This Policy sets down acceptable behaviours for use of the College s IT and communications facilities and the consequences of unacceptable conduct.

Transcription

1 Dcument Name: Oaklands Cllege Infrmatin Security Management System Appendix C Acceptable Use Plicy Creatin Date: 19 th January 2012 Next Review Date: 19 th January 2013 Creatr Name: Tristan Self (Head f IT) Dcument Owner(s): Principal and Crpratin Intended Audience: All Staff, Students, Cntractrs and All Persn s Using Oaklands Cllege Systems Versin 1.0 An acceptable use plicy (AUP; als smetimes acceptable usage plicy r Fair Use Plicy) is a set f rules applied by the wner/manager f a netwrk, website r large cmputer system that restrict the ways in which the netwrk site r system may be used. This plicy defines these rules and justificatins fr them where necessary, it als defines where and wh t cntact regarding queries and cnsequences f breaches. Acceptable Use Plicy (AUP) Statement Oaklands Cllege prvides IT facilities t enable and enhance the Cllege s educatinal and peratinal activities fr its cmmunity f students and staff. These facilities are prvided as a privilege, nt a right, and will be withdrawn if abused. Scpe This Plicy applies t staff, students and visitrs t the Cllege wh wish t use the Cllege s IT facilities. This includes staff, students r visitrs cnnecting their wn r cllege equipment t the netwrk, this als includes use f mbile devices. Purpse This Plicy sets dwn acceptable behaviurs fr use f the Cllege s IT and cmmunicatins facilities and the cnsequences f unacceptable cnduct. These plicy items are defined t bth help maintain data and system security as well as reduce the amunt f remedial wrk required by IT Slutins staff t put right damage t systems. Please cntact servicedesk@aklands.ac.uk r x6007 t arrange access r any issues cncerning this AUP. Please nte that yur User ID is yur accunt s name in the frm wayne.rney (wayne.rney1 if yu are a student). Cntent includes materials stred r transmitted n ur systems. Entitlement As part f the Oaklands Cllege Cmmunity yu will be given access t IT Facilities which include: Acceptable Use a User ID and passwrd secure, backed up strage space fr yur wrk (My Dcuments) access t management infrmatin and peratinal systems high speed internet access an accunt (fr wrk use, yu shuld nt nrmally use it fr persnal use) IT supprt via the Cllege s (IT) ServiceDesk security facilities including anti-virus, spam and cntent filtering Yur duties twards ther members f the Cllege Cmmunity include using ur IT facilities respnsibly. This means that yu shuld take int accunt: Cllege plicies (including this ne) respect fr thers and their privacy legal bligatins (including Cpyright, Data Prtectin Act, Regulatin f Investigatry Pwers, Human Rights and Telecms Interceptin f Cmmunicatin legislatin) the cnditins f ur internet prvider Keep Yurself and Others Safe The Internet is full f useful sites but can be a dangerus place. Yu can endanger yur wn infrmatin and that f thers by replying t s frm peple yu d nt knw r giving smene yu d nt knw persnal details (especially n Scial Netwrking sites). Yu shuld never give smene else persnal infrmatin, including yur User ID r passwrd n any system (including urs). may well appear t cme frm smene yu knw (spfing) but actually be frm smene else. Oaklands staff will never ask fr yur passwrd by althugh we may have t change it fr peratinal reasns (and we will infrm yu if this is the case). Oaklands Cllege Infrmatin Security Management System Appendix C Acceptable Use Plicy Page 1

2 Respecting Due Prcess, the ServiceDesk and IT Slutins Staff The servicedesk is run t ensure all users f the system get a reasnable level f service as defined in the IT SLA (Service Level Agreement), t ensure this happens all users (staff and student) will raise the any prblems via the servicedesk nly, using phne x6007, (t servicedesk@aklands.ac.uk) r self service web site. Issues raised in any ther means such as telephning/ ing a member f staff directly will nt be cvered by an SLA and will nt be dealt with in a timely manner. When a call is raised n the servicedesk it is pririty is assigned based n agreed rules with the rganisatin (see SLA dcument), it wn t necessarily be dealt with instantly and yu may need t wait fr a reslutin depending n the severity/pririty f yur call. We ask yu t be patient and wait yur turn t be dealt with. Any IT Slutins staff are due the respect yu wuld shw the any f yur clleagues r fellw students, IT can be frustrating when it desn t wrk, but we ask users nt t take ut their frustratins n IT Slutins staff wh are ultimately there t help yu make the best use f cllege IT facilities. IT Slutins team has a zer tlerance plicy n physical and verbal abuse t its staff. Reprting Prblems It is the respnsibility f any staff member t reprt IT prblems they find as sn as pssible, unless IT Slutins staff are ntified abut a prblem it wn t be fixed. A prblem that has been