Appropriate Use Policy

APPROPRIATE USE POLICY FOR ICT FACILITIES AND SERVICES

 

 

BACKGROUND

The Information and Communication Technology (ICT) facilities and services provided by the Centennial College are primarily intended for learning, teaching, research and administrative purposes. Users of the facilities and services include teachers, students, alumni, staff, and authorized guests of the College.  They entitle to use these facilities and services by observing the rights and responsibilities as set out below.

 

RIGHTS AND RESPONSIBILITIES

All eligible users are required to act lawfully and ethically in protecting the integrity and security of the ICT facilities. Users must also abide by all prevailing policies, rules, guidelines and standards defined by the College.

Accepting the use of the College’s ICT facilities and services implies that the user has read, understood and agreed to this policy.  The College reserves the right to suspend or refrain user from using ICT facilities and services in the case of breach of policy.

All ICT facilities and services are administered by the Information Technology Services Unit (ITSU) on behalf of the College.  The system administrators and supporting staff may access user files or suspend system services without notice in circumstances including but not limited to the following:

  • Immediate action to protect the integrity of the overall system.
  • Examine unauthorized use or misuse of the computing resources.
  • Remedial action to recover damaged equipment or files.
  • Diagnose problem reported by users.
  • Unscheduled maintenance by service providers.
 

SOFTWARE LICENCES AND COPYRIGHT

ITSU performs the following audit on all ICT facilities:

All computers must be connected under the organization’s domain with login access control.
All computers are installed with software which is under the organization’s software subscription licence agreements.
All staff and students are not permitted to install any software without the prior approval from the ITSU.  For software request, please contact the ITS Helpdesk.
ITSU handles agreements, contracts and related document records of all computing equipment and software.
If unregistered software or hardware is found, it would be discarded. The College reserves the right to claim responsibilities and liabilities on non-compliance.
With effective on 1 April 2001, the Government of the Hong Kong Special Administrative Region has amended The Copyright Ordinance to protect intellectual property rights of computer software owners.  Hence, unauthorized use of computer software is strictly prohibited. Such act is an infringement of the copyright law. The College does not permit nor tolerate unauthorized copy or installation of computer software or copyrighted files within the premises.

The College has installed audit agent software on every computer to ensure compliance. In accordance with the Data Privacy Policy, these agents will extract the necessary information from computers for ITSU’s reference. Regular system audit exercise is also conducted to ensure only legitimate computer resources are in operations.

Users should not copy, modify or delete software from the computers.  The changes must be handled by ITSU.  Users can contact ITSU for consent.  Copying or adaptation of software programmes may result in violation of their licensing conditions.

Unauthorized distribution of copyrighted software or files over the Intranet or Internet is an infringing act.  Users must seek permission from the copyright owner before taking such action.

The use of freeware is subject to the needs arising from job duties. Users are advised to check the conditions of use before installation.

Upon request, users are required to provide supporting documents for proof of legitimacy of any software installed in the College’s computers by themselves.

 

 

COMPUTER VIRUS AND MALICIOUS CODE DETECTION

In order to protect the College's computer systems from computer viruses, users must ensure that the anti-virus software provided by the College is working properly when using their computers. It is also the user’s responsibilities to apply the latest virus definition and security patches to their computers, and to report suspicious virus infection to the ITSU.

When a virus infection is suspected, the user should turn off the computer in order to mitigate risk and contact ITS Helpdesk for assistance.  Users should also be aware of computer virus alerts announced by the College.

 

USE OF COMPUTER LABORATORIES AND CLASSROOMS

The use of computer facilities in the laboratories and classrooms is restricted to staff, teachers, students and guests of the College. User must produce valid identity card for authentication check upon request.

All such computer facilities must be used for learning, teaching, research and administration purposes related to the College. Unless endorsed by the ITSU, connection and disconnection of any hardware devices, installation and un-installation of any software other than those provided by the College are prohibited. Copying, altering or deleting of any licensed software from the computer equipment is strictly forbidden. Printing and scanning of materials using these computer facilities must comply with the copyright law.

 

CONTROVERSIAL MATERIALS

Controversial materials which include but not limited to obscene, pornographic, libelous, defamatory, offensive or racist materials should not be used, accessed or distributed using the College’s computer facilities and services.  With the exception for genuine learning, teaching, research or administration purposes with prior consent of the College.

 

USE OF INFORMATION SYSTEMS

The use of the College’s information systems requires authorization.  The access user identification and password should be kept confidential.  It should not be shared with other users.

 

USE OF E-MAIL SERVICES

The College provides e-mail services to facilitate communications within and outside the College.  The user of e-mail services is bound by the College’s E-Mail Policy.

 

DISCIPLINARY ACTION

The College reserves the right to revoke user’s access privileges and/or suspend the use of computer facilities and services at any time when there is a breach of IT policy.  It also includes inappropriate use of ICT facilities or services; disrupting the normal operation of the College’s computer systems and neglecting operation instructions in using computing resources.  In case of such misbehavior, the subject user will be reported to the College for their disciplinary actions.  The College will not be responsible for any loss or damage resulting from such actions.

 

SUGGESTIONS FOR GOOD PRACTICES

  • The College has the proprietary right of all ICT facilities and services.
  • Information and data shall only be used for learning, teaching, research and administrative purposes which deem as appropriate by the College.
  • Users shall ensure that the anti-virus computer programmes is in active while transferring files to and from portable storage devices such as floppy disks, CD-ROMs, memory cards, USB flash drives and external hard disks.
  • Do not perform any acts that would interfere the normal operation of the computer systems or equipment or block other users from using the computer facilities and services.
  • Do not use computer facilities for any activities that are commercial in nature or not related to learning, teaching, research or administrative purposes of the College.
  • Do not use computer facilities and services to monitor or tamper with computer systems and equipment of the College or elsewhere.
  • Users should keep their user identification and password confidential and should never disclose them to anyone. Regular change of password is encouraged.
  • Users should observe all laws and regulations applicable to the jurisdiction concerned, as well as rules and regulations of the College and the University when using ICT facilities or services provided by the College.
  • Users should not waste computing resources by playing computer online games or gambling activities, malicious acts, printing unnecessary copies, storing or moving large files that may disrupt system integrity or preclude other users’ access to disk storage.