Technology Use Policy
University of St. Francis
The University of St. Francis is
committed to excellence in teaching. In an effort to support the college
community in these endeavors, the institution has assembled a wide
variety of technology resources for general use. These resources are for
use by persons currently affiliated with the University of St. Francis,
including but not limited to students, faculty and staff.
Access to technology resources at the
University of St. Francis is a privilege and must be treated as such by
all users. Like any other campus resources, abuse of these privileges can
be a cause for campus disciplinary procedures and/or legal action.
Furthermore, the University reserves the right to extend, limit, or
restrict technology privileges and access to information resources.
The University of St. Francis has the
right and responsibility to provide the University community with
information technology resources and services. While providing these
services is of primary importance, there are other areas of importance
aside from physical resources. The following is a general description of the
responsibilities, the rights and obligations of the University of St.
The University of St. Francis complies
with all federal and state laws concerning use of technology. The
University reserves the right to change these policies as required by
federal or state law or in its fiduciary materials.
Technology resources include physical
equipment and software. Physical equipment includes personal computers,
printers, file servers, network equipment, VCRs. stereos, audio-visual
equipment of all types, speakers, projection systems, screens,
telephones, fax machines, copiers, and equipment associated with distance
learning such as televisions, microphones, and cameras. Software includes
all computer programs created by, owned by, or licensed to the
University of St. Francis supports
information technology resources to further its mission of learning and
to foster a community of shared inquiry. All members of the University
community must be cognizant of the rules and conventions that make these
resources secure and efficient. It is the responsibility of each member
of the University community to:
1. Harassment: No member of the community may, under any
circumstances, use technology to libel, slander, or harass any other
person. Examples of computer harassment include:
the computer to annoy, harass, terrify, intimidate, threaten, offend or
bother another person by conveying obscene language, pictures, or other materials
or threats of bodily harm.
the computer to contact another person repeatedly to harass, or bother,
whether or not any actual message is communicated, and/or where no
purpose of legitimate communication exists, and where the recipient has
expressed a desired for the communication to cease
the computer to contact another person repeatedly regarding a matter for
which one does not have legal right to communicate, once the recipient
has provided reasonable notice that the recipient desires such
communication to cease (such as debt collection).
the computer to disrupt or damage the academic, research, administrative,
or related pursuits of another.
the computer to invade the privacy, academic or otherwise, of another or
the threatened invasion of the privacy of another.
2. Intellectual Property Right: Each person is responsible for
recognizing (attributing) and honoring the intellectual property rights
of others. Violation of this is plagiarism. Respect copyright and other
intellectual-property rights. Unauthorized copying of files or passwords
belonging to others or to the University may constitute plagiarism or
theft. Modifying files without authorization (including altering
information, introducing computer viruses or damaging files) is
unethical, may be illegal, and may lead to sanctions.
3. Security of passwords. Users should establish appropriate
passwords according to the guidelines set out by the IT Department,
change them when notified, and not share them with others.
4. Sharing of Passwords: Computer accounts, passwords, and other
types of authorization are assigned to individual users and must not be
shared with others. Each individual is responsible for the use of one’s
own account, password or authorization codes.
5. Allocation of Resources: The University of St. Francis has the
right and responsibility to allocate its resources in a manner consistent
with the achievement of its overall mission. Users may be required to
accept limitations or restrictions on computing resources such as storage
space, time limits, or amount of resources consumed when asked to do so
by systems administrators.
6. Privacy of Information: That fact notwithstanding, no one should
look at, copy, alter or destroy anyone else’s personal files without explicit
permission (unless authorized or required to do so by law or
regulations). The ability to access a file or other information does not
imply permission to do so. Users must also note that, as part of their
responsibilities, systems or technical managers may occasionally need to
diagnose or solve problems by examining the contents of particular files.
7. Data Security/Backups. Users should maintain and archive backup
copies of important work. Users are responsible for backing up their own
files. General use computers in labs and other areas are restored to
their original installation and all data stored on these machines are
erased. They should learn to properly use the features for securing or
sharing access to their files. The university encourages individuals to
use their designated network drive (home directory) to store copies of
their documents. The university does scheduled backups on network drives.
8. Suspension of Individual Privileges: The University of St. Francis has the
right to suspend access to technology resources for reasons relating to
the safety and well-being of the campus community or university property.
Access will be promptly restored when safety and well-being can be
assured, unless access is to remain suspended as a result of formal
disciplinary action, through appropriate formal process and procedures.
Users should not attempt to evade, disable, or "crack"
passwords or other security provisions; these activities threaten the
work of others and are grounds for immediate suspension or termination of
privileges and possible additional sanctions.
9. Individually owned computers: Individually owned computers which are
connected to the network, are required to have an updated anti-virus
program installed. If any student or employee owned computer becomes a
security or virus threat to the network, IT reserves the right to
restrict its access to the network, this includes file sharing or student
operated servers in residences.
10. Monitoring of Usage, Inspection of Files: The University of St. Francis may
routinely monitor and log usage data such as network session connection
times and end-points, computer and disk utilization for each user,
security audit trails, network loading, etc. The institution has the
right to review data for evidence of violation of law or policy, and
11. Local Hard drive Storage: The University of St. Francis considers
the storage of data files on to local hard drives to be in violation of
good security practices. Data files should always be stored on removal
storage devices or networked drives to maximize the potential for
recovery and secure access.