unreprted fr a lng time will nt be dealt with any faster (just because it was unreprted fr a lng time) when it is actually reprted and will be dealt with accrdance with the SLA agreement. Reprt any prblems via the servicedesk nly: using phne x6007 (pressing the ServiceDesk buttn), (t servicedesk@aklands.ac.uk) r self service web site. Mnitring Yu shuld be aware that all the data stred n and transmitted t and frm ur systems is liable t be mnitred. This mnitring includes s, messaging, web traffic and dcuments saved and transmitted. This mnitring is t ensure that the Cllege runs efficiently and that this AUP is cmplied with. Nrmally this means that we nly examine data and traffic vlumes and nt the cntent f individual items: hwever, ur autmated mnitring systems d examine cntent t determine whether s, messages, data r web sites breach the cnditins f this AUP r cme frm surces f knwn nuisance r malicius intent, this mnitring will cmply with the Telecmmunicatins (Lawful Business Practice)(Interceptin f Cmmunicatins) Regulatins 2000 ("LBP Regulatins") and Regulatin f Investigatry Pwers Act 2000 ("RIPA") laws and legislatin. If we have reasnable grunds fr believing a crime r breach f the Cllege s Plicies has been cmmitted by yu (r we have had cmplaints frm staff, students r external parties abut yur cnduct r actins), we may access yur persnal infrmatin stred n r transmitted thrugh ur systems as part f any investigatin and prvide it t the relevant authrities r t supply infrmatin t any disciplinary prcedures. Nte: that due prcedure will be fllwed and additinal access prcedures fllwed t request access t infrmatin frmally will be used. It may be necessary, if yu are absent (fr sickness, hliday r ther reasns), t check yur r data areas fr business cntinuity and peratinal reasns t btain access t data. Where this is the case yur tutr r manager will be asked t fill in a frm t request access and undertake nt t lk at any persnal infrmatin r and t infrm yu n yur return that yur data areas have been accessed. We recmmend; t ensure yur persnal data is nt inadvertently viewed that yu create a flder called Persnal in yur My Dcuments and Mailbx where yu stre dcuments/ that is f a persnal nature, these areas will nt be lked at fr business cntinuity r peratinal reasns; s we request yu d nt save data that is f this relevance in these areas. Hwever be aware that these areas may be examined as stated befre if we have reasnable grunds fr believing a crime r breach f the Cllege s Plicies has been cmmitted by yu (r we have had cmplaints frm staff, students r external parties abut yur cnduct r actins). Signing this dcument signifies that yu understand that the mnitring abve takes place. Sharing f Infrmatin Sharing f the cllege s infrmatin is key t efficiency, if yu have infrmatin materials that yu believe is f value t the rganisatin yu shuld share it within yur department r within the rganisatin as a whle, there are varius methds available t yu t d this, such as , SharePint (intranet) and Mdle (OakLearn) t name but a few, advice n this can be btained frm the Oaklands Cllege Service Desk. Hwever bear in mind yu shuld nt be disclsing sensitive infrmatin t unauthrised persns, even thse within the rganisatin, see the sectin Infrmatin Security and Nn-Disclsure fr advice n this. By default yu shuld share yur calendar (advice n hw t d this can be perfrmed can be btained frm the Oaklands Cllege Service Desk.) We may autmatically share yur calendar (fr peratinal efficiency), therefre yu shuld assume yur calendar is always shared, if there are any persnal r sensitive calendar items yu shuld ensure that they are made private lcked s they cannt be pened by any ther staff member, hwever they will be able t see that there is an appintment there, just nt able t pen r view its subject r cntents (advice n hw t make items prvide can be btained frm the Oaklands Cllege Service Desk.) Oaklands Cllege Infrmatin Security Management System Appendix C Acceptable Use Plicy Page 2

3 Infrmatin Security and Nn-Disclsure The Cllege hlds a significant amunt f data that is sensitive in nature, it is the respnsibility f any user f the system t cmply with the Cllege s Infrmatin Security Plicy and nt divulge infrmatin t unauthrised parties, act is such a way that allws unauthrised parties access t the data, r allw access in such a way as t allw unauthrised parties access t the data. The IT Slutins department wn t be held respnsible fr lss f infrmatin n a cmputer that was left lcked and unattended fr lng perids f time. All users (staff, students r cntractrs) shuld ensure their cmputer terminal is lcked if they are t leave it fr shrt perids f time. The lck must require that the user be prmpted fr the username and passwrd befre they are allwed access. If yu are leaving yur terminal fr a lng perid f time yu shuld lg-ff the terminal this is especially required in cmmunal cmputing areas, yur terminal may be lgged ff fr yu and yu may lse yur wrk