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UIS IT Policies, Procedures & Guidelines

Acceptable Use of Information Technology Resources

The primary purpose of information technology resources at the University of Illinois in Springfield is to enhance and support the educational mission of the University. Access to the University’s technology resources is a privilege granted to University students, faculty, staff, and approved guests. These resources include hardware, software, computer accounts, local area networks as well as connections to other computer networks via the Internet. Everyone using these resources is responsible for using them in an appropriate, ethical and lawful manner.

All users must refrain from the following activities:

  • Using computing resources to violate any university policy or regulation, or federal, state or local law.
  • Using university computing resources for personal gain or personal commercial purposes.
  • Entering, without authorization, into any account to use, read, transfer or change the contents in any way.
  • Using computing facilities to send obscene, abusive, threatening, defamatory, or harassing messages.
  • Using the resources for activities not directly related to academic or research endeavors in such a way that it causes disruption to other users.
  • Installing or using unauthorized copyrighted materials or licensed software.
  • Using computing resources to interfere with the normal operation of university computing systems and connected networks including, but not limited to, introducing viruses, flooding the network with messages, sending chain letters, or unfairly monopolizing resources that results in the exclusion of others.

Sharing or downloading copyrighted material without permission is illegal and as such is against university policy. If you share copyrighted files without the permission of the copyright holder, you are breaking the law and may face civil and/or criminal prosecution, in addition to university discipline. There are many legal alternatives to illegal downloading of copyrighted media. The EDUCAUSE site maintains a Legal Sources of Online Content page here: http://www.educause.edu/legalcontent

Intentional failure to comply with this policy may result in action that may include suspension of user privileges or other disciplinary action.

Guidelines for Using Computer Labs

The primary purpose of computer lab resources is for academic research, study, and doing class assignments. Lab users have a right to expect a quiet, clean, academic lab environment. These guidelines are intended to clarify the responsibilities of lab users towards this end.

  • All activities must adhere to the guidelines for “Acceptable Use of Information Technology Resources”.
  • Use of the lab is restricted to the current students, faculty, staff, and authorized University guests. Lab Attendants have the right to request to see a University ID.
  • Children are not permitted in the labs without the supervision of an adult.
  • Loud conversations are not permitted in the labs, as it is a disturbance to other users. This also includes listening to music with the earphone volume turned too high. Students engaged in loud, disruptive conversations in the labs would be asked to leave.
  • Users are responsible for saving their documents on their own removable media or cloud storage.
  • When all workstations are in use and students are waiting to use a computer, please be considerate.
  • While you have the freedom to view varying types of materials, please remember that others in the lab may, and can, see what you are looking at. We are not trying to dictate what material you may view, only asking that you have respect for other people’s feelings while doing so.

Intentional failure to comply with these guidelines will result in action that may include suspension of user privileges.

Policy for Acceptable Use of Network Resources

Access to the UIS campus network is a privilege granted to employees, students, and guests who agree to comply with the provisions of this policy. Everyone using the campus network is responsible for using it in an appropriate, ethical and lawful manner.

All users must comply with the following:

  • Each computer must have a functional anti-virus program installed on it. The software must be configured to be automatically updated as new updates are made available. Employees and students may use the latest version of anti-virus software supplied by UIS Information Technology Services at no additional cost. The free version of anti-virus software can be downloaded from the University of Illinois Webstore.
  • No user-supplied network equipment may be connected to the campus network. This includes network hubs, network switches, and other similar equipment. Wireless switches and routers of any kind are not permitted, even if not connected to the campus network.
  • No attempt on the part of the user will be made to interfere or block anti-virus updates, operating system updates, or other activities deemed necessary by Information Technology Services to maintain and ensure a safe networking and computing environment.
  • Students are responsible for the actions of their guests and agree to ensure that guests comply with this policy.

Email Distribution Lists

Electronic announcements are distributed to the university community through email distribution lists and myUIS portal. A distribution list is a list of email addresses. Emails sent to a distribution list are received by all members of the list.

Guidelines

All uses of distribution lists must adhere to the UIS Acceptable Use Policy, as well as other policies related to specific distribution lists (such as lists for departments, colleges, organizations, etc). Individuals who send messages through distribution lists are personally responsible for the message content. Distribution lists may only be used for university related purposes and may not be used for private or personal use. When sending an email to a distribution list, it is helpful to consider the following questions:

  • Does this email pertain to all individuals on the list or just a few?
  • Is there a more effective method of distributing this information?
  • Does using the list conflict with any aspects of the UIS Acceptable Use Policy?
  • Is this information directly related to the group receiving it?

