I. Title

A. Name: Policy on the use of upenn.edu domain name space

B. Number: 20011108-upenndomain

C. Author(s): M.Wehrle, M.Levinson, (ISC Networking)

D. Status: [ ] proposed [ ] under review [X] approved [ ] rejected [ ]obsolete

E. Date proposed: 2000-05-15

F. Date revised: 2001-01-23

G. Date approved: 2001-11-08

H. Effective date: 2001-11-08


II. Authority and Responsibility

Information Systems and Computing's Networking organization is the organization at the University of Pennsylvania that has custodial responsibilty and accountability for the central domain name (DNS) servers and database servers which are integral to the operation of PennNet. This authority extends to the registration and distribution of the upenn.edu domain name space which is provided to the PennNet users from these central infrastructure servers.

III. Executive Summary

This policy specifies the naming requirements for the creation/changing of new/existing domains within the upenn.edu domain name space.

IV. Purpose

The purpose of this policy is to provide domain naming requirements and limitations that will provide a scalable solution to domain name requests. This policy will enable the schools, departments, and university-wide computing services to have global and local name identity. This policy will also allow for the delegation of authority of these domain-naming conventions to the Schools and Departments at the University. While it may seem reasonable to grant the creation of any domain name request, a structured approach to domain naming conventions will provide a less ambiguous solution in reducing duplicate requests and/or contention of domain names. Additionally, the turn around time for domain names will be expedited due to this process of standardization.

V. Definitions

Domain name:

A unique name in the hierarchical Domain Name System (DNS). A domain name may be used as the owner of DNS resource records. Depending on its resource records, a domain name may serve a variety of purposes such as a hostname, an alias, or a subhierarchy used to group together other related domain names.

Subdomain:

A domain name that falls under another domain name in the DNS hierarchy; for example, isc.upenn.edu is a subdomain of upenn.edu.

Second-level domain name:

A domain name consisting of two labels, such as upenn.edu.

Third-level domain name:

A domain name consisting of three labels, such as directory.upenn.edu or wharton.upenn.edu.

Fourth-level domain name:

A domain name consisting of four labels, such as eniac.seas.upenn.edu or history.sas.upenn.edu.

Fifth-level domain name:

A domain name consisting of five labels, such as www.hill.house.upenn.edu.

Joint Research Project:

A Joint Research Project at the University of Pennsylvania is a project that is developed between multiple departments, schools, or universities. VI. Risk of Non-compliance

If the domain name request does not fall within the guidelines of this policy, the request will be denied or can be delayed by the appeals process.

VII. Scope

This policy covers any domain name requests that fall within the upenn.edu domain name space. For guidance on use of non-upenn.edu domain name space, see the document for non-upenn.edu domain name requests.

VIII. Statement of policy

Domain names will be assigned based on the following criteria and naming conventions:

1. Department Name: A department of the University of Pennsylvania that is not associated with a school will be assigned one third level domain name in the form of the full department name, or an abbreviated version of the department name--i.e. departmentname.upenn.edu.

Example: archives.upenn.edu or hr.upenn.edu

2. School Names: A school of the University of Pennsylvania will be assigned one third level domain name in the form of the full school name, or an abbreviated version of the school name--i.e. schoolname.upenn.edu.

Example: nursing.upenn.edu, sas.upenn.edu, med.upenn.edu, vet.upenn.edu

3. Central university-wide computing services: Central university-wide computing services will be assigned a third level domain name according to the full description of the service that they provide. Valid university-wide computing services are those services that are clearly recognizable as university computing services from outside of the university community.

Examples: directory.upenn.edu, alumni.upenn.edu, www.upenn.edu, ftp.upenn.edu

4. Institutes: An Institute of the University of Pennsylvania will be assigned one third level domain name in the form of the full Institute name, or an abbreviated version of that name--i.e. institutename.upenn.edu.

Example: ime.upenn.edu (Institute for Medicine and Engineering)

5. Joint Research Projects within the University: A joint research project of the University of Pennsylvania will be assigned one third level domain name in the form of the full project name, or an abbreviated version of the project name--i.e. jointresearchprojectname.upenn.edu. The project should be approved by the school's or administrative department's head or designee. Applications for a domain name should include the description of the program, the full program name, and the details regarding how the domain is to be used.

Example: cml.upenn.edu (Cardiographic Modeling Lab‹Joint Project between GSFA and School of Social Work)

6. Academic Departments and Centers within Schools: Academic Departments within a school cannot be assigned third level domain names. Fourth level domain names must fall within the school's assigned third level domain name. Fourth level domain names can be assigned directly by the department's Local Support Provider (LSP) or his/her technical designee.

Examples: history.sas.upenn.edu, anatomy.med.upenn.edu

Academic departments and centers that have campus-wide computing services or externally visible services like email or web services can submit a request for one third level domain name specifically for this purpose. This request is subject to prior approval by the designee of the main school.

Examples:

1. A request www.math.upenn.edu instead of www.math.sas.upenn.edu
2. A request for username@english.upenn.edu instead of username@english.sas.upenn.edu

7. Departments within Departments or within Organizations: Departments within departments or organizations cannot be assigned third level domain names. Fourth level domain names must fall within the department's assigned third level domain name. Fourth level domain names can be assigned directly by the department's Local Support Provider (LSP) or his/her technical designee.

Example: employment.hr.upenn.edu, online-books.library.upenn.edu

Departments that have campus-wide computing services or externally visible services like email or web services can submit a request for a third level domain name specifically for this purpose. This request is subject to prior approval by the designee of the administrative organization or department.

