The Centre maintains IT and network facilities to support its academic and administrative purposes. Access to these facilities is provided to properly authorised users only and subject to the following rules.

Any breach of these rules may lead to the temporary or indefinite suspension of the user's network access and, potentially, disciplinary or, if appropriate, legal action.

For operational and legal reasons, the Centre logs all network traffic and maintains a register of access to IT facilities. Centre IT facilities are managed by the IT Department.

1. Authorised users are granted access to the Centre's IT facilities solely to support them in fulfilling their (Centre-related) academic and administrative requirements. However, reasonable and limited use for social and recreational purposes will normally also be permitted, provided this is not disruptive of Centre work or systems or in breach of these regulations or otherwise forbidden.

2. It is the responsibility of all users to ensure that their activities are lawful, including in respect of Data Protection legislation and regulations protecting copyright. The use of IT facilities for commercial purposes is forbidden without specific written authorisation.

3. The accessing, creation, transmission, storage, downloading, printing or display of any defamatory, discriminatory, pornographic, offensive, or menacing images, data or other material (including any material likely to cause nuisance, distress or offence to others) is strictly forbidden.

4. The sending of any message in such a way as to attempt to disguise or falsify the identity of the individual or the computer from which it is sent is likewise strictly forbidden. The initiation or forwarding of so-called "chain emails" or junk emails, e.g. jokes and advertising or anything which is known to be or may be a virus, over the Centre's networks is not permitted.

5. Emails or files containing any of the material identified in paragraphs 3 and 4 above should be deleted. They must not be forwarded or responded to. If the sender of such material is an acquaintance of the recipient, the recipient should make the sender aware of the Centre's policy and ask them to stop sending such material. A breach of paragraphs 3 and 4 above will constitute a serious disciplinary offence and may be treated as gross misconduct.

6. Use of file-sharing technology, peer to peer software and participation in distributed file-sharing networks is not permitted without specific written authorisation.

7. Users may not send emails to what might reasonably be regarded as unjustifiably large numbers of recipients and should consult the IT Department case by case if in any doubt about this provision.

8. Users must draft emails with care. Derogatory remarks in emails, whether about employees, students or others are strictly prohibited. Written derogatory remarks, even when made in jest, could constitute libel or discrimination.

9. Users are required to safeguard the privacy of their own IT accounts in a responsible manner (with due regard to confidentiality of passwords, etc) and not seek to access, disrupt or in any way interfere with the accounts of other users. Access must on no account be granted to unauthorised persons. Sending emails from other users' email accounts is prohibited unless the user has express permission from the Centre to do so.

10. It is the user's responsibility to ensure that personal computers (and other personal electronic devices) linking to the network have all security updates and appropriate antivirus software installed.

11. Users should not insert into any Centre computer any disc, CD-ROM, removable hard drive or any other device.

12. When using the Centre's IT facilities users must not agree to licence or contract terms on the Centre's behalf without specific written authorisation.

13. The placing of material on the Centre's website and the placing of Centre material on any other publicly-accessible website is strictly prohibited except for authorised staff.

Monitoring of IT facilities

1. The Centre reserves the right to access, and where necessary exercise control over, all activities undertaken on its IT facilities, including Internet, email and voicemail facilities, where it is necessary or to enforce the Centre's rules and procedures. This can include accessing data, where this is legitimately required to investigate breaches or alleged breaches of these rules.

2. By way of example and without limitation, monitoring may be undertaken in the following circumstances:

   a.to ensure the security of the Centre's system, for example, protection from viruses or detection of the misuse of passwords;
   b. to find lost messages or to retrieve messages relevant to the Centre's purposes lost due to computer failure;
   c.to assist in the investigations of wrongful acts or allegations of misconduct;
   d.where it is necessary for the Centre to meet its legal obligations, for example to ensure the safety of workers or to prevent unlawful discrimination;
   e.to check the mail boxes of staff where they are absent from work, for example on holiday or off sick, in order to gain access to information relevant to the Centre's purposes;
   f.to ensure that users' use of email and Internet facilities is in accordance with the Centre's policy.    
    

3. Users will be responsible for any action taken against the Centre for breaches of copyright or defamation resulting from any breach of this policy.

If users are in any doubt about how to fulfil any of these provisions, it is their responsibility to contact the IT Department, which will be happy to provide additional advice and guidance.

The IT Department will also process requests for additional authorisations as provided for in these rules. The IT Manager reports to the Registrar as required.