Violations of the FAU Acceptable Use Policy (AUP) as defined in the IRM Technology Policy document must be reported to the individual's supervisor AND Human Resources if the individual is an SP/AMP employee or the individual's supervisor AND the Associate Provost for Academic Personnel and Programs if the individual is faculty.

A. Space Utilization
B. Computing Equipment
C. Software
D. Access to Computing Resources
E. User Accounts
F. Copyright
G. Intellectual Property Rights
H. Web Pages
I. Audiovisual & Multimedia Equipment
J. Videoconferencing Facilities
K. Telecommunications Equipment
L. Phone Mail
M. Calling Cards
N. Blackberry
O. Cellular Phones
P. Network Storage Space

The information technology resources provided and maintained by IRM are intended for university-related purposes including the support of the University’s mission, its administrative functions and activities within the student community. Users shall have no expectations of privacy with respect to the use of such resources. IRM may access any and all information technology resources at any time in accordance with Section V.D. of this Information Resource Management Policy. Personal use of these University resources may be made on an incidental basis only and shall not consume a significant amount of those resources or interfere with the performance of University responsibilities. Further limits may be imposed upon personal use in accordance with normal supervisory or academic procedures concerning the use of University equipment. Appropriate use of computing resources includes respecting the privacy of other users and their accounts, using only those resources you are authorized to use, respecting the finite capacity of these resources so as not to limit their accessibility by others and abstinence from using any of these resources for personal gain or commercial use not related to university business. Unauthorized and/or inappropriate use of these resources is prohibited and may result in disciplinary and/or legal action. Unauthorized or fraudulent use of university telecommunications resources can result in felony prosecution as provided for in state or federal law.

A. Space Utilization Policy

All IRM Rooms are for the sole use of Information Resource Management and approved Common/Inter-exchange Carriers with the following exceptions:

• Parking Garages: IRM rooms in parking garages may be used by other entities with IRM approval. If the room contains IRM equipment, the room will be partitioned and designed so that IRM equipment is not accessible to non-IRM employees.
• Grandfathered Locations: Shared locations that currently exist will remain intact unless the building is renovated at which time IRM will seek separate space.
• Pass-Through IRM Rooms: Rooms which are used only to provide cable access from one location to another will be considered by IRM for use by other entities. If use of the room is approved, the locks will be changed to allow non-IRM entities access only to the Room(s) in question.

B. Computing Equipment

IRM may require users of computing equipment to limit or refrain from specific uses of that equipment if their activities are destructive or interfere with university computing operations or resources. Individuals who require the use of university equipment at home must follow the procedure developed by the Office of the Controller, Property Management Department for taking university owned equipment off campus and complete the associated form, http://www.fau.edu/admin/fiscal/controller/property/offcampus.pdf . Computing equipment may include but is not limited to workstations, laptops, servers and network devices such as routers, patch panels and switches.

C. Software

Users are responsible for ensuring that all software installed on their desktop computers, departmental/college servers or remote storage areas is licensed and that it is used in support of university activities. The legality of at-home use of university owned software varies from application to application. To determine the licensing terms of site licensed software go to the Online Support Center at http://www.fau.edu/helpdesk to request information or to search the knowledge base for answers. Violation of intellectual property laws and license agreements or malicious use of software is strictly prohibited.

Peer to peer file sharing applications enabling the exchange of files across the Internet and the FAU network will be permitted if they are used in support of the University’s mission in teaching, research and community service. If the use of such software is found to violate the University’s Intellectual Property Policy , the Digital Millennium Copyright Act, the Florida Computer Crimes Act or federal law the appropriate disciplinary and/or legal actions will be taken. If the operation of such software is found to interfere with the normal functioning of the FAU network, hinder network performance or compromise network security, IRM will notify the user and take necessary action. Refer to Peer to Peer File Sharing and Software Piracy in Section VI.

D. Access to Computing Resources

Users will be granted appropriate access to all computing resources necessary in conducting University business; however, users shall have no expectations of privacy with respect to the use of such resources. IRM may access any and all information technology resources at any time in accordance with this Section V.D. Personal use of these University resources may be made on an incidental basis only and shall not consume a significant amount of those resources or interfere with the performance of University responsibilities. Further limits may be imposed upon personal use in accordance with normal supervisory or academic procedures concerning the use of University equipment. Normal operation and maintenance of computing resources requires backups and caching of voice or data communications, logging of resource activity and monitoring of general usage patterns in addition to other activities necessary in providing service to the user community. IRM may specifically monitor activity and/or accounts of individuals without notice. Any monitoring, other than approved monitoring situations as defined in this Section V.D. will be authorized by the University President. Approved monitoring situations include but are not limited to the following:

• The user has voluntarily made his or her use of these resources accessible to the public by means of a web page, posting to a Usenet service, or similar display of activity in the public realm.
• It appears reasonably necessary to do so to protect the safety, integrity, security or functionality of any component of the University community or its computing resources.
• It appears reasonably necessary to do so to protect the University from liability.
• It appears reasonably likely that the user has violated or is violating federal or state law or any University regulation or policy, including without limitation, IRM computing policies.
• An account appears to be engaged in unusual or unusually excessive activity.
• It is required or permitted by law, specifically including without limitation the Florida Public Records Laws.

