(1) For the purpose of this policy:
(2) University Computing Services are University facilities intended to support and enhance efficiency in teaching, learning, research and administration activities. The University encourages the use of the University's computing services to enhance communications and to expand the educational and research resources available to staff and students, and also for encouraging internal collaborations within the University itself.
(3) Use of the University's computing and telecommunication facilities is subject to the State and Federal laws that apply to computing and telecommunication as well as other relevant legislation, policy and regulations.
(4) This policy has been developed to:
(5) This policy applies to:
(6) Any person using the University's computing facilities or services is bound by this policy.
(7) This Policy addresses details necessary for the overall Computing Conditions of Use Policy to operate effectively throughout the University. It covers the areas of:
(8) The University computer system environment is in place for the users to be able to perform their duties as needed, and therefore users shall respect and be responsible for this environment. It is assumed that a user will use the environment in an ethical and lawful way.
(9) Access to the University's computing and telecommunication facilities is available to a user for approved teaching, research and administrative purposes. In the case of students this access is only for purposes directly related to their academic programs.
(10) Most computing facilities provided by SCU require user authentication (the use of a username and password). Usernames and password, or what is often referred to as an "account", is automatically created on commencement of employment or admission to the University.
(11) Users shall not use any other person's computer account unless it is a special group account authorised by the Chief Information Officer, an approved nominee or the relevant administrator.
(12) Users shall not allow any other person to use their computer account.
(13) A user who has an approved booking for a specific facility and who has not abandoned that booking shall have exclusive use of that facility during the booked period.
(14) The University reserves the right to withdraw the availability of any computing and telecommunication facility without notice to ensure the integrity and security of the University network. However, wherever possible, Technology Services will endeavour to notify staff and students prior to withdrawing the service.
(15) A user shall not collect nor discard any electronic, printed data or storage medium which is not their property or the property for which they have authorised access.
(16) Information stored, transmitted or processed by the University's computer and telecommunication facilities must not contain any illicit materials. Users shall under all circumstances ensure that print, language or visual materials are used only for legitimate University purposes.
(17) A user may not use the computing or telecommunication facilities for or on behalf of any party for the purpose of profit making or commercial activity, unless written permission has been obtained from the Chief Information Officer or an approved nominee. Advertising or sponsorship is not permitted except where such advertising or sponsorship is clearly related to or supports other services being provided to by Southern Cross University.
(18) Similarly to staff and student email discussion forums (see Email Policy), the use of online feedback and comment mechanisms, such as online surveys and questionnaires, is to be in accordance with all laws and acts of Australia, and relevant Southern Cross University statues, rules and policies including, but not limited to:
(19) Online feedback and comment mechanisms are made available for the use of all Southern Cross University staff and students. Language or content that is considered by a reasonable person to be threatening, harassing, defamatory or slanderous, abusive, obscene, fraudulent or discriminatory is in breach of the University's Code of Conduct, relevant policies and statutes, and is not permitted when using online feedback or comment mechanisms.
(20) The law of defamation is complex, and seeks to balance free speech with the right of an individual or organisation to protect their reputation. Users are advised to research the issue of defamation and to ensure that they do not unintentionally post defamatory content when using online feedback and comment mechanisms.
(21) It is a breach to remove, deface or corrupt notices or records which are placed by authorised University staff for the purpose of promulgating policy and rules or assisting in the operation of the computing facilities.
(22) A user must be aware that the correspondence and discussion in to which they enter when using the University network and the Internet may be construed to be representative of the University's position.
(23) Where the client does not have authority or is not aware of the University's position or where their personal view may vary from that of the University, such correspondence must clearly state that "the opinion expressed is that of the writer, and not necessarily that of the University", or words to that effect.
(24) Where the user is representing the views of the University, then a notation must be appended to the communication identifying the individual and the position title held within the University.
(25) A user shall not use computing and telecommunication facilities for the intent to defame, slander or harass others, or to interfere with their work. It is a breach of this policy to send obscene, abusive, fraudulent, threatening or repetitive messages to a user or users. A user is bound by University policy and guidelines associated with conduct and equity practices and therefore will behave in such a manner that is professional and sound.
(26) The University accepts no responsibility for any damage to or loss of data, hardware or software arising directly or indirectly from use of the University's computing and telecommunication facilities or for any consequential loss or damage. The University makes no warranty, express or implied regarding the facilities offered, or their fitness for any particular purpose. Additionally, Technology Services staff will not be held liable for any damage to or loss of data, hardware or software whilst carrying out their duties.
(27) Users must, for their own security:
(28) Secure passwords are:
(29) Users need to change passwords regularly. For further information, please refer to the Password Protection web page.
(30) Users of the University's computing and telecommunication facilities have the right, subject to Part I (Management and Monitoring) of this document and in accordance with the Workplace Surveillance Act 2005 to privacy and security of their computer programs and data.
(31) A user shall not copy, disclose, transfer, examine, rename, change, add to or delete software, data or information belonging to another user without that user's permission.
(32) The University has a number of security policies that the University community should be familiar with.
