SIMM 40A – Internet Domain Name Taxonomy Instructions

The United States Cybersecurity and Infrastructure Security Agency (CISA) is responsible for managing the registration of “.gov” top-level internet domain names. The “.gov” domain is primarily used to promote government services and increase the ease of finding government related information. In order to extend the use of this domain to state and local entities, CISA has delegated the State of California authority to administer the “ca.gov” second-level domain. As part of this delegated authority, the Government Operations Agency (GovOps) is responsible for overseeing the “ca.gov” domain name program and the California Department of Technology (CDT) manages the registration, change, and certification process for “ca.gov” domains.

Per SAM Section 4819.2, a Domain Name Service (DNS) is defined as a series of computer databases that resolve or link Internet Protocol (IP) addresses with an alphanumeric domain name. Domain names are divided into hierarchical fields separated by a period. The field to the farthest right is the top-level (or first-level) domain, in “ca.gov” for example, “gov” is the top-level domain. In the same example, “ca” is the second level within the domain, and the field to the left of the second-level domain is the third-level domain (e.g., cdt.ca.gov). Names that fall to the right of the domain following a “/” are subdirectories of the domain (e.g., ca.gov/services).

The “ca.gov” domain name promotes official state entity, county, city, state-recognized tribal government, Joint Powers Authorities, and independent local district government websites of the State of California. Users of websites or other internet services with a DNS record within this zone can be assured they are accessing an official California governmental resource.

In order to administer the “ca.gov” second-level domain, CDT has established the following protocols and instructions that are consistent with state and federal policy, see SAM Section 5195 for Internet Domain Name policies. The “ca.gov” domain naming conventions established in this document are consistent with federal policy and guidelines including, but not limited to, 41 Code of Federal Regulations, Part 102-173, the Federal Interagency Committee on Government Information’s Recommendations for Federal Public Websites, and the federal DotGov Registrar administered by CISA.

This category includes every cabinet level agency, department, independent board, and independent commission.

This category includes all of the 58 counties within the State of California.

This category includes all cities and towns within the State of California.

This category includes all government groups that do not fall into one of the categories listed above, including, but not limited to Joint Powers Authorities, and Special Districts.

1.To request a new “ca.gov” domain name:

a. Navigate to https://domainnamerequest.cdt.ca.gov/.
b. Click “Check if the 3rd-level ca.gov domain I want is available.”
c. Type the desired domain name in this format: <<NameRequesting.ca.gov>> (i.e., CityofStockton.ca.gov) and click “Check.”
d. If the screen says your requested domain is available, click “Submit a Request.” Otherwise, click “Try a different one” which will bring you to the previous screen to enter a different domain name.
e. Type the desired domain name in this format: <<NameRequesting.ca.gov>> (i.e., CityofStockton.ca.gov) and click “Check.”
f. If the screen says your requested domain is available, click “Submit a Request.” Otherwise, click “Try a different one” which will bring you to the previous screen to enter a different domain name.
g. If you are a new user, click “Create an account” to enter your Email (required), Repeat Email (required, just enter your same email again), First Name (required), Middle Initial (optional), Last Name (required), phone1 (optional), and phone2 (optional). Click “I’m not a robot” in the reCAPTCHA box. Then click “Register”. If you are not a new user, enter your email address and click “Request key.” A six-digit user key will be sent to your email.

h. Enter the user key and click “Log On.”

i. Select your organization type for either a State Entity, County, City, or Other, see Section 3 for descriptions of each organization type.

i. If you select “State Entity”, “County”, or “City”, the screen will display a list specific to your selection. If you select “Other…”, enter your organization’s name and click “Next”.
ii. Based on your selection, screen prompts may appear to assist in selecting a compliant domain name.

1.Enter a “Short Description” of your domain’s purpose. Enter a “Justification” of why this domain is needed. Enter “Planned Use Months,” from the drop-down, and select your Contact Type (whether you are the CIO or Equivalent, Administrative, Technical, or Emergency contact. The same person may serve more than one of these roles). Designate whether your domain is delegated.

2. Read the State Administrative Manual (SAM) Section 5195 and Statewide Information Management Manual (SIMM) Section 40A. Select the check box next to “I have read and agree to abide by the SAM and SIMM” to accept that you have read and abide by Internet Domain Name policies.

3. Click “Next.” This will take you to your contacts page where you can designate your domain’s contacts. CIO or Equivalent, Administrative, and Technical contacts are required. The same person may serve more than one of these roles. Emergency contact is required if your domain is “delegated.” Multiple people can be assigned as Administrative, Technical, and Emergency contacts. Click on each contact type listed to provide that contact’s information. Also click on “CIO or Equivalent Compliance Document Required” to attach a file that shows your Chief Information Officer (CIO) or Equivalent’s approval of this exact domain. Select the Document Type, click “Choose File” to choose a file to upload, and then click “Upload.” The CIO or Equivalent’s approval is required. After uploading your file, you may also add additional attachments that may help support your request by clicking “Add New Document”. Select the Document Type, click “Choose File” to choose a file to upload, and then click “Upload.”

