A.V. Williams Data Center Colocation Terms and Conditions


In this article

The Division of Information Technology (IT) operates a data center in the A. V. Williams Building for colocation use by college and departmental IT units and researchers. Faculty and staff authorized by each occupying unit will have access to the facility. The policies governing the facility and the costs associated with occupancy are outlined below. The A. V. Williams data center is the on campus colocation solution offered by DIT to all campus system owners.

Facility infrastructure and capacity

At approximately 8,000 square feet, the DIT managed A. V. Williams data center is the largest on campus. All colocation space is allocated by DIT based upon a model using 24” X 48” 42 U racks. All IT hardware must be rack mountable. The data center is equipped with three Uninterruptible Power Supply (UPS) systems and N+2 redundancy in Computer Room Air Conditioners (CRAC) for reliability purposes. However, the data center is not supported by an emergency generator and therefore does not guarantee a defined level of uptime. Unscheduled outages are possible and scheduled outages will be required periodically for maintenance or upgrade purposes.

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Terms of occupancy

Unless the Occupant operates on a self-sufficient financial model, the University subsidizes a majority portion of this service. The floor space, power consumption, and facility infrastructure is fully subsidized by the University. The data center infrastructure, including the network, is a shared expense between the occupants and DIT. Each Occupant accepts financial responsibility for their portion from the date their IT systems are racked, powered and networked. Changes in scope of occupancy, and the corresponding change in occupancy cost, can only be made upon mutual agreement between the Occupant and the University. The Occupant’s IT systems may remain in the data center for as long as the University and DIT operate the facility as defined and providing that the Occupant adheres to theDIT policies and procedures.

Space and service allocations, both initial and additional, must be requested via the online using the Colocation Service Request Form. DIT reserves the right to deny any initial requests and requests for expansion while recommending alternate solutions.

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Facility access and use

The data center floor is divided into DIT spaces, caged off from Occupant access, and the colocation floor space. As part of the request, approval, and occupancy process, detailed personnel information will be provided on the Colocation Request Form regarding who will need access to the data center. DIT will facilitate the initial access approval process with Public Safety on behalf of the Occupant. Once the Occupant is in the system, she/he/they may access the data center via the university card key system without DIT intervention. The Occupant is responsible for contacting DIT immediately to remove access for individuals who are either no longer with the University, or no longer require access as part of their job. Data center access is available 24x7x365. Occupants will adhere to DIT policies and procedures.

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Facility oversight and communications

DIT staff monitor the facility including power, cooling, physical security, and network connectivity. DIT maintains a listserv for communications with all Occupants. It is the obligation of the Occupant to ensure that DIT is provided with up-to-date contact information from their colleges, departments, and units.

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Oversight and management of IT systems

Oversight and management of all occupant-owned hardware and software in the facility is the responsibility of the Occupant. DIT does not support, maintain, or administer systems owned by Occupants. DIT will assist in the troubleshooting of problems related to the equipment upon request. DIT manages and supports all DIT owned and provided network switches.  

Primary ownership of planning and implementing occupancy rests with the Occupant. DIT will be onsite for all initial colocation installations. DIT supports physical occupancy and network connectivity through collaboration in planning the move and installation. DIT has oversight of the initial installation of hardware into the rack(s). DIT will provide assistance in hardware transport from the facility loading dock onward, infrastructure resource assignments, plus rack and cable management. DIT reserves the right to intervene for quality control purposes.

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Liabilities

DIT will take responsibility for any equipment damaged through the negligence of DIT staff. DIT is not liable for equipment damage related to the facility infrastructure or any actions beyond the control of DIT personnel.

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Use DIT managed space and equipment

Office space is available for use on a short term first come first served basis. All hardware delivered to A. V. Williams must be scheduled in advance with DIT. Equipment must be unpacked in the staging area, transported to the data center, and racked as a single exercise, unless otherwise stipulated by DIT in advance. No boxes, cardboard, and transport materials are permitted in the data center. General cleanliness and courtesy is expected. 

Occupants are not permitted to handle any hardware that is not their own. That includes all power equipment, outlets and cabling, DIT network switches and cables, as well as systems owned by other occupants.  The top four U of each rack are reserved for DIT.

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Security and acceptable use of the facility and equipment

Access is not transferable from one Occupant to another, however guests can accompany an authorized Occupant following DIT security guidelines. Since the data center is used by DIT as well as other Occupants, it is the responsibility of each Occupant to ensure that their personnel do not interfere with the operation of other equipment. Occupants are not permitted to use or interact with network, power and cooling infrastructure outside of their own racks. Access under the raised floor and over the drop ceiling is prohibited.

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Cost of occupancy

All costs charged by DIT to the Occupant for their portion of the total cost are based upon a sustainable cost-recovery model. The signatories of the colocation contract will collectively facilitate the monthly payment transaction process at the time of occupancy. All costs and transactions incurred in the move and installation of equipment are the responsibility of the Occupant unless stipulated between all involved parties outside the scope of this agreement.  

Scope of occupancy is defined by physical footprint in terms of racks and rack units (U) at the time of the MOU signing.  The one time price for a rack unit is $176 . For ongoing network costs, Occupants are billed monthly. Funds are automatically transferred out of the designated KFS on a predetermined date each month.

Network one-time and ongoing fees are as follows:

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