The University's Network resources and access to other external
systems such as the Internet, exist to support and facilitate its
academic and business activities. The Network facilities should
be used freely, but with discretion and common sense, to aid and
enhance communication and interaction between the faculty, staff
and students.
It is each employee's and student's responsibility to follow the
regulations as defined below when using the University's Network.
These regulations have been designed to prevent use that could be
illegal, abusive, or adversely impact the University or its resources
DISCLAIMER OF LIABILITY
Any facility, including software, provided by the University is
used entirely at the risk of the user. The University will not be
liable for any loss, damage or inconvenience arising directly or
indirectly from the use of any IT facility at the University. While
the University will undertake measures to protect the security and
integrity of data stored on the file servers it is the responsibility
of users to make appropriate arrangements for their own data wherever
it is stored.
1) Network Access Regulations:
Access to IT facilities is provided by the granting of a user name
and an individual password. Unauthorized access to the Network system
or user files or use of the University's facilities to gain unauthorized
access to another organization's IT facilities is a major breach
of security and ethics.
As with all the University's assets, use of the Network is restricted
to its staff, faculty, students and other authorized persons and
does not include family members or others.
Every member of the University who uses the Network resources to
access the Internet (or any public bulletin board) is responsible
for ensuring that the messages are professional, and have the University's
interests in mind.
When sending sensitive material electronically, it is important
to verify that all recipients are authorized to receive such information.
2) Network Use Regulations:
It is the user’s responsibility to comply with all statutory
and other provisions and regulations that relate to the use of information
technology and data protection. These include:
• Computer Misuse Act (1990)
• Copyright, Designs and Patents Act (1990)
• Data Protection Act (1984); Data Protection Act (1998)
• CHEST Code of conduct for the use of Software and Datasets
• JANET Acceptable use policy
The use of electronic mail (email) when accessed from the University’s
IT systems is subject to the University’s “Email Regulations
& Usage Guidelines”.
Communicating or storing material on the University's Network which
falls into any of the following categories is strictly prohibited:
• sexually suggestive
material, particularly explicit and pornographic material that violates
applicable laws;
• material that expresses
or promotes discriminatory attitudes towards religion, gender, age,
nationality or other groups;
• software used for "hacking
or cracking" internal or external IT systems, such as viruses,
mailbombs and the like;
• harassment or threats.
Use of the IT facilities which falls into any of the following categories
is strictly prohibited:
• unauthorized entry
into a file, to use, read, or change the contents, or for any other
purpose;
• unauthorized transfer
of a file;
• use of another individual's
identification or password;
• use of IT facilities
to interfere with the work of another student, faculty member, or
University official;
• use of IT facilities
to send harassing or abusive messages;
• use of IT facilities
to interfere with the normal operation of the IT system;
• deliberately introducing
a virus or circumventing the anti-virus precautions established
by the University;
• loading software applications
such as screen savers and/or computer games without prior authorisation
by the IT & AV Services Department.
Copyright laws and intellectual property rights must be respected
and honoured on all occasions. The unauthorized copying of software
is an offense in the United Kingdom.
Members of the University are responsible for ensuring that the
storage required by items stored on the network under their username
is kept within the assigned storage quota.
3) Auditing and Reporting:
The University only audits internal or external use of the Network
in the following circumstances:
• ensuring that concurrent
licensing agreements for software usage are not exceeded;
• monitoring of printing
in the Computer Laboratories to prevent excessive usage;
• in response to specific
problems or complaints.
An employee's email or computer files may be accessed under certain
circumstances, but only with the appropriate authorization and involvement
of Director, Personnel Services.
The University's members are encouraged to assist in the enforcement
of these regulations by promptly reporting violations to the Management,
Personnel Services or the IT & AV Services Department.
4) Disciplinary Actions & Procedures:
Abuse of email and Network privileges can result in disciplinary
action ranging from a warning, through suspension of Network access
to dismissal from the University, depending on the circumstances
of the incident. Disciplinary procedures exist for all employees
and students of the University. Student disciplinary offenses will
be dealt with as appropriate through Student Affairs.
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Network computer facilities are provided by the University for use by its staff, students and other approved persons, in the furtherance of their proper activities.
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These activities include teaching, learning, research, consultancy and administration.
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The University wishes to encourage good and full use to be made of these facilities. However, for the protection
and benefit of the community of users, any person using University Network facilities must abide by these regulations and observe
the requirements of the University’s Internet Policy Statement.
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Computer hardware must be treated with care and used only in accordance with the proper operating instructions.
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No equipment shall be used which is labelled out of order.
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Any apparent fault with hardware should be reported promptly to Network Support Services personnel.
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Equipment must not be used if there is reason to believe that it may not be in safe working order.
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Users must not by any deliberate or careless
act or omission jeopardise or seek to jeopardise the integrity
of any computer equipment, its software or any information stored
within it or accessed through it.
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Users must not access or attempt to access any
computer equipment, software or data which they are not properly
authorised to access. In particular, the confidentiality of data
belonging to other Network users must be respected.
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Users must take all reasonable steps to protect
and maintain the security of any equipment, software, data, storage
area or passwords allocated for their use.
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Users must not use any Network computer facility
for a purpose other than that for which they are properly authorised.
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The use of any computer equipment for storage
or transmission of materials which the University considers to be
obscene or offensive is prohibited.
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Users must take all reasonable steps to exclude
and avoid the spread of malicious software, eg. viruses, and must
co-operate with measures instituted by Richmond University Network
Support Services to prevent the spread of such software.
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Users must not install or execute on a University
computer any software obtained from a third party source, unless
such software has been checked and cleared of the presence of malicious
software by Network Support Services personnel or appropriate personnel
within their Division/Service.
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Users must comply with their legal obligations
concerning copyright, and must not copy any software or other data
without authorisation from the copyright owner.
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Users must comply with any contractual obligations
concerning the use of computer equipment or software.
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Users must comply with their legal obligations
concerning data on living persons, as required by the Data
Protection Act. A copy of the Guide to the Data Protection
Act can be found at the Network Support Services departmental office.
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Students must not store data on computer systems
without consultation and approval from a member of academic staff;
any essential requirement they have to store or process personal
data as defined in the Act must be undertaken under the direct
supervision of a member of academic staff.
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Any use of University Network computer equipment
by staff or students to store personal data as defined in the Act
may need to be registered in accordance with the Data
Protection Act.
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Consultation should be undertaken with the University’s
Data Protection Officer in such instances and approval obtained
in advance.
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University Network computer facilities must not
be used for any private purpose, including private consultancy.
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Users must not connect any device to the University
network without consultation and approval from Network Support
Services.
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Users must not set up or operate a Web server
connected to the University network.
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Any breach of these regulations shall be dealt
with in accordance with the Disciplinary Procedures of the University
applicable to the user concerned.
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In the case of a serious breach, pending any
decision reached as a result of implementation of the Disciplinary
Procedures, the authorisation of a user to use particular computer
facilities may be withdrawn immediately, by a decision of the Director
of Learning Resources and Information Technology, or the appropriate
Manager.
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