IT&S Acceptable Use Policy

IT&S Acceptable Use Policy

1. Introduction

Information and communication technology permeates all aspects of the day-to-day running of the University of Wales Trinity Saint David. The University is committed to the appropriate use of information technology and services in support of its mission and services it provides. This document sets out the policy on the acceptable use of information technology & systems linked to the University of Wales Trinity Saint David. The University recognises that successful implementation of this Policy relies on having a well-briefed workforce combined with effective management procedures.

Staff and students using the University’s Information Technology and Systems must ensure that they have read this Policy before commencing to its information and communication technology. Failure to do so will not be accepted as a mitigation factor should a problem arise during employment or period of study.

The University reserves the right to audit and log all use of laptop computers for the purpose of ensuring the integrity, security and reliable operation of computer services. Breaches of this Policy will be treated as a disciplinary matter.

This Policy has been subject to discussion and subsequent agreement with the recognised trades unions and has been ratified by the Resources Committee of the University Council.

2.Scope

It is accepted that staff and students within the University will have differing levels of engagement with information technology. This Policy and all the procedures incorporated within the Policy covers:

  • Users (academic, professional and support staff, students and others with access privileges) using either personal or University provided equipment connected locally or remotely to the network of the University. Throughout this policy, the word “user” will be used collectively to refer to all employees, individuals or groups.
  • All Information Technology & Systems equipment connected (locally or remotely) to University servers.
  • Information Technology & Systems owned by and/or administered by the Information Technology & Systems Department of the University.
  • All electronic devices that can be connected to the University network, including computers, phones, tablets etc.
  • Connections made to external networks through the University network.
  • All external entities that have an executed contractual agreement with the University.
  • Staff from other organisations operating under a protocol statement within their contract of employment and staff seconded into the University of Wales Trinity Saint David will be expected to abide by the terms of is Policy. Whilst the University will not have the contractual right to take disciplinary action against these categories of staff the Executive Head of Information Services or his delegated Senior Officer will have the authorisation to suspend access.

3. Purpose

Staff

Within their Contract of Employment all staff have a clause which relates to the appropriate use of the University’s assets. This Policy sets out the criteria associated with the acceptable use of the University’s Information Technology & Systems and recognises that the security of the systems and the management of risk to assets and users is paramount.

This Policy is underpinned by the principle of Dignity at Work and at Study and is designed to ensure fairness and consistency in its application.

Students

Within the “student guide to the regulations” there is a specific paragraph with reference to this Acceptable Use Policy. This Policy sets out the criteria associated with the acceptable use of the University’s Information Technology & Systems for students and recognises that the security of the systems and the management of risk to assets and users is paramount.

In addition, the Policy and Procedural documents can be found on Moodle and the University’s intranet. Each user is responsible for reading and adhering to the contents of these documents. Failure to observe any part could result in disciplinary and/or legal action being taken by the University against offenders.

3.1 Security

Security is the responsibility of all staff and other users of the University’s Information Technology & Systems. Security can be defined as "the state of being free from unacceptable risk". The ‘risk’ relates to but is not exclusive to the following areas:

3.1.1 Confidentiality of Information

Confidentiality of information refers to the privacy of personal, student or business information associated with the University.

3.1.2 Integrity of Data

Integrity of data refers to the accuracy of data. Data integrity is of critical importance for informed decision making and for the collation of information and formulation of reports. Therefore, the risk of loss of data integrity, through accidental or malicious alteration, must be managed.

3.1.3 System Availability

System Availability is concerned with the full functioning of IT systems and their components at all times.

3.1.4 Information Technology & Systems Assets

Information Technology & Systems assets is concerned with physical assets (servers, PCs, Laptops, Smart Devices etc) contained within the unit’s control.

3.1.5 Efficient and appropriate use of IT systems

Efficient and appropriate use of IT systems relates to users and their use of the systems available to them.

3.2 Threats

The term "threats" refers to the potential causes of losses to confidentiality, integrity or availability. Threats may be internal, external, human, non-human, natural, accidental or deliberate. The failure to maintain the confidentiality, integrity or availability of Information Technology & Systems may have the potential to negatively impact the University. This Policy aims to set in place mechanisms to manage these threats and thereby to reduce the exposure that the University faces from these threats.