4. Click “Submit Domain Request.” This will generate a request to CDT.

5.The system will take you to a screen showing your requested domain(s) and status. You can click on your domain to edit your domain’s details, documents, and contacts.

6.  A CDT representative will respond within five (5) business days to inform the requestor of the status and any additional information required.

2. To claim an existing “ca.gov” domain, when the domain exists in the system, but you are not yet listed as a contact:

a. Navigate to https://domainnamerequest.cdt.ca.gov/.
b. Click “Join an existing domain.”
c. If you are a new user, click “Create an account” to enter your Email
(required), Repeat Email (required, just enter your same email again), First
Name (required), Middle Initial (optional), Last Name (required), phone1
(optional), and phone2 (optional). Click “I’m not a robot” in the reCAPTCHA
box. Then click “Register”. If you are not a new user, enter your email address
and click “Request key.” A six-digit user key will be sent to your email.
d. Enter the user key and click “Log On.”
e. In the “ca.gov domain” field, enter the name of the domain you are claiming to be a contact for.
f. Specify your Contact Type, whether you are the CIO or Equivalent, Administrative, Technical, or Emergency contact.
g. Enter a justification in the “Justification” field, (i.e., “I am the new technical lead for this department website.”)
h. Click “Submit Request to Join.”
i. A CDT representative will respond within five (5) business days to inform the requestor of the status (if you have been added to the system as a contact for the domain, or if any additional information is required).

3.To manage your existing domains and requests after you submit a request, or if you are already an existing contact for at least one “ca.gov” domain:

a. Navigate to https://domainnamerequest.cdt.ca.gov/.
b. Click “Manage my existing domains and requests.”
c. Enter your email address and click “Request key.” A six-digit user key will be sent to your email.
d. Enter the user key and click “Log On.”
e. You will see a list of all “ca.gov” domains that you are a contact for. Click on a domain to view or edit details.

For questions or technical issues, click on “Contact Us” at the bottom of the screen to send a message.

An appeal to a rejection of a domain name request may be submitted within two (2) weeks of notification of a determination on the request. Appeals should be submitted online through the Domain Name Request System. Log into your account and select the domain you wish to appeal. Click on “Request Appeal,” complete the form, and click “Save.” A GovOps or CDT representative will provide a status to the requestor within five (5) business days.

1. Navigate to https://domainnamerequest.cdt.ca.gov

2. Click “Manage my existing domains and requests”.

3. Click on the domain name that was “Denied” which you want to appeal

4. Click “Request Appeal” and enter the following fields:

• • First Name
  • Last Name
  • Email
  • phone1
  • phone2
  • Reason (why the denial decision should be overturned)
  • Additional Support (Attachment of charter, legal publication, or other documentation to support your request, if applicable)

5. Click “Save.” This will also upload any files you selected in the “Additional Support” field

6. To upload additional files:

a. Click “Edit Appeal”
b. In the “Additional Support” field, click “Choose File” and select a file to upload
c. Click “Save.” All files that you have uploaded so far will appear on this page under “Supporting Documents”.

All entities that use the “ca.gov” internet domain, are required to annually re-certify compliance with state and federal policies using the online Domain Name Request System. The annual re-certification process validates whether the domain(s) are still in use and the domain complies with federal policy and guidelines including, but not limited to, 41 Code of Federal Regulations, Part 102-173 , the Federal Interagency Committee on Government Information’s Recommendations for Federal Public Websites, and the federal DotGov Registrar. The re-certification also confirms that the contact information associated with the domain is still current.  Domain contacts include the CIO or Equivalent, Administrative, Technical, and the Emergency contacts if the domain is delegated. Updated contact information is vital to addressing emergent issues and responding to Federal Emergency Directives.  Up to three reminder emails will be sent to administrative and technical domain contacts before the annual expiration date of June 1, with instructions for completing the annual re-certification using the online Domain Name Request System. Alternatively, when users log into the system during the re-certification period, a “Renew Domain” button will be available for each domain up for renewal.  This button takes you to the “Review Renewal” page that lists all required items.  Complete all items marked with a red asterisk, then click all applicable check boxes, then click “Renew Domain” at the bottom. Detailed instructions are also available in the FAQ linked at the bottom footer of the Domain Name Request System website.

Failure to complete the annual re-certification requirement within ten (10) days of the domain’s expiration date may result in the removal of your domain name.