General Usage Policy

Use of University Computer Facilities and Information Resources

The purpose of this policy statement is to promote the responsible, ethical, and secure use of the university's computing facilities and information resources. The university works to create an intellectual environment in which learners and staff are encouraged to use the computing facilities and information resources to pursue educational and administrative matters while respecting the public trust through which these facilities have been provided and in accordance with policy and regulations established from time to time by the university.

This policy shall extend to all staff and learners of the university and shall include all computing facilities of the university (all hardware, software, and the networks owned, leased, rented, and borrowed and operated by the university).

Policy

The computer hardware, software, and information resources of Royal Roads University are for the sole use of the registered learners and staff of the university including those who may contract to use these facilities from time to time. Users of these facilities must comply with the guidelines contained in this policy. Failure to do so may result in revocation of usage privileges. 

Please see the Policy on Learner Rights and Responsibilities.

General Usage Statements

• Electronic mail privileges shall be used in a manner reflecting the same high ethical standards of mutual respect and civility as any other communication medium. Users shall not harass others by sending annoying, threatening, libelous, or sexually, racially, or religiously offensive messages. Users of e-mail are reminded that messages saved on the computer are not a secure medium.
• The University reserves the right to secure, inspect, copy, remove, or otherwise alter data files, system resources, or user files in the regular conduct of its duty to maintain efficient and well run resources, or in the conduct of investigation into the suspected misuse of these resources.
• All electronic files and communications (including e-mail) stored or transmitted on the university's computing resources are records of the university's business activities and as such may be accessible to the public through the British Columbia Freedom of Information and Protection of Privacy Act.
• The university reserves the right to monitor and record the usage of any facility if threatening or abusive behaviour has been reported and to use the information gained in this manner in disciplinary or criminal proceedings.

User Regulations

Users of the computing resources of the university agree to use the facilities for the purposes they were intended in accordance with the following statements:

• Each user must agree to conform to the relevant policies and regulations in order to have continued access to the university's network.
• Each user is responsible for the security of their password and for any computer that they have logged on to the network.
• Users shall be responsible for ensuring that their files that are not stored on a network drive are secure by backing up their material regularly.
• Users are obliged to inform the Computer Service Desk of any suspected abuses or security breaches immediately.
• Users shall make themselves aware of, and abide by, all software licensing agreements and copyright laws.

The following are examples of unacceptable activities:

• Using or making available a username that was not assigned to them by RRU unless the university has authorized multiple access for the username.
• Attempting to obtain a password for another network account or attempting to disguise the identity of the person or the account being used.
• Using the university network to gain unauthorized access to remote computers.
• Deliberately performing an act that will negatively impact the operations of computers, terminals, peripheral, devices, or networks. This includes, but is not limited to, tampering with the components of a local area network (LAN), or the data communications lines, or the data communications network, or otherwise blocking communication lines or interfering with the operational readiness of a computer.
• Attempting to modify in any way a software application provided by the university in any format.
• Making changes to the standard configuration (hardware or software) of the PC assigned to them or any other university computing equipment, without prior written approval from Academic and Information Services.
• Running or installing on any of the university's computer systems, or giving to another, a program that could result in eventual damage to a file or computer system and/or the reproduction of itself. In particular, this is directed to the classes of programs known as computer viruses, Trojan horses, and worms.
• Attempting to circumvent data protection schemes or uncover security loopholes. Attempts to circumvent the protective mechanisms of the university shall be considered as theft or trespass. Deliberate attempts to degrade system performance or capability, or attempts to damage systems, software or intellectual property of others shall be viewed as criminal activity.
• Performing acts that are wasteful of computing resources. These acts include, but are not limited to: sending spam (see Appendix A for a definition), mass mailings or chain letters, obtaining unnecessary outputs, creating unnecessary multiple jobs or processes, or creating unnecessary network traffic or playing computer games. A warning will be issued for the first offense. A fine of $100 will be assessed for the second offense. A third offense will lead to the immediate suspension of the user's computing privileges.
• Placing the following types of information or software on any system on or off campus, or using the network to transport:
• that which infringes on the rights of another person
• that which is abusive, profane, or sexually offensive
• that which consists of information that may injure someone else and/or lead to a lawsuit or criminal charges. Examples of these are: pirated software, destructive software, pornographic materials, or libelous statements
• that which consists of any advertisements for commercial enterprises
• Attempting to monitor another user's data communications or reading, copying, changing, or deleting another user's files or software without the expressed written permission of the owner.
• Using any of the university's computers, workstations, or networks for other than use applied to the business of the university or sanctioned by the university. These resources shall not be used for personal gain or commercial financial advantage, nor for any non-university purposes.
• Using a computer account for work not specifically authorized for that account.

The Manager of Student Affairs will undertake any investigations into suspected violations of this policy, as per the policy of learner rights and responsibilities. Computer privileges may be suspended by recommendation of the Manager of Student Affairs or Director of University Life while violations are under investigation.

Administrative Procedures

• The university will make reasonable efforts to provide computing facilities appropriate to the tasks that staff and learners are asked to undertake as part of their duties at the university. The university may levy fees for the use of these facilities.
• All fees and fines must be paid within one (1) week of notification or the user's computing privileges will be suspended:

• to ensure that all data and programs created in furtherance of educational or research pursuits are kept private and confidential;
• to ensure that examination of such data and programs by the university is limited to circumstances where the university has cause to believe that a violation of this (or any other university policy) has occurred;
• to prevent disclosure of such data and programs to third parties except for use in a disciplinary investigation or, if considered appropriate by the university, for use in a criminal investigation; and
• to ensure that the systems in place at the university regarding the protection and disclosure of confidential data and programs comply with all laws, federal and provincial.