3.3 Reporting Security Incidents

All users of the University’s Information Technology & Systems facilities have a responsibility to report immediately (to a member of the Service Desk Team) any incidents which may have security significance to the University. If the incident is considered to be of a highly sensitive or confidential nature, then the report should be made directly to the Executive Head of Information Technology & Systems or the Director of Human Resources.

Any issue relating to pornographic material should be notified to the Deputy Vice-Chancellor Finance and Planning, Director of Human Resources or the Executive Head of Information Technology & Systems immediately and without delay. If immediate accessibility to those members of staff proves difficult then you should elicit the support of the Vice-Chancellor’s Personal Assistant who will be able to contact an appropriate individual and request that they contact, you. The matter should not be shared or discussed with any member of staff within your Department, Unit or School.

The University’s Public Interest Disclosure Policy (Whistleblowing Policy) can be found in the University’s Financial Regulations, Volume II, Appendix 19.

 

4. Roles and Responsibilities

4.1 Responsibilities of the Human Resources Department

It will be the responsibility of staff within the Human Resources Department to undertake part one of the staff induction process. They will ensure that all new members are issued with this Policy and that they confirm, in writing their acceptance of the terms of the Policy.
N.B. Before being allowed to logon and at each subsequent log in all users (including students and external guest accounts) are required, electronically, to agree to the terms of this Policy.

4.2 Responsibilities of the Executive Head of Information Technology & Systems

The Executive Head of Information Technology & Systems will: -
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  • Implement and oversee the effective use of security controls.
  • Recommend appropriate measures for the protection of the University’s Information Technology & Systems assets.
  • Regularly (and at least annually) review this Policy and amend it as appropriate and direct it to the Director of Human Resources and to the Executive Head of Corporate Services so that changes can be submitted to the various University Committees.
  • Regularly (and at least annually) review the internet security briefing content

4.3 Information Technology & Systems Staff

Information Technology & Systems staff will: -

  • Operate and manage the Information Technology & Systems in their custody in accordance with this Policy.
  • Periodically reassess Information Technology & Systems security measures to ensure their effectiveness and respond to changes where appropriate.
  • Ensure students are made aware of this Policy both electronically and during student inductions.

4.4 Responsibilities of individual users

Individual users of the University’s Information Technology & Systems facilities will: -

  • Act in accordance with the University’s Information Technology & Systems security policies and procedures
  • Immediately report any known or suspected security incidents and breaches to the Service Desk Team or the Executive Head of Information Technology & Systems.

5. Use of Internet Facility

Access to the internet is provided to users of the University Information Technology & Systems facilities in order to aid them in their educational and working practices.

The University also provides access to internal web enabled services including (but not restricted to) virtual learning environments (VLEs) and document sharing sites such as SharePoint.

This section outlines appropriate and inappropriate use of the University’s internet and internal web enabled resources, including (but not restricted to) the use of browsers, electronic mail, instant messaging and file uploads and downloads. Use of these services is subject to the following conditions:

5.1 Appropriate Use

Users within the University are encouraged to use the internet as a tool for educational and working practices, but it must be noted that the University network may only be used for work which complies with the regulations as set out within JANET’s Acceptable Use Policy (http://www.ja.net/services/publications/policy/aup.html).

The University recognises that social networking sites can be used as effective collaboration tools and the use of such sites for educational and professional development purposes is encouraged. However, it should be noted that these sites may also pose an information security and privacy risk to the University and as such, when using such sites users should take care not to disclose any personal or University information that could result in any form of security breach. Care should be taken to limit the purely ‘social’ networking on University provided equipment. In particular staff should not engage in the ‘social’ elements during working hours. More detail is available in the Social Media Policy and Guidelines separate to this document.

The University recognises that users may undertake research activity which occasionally requires access to internet sites that would be considered unacceptable according to this policy. In all cases permission must be sought in writing, from the Ethics Committee, before undertaking the research. If approved the Executive Head of Information Technology & Systems will be informed and additional monitoring, recording and reporting back of the users’ internet activity will take place.