12. Locking Consoles: When users are not in front of any
console (mobile or fixed) they are to lock their screens and restrict
access to their device using a password.
The University of St. Francis
extends these principles and guidelines to systems outside the University
that are accessed via the University's facilities (e.g., electronic mail,
social networking sites, or remote logins using the University's Internet
connections). Network or computing providers outside the University may
also impose their own conditions of appropriate use, which users at this
University are responsible for following.
Individuals or groups who act in a manner
contrary to existing policy and accepted standards for computer use are
subject to the sanctions and disciplinary measures normally applied to
misconduct or lawbreaking. Computing policy violations are handled by
established University channels.
In the first instance, such matters will
be addressed by the appropriate IT administrators. Whenever it becomes
necessary to enforce University rules or policies, an authorized IT
administrator may prohibit network connections by certain computers (even
departmental and personal ones); require adequate identification of
computers and users on the network; undertake audits of software or
information on shared systems where policy violations are suspected; take
steps to secure compromised computers that are connected to the network;
or deny access to computers, the network, and institutional software and
databases. Users are expected to cooperate with investigations either of
technical problems or of possible unauthorized or irresponsible use as
defined in these guidelines; failure to do so may be grounds for
suspension or termination of access privileges.
If the infringement is not settled in
discussion with the computing administrator, a matter involving students
will be referred to the Dean of Students. A matter involving faculty will
be referred to the department chair or dean; and a matter involving an
employee will be referred to the immediate supervisor, the manager of the
unit, or an official in Human Resources. In addition, certain kinds of
abuse may entail civil or criminal action as well.
Listed below are examples of infractions
against the University of St. Francis’ technology use policy. This is not
meant to be a comprehensive list but rather a sampling of possible
infractions. Common sense and good judgment should always applied to the
use of technology.
1. Attempts to annoy or inconvenience any
user of the system:
1. Purposely consuming large enough shares of
system resources to affect other users
2. Destructive control codes in files, in
file names, or anywhere other users could be affected (virus)
3. Sending control codes to clear another
user’s screen, lock the keyboard, etc.
4. “Stuffing” another user’s mail file
5. Sending false or unauthorized “systems
6. Sending obscene mail
7. Creating false or unauthorized login
sequences which record the passwords other users enter
8. Having a false or unauthorized login which
gathers the passwords of those attempting to change their own password
2. Attempting to circumvent restrictions or
resource limits established by Information Services
3. Purposely rendering the systems unusable
to a significant number of users
1. “Crashing” the system
2. Removing or altering files which are
necessary for the proper functioning of generally used programs
3. Removing, altering, or reading information
belonging to another user of the system without the user’s permission
4. Logging on as a user other than yourself,
and/or falsely representing yourself to be that user in communication to
5. Allowing another user to use your login if
that user’s own login is removed for disciplinary reasons
6. Violating the legal rights of others
7. Logging on as a user, other than yourself
8. Committing any violation referred to in
the moral and ethical standards section of this policy
Account Creation and Deletion
This policy defines the creation and
deletion process of technology accounts for students, employees, and
Students and employees receive accounts according to their status in the
Banner administrative system. Accounts and the ability to access
information in the MyUSF portal, which provides single sign-on to all USF
applications, are generated when information is entered into the system
originally or when a status indicator changes from one condition to
1. Perspective Students: A limited MyUSF account is created for
perspective students to assist in the recruitment of these students.
2. Students: A technology account is created for
students who have been admitted and are ready to register within the
Banner system. All students are provided 250 Meg of space on a server for
their home directories. Any student who has exceeded the allocated amount
of space is contacted via email to remove non-academic related files.
Using more than the allotted space can cause students to lose the network
"permissions" to see their home directory. Students may be
warned that music and video are not acceptable files and must be removed
3. Employees: A technology account is created for an
employee their base employment record has been entered into the Banner
administrative system by HR personnel. Adjunct faculty accounts are
created once their start date has been entered into Banner or they have
been assigned a course to teach. Employees are provided 1 Gig of space on
a server for their home directories. Any employee who has exceeded the
allocated amount of space is contacted via email to remove non-academic
related files. Employees may be warned that music and video are not
acceptable files and must be removed immediately.
1. Perspective Students: These accounts are deactivated one year
2. Student Drops or Withdrawals: A drop/withdrawal list is generated by the
IT Department through the Banner administrative system. After 4 semesters
a student account will be deleted.
3. Alumni: retains their email and MyUSF accounts for
life. Data storage will be reduced after 3 years of inactivity.
4. Employees: Deactivation occurs once a termination
date is entered into the Banner system. An employee may request that
there are accounts remain active through the appropriate Vice President
for a specific time that may not exceed 6 months. If an employee is
terminated for cause his/her account is deactivated immediately.
5. Retirees: Employees may retain their existing USF
account privileges when they retire. When the retiree no longer wishes to
keep the account, the department must notify Network Support Services so
that his/her account can be disabled.
Each student will be given a $10.00
credit each semester that is applied towards the cost of printing charges
student incur when printing on university owned printers in student
accessible printers in the labs, residence halls other location on the
campus. Student print balances are not carried forward from semester to
Each time a student prints to a
University provided printer he or she will be charged for the number of
pages printed. From most general lab computers a pop-up will notify them
of the number of pages in the print job and the cost to print the
information. Students will have the choice to proceed or decline to
print. Additional printed pages over a student’s $10.00 semester credit
will be added to his or her university bill.
