Interim Policy on
Information Systems Security
December 16, 2002October 30, 2002

 

University students, faculty, and staff require reliable computer systems and networks to accomplish the University's mission of teaching, research, and service. The University therefore employs measures to protect the security of its computer systems, networks, and computer accounts. Because secure and properly functioning information system resources are necessary for the University to accomplish its mission of teaching, research, and service, the University employs measures to protect the security of its computer systems, networks and user accounts. The University is committed to providing positive work and scholastic environments. The University greatly values and makes significant efforts to protect the security and integrity of our usersí information. In addition, following University policies and procedures and applicable Oklahoma and federal laws, the University strives to protect personal privacy and the confidentiality of information. Information will be handled with the strictest of security and confidentiality standards. However, the University cannot guarantee the security of its computer systems and networks systems and network resourcesresources or the privacy of the information contained therein.

 

 

The guidelines below should not be construed as a limit on any individual's rights under the constitutions and laws of the United States and Oklahoma. While the Oklahoma Open Records Act broadly defines public records that are to be released upon demand, it is the University's position that non-University personal electronic files of faculty, staff, and students are not ordinarily to be considered "public records." Users should be aware that a court of law, and not University officials, may ultimately decide such issues.

 

Although the University does not routinely monitor individual usage of its computer systems and networks,use of University computer systems and networks is not completely private. The normal operation and maintenance of the University's computer systems and networks requires the backup and caching of data and communications, the logging of activity, the monitoring of general usage patterns, and other activities that are necessary to assure the availability of information technology services to the entire user community, to meet internal auditing requirements,and for compliance with state and federal laws and regulations.

 

The University may also monitor network monitorreview the network activityspecific activity of userss of University information systems without prior notice. The University may monitor the specific activity of users without prior notice when:

 

         the user has made the contentm accessible to the public.

         the monitoring of general activity and usage patterns indicates that an information systems resource appears to be engaged in unusual or excessive activity that could impair the security, functioning, or availability of University computer systems and networks.

         it reasonably appears necessary to do so to protect the integrity, security, functioning, or availability of University computer systems and networks.

         it is otherwise required permitted by law.

 

After approval by the CIO, the University may also monitor the specific activity of users in exigent circumstances without prior notice when:

         monitoring of general activity and usage patterns indicates that an information systems resource appears to be engaged in unusual or excessive activity that could impair the security, functioning, or availability of University computer systems and networks.

         it reasonably appears necessary to do so to protect the integrity, security, functioning, or availability of University computer systems and networks.

 

After approval by University Legal Counsel, the University may also monitorreview the specific activity of users monitor activity and accounts of individual users of University information systems without prior notice when:

 

         it reasonably appears necessary to do so to protect the University from liability.

         there is reasonable cause to believe that the user has violated University policy, including the Policy on Acceptable Use of Information Resources.

         it appears a violation of law has occurred or is in progress.

 

This monitoring may result in the disclosure of individual communications to appropriate University personnel and law enforcement agencies.The communications could be used in disciplinary, civil, or criminal proceedings.

 

In addition, individual communications could be subject to disclosure under the Oklahoma Open Records Act.

Disclaimer

Individuals using computer systems and networks owned by the University do so subject to applicable laws and University policies.†† The University assumesno liabilityfor loss or damage to materials or data.The University disclaims any responsibility and/or warranties for information and materials residing on non-University systems or available over publicly accessible networks.Such materials do not necessarily reflect the attitudes, opinions, or values of the University, its faculty, staff, or students.

 

 

 

These guidelines should not be construed as a limit on any individual's rights under the constitutions and laws of the United States and Oklahoma.


Interim Policy on

Acceptable Use of Information Resources

December 16, 2002
October 30, 2002

General Principles

The Universityís computer systems and networks are shared resources used by many individuals to carry out the Universityís mission of teaching, research, and service.Use of these resources must be ethical, reflect academic honesty, respect the rights of other users, demonstrate respect for intellectual property and ownership of data, respect system security mechanisms, and engender promote an environment free from intimidation and harassment.

 

By using University computer systems and networks, users agree to abide by and comply with the applicable policies, procedures, and laws. All examples given below are illustrative. Application of this policy is not limited to the examples presented.

 

Users of computer systems and networks have the responsibility to:

         comply with all University policies, procedures, relevant employment contracts, and local, state, and federal laws.

         use computer systems and networks for authorized administrative, academic, research, or clinical purposes or other University business.

         protect user-IDs and computer systems and networks from unauthorized use. Users are responsible for all activities that originate from their accounts or systems that they perform or have expressly authorized in accordance with the Policy on Password Sharing. authorized after receiving written permission from the Department Chair to share a specific user-ID or password with specific individuals for an identified purpose.

         access only information that is their own, that is publicly available, or that they have been authorized to access.

         comply with all copyright laws, licensing terms, patent laws, trademarks, and trade secrets.

         use information systems in a way that does not infringe on the ability of other users to reasonably access computer systems and networks.

The following are examples of uses that are unacceptable:

         use another individualís user ID or password without the proper authorization as described above.

         use computer programs to decode passwords or access system control information without proper authorization.

         attempt to circumvent or subvert system or network security without proper authorization.

         engage in any activity that might be harmful to the systems or to any information on the systems, such as creating or propagating viruses, disrupting services, damaging files, making unauthorized modifications to University data,or unauthorized sharing of University data.

         use University systems for profit-oriented commercial or partisan political purposes, such as using electronic mail to circulate advertising for products or for political candidates.

         harass or intimidate another person, such as repeatedly sending unwanted mail or sending threatening mail.

         monopolize information systems without proper authorization. Examples of monopolizing systems include: removing shared manuals from a laboratory, uploading and downloading files of sufficient size or quantity to degrade network performance for other users, sending out or forwarding chain letters, and sending large unauthorized mass mailings.

         attempt to gain access to information or services without proper authorization.

         engage in any other activity that does not comply with the General Principles presented above, University policies and procedures, or applicable law.


Enforcement

When it is determined that a system is being used in a way that appears not to comply with University policy policy and/or inhibits the ability of other users to reasonably use University information systems, the system or user account may be temporarily removed from the network. When technically feasible, the owner or user of the system should be informed of a message to the IP address system should be posted indicating when and why the reason the computer was removed from the network and the name of the organization that removed it. It is the userís responsibility to contact the organization and work collaboratively with that organization to resolve the problem.

 

If the problem cannot be resolved, the Vice President with responsibility for the person whose system was removed from the network will determine the proper resolution.Appeals to the Vice Presidentís decision will be handled through normal administrative channels. The Faculty Appeals Board will handle faculty appeals, the Campus Disciplinary Council will handle student appeals, and the Staff Senate Executive Committee will handle staff appeals. Grievances shall be handled by the standard University grievance procedures. In case the grievance procedure requires an appeal to the Vice President who made the original decision, the Provost will handle the appeal.If the original decision was made by the Provost, the Vice President for Administrative Affairs will handle the appeal..

 

The University considers any violation of these General Principles to be a serious offense and reserves the right to copy, monitor, and/or examine any files or information residing on University systems, networks, or computing resources related to the alleged unacceptable use and to protect its systems and networks from events or behaviors that threaten or degrade operations.Violators are subject to disciplinary action including, but not limited to, those outlined in the Student Code, Staff Handbook, Faculty Handbook and applicable laws.