UNIVERSITY OF GLOUCESTERSHIRE
Information and CommunicationsTechnology (ICT)
Policy Framework
This Policy Framework covers the use of the Information and Communications
Technology (ICT) in the University of Gloucestershire and consists of:
I. A User Agreement which specifies the general responsibilities and standards of conduct
expected of a user.
II. The University Network Policy which specifies the University's Policy regarding user
responsibilities, general computing and the consequences of violation. Staff are issued
with a copy of the framework which also forms part of the induction process.
III. University Wireless Policy that provides advice and guidance to users who require
remote access to the Internet on-campus
IV. University E-Mail & Internet Use Policy that has been adapted to include the previous
University Acceptable Use Policy (AUP) and includes the new Illegal Downloads policy
V. Printer Policy that outlines the new centralised approach to print and photocopying in the
University through Multi-Functional Devices (MFDs)
VI. Computer Hardware & Software Policy that provides policy guidance on the type of
hardware and software used in the University
VII. University Phone Policy which specifies the policy and expected conduct of users of
University phone systems.
VIII. Information System Policy which provides advice and guidance on the use, and purchase
of, corporate information systems in the institution
Users who access electronic resources through a University account
(i.e. username/password), should familiarise themselves and comply with the content of
this framework of policies.
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NETWORK USER AGREEMENT
When a „User‟ logs on to the network at the University of Gloucestershire they agree to adhere to
the following guidelines.
1.0 General
You will :
1.1 be the sole person authorised to use this User ID;
1.2 be solely responsible for all actions taken under your User ID while it is valid;
1.3 not let others use your User ID and your Password nor inform others of your User ID
or Password;
1.4 not delete, examine, copy or modify files and/or data belonging to other users without
their prior consent;
1.5 not deliberately impede other users through mass consumption of system resources;
1.6 not take any unauthorised, deliberate action which damages or disrupts an ICT
system, alters its normal performance, or causes it to malfunction, regardless of
system location or time duration;
1.7 accept that, data stored on the Network can be moved internally by qualified staff in
ICT Services.
2.0 Electronic Mail
You will :
2.1 be responsible for all electronic mail originating from your User ID;
2.2 not forge, or attempt to forge, electronic mail messages;
2.3 not attempt to read, delete, copy or modify the electronic mail directed to other users
without prior consent;
2.4 not send, or attempt to send, harassing, obscene and/or other threatening e-mail to
another user of any e-mail service. Further information can be found in the
University‟s E-Mail and Internet Policy;
2.5 not send 'for-profit' messages or chain letters.
(Further information regarding the University E-Mail and Internet Policy can be found at:
http://www2.glos.ac.uk/offload/uogisms/UoGEmailInternetUsePolicy_2.pdf )
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3.0 Network Security
You will not :
3.1 Use University Systems in an attempt to gain unauthorised access to remote systems;
3.2 attempt to gain unauthorised access to University Systems from remote systems;
3.3 attempt to decrypt the system or user passwords;
3.4 copy University System Files;
3.5 attempt to 'crash' University Systems or programs;
3.6 attempt to secure a level or privilege on University Systems higher than authorised;
3.7 load programs or computer software applications onto the University Systems or
computer hard disk without the written authorisation of the ICT Manager;
3.8 wilfully introduce computer 'viruses' or other disruptive/destructive programs into the
University Systems or into external networks.
3.9 use non-University ICT equipment on the Network
4.0 ICT Policy Framework
The Framework requires that you:
4.1 are aware of the University Information and Communications Technology Policy
Framework including all its constituent parts and accept its terms and conditions;
4.2 accept that violation, or attempted violation, of your responsibilities as a user may
lead to your exclusion from the System;
4.3 have read and understood this User Agreement and accept full legal responsibility for
all of the actions that you commit using the University's Systems according to any
and all applicable laws;
4.4 understand that from time to time the University Systems and attached equipment
may fail unexpectedly while you are using them and you will not hold the University
responsible for lost time or data.
4.5 attempt the transfer of any information, using personal or University equipment that
contains content deemed to be illegal under UK law.
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UNIVERSITY NETWORK POLICY
1.0 Statement
The Information and Communications Technology (ICT) belonging to the University of
Gloucestershire is provided for use by students, University staff and contractors' staff in
support of the vision and corporate objectives of the University; reasonable personal use is
also acceptable, however users should be aware that the University cannot guarantee
privacy of network traffic. All users are responsible for seeing that these technologies are
used lawfully, ethically and courteously.
2.0 Responsibilities
2.1 The University is responsible for securing its facilities to a reasonable and
economically feasible degree against unauthorised access and/or abuse. This
responsibility includes informing users of expected standards of conduct and the
resultant consequences for not adhering to them.
2.2 The users of the Network are responsible for respecting and adhering to Scottish,
United Kingdom, European and International Law, the University‟s Internet Service
Provider's Acceptable Use Policy, as well as the policies of the University.
2.3 Information and Communications Technology (ICT) can provide access to resources
on and off campus, as well as the ability to communicate with other users worldwide.