Distribution Lists Administrated by ITS

General Campus Announcements
General announcements pertaining and of interest to all members of the campus community may be sent to the UIS Campus Announcements distribution list. All employees can email to this list. Messages sent to this list will appear in the campus portal ( my.uis.edu). All emails sent to campus announcements will be gathered into a single email digest and delivered daily at 9:00am directly to all employee and student email inboxes in addition to being posted to the portal. You may also subscribe to this list and receive messages through MS Outlook and other RSS feed readers. The feed address is http://uisapp.uis.edu/announcements/campus.rss.

Guidelines for Using the Campus Announcement System

  • Use descriptive subject lines in your announcement emails. The subject line forms the link people will see and base their decision on whether they want to open your message.
  • Emails sent to UIS Campus Announcements after 9:00am will be included in the daily digest email the following day.
  • Emails sent using [Delay Delivery] run the risk of being skipped (i.e. not sent out) since the email send date – not the delivery date, is used for basing the decision to include an email or not (from the previous 24 hour period).
  • Announcements will continue to be posted immediately on the MyUIS portal site.
  • Be mindful of your target audience; if a message is relevant to a smaller group you should target them directly. For example, if your information is only useful to Academic Professionals then the announcement should be sent to their distribution list instead of the entire campus.
  • If you add image graphics to your campus announcement make sure the images are either GIF or JPG files. All other image formats will not display correctly on the email digest and campus portal.

Official Employee Announcements
Official university announcements are sent to the UIS Employee – Official Information DL list. Every UIS employee is a member of this list and receives these official announcements in their email inbox. Due to the official nature of this distribution list, only certain University officials can send messages to this list.

Official Student Announcements
Official student announcements are sent to the UIS Student – Official Information DL. Every currently enrolled student is a member of this list and receives the official announcements in their email inbox. Due to the official nature of this distribution list, only certain University officials can send messages to this list.

UIS Academic Professionals

Every UIS Academic Professional is a member of this list and receives messages in their email inbox. Members of this list along with University officials may send messages to this list.  The UIS Academic Professionals distribution list is managed by Kim Hayden.

UIS Civil Service Employees

Every UIS Civil Service Employee is a member of this list and receives messages in their email inbox. Members of this list along with University officials may send messages to this list.  The UIS Civil Service Employees distribution list is managed by Joy Thibadeau.

Other Distribution Lists
In addition to the three main distribution lists discussed above there are a number of other important lists that serve large segments of the UIS community. The following is a list of other frequently used general distribution lists and the staff members that manage the list:

  • UIS Business Managers DL – Cheryl Churchill
  • UIS Deans, Directors and Department Heads – Patricia Sanchez
  • UIS Emeritus Faculty – Patti Brown
  • UIS Faculty – Patti Brown
  • UIS Online – Carrie Levin
  • UIS Part-Time Faculty – Patti Brown
  • UIS Program Secretaries and Staff DL – Patti Brown
  • UIS Student Organization Advisors DL – Cynthia Thompson
  • UIS Student Organizations DL – Cynthia Thompson

Use of these and all other distribution lists must adhere to the UIS Acceptable Use Policy as well as other guidelines set by the list manager.

Campus departments and organizations can request new distribution lists by contacting the ITS Client Services Center ( techsupport@uis.edu).

Data Migration Policy – On University owned computers

In some instances, such as certain virus infections, the only software repair option available for your computer may be to reformat the hard drive. Reformatting the hard drive means completely erasing all files and data on your computer and performing a clean install of the operating system.

In any instance where your computer is going to be reformatted by the ITS Client Services, we will migrate your university-related files and data for you. ITS Client Services will also migrate certain types of personal files (see below). On Windows computers, ITS Client Services will normally migrate the ‘My Documents’ folder and all its subfolders. If you have files stored in other places on your computer you can place those files in a folder on your desktop called “Backup”. (If you are not able to backup your files because your computer won’t start, the Help Desk will seek your guidance in locating your files in other locations).

ITS Client Services is not able to migrate or otherwise back up any currently installed applications or system settings to the reformatted operating system.  ITS Client Services will reinstall all ITS supported software and peripherals.

