Regulation 21 on Use of University Computing Facilities and the Campus Network

Note: this Policy is currently under review.
Note: a descriptive commentary on this regulation follows below.

1. General

Access to the University Campus Network and use of computing facilities owned by the University are conditional on observance of the following Regulations.
In the following sections, facilities is used as a general term encompassing the Campus Network and all computers and peripherals owned by the University and the information, data and software used or stored on them. This includes but is not limited to equipment or applications managed by the Computer Centre, by individual departments and throughout the University administration.
Users of personally owned equipment connected on campus, in the Halls of Residence or through telephone or data services are bound by these Regulations if such use makes direct or indirect use of facilities and, in particular, the Campus Network.
The term appropriate manager is used to mean the member of staff responsible for specified facilities. This includes the appropriate Dean of School, Head of Planning Unit or Department, or a member of staff with delegated responsibility.
The term user refers to any person that makes direct or indirect use of facilities.

2. Availability of facilities

Facilities are available for research or study approved by the University or for authorised administrative purposes to all staff and registered full and part-time students of the University. No person or persons may use facilities without prior authorisation from the appropriate manager.
Other persons may be granted permission to use facilities on application to the appropriate manager. In the case of academic computing services, applicants must complete an External User Registration Form available from the Reception Desk in the J B Priestley Building.
External User registration is also necessary for staff and students using the academic computing service for non-university work, which includes, but is not limited to, consultancies or private work undertaken for reward.
Some programs and packages have been provided on education contracts restricting them to use by members of the University and more specifically to University research or study. If use by external users is permitted, it may incur additional charges.
External users will be invoiced for use of facilities and associated costs and are personally responsible for reimbursing the University.

3. Code of conduct

Authority to use facilities is given on the understanding that they are to be used only for the purpose authorised and only by the user or users authorised to use them. Users are personally responsible for the security of resources allocated to them and must not allow another to use their account without prior authorisation from the appropriate manager.
Users must not cause any unnecessary noise or disturbance to others or use facilities in a way that results in a degradation or disruption of the service to others. In particular, distribution of computer viruses, electronic chain mail, computer games, use of Internet Relay Chat (IRC) or similar services are strictly forbidden unless authorised exceptionally by the appropriate manager for academic purpose.
The consumption of food or drink and smoking are forbidden in equipment areas (e.g. workstation cluster rooms) and all other areas displaying appropriate notices.
No user shall by any wilful or deliberate act jeopardise the integrity of facilities, or attempt to access, copy, modify, disseminate or make use of information, data or software without appropriate authorisation.
Users must treat as privileged any information, including software, which may become available to them intentionally or accidentally through the use of facilities. In particular, access to any information owned by another user is forbidden unless authorised by the owner and by the appropriate manager.
Users accessing software, datasets or services available through University facilities must comply with licence agreements or contracts relating to their use and must not alter or remove copyright statements. Some items are licensed for educational or restricted use only. Details are available from the appropriate manager.
Software must not be reverse engineered, de-compiled or incorporated into other programs or products without the express permission of the licensor or author as appropriate.
The transmission, storage, promotion or display of offensive, defamatory or harassing material is strictly forbidden unless authorised exceptionally for legal academic purpose. In such cases the user must obtain prior written authority from the University and all appropriate external bodies and must comply with any conditions imposed.
Facilities shall not be used to hold or process personal data except in accordance with the provisions of the Data Protection Act. Any person wishing to use facilities for such a purpose is required to inform the University Data Protection Officer in advance and comply with any restrictions that the University or the UK Information Commissioner may impose concerning the manner in which data may be held or processed.
Users must treat with respect equipment and services at other sites accessed through University facilities and are subject to regulations imposed by the respective service providers. All use of the academic network (JANET), direct or indirect, is bound by the JANET Acceptable Use Policy issued by UKERNA.
Users must comply with the Code of Conduct for use of software and datasets adopted by the Joint Information Systems Committee of the Higher Education Funding Councils.
Users must comply with the University Policy and Code of Practice on Information Security and Access.
Users producing material to be accessed through the University World-Wide Web Information Server must comply with the Code of Practice on World Wide Web Authoring issued by the World-Wide Web Editorial Board.
Users are not permitted to use facilities, in particular Electronic Mail, to propagate unsolicited materials, e.g. advertisements and promotions, unless authorised exceptionally by the University and appropriate manager.

4. Penalties

Regulations regarding holding, processing or disclosure of personal data are enforceable by law under the Data Protection Act.
Regulations regarding unauthorised access or misuse of computing facilities are enforceable by law under the Computer Misuse Act.
Regulations regarding copying of software and other material are enforceable by law under the Copyright, Designs and Patent Act.
Regulations regarding the transmission, storage or display of obscene material are enforceable by law under the Criminal Justice and Public Order Act 1994 which amends the Obscene Publications Act 1956, the Protection of Children Act 1978 and the Telecommunications Act 1984 to extend their provisions to transmission over a data communications network.
Any person making unauthorised use of facilities or, through the use of networking, making unauthorised use of equipment or services at another site may be required to pay damages which may include, but are not limited to:
- resources used or incurred by such usage,
- repairs to or replacement of equipment and
- resources and time used in investigation.
Any infringement of regulations may lead to temporary suspension of use of facilities by the appropriate manager. Students in breach of regulations will be reported to their tutor and Dean of School.
The appropriate manager, within his or her discretion, may waive or vary a penalty if the circumstances warrant such action.
Where the appropriate manager takes the view that the seriousness of a case or multiple offences constitute a breach of Statute 29 (Academic Staff) or Ordinance 16 (Conduct of Student Members of the University), the matter will be referred to the Registrar and Secretary. If it is agreed that it warrants such action, formal disciplinary proceedings under Statute 29 or regulation 28 will be instituted.