If a student encounters one of the
following problems when printing they should contact the IT office in
Marian Hall for a refund of the pages that should have printed.
If a student leaves a computer logged in
with their username and password in a lab and someone uses the login for
printing, there will be no refund of pages to their account. Students
must be diligent about logging out of computers in general access areas
so that none of their accounts are compromised.
Personal Web Pages Policy
Personal pages should be created with the
understanding that users should follow similar precautions and procedures
as would apply to other formats.
Because personal Web pages contain
"stfrancis.edu" as part of their URLs, they absolutely reflect
the Author's affiliation with University of St. Francis. Therefore, they
should not contain material that undermines University of St. Francis's
statement of purpose and its character as a faith based institution. This
includes material that is highly offensive, profane, vulgar or abusive.
Any page residing on a University server
or in the domain of "stfrancis.edu" must adhere to the
1. Servers cannot be used for the publication
of materials that are obscene, harassing, threatening or degrading in any
2. Personal Web pages must not contain
illegal material. This includes text, images, music or programs that are
copyrighted by other people unless the copyright owner has given written
permission for their use on the WWW.
3. Pages maintained in the domain
"stfrancis.edu" must not contain direct links to sites which
contain materials that:
harass, intimidate or are obscene
copyright, patent protections, license agreements and other intellectual
existing local, state, national or international laws, the University's
code of conduct, or University’s rules or policies.
4. Authors of Web documents and those who
store resources on USF servers are solely responsible for their content.
5. Any pages on a USF server or in the domain
"stfrancis.edu" may not be used for the benefit of third
parties or for profit making activities.
6. The following disclaimer must be placed on
all personal pages: "The content and opinions expressed on this page
belong to (your name) and are not endorsed by University of St. Francis.
The University accepts no responsibility for the contents of these
7. Individuals should not include the
University's official logo on a personal web page.
Enforcement of Web Policies
Users should be aware that the
Information Technology department may review account files if there is
reasonable cause to believe that a user has engaged in misuse or
violation of this policy. Information Technology can suspend,
discontinue, or deny Web page service without notice to anyone it
determines is abusing the computing system. Infractions shall be reported
the Chief Information Officer and to the Dean of Student Life or in case
of an employee to the appropriate Vice President. In addition, if web
pages violate local, state, or national or international law, civil or
criminal action may be taken.
Suspected Violation of Web
If you suspect a violation of these
policies, send E-mail to email@example.com.
Please specify who and what you are
complaining about. In particular, you should include the user and/or the
URL(s) of web pages in question and what applicable laws or policies you
believe have been violated.
Administrative Data Access
Information maintained by the University
is a vital asset that will be available to all employees who have a
legitimate need for it, consistent with the University’s responsibility
to preserve and protect such information by all appropriate means. The
University is the owner of all administrative data; individual units or
departments may have stewardship responsibilities for portions of that
data. The University intends that the volume of freely accessible data be
as great as possible, given limitations of budget and applicable federal,
state and local laws.
The value of data as an institutional
resource is increased through its widespread use; is diminished through
misuse, misinterpretation, or unnecessary restrictions to its access. The
University does not condone the use of administrative data for anything
but the conduct of University business. Employees accessing data must:
observe requirements of confidentiality and privacy, comply with
protection and control procedures, and accurately present the data in any
The University determines levels of
access to administrative data according to principles drawn from various
resources. State and federal law provides clear description of some types
of information to which access must be restricted. In an academic
community, ethical considerations are another important factor in
determining access to administrative data.
Definition of Administrative
The University’s database consists of
information critical to the success of the University as a whole. The
University database is shared data and is managed within a conceptual
framework. The University database is distributed across processing units
both within and outside the University.
Data may be digital text, graphics,
images, sound or video. The University regards data that are maintained
in support of a functional unit’s operation as part of the University’s
administrative database if they meet any of the following criteria:
- If at least two
administrative operations of the University use the data and
consider the data essential;
- If the University must
ensure the integrity of the data to comply with legal and
administrative requirements for supporting statistical and
historical information externally;
- If a broad cross section
of users refers to or maintains the data; or
- If the University needs
the data to plan.
Some examples of administrative data
include student course grades, employee salary information, vendor
payments, and the University’s annual report of facts (Red Book).
Administrative data does not include personal electronic calendar
information and similar material.
Data Administrators are individuals
directly responsible for creating, maintaining, and using data to support
the University’s operation and information needs within their functional
Responsibilities of Data
Data Administrators will assign each item
of administrative data and each standard view for their area of
responsibility to a security class. For example, data can be viewed by
anyone; data can be viewed by a select few; or data is totally
The Data Administrators are also
responsible for maintaining data integrity. They will determine the most
reliable sources of data and regularly evaluate the quality of the data
under their purview. Data Administrators will identify gaps and
redundancies in the data and, to the extent possible, will ensure that
only needed versions of each data element exist. They will also monitor
the data for accuracy, integrity, and dependability, and where
appropriate, will initiate action concerning these issues.
The Data Administrators, in consultation
with the person assigned to administrative data security in AISS, will
determine security requirements for their data and will be responsible
for monitoring and reviewing security implementation and authorized
Data Administrators will also define the
criteria for archiving the data to satisfy retention requirements.
