Ohio State Amazon Web Services

We’re excited to announce that The Ohio State University has formalized its relationship with Amazon Web Services (AWS).

AWS provides secure, scalable cost-effective computing, storage and database services that can be used for things like research projects, web application hosting, archival file storage and administrative Business Intelligence/analytics.

We will begin accepting new Ohio State AWS account requests starting mid-December 2018. We will keep the university community informed on progress in various ways, including this landing page, stakeholder sessions, road shows, and other engagement activities. If you are interested, you can join the Ohio State AWS mailing list at https://lists.osu.edu/mailman/listinfo/osuawslistserv(link is external). We will use this listserv as an additional way to share Ohio State AWS news, information, training, awareness, and other opportunities. If you have issues joining the list, please use the Contact Us form to let us know.

University-configured AWS (also called Ohio State AWS) adds the following features to the standard AWS offering:

  • Integrated billing – your AWS charges will be paid automatically from your Ohio State account;
  • Ohio State name.n and BuckeyePass login to the AWS console;
  • Pre-configured accounts to meet Ohio State requirements;
  • Access to support specialists within AWS;
  • …and much more! Take a look at our service comparison chart for full details.

Over the next several months, we will be aligning account management and billing with university processes and developing training and resources for users, including information security best practices to help users manage security of their AWS environment. We also will be working to transfer existing consumer faculty and staff AWS accounts to the university account.

Please do not sign up for a new AWS account at aws.amazon.com to use for university business. Any AWS account used for university business will need to be set up through the Ohio State AWS service to comply with university requirements.

If you create a new account through aws.amazon.com it must be used solely for personal use; must be tied to a personal email address (e.g. @gmail.com, @yahoo.com, etc) and personal credit card; and cannot store university data.

Managers of department or college IT teams interested in an Ohio State AWS Team Account  can contact osuaws@osu.edu for assistance

Once the service is fully-developed and available, Ohio State AWS will enable research and administrative users to:

  • leverage AWS’s impressive portfolio of scalable, on-demand computing, database, storage and application services; Simplify your AWS invoices/billing
  • Identify strategies to reduce costs
  • Protect your account from hackers by using your Ohio State name.n with Duo to log in
  • Get the help you need quickly
  • Align with Ohio law, intellectual property protections and university policy

Ohio State does not have a Business Associate Agreement (BAA) with Amazon. Personal Health Information (PHI) cannot be stored in AWS.

Frequently Asked Questions

Using Ohio State AWS

Can PHI be stored and shared on Ohio State AWS?

No, to legally store Personal Health Information (PHI) on AWS, we must have a Business Associate Agreement (BAA) with the vendor; currently we do not have a BAA with Amazon. Therefore, no Personal Health Information (PHI) may be stored in Ohio State AWS.

When can I sign up for an Ohio State AWS account?

New Ohio State AWS account requests will be accepted starting mid-December 2018. We will keep the university community informed on progress in various ways, including this landing page, stakeholder sessions, road shows, and other engagement activities. If you are interested, you can join the Ohio State AWS mailing list at https://lists.osu.edu/mailman/listinfo/osuawslistserv. We will use this listserv as an additional way to share Ohio State AWS news, information, training, awareness, and other opportunities. If you have issues joining the list, please use the Contact Us form to let us know.

Some Amazon Web Services and programs may require you to sign up for an account at aws.amazon.com to participate.

Please do not sign up for a new AWS account at aws.amazon.com to use for university business. Any AWS account used for university business will need to be set up through the Ohio State AWS service to comply with university requirements.

If you create a new account through aws.amazon.com it must be used solely for personal use; must be tied to a personal email address (e.g. @gmail.com, @yahoo.com, etc) and personal credit card; and cannot store university data.

Managers of department or college IT teams interested in an Ohio State AWS Team Account  can contact osuaws@osu.edu for assistance

How do I get assistance with questions about Ohio State AWS?

Please use the Contact Us form to submit any questions or feedback concerning Ohio State AWS. This allows us to ensure your inquiry is captured and responded to in a timeline manner.

What can I do NOW to prepare for Ohio State AWS availability?

Ohio State has policies about using technology services. The information below are examples of how those policies apply to Ohio State AWS. If you need more information, visit the University Policies website(link is external).

  • Understand appropriate use. Review the following documentation:
    • University Institutional Data Policy (IDP). Self-enroll and complete the IDP training (link is external) if you have not done so already. To legally store Personal Health Information (PHI) on AWS, we must have a Business Associate Agreement (BAA) with the vendor. Currently there is no BAA for Ohio State AWS. This means no Personal Health Information (PHI) can be stored in Ohio State AWS.
    • Responsible Use (link is external) of University Computing and Network Resources.
    • Additional policies apply for university research (link is external).
    • Read the Ohio Stata AWS User Agreement to better understand the service. We've created a "cliff notes" version to simplify the legalize and to highlight the most important points.
  • Learn about cloud and AWS. The internet provides a wealth of information on both subjects. AWS also has free online training available. AWS has also established standards and best practices for use of its services. Users should understand the standards and best practices for using AWS with their specific requirements and use cases.
  • Take your learning and professional development to the next level. Take advantage of the many training resources AWS has available, including their certification program. 
  • Identify potential use cases. Not every workload is appropriate for the cloud. Identify potential use cases. For each use case, assess its business purpose, understand the data being used, and work with your IT staff to determine if your use case is appropriate for AWS.

