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Local IT Policies

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The U.P. in the Visayas IT Policies

Computer, Network, Internet, Extranet, and Intranet Use

This document is intended for use by constituents of U.P. in the Visayas who is considering using Internet/Intranet/Extranet-based resources to access, share or provide information. The following policies and procedures concern the use of IT facilities, publishing of official UPV Internet/Intranet/Extranet pages on servers maintained Data and Information Systems Program (DISP) and the use of these pages.

The OVCPD-DISP and other authority of these sites are responsible for ensuring that the web pages for Internet/Extranet/Intranet remain available, and are consistent with the mission and goals of U.P. in the Visayas. This includes responsibility for content and for electronic links to other web sites. All members of the community who use these sites must do so responsibly and in accordance with the rules outlined in the following Intranet policies.

Intranet users must familiarize themselves with this document before taking any action for the sites.

1. Computer, Network, Internet, Extranet, and Intranet Use

U.P. in the Visayas recognizes the value and fosters the use of Information Technology and systems to serve the educational, research, and administrative activities of students, faculty, staff, and administration. In order to facilitate and foster these activities for the mutual benefit of all members of the University community, the University provides guidelines and policies with regard to the use and security of its computer systems of all types. All users of University facilities are expected to be familiar with these guidelines and policies and to abide by them, in the interest of effective and safe operations of the University computers and Information systems.

2. Ethical use of UPV computer resources

2.1. It is unethical for students or employees to seek to gain confidential access or access to any computer or computer user's account not assigned to them.

2.2. It is unethical to use another individual's user account for any purpose without his/her specific approval and knowledge and the approval of the immediate supervisor. Sharing of passwords is not ethical, unless approval is first obtained from the local system administrator, the campus network administration, where appropriate, and the individual whose account is to be used.

2.3. Each computer user is responsible for all matters pertaining to the proper use of his/her computer or network access account; this includes choosing safe passwords and ensuring that file protections are set correctly. Safe passwords should be five or more characters in length, should be "words" not found in the dictionary, should contain special characters, if possible, and should be changed regularly. All users should be aware that the system administrators conduct periodic security checks of UPV systems, including password checks where appropriate. Any user found to have an easily-guessed password would be required to choose a secure password during their next log-in sequence.

2.4. It is unethical to use any UPV computer system as a vehicle to gain unauthorized access to other computer systems on or off campus.

2.5. It is unethical to use any UPV computer system by means of unauthorized dial-up access.

2.6. No UPV computer system may be used for unethical, illegal, or criminal purposes.

2.7. Any user who finds a possible security lapse on any UPV computer system is obliged to report it to the local system administrator. Do not attempt to use the system under these conditions until the system administrator has investigated the problem.

2.8. Many employees use the UPV systems for daily work. It is unethical to obstruct the work of other employees by consuming gratuitously large amounts of shared system resources (disk space, CPU time, and print quotas) or by deliberately crashing the machine(s).

2.9. Use of the UPV computer facilities by outside individuals or organizations requires permission from the local system administrator. If necessary, the system administrator should inform the campus network administration.

2.10. Use of UPV computer systems for commercial uses, except by approved outside organizations, is strictly prohibited. Such prohibited uses include, but are not limited to, development of programs, data processing or computations for commercial use, and preparation and presentation of advertising material.

2.11. Frivolous, disruptive, or inconsiderate conduct in the computer labs or terminal areas is unethical.

2.12. Use of any UPV computer system to send nuisance messages such as chain letters and obscene or harassing messages is forbidden.

2.13. Use of any UPV computer system to send mass mailings ("spamming") requires the prior approval of campus network administration.

2.14. Use of any UPV computer system to view, store, or transfer Information that contains obscene, indecent, lewd, or pornographic material is forbidden.

2.15. Only software approved by the general guidelines of the Campus Data and Information Systems Program is to be used on University-owned or -administered machines. Software used on University owned computers must have been legally purchased and/or licensed and a record of this must be maintained. Computer software is tangible material and can be copyrighted. The doctrine of fair use applies to computer programs. There are severe penalties for copyright violations.

Permissible uses of copyrighted software owned by or licensed to the University or its faculty include copying it by using it in a computer's memory, making one backup or archival copy, making adaptations in order to use a particular machine, lending it or selling it (in which case the backup or archival copy must be destroyed).