E. User Accounts

Refer to FAUNetID in Section II.

F. Copyright

IRM supports the Federal Standard for Copyright ( http://www.loc.gov/copyright/ ) and Fair Use ( http://www.copyright.gov/help/faq/faq-fairuse.html ). Any copyrighted material appearing on University web sites must adhere to acceptable use policies or be supported by written permission from the owner of the copyrighted material.

G. Intellectual Property Rights

Compliance with the Intellectual Property policy as defined by the Office of the President is mandatory. Refer to http://www.fau.edu/academic/provost/IPP.pdf

H. Web Pages

The FAU WISE Server and other Web Servers on campus, promote the University and are vehicles which assist users in finding more information about Florida Atlantic University. Official university web pages should reflect the official business of the college, department, center or individuals who compose and maintain them. Faculty, staff and students maintaining individual web pages on the University WISE server should comply with the guidelines as indicated on the WISE developer site at http://www.fau.edu/wise/. 

I. Audiovisual and Multimedia Equipment

IRM staff is responsible for supplying, maintaining, delivering and retrieving audiovisual equipment, including multimedia hardware and software, used in direct classroom instruction for credit courses, non-credit courses, seminars, workshops, conferences and administrative activities. Personal use is prohibited. It is also not permitted to remove any or all of the aforementioned items from university campuses without IRM approval. Charges are applicable to non-credit activities, student sponsored events, events where an admission charge or fee is collected and funded grant activities.

All requests for audiovisual or multimedia equipment must be accompanied with the appropriate FAU account number and submitted in writing 72 hours prior to the desired service date and time. No phone requests will be honored except in emergency situations. Demonstration of proper equipment use is available as is consultation on technical concerns. Loan period limits are 14 calendar days for laptops and 7 calendar days for other audiovisual equipment.

All classrooms and teaching auditoriums are furnished with an overhead projector, television monitor, VCR and projection screen. Electronic equipment is locked to an audiovisual cart. Unauthorized use of or destructive behavior towards audiovisual or multimedia equipment is prohibited. Equipment examples include projectors, viewing screens, VCR players, laser disc players, microphones, CD players, laptops computers and televisions.

No smoking, food or drink is permitted in multimedia teaching auditoriums and videoconferencing rooms. Faculty must be present during the entire class session and ensure that no changes are made to equipment settings and cables. Faculty should attend training sessions on the use of these specialized rooms.

J. Videoconferencing Facilities

IRM’s videoconferencing systems allow point-to-point and multi-point communication between FAU campuses or locations outside the University (with similar conferencing equipment). Videoconferencing is best defined as a fully interactive meeting or conference involving participants at two or more locations connected by electronic means with full motion video and high quality audio. The connection may be one-way video and two-way audio or two-way video and two-way audio. Two separate and distinct videoconferencing networks have been built. One network has been designated as the Academic System. This is to be used primarily for instructional and research purposes. The second network is for administrative purposes. The transmission mode for the videoconferencing process occurs either via telephone lines (H.320) or via the Internet (H.323) protocols.

IRM maintains and operates the networks over which all videoconferencing takes place. IRM staff will provide assistance with scheduling, operation, and support of the administrative videoconferencing network so long as the conference is booked three (3) business days in advance. Technical support cannot be guaranteed unless the conference is booked through IRM. IRM exclusively manages all aspects of the academic videoconferencing network.

All videoconferencing units that reside on FAU properties utilize the FAU computer network or Internet2 and will use academic or administrative videoconferencing rooms on FAU campuses. Videoconferencing units must be registered through IRM/ULR. The registration form must be submitted to the Associate Director of University Learning Resources - Global Management System at 7-2079. Only registered units will be allowed to schedule or connect to any videoconferencing network unit or location.

Videoconferencing Scheduling

All use of the academic videoconferencing network and locations must be scheduled through ULR Videoconferencing Connectivity Management office, 7-3698. Scheduling decisions will be based on availability and priority, using the Provost’s Memorandum on Priority Scheduling for General Classrooms. All academic videoconferencing rooms will have a designated contact person to assist in the scheduling process. The contact person will assist in the room setup, minor operational training for the user, and re-securing the room following the scheduled event.

Scheduling, for the administrative videoconferencing rooms, is the responsibility of the campus specific senior administrator or his/her designee.

Videoconferencing rooms on all FAU campuses are maintained and operated by IRM staff. IRM staff will assist in opening and preparing each room for each scheduled function and will secure the room afterwards. All such rooms will be kept locked when not in use. Staff for the operation of the administrative videoconferencing network will primarily fall within the province of campus administration. However, when asked or when appropriate, IRM will assume staffing responsibilities for this environment.