5.2 Inappropriate Use

Individual internet and internal web enabled resources use must not interfere with others’ productive use of resources. The list below attempts to provide a framework for activities which fall into the category of unacceptable use:

  • Where the University’s internet connection is being used to access another network, any abuse of the Acceptable Use Policy of that network will be regarded as unacceptable use of the University’s internet resources. Any breach of the Acceptable Use Policies of other networks, that is likely to damage the reputation of the University may be regarded as a breach of this Acceptable Use Policy. For example SCONAL Library access. The internet and internal web enabled resources may not be used for the creation or transmission 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 internet and internal web enabled resources may not be used for the creation or transmission of defamatory material.
  • The internet and internal web enabled resources may not be used for deliberate unauthorised access to facilities or services accessible via the University’s internet connection.
  • The internet and internal web enabled resources may not be used for deliberate activities with any of the following characteristics:
    • wasting networked resources, including time on end systems accessible via the University and the effort of Information Technology & Systems 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 the internet in a way that denies service to other users (for example, deliberate or reckless overloading of access links or of switching equipment);
  • The internet and internal web enabled resources may not be used for illegal or unlawful purposes, including, but not limited to, copyright infringement, obscenity, libel, slander, fraud, defamation, plagiarism, harassment, intimidation, forgery, impersonation, illegal gambling, soliciting for illegal pyramid schemes, and computer tampering (e.g. spreading computer viruses).
  • The internet and internal web enabled resources may not be used in any way that violates the University’s policies, rules, or administrative directives. Use of the internet in a manner that is not consistent with the mission of the University or misrepresents the University is prohibited.
  • Users should limit their personal use of the internet. The University allows limited personal use for independent learning, and public service. The University prohibits use for mass unsolicited mailings, access for non-employees to the University resources or network facilities, uploading and downloading of files for personal use, access to pornographic sites, gaming, competitive commercial activity unless pre-approved by the University, and the dissemination of chain letters. If you are unsure that your actions will violate the above, you are advised not to continue with that course of action and consult the Information Technology & Systems Department.
  • Users may not establish University computers as participants in any peer-to-peer network (such as BitTorrent, Morpheus, Kazaa or Napster) unless approved by the Executive Head of Information Technology & Systems.
  • Users must obtain approval from the Service Desk Team before using any form of voice communication service over the internet.
  • Users may under no circumstances attempt to circumvent or deliberately bypass the Information Technology & Systems security measures and controls that are in place.
  • No user may use the University facilities to knowingly download or distribute illegal software or material.
  • No user may use the University Information Technology & Systems facilities to deliberately propagate any virus.

Users should be aware that the University is able to monitor internet and internal web enabled resource traffic and identify individual users and sites visited.

For security purposes, users may not share account or password information with another person. Accounts are to be used only by the authorised user for authorised purposes. Attempting to obtain another users account password is strictly prohibited. A user must contact the Service Desk to obtain a password reset if they have reason to believe that any unauthorised person has accessed their account. Users must take all necessary precautions to prevent unauthorised access to their accounts.

6. Use of Electronic Mail

This Policy covers appropriate use of any email sent from the University email address and applies to all students, employees and agents operating on behalf of the University.

6.1 Electronic Mail Usage

All users are required to observe the following requirements when using electronic mail:

The University email system shall not be used for the creation or distribution of any disruptive, offensive or threatening messages, including (but not restricted to) offensive comments about any of the protected characteristics of the Equality Act 2010: -

  • Disability
  • Race
  • Gender
  • Age
  • Gender reassignment
  • Sexual orientation
  • Religious beliefs and practice, political beliefs, or national origin
  • Appearance
  • Pornography

The Principle of Dignity at Work and Study and the characteristics relative to equality and diversity in the workplace should be observed at all times.

Users who receive any emails of this nature should report the matter immediately to the Director of Human Resources or the Executive Head of Information Technology & Systems.