if yu d nt d s at the end f yur sessin. Where t Stre Infrmatin (t keep it secure and safe) The strage f infrmatin is difficult t cntrl hwever as a member f staff (r student), yu are the guardian f yur r yur departments data and are bliged t keep it safe. Therefre yu shuld stre cllege infrmatin in the fllwing lcatins nly: My Dcuments (nly when synchrnised regularly) O Drive (OCN) Mailbx If yu stre infrmatin utside f these lcatins it is at risk f lss, IT Slutins will nt be held respnsible fr data that is lst if it is nt stred in the lcatins as stated abve which are prtected by the Cllege s backup infrastructure. These lcatins are backed up (based n the Cllege s backup schedule), and therefre can be recvered (in accrdance with the IT Slutins SLA.) D nt stre Cllege infrmatin n the lcal hard disk (C: Drive) f yur desktp r laptp cmputer, it will nt be recverable if lst and may be inadvertently destryed if the machine is re-built r cmpnents replaced. If yur laptp synchrnisatin is failing cmpletely r n a large number f files yu shuld reprt this prblem t the Oaklands Cllege Service Desk as sn as pssible fr rectificatin t ensure yur data is kept safe. A USB Stick r USB external hard drive is nt a lng term strage medium fr the Cllege s data (due t the high risk f lss), yu shuld nly use this fr the transprting infrmatin frm place t anther and shuld keep at least ne additinal cpy in the lcatins stated abve, i.e. this shuld nt be yur primary strage lcatin fr data. Qutas and Data Vlume The cllege has a significant vlume f data and this is grwing cnstantly, it is very expensive t maintain, expand and prtect these data strage mediums therefre yu shuld ensure yu d nt waste strage space n nn-cllege infrmatin r prgrams that shuld be stred elsewhere. Oaklands Cllege has implemented qutas t restrict the strage that each staff member and student can use, this is t ensure that the systems can cntinue t be made available and data security maintained. These are hard limits that when met will stp yu frm adding anymre data t the system. If yu have any bulky data items such as yur ITunes (music) r large numbers f phts and persnal infrmatin yu shuld stre these n DVD r CD, r n external USB hard disk drives, nt yur My Dcuments r the O drive (OCN.) Husekeeping f yur data, yur departments data and yur mailbx data areas is the respnsibility f yu the user, yu shuld ensure unneeded infrmatin is deleted (bearing in mind that yu shuld nt be deleting imprtant infrmatin f relevance t the cllege.) IT Slutins staff may scan the fileservers lking fr large files (100MB+ fr example) and may ntify yu t make arrangements fr their strage elsewhere r deletin t free up space, nte that the cntents will nt be examined.] Yu may als be ntified by IT Slutins r an autmated system if yu are nearing r exceeding the qutas. Leaving the Cllege If yu are leaving the cllege yu shuld ensure that yu make cpies f any persnal infrmatin and delete it frm ur systems, yu shuld nt under any circumstances delete cllege data r s (that are nt persnal in nature). This infrmatin may be needed by ther staff fr business peratinal reasns. Upn yur leaving; yur My Dcuments r may be made available t ther members f staff fr access. Yu shuld nt assume that yur data will be kept r available fr anytime after yu leave therefre any persnal infrmatin f persnal value shuld be cpied ff befre yu leave. Oaklands Cllege Infrmatin Security Management System Appendix C Acceptable Use Plicy Page 3

4 Ntificatins f Planned Service Outages r Unplanned Service Outages T ensure the cllege can stay pen fr business the IT systems require cnstant maintenance, sme f this can be dne while systems are running but ccasinally there is a need t shutdwn systems t perfrm maintenance n them. We ntify yu (staff) via and the Staff Intranet (SharePint) at least 3 wrking days befre the wrks are due t take place. Fr very large scale changes yu ll be ntified at least 5 wrking days befre the wrks are due t take place. Ensure yu check these places and read the ntificatins fully s yu are aware f any utages that might affect yu, yur department r yur students and can make arrangements accrdingly. Rules If there is anything in this dcument that yu d nt understand, r if yu have queries abut data security, please cntact the servicedesk n servicedesk@aklands.ac.uk fr advice. Please keep yur User ID and passwrd safe always lck (hld the Windws key dwn and press the L key) r lg ff frm a cmputer if yu leave it (even fr a minute) and lg-ff if yu are leaving a terminal fr a lng perid f time in case smene else wants t use it. lk after equipment yu are using and use any security facilities prvided tell us if there are prblems r equipment has been lst r stlen tell us if yu think yu r smene else has access t smething yu/they shuldn t r yu think a breach f security f the cllege s infrmatin has r is abut t happen. if yu are using yur wn equipment n ur netwrk, make sure it is checked fr viruses and has the latest