Responsibilities of AISS
AISS is ultimately responsible for
defining and implementing polices and procedures to assure that data are
backed up and recoverable. AISS is also responsible for carrying out the
security identified by Data Administrators as well as system security.
Some examples include redundancy plan, physical security of hardware,
system interfaces, authentication and protocols.
Developing and applying standards and/or
procedures for the management of institutional data and for ensuring that
data are accessible to those who need it is another function that is
carried out by AISS.
In cooperation with the Data
Administrators a standard method for naming and defining data will be
developed. AISS will help facilitate conflict resolution in data
definitions, if it occurs.
Requests for Access
Access to legally restricted or limited
access data by University employees requires that a formal request be
made to the appropriate Data Administrator. All requests for exceptions
to the data access policies must be made in writing to the Data
Administrator. Email requests are acceptable. The request must specify
the data desired and their intended use.
The Data Administrator must provide a
written record of the reasons for denial of any access request. Email
records are acceptable.
Members of the University community may
appeal any data access decision. Appeals may be made to the appropriate
Vice President, who in consultation with the Vice President of Business
Affairs and the Vice President of Academic Affairs will render a decision.
Responsibilities of Users
University employees or persons with
access to Administrative Data shall not:
- Make unauthorized use of
any information in files maintained, stored, or processed by AISS or
permit anyone else to make unauthorized use of such information.
- Seek personal benefit or
permit others to benefit personally from any confidential
information that has come to them by virtue of their work
- Exhibit or divulge the
contents of any record or report to any person except in the conduct
of their work assignment and in accordance with University and
- Knowingly include or
cause to be included in any record or report a false, inaccurate or
- Operate or request others
to operate any University equipment for one’s own personal gain or
profit, for the personal gain or profit of others, or to satisfy
- Divulge personal ID’s or
passwords for Administrative Data to unauthorized personnel.
Users will also comply with all
reasonable protection and control procedures for administrative data to
which they have been granted access.
All violations of these guidelines shall
be reported to the Chief Information Officer immediately. The information
provided will be investigated and if found to have credence, will be sent
to the appropriate Vice President for handling through University
policies and procedures.
Digital Millennium Copyright
The Digital Millennium Copyright Act
signed into law on October 28, 1998, amended the U.S. copyright law to provide
limitations for service provider liability relating to material online.
These liability limitations remove the burden of guilt from the service
provider, the University of St. Francis, and place it on the offenders.
USF falls under the DMCA’s strict definition of “service provider” by
providing a means of digital online communication to users and is
eligible for liability limitations after meeting two conditions:
1. Adopting and reasonably implementing a
policy of terminating in appropriate circumstances, the accounts of
subscribers who are repeat infringers.
2. Accommodating and not interfering with
“standard technical measures,” which are defined as measures that
copyright owners use to identify or protect copyrighted works that are
developed with the broad consensus of copyright owners and do not impose
substantial burdens on service providers.
Compliance with federal copyright law is
expected of all students, faculty and staff at the University of St.
Francis. "Copyright" is the legal protection for creative
intellectual works, which is broadly interpreted to cover any expression
of an idea. Text, graphics, art, photographs, music, and software are
some examples of types of work protected by copyright.
You may "use" all or part of a
copyrighted work only if (a) you have the copyright owner's permission or
(b) you qualify for a legal exception under the doctrine of "fair
Copying, distributing, downloading, and
uploading information on the Internet may infringe on the rights of the
copyright owner. Violations of copyright law that occur on or over the
College's network or other computer resources may create liability for
the University as well as the computer user. Therefore, repeated
violations may result in revocation of computing resource privileges;
faculty, staff or student disciplinary action; or legal action.
The University of St. Francis, upon
notification by the RIAA and/or its constituents, is obligated to
terminate network access for anyone on the campus network that is found
to repeatedly infringe on national copyright laws, or be held liable for
Notice to computer user: The University
will promptly inform the computer account holder/user that the allegedly
infringing material has been removed or access has been disabled.
Counter notice from computer user: The
computer account holder/user may send the University's designated agent,
a written statement that the removal or disabling of access was based on
(1) that the copyright owner is mistaken and that the work is lawfully posted
or (2) that the work has been misidentified. This counter notice must
meet the requirements of 17 U.S.C. 512(g) (3)
Transmittal of counter notice: The
designated agent will promptly transmit a copy of the counter notice to
the person who complained of infringement, and will inform that person
that the removed material or disabled access will be restored in 10
Final College Action: The University will
restore the material or access no less than 10 business days and no more
than 14 business days from receipt of the counter notice, unless the
person who complained of the infringement first notifies the designated
agent that the complainant has filed a court action to restrain the
computer account holder/user from the infringing activity that was the
subject of the original notice to the University.
Peer to Peer File Sharing
Downloading, copying and sharing
material, such as music, movies, games, and applications, for which the
copyright holder has not given you permission is a violation of both the
United States Copyright Act and the University of St. Francis Technology
Use Policy. As an intelligent web user, it is best to assume that all
works of this type found on the Internet are copyright-protected unless
explicitly stated otherwise.
The U.S. Copyright Act specifies an
individual's civil liability of litigation costs, attorney fees, and
actual damages of $750 to $30,000 for each work infringed, and, under
certain circumstances, criminal penalties up to $250,000, and/or
imprisonment. Furthermore, students, faculty and staff may be placing the
University of St. Francis at risk through these actions, as well as
themselves by violating the copyright law.