Users may not accept or send any live examination data or examination paper material by email, unless authorised to do so by the Head of Quality Assurance Unit. If authorisation is given, data must be encrypted. Advice on how to encrypt data will be given by the relevant Service Desk Team if required.

Users may not run any program received as an attachment to an email. Program files usually have the suffix .exe, but if unsure contact the Service Desk Team before opening the file.

Users may only open application file attachments (such as word processed documents) received as an attachment to an electronic mail message if the message is expected and not suspicious in any way.

In the interest of maintaining network performance, the University’s email system is configured to reject very large messages (over 20mb in size).

Please be aware that the University reserves the right to monitor and audit all incoming and outgoing emails without prior notice and as such users should have no expectation of privacy in anything they store, send or receive on the University’s email system.

Electronic Mail Retention

This Policy is secondary to the University’s Freedom of Information Policy and Records and Retention Schedule. Any email correspondence containing business information should therefore be retained in line with these policies.

  • The primary intent of email backup is for the full recovery of the email system and not for the storage and restoration of old emails. The Information Technology & Systems Department backup the email system solely for the purpose of restoring the service when it suffers a catastrophic system failure and the whole system has to be restored.
  • The Information Technology & Systems Department sets the parameters for users’ storage space and email archiving that enables users to archive their own emails. Users should keep their core emails within the limit of their system quota.
  • Email correspondence containing business information should only be retained by the user for as long it is necessary for business purposes, in line with the University’s Record and Retention Schedule.

6.2 Email Recovery

  • Users should be aware that the Information Technology & Systems Department do not recover individual deleted emails on request; other than following a RIPA request (Regulation of Investigatory Powers Act 2000) from the Police or in cases pending investigations. Requests for the recovery of such emails must be approved and authorised by the Vice-Chancellor or his nominee.
  • The Information Technology & Systems Department do backup complete email systems but do not back up individual emails. Snapshots of the email servers are done in an uncoordinated and unplanned way. Copies of specific systems may be interrogated in exceptional cases but this process is unreliable and expensive and no guarantees can be offered that such information is recoverable.

6.3 Quotas and Limits

  • All users have access to the centrally-managed email service. All accounts have quota limits placed on them. All file partitions are backed up on a regular basis. Accounts that are removed will have their files removed, so unless specifically requested no archiving takes place.
  • Users receive email notification when approaching their quota limit and are encouraged to follow guidance in this email to manage their account. The final email that is received which takes an individual over their limit will always be delivered. Once over quota no further email can be delivered to an individual's inbox until they have reduced their storage below their limit. Emails that fail to be delivered because a user is over quota is held in the local mail queues for four days and the system will retry periodically to deliver. After four days the email is returned to sender.
  • There are limits on the size of an email that can be received and transmitted. No email greater than 20 Mbytes can be accepted for inward delivery to a University account. No email greater than 20 Mbytes can be accepted for external delivery by the email servers. The sender of oversized emails will be informed of the reason for delivery failure.

7. Anti–Virus Mechanisms

A virus is a piece of potentially malicious programming code that will cause some unexpected or undesirable event. Viruses can be transmitted via e-mail or instant messaging attachments, downloadable internet files, diskettes, CDs and removable storage devices. Viruses are usually disguised as something else, and so their presence is not always obvious to the computer user.

A virus infection can be very costly to the University in terms of lost data, lost productivity, and/or lost reputation. As a result, one of the goals of the University is to provide a computing network that is virus-free.

This section of the Policy provides instructions on measures that must be taken by the University to help achieve effective virus detection and prevention and applies to all computers that are connected to the University network via a standard network connection, wireless connection, modem connection, or virtual private network connection. The definition of computers includes desktop workstations, laptop computers, handheld computing devices, and servers.

7.1 Responsibilities of the Information Technology & Systems Department in dealing with Anti- Virus Mechanisms.

The following activities are the responsibility of the University’s Information Technology & Systems Department:

  • Keep the anti-virus products it provides up-to-date in terms of both virus definitions and software version in use.
  • Apply any updates to the services it provides that are required to defend against threats from viruses.
  • Install anti-virus software on all the University owned and installed desktop workstations, laptops, and servers.
  • Take appropriate action to contain, remove, and assist in recovery from virus infections. In order to do so, a suspect computer may need to be disconnected from the network or from an entire segment of the network.
  • Notify users of the University systems of any credible virus threats via e-mail or telephone messages.
  • Carry out regular scheduled virus-scanning of network data.
  • Remove any virus-infected computer from the network until it is verified as virus-free.

