SharePoint Roles and Responsibilities

Division of IT

• Maintain the site request process.
• Create site collections with requested attributes.
• Maintain SharePoint Users Group for sharing relevant news with site collection owners.
• Maintain SharePoint Sites List of site collections and their owners.
• Tier 3 technical support, including site collection size adjustments and working with the vendor for tenant-wide issues.

Colleges, Divisions and Departments – Site Collection Owner

• Consider appointing a content manager. 
• Read and understand the SharePoint Online at NIU overview.
• Manage site design and organization.
• Create requested subsites.
• Manage site access.
• Train local site users.
• Participate in SharePoint Users Group. This includes sharing solutions to the more difficult problems you’ve encountered and helping guide institutional best practices.
• Tier 1 & 2 technical support.
• Coordinate with DoIT for Tier 3 support.
• Adhere to NIU’s Acceptable Use Policy.
• Adhere to NIU’s Privacy Policy.

Site Collection Owners - Launching and Supporting a Site Collection

• Best practices for launching a site collection:
  • 2-4 weeks before launch, inform faculty and staff of the upcoming site and what it will be used for, and especially what it’s replacing.
  • While email is a good announcement tool, consider departmental meetings and/or newsletters.
  • Give demos.
• Technical Support - The DoIT Service Desk will not be able to help with site collection access or configuration and will have to refer callers back to their local IT support:
  
  • Create local processes for support.
  • Communicate those processes in all training, demos, and communications.
  • Consider having a statement about support on your SharePoint homepage.
• Moving forward:
  • Encourage all support staff to participate in the SharePoint Users Group.
  • Communicate new features to faculty and staff.
  • Promote SharePoint success stories to keep participation high.