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Acceptable Use of Technology Resources Policy

Policy Purpose

This policy defines access to computer systems and networks owned or operated by the University of Arkansas at Fort Smith. This access imposes certain responsibilities and obligations on users and is subject to state and federal laws.

Policy Statement

It shall be the policy of the University of Arkansas-Fort Smith that University access to computer systems and networks is ethical, reflects academic honesty, and shows restraint in the consumption of shared resources. It also demonstrates respect for intellectual property, ownership of data, system security mechanisms, and individuals' rights to privacy and freedom from intimidation and harassment.

Applicability

This policy applies to all who use University computer and network equipment.

Definitions

Not applicable

Policy Procedure

1. In making acceptable use of technology resources, you MUST:

  • Use technology resources only for authorized purposes. Access only information that is your own, that is publicly available, or to which you have been given authorized access.

  • Protect your login credentials (e.g., username and password) and personal devices from unauthorized use. Never share your login password with anyone else, including UAFS Information Technology Services staff. You are responsible for all activities on your username or that originate from your personal devices.

  • Use only legal versions of copyrighted software, music files, videos, and other protected information in compliance with vendor license requirements and copyright law.

  • Be considerate in your use of shared resources. Refrain from monopolizing systems, overloading networks with excessive data, degrading services, or wasting computer time, disk space, printer paper or other shared resources.

  • Have up to date anti-virus installed on personal computers that you connect to the campus Network.

2. In making acceptable use of technology resources you must NOT:

  • Use or access another person's system, files, or data without explicit permission, use computer programs to decode passwords or access control information, or attempt to circumvent or subvert system or network security measures.

  • Engage in any activity that might be purposefully harmful to information systems or to any information stored thereon, such as creating or propagating viruses, disrupting services, damaging files or making unauthorized modifications to University data.

  • Use University systems for commercial or partisan political purposes, make or use illegal copies of copyrighted materials or software, store such copies on University systems, or transmit them over University networks.

  • Use University systems to express a personal political opinion to an elected official unless the opinion is within the scope of the employee’s regular job duties, or the opinion is requested by an elected official or public entity.

  • Engage in lobbying an elected official on a personal opinion if the employee is not a registered lobbyist for the campus. • Intentionally override or avoid the security and system integrity procedures of the campus.

  • Engage in illegal activities or activities otherwise prohibited by federal law or state law.

  • Use mail or messaging services to harass or intimidate another person, for example, by broadcasting unsolicited messages, by repeatedly sending unwanted mail, or by assuming someone else's identity.

  • Waste computing or network resources, for example, by printing excessively or copying personal photos and videos files to network shares, etc.

  • Use the University's systems or networks for personal gain; for example, by selling access to your credentials or to University systems or networks, or by performing work for profit with University resources in a manner not explicitly authorized by the University, or engage in any other activity that does not comply with the general principles described above.

  • Install unlicensed software (that is sold for cost) on a UAFS computer that has not been legally purchased for licensing by the University of Arkansas - Fort Smith.

  • Physically attach personally owned devices to University equipment. Many of these devices can change the configuration of the equipment and cause potential issues. Some exceptions to this are USB Flash drives (aka USB sticks or thumb drives), microphones, headphones, and USB phone chargers. If you have questions about the exception list, please contact our UAFS Service Desk.

3. Information Ownership and Privacy

  • Individuals using computer systems owned by the University of Arkansas at Fort Smith do so subject to applicable laws and University policies. Students and employees do not own their University computer accounts but are granted use of them. The University will access an individual’s electronic information if:
    • the individual consents in writing to such access, OR
    • there is an emergency which may affect someone's physical health or wellbeing, or may result in the damage or destruction of University property, OR
    • there is reason to believe that a violation of law or University policy is occurring or has occurred, OR
    • access is necessary for the maintenance of computers, networks, data, and storage systems, or to protect the rights or property of the University or other users.

  • Electronic information--including e-mail records--of University employees are potentially subject to public inspection and copying under the Arkansas Freedom of Information Act (FOIA) which states that, "All records maintained in public offices or by public employees within the scope of their employment are presumed to be public records."

4. Information Disclaimer

 The University of Arkansas at Fort Smith disclaims any responsibility and/or warranties for information and materials residing on non-University systems or available over publicly accessible networks. Such materials do not necessarily reflect the attitudes, opinions, or values of the University of Arkansas – Fort Smith, its faculty, staff, or students.

Enforcement

The University reserves the right to copy and examine any files or information resident on University systems allegedly related to unacceptable use, and to protect its network from systems and events that threaten or degrade operations.

Violators are subject to disciplinary action as prescribed in the Student Handbook and Code of Conduct, and the UAFS Faculty and Staff Handbook. Offenders also may be prosecuted under laws including (but not limited to)the Communications Act of 1934 (amended), the Family Educational Rights and Privacy Act of 1974, the Computer Fraud and Abuse Act of 1986, The Computer Virus Eradication Act of 1989, Interstate Transportation of Stolen Property, the Electronic Communications Privacy Act, and the Arkansas Computer Related Crimes.

Any violation of UA System Policy 285.1 or this University policy on acceptable use of technology resources shall be subject to the progressive discipline policy. Depending on the severity of the violation, disciplinary action may include suspension or termination.

Policy Management

This policy is managed by the IT department. The IT Director and appointed IT personnel are the primary administrators of this policy. The responsible executive is the VCFA.

Exclusions

No exclusions

Effective and Approved Date

This internal policy was approved by Terry Meadows – Director of IT/CIO on 10/19/2023. This internal policy was reviewed by Carey Tucker – VC of Finance and Administration on 10/23/2023.

Last Updated

7/25/2024 (added in piece from local admin rights policy about purchased software must be paid for by the University – Terry Meadows 10/1/2025

Updated for accessibility viewing Terry Meadows/CIO