(33) The University community is responsible for the security and protection of IT information and systems.
(34) The policies are available from the Technology Services home page.
(35) All SCU information and communication technology is provided with direct network connection to internet facilities. Access to and use of the internet is for teaching, learning, research and administration purposes.
(36) The following conditions apply to the use of the Internet and Intranet at the University.
(37) A general notification will be provided to users outlining the terms and conditions. Refer to Part I.
(38) For effective management of data download, data traffic will be monitored and specific sites blocked primarily those that violate copyright.
(39) You should not use the University network to access inappropriate internet sites. Inappropriate internet sites include but are not limited to:
(41) The University computing and telecommunication facilities must not be used to copy software, upload or download material that is licensed or protected under copyright or trademark laws unless such activities fall within current licensing conditions and/or copyright legislation. Users must abide by copyright legislation and relevant University policy.
(42) Information pertaining to copyright and copyright guidelines can be obtained from the University's Copyright website.
(43) If you believe copyrighted work is available on the Southern Cross University network in such a way that constitutes copyright infringement, or a breach of an agreed licence or contract, a "Takedown Notice" form is available via the Legals link at the bottom of all Southern Cross University website pages.
(44) Any person using the University's computing facilities or services is bound by the Computing Conditions of Use Policy and all Technology Services policies and their associated procedures. These policies are found on the SCU Policy Library home page.
(45) Terms and conditions for use of the SCU Computers and/or Network will be displayed to users on a monthly basis at the initial log on for each month. Appendix A outlines the terms and conditions.
(46) Notwithstanding the provisions of Part E, clauses (30) to (34) (Rights to Privacy and Security), in accordance with the Workplace Surveillance Act 2005, the Vice Chancellor and nominee(s) and relevant system administrators have the right to examine all computer files and to monitor computer usage to ensure compliance with these rules and to maintain a secure, efficient computing and telecommunication environment. Technology Services endeavours to provide a secure network and computer systems. Users using the computer systems may have any of their activities on systems monitored and recorded by system administrators.
(47) The University monitors staff and students use of University computers and IT systems in the following areas:
(48) Users are advised that if such monitoring reveals evidence of misuse, system administrators may act to secure the University system and will provide such evidence to the appropriate authority.
(49) In accordance with Student Misconduct Rules the Chief Information Officer or nominee may take immediate action to deny any user access to those computing and telecommunication facilities under control of Technology Services, as a consequence of any action which is deemed to be detrimental to computing and telecommunication hardware, software or data and/or in non-compliance with any statute, University policy, procedures or guidelines.
(50) Any action taken by Technology Services staff to suspend access by a user to computing and/or communications facilities shall be reported immediately to the Chief Information Officer or nominee who shall recommend what further action should be taken in accordance with the provisions of the University Rules.
(51) Any action taken by a user that violates any State or Federal legal statute, particularly in relation to abuse of federal telecommunication facilities, copyright, Privacy Act and possession or distribution of specific categories of pornographic material, shall be viewed as a criminal offence and will be referred to the appropriate enforcement authority. This may result in criminal investigations/proceedings being taken against the offender.
(52) Should any person become aware of any action by another individual which could be considered to breach this policy, they are requested to take appropriate action to ensure it is brought to the attention of the Technology Services Client Services Manager The report may be provided orally or in writing to the Technology Services Client Services Manager - Email TSfeedback@scu.edu.au or Phone 02 6620 3481.
(53) It is the responsibility of the teaching staff to familiarise themselves with the IT computing and telecommunication facilities, including lecture theatres and teaching spaces, prior to tutorials or workshops.
(54) Training sessions on familiarisation with labs and equipment are conducted at the start of each semester.
(55) Staff are notified of these sessions via email.
(56) For further advice or assistance, please contact the relevant SCU Call Centre listed below:
(57) All staff and students are required to be aware of this policy and on commencement or enrolment to the University they should be provided with a copy or referred to the website.
(58) The Chief Information Officer is responsible for the periodic review and recommended changes to the Conditions of Use to ensure they remain valid and consistent.
(59) The Chief Information Officer is responsible for ensuring that the Computing Conditions of Use are observed with regard to the services under the control and management of Technology Services.
(60) The Chief Information Officer will recommend to the University Executive appropriate Computing Conditions of Use to meet the legislative and operational needs of the University.
(61) Each Head, Faculty /Head, Department /Head, Centre /Head of School /Head of Work Unit is responsible for providing education and awareness to ensure that all staff and students associated with their area comply with the Computing Conditions of Use.
(62) Users shall not use any other person's computer account unless it is a special group account authorised by the Chief Information Officer, an approved nominee or the relevant administrator.
(63) Users shall not allow any other person to use their computer account.
(64) To obtain new passwords the user will need to contact the relevant SCU Call Centre:
(65) To be able to connect personal equipment to SCU Network, the user will need to fill out a Connection of Personal Equipment to the SCU Network form which is available from:
(66) The form will need to be completed and signed by the appropriate Director or Head of School /Head, Department /Head, Centre /Head of Work Unit.
