Policies

Proper Use of Technology Policy

This document constitutes a university-wide policy for the appropriate use of all Emporia State University computing and network resources. It is intended to provide effective protection of individual users, equitable access, and proper management of those resources. This policy is intended to supplement, not replace, all existing laws, regulations, agreements, and contracts, which currently apply to computing and network resources.

As a member of the Emporia State University community, our responsibility is to use computing and networking resources ethically and responsibly. Access to these resources is granted as a privilege and should be treated as such. The University is not responsible for unacceptable or unethical use of the information technology environment including computer and computer networks or electronic communication systems.

Responsibilities

In making appropriate use of Emporia State University computing and networking resources, each user must accept the responsibility for his/her behavior and:

• Protect his/her iser ID's from unauthorized use, recognizing that each individual is responsible for all activities on his/her user ID.
• Access only data that he/she owns, been given authorization for, or that is made publicly available.
• Use only legal versions of copyrighted materials, including software and other media in compliance with vendor license agreements
• Be considerate in use of shared resources. Show restraint in the consumption of shared resources such as bandwidth and networked applications. Refrain from monopolizing systems, overloading networks with excessive dat (spamming), wasting computer time, connection time, disk space, printer supplies, and other computer and network resources.

Prohibited Use

Use of Emporia State University's network and computer systems is conditioned upon compliance with this and other University policies and all applicable laws. Though not exhaustive, the following list is provided to emphasize that these activities are NOT allowed on ESU networks or computer systems:

1. Using facilities, accounts, access codes, priviledges or information for which you are not authorized;
2. Viewing, copying, altering, or destroying anyone's files without explicit permission from that individual;
3. Representing yourself electronically as another user;
4. Unlawfully harassing others;
5. Creating and/or forwarding chain letters; posting or mailing obscene materials;
6. Game playing that interferes with academic or administrative use by others;
7. Making, distributing, or using unauthorized copies of licensed software;
8. Unauthorized copying, reproducing, or redistributing others' text, photos, sound, video graphics, designs or other information formats;
9. Obstructing other's work by consuming large amounts of system resources, such as disk space, CPU time, etc.;
10. Unauthorized testing of systems and/or resources, such as using program loops, introducing destructive software e.g., "virus" software or attempting system crashes;
11. Running or otherwise configuring software or hardware to inentionally allow access to unauthorized users;
12. Attempting to circumvent or subvert any system's security measures;
13. Advertising for commercial gain;
14. Distributing unsolicited advertising; distributing services, damaging files or intentionally damaging or destroying equipment, software or data belonging to ESU or other users;
15. Using computing resources for unauthorized monitoring of electronic communications;
16. Destroying public records; violating any ESU or Kansas Board of Regents policy or any local, state or federal law.

In cases of doubt, users bear the burden of responsibility to inquire concerning the permissibility of external network uses, prior to execution. Such questions should be directed to the Associate Vice President of Information Technology.

Sanctions

Computing and Telecommunications Services will handle infractions in an informal manner. Those that cannot be resolved in an informal manner will be referred to the Campus Computer Advisory Committee.

Email Guidelines and Procedures

E-mail User Rights

TCS reserves the right to access the user account when required for maintenance or, when authorized, investigate allegations of illegal or unethical account usage.

Privacy

TCS will not read electronic mail except as required in the E-mail User rights. However, all e-mail users should be aware that misaddressed mail, incoming or outgoing, may end up in an "undeliverable mail" account in out system or on a system at the receiving site. It is sometimes necessary to read this mail to determine if a problem exists on the GroupWise system. Never assume that an e-mail is private.