7.2 Users’ Responsibilities

  • Users will not knowingly introduce a computer virus into the University’s computing environment. Any activities with the intention to create and/or distribute malicious programs (e.g. viruses, worms, Trojan horses etc) onto the University network are strictly prohibited and will result in disciplinary action
  • Users who use devices such as USB flash drives are responsible for regularly scanning their approved media devices for viruses. If any infected files are identified as a result of these scans, the Service Desk must be informed immediately.
  • Any user who suspects that his/her workstation has been infected by any form of malicious software must inform a member of the Service Desk Team immediately.
  • Users who believe that their PC/Laptop/Mac may, due to a virus or malicious software, contain any inappropriate material (such as pornographic pictures or videos) should report the matter immediately to the Director of Human resources or the Executive Head of Technology & Systems. In circumstances where a user removes or quarantines an infected file, the Service Desk must be informed immediately.
  • Users must not attempt to either alter or disable anti-virus software installed on any computer attached to the University network.

8. Access and Passwords

All individuals who require access to system and information resources are properly identified by means of a unique personal identifier and password. In order to protect the confidentiality and integrity of the University’s information, access levels are restricted to those capabilities that are appropriate to each users role. Only users authorised to access such resources are issued with these details (by the Service Desk Team).

In the event of staff absence through sickness or leave, access to system and information resources can be granted to the individual’s line manager, if required. A request for access access to be provided temporarily.

N.B. All users: -

  • Will be required to change their password every 90 days.
  • Passwords must be of a minimum of 8 characters long and contain at least one capital letter and one numeric character.
  • Shall be responsible for all computer transactions that are made with his/her user ID and password.
  • Must not disclose passwords to others. For multi-user mailboxes, users must not disclose the password to any unauthorised personnel.
  • Must change their password immediately if it is suspected that it has become known to another individual.
  • Should always attempt to use passwords that will not be easily guessed by others. As guidance, it is recommended that when choosing a password, users should avoid:-
    • words found in the dictionary
    • proper nouns
    • regular words with numbers added to the end
    • Conventional words that are simply written backwards, such as (‘nimda’).
  • Instead try to pick acronyms, mnemonics, random letters, etc, or insert non-alphabetic characters in the middle of the word or replace letters with numbers (‘0’ to zero, I to 1, E to 3)
  • Must not attempt to access the accounts of other individuals.
  • Should avoid using the same password on multiple accounts.

9. Physical Security

In order to protect computer hardware, software, data and documentation from misuse, theft, unauthorised access and environmental hazards, the Information Technology & Systems Department will ensure that:

  • Critical computer equipment (file servers) will be protected by an uninterruptible power supply.
  • Critical computer equipment will reside within a secure, climate-controlled room. Only authorised personnel will have access to this room.

The following directives should also be followed by all users: -

  • Disks and other portable storage devices should be stored out of sight when not in use. If they contain sensitive, personal or confidential data, they should be locked up when not in use. Such material must not be transferred by non-secure methods (for example, by regular mail).
  • Disks, USB drives and other portable storage devices should be kept away from environmental hazards such as heat, direct sunlight and magnetic fields.
  • Disks, USB drives and other portable storage devices when taken offsite must be secured at all times. Such devices must be access controlled, or confidential documents contained within must be encrypted before being taken offsite. For advice on securing and encrypting these devices please contact the Information Technology & Systems Department.
  • The Information Technology & Systems Department is responsible for all information technology & systems equipment installations, relocations, modifications - users are not permitted to perform these activities.
  • With the exception of laptops specifically allocated to a user, other users are not permitted to take Information Technology & Systems equipment off campus without informed consent from their line manager.
  • Those who use equipment (including laptops, portable data projectors and conference phones) in meeting rooms are responsible for ensuring that the equipment is not left unsupervised at any time unless the room has been locked.