Such open access is a privilege and requires that individual users act responsibly.
Users must respect the rights of other users, the integrity of the systems and related
physical resources.
2.4 It is the policy of the University of Gloucestershire to respect all computer software
copyrights and adhere to the Terms and Conditions of any licence to which the
University is a party. The University will not condone the use of software that does
not have a licence and any user found installing unlicensed software will be dealt with
under the terms of the relevant Disciplinary Policy and Procedure.
2.5 The authoritative data source for the creation and deletion of Network accounts is the
SITS system for student accounts, and the Human Resource System for staff
accounts.
2.6 Only ICT equipment approved by ICT Services will be able to gain access to the
University network
3.0 General Computing Policy
3.1 Authorised users of University Network facilities shall be issued with a unique User ID.
3.2 Prior to using their unique User ID, users shall agree, through agreement on screen,
to uphold the terms of this Policy Framework and its constituent parts.
3.3 Authorised users are solely responsible for all actions, including Electronic
Messaging, taken while their User ID is in use. Authorised users are responsible for
maintaining the confidentiality of their passwords and the security of their accounts.
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3.4 Any graphics, multimedia programs, instructional material or articles produced wholly
or in part using the University Systems remain the Copyright and intellectual property
of the University of Gloucestershire.
3.5 The ICT Policy Framework may be amended from time to time as deemed
appropriate by the University.
4.0 Measures
4.1 Any attempt to violate the provisions of this Policy, regardless of the success or
failure of the attempt, will result in disciplinary action. Disciplinary actions may range
from a reprimand, exclusion from the system or penalties afforded under University
Policies. Disciplinary action in relation to staff will be in terms of the University
Disciplinary Policy and Procedure, including summary dismissal where appropriate.
4.2 Any attempt to circumvent Scottish, United Kingdom, European or International Law
through the use of University owned facilities may result in litigation against the
offender by the appropriate authorities, If such an event should occur, the University
will fully comply with authorities to provide any information necessary for the litigation
process.
4.3 The University reserves the right to monitor use and to withdraw access from Users
to all or part of its University Systems and other Information and Communication
Technology at any time.
5.0 Rights of Appeal
5.1 The decision to exclude a user from University Systems will be made by the Head of
Learning & Information Services (Strategy & Resources).
5.2 With reference to students, an appeal against the decision should be made using the
procedures outlined in the University Student Appeals Procedure. The decision of the
University Student Appeals Panel is final.
5.3 Staff should appeal using the University Disciplinary Policy and Procedure.
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UNIVERSITY WIRELESS POLICY
1.0 Introduction
The University wireless system delivers a wireless service to both staff and students and is
managed by ICT Services. The wireless network is planned to be pervasive in all areas of the
institution, but is currently available in all Learning Centres, campus refectories, campus
Student Union bars and designated teaching areas. The wireless service is based on
802.11g, commonly known as Wi-Fi or WLAN (Wireless Local Area Network), and further
information regarding coverage and joining instructions can be found at:
http://resources.glos.ac.uk/departments/ictservices/networking/wireless/index.cfm
Designated Wi-Fi areas in the University can be found at locations where the following
signs are displayed:
The wireless network infrastructure comprises 3 x separate secure WLANs:
1)Staff
2)Students
3)Guests
The staff WLAN is available to University staff using authorised university equipment only.
The student WLAN is available to staff and students who have a bona fide University
network account.
Wireless access to the Internet for guests, visitors and conference delegates at the Park
Campus is provided through The Cloud, which is a ‘Pay as You Go’ service provider. The
service is externally managed by The Cloud, but coverage to this facility at the Park is in
the same areas as the student wireless network, which includes the Elwes
building/reception, SU bar, refectory and Learning Centre.
Accessing the Internet and the University network via the wireless network is subject to the
conditions of use within the ICT Policy Framework of Documents
2.0 Security
The transmission of data through wireless zones on the university network is encrypted
and authenticated.
The student wireless network allows the use of non university registered equipment such
as personal student and staff laptops. This involves setting up the Windows XP or
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Windows Vista wireless configuration and setting up a VPN (Virtual Private Network)
connection. The VPN connection ensures the wireless user has a valid University
username and password and provides a secure, encrypted wireless session onto the
University network. Security measures are deployed to block access to other university
network services.
Access to the staff wireless network is restricted to users who only have registered
University equipment. This provides a secure and encrypted route onto the staff network
which is managed through ICT Services, and helps to reduce the risk of viruses through
„infected‟ network devices. If this service is required, staff should log the request with the
ICT Helpdesk on extension 4044 or by e-mail to icthelpdesk@glos.ac.uk
Whilst the University has a number of tried and tested laptops running Windows 2000,
XP, Vista and Mac OSX, due to the vast number of wireless devices available‟ not every
wireless device can be guaranteed to connect to the wireless network in the University.
Further advice can be provided by the ICT Helpdesk, but only approved laptops
purchased through University procurement procedures are guaranteed to be compatible
with the University wireless network.