In the event that the university is
notified that you are violating copyright laws, the relevant offices
within the university will investigate the complaint. If a violation is
confirmed, appropriate action will be taken against you in accordance
with university policy. Violations of the University Technology Use
Policy may result in disciplinary action up to and including the
suspension of a student user’s network account, and/or criminal
prosecution under state and federal statutes.
Although using file-sharing software,
such as KaZaA or Morpheus, is not illegal itself, distributing
copyrighted material without permission is. Many do not realize that this
software may turn your personal computer into a server, or upload site,
even if that was not your intent. Unfortunately, you are still legally
responsible. Students using their computers as servers for materials can
and will have their network connections turned off.
The University of St. Francis strongly
encourages users to remove all file-sharing software from your system. At
the very least, it is imperative that the file sharing capability of
these systems be disabled. The University of Chicago maintains a site
that addresses Disabling
Peer-to-Peer File Sharing. Go there for additional information on how
to disable this function.
Find out more about copyright issues from
Alternatives to Illegal File
There are many legal sources for
copyrighted material such as music and movies; some are free and some
charge a nominal fee. Educause maintains a comprehensive list of Legal Downloading Resources.
Members of the University of St. Francis
community are encouraged to take advantage of these legitimate sources of
Student Electronic Communication
policy outlines the appropriate use of all electronic communications
tools and media provided to University of St. Francis students.
student is expected to use good judgment when using the university’s
communications systems. Electronic communications that are sent or
received by the university owned communication systems are the property
Applies to: All
University communications systems including but not limited to: any
messaging, collaboration, publishing, broadcast, or distribution system
that depends on electronic communications resources to create, send,
forward, reply to, transmit, distribute, broadcast, store, hold, copy,
download, display, view, read, or print electronic records for purposes
of communication across electronic communications network systems between
or among individuals or groups, that is either explicitly denoted as a
system for electronic communications or is implicitly used for such
- The University of St.
Francis primary and official method of communicating with our
students is through the University’s email system. This
communications includes vital university messages, emergency
broadcast and instructions, billing information, registration and
other service communications. Students are required to access and
review University of St. Francis email on a frequent and consistent
basis in order to stay current with University-related
communications. Students must recognize that certain communications
may be time-critical.
- Email attachments are
limited to 100MB (megabytes) in total.
- The electronic
communication systems are intended for academic use and, as such,
student email accounts or other electronic communication systems may
not be used to create or transmit unsolicited bulk messages
(commonly known as “spam”), content intended for commercial gain, or
content which violates applicable state or federal laws.
- Students may not use
University maintained group email lists unless they have received
prior approval from the Chief Information Officer.
- Students are solely
responsible for any content they create or transmit while using the
- The University is not
responsible for any content received by the student from another
person or entity, and furthermore is not liable for any physical,
emotional or mechanical damage arising from use of the system.
- Student email and system
accounts are University-owned and subject to inactivation at the
University’s sole discretion.
- Federal law requires the
University to make timely interim reports on any crime considered to
be a threat to the campus community. To comply with The Jeanne Clery
Disclosure of Campus Security Policy & Campus Crime Statistics
Act in the most effective manner possible the University's Director
of Safety & Security or designee will have the authority to send
an interim report, pursuant to the Clery act, to the entire e-mail
policy outlines the appropriate use of all electronic communications
tools and media provided to University of St. Francis employees.
Every employee is expected to use good judgment when using the
university’s communications systems. Electronic communications that are
sent or received by the university owned communication systems are the
Applies to: All
USF communications systems including but not limited to: any messaging, collaboration,
publishing, broadcast, or distribution system that depends on electronic
communications resources to create, send, forward, reply to, transmit,
distribute, broadcast, store, hold, copy, download, display, view, read,
or print electronic records for purposes of communication across
electronic communications network systems between or among individuals or
groups, that is either explicitly denoted as a system for electronic
communications or is implicitly used for such purposes.
- Employees are required to
access and review University email on a frequent and consistent
basis in order to stay current with University-related
- Employees should refrain
from using their USF email account for personal business.
- Employees must recognize
that certain communications may be time-critical.
- The electronic
communication systems are intended for business use and, as such,
employee email accounts or other electronic communication systems
may not be used to create or transmit unsolicited bulk messages
(commonly known as “spam”), content intended for commercial gain, or
content which violates applicable state or federal laws.
- Users are solely
responsible for any content they create or transmit while using the
- The University is not
responsible for any content received by the user from another person
or entity, and furthermore is not liable for any physical, emotional
or mechanical damage arising from use of the system.
- Upon termination of
employment with the university, the employee’s email account and
other system accounts will be terminated unless the employee is an
alumni or currently registered student of St. Francis or retires
from USF and requests that the email account remain active. This
does not apply to employees that have been dismissed from the
- In the event an employee
with an email account and system accounts enrolls as a student at
USF, the accounts in use by that person will remain subject to the
applicable employee electronic communications policy.
- Employee email and system
accounts are University-owned and subject to inactivation at the
University’s sole discretion.
Mass Email Policy
University of St Francis has seen a significant increase in the use of
mass email to distribute news, information, personal opinions, sale of
items, announcements to various constituencies and commercial
advertisement and flyers. Coinciding with this is an increase in
complaints about unsolicited email messages using the University of St.
