

    Change Control Board

    The Change Control Board (CCB) helps to ensure that changes to technology systems are communicated well and managed in a rational and predictable manner. The CCB is responsible for enforcing IT Change Management Policy and for overseeing and approving change requests (CRs). The CCB emphasizes both usability and security, and both a member of the front line support team and the ITS: staff member overseeing security serve as voting members.  

    All CRs can be viewed in the OS Ticket agent panel (create a custom search by help topic).

    Scope

    This procedure applies to all production systems that are maintained by, on behalf of or involve the IT resources of ITS.

    Responsibilities

    • Assessment of CRs, including considering impact, availability of resources, priorities, authorization, and coordination of changes
    • Vote whether to approve, modify, or deny change requests
    • Discussion of topics affecting business and the change management process 
    • Review backed-out and failed changes
    • Debrief regarding any emergency changes made

    Membership

    Membership will be listed on the CCB website.

    When can changes occur

    Colorado College has established scheduled maintenance windows. All changes affecting user connectivity and access to IT services must be scheduled within pre-scheduled maintenance windows unless otherwise approved by the CCB.

    Definitions

    • Minor change: routine patches, low impact changes.
      • e.g., Apply a security patch to our Windows server operating systems.
      • e.g., staff/faculty/student not being able to see her/his schedule due to specific access issues.
    • Break / Fix change: a change that is immediately implemented to fix an IT resource outage
      • e.g., A fileserver has gone down due to a bad hard drive, and so the drive is replaced.
      • e.g., A minor programming change to handle a special data condition.
    • Fast track change: a change that has a low probability of impact to the stability of production systems, does not need extensive communication, and has potential benefits from implementing the change sooner rather than later.
      • e.g., Apply a patch to fix a slowness issue on the wireless controller.
    • Firewall rule change: a change to firewall rules to block a threat or open a hole for an application.
      • e.g., A new vulnerability has just been released and we want to create a rule to block it as soon as possible.
    • Major change: has a significant impact on multiple users, even if simple to implement.
      • e.g., Upgrade to a new wireless controller.
      • e.g., Banner upgrades that affect multiple users/user groups.
    • Emergency change: changes made to address an issue that is impacting service levels because not doing so significantly increases risk or because the usual timeframe is too long.
      • e.g., Take a segment of the network offline so that infected computers cannot spread the infection.
      • e.g., Wireless connectivity is broken because of a recent upgrade to Bradford, and so ITS: staff change Bradford’s configuration as a workaround.
      • e.g., A patch to address a critical security vulnerability.

    Process

    • When a CR is submitted, the CCB will review and respond within 48 hours.
    • CRs must be submitted no later than 48 hours before the change is scheduled to take effect.
    • Emergency changes by definition need to happen immediately and so CCB approval may not be possible prior to the change.
      • After an emergency change, a CR will be filled out and submitted to the CCB with the objective of avoiding a recurrence.
      • Communicate with the relevant cabinet member.
    • Minor and break / fix changes do not require the approval of the CCB and should be handled via departmental change procedures.
    • Fast track changes may be reviewed over email. CCB members reserve the right to call for a discussion over a meeting to review the change. Fast Track CRs may go into production sooner than one week after approval.
    • Firewall rule changes do not require a CR; just send a message to ccbgr@coloradocollege.edu to notify us of the change.
    • CCB members are responsible to attend each CCB meeting or send in a delegate to represent their area of focus in ITS. 
    • Delegates may only represent one regular CCB member.
    • CCB meeting will not occur if at least three members (or delegates) cannot attend the review/approval meeting.
    • The submitter is responsible for closing the CR when appropriate - approval is recorded by CCB members separately
    • CCB members will review open CRs on a weekly basis for follow up