Policy Manual

7.4 Software and Network Information

Purpose

To provide additional information regarding software, network and ITS policies.

Scope

All employees of Rochester University.

Policies

General Software

This policy governs all software on computers and hardware owned by Rochester University (RC). It is the sole responsibility of the Information Technology Department (ITS) to maintain any and all authorized college software owned by Rochester University.

All software on any authorized college computer must be approved by the ITS department. New software may be added to the list of approved software at the ITS department's discretion. The responsibility of maintaining any and all authorized (RC) software belongs solely with the ITS Software Manager. All software must be evaluated and approved by the Software Manager before being purchased through the ITS department. Any and all software must be installed by the Software Manager or their authorized representative.

Support/Upgrade

Any and all software problems should be directed to the ITS department's attention via the ITS Help Desk. Employees should not attempt to fix problems themselves. Problems will be handled on a priority basis. Every attempt will be made to correct problems in a timely manner.

Network

In order to have a secure and stable network, any computer that will be connected to the network is subject to inspection and authorization by the ITS department.

Network Access

It is the policy of Rochester University to protect the confidentiality of student and employee information. The Human Resources Department grants access to Rochester University computer systems based on specific job roles and responsibilities. To gain RC system access, the Department head sends a request to HR, who will approve or deny the request and notify the ITS department to set up needed access.

Signing the last page of this document signifies understanding of granted access to sensitive Rochester University data. Employees will not abuse this by using or modifying the data in any way not directly related to College needs. Employees agree to abide by FERPA laws and will not allow anyone else access to his or her account.

Software Installation

All software installed on an authorized College computer must be a licensed copy of that software. NO ILLEGAL SOFTWARE UNDER ANY CIRCUMSTANCES WILL BE INSTALLED OR PERMITTED ON COLLEGE COMPUTERS. A copy of the license must be on file with the ITS department. Only authorized members of the ITS department are allowed to upgrade or install software on RC equipment/hardware. Any software installed without the knowledge of the ITS Software Manager or the ITS department will not be supported and is subject to be removed from the RC hardware. New software requests must be made through the ITS Help Desk and approved by the Software Manager. The requestor is responsible for funding the new software. The ITS department reserves the right to install or remove any software on any RC hardware.

Copyrighted Material

The unauthorized distribution of copyrighted material on the Rochester University computer network is strictly prohibited. Unauthorized distribution of copyrighted material will result in possible loss of privileges and disciplinary actions.

Server Software

All server software requests will be evaluated and approved by the Software Manager and the System Administrator before being purchased through the ITS department. Server resources are limited and additional hardware might be required based on the discretion of the System Administrator. Please refer to the Hardware Policy for hardware purchases. To preserve system integrity, additional time and resources might be needed to put together a proposal for proper support of new software.

Reporting Violations/Discipline

If you believe that a violation of any ITS policy has occurred, you should contact Information Technology Services at helpdesk@rc.edu or by calling 248-218-2080. Misuses of computer resources are reported to the Director of Information Technology. The director at his discretion may:

  • Further restrict the offender's computer privileges
  • Temporarily suspend offender’s account access
  • Permanently suspend computer access

Personally Owned Equipment

Personally owned equipment must be approved prior to connecting to the RC network. The ITS Department reserves the right to remove and prohibit the use of personal equipment connected to RC resources.

Software Data Backup

Data files can become corrupted, unusable, or lost. The ITS Department maintains backups of any data stored on the network file share. It is mandatory that each office store critical files on the network server so that the files are automatically backed up by the ITS Department. The departments will be responsible for the loss of files not stored on the server.

Use of Computer Peripherals

Computer peripherals and specialized devices may be added to a computer with prior ITS approval. Modems and wireless access points are not allowed on network computers except where the job requires. ITS reserves the right to remove any unauthorized equipment.

Use of Printers

Printers are only to be used for RC purposes. If printing over five pages send the print job to the nearest copy machine. Codes to print from copy machines may be obtained from the ITS department.