10. Computer Usage

Users will be provided with Information Technology & Systems facilities to help them carry out the tasks required of them. Users should adhere to the following directives when utilising these facilities:-

  • It is important that the Information Technology & Systems Department is aware of all software that is installed on University owned computing devices. As such, the majority of users will not be able to install software on any University owned equipment. Users may request, via the Service Desk, installation of certain software. The Information Technology & Systems Department reserve the right to refuse installations of any software.
  • Certain users may be granted permission to install software themselves. This will be monitored by the Information and Systems Department.
  • No equipment may be connected to the University network or a University computer without authorisation from a member of the Information Technology & Systems Team.
  • The University recognises that removable media devices (such as USB sticks, CD/DVD media) can greatly benefit our users who are often mobile. However, such devices are a well-known source of malware infections, and can result in the loss of sensitive University or personal information. As such, users should take care not to store sensitive or confidential University or personal information on such drives.

10.1 Backup Procedure

The Information Technology & Systems Department guarantees that all sensitive, valuable or critical information that resides on our file servers will be backed up on a nightly basis. A number of backups of all data will be stored off-site in order to protect against major damage occurring at the primary location.

In order to prevent the loss of any data, users are responsible for: -

  • Ensuring that their work is saved to a network server in order to ensure that it will be backed up.
  • Making their own arrangements to backup important work when using any non-networked computer or saving data (such as archiving emails) locally on their PC/Laptop.
  • Ensuring that data kept on CD/DVD’s/USB drives or other portable devices is backed up appropriately to limit effects of loss/damage to these devices.

10.2 Remote Access Procedure

The following directives only apply to those users who use remote access via Secure Virtual Private Network connections (SSL VPN), set up by the Information Technology & Systems Department, to carry out work for the University.

Users with remote access privileges are responsible for ensuring that their remote access connection is given the same consideration as the users on site connection to the University network.

Remote connections to the University network are subject to the same rules and regulations, policies and practices outlined in this document and its supporting policies.

At no time should any users provide their remote-access login details to anyone else.

10.3 Laptop and Mobile Computing

Mobile computing devices such as laptops have become useful tools to meet the business and educational needs at the University. Such devices are particularly susceptible to loss, theft and hacking as they are easily portable and can be used anywhere outside of the University’s network.

The purpose of this Policy is to establish the rules for the use of mobile computing devices (either staff or student loan laptops) that contain or access information resources at the University. These rules and guidelines are necessary to preserve the confidentiality, integrity and availability of the University information.

10.4 Data Storage and Backup Procedure

We strongly advise that you keep to a minimum the amount of confidential, personal, or sensitive University information stored on the laptop’s hard drive.

Users are responsible for ensuring that data stored on laptops or handheld devices is regularly backed up. Service Desk staff can advise on the appropriate processes required to achieve this.

10.5 Software Installations

Users must not install software or change the configuration of the operating system without approval from the Information Technology & Systems Department.

10.6 Personal Use

Users may not use a University laptop computer or handheld device for personal use (any purpose not specifically related to the University work) without the approval of their line manager.

Users should only use their laptop or handheld device to access systems and services for which they have been authorised.

10.7 Usage by a Third party

Users are responsible for ensuring that any use of a University computer by a third party is consistent with this Policy.

10.8 Use on Untrusted Networks

Users should only use untrusted networks such as a home broadband connection, hotel networks, or wireless access points provided they do not disable or remove the firewall and anti-virus software.

Users should report any suspicious activity whilst using such untrusted networks to the Service Desk Team immediately.

When using untrusted networks users should ensure that they do not attempt to exchange any data considered to be confidential such as University financial, personnel or commercially sensitive data. For example, the exchange of information via home email messages or as attachments is particularly insecure. SSL VPN for remote access is considered to be a trusted network.

10.9 Theft, Loss, or Compromise

When left unattended, the University supplied portable computing devices must be physically secure. This means they should be locked in an office, room or locked in a desk drawer/filing cabinet when not in use.
If a user becomes aware of a theft, loss or compromise of any University laptop or handheld device, they must:

  • Inform the local police immediately;
  • Contact the University Insurance Officer in the Finance Department to report the loss to them;
  • Contact the Service Desk Team to report the loss to them.

