GoogleApps@UIS is being offered to the University of Illinois at Springfield community through the Google Apps for Education program (“Services”). Current UIS faculty and staff and currently registered UIS students are eligible for Google Apps@UIS accounts (“Users”). Students may choose to use GoogleApps@UIS because it will give them unified calendar, document collaboration, Web sites, chat, and more.
Note: Faculty, staff, and students doing sensitive work should pay particular attention to 5. Appropriate Use for Copyright, Private, and Sensitive Data.
- Intended Users
- Applicable Laws and Policies
- Proper and Authorized Use
- Appropriate Use for Copyright, Private, and Sensitive Data
- Privacy, Warranties and Liability
- Administration of the Service
- External Content
- Appropriate Use
- Acceptance of Terms
- Express Consent
The University of Illinois at Springfield (“the University”) provides the GoogleApps@UIS Services to support the educational, research, and public service missions of the University of Illinois.
The University is providing GoogleApps@UIS through a contract with Google. The Services are provided at no cost to authorized Users. Other services offered by Google that are not governed by Google’s contract with the University, and the University does not recommend or endorse such services.
You are urged to review and familiarize yourself with Google’s policies applicable to the Google Apps for Educations program.
2. Intended Users
Current UIS faculty, staff, and currently registered UIS students are eligible for Google Apps@UIS accounts. Minors under the age of 13, even if they are registered students, will not be permitted to have GoogleApps@UIS accounts.
3. Applicable Laws and Policies
You agree that you are solely responsible for content, information, files, or data posted through the provided Services and that you will hold the University of Illinois harmless against any and all claims from third parties regarding content created using your user account.
Anonymous access and posting to these Services is also forbidden. All Users must accept that their identity will be associated with any content they provide to the site and may be visible to all Users of the Services.
Collaboration with other Google Apps users, both within and outside the University, is permitted. It is your responsibility to ensure that University intellectual property is protected and to prevent inappropriate file sharing.
You agree not to use the provided Services intentionally or unintentionally to violate any applicable law. The use of these Services provided by the University is subject to all the policies and regulations of the University of Illinois. The major policy documents for students at UIS can be found at http://www.uis.edu/studentaffairs/students/policies/index.html.
4. Proper and Authorized Use
You may use the GoogleApps@UIS Services for University activities, in accordance with the University’s Acceptable Use Policy, which can be viewed at http://www.uis.edu/informationtechnologyservices/about/policies.html and the University of Illinois’ Information Security Policy, which can be viewed at http://www.obfs.uillinois.edu/cms/one.aspx?pageId=914038.
GoogleApps@UIS is intended to support a broad range of communications, teaching, research and other activities supporting the mission of the University. GoogleApps@UIS may not be used to violate academic integrity. The Services may not be used for high risk activities. Professional and appropriate etiquette is required. In particular, all standards of behavior, courtesy, and etiquette that govern vocal and written communications also extend to electronic communications.
Email communications sent to the email address associated with these Services by the University and/or its agents is considered an official communication to the User of the account. Reading and responding, as appropriate, to these communications is an obligation of using these Services.
Anonymous access and posting to these Services is forbidden. You must identify yourself as yourself and may not impersonate other users or individuals. You may not share your account with others.
No individual may use GoogleApps@UIS for commercial or profit-making purposes or other purposes that interfere with, or are contrary to, the mission of the University. The General Rules of the University of Illinois, established by the Board of Trustees, prohibit private use of University property and services. This policy implements the requirement of the Illinois Constitution that “public funds, property or credit shall be used only for public purposes.” Additionally, the State Officials and Employees Ethics Act explicitly prohibits the use of University property and resources for political campaign activities.
Google Apps should be used with caution, or not at all, for private and sensitive data, some of which are specified below.
Note that Google will not guarantee that your data, such as information placed or stored in Google Apps applications, will reside in the United States. Data or other electronic information (such as software) subject to export controls may not be used within the context of these Services. (See below).
5. Appropriate Use for Copyright, Private, and Sensitive Data
Use of GoogleApps@UIS accounts to store or transmit copyrighted material such as music or video files is forbidden unless permission has been obtained from the copyright owner. The University’s Policy on Sharing Copyright Works can be viewed at http://libguides.uis.edu/faculty.
Family Educational Rights and Privacy Act (FERPA) Data
In accordance with the University’s Student Record Policy, which can be viewed at http://www.uis.edu/registration/records/studentrecordpolicy.html, the University will not disclose student record information that it maintains except as provided by FERPA. Student data that is protected by FERPA is permitted in the GoogleApps@UIS services, provided that it is shared only with the student and is never made publicly accessible.
Health Insurance Portability Accountability Act (HIPAA) and Protected Health Information (PHI) Data
The Heath Insurance Portability Accountability Act, HIPAA, http://www.hhs.gov/ocr/privacy/hipaa/understanding/srsummary.html mandates a level of security and privacy for protected health information (PHI) that cannot be ensured in Google Apps. Therefore, GoogleApps@UIS should not be used to transmit or store or display PHI or any other form of sensitive or private data that must remain confidential by law or regulation or policy.
Export Controlled Information
Export controlled information is not permitted in GoogleApps@UIS because the University has no assurance from Google that all GoogleApps@UIS data will be stored on and handled by servers located exclusively in the United States.
Researchers at UIS must be cautious about export control. U.S. export control laws can apply to work conducted entirely on campus, as well as to research conducted at other locations either in the U.S. or abroad, either by University researchers alone or in collaboration with U.S or non-U.S. researchers. Individuals who violate export control laws are subject to severe criminal and civil penalties. The Council On Governmental Relations, COGR, has information on Export Controls, especially as they apply to research universities such as UIS: http://cogr.edu/Pubs_ExportControls.cfm
(Access to most of the information on this site requires a free account that the use of your UIS.edu email address will automatically allow you to open.)
6. Privacy, Warranties and Liability
The views and opinions expressed by the Users of GoogleApps@UIS do not necessarily state or reflect those of the State of Illinois Government, the University of Illinois, or the University of Illinois at Springfield. Please be aware that we do not control or guarantee the accuracy, relevance, timeliness or completeness of the information expressed by Users of these Services.
7. Administration of the Service
In accordance with the Express Consent that you provided at the end of this document, the University of Illinois at Springfield may access your account for administrative and other purposes (such as, but not limited to password resets, compliance with University policies, and other rules governing these Services, including the investigation of security incidents). This right extends to any information stored within the account. This may require Google to disclose to the University any information stored within the account including email, or other files of any kind or type. Users of these Services will be notified of account access.
8. External Content
The University does not assume responsibility, nor can be held accountable, for non-University links or the contents or information of those links. This extends to your use, or losses incurred by your use, of those links or the information they contain.
9. Appropriate Use
Notifications of inappropriate use should be made to firstname.lastname@example.org.
10. Acceptance of Terms
11. Express Consent
You hereby agree and provide your express consent that the University of Illinois at Springfield may release the necessary directory information to Google to allow your GoogleApps@UIS account to be created. You further agree and provide your express consent that the University of Illinois at Springfield may access your account once created for administrative and other purposes such as password resets and compliance with University policies governing this Service. This may require Google to disclose to the University of Illinois any information stored within the account including files of any kind or type. By selecting “I agree” below, you hereby explicitly agree to all of the terms in this document.