It is forbidden for anyone to install and configure a wireless access point on to the
University network that has not been approved by ICT Services. Anyone found in breach
of this regulation may be subject to University disciplinary procedures.
File sharing applications such as Napster, Gnutella, Morpheus, Audiogalaxy etc, are not
supported and may be explicitly blocked. This is due both to their capacity for using up
bandwidth and to the dubious legal status of much of the content.
3.0 Monitoring
By using the wireless service, users agree that any network and Internet traffic may be
monitored to ensure compliance with the University Email & Internet policy and the Janet
Acceptable Use Policy (AUP) as outlined in ICT Policy Framework of Documents.
Misuse of the service includes, but is not restricted to:
the sending of anonymous email.
email messages of a threatening, abusive, racist or obscene nature.
downloading or viewing obscene, pornographic, racist or other offensive
material.
downloading material which is covered by copyright without permission of the
owner.
Any attempt to violate the provisions of this policy, regardless of the success or failure of
the attempt, will be dealt with in accordance with the disciplinary procedures as outlined
in the ICT Policy Framework of Documents
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UNIVERSITY E-MAIL & INTERNET POLICY
1. Scope
1.1 The aim of this policy is to provide guidance in the effective use of the University
network to support the main business activities of the institution that include learning,
teaching, research and administration. The policy has been developed to enable and
encourage the exchange of electronic forms of information in a controlled and secure
way
1.2 The term network, and references to it throughout this document, covers the use of
any local area network within the University, as well as access to the Internet and
other networks using University equipment and the SuperJANet network.
1.3 The University connects to the Internet via the Higher Education SuperJANet network
and is subject to the terms and conditions as set out in the SuperJANet acceptable use
policy which can be found at: http://www.ja.net/services/publications/policy/aup.html
1.4 The SuperJANet Acceptable Use Policy (AUP) has the underlying principle that use
of the educational network must be for „legal, honest and decent‟ purposes. It is not
provided for private business use by staff or students. All users are ultimately
responsible for their actions when accessing networked services.
1.5 All staff, students and associate members of the University who have been granted
authorised access to the University network, must abide by these policy rules and
regulations and the terms and conditions set out Janet AUP.
(Supplementary information regarding authorised access to the University network can be
found in the University Communications policy at:
http://www2.glos.ac.uk/offload/departments/personnel/phbk/part13/13.12communicationPolic
yAndGuidelines.pdf)
2. The Use of Computers at Work
2.1 The University‟s computers are provided to support learning, teaching, research and
administrative activities in the institution. Access is only permitted through an
authorised University account, which is necessary to provide an audit trail of user
activity on the network.
2.2 Staff and students who are authorised to access resources through the University
network should be inducted and be given the appropriate training to ensure that
University network policies are known and are understood, and that guidance as set
out in the Janet AUP is followed. Guidance relating to the way information is
managed in the institution can be found in the Information Security Management
System (ISMS) which can be found at:(http://www.glos.ac.uk/isms/responsibility.cfm)
Any staff and students found in breach of these guidelines may be subject to
University disciplinary procedures.
2.2 Any software must be approved by ICT Services prior to the installation on University
computers, to help minimise the risk of virus infection that may have a damaging
affect on the operation of University‟s systems.
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2.3 It is an offence for users to misuse the University‟s computer systems and networks.
Examples of such misuse include:
i. Accessing a University system or network without authority;
ii. Using a username/password that belongs to another student or member
of staff;
iii. Using shared passwords;
iv. Failure to comply with security requirements as defined in the
Universities Information Security Management System (ISMS) that
contains guidance for users;
v. Sending e-mail to large groups of individuals when this has not been
formally authorised;
vi. Accessing commercial or personal data when not authorised to do so or
for a purpose otherwise than in connection with an individual‟s duties
for/within the University;
vii. Installing and using non-approved software, which is software that has
not been installed or approved by the LIS ICT Department;
viii. Installing and using non-licensed software;
ix. Installing and using non-approved hardware;
x. Unauthorised copying and distribution of electronic copyright material;
xi. Unauthorised commands or programs that have the potential to affect
systems performance or accessibility;
3. E-Mail Policy
This policy governs the use of the University‟s e-mail system to facilitate the exchange of
electronic information both internally and externally in the institution.
It is important to note that the University staff and student e-mail systems are key
communications systems in the institution. Inappropriate use of the e-mail system can lead
to virus infection, which ultimately could lead to a degradation of network performance, or in
extreme circumstances take the whole of the University network down.
3.1 Computer Viruses
Incoming e-mails and their attachments may carry dangerous or potentially business
damaging viruses. If an individual is in any doubt about the contents of an e-mail
message and suspects the existence of a virus they should not open it, but must
consult the ICT Helpdesk (4044) immediately to obtain technical assistance.
In relation to outgoing e-mails, staff or students may be held liable if e-mails
containing ‘harmful’ content such as computer viruses, are sent either internally or
externally. If there is any doubt regarding e-mail attachments, the ICT Helpdesk
should be contacted immediately on 4044.
