Policies | Overview
ITS developed policies and procedures to ensure and reinforce the safety, reliability, integrity and privacy of data. These include: a university-wide disaster recovery plan which includes a daily backup of all key data and their recover in the event of failures; software to protect user data from internal and external threats; rules for webmail and Internet access; HU values privacy and is committed to protecting any personal information It holds All ITS policies and procedures are available below and are regularly reviewed and revised as needed.
Computer Lab Rules & Regulations
• Working hours in the computer lab are: MTWTHF from 8.00 am till 4.50 pm.
• The Computer Lab is closed on Saturdays, Sundays, and ALL public holidays. It will also be closed for specific purposes, example: for maintenance work.
• No food stuff is to be brought into the computer lab at all time.
• The ITS department will not be responsible for any loss of personal belongings left in the Computer Lab.
• The user's stationery, such as paper, pens and pencils etc. are to be removed from the workstation before leaving the room. The ITS Department is not responsible for the loss of any stationery in the Computer Lab.
• Floppy disks/Flash Drives and other removable storage media (e.g. CD-ROMs, DVD-ROMs etc) must not be left behind in the drive.
• Do not save your work in the computer hard disk. Use your own diskette/Flash Drives to do this.
• In order to respect the privacy of other students, please don’t engage in loud conversations, and always use headphones if you’re listening to audio. The Computer Lab is typically used by students to support their academic requirements and courses.
• Users are advised to use the standard software provided by the department. Installation of software other than those already installed on the computers is strictly prohibited.
• Storage of data in the computer hard disks is also strictly prohibited. Any program or data stored by users in the hard disk will be deleted without warning.
• Because of security problems, downloading software from the Internet is strongly discouraged. Any such software found in the hard disk will be deleted without warning.
• Do not abuse the hardware. If you encounter a problem with hardware or software, tell the lab assistant. The lab assistant will contact the Computer Lab Technician.
Email Use Policy
HU provides a range of computing facilities and resources for faculty, staff and students. While users may have the right to use an HU email address, the University retains ownership of that address and all other parts of the email. Appropriate standards of civility should be used when using e-mail and other messaging services to communicate with other staff members, students or any other message recipients. When using the email or messaging system users must not send: Angry or Antagonistic Messages – these can be perceived as bullying other people with Offensive, Intimidating or Humiliating Emails - University IT Resources must not be used to humiliate, intimidate or offend another person on the basis of their race, gender, or any other attribute.
Copyright will be infringed if you send, without permission of the copyright owner, an audio or video file, music charts/lyrics, commercial photographs, journal article or report to another person using email
Account termination: Email and computer access will cease on the expiration of the contract for staff and faculty. Student Email Accounts: After students’ graduation, their email addresses will become “first name initial.Last firstname.lastname@example.org”. As for students who leave the University, their accounts will be terminated.
Internet Usage and Monitoring Policy
The purpose of this policy is to define standards for systems that monitor and limit web use from any host within HU’s network. These standards are designed to promote an academic environment, and ensure that web use can be monitored or researched during an incident.
This policy applies to all HU staff, faculty and students, with an HU-owned or personally-owned computer or workstation connected to the HU’s network.
This policy applies to all end user initiated communications between HU’s network and the Internet, including web browsing, instant messaging, file transfer, file sharing, and other standard and proprietary protocols. Server to Server communications, such as SMTP traffic, backups, automated data transfers or database communications are excluded from this policy.
3.0 Policy 3.1 Web Site Monitoring
The ITS Department shall monitor Internet use from all computers and devices connected to the corporate network. For all traffic the monitoring system must record the source IP address, the date, the time, the protocol, and the destination site or server. Internet Use records must be preserved for 180 days. (why, there seems to be an element of academic intimidation here. As faculty I would be very concerned if all my Internet use is monitored and kept for 180 days.
3.3 Internet Use Filtering System
The ITS Department shall block access to Internet websites and protocols that are deemed inappropriate for HU’s academic environment. In addition, given the exorbitant cost of purchasing local bandwidth, ITS will filter all websites and contents deemed “bandwidth-hungry”. For a list of the protocols and services that are deemed inappropriate, please contact the ITS department, or refer to your local public folder on the Haigazian secured network.