windws updates applied cntact us n servicedesk@aklands.ac.uk r by calling the service desk by phne. Please D Nt use anyne else s accunt but yur wn send r access infrmatin using smene else s identity use yur Cllege address fr persnal cmmunicatins attempt t access r transmit infrmatin abut ther peple s accunts r private infrmatin give yur passwrd t ANYONE else (this includes IT Slutins staff) pen, respnd t r frward unslicited mails r pen any unknwn attachments attempt t access (hack int) systems t which yu dn t have authrisatin use file sharing r trrent sftware n ur systems make cpies f cpyrighted material (DVDs, CDs r ther cpyrighted media) install sftware n Cllege cmputers withut the agreement f servicedesk@aklands.ac.uk engage in cmmercial activity, including advertising, withut the written permissin f the Cllege Secretary waste the time f supprt staff r ther users by yur actins n the Cllege s systems take r send persnal data r ther infrmatin abut identifiable members f the Cllege cmmunity ff site r cmmunicate it t thers engage in activities which might deny r disrupt access fr thers spend time n scial netwrking sites when yu shuld be wrking Take any cllege cmputers apart t perfrm repairs, change the settings f any switches, r peel ff r deface asset tags r identificatin numbers. Remve cables frm cmputers (e.g. pwer cables r netwrk cables) Unless with cnsent f IT Slutins staff, if yu find there is a rm withut sufficient netwrk r pwer pints ntify the servicedesk and budget allwing extra prvisin may be made. Send Spam r bulk marketing s frm yur cllege accunt, whether they are relevant t cllege peratins r nt, the Marketing department can advise n the use f fr marketing purpses. Oaklands Cllege Infrmatin Security Management System Appendix C Acceptable Use Plicy Page 4

5 Banned Material and Actins Yu must nt access, display, stre, distribute, use r create using the Oaklands Cllege cmputing facilities and netwrks by use f internal prcessing facilities r external clud based prcessing facilities such as scial media netwrks r clud services: ffensive, bscene r indecent material viruses r material designed t create viruses hacking tls material which is: designed t bully threaten, harass, anny, incnvenience r cause anxiety t thers f a plitically extreme r racist nature cntravenes the Cllege s Equality Agenda defamatry designed t defraud therwise illegal which might bring the Cllege int disrepute this includes material created utside the Cllege - fr example a Facebk page abusing a teacher r student. Yu shuld remember that cntent yu find amusing might cnstitute harassment r ffence t anther recipient r bserver n the grunds f sex, race, disability, religin, belief, sexual rientatin, age r taste. Scial Media Usage Plicy By signing this dcument (Acceptable Use Plicy) yu agree t abide by the Cllege s scial media plicy and its directives, failure t d s culd result in disciplinary actin via the Disciplinary, Capability and Grievance Plicy (fr staff) r Learner Disciplinary Plicy (fr students.) The Cllege s scial media plicy may be fund n the Staff Intranet entitled Oaklands Cllege ISMS Appendix QQ - Scial Media Plicy, and fr students n the Mdle VLE Oaklearn, hwever the sectin f this dcument entitled Banned Material and Actins specifically cvers what cnstitutes unacceptable use f scial (media) netwrks by staff r students. Acknwledging References t Other Peples Wrk Yu must nt cpy any wrk in whle r part frm the Internet r frm ther peple withut permissin and withut crrectly acknwledging the surce if yu use it in yur wrk. Pssessin, Access and Ownership f Cllege IT Equipment All staff r students wh have in their pssessin an item f Cllege wned IT equipment (e.g. Laptp, Mbile Telephne etc.) must when requested by a member f the IT Slutins team staff prduce it must as sn as pssible return it t a campus IT Slutins ffice. Repeated (and unjustifiable) failures t return equipment when requested may mean the member f staff r student are subject t disciplinary actin. All IT equipment is wned by the cllege. Departments, teams, staff and students are granted access by the Cllege t use it. N department, team, member f staff r student wns any equipment prvided by the Cllege via the IT Slutins team. Deliberate impeding access t cmputing resurces by a department, team r member f staff is nt acceptable behaviur and that member f staff may face disciplinary actin. Cnsequences If yu break the cnditins f this Plicy yu will be liable fr disciplinary actin under the Cllege s: Disciplinary, Capability and Grievance Plicy (fr staff) Learner Disciplinary Plicy (fr students) A serius breach f the Plicy may be treated as Grss Miscnduct. Agreement I understand and agree t the terms and cnditins as set ut abve and all Oaklands Cllege related plicy and prcedure dcuments and I hereby cnfirm my agreement. Signed: Name Date: Rle: ID N: Oaklands Cllege Infrmatin Security Management System Appendix C Acceptable Use Plicy Page 5