Prohibited uses of copyrighted software include making copies for gift or sale, copying a computer program purchased for use at the University in order to use it at home, or copying a computer program purchased for use in one department or school for use in another department or school (a site license should be negotiated to allow multiple uses on campus).

Authorized agents of the University may examine any UPV computer system and attached components to ensure compliance with legal use of software.

2.16. Any user who becomes aware of unethical or forbidden use of UPV computer resources, including receipt of obscene or harassing messages, is required to notify the systems administrator for their local work area, Dean of the college/school, Anti-sexual Harassment Office, Office of Students Affairs, or Chancellor.

2.17. Violations of UPV ethical computer use or of any local, national, or international applicable laws relating to computer use can lead to the suspension of computer account(s), and discipline ranging from suspension to dismissal from the University and/or criminal prosecution. (See also AUP for IT and Republic Act 8792 or more commonly known as the eCommerce Law of 2000 on the 14th of June 2000).

2.18. Authorized UPV administrators may access user files or suspend or remove content on UPV computers without notice as required to protect the integrity of computer systems or to examine accounts that are suspected of unauthorized use, misuse, or have been corrupted or damaged.

2.19. Schools and other entities may provide additional policies and/or guidelines for use of UPV computers as it relates to the mission of the school or other entity.

3. Use of University administrative computer systems

The computers operated by University administrative systems contain academic, financial, and personal data, which is sensitive and confidential. Access to the system is limited solely to University employees and contract personnel whose jobs require them to record, review, or retrieve this data, or who are involved with system development or operation, and who receive prior clearance from the appropriate University administrative systems department. This privilege is a trust. Misuse of the privilege of access or unauthorized access to the system will not be tolerated. For purposes of this policy, "access" means to instruct, program, communicate with, store data in, retrieve data from the computer system, or operate the systems.

3.1. Any University employee, faculty member, or student who intentionally accesses or causes to be accessed the systems to devise or execute any scheme to falsely alter, add, delete, damage, or destroy data contained therein may be subject to immediate dismissal from University employment, faculty appointment, and/or enrollment, and criminal prosecution.

3.2. Any employee or student with knowledge of a violation of this policy shall immediately report the violation to a college/school Dean or the Chancellor. Failure to report such knowledge is considered a violation of this policy.

4. Network use

4.1. Definitions: The network consists of the cables, servers, routers, switches, and other network accessories, which are used to connect campus computers to each other and to external Internet and other computer-related connections.

4.2. Purposes of UPV network: The UPV network is intended to serve inter-computer communication needs of UPV students, staff, faculty, and administration for educational, research, public affairs, and administrative purposes.

4.3. Organization of UPV network: The UPV network is organized as a joint effort of U.P. System, other UP units, the college/schools of the University, or other University entities. Schools or other entities may operate networks in collaboration with the operation of the U.P. System networks but will ensure general compatibility with the centrally controlled networks and the networks of other schools or entities.

4.4. Operation of UPV network

4.4.1. Access to the UPV network is provided to students, faculty, staffs, administrators, and approved others, by authorization of the school or other entity with which they are primarily associated. Use of the network may be monitored by the authorizing entity.

4.4.2. A password may be required to access some functions of the UPV network. It is the responsibility of the authorized user to maintain the security of his/her password (see also 1.1.1).

4.4.3. Electronic mail service is available through the network to students, faculty, staff, administrators, and approved others, by authorization of the school or other entity with which they are primarily associated. It is the responsibility of the authorized user to maintain the security of his/her electronic mail password. Use of the electronic mail service may be monitored by the authorizing entity. Attempts to read another person's electronic mail or other protected files will be treated as a cause for discipline. The system administrators will not read mail or other files unless absolutely necessary in the course of their duties, and will treat the contents of those files as private Information at all times. Undeliverable mail will be directed to the system administrators for purposes of assuring reliable E-mail service.

"Notice of Disclaimer: U.P. in the Visayas is not responsible for the content of electronic mail that passes through its computers, network, and/or Information Systems. Views and opinions expressed may not be representative of the views and values of the University. Senders of E-mail that violate the provisions and restrictions of the University policy on computer, network, and Internet use are subject to suspension of computer accounts and discipline as provided in that policy."

4.4.4. Internet access is a privilege available through the network to students, faculty, staff, administrators, and approved others, by authorization of the school or other entity with which they are primarily associated. Use of the Internet access privilege may be monitored by the authorizing entity (see 1.1.4).

