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Rules for Using University Computing Facilities Updated December 2017

Purpose

The rules in this document cover the codes of conduct and regulations relating to how we use all University of Cumbria computer, electronic information and communication facilities.

Who should read this

This is essential reading for all students and staff. You must read and understand these rules, before you begin to use our university computing facilities.

Introduction

It is not the university’s intention by publishing these rules to impose restrictions that are contrary to the established culture of openness, trust and integrity. The university is committed to protecting its employees, students, partners and the university from illegal or damaging actions by individuals, either knowingly or unknowingly. University data, information systems and services are to be used for academic and business purposes in serving the interests of the university, and of our clients and customers in the course of normal operations. Effective security is a team effort and it is the responsibility of every computer user to read and understand these guidelines and to conduct their activities accordingly.

This document provides important information, codes of conduct and regulations relating to the use of all University of Cumbria computer, electronic information and communication facilities.

These rules are partly imposed by external providers of networks and software, such as:

• The JANET Acceptable Use Policy. JANET (Joint Academic Network UK) is the network dedicated to the needs of research and education in the UK. It connects the UK’s research and education institutions to each other, as well as to the rest of the world through links to the global internet. JANET Acceptable Use Policy
• Many pieces of legislation are relevant to these rules. They too numerous to list in full and are subject to regular change. The key items of legislation relevant to the use of computer systems are summarised in a Joint Information Systems Committee (JISC) document entitled Computers and the Law.

Scope

University of Cumbria computing facilities are available to all staff, authorised partners and registered students of the university. These regulations encompass all university data, information systems, computing and communications systems and services that are owned or leased by the university. These regulations also apply to privately owned devices when they are used to access these facilities.

Code of conduct

The following code of conduct items must be adhered to by all members of the university community at all times:

• All users of university computing facilities must not, through any act or omission, engage in any conduct which prevents, obstructs, disrupts or otherwise has an adverse effect upon staff carrying out their duties.
• Students and staff are expected to use university computing facilities and equipment carefully and with consideration to others.
• Smoking and eating in university computing facilities is prohibited. Drinking is permitted but only from sports style bottles.
• With the exception of guide dogs, no animals are allowed in university computing facilities.
• Children of staff and students are not permitted in university computing facilities. In particular and exceptional circumstances permission may be given by the Principal or delegated representative to waive this ruling. This regulation does not apply to children or young adults legitimately on site as in the case of organized visits.
• Visitors and other non university members are not permitted to access university computing facilities except those persons legitimately on site as in the case of organised conferences and visits where prior arrangements for access has been made.

Usernames and passwords

Computer users must not disclose their username or password, and must take all reasonable precautions to ensure that their user account details remain confidential. Any user who discloses their user account details to another individual will be held responsible for any improper actions committed under that username. If you believe that someone else knows your password you must change it. The IT Service Desk can assist you in doing this. The use of another individual's username and password is not permitted. In exceptional circumstances permission to access another persons account may be granted by a senior Human Resources manager.

Acceptable use

University computing facilities may be used for:

• Teaching, learning and assessment
• Research
• Educational development
• Administration and management of university business
• Development work and communication associated with the above
• Consultancy work contracted to the university.

Reasonable and occasional use of computer facilities for personal correspondence (email and internet access) is at present regarded as acceptable so long as this does not compromise the work and mission of the university or detract from a person’s effectiveness in their work. In addition, the facilities must not be used for the purpose of any individual's non-university business activities. Prior permission from the Principal or delegated representative, as appropriate, must be obtained in writing if use could possibly fall outside of the terms defined above.

Unacceptable use

University of Cumbria computer facilities, and any external network accessed from these facilities, may not be used for any of the following activities:

• The access, creation or transmission (other than for properly supervised and lawful research purposes) of any offensive, obscene or indecent images, data or other material, or any data capable of being resolved into obscene or indecent images or material.
• The access, creation or transmission of material which is designed or likely to cause annoyance, offence, inconvenience or needless anxiety.
• The creation or transmission of defamatory material.
• The transmission of material such that this infringes the copyright of another person.
• The transmission of unsolicited commercial or advertising material.
• The use of unlicensed software.
• Deliberate unauthorised access or modification to facilities or services or other misuse of network resources.
• Deliberate activities with any of the following characteristics:
  • Wasting staff effort or networked resources, including time on end systems and the effort of staff involved in the support of those systems.
  • Corrupting or destroying other users' data.
  • Violating the privacy of other users.
  • Disrupting the work of other users.
  • Using university computing facilities, or other external networks, in a way that denies service to other users (for example, deliberate or reckless overloading of access links or switching equipment).
  • Continuing to use an item of networking software or hardware after being requested that use cease because it is causing disruption to the correct functioning of university computing facilities or other external network.
  • Other misuse of university computing facilities or networked resources, such as the introduction of computer ’viruses’. Where university computing facilities are being used to access another institution's network, any abuse of the acceptable use policy of that institution will be regarded as unacceptable use of university computing facilities.

Monitoring usage

The university reserves the right to monitor the activities of all users of university computing facilities to ascertain whether a breach of the regulations has occurred. All internet and email transmissions to and from university computing facilities are recorded and may be scrutinised to ascertain whether a breach of the regulations has occurred. Specifically monitoring is undertaken in the areas of:

• Maintaining effective operation of networked communication systems through preventing transmission of computer viruses and reducing SPAM email.
• Preventing unauthorized use of facilities by monitoring access to web-sites and restricting access where unacceptable use is discovered.
• Monitoring network service standards.

Breach of these rules

• The university has the right to withdraw a computer user's access to university computing facilities in circumstances where that person has breached the regulations.
• The university may temporarily suspend a computer user's access to university computing facilities where the university reasonably believes that person may have breached the regulations, pending an investigation into the suspected breaches.
• A breach of the regulations may also constitute a criminal offence. In the event that the university suspects that a person may have committed a criminal offence, the police or other appropriate enforcement authority may be contacted to investigate whether a criminal offence has been committed.
• A breach of the regulations may also breach professional codes of conduct and may lead to matters being reported to a professional body; in the case of students the breach of regulations could lead to discontinuation on a professional course.
• In addition to the above sanctions, a suspected breach of the regulations, such as the access, creation or transmission of any offensive, obscene or indecent images, data or other material, is likely to be regarded as gross or serious misconduct and will therefore be investigated and decided upon in accordance with the University's Disciplinary Procedures. In the case of staff, this will be dealt with initially by the Head of Department.
• A computer user who is in breach of the regulations will indemnify and extricate the university against all costs incurred by and losses caused to the university, or others, by reason of such breach, including but not limited to: repair costs; any claim for damages; legal costs; fines or other financial penalties.
• Computer users are responsible for all activity on their accounts and keeping them secure. Where a breach of regulations has occurred due to a third party accessing a computer user’s account, then it is the account owner who will be held responsible for this breach. Should the account owner be able to provide reasonable evidence of how their account was breached, or who it was breached by, they remain responsible, but the information will be considered as part of the investigation.