Usage policies Usage policies

Conditions of Computer Use

Self-registered Equipment - Terms and Conditions

Additional terms and conditions applying to self-registered equipment such as that in student residences and connected to the UEA wireless network


Summary of Conditions of Computer Use

This is a simplified summary and interpretation of the most important elements of the University's Conditions of Computer Use. These conditions apply to all computer users at the University of East Anglia.

Please consult the full version of the Conditions of Computer Use for more details.

Note - relevant sections of the Conditions of computer Use have been indicated after each summary point. 

  1. Your UEA password is confidential and you must never disclose it to others, or let anyone else access services and systems using your password. Disclosing your password to others contravenes the Conditions of Computer Use and could lead to disciplinary action and loss of access to IT facilities. YOU MUST NOT RESPOND TO ANY REQUEST TO DISCLOSE YOUR PASSWORD INCLUDING THOSE PURPORTING TO COME FROM THE UNIVERSITY OR INFORMATION SERVICES. See section 3.4k.
  2. Be aware of relevant legislation. In particular, if you work with personal information about individuals, you must be aware of and comply with the Data Protection Act and from May 2018 the General Data Protection Regulation. You should also be aware that University computer communication systems are dependent on the Joint Academic Network (Janet) and all use must comply with Janet's Acceptable Use Policy. See section 3.2
  3. Computing facilities are provided for University work purposes. Limited personal use is permitted (except for staff using the University e-mail service), provided it is not illegal, does not adversely affect other users, does not interfere with work or studies, or in any other way breach the Conditions of Computer Use. Staff should not use the University email service for personal (non-work related) emails. See section 3.3.
  4. Care must be taken to ensure you do not create, transmit or publish any material that is illegal, offensive, abusive, or whose effect is to bring the University into disrepute. See section 3.4.
  5. Files are private. You must not attempt to access files or computer systems which you are not authorised to access. See section 3.4i.
  6. Encrypt personal data. Those who are authorised to process personal data should they are aware of their obligations under the Data Protection Act. In particular, personal data should only be transmitted in encrypted form. Transmission includes attaching to an external email address, placing offsite in cloud storage, or copying onto removable media. See section 3.5.
  7. Electronic media are subject to copyright. It is illegal to make an electronic copy (e.g. by scanning, downloading, copying from disk etc.) unless you have the appropriate copyright authorisation. See section 3.7.
  8. Software is subject to copyright and licensing restrictions. Software provided by the University should only be used by members of the University for University purposes and in accordance with licence conditions of the software. You should not install, copy or distribute it to others unless authorised to do so. See section 3.8.
  9. Care must be taken when introducing software/data into the University. Only those using approved processes or authorised to do so should install data or software onto University-owned devices and they should ensure it has been checked for viruses or other malware. Where necessary, administrative rights may be granted to permit users to install software on University equipment following processes described on this web page. 
  10. Do not transmit files/data to others, without first checking for viruses or other malware. See section 3.9.
  11. If you are responsible for supporting others and the systems and services they use, you have an additional responsibility to ensure that those systems and services are secure, and should encourage good practice in those that use them. Ensure computer systems in your care are secure against unauthorised access and malware, have up to date operating system and application software security patches applied and where feasible anti-virus/anti-malware software is installed and is up to date. See section 3.14.
  12. All personally owned electronic devices connected to the network must be registered following processes described here. Where a device has been registered using an authorised self-registration process (e.g. in student residences) the owner is responsible for security of that system and any activity on it. Should inappropriate activity be detected arising from the device the registered owner will be held responsible for that activity. The owner should ensure that the system has up to date operating system and application software security patches applied and where feasible up to date anti-virus/anti-malware software is installed. See section 3.10.
  13. Use of University computer systems and the network is monitored. The University has the right to access files, intercept communications, or monitor usage where there are grounds for suspecting mis-use and in support of the University's obligations under anti-terrorism legislation. In cases where illegal activity is involved copies of relevant information may be handed to the Police. See section 4. 

Last updated 13/6/17