4.4.5. Network use by students, faculty, staff, administration, or approved others will exclude any activity that:

4.4.5.1. Does not comply with the mission of UPV, policies of UPV, or is incompatible with morals and ethical values

4.4.5.2. Is illegal in nature or violates the spirit of local, national, or international laws

4.4.5.3. Is of a commercial nature, that is conducting a personal business enterprise using University resources or the University name or reputation

4.4.5.4. Promotes political causes

4.4.5.5. Accesses materials that detracts in any way from the work or study of the user or of others

4.4.5.6. Interferes with the satisfactory use of the network by others

4.4.5.7. Views, stores, or transfers Information which contains obscene, indecent, lewd, or pornographic material

4.4.6. Violation of UPV network use policies or of any local, national, or international laws relating to network use can lead to the suspension of network account(s), and discipline ranging from suspension to dismissal from the University and/or criminal prosecution.

4.4.7. Schools and other entities may provide additional policies and/or guidelines for use of the network as it relates to the mission of the school or other entity.

5. Internet, Extranet, and Intranet access and use

5.1. Definitions

5.1.1. Internet: Internet is the global collective of computer networks, available to millions of users world wide.

5.1.2. World Wide Web: Within the Internet is a special network of linked documents known as the World Wide Web. It uses a common computer language as a publishing standard. The web allows one to combine text, photographs, audio, and video into electronic "pages." (Technically, the World Wide Web can also be defined as a subset of the Internet that allows platform-independent access to its resources by means of the hypertext protocol.)

5.1.3. Extranet: Extranet is a computer network operated by U.P. in the Visayas to provide its students, faculty, staff, administration, and selected others with learning opportunities, research Information, and other resources through restricted (password) access from off-campus or on-campus computers of any type. (Technically, the Extranet can also be defined as one or more largely platform-independent enterprise zones with web-based and other resources that serve selected members of the organization and Internet community by means of restricted access [where the enterprise and organization is UPV]).

5.1.4. Intranet: Intranet is the campus collective of computer networks, available to UPV campus students, faculty, staff, and administration. (Technically, the Intranet can also be defined as one or more platform-independent enterprise zones with largely web-based resources that serve only the internal members of an organization [where the enterprise and organization is UPV]).

5.2. Authority

5.2.1. UPV Internet
Official or Institutional of U.P. in the Visayas on the Internet are prepared and/or approved and maintained by the Office of the Vice Chancellor for Planning and Development - Data and Information Systems Program technical staff, which can be read both by the external public and in-house. Audiences for UPV Internet pages include prospective and current students and their families, professional colleagues, government leaders, the media, historians, other educational institutions, other organizations, and the public in general. Use for other purposes is not acceptable.

5.2.2. UPV Extranet
UPV Extranet pages are documents, which are restricted to on-campus or password-required (off-campus) access only. These pages are prepared and maintained by the designee of the originating administrator, college/school, department, program, center, or association. UPV Extranet pages contain educational, research, or administrative materials prepared and/or approved and maintained by Deans of schools, Vice Chancellors, special assistants, or the Chancellor, for use by students, faculty, staff, and approved others. Approved others must have recognized status on campus, and be working or studying on campus for a definable period of time (required by many software licensing agreements). Access requires written approval of school's dean or UPV officer to be on file in the office of campus network administration. Deployment of or modifications to systems on the Extranet by any UPV entity must be coordinated through the Data and Information Systems Program in order to ensure that neither system security or system integrity is compromised. Audiences for the UPV Extranet include selected members of the internal organization and selected Internet users.

5.2.3. UPV Intranet pages
UPV Intranet pages are documents, which are restricted to on-campus access only, and password protected. These pages are prepared and maintained by designee of originating administrator, college/school, department, institute, division, program, center, or association. UPV Intranet pages contain educational, research, or administrative materials prepared and/or approved and maintained by Deans of schools and its corresponding institutes/divisions/departments/units, Vice Chancellors and corresponding unit/offices, special assistants, or the Chancellor, for use by students, faculty, staff, and approved others. Approved others must have recognized status on campus, and be working or studying on campus for a definable period of time (required by many software licensing agreements). Access requires written approval of the Chancellor thru the Vice Chancellor for Planning and Development-Data and Information Systems Program. Deployment of or modifications to systems on the Intranet by any UPV entity must be coordinated through the Data and Information Systems Program in order to ensure complete compatibility of all systems operating on the Intranet. Audiences for the UPV Intranet include selected members of the internal organization.