Maintenance and Repair of Videoconferencing Hardware

The maintenance and repair of academic videoconferencing equipment and associated network hardware will be the responsibility of IRM technical staff.

Maintenance and repair of the administrative videoconferencing equipment will be supervised by technical staff. Costs associated with the maintenance and repair of this equipment and supporting hardware will be the responsibility of the administrative videoconferencing network owner.

Maintenance and repair of videoconferencing equipment and supporting hardware not owned and operated by IRM will be the responsibility of the owner.

K. Telecommunications Equipment

The telephones, voice communication switches and associated peripheral equipment are maintained by IRM’s Communications Services Infrastructure is responsible for all aspects of university telephone systems at all campuses and other supported locations. CSI has been designated as the sole University point of contact for common carriers, other service providers, and voice and public network services.

Equipment Ownership

Telecommunications equipment from the jack out is the responsibility of IRM. This equipment includes line cords, telephone sets, modem lines, or other telecommunication terminals. This equipment is purchased by and leased to the end user's department. The design of the voice system software is proprietary and requires the use of authorized equipment only.

Equipment Maintenance

Maintenance of all telephone lines and equipment is the responsibility of Communications Services Infrastructure within IRM. CSI will not move furniture, file cabinets, etc., to access telephone jacks or equipment.

Service Problems

All telephone service problems must be called into the CSI Trouble line at 7-6333. The trouble line is checked throughout the working day and the normal restoration period should be no longer than 24 hours.

Financial Responsibility for Equipment and Services

Each department is responsible for all charges for telecommunication services including, but not limited to the following:

• Activation costs for the line
• Monthly service charges for the line and it’s associated features
• Maintenance of any equipment attached at the jack
• Charges for any user-caused damage to the jack, line or telephone system (as might be caused by faulty equipment or other electronic equipment connected to the jack)
• Lost or stolen phones
• Incoming collect calls accepted at the telephone set
• Local area calling charges, if applicable to the line
• Installation of voice and data cables

L. Phone Mail

Users shall not send telecommunications messages the content of which is defamatory, or which constitutes breach of telecommunications security, or is in violation of University policies, Federal, State, or local laws.

Telecommunications messages intended for general distribution to all campus users shall be reviewed and approved in advance by the appropriate department head or appointee to determine that such information is suitable for general distribution.

M. Calling Cards

Calling cards are available from the Fiscal Management Department within IRM. All charges incurred from their use will be billed to the requesting department on the monthly Telecommunication Services Statement. The requesting department is liable for all charges for any calls placed using that calling card. The individual to whom the calling card is issued is responsible for the security of the card.

N. Blackberry

The Blackberry PDA functions as a cellular phone, wireless email client and web browser. Its use must be approved by department heads and IRM.

Departments requesting Blackberry devices are liable for all charges or service fees and the individual to whom the Blackberry is issued, is responsible for the security of the phone. All users must comply with IRM policies dealing with appropriate, responsible and ethical use of technology.

O. Cellular Phones

Each department requesting cellular service for the official business of the University must submit a request to IRM’s Communications Services Infrastructure. All charges incurred for usage will be billed to the requesting department on the monthly Telecommunication Services Statement. The requesting department is liable for all charges for any calls placed, and the individual to whom the cellular phone is issued, is responsible for the security of the phone. Cell phone purchases and usage that are comprised of legitimate E&G expenditures shall not be eligible for payment through any Foundation account. Payment for cell phone service, using a qualified state plan, shall come from the appropriate E&G or Auxiliary account.

Changes to this policy will be determined by the University President, his/her designee, or a member of the FAU Senior Administration. Once this determination has been made, one of the individuals previously identified, or the Associate Vice President for University Advancement will convey to the IRM Associate Provost & CIO and the Director of Telecommunication Services/Project Management the modifications to be made.

P. Network Storage Space

All faculty, staff and student users are allotted network storage space. Each individual is provided with a personal (home) directory. Colleges, departments and/or administrative groups must request network storage if they require it. It is the responsibility of each user to back up his or her files, however faculty and staff directories will be included in system-wide back ups. Access to user directories will be disabled once the user is no longer affiliated with the University. The contents of individual user directories will be deleted and the directories removed under the same rules that apply to email accounts. (See Email Accounts policy under section VI.) Students are limited to 20 MB of file space. Faculty members are limited to 100 MB of file space.

The use of this resource is only intended for data files that support the teaching, research and service missions of FAU. Any material stored for personal gain, commercial or frivolous use not related to university business is prohibited. Storing unlicensed software is prohibited. Storing copyrighted material without the permission of the copyright owner, except as allowed under copyright law, is prohibited. All violations of this policy will result in loss of privileges and disciplinary and/or legal action as appropriate.