Commentary on Regulation 21

Current University Regulations are published in the University Calendar available from Corporate & Central Services. University Regulation 21 covers use of all University computing facilities available across the campus and of the Campus Network. Current copies of both University Regulation 21 and the associated Code of Conduct follow this commentary. Additional copies are available from the J B Priestley Building Reception Office. Your attention is drawn to the fact that regulations may be amended from time to time but that they are available electronically, using the World-Wide Web Information Service.

The Code of Conduct (covering use of site licensed software and datasets) is the basis for most software site licences across the campus. All employees and students of the University are bound by both University Regulations and the Code of Conduct. If you use any of the applications available on University facilities, you are personally responsible for complying with the terms of the Code of Conduct and may be required to complete a separate Copyright Acknowledgement for some items of software.

If you are not a member of the University and wish to use site licensed software and datasets, you must complete an External User Registration Form. In addition, External Users must complete a Copyright Acknowledgement for each item of software or dataset and must have prior authorisation from the University through the Computer Centre (or appropriate manager) before using it. Some software may only be used for education and research and others incur additional licence or royalty payments. All use is again bound by University Regulations and the Code of Conduct.

Availability of Computing Resources

In order to use University computing resources you need a computer account. An account must only be used by the user to whom it was allocated. Group accounts are not normally provided and use of another computer user's account is not allowed without prior authorisation from the appropriate manager. In the case of central facilities, you need to apply to the Computer Centre for appropriate authorisation.

Users are responsible for their computer accounts and they must only be used for approved University work (see Regulation 21, paragraph 2i). This may include familiarising yourself with the network and services available through it, including communicating with fellow students through electronic means. However, such privileges only extend to communication carried out in the spirit of Regulation 21 (see below, Computer Misuse). In particular, University resources are not to be used for consultancies or private work unless a special account has been allocated for the purpose (see Regulation 21, paragraphs 2ii through 2iv).

Computing facilities at the University of Bradford and at other institutions are valuable resources which should be conserved. Users should utilise resources properly and intelligently to minimise the impact of their work on others. In particular, game playing, the use of 'chat' applications (e.g. IRC) and electronic chain mail are strictly forbidden (see Regulation 21, paragraph 3ii).

Please avoid obstructing the work of others by consuming inordinately large amounts of system resources (e.g. disk space, CPU time, network traffic or volume of output) particularly during peak times. If work is unsuitable for Bradford, it may be possible to use larger National Facilities.

Proprietary Rights

Copyright software must only be used in accordance with the Code of Conduct for Use of Software and Datasets. This has been adopted nationally by the Joint Information Systems Committee of the Higher Education Funding Councils and by the Committee of Vice Chancellors and Principals. In addition, Regulation 21 explicitly states that users should not acquire or make use of unauthorised copies of software or make unauthorised copies for themselves or others. Many of the software contracts for education and research could not be negotiated without a background of trust and respect for the rights of authors and publishers.

Because electronic information is volatile and easily reproduced this is especially easy in a network environment. The Computer Centre will strive to maintain adequate security and compliance with the terms of licence agreements and contracts and will take action against any violation of authorial rights, invasion of privacy or Trade Secret or Copyright violation. If you use software or information illegally, you will be held personally responsible.

Computer Misuse

In the context of paragraph 3v of Regulation 21, viewing or using another person's computer files, programmes or data without permission is not only unethical behaviour, it contravenes the Computer Misuse Act 1990. Modification of computer systems or software, in any unauthorised manner, is strictly forbidden. More generally, Users must not browse, access, copy or change files owned by others, including public files, without prior authorisation. This includes deleting or creating files in another's account.

Other examples of unauthorised use of the computing systems are:

distribution or use of invasive software, such as 'worms', 'Trojan Horses' and 'viruses';
attempting to gain access to any account not belonging to you, including attempts to identify user passwords on University facilities or those of other institutions;
use of University computing facilities as a staging ground to crack other systems;
deliberately or knowingly causing a system to fail or service to crash;
facilitating access to or the transmission, display or replay of material which may be considered offensive, defamatory or harassing in the context of the University Code of Practice on Personal Harassment (see paragraph 3viii);
random mailings or electronic chain letters;
playing games or use of IRC on University facilities;
distribution of messages of a commercial or political nature.

Privacy of Files and Electronic Mail

It is important that all users exercise caution when committing sensitive information to electronic media. University computing facilities are connected to both local area and national and international networks. They are accessible therefore to the academic community and beyond (through Internet). Although the University is taking steps to provide secure communication and storage of sensitive material, it cannot guarantee confidentiality at present. You are personally responsible for the confidentiality and security of your information, therefore. The safest recommendation currently is that you avoid using facilities connected to the academic network for sensitive information.

Electronic mail at the University of Bradford is as private as it can be. Attempts to read another person's electronic mail or other protected files are strictly forbidden and Computer Centre staff will not read mail or other files unless absolutely necessary in the course of their duties. However, routine maintenance or system administration may result in the contents of files or communications being seen inadvertently. The contents of such files will be treated by our staff as private information at all times but action will be taken if such mail or files fall into one of the unauthorised categories (e.g. contrary to Regulation 21 paragraph 3viii).

Security

Users should also be aware that the Computer Centre performs periodic security checks, including checking passwords. Guidelines on choice of a password are published frequently by the Computer Centre and are imposed by software. If easily guessed passwords are detected, the user will be notified. If the password is not changed within a short period, it will be changed by the Computer Centre to protect both the account and the facilities in general.

Finally, it is stressed that computing facilities at Bradford University are provided for your benefit. If you find a possible security breach or know of or suspect a hacking attempt, it is in your interest to report it to the Computer Centre. If you are unsure, report it anyway without trying to use it.

Content last updated: August 2005

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