Investigation of Copyright Violations

UIS accepts and responds to Digital Millennium Copyright Act (DMCA) notices. When UIS receives a copyright infringement claim involving music, video, software, or other digital materials, the following steps are taken:

  • Check network usage logs and registration information to examine the system alleged to be involved in copyright infringement and identify the person using it. ITS will not disclose the user’s identity to the claimant.
  • If the user is identified as a UIS student, notify the user and the Vice Chancellor for the Student Affairs of the infringement claim. If an employee, notify the user and the appropriate Dean.
  • If the user does not dispute the claim, require the user to submit a statement (a) confirming the copyright infringement, (b) acknowledging violation of the Acceptable User Policies, and (c) removing copyrighted materials and promising not to repeat the behavior.
  • If the user denies using copyrighted materials, he/she must make a statement denying the copyright infringement. ITS will inform the claimant that the user has denied the claim. Under the DMCA, the claimant may pursue a subpoena to obtain the identity of the system user and may file a lawsuit against the user.
  • For repeat student violators, ITS suspends the user’s access to the campus network for five days and informs the Vice Chancellor for the Student Affairs of the action taken.
  • During the suspension period students still have access to the network using lab and checkout laptops.
  • Inform the claimant that the matter has been resolved.

Files that ITS Client Services will migrate include, but are not limited to:

  • documents
  • spreadsheets
  • databases
  • digital camera pictures
  • graphic design work
  • PDF files
  • files directly related to instruction (may include movies, music, etc.)

Summary of Civil and Criminal Penalties for Violation of Federal Copyright Laws

Copyright infringement is the act of exercising, without permission or legal authority, one or more of the exclusive rights granted to the copyright owner under section 106 of the Copyright Act (Title 17 of the United States Code). These rights include the right to reproduce or distribute a copyrighted work. In the file-sharing context, downloading or uploading substantial parts of a copyrighted work without authority constitutes an infringement.

Penalties for copyright infringement include civil and criminal penalties. In general, anyone found liable for civil copyright infringement may be ordered to pay either actual damages or “statutory” damages affixed at not less than $750 and not more than $30,000 per work infringed. For “willful” infringement, a court may award up to $150,000 per work infringed. A court can, in its discretion, also assess costs and attorneys’ fees. For details, see Title 17, United States Code, Sections 504, 505.

Willful copyright infringement can also result in criminal penalties, including imprisonment of up to five years and fines of up to $250,000 per offense.

For more information, please see the Web site of the U.S. Copyright Office at www.copyright.gov, especially their FAQ’s at www.copyright.gov/help/faq.

Protection of Electronic Information

Protection of Information in Electronic Media

Information and data maintained in electronic media on University computer systems are protected by the same laws and policies, and are subject to the same limitations, as information and communications in other media. Before storing or sending confidential or personal information, campus users should understand that most materials on University systems are, by definition, public records. As such, they are subject to laws and policies that may compel the University to disclose them. The privacy of materials kept in electronic data storage and electronic mail is neither a right nor is it guaranteed.

Examination of Contents of Electronic Messages and Files

Unless required by law or by authorized administrative approval to do otherwise, campus and unit-level system administrators will not examine the contents of electronic messages and files and will make every reasonable effort to protect them from unauthorized inspection, subject to the following:

  • Contents of Email: The contents of electronic messages might be seen by a system administrator in the course of routine maintenance or in order to dispose of undeliverable messages. In addition, electronic mail systems store messages in files (e.g., the file containing a user’s inbound mail.) These files are copied in the course of system backups, and these backup copies may be kept long after original messages were deleted.
  • System Files and Logs: In the course of resolving system performance or security problems, system administrators may examine the contents of files that control the flow of tasks through the system or that grant unauthenticated access to other systems. This includes systems logs that document some activities of users.
  • File and Directory Names: File names and directory names are treated as public information and are not protected.