E-mail User Responsibility

• The user of the Groupwise account assumes responsibility for using the account in a legal, ethical and polite manner and is subject to the Proper Use of Technology Test. E-mail is not to be used for libel, plagiarism, illegal activities, copyright infringement, misinformation, harassing materials or pornography. For-profit activity is also inappropriate on the system.
• Except for the maintenance reasons stated in Section III above, the user must not allow access to the account by anyone else and must not reveal the account password to anyone else.
• Forgotten passwords must be changed by TCS Helpdesk Staff. The student account user must provide a student identification number in order for the password to be changed. Password changes can only be requested by the account user.
• The e-mail user is responsible for exercising reasonable diligence in archiving or deleting unneeded messages from the in-box, out-box, and trash. Student's e-mail mailbox size is limited to 25 MB. If the mailbox size exceeds 25 MB, the student user will not be allowed to send e-mail.
• The e-mail user must not indiscriminately broadcast messages (spamming).

 

Resource Limitations

TCS assumes no responsibility for lost or delayed mail. The provisions of these guidelines are subject to the limitation of university computing and networking resources. The mail system Postmaster is authorized to make decisions of priority involving ESU e-mail when competing resource demands cannot be accommodated.

Computer Hardware Guidelines

User Hardware Modifications

TCS strongly encourages users who are uncertain of installation procedures of any computer equipment to turn in a work order. If the user chooses to install, maintain or upgrade their computer firmware or hardware, it may cause the computer to become a non-functional computer. TCS will handle these computers as a normal priority work order.

Network Cards

Due to numerous choices of network cards on the market, TCS will reserve the right to allow only certain types of network cards to connect to the campus network. Contact the TCS network staff for the type of network card that should be purchased.

Computer Purchases

TCS will support computers that are purchased from the state contract.

For all other computers not purchased from the state contract, it is the customer's responsibility to obtain warranty or non-warranty repair, upgrade or enhancements for the computer and if the computer is to be on the campus network, to use a TCS recommended network card. TCS is responsible for configuring all computers for network connection and to continue the support of the network connection. To help customers in their computer selection, it is recommended to contact the TCS HelpDesk for help in building a quote. In addition, TCS is required to work on State equipment only - equipment with ESU or State decals.

Software Guidelines

User Ownership of Locally Installed Software

Some users find it necessary to install software on their PC not available on the network. This software is called locally installed software. The presents a unique situation when a new PC is installed. Most operating systems require software to be installed - not copied to the hard drive. TCS should not install local software on a PC because of licensing issues and limitations. The user is responsible for installing, deleting and supporting locally installed software.

Documentation and Disks

All computers and accessories are shipped with documentation and sometimes software that may not be needed to perform maintenance and repairs. It is the responsibility of the owner or user of computer equipment to store the documentation and software that came with the unit in such a manner that it can be provided to TCS technicians performing maintenance or repairs on their equipment.

User Responsibility for Data

Each ESU faculty and staff member is responsible for the collection, maintenance, accuracy and timeliness of their data, whether stored on the local hard disk, or on the centrally-maintained disks on the mainframe and file servers.

Inherent in this responsibility is the concept that each user is responsible for certain maintenance functions. These functions include, but are limited to, backup and retention, and deletion.

Backup/Retention

Each computer user is responsible for making backups of data stored on their local drives and retaining the backups for an appropriate period of time to allow recovery of the data in the event of disk media failure or other data destruction. TCS provides space on the network for users to store data in their HOME directory. This will insure the data is backed up onto the university tape backup system.

TCS provides disaster recovery backup and retention services for data stored on the mainframe and file server disks. It is the responsibility of the user to verify whether this backup and retention is sufficient for their data, and to make arrangements with TCS for a special schedule if the default schedule is not sufficient.

Deletion

It is the responsibility of the user to delete information that is no longer needed, out-of-date, duplicate, or otherwise unnecessary in order to efficiently use disk space. However, deletion of data goes hand-in-hand with backup and retention. In the event that data is unintentionally or inappropriately deleted, a plan must exist to recover the data.

 

Enforcement of TCS Guidelines and Procedures

Adoption, interpretation, and enforcement of these guidelines will be the responsibility of the Associate Vice President of Technology and Computing Services..

 

Last Updated October 20, 2006