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This document sets out provisions for the use of University Internet facilities (including email). You are required to familiarise yourself with these and other University policies and guidelines, and with the relevant laws, c lick here for more information.
The University has software and systems in place to monitor and record all Internet usage, and only those servers which have been registered with the Internetworking Manager will be enabled at the Internet firewall (a security device which is used to control access to University systems).
If you install your own software or IT products (e.g., a Web server) on your Brookes computer, then you should be aware of any potential security problems which might arise as a consequence, and take appropriate action to safeguard Brookes systems. It is essential that all updates for software are installed as soon as they become available. If in doubt, consult your IT Support Officer.
Users should be aware of the following:
C. Specific Guidelines
Representation You should not give the impression that you are representing, giving opinions, or otherwise making statements on behalf of the University, or any unit of the University, unless appropriately authorised to do so. Where appropriate, an explicit disclaimer should be included unless it is clear from the context that you are not representing the University. An appropriate disclaimer is: "These statements are my own, not those of Oxford Brookes University."
Confidential Information Do not release confidential information via a mailing list, on-line discussion group or electronic noticeboard. All disclosures of personal information, including via the Internet must comply with the Data Protection Act 1998.
Virus Checking Any file, which is downloaded from the Internet or attached to an email, should be scanned for viruses before it is run or accessed. If you are in doubt about the safety of opening an email attachment, consult your IT support officer. (There is a product called WordViewer which enables you to view an attached document without opening it. For more information about this product, consult the OBIS IT Services Help Desk.)
Termination of Affiliation When you leave the University, permanently or for periods of leave, you should make arrangements which ensure continuity of University business. These may include the handing over, or forwarding, of relevant University email records (see definition in Appendix A of the Electronic Mail Policy) or messages, to an appropriate member of staff, or directing regular contacts to address future messages to another member of staff. You must not give your password to another member of staff so that they can access your account.
Mail Forwarding The email accounts of persons no longer associated with the University will be cancelled and no personal forwarding services will be provided. When including your email address in published materials, such as journal articles, it may be more effective to use an external email address (e.g., Hotmail or Yahoo) which is not tied to your place of work. In exceptional circumstances, and at the discretion of your head of school or directorate, forwarding services may be provided after termination for a period normally not to exceed six months. In such cases, you must agree in writing that any mail which pertains to the University's business will be forwarded back to the school or directorate. (A head of school or directorate may require that all mail forwarded from the University email address also be forwarded to a school or departmental account.) Before forwarding can begin, you must remove your name from any mailing lists, internal or external.
Copyright and Other Relevant Law The laws applying to copyright, data protection, libel, sexual harassment and other offences are applicable to email messages and attachments. You should make yourself familiar with all the relevant laws and University policies.