The University of Huddersfield Students’ Regulations

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September 2006 edition

Section 11

Regulations Governing the Use of Computing Facilities

Definitions used in these Regulations

  1. The Purpose of the Regulations
    1. This document provides essential information to users of the University computing facilities. After reading it, users should be aware of what does and does not constitute acceptable use. Any user still in doubt regarding the legitimacy of their intended use of the computing facilities must seek further advice before proceeding.
    2. The regulations are designed to protect users and the University from the consequences of any misuse or illegal activity.
    3. Students or staff with particular needs in relation to computing facilities – e.g. arising from disability – will be supported where reasonably practicable. Advice on facilities within the Library and Computing Centre is available from the Student IT Support Desk. Advice on more general support open to students with disabilities is available from Student Services. Advice for staff is available from their line manager or from the Office of Health and Safety and Occupational Health.
  2. The Scope of the regulations
    1. The regulations apply to all enrolled students and employees of the University, and to others who might be authorised temporarily to use the University computing facilities.
    2. The regulations also apply to the use of privately owned personal computers whilst they are making use of University networks or remotely accessing elements of University computing facilities.
  3. Authority to use University Computing Facilities
    1. The use of University computing facilities requires prior authorisation.
    2. Following enrolment, students are authorised to use systems appropriate to their course of study.
    3. Automatic authorisation for students is extended to include some specific computing facilities; in other cases it is necessary to obtain authorisation from local system managers.
    4. Employees are authorised to use systems appropriate to their work.
    5. The University reserves the right to deny or revoke authorisation to use its computing facilities.
    6. Persons who are not students or employees of the University may be authorised to use computing facilities at the absolute and sole discretion of the appropriate authority. Those who arrange access on behalf of persons who are not students or employees must ensure that they are made aware of these regulations and that they can be individually identified.
    7. Except as may be required by law, the University accepts no liability for any direct, indirect or consequential loss, damage, costs or expenses arising from, or relating to, acts or omissions of users, their guests, members of the public or intruders.
  4. Access to university Computing Facilities
    1. Access to University computing facilities is by unique username and password. Usernames are issued at the time of authorisation. Passwords are the responsibility of the user and must be kept secret.
    2. It is an infringement of the regulations to allow another to access the computing facilities using your username or to attempt to access the computing facilities using the username of another. To prevent unauthorised access, users must log out or lock their workstation before leaving any computer unattended. Users are held responsible for all activities which take place under their username.
    3. Users accessing the computing facilities are deemed to have accepted the regulations.
  5. Availability of Facilities and Data Storage
    1. Every effort is made to ensure that University computing facilities and related services are available in accordance with times published on notice boards and on web pages. In general, services like e-mail and web access are always available. However, the means of delivery might not be, depending on opening hours and the reliability of hardware and software. Occasionally, computing facilities are unavailable because of system maintenance and upgrades; in such cases users will be informed in advance whenever possible.
    2. Unless specific arrangements have been made, data is periodically removed under standard procedures carried out by system managers, for example at the end of a University session. Users must make themselves familiar with the arrangements in force regarding any data they store on University computing facilities.
    3. Except as may be required by law the University accepts no liability for any consequences arising out of the unavailability of its computing facilities and related services, or loss of data, no matter how caused.
  6. Limitations on Use
    1. In general, users must only use the University computing facilities for activities directly related to their course of study or employment at the University. Some use of the facilities for other activities, such as social e-mail and web access, is tolerated at the discretion of the appropriate authority. However, users must not pursue these activities to the disadvantage of other users, or in the case of employees, to the detriment of their work.
    2. It is an infringement of the regulations to continue to pursue social activities using University computing facilities when asked to stop by a member of staff.
    3. Users must not undertake activities that will harm the performance or security of University computing facilities.
    4. University computing facilities must not be used for work not connected with the University or for financial gain unless there is full compliance with the regulations on commercial use.
    5. No equipment, including wireless networking equipment, may be attached to the University network without the permission of the appropriate authority or designated delegate.
    6. Servers attached to the network must comply with the Computing and Library Services’ server attachment policy. This policy is published on the Computing and Library Services’ website.
    7. The appropriate authority reserves the right to disconnect any equipment which infringes the regulations or is deemed to represent a risk to the security of systems or data.
    8. Any equipment attached to the network must be free from malicious software and in the judgment of the appropriate authority or delegate, be maintained in a secure condition. The Director of Computing and Library Services reserves the right to charge for any configuration or remedial work which is needed. It is a condition of connection or access that the student or employee gives the University permission to access the hardware and software for the purpose of monitoring compliance with these regulations.
    9. Users may not participate in file sharing networks or peer-to-peer systems without the permission of the appropriate authority.
    10. Users must at all times abide by the regulations, the codes of conduct, and the government legislation to which the regulations refer.