5.3. Purpose of Internet, Extranet, and Intranet access and use at UPV

5.3.1. To further its mission "provide quality education" U.P. in the Visayas provides public access to Information resources focusing on the research and development.

5.3.2. U.P. in the Visayas provides Internet, Extranet, and Intranet access as a tool to increase the opportunity to learn and enhance instruction methods through research, communication and interaction with peers, fellow professionals, and institutions around the world.

5.4. Ownership and control of UPV Internet, Extranet, and Intranet pages

5.4.1. U.P. in the Visayas is the owner of all data on UPV Internet, Extranet, and Intranet pages.

5.4.1.1. Access through the UPV Internet connection to the Internet is a privilege, not a right, that is granted only to current U.P. in the Visayas administration, faculty, students, staff, and approved others. Access in all categories will be terminated immediately following dismissal for any reason.

5.4.1.2. The University reserves the right to limit, restrict, or extend access to the Internet. Access carries the responsibilities that attach to the use of any University resource, and may be revoked at any time for misuse.

5.4.2. All material(s) placed on Internet, Extranet, or Intranet pages must comply with official UPV policies, such as academic responsibility, intellectual properties and derived royalties, family education rights, security and privacy, political activity, lifestyle, nondiscrimination, University image, sexual standards, etc. The content of all Internet and Intranet pages will be consistent with the interests and policies of U.P. in the Visayas.

5.4.3. All pages are the property of U.P. in the Visayas. Initiation of Internet pages and modifications to the content of these pages will be only through the Office of the Vice Chancellor for Planning and Development - Data and Information Systems Program, who acts as the official agent of the UPV officers. Initiation of Intranet pages and modifications to the content of these pages will be only through the originating University or college/school office.

5.4.4. Colleges, schools, centers, departments, programs, associations, individuals, or other groups are not allowed to place Information about their area or the University, including telephone numbers, with other Internet service providers, unless authorized in writing from the Office of the Vice Chancellor for Planning and Development-Data and Information Systems Program.

5.4.5. All material(s) placed on the Internet, except for Faculty Professional Pages must conform to graphic standards policy regarding use of the logo and presentation of the institution's name. Each page must include the approved masthead at the top of the page and links to the major sections of the site.

5.4.6. All material(s) placed on the Extranet or Intranet must conform to graphic standards policy regarding use of the logo and presentation of the institution's name.

5.4.6.1. All Extranet or Intranet pages must include the University name to be placed at the top of the page, and a link to the UPV Internet home page.

5.4.6.2. All Extranet or Intranet pages must have a link to the disclaimer page, along with the electronic mail address of the person(s) responsible for maintaining that particular page. The disclaimer page shall be maintained by the Internet Web editor.

"Notice of Disclaimer: U.P. in the Visayas' Intranet web site provides a wide variety of Information about the University from many sources within the University. While those who provide Information are urged to maintain complete, up-to-date, and accurate Information, the site should not be considered the official source for Information about the University, its programs, classes, costs, or policies, which are subject to, change without notice. The University also accepts no responsibility for the contents of any off-site pages referenced."

5.5. Initiation of pages on the Internet, Extranet, or Intranet

5.5.1. Two options for placement of pages include:

5.5.1.1. Internet pages provide a means to publish much of the University's official, institutional Information for the benefit of both the University and the public. Internet pages can be read both on-campus and by the public at large. The Information and Publications Office is responsible for preparing necessary Information, while DISP is responsible for placing, and maintaining all material on these pages.

5.5.1.2. Extranet or Intranet pages, campus pages limited to on-campus or password access, may be used for educational, research, administrative, or other purposes. The originating school or administrator is responsible for preparing, placing, and maintaining all materials on these pages. The following are eligible for a home page and its associated link to pages: each UPV administrator, college/school, department, institutes, division, recognized program, center, and association.

5.6. Responsibilities for web pages

5.6.1. Internet pages.

5.6.1.1. Since Information on U.P. in the Visayas Internet pages (including organization, content, design, and maintenance) will be seen by the public as official pages of the University, all such pages will be prepared under the guidance of the Office of the Vice Chancellor for Planning and Development-Data and Information Systems Program with Information and Publications Office full coordination, acting as official spokesperson for UPV.

5.6.1.2. University departments and individuals desiring additional material pertaining to their area to be added to the Internet may initiate a request for inclusion.