    Several analysts offer lists of key questions to ask and answer ahead of moving workloads to the cloud. The list of key questions provided by LexisNexis and CIO.com are just two examples.

Who can use Ohio State AWS?

Once available, Ohio State AWS can be used by Ohio State employees.

I am a student. Can I use Ohio State AWS?

Students cannot use Ohio State AWS. Ohio State-employed students can use AWS as required to complete university work related to their role.

What training or certification is available now?

Many companies, including AWS, have training that leads to AWS certification. We also recommend that you take advantage of the many free training resources AWS has available, as well as the fee-based training offered such as the AWS certification program.

 

Budgeting for Ohio State AWS

How do I budget for Ohio State AWS?

Ohio State AWS passes through costs for use of AWS services. There is no additional mark-up or overhead charge from OCIO.

When setting a starting budget for AWS services, here are some general guidelines that may be helpful:

  • Kicking the tires to learn more about AWS: Budget $100 to $500 per month
  • Specific project or grant: Budget $1,000 to $5,000 per month
  • If you have an existing AWS account through aws.amazon.com, review your AWS billing invoices to assess your monthly spending.

Additionally, Amazon Web Services provides two calculators to help estimate costs. The Simple Monthly Calculator (now available in a test/beta version) helps you predict monthly costs, and a TCO Calculator will help you forecast your budget. Online tutorials are available for AWS calculators:

How much will Ohio State AWS cost?

Ohio State AWS pricing is the same as current AWS pricing. Ohio State AWS monthly charges will be based on your actual usage of Ohio State AWS services. Charges may vary from the estimates AWS calculators provide.

Effectively managing your cloud services expenditure is critical to realizing its benefits of flexibility and scalability. Online resources are available to help you learn about cost optimization for AWS.

How do I prevent “runaway” bills?

All Ohio State AWS account holders are responsible for managing their account’s usage of AWS services, including taking immediate action on any alerts and notifications concerning usage limits. There are several strategies you can use to effectively manage your costs. Online resources are available to help you learn about cost optimization for AWS.

What types of charges can I expect to see on my bill for Ohio State AWS?

Ohio State AWS will follow the AWS charging model:

  • Charges are generated for any use of AWS services, typically billed by the hour or any part of an hour that a service is used.
  • Charges are generated for bandwidth used for data transfer from AWS services.

AWS pricing tiers including on demand, reserved instances, and the spot market are available to Ohio State AWS account holders. Free tier pricing does not apply.

 

Linking existing AWS accounts to Ohio State AWS

I have an existing AWS account used for university business. Do I have to move it under Ohio State AWS?

Yes. If you signed up for an AWS account through aws.amazon.com and the account meets one or more of the following criteria, then you will need to link your existing account under Ohio State AWS when notified:

  • You use the account to store or analyze Ohio State data
  • You use the account for Ohio State University business
  • The university pays for the account with a purchase order or P-Card, or you are reimbursed with university funds for use of the account.

If you have registered an aws.amazon.com account to a university email address, AWS will send an email notification on behalf of Ohio State with instructions on how to link the account to Ohio State AWS.

Due to the large number of existing AWS accounts tied to a university email address, Amazon Web Services will send email notifications in two waves. They will send the first wave from October 15-19 and the second wave from January 7-11. You do not need to take action until they receive the email from AWS.

If you have any questions, please use the Contact Us form to let us know.

How will my existing account that is used for university business change under Ohio State AWS?

Under Ohio State AWS, you will continue to have full access to your AWS account and AWS services. Ohio State AWS also provides additional value adds, such as tax exemption and access to AWS expertise; and brings your account into alignment with university requirements. View the service comparison chart.

The primary change to your existing AWS account will be ownership of the root level access, which will need to transition to the university. Please contact us if you have any questions or concerns.

I have an existing AWS account used for university business. When will it move under Ohio State AWS?

Amazon Web Services will send an email notification to customers who signed up for an AWS account at aws.amazon.com and registered the account to a university email address. The email will be from Amazon Web Services on behalf of The Ohio State University. Due to the large number of accounts that Amazon will need to move to Ohio State AWS, Amazon Web Services will send the email notifications to existing AWS account holders in two waves. They will send the first wave of notifications during the week of October 15-19 and the second wave of notifications from January 7-11. The notifications will provide instructions on how to link an existing AWS account to Ohio State AWS, if you have registered your account to an Ohio State email address and you use it for university business.

I have an existing AWS account that I use for personal (non-university) purposes. Will my account be impacted by Ohio State AWS?

If you signed up for an AWS account at aws.amazon.com, are using the account solely for personal use and there are no ties to university business, funding or data, your personal account is not impacted by Ohio State AWS. However, please verify that your personal AWS account is not associated to your university email address. If you are using your university email address on your personal AWS account, it must be changed and associated with an external email address (example: @gmail.com, @yahoo.com). Learn more: Managing an AWS Account

 

 

Questions about Ohio State AWS? Contact us.