Francis internal mail lists. In order to address these issues, the
university has approved a mass email policy to clarify electronic
communications, dissemination of information related to the university
mission, and notification of constituents in case of emergency. This policy
does not apply to the creation and configuration of individually created
email-based distribution and discussions groups (also referred to as
listservs). Examples of this would be student clubs creating email
distribution lists for communication with clubs or association members
subscribing to a listserv or faculty members who create lists for
electronic communication with students in their courses. Anyone creating
a distribution list, with the exception of official university
communications, must comply with an individual’s request to be removed
from the distribution list.
Definition of Mass Email: For
the purposes of this policy, mass email shall be considered to be any
unsolicited electronic mailing in which the message is sent to members of
the University community using University created email lists.
access to university email lists will be through the MyUSF portal.
Depending on the data access rights granted to the user will be able to
use the various email lists available to them. Employees will have access
to 3 main University provided email lists. These lists divide employees
into faculty administrators and staff.
Mass Email Process: Mass
email communications should be used sparingly. Users are expected to
comply with the approved process.
- The MyUSF portal
announcement program and the portal email lists will become the
official method for University announcements for non-emergency and
- People may now choose to
make a general announcement, a calendar event or both about their
event or message.
- People have the ability
to create their own groups, committees and clubs to which people can
make their own decision to join.
- Access to the traditional
undergraduate student email list will be limited to the following people:
President’s Office staff
Director of Student Academic Support Services
Director of University Relations
Director of Operations
of Human Resources
- Anyone wishing to use
email to communicate with students:
the MyUSF portal communication tools.
their Director, Dean or VP and have the communication sent through
their email/MyUSF account. (Remember you may not give or share your
user account and password with other people.)
long-term access to the student email list, you must contact the
Chief Information Officer and request access to the student lists.
Guidelines for Mass Email
Appropriate mass email and broadcast
topics include but are not limited to:
- urgent security (physical
or computer) matters
- university approved mass
- other time critical
financial and administrative deadlines
- natural disaster alerts
Inappropriate mass email and broadcast
topics include, but are not limited to:
- any message whose content
is not relevant to USF's mission of teaching, research, and public
- “Reply to all” when
congratulating people on their accomplishments
- club or group information
announcement of events or summary of an event’s activities
- any commercial mailing
- any solicitations
- announcements for
- advertisements for
non-University sponsored/owned stores or services
- chain letters
- pyramid or make money
- information of interest
to only a small segment of the University community
- political issues or
- items for sale or rent
Criteria for Creating Mass
- Email Subject: The
Subject line must be descriptive of the message.
- Email Body: Your name
must appear in the TO
- The name, email address,
and phone number of a person to contact should be contained in the
- Messages should be brief
and to the point. Provide instructions on how additional information
can be obtained.
- Any hyperlinks should
include the fully qualified (include the http:// part) protocol to
assure that most recipients will see the "active" links in
- The message should be
proofread for spelling, grammatical and content errors.
Questions about this policy may be
directed to the Chief Information Officer.
University of St. Francis is pleased to offer a valuable benefit to
alumni: a permanent e-mail address that allows you to keep in touch with
family, friends, and business associates, with no break in communication,
no matter how many times you relocate or change your Internet service
It is the only address that your friends
and associates will ever need to know to stay in contact with you because
it is permanent. When you switch jobs or e-mail providers your friends
and family will still be able to communicate with you without any
interruptions or the need to notify people that you have made a change.
It's as simple as that. This benefit is offered only to University of St.
Francis alumni and our special friends.
University of St. Francis (the “University”) provides current and future
alumni as well as friends of the University (“Users”) with a suite of
electronic services (“Alumni Services” or “Services”) only in order to
support the educational, research and public service missions of the
University of St. Francis. We intend for these services to be used toward
this end by facilitating communication among Users and between Users and
As a condition of using and continuing to
use the services provided, you agree to the terms and conditions of usage
Alumni Services at any time and at its sole discretion. You are
to do so. Continuing to use any services provided under this agreement
constitutes your acceptance and agreement to such changes.
Electronic communications that are sent
or received by the university owned communication systems are the
Intended Users Users
of the Alumni Services provided by the University of St. Francis are
intended to be the alumni of the University and are defined as graduates
of the University. Those individuals deemed to have a special
relationship to the University at the discretion of the University.
Others that wish to use these Services may inquire at firstname.lastname@example.org or call
Applicable Laws and Policies Users
agree that you are solely responsible for content, information, files, or
data posted through provided Alumni Services and that you will hold the
University of St. Francis harmless against any and all claims from third
parties regarding content created using your user account.
Users agree not to use the Alumni
Services intentionally or unintentionally to violate any applicable law.
The use of the Alumni Services provided by the University is subject to
all the policies and regulations of the University of St. Francis.
Proper and Authorized Use Our
Alumni Services are intended to support a broad range of communications
and professional and appropriate communication etiquette is required. In
particular, all standards of behavior, courtesy, and etiquette that
govern vocal and written communications also extend to electronic
Content or technology use that is
inconsistent with or contrary to our mission and Catholic/ Franciscan
identity is deemed inappropriate by the University.
Anonymous access and posting to the
University services is forbidden. You must identify yourself as yourself
and may not impersonate other users or individuals. All users must accept
that their identity will be associated with any content they provide via
these Alumni Services and may be visible to all users of the Services.