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3.2 Offensive or obscene e-mail
If there is any reason to suspect that an incoming e-mail may contain offensive or
obscene material, where possible, refrain from opening it. Under no circumstances
should the e-mail be sent on to another user, and it should either be reported to the
ICT Helpdesk, or deleted immediately. Never send via e-mail pornographic or other
any offensive materials that contravene University policy, the Janet AUP or UK
legislation.
3.3 Confidentiality
E-mail communication is not always a secure means of communication across the
internet. Consider the need to send strictly confidential, or commercially sensitive
messages by the Internet without the prior consent of the intended recipient.
Attachments containing sensitive information should be password protected or
encrypted.
Personal e-mail messages may be open to scrutiny without an individual‟s permission.
For example, ICT Services in the course of their duties may have to investigate the
contents of e-mail which has been delivered to an unknown e-mail address
(Further information regarding the monitoring of communications in the University ca
be found at:
http://www2.glos.ac.uk/offload/departments/personnel/phbk/part13/13.22monitoringO
fCommunicationsLegislativeFramework.pdf)
All outgoing e-mails should contain the sender‟s name, title and contact information
using the standard university email signature block
3.4 Content
E-mails should not be treated as an informal means of communication. Always use
professional language when e-mailing internally or externally. E-mail is accepted in
law as evidence and therefore legislation relating to Data Protection and Intellectual
Property applies equally to e-mail messages, so the same care should be given to
the tone and content of e-mails as for paper communication.
3.5 Checking your e-mail
University mailboxes should be checked regularly and messages answered in a
timely manner. If a user is going is not going to be in the University to respond to
their e-mails for an extended period of time, then they should either;
Authorise or delegate access to another staff member, who will check the e-
mails so that important information is not missed.
Arrange to access their email remotely via web mail.
Set up an out of office rule to automatically forward and/or respond to mail
(auto respond is not recommended if an individual regularly receives SPAM
mail as it confirms to the sender that their mailbox is active and will attract
more unwanted mail)
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3.6 Printing e-mails
It is not good University practice to print out e-mails. However, from time to time it
may be necessary to obtain a hard copy of appropriate e-mails to record an audit trail
for relevant University business. Confidentiality of information stored should be in-
line with the guidelines set out in the Information Control policy
at:http://www.glos.ac.uk/isms/responsibility.cfm
3.7 Unnecessary Messages
Do not create e-mail congestion by sending trivial messages, or unnecessary e-mail
messages. Staff and students are required to ensure that:
E-mails are not circulated through the University‟s “ Allusers” facility, without
the express consent of the appropriate authority; i.e. ICT manager - for
students; Personnel & Staff Development - for staff.
E-mails are kept as short and accurate as possible.
Large attachments (over 5Mb) should not be sent unless there is no other
reasonably practicable way of delivering the data .
3.8 Personal Use
The University allows the limited personal use of the e-mail system, provided that
such personal use does not interfere with the main business activities of the
institution, and does not jeopardise the effective operation of the University‟s systems
and services.
3.9 Unauthorised Use
The University will not tolerate the misuse of the e-mail system. The following are
examples that are considered a misuse of the system:-
i. Any message that could constitute bullying or harassment (e.g. on the
grounds of sexuality, race, disability or age ) or that could be considered
offensive, obscene or in bad taste;
ii. Any message that could constitute defamation, for example in relation to
other students, or members of staff within the University;
iii. Persistent unauthorised personal use, including but not limited to
personal messages, social invitations, jokes, cartoons or chain letters;
iv. On line gambling;
v. Accessing, circulating, distributing or otherwise publishing pornography
internally within the University or externally;
vi. Sending or distributing copyright information and/or any software
available to the user;
vii. Posting confidential information about other students, staff members, the
University or its suppliers;
viii. Sending of unsolicited e-mail to internal or external recipients;
3.10 E-Mail Etiquette (See Appendix I)
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4. Internet Policy
The main aim of this policy is to provide advice and guidance to create a safe and secure
environment for staff and students to undertake University business over the Internet.
All users of the network must abide by the terms and conditions as set out in the Janet AUP,
which can be viewed in each Learning Centre or over the web at:
http://www.ja.net/services/publications/policy.
Using the Internet for any illegal activity, including violation of copyright or other legal rights,
the unauthorised transmission or receipt of proprietary information, or transmitting any
material that is in breach of UK legislation, is not allowed. In addition, the Internet should
not be used for the transmission of, retrieving, observing or storing of any communication
that is:
i. Discriminatory or harassing in any sense whatsoever and whether prohibited by
the law or not;
ii. Pornographic or derogatory to any individual or group;
iii. Involves accessing entertainment, sport or gambling websites or other websites
which have no legitimate connection to the University‟s business;
iv. Defamatory or threatening, whether legally actionable or not;
v. Illegal or contrary to the University‟s policies or business interests;
The University operates proxy, filtering and firewall systems designed to provide a safe and
secure environment, to assist the effective flow of electronic information, both in and out of
the institution. Any user found wilfully trying to circumvent the security of network systems,
will be subject to University disciplinary procedures.