    11. Users must abide by any security policies and codes of conduct published from time to time by Computing & Library Services. These include, inter alia, ensuring the physical security of equipment, software and passwords.
  7. Commercial Use
    1. Use of the facilities for financial gain is not allowed without prior written permission from the appropriate authority who reserves the right to levy charges in accordance with University policies. The University reserves the right to revoke authority to use the computing facilities for financial gain at any time.
    2. The licensor’s permission is always required prior to the commercial use of any software supplied under a contract limiting its use to University study, research or administration.
    3. Those accessing the facilities for financial gain will be invoiced in accordance with arrangements agreed by the appropriate authority. Infringement of the regulations could result in authority to use the computing facilities being withdrawn but the user will remain liable for any charges and additional costs incurred.
    4. Individuals using University computing facilities for commercial purposes, whether or not permitted by the appropriate authority, do so at their own risk. Except as may be required by law, the University shall not be liable for any direct, indirect or consequential loss, damage, costs or expenses, including those without limitation of loss of profit, arising from such use, no matter how caused.
  8. Personal conduct
    1. Smoking or eating are not permitted in open-access computing facilities. Users must not cause unnecessary noise or disturbance. Mobile telephone conversations and the use of personal stereos are not allowed in these areas.
    2. Computing and network equipment, consumables and furniture must be treated with respect. Computers and peripheral equipment such as printers and scanners must not be moved or interfered with in any way beyond the requirements of normal use.
    3. Users must make fair and equitable use of any shared computing facilities, such as laser printers. On leaving, users should take care to remove all personal property and to dispose of any waste material.
    4. Rooms must be kept clean and tidy and be maintained in accordance with Health and Safety legislation.
    5. Users must be prepared to identify themselves to members of staff on duty in order to help protect the integrity of the computing facilities. To this end, students and employees must carry their University campus cards when using the computing facilities.
    6. Users are required to obey the reasonable and legitimate requests of staff on duty in respect of their general behaviour, their impact on the resources, and in the event of emergency evacuation of the premises. In the event of the continuous sounding of the fire alarm all users must leave the building immediately. Users should be aware of any emergency procedures pertaining to the areas they occupy.
    7. Users should report the unacceptable behaviour of others, infringement of the regulations, finding of property, potential hazards, and faulty equipment to the staff responsible for the computing facilities being used.
    8. Users must not use University computing facilities to access or make material of a potentially offensive or illegal nature, such as pornography. Deliberate viewing, printing, making or storing of such material is regarded as a serious infringement of these regulations, and will lead to disciplinary action. See Section 16.
    9. Users who through the requirements of their employment or study need to access material of a potentially illegal or offensive nature, such as pornography, should first obtain clearance through the University Ethics Committee, and then inform Computing & Library Services.
  9. Privacy
    1. Users are required to respect the privacy of other users and must not seek access to private or personal data or stored information for which they have no legitimate authority. Such data encountered accidentally must not be disclosed or made use of in any way.
    2. Users must not attempt to monitor the University’s networks. Users must not attempt to access data, e-mail messages, software, systems or services beyond the scope of their authorisation. Such attempts, whether successful or not, are regarded as a serious infringement of these regulations. Unauthorised access to computer material or its modification, the introduction of a virus, or the generation of false information are all criminal offences under the Computer Misuse Act 1990.
    3. For its part, the University respects the privacy of its users and abides by the Regulation of Investigatory Powers Act 2000. This act puts into UK law the statement in the Human Rights Act that any individual has a right to respect for their communications. The Regulation of Investigatory Powers Act and its subsidiary Regulations on Lawful Business Practice set out the conditions under which the privacy of communications on networks may be lawfully breached.
    4. At the University, there is no routine monitoring of e-mail content or individual web use, although all web activity is logged, and access to sites which are likely to cause a breach of these regulations may be blocked. However, the Director of Computing and Library Services reserves the right to sanction investigation and inspection of electronic communications, under the terms of the Act, particularly where there is suspicion, or there appears to be evidence, of an infringement of the regulations or of illegal activity.
    5. Except as may be required by law, the University accepts no liability for any consequences whether direct, indirect or consequential, arising from a breach of privacy, no matter how caused and whether or not such breach was within the control of the University.
  10. Data Protection
    1. The University is registered under the Data Protection Act 1998 and authorised employees operate and use its administrative systems under the eight Data Protection Principles established by the Act.
    2. Others must not attempt to access any data concerning identifiable living individuals (personal data) relating to University administration unless specifically authorised to do so in writing by the appropriate authority. All users must restrict the use of such data to the purpose defined. Accessing personal data stored on a computer as a precursor to committing a criminal act is a criminal act in itself.
    3. No member of the University may create a database or other store of information that contains data about identifiable living individuals unless it is registered under the Data Protection Act. Users wishing to do so must consult the University’s Data Protection Officer before proceeding. It is a serious infringement of these regulations to fail to comply with the Data Protection Act.
  11. Software and Licensing and Recording
