ATHLONE INSTITUTE OF TECHNOLOGY. I.T Acceptable Usage Staff Policy

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1 ATHLONE INSTITUTE OF TECHNOLOGY I.T Acceptable Usage Staff Policy

2 Table of Contents 1. Purpose Terminology Scope Acceptable Usage Policy Policy Acceptance Policy Violation... 6 This policy was approved by the AIT Governing Body in July

3 1. PURPOSE The purpose of this policy is to indicate the requirement for responsible and appropriate use of Athlone Institute of Technology (AIT) Information Technology (IT) resources. AIT provides resources to staff to assist them in performing their duties for the Institute. It is envisaged that these resources would be used for educational, research and administrative purposes and AIT seeks to promote and facilitate the proper and extensive use of these computing/it resources in the interests of learning and research. This policy should be read in conjunction with AIT Information Security Policy The HEANET Acceptable Use Policy published by HEANET available at 2. TERMINOLOGY AIT Data, (including AIT Master data and AIT Transaction data referred to in this policy) refers to any electronic information stored, processed or transmitted using AIT resources. AIT Data is the sole property of AIT, precluding any infringement of Data Protection legislation. AIT Resources (also referred to as Resources in this policy) includes but is not limited to: Workstations including desktop machines and laptops Servers Software systems and applications Network media such as routers and wireless routers Network connectivity (AIT Staff Network) iphones and other portable devices USB memory devices All other media and peripheral devices provided by AIT Staff refers to all full-time and part-time employees, contractors, visitors, and postgraduates or any other persons with an AIT network domain account. User refers to a staff member who is authorized to use AIT Resources and access AIT Data and who has been given a certain level of access rights (user ID, password and authorization levels) in order to do so. Access includes access from within AIT and also remote access from outside the AIT network perimeter 3. SCOPE This Acceptable Use Policy covers the acceptable use by AIT Staff of AIT Data AIT Resources It applies to all computing and networking facilities provided by any department or section of the Institute. It should be interpreted such that it has the widest application, in particular references to Computing Services should, where appropriate, be taken to include departmental heads responsible for the provision of a computing service. 2

4 4. ACCEPTABLE USAGE POLICY Please Note: Users are responsible for their user account and password (refer to Information Security Policy). User IDs and passwords should never be written down or shared with others. The same rule applies to Staff ID cards which are assigned to one person who should not share with any other person. Sharing of Staff ID cards is strictly prohibited. No user shall jeopardise the integrity, performance or reliability of AIT IT Resources. Reasonable care should be taken to ensure that resource use does not reduce the level of integrity, performance or reliability of AIT IT Resources, or result in a denial of service to others. Conventional norms of behaviour apply to computer based information technology just as they would apply to more traditional media. Within the setting of AIT this should also be taken to mean that the traditions of academic freedom will always be respected. AIT, as expressed in AIT s Equal Opportunities Policy, is committed to achieving an educational and working environment which provides equality of opportunity, and freedom from discrimination on the grounds of race, religion, sex, social class, sexual orientation, age, disability or special need. No user shall interfere or attempt to interfere in any way with information belonging to or material prepared by another user. Similarly no user shall make unauthorised copies of information belonging to another user. The same conventions of privacy should apply to electronically held information as to that held on traditional media such as paper. Users of IT services external to the Institute are expected to abide by any rules and codes of conduct applying to such services. 3

5 General acceptable usage rules for all systems including and internet facilities: Respect the legal protections to data and software provided by copyright and licenses. Do not load unauthorised and/or unlicensed software onto AIT Resources Do not use AIT IT Resources to inappropriately obtain, store and/or distribute copyrighted material. Do not use AIT IT Resources to infringe intellectual property rights including trademark, patent, design and/or moral rights. Do not obtain/download, store and/or distribute text or images which contain any materials prohibited by law, or material of a pornographic, racist or extreme political nature, or which incites violence, hatred or any illegal activity. Do not forward electronic mail messages to others, particularly newsgroups or mailing lists, without the permission of the originator. Do not (without prior notification to CSD) forward electronic mail messages with attachments to large internal mail distribution lists. Do not use AIT s computers to make unauthorised entry into any other computer or network. Do not participate in unauthorised activity which results in heavy network traffic and thereby interrupts the legitimate use by others of AIT resources. Do not disrupt or interfere with other computers or network users, services, or equipment. Intentional disruption of the operation of computer systems and networks is a crime under the Computer Misuse legislation 1. Do not use AIT resources to participant in unsolicited Advertising ( spamming ) Do not use AIT for social networking which significantly exceeds that required for AIT related work. Do not represent yourself as another person. Do not use IT resources to obtain, store and/or transmit confidential AIT information without appropriate authorisation Do not remove any copyright, trademark or other proprietary rights notices contained in or on the message In order to protect the interest of staff, students and the Institute, system based controls have been implemented to prevent inappropriate usage. It is expressly forbidden under this policy to intentionally attempt to circumvent these controls. 1 Most computer crime related offences can be found in section 5 of the Criminal Damage Act, 1991 and Section 9 of the Criminal Justice (Theft and Fraud) Offences Act, The Council of Europe Convention on Cybercrime, which entered into force in July 2004, also provides guidelines for governments wishing to develop legislation against cybercrime. 4

6 Please note the following: All electronic mail coming into or leaving AIT is scanned for viruses. Images embedded in or attached to electronic mail are also scanned to assess their compliance with the AIT acceptable use policy Delivery or receipt of to external organizations cannot be guaranteed by AIT to the nature of and the internet. All system activity including Internet and activity is monitored and logged for the following reasons: o Monitoring system performance o Monitoring unauthorised access attempts o Monitoring the impact of system changes and checking for any unauthorised changes o Monitoring adherence to the acceptable usage rules outlined in this policy Monitoring can be ongoing, proactive and/or periodic. AIT reserve the right to review all AIT resources and the data contained within. All monitoring by the Institute will be proportionate so as to protect the resources of the Institute and to reduce the risk of reputational and/or legal issues, while taking into account the legitimate privacy and interests of staff. It is also important to re-iterate that AIT data and AIT resources are only to be used for legitimate AIT business and are not to be shared with any other persons or organizations without appropriate authorization. A limited amount of personal usage of AIT resources is acceptable provided it: Does not consume more than a trivial amount of resources, Does not interfere with department or staff productivity (this is at the discretion of the Head of Department/Faculty), Is not for private commercial gain, Does not preclude others with genuine AIT related needs from accessing the facilities, Does not involve inappropriate behavior as outlined above, and Does not involve any illegal or unethical activities. 5

7 5. POLICY ACCEPTANCE By signing this policy document, I acknowledge that I have read, understand and agree to AIT s Acceptable Usage Policy and I agree to comply with all the requirements specified above. Employee Name Printed Employee Signature Department Date 6. POLICY VIOLATION Refusal to sign section 5 of the above policy will lead to the removal of AIT resource privileges, contravention of the policy will also result in removal of AIT resource privileges and can lead to disciplinary action in accordance with the AIT s disciplinary procedures. 6

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