Under 18 year olds may only access the Internet through University computers with the
written consent of a parent or guardian, who must take responsibility for the child by
agreeing to abide by the University Internet & E-mail policy, and the Janet AUP.
A degree of filtering can be applied to all designated child accounts. However, it should be
noted that whilst every effort will be made to block access to illegal and „undesirable‟ sites,
current filtering technology cannot block all offensive sites. Therefore, Learning &
Information Services cannot guarantee that users will not accidentally access information
and/or images that individuals may find offensive or disturbing.
4.1 Personal Use
The University allows the limited personal use of the Internet, provided that such
personal access does not interfere with the main business activities of the institution,
and does not jeopardise the effective operation of the University‟s systems and
services.
4.2 Personal Privacy and Monitoring
The University assumes that its staff and students will act in a reasonable manner
and adhere to the highest standards of conduct in the use of ICT Systems. The
University maintains a full audit trail of activity but does not monitor day-to-day email
or Internet activity under normal circumstances. However, the University reserves the
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right to monitor activity to ensure that the systems are being used for legitimate
business purposes including the following:
To ensure compliance from time to time with the University Email &
Internet policy and the Janet Acceptable Use Policy (AUP)
To prevent or detect the unauthorised disclosure of any information
which is confidential to the University. For these purposes any
information held within the University‟s Systems is to be treated as being
confidential unless the University has taken active steps to publish the
information. Confidential information includes details of the University‟s
students, suppliers, employees, financial or trading results, and any
details relating to the University‟s services.
The University reserves the right to monitor patterns of computer use, websites
accessed, connection lengths and times at which connections are made. These may
be monitored for legitimate purposes including:
Cost analysis;
Resource allocation;
Optimum technical management of information resources;
Detecting patterns of use that indicate students or staff members are
violating University policies or engaging in unauthorised activities.
The University reserves the right at its discretion, to review the electronic files and
messages of any user of the University-supported Internet connection.
4.3 Safeguarding Access to Workstations
Workstations should not be left unattended as this provides an opportunity for others
to access the e-mail system and send items in your name. A password screensaver
should be used to prevent unauthorised access.
All network users are issued with a unique username and password which is
changed at regular intervals and is confidential to the user. However, it may be
required at times for users to disclose their passwords to authorised ICT Services
staff, to help ensure compliance with University policy and maintain the integrity of
University computer systems.
(Supplementary information in the area of Information Security can be found at:
http://www.glos.ac.uk/isms/responsibility.cfm )
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5. Illegal Downloads Policy
Intellectual property is essential to the mission of the University; and if it is not adequately
protected, the work of the organisation may be devalued as well as the reputation of the
University. In addition, if the University network and the content delivered over the network is not
monitored on a regular basis, there is a possibility that the institution's bandwidth may be abused
and its network resources misused to facilitate content to downloaders, who potentially could be
anywhere in the world. Illegal file-sharing can compromise networks with viruses, Spyware and
the integrity of data on the University network. Therefore, if appropriate measures are not put in
place to manage this area of activity, then staff and students could be presented with the
prospect of facing legal action and in some circumstances, can even lead to potential liability for
the institution itself. Universities are well placed to shape student attitudes towards copyright
issues, and to outline the consequences of not adhering to legal compliance and best practice.
The following guidelines aim to monitor and control illegal file-sharing across the University
network:
5.1 Policy: The transfer or storage of any data, either using personal or University
equipment that contains content deemed to be illegal under UK law, is totally forbidden.
5.2 Definition of an illegal download: An illegal download is any transfer of information
to or from any personal or University equipment, or across the University network, that
contains content deemed illegal under UK law. e.g. unauthorised P2P (peer to peer)
software, child pornography, unauthorised mp3/video files, etc.
5.3 Transfer mechanisms: Transfer of information occurs during internet browsing, peer-
to-peer networking, instant messaging, email, file transfer protocols or by using any
other programs that exchange data or information with any other machines either within
the University or elsewhere on the internet or other network.
5.4 Illegal content: Illegal content under UK law is most commonly specific types of
pornographic images and copyrighted material. Material may be textual, images or
video and may be contained in a variety of file types.
5.5 Monitoring and Policy Breaches: Monitoring of data transfers occurs within the
University and any breaches of this policy that are identified may be reported to the
police and may result in legal and disciplinary action being taken. In addition, if through
the monitoring process illegal content is found on the University network, remedial
action will be taken to ensure that the network is not compromised in the future.
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Appendix I
E-Mail Etiquette
Electronic mail is a relatively new form of communication, and the number of new
users is increasing dramatically. With more established forms of communication
such as traditional post and telephone, certain widely-observed conventions are used.
Such courtesies as when to use "yours sincerely" in a letter, or announcing your
name and/or number when you answer the telephone, are not just pointless
conventions, they help to promote a sound basis for communication between the
relevant parties. Because e-mail is a relatively new form of communication, few
people are aware of suitable or appropriate conventions to use.
