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Procedures for Regulated Data on HiPerGator-RV

Project Registration for Projects with Technology Control Plans (TCPs)

The majority of CUI handled at the university is information covered by ITAR (International Traffic in Arms Regulation) and EAR (Export Administration Regulation).

Each ITAR/EAR project will be authorized by UF Research, with the details spelled out in the TCP (Technology Control Plan). The TCP lists the resources the project will use, which include HiPerGator-RV and possibly other equipment in labs. It will also list all participants, who will be required to sign the TCP, indicating that they are aware of the requirements for training and safeguarding data throughout the project's lifetime.

Other projects may require compliance with CUI safeguarding, and as such, will have to work inside HiPerGator-RV.

A project is registered by UF Research, which will create a TCP for the project as required.

A data management plan that is part of the TCP will briefly describe the workflow and disposition of the project data and what actions participating members, by their role, are expected and allowed to do with the data.

The members of the project group will then sign the TCP, which specifies

  • They understand their role in the project,
  • All participants will take the following training in myTraining
  • Export Controls: The Basics (UF_RSH613_OLT)
  • Export Controls: UF Project Personnel (UF_RSH633_OLT)
  • The project administrators will also take

  • Export Controls: UF Administrators (UF_RSH623_OLT)

  • They will take HiPerGator-RV training.

  • See UF Research's Export Control Training information for more details.

Project Registration for Projects with Regulated Data Not Covered Under a TCP

Projects with regulated data must be registered by entering a request in UF's Integrated Risk Management (IRM) system (Note that only certain users have access to the IRM). This will record details of the project to meet part of the documentation controls.

  • The data owner, usually the principal investigator or the designated data manager for the project.
  • The type and size of data involved
  • Additional Approvals depending on the nature of the work. Please consult with UFIT-RC staff on appropriate documentation.

Establishing a Team on HiPerGator-RV

Once a TCP or IRM Risk Assessment has indicated that the work will include HiPerGator-RV, PIs should work with UFIT Research Computing to establish a team in the system. The PI should open a UFIT Research Computing Support Request with the following information:

  • PI Name:
  • Project Name:
  • TCP number:
  • General description of the work to be completed in HiPerGator-RV, and resources needed, including:
  • The software
  • Operating system
  • Compute resources

In general, HiPerGator-RV runs virtual machines with either Windows or Linux OS. Many common applications are installed on the VMs, but specific applications needed for your research may also be added. Please provide information about your needs. Licensed software must be capable of running on a virtual machine. If a license server is required, please provide the necessary information. Access to the internet is generally not allowed from HiPerGator-RV VMs.

Note

Prior to gaining access to HiPerGator-RV, investment in resources and training for project personnel will be required.

Timeline for HiPerGator-RV

The procedure to set up the use of HiPerGator-RV with regulated data involves several steps that each take time. It is important to consider this when planning a project.

  • TCP review by the Office of Research. This can take several weeks, sometimes months.
  • Make sure the team takes the required training and signs the agreement listed above. This can take a week to several weeks if people do not respond quickly to requests from the principal investigator.
  • HiPerGator-RV storage and compute resources are purchased.
  • Virtual Machine image creation can take longer if specialized software is needed.