Process for Requesting Disclosure of Contents of Messages and Files

  • Requesting Disclosure: Requests for disclosure must be made in writing through regular reporting channels, consistent with the guidelines below. Requests for disclosure are made to the campus Chief Information Officer (CIO), who is assigned the responsibility for implementing this policy and ensuring that the scope of the disclosure is limited to a legitimate University purpose. The CIO carries out these responsibilities in consultation with Legal Counsel and other appropriate offices. The CIO may designate an individual to act on his or her behalf in fulfilling these responsibilities. All authorizations by the CIO or designee will include specifications for the form and timing of notification to the person whose information is accessed or disclosed.
  • Action While a Request is Pending: While a request consistent with this process is pending or under consideration, the requesting unit executive officer may ask computer system administrators to take reasonable, necessary steps to maintain, store, or otherwise prevent the deletion or modification of the information being sought. This must be done in such a way as to maintain the privacy of said information until the requested disclosure is reviewed. The Office of the CIO may be able to advise units on appropriate procedures.
  • Notification of Affected Individual(s): When the CIO or a designated authorized unit administrator provides access to, and disclosure of, email messages and/or file content under provisions of external laws, regulations or applications of this University policy, the requesting administrator will normally notify in advance the individual(s) whose information is to be released, indicating the information to be released and the law, regulation or policy that governs the release. If individuals are not notified in advance, the CIO will be responsible for determining when notification is appropriate and for ensuring that such notification is carried out. Circumstances in which notification may be delayed include, but are not limited to, (1) the presentation by legal bodies of subpoenas or other instruments prohibiting advance notification, (2) situations where the safety of individuals is involved, or (3) investigations or inquiries conducted under published University policies.
  • Conditions for Disclosure: In the absence of legally compelled access or disclosure, the CIO is authorized to grant access to a user’s file contents or electronic mail messages, or to give copies of them to any third party within the University only if all the guidelines below are met:

    i) The access or disclosure is requested in writing through regular University reporting channels, including the unit executive officer of the individual whose information is being disclosed and the next administrator in that reporting chain.

    ii) The reason for the requested disclosure serves a legitimate University purpose.

    iii) The disclosure is not invasive of legitimate privacy interests or unreasonable under the circumstances, e.g., in light of alternative means of acquiring the information or achieving the requester’s purpose.

    iv) The nature and scope of the disclosure is submitted in writing to and approved by the CIO. This request is normally submitted by the approving executive officer indicated above.

    v) The affected individuals are notified in a timely manner in writing of any access or disclosure.

Equipment Transfer and Disposal

Disposals

  • Disposals Disposal of Electronic Equipment (desktops & laptops only) will be handled by UIS Information Technology Services. Individual departments will need to complete an Interdepartmental Transfer in FABweb to transfer the equipment to UIS Information Technology Services, who will then complete data wiping, internal redistribution, and disposal. The new responsible COA and Org are 4-305002. Step-by-step procedures are attached.
  • Disposal of non-electronic equipment (anything sent to the UIS surplus building) will be handled by completing a Surplus/Disposal transaction in FABweb. Once the transaction has been completed and approved by the department the request is reviewed by University Property Accounting & Reporting (UPAR) staff. After UPAR staff review the request, an excel spreadsheet approved by UPAR will be sent back to the department representative and the Facilities Scheduling and Services staff. Facilities Scheduling and Services staff will contact the department to arrange for transportation.

Transfers

  • Transfers between departments will be handled by completing a transfer request in FABweb. Once both the originating and receiving departments have approved the request in FABweb the property contact of the receiving department will use the “Save to Excel” functionality to create a spreadsheet. To arrange for moving the equipment, attach the spreadsheet to an email and send to Jason Gibson ( jgibs4@uis.edu) at Facilities Scheduling and Services. It is your department’s responsibility to forward the excel spreadsheet to Facilities Scheduling and Services. UPAR will not be involved in reviewing or approving these transfers.
    [NOTE: FABweb transfers are currently coded to require at least one Tagged/Controlled equipment item, but units can use the functionality for all items by first adding a valid PTag and deleting the PTag from the list after all non-tagged equipment is added to the request.]

Transfers from Surplus

  • Contact Jason Gibson, Facility Scheduling and Services at 206-6379 or jgibs4@uis.edu to inquire about available surplus equipment. Departments will be given a tag number or description of the items. Use the tag number or description to complete an electronic version of the Surplus Equipment Retrieval Form. This form is available at http://www.obfs.uillinois.edu/forms/equipment-management-surplus/. Send the form as an email attachment to obfsuafrproperty@uillinois.edu. UPAR will forward the approved form back to Jason who will arrange for delivery of the equipment. Once the equipment is delivered to the department the records will be updated in Banner by UPAR.
  • If you have questions, please contact Janet Ayers at jayers2@uillinois.edu or 312-996-2858 or Jeff Weaver at jweaver2@uillinois.edu or 217-244-7978.

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