These conventions (often called "network etiquette", or "netiquette") recognise that it
is very easy to send emails very quickly, and so little thought may be given as to how
the message will be received.
The following is a summarised list of Do’s and Don’ts to help promote a code of good
e-mail practice in the University.
Do’s
i. Check your mail regularly
ii. Always reply, even if the reply is brief
iii. Try to reply promptly to avoid any confusion about whether an e-mail has
been received
iv. Develop an orderly filing system for email messages you wish to keep,
and delete unwanted ones to conserve disk space
v. Try to keep email messages fairly brief, (max. 2 screen fulls)
vi. Try and make sure that the "Subject" field in email messages is
meaningful, to help put the e-mail into context. Also, when the reply
option is used, ensure that the subject field still accurately reflects the
content of your message
vii. Try to restrict yourself to one subject per message, this helps recipients
to use the "subject" field to manage their messages
viii. Be tolerant of others user‟s mistakes on e-mail. Some people are
relatively new to this medium and may not be good typists
ix. Consider the tone and content of e-mail messages, particularly, at busy
or stressful times
x. Remember that people other than the person to whom it's addressed
may see your message; i.e. cc - distribution list
xi. Consider the circulation list for outgoing e-mails. i.e. is the e-mail you
are sending appropriate to everyone on the distribution list?
Don’ts
i. Do not send e-mails in the ‘heat of the moment’. Reflect on the issue,
and then send a considered response later
ii. Do not reproduce an email message in full when responding to it,
especially if you are posting to a bulletin board. This is hard on the
readers and wasteful of resources
iii. Do not extract and use text from someone else's message without
acknowledgment, as it is plagiarism
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iv. Do not make changes to someone else's message and pass it on without
making it clear where you have made the changes
v. Don't pretend you are someone else when sending mail, e.g. by using
someone else's account to send it.
vi. Do not broadcast email messages unnecessarily. e.g. do not send or
forward chain email, as it can offend some people and again it is
wasteful of network resources.
vii. Do not send abusive or defamatory messages. Apart from being
discourteous and/or offensive, it is contrary to University policy and may
break the law
In addition:
viii. Remember that sending email from a University account is similar to
sending a letter on letter-headed paper, so it is advisable not to say
anything that might bring discredit or embarrassment to the University
ix. Remember that government legislation relating to written communication
applies equally to email messages, including the laws relating to
defamation, copyright, obscenity, fraudulent misrepresentation, freedom
of information, and wrongful discrimination.
x. Do not print out emails unless it is necessary to obtain a hard copy for
record purposes
(Supplementary information on the University Communications policy can be found at:
http://www2.glos.ac.uk/offload/departments/personnel/phbk/part13/13.12communicationPolicy
AndGuidelines.pdf)
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PRINT MANAGEMENT POLICY
Background
The University has adopted a centralised approach to print and photocopying services
across the institution to replace the previous disparate model, that separated print and
photocopy devices. The new model is based around Ricoh‟s Multi-Functional Devices
(MFDs) that can print, photocopy, fax and scan through one integrated device that
provides the following features:
o Duplex printing
o Colour
o Scanning
o Faxing
o Stapling
o Booklet format, A3 etc
In addition, as MFDs are networked devices ICT Services who manage and administer
the service are able to provide accurate management information reports that pertain to
paper usage in the University, which can be broken down to print and photocopy
volumes at a departmental/campus level, if required.
The integrated devices will all have the facility to scan documents and receipts which will
be important as the University moves from paper based to digitally based processes.
One such example, is that the University plans to implement Web Expenses in 2009,
which will require staff to submit their returns electronically, accompanied with digital
receipts that staff will be able to provide through the scanning facility on the MFDs.
MFDs are strategically positioned across all University campuses to provide both black &
white and colour functionality to both staff and students. All devices are remotely
monitored across the network to help improve availability, and the effectiveness and
efficiency of all 65 machines. The use of MFDs will be supplemented by additional
network printers where the department‟s copy volume is not sufficient to justify the
presence of a MFD. Network laser printers, as opposed to inkjet or standalone printers,
will be used to supplement printing through MFDs as these devices are less costly to run
and are more environmentally friendly than inkjet/standalone printers. An institutional
wide approach to print and photocopying services will not only help to maximise savings,
but will also result in better environmental practices through reduced use of power, and a
significant reduction in the purchase and disposal of printing devices in the University.
The purchase of standalone printers and fax machines will be discouraged and will not be
allowed, unless a strong business case can be made in agreement with either the
Professor of Sustainability or the ICT Manager prior to purchase.
Implementation
A 2 year phased implementation programme MFDs in staff and student areas across all
campuses began in 2007 and will complete by July 2009. To ensure that departmental
and campus print and photocopy requirements are met, ICT Services will have
collaborative discussions with campus departments to ensure that the appropriate MFDs
with complementary network printing devices, if required, are put in place.
