Policy 914 - Change Management Policy

Section: Information Technology
Policy Number: 914
Responsible Office: Information Technology
Effective Date: 5/1/19
Revised: 5/1/19; 6/11/20

Policy Statement

St. John’s University (St. John’s) understands that a formalization of proper change management and control is crucial for a more disciplined and efficient infrastructure that enables quality control of information systems. 

Scope and Applicability

This policy is applicable to the St. John’s Information Technology (IT) department, but its scope covers the entire University Community. Adherence to this policy helps safeguard the confidentiality, integrity, and availability of St. John’s information assets, and protects the interest of St. John’s, its customers, personnel, and business partners.


This policy provides management direction and high-level objectives for change management and control. It ensures the implementation of change management and control strategies to mitigate associated risks such as:

  • Corruption and/or destruction of information;  
  • Disruption and/or degradation of computer performance;
  • Loss of productivity; and 
  • Reputational risk exposure.

Changes to information resources and services are managed and executed according to a formal change control process. The control process ensures that changes proposed are reviewed, authorized, tested, implemented, and released in a controlled manner and that the status of each change is monitored and documented. 


The following are definitions relevant to the policy:

  • Audit Trails: A record or series of records which allows the processing carried out by a computer system to be accurately identified, as well as verifying the authenticity of such amendments.
  • Computing Resources: All St. John’s information processing resources including all St. John’s owned, licensed, or managed computing services, hardware, software, and use of St. John’s network via physical or wireless connection regardless of the ownership of the computer or device connected to the network.
  • University Community: Includes faculty, administrators, staff, student workers, graduate/technical assistants, alumni, interns, guests or agents of the administration, external individuals and organizations accessing St. John’s network services, and other authorized users.


St. John’s reserves the right to audit networks and systems on a periodic basis to ensure compliance with this policy. Instances of non-compliance must be presented to, reviewed, and approved by the CIO, the Director of Information Security, or the equivalent officer(s).

All breaches of information security, actual or suspected, must be reported to, and investigated by the CIO and the Director of Information Security. 

Those who violate security policies, standards, or security procedures are subject to disciplinary action up to and including loss of computer access and appropriate disciplinary actions as determined by St. John’s.

Related Policies, Standards or Regulations

  • 914 - Change Management Standards