(67) The form is sent to Technology Services Reception, Level 1, A block, Library for the Chief Information Officer to approve.
(68) If approved, the form will be logged with the SCU Call Centre and the user will be notified for an appropriate time for the laptop to be configured for the SCU network.
(69) If not approved, the user will be notified as soon as practicable.
(70) Keep file names short, as a rule, do not exceed 32 characters. Only use alpha numeric characters without punctuation. Files should be named with a three character extension for portability between operating systems.
|1.doc||Poor information about file|
|MyResearchFile||No file extension|
|Outcome. of: total, for year06.xls||Use of punctuation|
|A BLOTT Mr Andrew Technology Services (A) 2234.doc||Using standard office default|
|Copy of my data for my research project that is pre-compilation of field data not yet vetted by coordinator as at the third of June two thousand and five.xls||File name too long|
(71) Folders backed up on a PC to File server
(72) Items not backed up on a PC to file server
(73) Folders that are backed up on a Mac to the file server
(74) Items not backed up on a Mac to the file server
(75) Personal data for example a resume, will be kept in a folder called Personal on your hard drive. Your personal folder will not be backed up to the file server. It is your responsibility to maintain copies of these files.
(76) If the user requires their data to remain on University servers for a given period of time. The user will request this by providing the following details -
(77) These details should be sent to firstname.lastname@example.org.
(78) The amount of data stored on a U drive cannot exceed the allocated maximum limit. Once this threshold is met, a user must archive their data. To archive - use the following procedure.
(79) Students will need to obtain a pre-paid services card from the dispenser units located in the Library and computing labs.
(80) A wireless account is provided for all staff and students at all campuses. More information regarding wireless is available on the Wireless Services webpage and also from the Wireless Networking Security Policy.
(81) Advanced and special purpose software Information regarding software programs can be obtained through the relevant SCU Call Centre.
(82) Information on the supported software at SCU can be found in the Standard Operating Environment (SOE).
(83) Making a complaint about Technology Services - Including Web content
(84) Any person can make a complaint by emailing email@example.com or via the Southern Cross University Complaints Management Framework. Information can be found on the Complaints and Student Ombud web page or by contacting Nominated Complaints Officers
(85) Any person may report an allegation that a user has breached the conditions for acceptable use of information facilities to the Client Services Manager or a delegated officer.
(86) Any person becoming aware of any action by another individual which could be considered a breach of policy, should report it to the Client Services Manager or a delegated officer.
(87) The report may be provided orally or in writing to:
Client Services Manager
Level 1, A-Block, Lismore Campus
Phone: 02 6620 3481
(88) The delegated officer (on the delegated officer's own initiative or in response to a report) may take any of the following steps upon becoming aware of an allegation:
(89) Upon receiving a report of a suspected breach a delegated officer may impose an interim suspension of access to some or all information facilities.
(90) (2) The delegated officer may impose an interim suspension only if the officer considers it necessary to avert a substantial risk of any of the following -
(91) The delegated officer must advise the Chief Information Officer or nominee immediately of the interim suspension being imposed. Refer to 9.24 Breach Notice
(92) If the delegated officer decides to proceed against a user, the delegated officer must provide notice of the alleged breach (the "breach notice") to the Chief Information Officer or nominee outlining -
(93) The Chief Information Officer or nominee will then determine future action to be taken in accordance with relevant Misconduct Rules.
(94) A delegated officer may issue a caution as an alternative when -
(95) If the delegated officer decides to issue a caution, the officer is not required to issue a breach notice.
(96) The caution is issued in writing.
(97) Where a caution is issued, no other action on the alleged breach may be taken under these rules.
(98) Nothing in this section prevents a university officer issuing a direction to a user to avoid a breach.
(99) Potential breaches of Computing Conditions of Use include, but are not restricted to:
(100) You must take reasonable steps to protect the confidentiality of your accounts and passwords. This includes not disclosing your account details to anyone, including SCU employees.
(101) Accessing any of the following while using SCU computers and/or network (including the wireless network) is strictly prohibited and may lead to loss of access:
(102) SCU computer and/or network resources are not to be used for commercial purposes without written permission from SCU.
(103) No software is to be installed into your account or on to University PCs without prior permission.
(104) You are required to advise appropriate SCU staff of any security issues or breaches of which you become aware of (refer to IT Security Incident Management Policy located at SCU IT Policies).
(105) Sending unsolicited, commercial based e-mail messages to multiple users contravenes the Spam Act 2003 and is prohibited. Bulk emails to SCU Staff and Students may only be sent for direct SCU related business by authorised staff and/or students.
(106) You are not to undertake any anti-social activities, including nuisance email, chain letters, and obscene, harassing or unwelcome behaviour 8. SCU reserves the right to monitor activities where it has cause to consider that the Security Policy and Conditions of Use policy are not complied with.
(108) For further advice and information contact the SCU Call Centre on 66203698.
(109) REMEMBER - Please keep a copy of all your files in at least 2 locations for safekeeping and save your work constantly.