Department of Information
Technology
Policies and Procedures
The TBR Information Technologies Department is providing this document as a resource
for use by TBR Universities, Community Colleges, Technical Schools and the
Tennessee Technology Centers.
Introduction
Existing University Policies and Regulations
Definitions
Ethical Behavior and Rights
Copyrights
General Responsibilities
External Networks
Privacy Considerations
Electronic Mail (e-mail)
World Wide Home Pages
Sanctions
Disclaimer
Introduction
This document constitutes the policy for the management of all computers,
computer-based networks and all related equipment made available by the University. The
policy reflects the ethical principles of the University community and indicates, in
general, the privileges and responsibilities of those using University computing and
networking resources. Because some networks operate in environments in which specific
items in this policy do not apply, system administrators are permitted, with prior
approval of the Information Technology Committee, to create written policies that
are at variance with this one, as long as the principles related to legal use and
institutional purposes are preserved. In such cases, it is the responsibility of system
administrators to make relevant variances known to their users.
This document informs all users of the policies set forth by the University, in
compliance with the Tennessee Board of Regents, the State of Tennessee, and the Federal
government.
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Existing University Policies and Regulations
This policy is intended to be an addition to existing University policies and
regulations and does not alter or modify any existing University policy or regulation.
Definitions
The following terms shall have the following meanings when used in this document.
Administrator
The person having executive authority over one or more computing resources.
Central Computing Resource
Computers and peripherals purchased, maintained and operated by the Office of Computing
and Networking Services and made available to the University community.
Communications System
Any University voice, video, or data network and the components of such networks.
Computer Account
Computer account codes (called userIDs) that provide access to computer networks are
made available to faculty, retired faculty, staff and registered students to assist them
in carrying out the instructional, research, and administrative goals of the University.
Other persons may qualify for public service or guest accounts on a particular system with
approval of the administrator and such use does not exceed 5% of resources used on that
system.
Data Owner
The individual or unit that can authorize access to information, data, or software and
that is responsible for the integrity and accuracy of that information, data, or software.
Departmental Computing Resource
Computers and peripherals purchased by an institutional unit primarily for the use of
personnel within that entity.
Individual Computing Resource
All computers and peripherals purchased by the institutional units, primarily for the
use of an individual member of that unit and computers personally owned by faculty, staff
or students which use University resources on-campus and/or off-campus.
Networked Computing Resource
All computers and peripherals connected to any University network.
Shared Computing Resource
Computers and associated peripherals that are commonly used, simultaneously, by more
than one person.
System Administrator
The person or group who has system privileges and is responsible for the operation and
security of one or more networked computing resources.
Unit
The individual, group or organization responsible for performing a function within the
University community.
User
Any individual who has access to a computing and computer-based network resource.
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Ethical Behavior and Rights
The University by its very nature values openness and promotes access to a wide range
of information. Campus information systems have been designed to be as open as possible,
and as such the University insists on responsible use of these systems. The use of
computers, computer-based networks, and electronic information is essential for research,
instruction and administration within the academic community. Because the electronic
environment is easily disrupted and electronic information is readily reproduced, respect
for the work and rights of others is especially important.
Any intentional behavior with respect to the electronic environment that interferes
with the mission or activities of the University or members of the University community
will be regarded as unethical and may lead to disciplinary action under standard
University rules.
Users have the right to free inquiry and expression consonant with the purposes of the
University. Users have the right to keep certain data reasonably confidential, such as
electronic mail correspondence and data files. However, they must recognize that data
storage and communications are not perfectly secure. There are software and physical
limitations that can compromise security.
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Copyrights
Software available on computers and networks is not to be copied except as permitted by
the applicable software license. The University is a member of EDUCOM and adheres to the
Code of Software and Intellectual Rights:
"Respect for intellectual labor and creativity is vital to academic discourse and
enterprise. This principal applies to works of all authors and publishers in all media. It
encompasses respect for the right to acknowledgment, right to privacy, and right to
determine the form, manner, and terms of publication and distribution.
Because electronic information is volatile and easily reproduces, respect for the work
and personal expression of others is especially critical in computer environments.
Violations of authorial integrity, including plagiarism, invasion of privacy, unauthorized
access, and trade secret and copyright violations, may be grounds for sanctions against
members of the academic community."
Quoted from: Using Software: A Guide to the Ethical and Legal Use of Software for
Members of the Academic Community, EDUCOM (January 1992), p.3.
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General Responsibilities
If you use the University’s computing and/or computer-based network resources or
facilities, you have the following responsibilities:
Use the University's computing facilities and information resources, including
hardware, software, networks and computer accounts, responsibly and appropriately,
respecting the rights of other computing users and respecting all contractual and license
agreements.
Use only those computers and computer accounts for which you have authorization.
Be responsible for all use of your accounts and for protecting each account's password.
In other words, do not share computer accounts. If someone else learns your password, you
must change it.
Report unauthorized use of your accounts to your project director, instructor,
supervisor, system administrator or other appropriate University authority.
Take reasonable and appropriate steps to see that all hardware and software license
agreements are faithfully executed on any system, network or server that you operate.
