Policies
Acceptable Use Policy Procedures
Purpose of this document
This document is intended to provide an outline of the procedures to be followed in the event of a suspected breach of the University's Computing / IT Acceptable Use Policy (the A.U.P.). It is intended as a resource for Departmental AUP Advisers, Heads of Departments and Sections (HoD/S), IT staff and others who may become involved in such issues. It will not be possible to be exhaustive as new technologies and possibilities will inevitably arise. If in doubt about any issues, please contact Rob Kirkwood R.S.M.Kirkwoood@lboro.ac.uk in IT Services, or one of the other sources of help listed under "Sources of Help", in the first instance.
What sort of problems are we concerned with?
These are largely covered by the Acceptable Use Policy itself but include, for example:
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the distribution or storage by any means of pirated copyright software.
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non-academic activities which generate heavy network traffic, especially those which interfere with others' legitimate use of IT services or which incur financial costs.
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frivolous use of the University's Computer Laboratories, especially where such activities interfere with others' legitimate use of IT services.
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the deliberate downloading, transmission, viewing and / or printing of offensive or pornographic images.
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the passing on of electronic chain mail.
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the use of departmental academic mailing lists for non-academic purposes.
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the use of other people's web site material without the express permission of the copyright holder.
What sort of actions can be taken?
This will depend to a great extent upon the particular breach and its context. It will inevitably involve a degree of personal judgement on the part of the individual who is dealing with the particular issue. Actions can include:
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'Off the record' advice and rebuke.
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A more severe reprimand. For students this will additionally involve the submission of a Student A.U.P. Breach form, which forms a semi-permanent record of the misdemeanour.
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Formal disciplinary action.
What are the key procedures?
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All breaches are to be reported to the local A.U.P. adviser.
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The local A.U.P adviser has discretion in classifying the severity of the breach and hence the appropriate course of action.
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Unless a breach is deemed to be major the matter will normally be dealt with by the local A.U.P. adviser.
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If a breach is major then action will initially be taken by IT Services (students) or line manager (staff) as detailed below.
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The local A.U.P. adviser may delegate to, or seek assistance from, other staff.
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At local level the fundamental sanction is an interview used to deliver a rebuke or reprimand.
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In the case of students being dealt with at local level the A.U.P adviser has the option of completing an A.U.P. breach form in addition to the reprimand. A form should normally be completed and submitted, unless the breach is very minor.
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The local A.U.P. adviser is not obliged to keep records of offences but may wish to do so.
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At local level the Faculty IT Co-ordinators will assist advisers upon request.
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IT Services, usually via Rob Kirkwood, will inform the Harassment Panel, via Sandra Jasper, regarding computer pornography and harassment-related issues.
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IT Services, in conjunction with the Student Records Office, is responsible for analysing cases over time.
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Three minor student offences will be considered the equivalent of a major one; offences will be considered as expired after 12 months.
Actions that may be taken centrally
If a case is being dealt with centrally there are a number of actions that can be taken, depending upon the particular circumstances. Such actions may include:
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Referring the matter to the Director of Information technology for advice / action.
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Removal of Hall Service privileges.
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Removal of ability to send e-mail.
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Removal of all access to IT services.
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Reporting the case to Proctors (students).
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Disciplinary proceedings (staff).
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Reporting the case to the police, usually after taking advice from Head of Security and the Registrar, and normally informing the Head of Department / Service.
Note that all formal procedures involving staff will normally be carried out via the HoD/S, or other appropriate line manager, who has the necessary disciplinary authority and responsibility.
Breaches of the A.U.P. by those using the Student Hall Service will normally be dealt with centrally by IT Services.
Communication
aup-adviser@lists.lboro.ac.ukcan be used for communication between Acceptable Use Policy advisers.
Appendix: Sample of the Student AUP Breach Form
Please download the Word version of the Student AUP Breach Form for official use.
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Name of Alleged Offender
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Student Number
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Contact Details /
Status / Department |
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Name of Case Officer
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Name of AUP Adviser
(if different) |
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Date and Place of Incident
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Place of Incident
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Description of the A.U.P.
Breach, including contact details of complainant, if appropriate
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Description of the Action
Taken
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Any Follow up Required
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Comments
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Signature of Case Officer
Date: |
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I have read the above and agree that the information on this form is correct. I understand that:
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Signature of Alleged Offender
Date: |
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Signature of AUP Adviser
Date: |
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Copy sent to Student Records Yes / No
Copy sent to IT Services Yes / No
The information collected on this form will only be used in connection with the management of Loughborough University's IT Acceptable Use Policy, in accordance with the Data Protection Act 1998.