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An institutional wide approach to print will help to provide:
o an enhanced level of service that now provides all staff and students with
the ability to print B&W and colour through local devices
o a clear record of the equipment owned/leased by the institution;
o accurate management information regarding paper usage in the
organisation
o a more effective use of an integrated print/photocopy resource;
o reduced administrative overheads e.g. less ordering, delivery checking,
storage, invoice processing and meter readings etc.
o a significant contribution towards reducing the carbon footprint of the
institution
All paper will be charged at the point of order. For MFDs the cost of printing and copying
will be recovered through recharges administered and managed by ICT Services
The Reprographics department has a Canon colour photocopier and 3 x Canon
monochrome photocopiers. All are networked and produce in excess of five million
copies per year. Large faculty or departmental print/photocopy volumes should be re-
directed through this central facility, which aims to provide a fast, efficient and cost
effective service.
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COMPUTER HARDWARE & SOFTWARE POLICY
2 Standards
2.1 Hardware
Desktop computers will be Personal Computer (PC) based, except where there is a good
reason or an appropriate business case to use an alternative platform. All computers will
be supplied by one of the recommended Southern Universities Purchasing Consortium
(SUPC) suppliers to the University, and shall be purchased through the University‟s ICT
Purchasing Manager.
Where possible, Apple Macs will continue to be phased out for administrative purposes, but
will still be supported in academic areas where there is educational benefit.
To support the interchange of data between corporate information systems, where possible,
network and application servers will also be PC based running the appropriate Microsoft
operating system.
For security purposes, any computer purchased for office use must include a securing
device as approved by Learning and Information Services, particularly computers located
on the ground floor of premises. Security devices will be purchased at the same time as
the new computer. Local arrangements should be made with Facilities Services regarding
the fitting of these security devices.
All computers and associated devices such as printers, scanners, etc. used on the
University network, should be registered on the University ICT inventory managed through
the ICT Helpdesk.
2.2 Software
The principles that underpin the purchase of software are:
i. Sound academic or administrative rationale
ii. Compatibility and consistency of practice
iii. Value for money.
The University supports the purchase of University software site licences, particularly
where Value for Money (VfM) can be demonstrated that will benefit the whole organisation.
For example: The Microsoft Campus agreement scheme, enables the University to use the
most recent version of a range of Microsoft Software at a substantial discount over normal
prices.
The University has standardised on the Microsoft Office suite of applications to provide
improved access to digital forms of information and assist in the seamless interchange of
electronic data. The Academic Development Unit (ADU) provides training and support for
a range of software applications that include the Microsoft suite of applications. Further
details of software training can be found at: https://ict-training.glos.ac.uk/elearning/
Whilst the Department of Learning and Information Services are responsible for the
maintenance and support of generic Microsoft software applications in the University,
testing and support of specialist software remains the responsibility of the relevant
Campus, Faculty or Department.
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When the University has the opportunity to replace systems software through the annual
ICT capital programme, software applications should be based on web enabling
technologies that will assist in the development of a University-wide Managed Learning
Environment (MLE). The MLE aims to provide simplified access to electronic forms of data
through customised information portals, for both staff and students.
Heads of Schools/Research Units and Heads of Departments are responsible for software
installed on computers located in their area of responsibility, and are required to provide an
annual return to update the University ICT inventory.
Learning and Information Services are responsible for the student computing network and
the delivery of software applications through a customised desktop personalised to the
needs of the individual. Testing and evaluation of new software applications should be
undertaken in collaboration and partnership with ICT Services to ensure that software
works successfully on University computers. A minimum of between 4 - 6 weeks should be
allowed to enable a thorough evaluation and testing of any new software applications.
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UNIVERSITY PHONE POLICY
1.0 Introduction
The University telephone system is managed by Learning & Information Services that
delivers a service to both staff and students. Student calls in halls of residence locations
are made through Calling Cards which can be purchased through reception areas and
Learning Centres.
Each staff telephone is allocated to a cost centre, and call charges are paid for by the
relevant Campus, faculty or Department through quarterly charges administered by
Learning & Information Services. Maintenance and leased line costs are managed and
funded centrally through Learning & Information Services.
2.0 Mobile Phones
Mobile phone services are managed and coordinated by Learning & Information Services
through a centralised agreement with Vodafone. Requests for mobile phone services
should be approved through Campus Deans/HoD, and then forwarded to the University ICT
Manager for action.
3.0 Monitoring of University Phones
University of Gloucestershire reserves the right to monitor the destination, volume and
duration of all incoming and outgoing calls to University phones in support of the business
interests of the University and to investigate complaints. Staff should be aware that their
voicemail messages may need to be checked if they are absent, particularly if the absence
is unexpected. Written approval for access must be given by a member of the Senior
Management Team before any action takes place.
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INFORMATION SYSTEMS POLICY
1.0 Introduction
The Information Systems Policy forms part of a framework of policies that support the use
and development of Information, and Information and Communications Technology (ICT)
systems in the University. In an increasingly information based society the development
and effective use of ICT systems will become increasingly important. The University
aims to have Information Systems that provide accurate and timely information, through a
secure and easy to use interface, but retain the flexibility to meet the planning needs of
the University. All key corporate information systems will be subject to systematic review
over an agreed period of time as agreed by the Information Strategy Committee (ISC).