Do not misuse computing, computer-based networks and/or information resources and
privileges associated with their use by any of the following:
attempting to modify or remove computer equipment, software, or peripherals without
proper authorization
accessing computers, computer software, computer data or information, or networks
without proper authorization, regardless of whether the computer, software, data,
information, or network in question is owned by the University (That is, if you abuse the
networks to which the University belongs or the computers at other sites connected to
those networks, the University will treat this matter as an abuse of your University
computing privileges.)
circumventing or attempting to circumvent normal resource limits, logon procedures, and
security regulations
using computing facilities, computer accounts, or computer data for purposes other than
those for which they were intended or authorized
sending any fraudulent electronic transmission, including but not limited to fraudulent
requests for confidential information
violating any software license agreement or copyright, including copying or
redistributing copyrighted computer software, data, or reports without proper, recorded
authorization
violating the property rights of copyright holders who are in possession of
computer-generated data, reports, or software
using the University's computing resources to harass or threaten other individuals
taking advantage of another user's naiveté or negligence to gain access to any
computer account, data, software, or file that is not your own and for which you have not
received explicit authorization to access
physically interfering with other users' access to the University's computing
facilities
encroaching on others' use of the University's computers (e.g., disrupting others'
computer use by excessive game playing; by sending excessive messages, either locally or
off-campus [including but not limited to electronic chain letters]; printing excessive
copies of documents, files, data, or programs; modifying system facilities, operating
systems, or disk partitions; attempting to crash or tie up a University computer; damaging
or vandalizing University computing facilities, equipment, software, or computer files)
disclosing or removing proprietary information, software, printed output or magnetic
media without the explicit permission of the owner
reading other users' data, information, files, or programs on a display screen, as
printed output, or via electronic means, without the owner's explicit permission
posting or sending obscene, pornographic, sexually explicit, or offensive material
posting or sending material that is contrary to the mission or values of the University
intentional or negligent distribution of computer viruses
using computing and computer-based networks for commercial purposes
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External
Networks
Members of the University community who use networks, facilities, or computers not
owned by the University shall adhere to this Policy and all policies and procedures
established by the administrators of non-University networks, facilities, or computers
they use (policies and procedures can usually be obtained from the network information
left of the network in question). Whether or not an external policy exists, the
University Policy shall remain in effect and shall be adhered to by members of the
University community at all times.
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Privacy
Considerations
In an operational sense, files in your account and data on the network are regarded as
private: that is, employees of the University do not routinely look at this information.
However, the university reserves the right to view or scan any file or software stored on
university systems or transmitted over university networks, and may do so periodically to
verify that software and hardware are working correctly, to look for particular kinds of
data or software (such as computer viruses), or to audit the use of university resources.
Violations of policy that come to the University’s attention during these and other
activities will be acted upon.
Your data on university computing systems may be copied to backup tapes periodically.
The University makes reasonable efforts to maintain confidentiality, but if you wish to
ensure confidentiality, you are advised to encrypt your data. Although you may use
encryption software, you are responsible for remembering your encryption keys; once your
data is encrypted, the University will be unable to help you recover it should you forget
or lose the key used to encrypt your data.
When sources outside the University request an inspection and/or examination of any
University owned or operated communications system, computing resource, and/or files or
information contained therein, the University will treat information as confidential
unless any one or more of the following conditions exist:
When authorized by the owner(s) of the information
When required by federal, state, or local law
When required by a valid subpoena or court order
Note: When notice is required by law, court order, or subpoena, computer users will
receive prior notice of such disclosures (viewing information in the course of normal
system maintenance does not constitute disclosure).
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Electronic Mail (e-mail)
E-mail is privileged communication between the parties involved and should be subject
to all of the same protections afforded to traditional "paper" mail. When a user
sends e-mail, the user account identification is included in each mail message. The user
is responsible for all e-mail originating from the user’s account. Therefore:
Forgery or attempted forgery of e-mail messages is prohibited.
Attempts to read, delete, copy, or modify the e-mail of other users is
prohibited. Sending or attempts to send harassing, obscene and/or other threatening e-mail
to another user is prohibited.
Flooding or attempts to flood a user’s mailbox is prohibited.
You should be aware that electronic mail and messages sent through computer networks,
including the Internet, may not remain confidential while in transit or on the destination
computer system.
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World
Wide Home Pages
In order to encourage mutual sharing of information, creativity, diversity, and
technical knowledge within the campus community and beyond, the University offers to
authorized users of computing resources the use of its facilities for publishing
information on the World Wide Web. Certain restrictions as to platforms available for WWW
publishing and resources allotted may be necessary due to system limitations.
Individual WWW pages may contain information on the research and other activities and
interests of individuals, samples of original creative work, along with links to other
sources of information on these topics. Student home pages may serve as resumes or
portfolios that may be viewed by prospective employers.
Publishers of Web pages must avoid the use of inflammatory or offensive language and
symbols in their individual home pages. Due to the public nature of Web publishing, and
the increasing number of K-12 students who are accessing it, individual home pages must
not contain violent or prurient material, or provide links to sites which contain such
material.
Because individual home pages are the intellectual property of the individual,
publishers of home pages must refrain from representing their pages as an official
University publication. Use of University insignia or logos is specifically prohibited.
Individual home pages are subject to all applicable provisions contained in this Policy
and/or other applicable institutional policies.
The University may provide resources for WWW pages, but it takes no responsibility for
the individual opinions expressed therein. However, it reserves the right to monitor
content and to terminate access to any pages which are not in compliance with this policy.
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Sanctions
Violations of this Policy shall subject users to the regular disciplinary processes and
procedures of the University for students, staff, administrators, and faculty and may
result in loss of their computing privileges.
Illegal acts involving University computing resources may also subject violators to
prosecution by local, state, and/or federal authorities.
Disclaimer
As part of the services available through the University’s campus network, access
is provided to a large number of conferences, lists, bulletin boards, and Internet
information sources. These materials are not affiliated with, endorsed by, edited by, or
reviewed by the University, and the University takes no responsibility for the truth or
accuracy of the content found within these information sources. Moreover, some of these
sources may contain material that is offensive or objectionable to some users.
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