You may not share your account with others. Use of accounts for the
creation or delivery of mass e-mail (a.k.a. SPAM) is forbidden.
Use of accounts to store or transmit
copyrighted material such as music or video files is forbidden unless permission
has been obtained from the copyright owner.
Services cannot be used to violate
Privacy, Warranties and
Liability The University is committed to protecting the privacy of
its Users. Towards this end, information about our Users and the content
of material communicated with or stored within the University’s servers
information posted to these Alumni Services may be visible to all other
Users of these Services. While some controls exist that allow you to
restrict visibility, the University makes no warranties about the
function of these controls and cannot be held liable should these
In the spirit of maintaining a strong,
lasting, and dynamic relationship between Users and the University,
personal information supplied by the Users of our Services will be used
to update alumni databases which are themselves used to provide Users of
the Services with timely information about changes to these Services as
well as notice of alumni events, and other programs and offerings of the
University. Please contact the University at email@example.com or call
815.740.5047 (800-822-8280) if you wish to opt-out of these offerings.
The views and opinions expressed by Users
of these Alumni Services do not necessarily state or reflect those of the
University of St. Francis. Please be aware that we do not control or
guarantee the accuracy, relevance, timeliness or completeness of the
information expressed by Users of these Alumni Services.
The University of St. Francis may access
your account for administrative and other purposes (such as, but not
limited to password resets, compliance with University policies and other
rules governing these Services, including the investigation of security
incidents) as described in the Campus Policy on Appropriate Use of
Computers and Network Systems at the University of St. Francis. This
right extends to any information stored within the account.
The University may invoke the above
suspend or terminate your account without any cause or notice to you and,
in such an event, information may no longer be accessible or may be
External Content The
University St. Francis does not assume responsibility, nor can it be held
accountable, for non-University links or the contents or information of
those links. This extends to your use, or losses incurred by your use, of
those links or the information they contain.
Administration of Alumni
Service and Appropriate Use While the University of St.
Francis does not routinely monitor appropriate use by individuals, the
University will respond to complaints or other notifications of
inappropriate use. Use of these Alumni Services is a privilege, not a
right, and such use may be suspended or terminated by the University
Notifications of inappropriate use should
be made to firstname.lastname@example.org
or call 815.740.5047 (800-822-8280).
Acceptance of Terms By
requesting an alumni email account you acknowledge that you have read and
any time in our sole discretion, it is your responsibility to review
subsequently decide they wish to end this account, should communicate
that information to email@example.com
or call 815.740.5047 (800-822-8280).
Express Consent Through
your acceptance of a USF email for life account you hereby agree and
provide your express consent that the University of St. Francis may
access your account for administrative and other purposes such as
password resets and compliance with university policies governing this
USF Library Copyright Policy
This policy and is not intended to be
read as legal advice but rather as guidelines for those looking for
assistance with (a) Understanding copyright and other intellectual
property issues, and (b) the University of St. Francis Library’s policies
and procedures as they pertain to copyright, intellectual property and
the reproduction of creative works. If further help is needed, USF
librarians will provide insight and research assistance toward answering
specific copyright questions. This policy and procedures manual is
written in "Question and Answer" format, and is applicable to
all persons intending to use library materials and/or access to reproduce
the work of others on behalf of curricular and non-curricular activities
occurring at The University of St. Francis (hereinafter, “USF”) in
Joliet, IL. USF Library Archives materials, as a subset of the USF
Library, are also covered by this document. It is not advised that any
USF constituent disregard the direction given in this general copyright
policy. Doing so subjects the infringer and the University to unnecessary
risk and liability.
WARNING CONCERNING COPYRIGHT
Title 17 of U.S. Code specifies Copyright
Law and limits the making and dissemination of reproductions of
USF Library makes the good faith effort
to work within copyright allowances granted to it as an institution of
higher learning under Copyright Law and the Fair Use guidelines. Library
users who abuse copyright or make reproductions beyond Fair Use may be
liable for copyright infringement.
The University of St. Francis Library
maintains the right to refuse copying of any material if doing so would,
in its judgment, be in violation of Copyright Law.
For more information on Copyright Law,
how to determine the rights of a work, or just how to teach and stay
within the allowances of copyright please see the links available under
the Other Resources tab.
For the purposes of this document, the
term “reproducer” will denote any individual or parties subject to US
Copyright Law due to their reproduction (in analog or digital form) of
intellectual work owned by someone other than themselves.
It is important for individuals to
realize that copyright law is related to the reproduction of original
works. Copyright law does not govern the theft or misrepresentation of others’
intellectual property—only the copying of significant pieces or entire
works. All persons who copy the works of others are considered to be
"reproducers" of works.
USF LIBRARY STAFF AND
USF Library staff will not provide, or
pay for, copyright clearance for reproduction on your behalf. We will
advise and direct you in the proper direction for obtaining copyright
clearance, and will work with you closely to obtain permission for your
needs to teach with copyrighted material. This document is prepared to
educate you on our policies regarding copyright law and Fair Use in
educational settings. If you have questions or comments regarding this
document or any USF copyright policies and procedures, please contact USF
library staff directly at http://library.stfrancis.edu, or 815-740-5041.