1.1 Purpose
The purpose of the Information Systems Policy is to provide guidance to support the
procurement and development of information systems in the University. It is the intention,
through the use of information and communications technology, to reduce costs, enhance
services, and provide management information to support development of the learning,
teaching, research, administration, and management processes of the institution. All new
systems will be reviewed against the principles as laid out in the University‟s Information
Strategy and will be purchased within the framework of developing a Managed Learning
Environment (MLE), to help achieve a joined-up and integrated approach to systems
development. New systems should be Lightweight Directory Access Protocol (LDAP)
compliant, and where possible, accessible through a web enabled interface.
1.2 Current position
(a) Support for administrative systems
Support for Corporate Information Systems (CIS) is split between two University
departments. Finance & Planning assume responsibility for the development of key
information systems such as SITS, HRS, Finance, etc., and Learning & Information
Services (LIS) assume responsibility for the hardware and software, and ensuring
that the hardware has a high availability on the network. External consultants, and
software suppliers are used to provide a „high-level‟ of systems expertise that cannot
be provided through „in-house‟ technical support.
(b) Information sharing
To assist in the effective sharing of information and the transfer of data between
users and systems, Information systems need to comply with the nine key principles
as laid out in the University‟s Information Strategy.
(c) Staff Development and Training
Short-term systems training to solve identified skill gaps will be provided through
discussion with Finance & Planning, ICT Training unit and Learning and Information
Services. In the medium to long term corporate data will be made available through
web interfaces on the University Intranet, obviating the need for specific systems
training.
(d) Current Systems
Corporate information systems have been developed in partnership with external
suppliers and user departments to satisfy user requirements. Each system will be
reviewed on a regular basis, and as a guide an outline 5 year review programme is
provided in 2.3
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1.3 Management Information Systems Development
Key parameters for the development of MIS in the University are that:
a) systems will be purchased with the primary aim of meeting the business needs of
the institution;
b) systems' selection will be based on the expertise and business knowledge of the
system and data owners;
c) technical expertise will be provided by LIS;
d) small, specific, individual, and cost-effective software packages will be used to
satisfy changing internal and external information needs;
e) the University will use networked desktop machines and thin client technology to
integrate systems, and provide for the sharing and transfer of electronic data;
f) report writing and the ability to manipulate data, which can be analysed and
synthesised to inform decision-making, will be important considerations when new
systems are to be purchased
2.0 Systems Development and Replacement
2.1 Procedures
(a) Corporate Information Systems will be regularly reviewed through the University‟s
Information Strategy Committee (ISC). Reviews of individual systems will be
undertaken by a small working group as agreed by Chair of ISC, with
representation from F&P, LIS and a cross section of system users. The working
group will normally undertake an information audit, and produce a needs analysis
reflecting the changing business and information needs of the University and its
customers in relation to the system under review.
(b) The resulting report will be considered by the ISC to establish whether system
upgrading or system replacement is the most appropriate way forward, together
with outline costs to assist decision making.
(c) Where system replacement is most appropriate, the project team will prepare an
Invitation to Tender (ITT), and a minimum of three tenders will be sought. The
tender process must include an opportunity for system users to evaluate the
systems under consideration and to express their opinion on each system.
2.2 Considerations
System selection will be guided by the parameters stated in section 1.3, and other factors
of specific relevance to the system under review. Factors of particular importance are
currently:
(a) System Integration and Report Writing
Report writing facilities and system output for both internal and external users of
the system, and integration with other University systems, are important
selection criteria, which must be considered during the system replacement
process.
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(b) Management Information Systems
The interface between Management Information Systems and its main users will
be clearly defined through Service Level Agreements (SLAs). SLAs will be
developed in collaboration and consultation with user departments, and will be
monitored and reviewed on an annual basis by ISC. System upgrading and
procurement present ideal opportunities to define and refine Service Level
Agreements
(c) Devolved access to data
Staff access to corporate information systems such as Student Records,
Finance and Human Resources System can only be provided through prior
agreement with the System Owner of the relevant system. Where possible,
authorised access will be provided through a web enabled interface consistent
with University Information Portal developments
(d) External Links
System review project teams should make use of information provided by
external agencies and organisations, such as the UCISA, JISC, SCONUL, etc.,
who represent the current views of the HE sector.
(e) Supplier information
System review project teams should ensure that suppliers can continue to
support the University post-purchase by scrutiny of supplier financial reports,
use of reference sites, and other third party information. System purchase
should normally incorporate negotiation of an ESCROW agreement.
2.3 MIS review and draft replacement schedule
2007/08 2008/09 2009/10 2010/11 2011/12
Complete Review Review Human Review SITS Review Library
implementation of Timetabling Resources Management
Finance System System System System
Develop new Develop
Internet Server in customised
Sharepoint Information
Portals in
Sharepoint
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