Examples:

A request for www.facilities.upenn.edu instead of server1.facilities.dpp.upenn.edu
A request for www.networking.upenn.edu instead of server2.networking.isc.upenn.edu

8. Student Organizations and Administrative Groups: A student organization or Administrative Group of the University of Pennsylvania will be assigned a fourth level domain name in the form of the student or Adminstrative organization name, or an abbreviated version of this name. Normally, student organizations depend on central service workstations for their email and web services, and residence networks such as Resnet and Greeknet are serviced dynamically via DHCP. In those cases where domain names are required, a third level domain name of group.upenn.edu has been created to provide for this hierarchy. Requests for student and administrative domain names should be initially submitted to the office of VPUL. The Office of VPUL will submit any domain name requests.

Examples:

undergrad-assembly.group.upenn.edu (Student Undergraduate Assembly)
a1-assembly.group.upenn.edu (Penn Professional Staff Assembly (A-1))
a3-assembly.group.upenn.edu (Penn Staff Assembly (A-3))

Students may lobby for a school or department to sponsor a third level domain name. In those cases, the designee of the school or department will be financially and administratively responsible for this domain name. As such, they should submit the domain name request. These requests will be reviewed according to statement of policy numbers 6 & 7.

9. Central university-wide computing services: Central university-wide computing services will be assigned a third level domain name according to the full description of the service that they provide. Valid university-wide computing services are those services that are clearly recognizable as university computing services from outside of the university community.

Examples: directory.upenn.edu, alumni.upenn.edu, www.upenn.edu

10. A school, department, or other organization may create DNS resource records of any type for the domain name assigned to that organization as well as any subdomains of that domain name. Requests for such DNS resources must come from a department head or his/her designee.

Examples: An organization assigned the domain name example.upenn.edu may create A, MX, or other DNS resource records owned by example.upenn.edu, and may also create records of any type for subdomains of example.upenn.edu (such as host.example.upenn.edu or host.department.example.upenn.edu).

11. If a domain name request does not fall within the previous 10 statements of policy, fourth level domain names must be used.

12. Abbreviated department names can lead to duplicate requests for similar domain names. ISC Networking will work with the requestor to assign the most descriptive name to avoid ambiguity.

IX. Recommendations and Best Practices

1. The selection of any domain name should be done carefully in order to offer the best possible description of the domain name. Abbreviated names should be as close to the description of the department, service, or organization as possible, in order to avoid ambiguity.

2. Schools and administrative departments should appoint one contact that is responsible for requesting domain names for their school or unit. Part of this responsibility is to investigate the best domain name that accurately describes the program or service, and to handle the appeals from their respective subgroup or department. This should be done before the request gets sent to the ISC. The requestor¹s name, along with his/her backup, should be registered with ISC.

3. Fourth level domain names should always be considered in preference to third level domain names. Use of third-level domain names that are not seen publicly should be converted to 4th level domain names within their school or department, and the third level domain name removed from service. This will eliminate costs for extra third level domain names.

Examples:

1. All hosts that are within the geology.upenn.edu domain name should be converted to falling within the geology.sas.upenn.edu domain name.

2. The domain name pc1.geology.upenn.edu should be converted to pc1.geology.sas.upenn.edu.

3. Finally the geology.upenn.edu domain name should be removed.

4. ISC Networking should be notified of any changes regarding unused domain names.

5. Domain names that are taken out of circulation should not be used for at least 6 months in order to avoid confusion over any new use of this domain name.

X. Compliance

A. Verification: Verification of this policy will occur when new third level domain name requests are submitted.

B. Notification: Notification will be sent to the requestor and the department head or designee for any new domain name requests or existing policy violations.

C. Remedy: New domain name requests must fall within policy. Existing domain names created prior to this policy will be grandfathered. Grandfathered domain names will be subject to ongoing charges (See D. Financial Implications) after an amnesty period of one year following 7/1/2001. Also, it is strongly recommended that these domain names be reviewed and brought into compliance where possible.

D. Financial Implications: ISC Networking will begin charging for new and existing third level domain names starting 7/1/2001. There will be a one time setup cost, and an ongoing annual cost for administration and maintenance. Each school and administrative department will only get one third level domain name. These domain names will not get charged any setup or ongoing fees. The remaining grandfathered domain names will not have to pay setup costs, but will have to pay the deferred ongoing (annual) cost following the amnesty period in (C. Remedy).

See https://www.isc.upenn.edu/domain-names-rates for current domain name charges.

E. Responsibility: Responsibility for domain name registration is with the computing director of the university school or department or his/her designee.

F. Time Frame: New requests that fall within policy compliance can be granted within 3 business days. Expedited requests can be handled within 1 business day. Requests that involve appeals to this policy can take substantially longer.

G. Enforcement: Failure to comply with policy and with the appeals process will lead to a denial of a domain name request, or removal of the domain name from service.

H. Appeals: Appeals to this policy should be initially reviewed within the school or department, then sent to ISC Networking, where they will be reviewed internally. Disputes that cannot be settled will be forwarded to the Network Policy Committee for final decision. Requests should be in writing, on the appropriate department letterhead, and accompanied with an approval of a department head, or designee. The request should contain the details regarding how the domain is to be used as part of the requestor's mission. The review process will take approximately 5 business days, depending on the type of request. The requestor will be notified in writing of the decision and the reasons.

XI. References