10.10 Auditing

The University reserves the right to audit and log all use of laptop computers for the purpose of ensuring the integrity, security and reliable operation of computer services. Breaches of this Policy will be treated as a disciplinary matter.

10.11 File Storage

All users will be given access to file storage servers on the University’s network. These file storage areas will be backed up on a regular basis as detailed under section 10.1. A quota system will apply to these storage areas which will be dependent on the type of user account you have. Details of specific quotas can be obtained from Information Technology & Systems Department.

11. Data Protection

Monitoring of IT/Network Systems

The Regulation of Investigatory Powers Act 2000 does not allow the interception of communications by an employer unless the employer has “lawful authority”.

Lawful authority by means of the RIPA

The RIPA allows universities to carry out the following interceptions without the consent of the sender or the receiver of the communication:

  • the interception by or on behalf of the person running a service, for the purposes connected with the provision of the service – such as readdressing wrongly addressed email, or checking subject lines in email for viruses.
  • The monitoring of system traffic to ensure effective performance – a possible example might be finding out the source to cut down spam.

Lawful authority by means of the Lawful Business Regulations

The Lawful Business Regulations at s.3 provide the main source of lawful authority for interception of communications and permits the monitoring or keeping of a record of communications for certain purposes. These Regulations expand on the permitted interceptions provided for by the RIPA and were the result of a Department of Trade and Industry public consultation exercise following the concerns raised by many organisations as to the restrictive nature of the RIPA.

The purpose of the Lawful Business Regulations is to allow exceptions to the basic principle of non-interception as stated in the RIPA, and to allow interception without consent in certain instances.

Interception is permitted to:

  • Establish the existence of facts. This is thought to mean to establish the existence of facts relating to ascertaining compliance with regulatory or self-regulatory practices or procedures.
  • Ascertain compliance with regulatory or self-regulatory practices or procedures. A possible example might be HESA reporting.
  • Ascertain or demonstrate standards which are, or ought to be, achieved by persons using the system.
  • Investigate or detect unauthorised use of the communications system.
  • Prevent or detect crime, or in the interests of national security.
  • Ensure the effective operation of the system.

Monitoring but not recording is also permissible in the following cases:

  • To ascertain whether the communication is business or personal.
  • To protect or support helpline staff.

There are also additional conditions:

  • the interception must be made solely for the purpose of monitoring or (where appropriate) keeping a record of communications relevant to the system controller's business i.e. relevant to the business of the University;
  • every effort must be made to inform users that monitoring and recording may take place.

Consequently, the University reserves the right to monitor telephone use, internet use, email and other material on its computer systems from time to time, for the purposes indicated below:

Compliance with University regulations and policies.

  • Preventing or detecting crime.
  • Investigating or detecting unauthorized use.
  • Checking for viruses or other threats to the performance of the system.
  • Investigating abnormal system behavior.
  • Resolving a user problem.
  • Monitoring standards of service or training.
  • Maintaining or carrying out University business.

Such monitoring will be kept to a reasonable minimum. Every care will be taken to comply with all applicable data protection and privacy legislation in respect of the confidentiality of any material that is monitored, in so far as this does not conflict with duties laid down in other legislation.

Any investigation, other than day-to-day monitoring, requires the written authority of the Director of Human Resources or nominee, in order to take place. The person who grants the authority should be satisfied there are reasonable grounds for this request.

12. Procedure for dealing with Staff Leavers

When staff leave the University there may be important data in their mailbox, home folders on the network, or stored on their PC. On departure access to email accounts and file stores is given to the line manager with the approval of a Deputy Vice-Chancellor. Information Technology & Systems equipment must also be returned to the Service Desk Team.