5.6.1.2.1. Submissions by administration require signed approval by the Chancellor and Vice Chancellor for Administration.

5.6.1.2.2. Submissions by college/schools, departments, faculty, or staff require signed approval by school Dean and appropriate Vice Chancellor (for Academic Affairs, Research and Extension, or Planning and Development) and approval by web editor.

5.6.1.2.3. Submissions by students require signed approval by the Dean of Students or Faculty-in-charge of material and approval by web editor.

5.6.1.3. Guidelines for acceptable content and layout for Internet pages will be prepared by the web editor, and placed on UPV Intranet page.

5.6.1.4. A written appeal of the decision made by web editor will be heard by the University officers. The University Chancellor is final authority on questions of acceptable use of the Internet. Until an issue is resolved, questionable use should be considered "not acceptable."

5.6.1.5. UPV Internet Advisory Committee has been established, consisting of number of members, a chair and a co-chair appointed by the chancellor. Representatives of University areas are as follows:

- Each college/school, one member (selected by the Chancellor from two names submitted by the dean)
- Vice Chancellors, one member (selected by the Chancellor from two names submitted by Vice Chancellors)
- Student affairs, one student member (selected by the Chancellor from two names submitted by the dean)
- Libraries, one member (selected by the Chancellor from two names submitted by the head/director)
- Campus network coordinator or equivalent, ex officio member
- UPV web editor, ex officio member
- Vice Chancellor for academic affairs or his/her designee, ex officio member

5.6.1.6. Functions of the UPV Internet Advisory Committee are to review and comment on existing materials on the UPV Internet pages, and suggest future areas and ideas for inclusion.

5.6.1.7. The UPV Internet Advisory Committee meets on a quarterly basis, or more often as needed.

5.6.2. Extranet and Intranet pages

5.6.2.1. Responsibility for all materials appearing on UPV Extranet or Intranet pages, including any additional unit policy, organization, preparation, adherence to UPV policies, placement, and maintenance, lies with the official designee of each unit eligible for a home page. This designee is known as the unit web editor. The operation, maintenance, and security of the Extranet and Intranet lie with the Campus Data and Information Systems Program.

5.6.2.2. Each unit web editor must be registered with the UPV web editor and the office of campus network administration, including the designee's name, title, office telephone number, and cell phone number (if available), and authorizing signature from ranking administrator of that unit. Each unit web editor carries the responsibility of compliance with Official University policy.

5.6.2.3. The UPV web editor will maintain, on an Internet page, a basic linking directory of Extranet and Intranet home pages. Each unit web editor will be responsible for maintaining a detailed linking directory of that unit's pages, accessible from the unit's home page.

5.6.2.4. Determination of who is eligible for a home page on the Extranet or Intranet will be made by the appropriate college/school Dean or Vice Chancellor.

5.6.2.5. The UPV web editor and the head of the Campus Data and Information Systems Program must have access privileges to all UPV Extranet and Intranet pages.

5.6.2.6. Removal of Extranet or Intranet pages that are non-compliant with policy shall be under the direction of the appropriate Dean or Vice Chancellor.

5.6.2.7. Use of the Intranet and Extranet is coordinated by the Office of the Vice Chancellor for Planning and Internet Advisory Committee. Membership of committee includes:
- Chair (appointed by the Chancellor - usually a faculty member)
- Representatives from the Colleges/Schools, the Library, and the Faculty
- Student representative(s)
- Director of media services
- Director of campus network
- Director of the campus Data and Information Systems Program
- UPV web editor, ex officio
- Vice Chancellor for Academic Affairs or designee, ex officio

5.6.2.8. Functions of the Internet Advisory Committee will be advisory, educational, and mediatory.

5.6.2.9. The UPV Internet Advisory Committee will meet on a quarterly basis, or more often as needed.

5.7. User responsibilities and consequences of misuse

5.7.1. Precluded Internet, Extranet, and Intranet activities: Consistent with purposes set forth above, Internet, Extranet, and Intranet activities will exclude any activity that:

5.7.1.1. Does not comply with the mission of UPV, policies of UPV, or is incompatible with moral and ethical values

5.7.1.2. Is illegal in nature or violates the spirit of local, state, national or international laws

5.7.1.3. Is of a commercial nature, that is conducting a personal business enterprise using University resources or the University name or reputation

5.7.1.4. Accesses material that detracts in any way from the work or study of the user or of others