3.4 Internet Use Filtering Rule Changes
The ITS Department shall periodically review and recommend changes to web and protocol filtering rules Changes to web and protocol filtering rules will be recorded in the Internet Use Monitoring and Filtering Policy.
3.5 Internet Use Filtering Exceptions
If a website is improperly categorized, employees may request the site be un-blocked by submitting an approved request to the Director of ITS.
Employees may access blocked sites/services with permission if appropriate and necessary for academic purposes.
The ITS Department will periodically review Internet use monitoring and filtering systems and processes to ensure they are in compliance with this policy. Any employee found to have violated this policy will be reported to their immediate supervisor.
ITS requires employees to change their passwords (LAN and applications such as: Classroom Management) once a year. When a password has expired, the user will be prompted to change it as follows:
• When creating your password don’t use anything that would be easy for someone to guess. For example, never use any part of your username. Don’t use your phone number, birth date, family name, etc.
• Do not share your password with ANYONE – not friends, coworkers or family members. Your password is the only thing that that ensures privacy of your account. It is also your obligation to see that only you use your account. You are responsible for how your account is used, so do not let other people have access to it.
• Keep your password hidden. Do not write your password down on a piece of paper. Instead commit it to memory! Never put your password on sticky notes on your monitor or desk.
• A longer password equals better security. The longer your password is the harder it is for someone to figure out. Your password should be at least 6 characters long and contain a mix of numbers and letters.
Security and Privacy
Accounts, files, and other stored data including, but not limited to, e-mail messages belonging to users at HU, are normally held private and secure from intervention by other users, including the staff of the ITS Department.
There are situations in which duly authorized ITS staff may be required to intervene in user accounts, temporarily suspend account access or disconnect computers from the network in the course of maintaining HU’s IT Resources such as repairing, upgrading or restoring file servers or personal computer systems.
Users should be aware that ITS staff may from time to time become aware of the contents of user directories and hard disk drives in the normal course of their work, and they are bound to keep this information confidential.
Access to and Monitoring
HU does not generally monitor e-mail, files or data stored on University IT resources. However, HU reserves the right to access and monitor any computer or other electronic device connected to the HU network. This includes equipment owned by HU and personal computing equipment (e.g. laptops) that are connected to the network.
Access to and monitoring of equipment is permitted for any reason, including but not limited to, suspected breaches by the user of his/her duties as a staff member, unlawful activities or breaches of University legislation and policies. Access to and monitoring includes, but is not limited to e-mail, web sites, server logs and electronic files.
HU may keep a record of any monitoring or investigations.
Prior Approval Required
Prior approval must be obtained from the President, before a user's e-mail, files or data may be accessed by authorized staff. Any information obtained under this approval will be treated as confidential, and only disclosed to relevant 3rd parties. Access to the information will be strictly on a need-to-know basis.
Allowing faculty, staff and students to install software on HU computing devices opens the organization up to unnecessary exposure. Conflicting file versions or DLLs which can prevent programs from running, the introduction of malware from infected installation software, unlicensed software which could be discovered in an audit and programs which can be used to hack the organization’s network are examples of the problems that can be introduced when faculty, staff and students install software on university equipment.
To minimize the risk of loss of program functionality, the exposure of sensitive information contained within HU’s computing network, the risk of introducing malware, and the legal exposure of running unlicensed software.
This policy covers all computers, servers, laptops and other computing devices operating within HU
Faculty, staff and students may not install software on HU’s computing devices operated within the HU network. Software requests must first be approved by the requester’s manager and then forwarded to the Information Technology department or Help Desk in writing or via email. Software must be selected from an approved software list, maintained by the Information Technology department, unless no selection on the list meets the requester’s need. The Information Technology Department will obtain and track the licenses, test new software for conflict and compatibility, and perform the installation.
Any employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.
HU uses the Trend Micro Antivirus software for the preservation of the faculty, staff and lab computers & network servers. All network connected PC workstations and servers have this software loaded & configured by ITS Staff.
HU uses the “Fortigate” universal threat management software for scanning all inbound traffic from the Internet.
• It is recommended that no external disk Drives be used on any faculty or staff computer without previously being scanned for viruses.
• It is also recommended that no files or e-mail messages be downloaded or accepted from any suspected insecure source.