USF treats copyright compliance
seriously. Copyright in the United States is a financial, ethical and
legal issue related to all US citizens and creators of original works.
Library staff will report any known
copyright violations (by staff) to appropriate deans and vice presidents,
after advising the copyright infringer to cease and desist and receiving
non-compliance in three calendar days. USF students will be reported to
their instructor(s) in 24 hours, if infringement is not corrected.
Higher Education Opportunity
Act: Peer-to-Peer File Sharing
The Higher Education Opportunity Act
(HEOA) includes provisions to reduce the illegal uploading and downloading
of copyrighted works through peer-to-peer (P2P) file sharing.
Specifically, HEOA requires institutions to:
1. Make an annual disclosure that informs
students that the illegal distribution of copyrighted materials may
subject them to criminal and civil penalties and describes the steps that
institutions will take to detect and punish illegal distribution of
2. Certify to the Secretary of Education that
they have developed plans to “effectively combat” the unauthorized
distribution of copyrighted material.
3. Offer alternatives to illegal file
sharing, “to the extent practicable”.
4. Identify procedures for periodically
reviewing the effectiveness of the plans to combat the unauthorized
distribution of copyrighted materials.
The University of St. Francis uses the
following methods to inform students about copyright laws:
- Each semester, students
receive an announcement about peer-to-peer file sharing and
copyright when they log in to the University's portal, and they are
required to acknowledge that they have read the message. This
announcement provides links to detailed information regarding the
University's Technology Use Policy and Peer-to-Peer File Sharing
Policy, and provides links to legitimate sources of
- The University of St.
website provides information and guidelines for copyright laws
and fair use to the campus community.
- All students are required
to adhere to the practices stated in the Technology
Use Policy, which includes a section on copyright compliance.
This policy is included in the Student Handbook and is posted on the
Effectively Combat the
Unauthorized Distribution of Copyrighted Material
The University of St. Francis uses
several technology-based deterrents to combat the unauthorized
distribution of copyrighted materials:
1. USF currently has a restrictive firewall
in place to help prevent file sharing.
2. The current network switch infrastructure
supports policy-based security, which can prevent access to known
peer-to-peer TCP/IP ports that are used by common file sharing services
3. USF is currently building towards a
full-featured network control solution which will enable MAC address
registration, tracking and the interrogation of workstations that attempt
to access the enterprise network system.
Offering Alternatives to
Illegal File Sharing
The University of St. Francis portal
provides links to sites that provide numerous options for obtaining
music, videos, and other digital content in a legal manner. Students are
encouraged to take advantage of these legitimate sources of digital
These steps will be reviewed annually by
the Information Technology (IT) department and the Chief Information
Officer each June and revised as necessary to remain in compliance. Based
on the monitoring data that IT collects relative to network traffic, the
review will assess the overall effectiveness of the University’s policy
and procedures to promote the legal use of copyrighted materials. Any
changes to the policy and/or procedures will take effect at the beginning
of the following academic year.
of Duties within Information Systems
USF strives to maintain a cohesive
technology environment that provides high levels of reliability,
consistency, integration, and consolidation. The University’s IT
environment should maintain high levels of security, and critical
decision support systems should provide a trusted, authoritative source
for key University data.
Separation of duties is one tool used to
ensure the integrity and security of the University’s data and
information systems. Separation of duties is both an IT “best practice”
and an audit and control standard that reduces the risk of a malicious or
inadvertent breach of system security, data integrity, or the disruption
of normal business processes, by requiring that individuals or workgroups
not be in a position to control all parts of a transaction or business
process. Separation of duties is fundamentally about reducing the risk of
loss of confidentiality, integrity, and availability of the University’s
USF’s data security policies are guided
by the information technology data security industry standard ISO 17799.
Requirement 8.1.4 of this standard states, “Duties and areas of
responsibilities shall be segregated in order to reduce the opportunities
for unauthorized modification or misuse of information or services.” Additionally,
separation of duties is a basic internal control requirement in several
laws including the Graham-Leach-Bliley Act of 1999 (i.e., GLB Act),
Sarbanes Oxley, Health Insurance Portability and Accountability Act of
1996 (HIPAA), etc. Because of these regulations, organizations such as
USF strive to maintain separation of duties by separating across multiple
work units the access required to conduct normal day-to-day business
Sample separation-of-duties requirements
include (but are not limited to) the following:
- Development staff should
not have access to production data, unless specifically authorized
by the functional data owner to repair a limited number of records.
- Development staff should
not access system level technology or database management systems.
- End users should not have
access to production data except through the features and functions
of the administrative applications; in particular, they should not
have the ability to bypass or circumvent the applications’
validation and audit procedures.
- Functional users should
not access or modify application code.
- Systems programmers
should not access application code.
- Accounts should be
approved by the data steward and subsequently created by a separate,
independent system security administrator.
- Access to system logs and
system audits should be limited to the system security analysts, and
all such access should be reviewed by IT management.
- Access to firewalls and
other network security systems should be limited to the network
security analysts, and all such access should be reviewed by IT
By separating these functions, each area is a "check and
balance" of the functions of the other area. This prohibits one
person from giving an account unauthorized access levels (e.g., the
authority to change pay rates, update grades, view confidential data,
etc.), modifying the underlying system security (i.e., modifying a user’s
roles, disabling audit functions, etc.), and reviewing system logs or
audit reports which could alert an independent reviewer of potential