    1. In general, software available on University computing facilities is licensed for academic use only. This description usually includes teaching, research, personal development, and the administration of the University. The licence is likely to specifically exclude commercial exploitation and written permission from the licensor must be obtained prior to use for personal or institutional financial gain.
    2. In respect of software purchased under a collective purchase agreement scheme, the University is bound by the scheme’s code of conduct. Users must abide by the code when using scheme software and by the terms of specific product licences when using other software. Advice can be obtained from the Purchasing Office in Computing and Library Services.
    3. Users can be confident that software placed on University open-access computing facilities by system administrators is licensed for their academic use. Users must not place software on University computing facilities unless they can demonstrate that they hold a valid licence and have permission from the appropriate authority. The computing facilities must not be used to hold, transmit, use, modify, decompile, or copy software unless it is permitted under the terms of a valid licence.
    4. Records of all software purchased must be maintained by the Purchasing Office in Computing and Library Services. Anyone who purchases software from any other source must inform the Purchasing Office of the details.
  12. Copyright
    1. Users must comply with the Copyright, Designs and Patents Act 1988 and the Copyright, etc. & Trade Marks (Offences and Enforcement) Act 2002. In general, users must not copy software located on University computing facilities. Except for back-up purposes, copying software for private use without the permission of the copyright holder is a civil offence. Copying software for distribution is a criminal offence. Even free software might have limitations regarding what users are allowed to do and no attempt at copying must take place before the conditions are known, understood and accepted. Advice can be obtained from the Purchasing Office in Computing and Library Services.
    2. Copyright also applies to many other materials such as photographs, sound recordings, literary works, manuals, and logos. Copyright protection applies no matter in what form the work is held.
    3. Permission to copy must not be assumed. For example, it is an infringement of the regulations to incorporate the University logo into a user’s own material without express permission being granted in writing from the Head of Public Relations.
    4. If a user becomes aware of any actual or threatened breach of copyright then the user should notify a member of staff on duty, a help-desk, or appropriate authority.
  13. Using External Computing Facilities
    1. Use of JANET, the UK’s education and research network, and its links to the Internet are regulated by the JANET Acceptable Use Policy. The policy allows activity in furtherance of the aims of the user organisation with specific exceptions relating to the sort of misuse identified in these regulations.
    2. Users of University computing facilities accessing facilities at other sites must be certain that they are not infringing the regulations of those sites. In addition, users must not indulge in any activity which might bring the University into disrepute.
  14. Publication of Information
    1. The distribution of information by electronic means is, in law, the publication of that information. It follows that much of the use of University computing facilities, in particular e-mail and web publication, is subject to the laws governing publishing.
    2. Users must not create, hold, transmit, display or print material that has the potential to contravene any act of law. Guidance on web publishing is covered in the University Information and Communication Policy and Strategy.
    3. In addition, users must take care not to publish any material that might cause offence to the receiver, or to an observer. A deliberate attempt to cause offence or to harass individuals, internal or external to the University, is a serious infringement of the regulations, and will lead to disciplinary action. See Section 16.
  15. Using E–mail
    1. Users must abide by the law and by these regulations when engaged in internal or external e-mail. Having a HUMS address is a privilege akin to using a University letterhead and users must not debase the reputation of the University.
    2. Chain e-mail and bulk e-mail (spamming) are strictly forbidden. Users must be certain that e-mail has an entirely legitimate purpose and that it will not cause offence or nuisance. Commercial use unrelated to the business of the University is not allowed. Disguising the identity of the sender is a criminal offence. Costs incurred by the University will be recovered from the user responsible. Formal policies relating to the provision and use of University e-mail are set out in the University Information and Communications Policy and Strategy.
  16. Infringement of the Regulations and Disciplinary Action
    1. Accidental infringement of the regulations will be treated with tolerance and understanding. However, serious or persistent infringement will result in the appropriate authority withdrawing use of the University computing facilities pending further investigation. Instant withdrawal of the authority to use can be invoked by any member of staff responsible for the computing facilities being used. This must be ratified, or rescinded during the next working day by the appropriate authority, or designated delegate.
    2. After an initial investigation, which must include an opportunity for the user to make representations, the appropriate authority is empowered to restore user authorisation, or to withdraw it, or to impose new conditions of use more restrictive than the regulations. The period of withdrawal will not exceed two weeks unless formal disciplinary procedures are commenced but new conditions of use could be imposed until the end of an academic session. Furthermore, if the appropriate authority is the Director of Computing and Library Services, a student will be reported to the dean of school and a member of staff will be reported to their line manager via Personnel Services.
    3. If the alleged infringement is regarded as sufficiently serious, formal University Student or Staff Disciplinary Procedures will be invoked as detailed in the relevant handbooks. If a formal warning is the result, any further infringement may lead to escalation of the disciplinary procedures. If it is considered that a criminal act might have taken place then the police will be notified.
    4. A user shall fully and effectually indemnify the University against all actions and proceedings including all associated costs, charges and expenses that may be brought against the University as a result of the user infringing any of the regulations and shall indemnify the University against all consequential losses.