12.1 Departing Staff Responsibility

  • Prior to leaving employment all email contacts should be made aware that the email account should no longer be used, and that future e-mails may be automatically sent to another University employee.
  • If required, email folders can be archived by submitting a request to the Information Technology & Systems Department for permanent storage.
  • Files of a personal nature should be removed, long with personal e-mails, as these will be examined after their departure to ensure no critical business information is lost.
  • Laptops, mobile phone, blackberry, home printers, iPads or any other equipment allocated to them should be returned.

12.2 Line Manager Responsibility

  • To inform the Information Technology & Systems Department to access file store data if required.
  • To inform the Information Technology & Systems Department if emails of the departing employee should be forwarded to an alternative email address and the period for which this is required.

12.3 Information Technology & Systems Responsibility

  • To delete data file stores and email accounts prior to one month at the request of the line manager or alternatively one month after they leave if no communication is received from their line manager.
  • To remove e-mail forwarding after three months if relevant.

13. Halls of Residence Network

The Halls of Residence Network service, run by the Information Technology & Systems Department, provides wireless connections in all University accommodation blocks. Ethernet connections are also available in all Lampeter and Carmarthen halls of residence. The connections provide restricted access to services on the internet at large.

Personal equipment connected to the halls network must comply with certain standards. If you are unsure or fail to connect to the network, you should contact the Service Desk Team.

The following protocols are for University Network Administrators only. The majority of users will not have the technical knowledge to use them. For those who do have the capability, users must not run any of the following, to ensure security, bandwidth and traffic management, legal requirements or to protect the University and its reputation:

  • DHCP servers
  • DNS Servers
  • Routing Protocols (such as OSPF, RIP etc)
  • Network Discovery Protocols
  • Internet Connection Sharing
  • Port Scanners

Neither are they permitted to:

  • Attempt DDNS (Dynamic DNS) updates.
  • Set up network file shares that are writable without a password.
  • Re-distribute access to others, nor any University resource made available.
  • Configure any device attached with any IP (internet) address not specifically allocated to them.
  • Connect any form of wireless access point, nor configure any computer with wireless capability such that the service can be accessed wirelessly.
  • Download or distribute copyright material in breach of any license conditions.
  • Run peer-to-peer applications that distribute copyright material. (For example BitTorrent, Limeware, Shareaza, eMule etc).
  • This list is not exhaustive and can be added to at any time.

Any personal computer connected to the service must have up to date anti-virus software installed. Virus risk management is an important priority and any personal computer not adequately protected under this provision will have its access disabled - until it is quarantined, inoculated and made safe.

14. Disclaimer

To the full extent allowed by applicable law, the University will not be liable to any user or any third party for any consequential or incidental damages (including but not limited to loss of revenue, loss of profits, loss of anticipated savings, wasted expenditure, loss of privacy and loss of data) or any other indirect, special or punitive damages whatsoever that arise out of or are related to use of the University network, or any of its information technology, systems or materials.

We encourage you to use your internet access responsibly. Should you have any questions regarding this Policy, feel free to contact the Service Desk Team on ITServiceDesk@uwtsd.ac.uk (0300 500 5055 or internally on 5055).

15. Monitoring

Details of how the University will monitor the application of this Policy are detailed in previous sub sections.

16. Breach or Violation of the Information Technology & Systems Policy

The University recognises its responsibility for its students, staff and technological assets. Users who breach the terms of this Policy will be dealt with under the University’s Disciplinary Policy. This could include temporary or indefinite withdrawal of access to the University’s Information Technology & Systems. Where criminality is detected the University will take relevant and appropriate action.

17. Links to other policies / procedures / relevant legislation:

This Policy is underpinned by the University of Wales Trinity Saint David Dignity at Work Statement.
Other relevant University Policy include:

  • Strategic Equality Plan
  • Disciplinary Policy
  • Whistleblowing Policy
  • Anti-Harassment and Anti-Bullying Policy
  • Grievance Policy
  • Records and Retention Schedule

(Please note that these policies are available on the HR MyDay site, some of which are currently being drafted).

Relevant legislation to this Policy includes:

 

 

European legislation also needs to be complied with. In this context, that is primarily embodied in the Electronic Commerce (EC Directive) Regulations 2002:

  • Liability for Publishing;
  • Liability for Actions or Negligence