The Digital Governance Unit (DGU) can host server equipment owned by researchers, in order to integrate it into the existing Virtual Machines Service, High-Performance Computing (HPC) infrastructure, or Cloud Storage Services. For hosting entire server systems, at least 70% of the computational and storage resources are returned to the researchers as a pre-agreed and guaranteed amount for VMs and HPC (CPU, RAM, Storage, GPU). In the case of partial equipment hosting (e.g., disks), the returned percentage is determined on a case-by-case basis depending on the availability of servers and infrastructure, as well as the costs undertaken by the Digital Governance Unit (DGU). For example, 30% of the gross capacity of disks is returned, since existing storage server slots are occupied. Any unused surplus is allocated to the university’s central services.

The hosted equipment is installed and operated by the Digital Governance Unit (DGU) at its data centers, which are protected by UPS, generator, air conditioning, and ISO27001-certified security. Researchers are relieved of all responsibility for the operation of the equipment for its entire useful life.

The hosted equipment may consist of entire servers or individual expansions (e.g., RAM, Storage, CPU), always meeting the specifications provided by the Digital Governance Unit (DGU). If requested, the resources returned to the researchers may consist of a different mix of CPU, RAM, Storage, GPU, but always of equivalent value to the researcher’s equipment and to their benefit. The Digital Governance Unit (DGU) may add its own expansions to the equipment (e.g., RAM, CPUs, etc.) to strengthen the central services of the university.

Additionally, as part of this service, autonomy is provided in creating and deleting virtual machines (VMs) through the portal https://vc.it.auth.gr (self-service VMs), without involvement from the Digital Governance Unit (DGU).

This process is suitable for all SAFRF (Special Account for Research Funds) research projects and AUTh units that have a budget for computing equipment but lack the means to support its operation.

For more information, please refer to the Terms of Service and contact us at support@auth.gr to be connected with the relevant department of the Digital Governance Unit (DGU).

1. Central Shared Computing Infrastructure

The central computing infrastructure of AUTh consists of data centers that host: a) storage servers, b) cloud virtual machine (VM) servers, and c) HPC servers providing computing time (CPU/GPU cores). Part of this infrastructure is used for AUTh’s core digital services (e.g. https://webmail.auth.gr, https://papyros.auth.gr), while the remainder is shared among faculty, researchers, and administrative services (hereafter referred to as users), according to their needs, either as storage space, VMs, or HPC resources under the “Aristotle” cluster.

2. Reciprocal Hosting and Management of Researcher and Unit Equipment within the Central Computing Infrastructure

The Digital Governance Unit (DGU) can host and manage, on behalf of researchers or academic units, storage and server equipment at its data centers, integrating it into the institution’s core infrastructure. The equipment must meet the required specifications to be incorporated either as a complete subsystem (e.g., full server) or as an extension of existing infrastructure (e.g., hard disks, RAM, GPUs). The majority of the resources from the owned equipment are returned to the owners in the form of readily usable VMs, CPU, GPU, HPC, and storage resources, free from management concerns. Surplus resources are made available to the university’s broader user base.

3. Responsibilities and Benefits for DGU and Infrastructure Users

DGU may support (but not substitute) the user in the equipment procurement process (technical specifications drafting, market research, reception, etc.). Once the user procures the equipment, DGU is responsible for its physical installation and integration into AUTH’s infrastructure and its certified IEC/ISO 27001 information security system. DGU also covers costs related to generators, UPS, air conditioning, and management/support personnel. It guarantees users access to 70% of the hosted computational resources, or an equivalent mix if agreed otherwise. The value of any alternative resources is determined jointly, based on DGU’s recent procurements or supplier quotes. Self-management (self-service tenant via https://vc.it.auth.gr) of allocated resources is available when technically feasible and requested by institutional units (e.g. labs).

Users who provide equipment agree to share any unused (idle) portion with the institution for communal use. This shared portion must be at least 30% of the value-equivalent resources.

DGU generally does not host equipment purchased without prior consultation, that lacks proper specifications, or is of low value relative to the datacenter resources it consumes. In exceptional cases, where high-value equipment cannot be integrated, users must contribute other hardware or funding equal to 30% of the equipment’s value (including VAT). In these cases, DGU only provides installation space without management services.

4. Terms and Conditions

• Hosting and management services are available as long as there is sufficient datacenter rack space without exceeding power, cooling, communication, and security capacities.
• Equipment specifications must be pre-approved by DGU to ensure compatibility with the existing infrastructure.
• New and unused equipment with a 5-year manufacturer warranty is strongly recommended and preferred. Exceptions include refurbished or existing equipment if it meets the required standards.
• Equipment must be under a warranty for the duration of the agreement, and any repairs must be handled under that warranty.
• Resource usage within the agreed 70% limit is prioritized. Excess usage is treated as shared resource usage without priority.
• DGU does not assign personnel directly to users unless a cost agreement is made.
• If additional equipment (e.g., disk shelves) is required to support user-supplied resources, the value is deducted from the user’s returned resources.
• This document provides a general framework and does not supersede specific agreements between parties.

5. Procedure

When a user requests guaranteed or enhanced resources and can fund the required equipment:

• DGU informs the user of potential costs based on recent procurements or market research and advises on hidden costs (hardware/software).
• DGU provides policy guidance and may propose an equipment procurement agreement.
• Once agreed, an email agreement outlines the equipment provided by the user and the equivalent resources (CPU, RAM, Storage, GPU) to be returned.
• The user appoints a resource manager to liaise with DGU.
• The user procures the equipment and delivers it to the location specified by DGU. Upon installation, both parties sign a handover receipt detailing the equipment.
• DGU does not take ownership of the equipment; it only manages it under the agreed terms.

6. Agreement Duration

The agreement between DGU and the user has a minimum term of three (3) years and becomes open-ended unless terminated with six (6) months’ notice. After termination, the user must collect the equipment and data within 90 days. If not collected, the equipment is considered abandoned, data is deleted, and DGU may reuse, recycle, or reallocate the hardware.

7. Data Protection

DGU enforces multiple security safeguards. By default, storage protection includes RAID6/dual parity with a hot spare disk or better. Additional protection (e.g., disaster recovery, snapshots, tape backups) may be arranged at the user’s request and expense.

8. Maintenance Windows

DGU announces three (3) 8-hour and three (3) 4-hour maintenance windows annually at the start of each calendar year. Users are notified one week in advance via mailing list. If maintenance cannot proceed as scheduled (e.g., due to force majeure), it may be rescheduled. Emergency updates may occur outside the planned windows.

9. Service Level Agreement (SLA)

The hosting service guarantees 99.4% annual uptime (up to 52 hours of downtime per year), excluding scheduled maintenance but including emergency outages. Users should monitor DGU’s announcements at https://hpc.it.auth.gr/maintenance/ and https://mon.auth.gr. If uptime falls below target, DGU compensates by increasing allocated resources by 2% per 0.1% of lost availability.

10. Data Access Methods

Storage resources can be provided:

• To cloud infrastructure (https://it.auth.gr/virtualization) via SMB or NFS protocol (soon also via VMDK over NFS).
• To HPC clusters (https://it.auth.gr/hpc) via GlusterFS or NFS.
• To AUTH network devices using the SMB protocol (https://archives.auth.gr).