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Information Resources

Faqs about the Information Resources Policy (PPM 1-15)

Please see PPM 1-15 for clarification and details.

Does this policy apply to me?

"This policy applies to all members of the University of Utah community, and governs all storage and communications systems owned by the University, whether individually controlled or shared, stand alone or networked." (Section III.A)

Why do we need a policy specifically for "Information Resources"?

Technology developments, including computers and networks, have made behaviors and activities possible that were not likely with other media. This policy provides guidance to both users and administrators concerning appropriate uses of Information Resources at this University. Consistent with being a good network citizen, most universities have policies governing the use of computers and networks.

This policy outlines expectations of users of "Information Resources", and explicitly proscribes behaviors that are not consistent with "good citizenship". (Section V.C.3)

What is this policy's purpose?

"To outline the University's policies for students, faculty and staff concerning the use of the University's computing and communication facilities, including those dealing with voice, data, and video. This policy governs all activities involving the University's computing facilities and information resources, including electronically or magnetically stored information." (Section I)

Our department already has a computer policy; how will this campus policy impact our departmental policy?

This policy foresees the importance of individual organizational policies governing computers or data, and while such policies "shall be consistent" with this policy, departmental policies "may provide additional detail, guidelines and/or restrictions." Departments "have broad discretion in establishing reasonable and appropriate policies and 'conditions of use' for facilities under their control." (Paragraph III.B)

This policy strengthens and covers departmental policies in that sanctions applicable under this policy also apply to departmental policies. (See question on sanctions below.)

How does this policy affect my privacy?

The University fosters "an intellectual environment in which students, staff and faculty feel free to create individual intellectual works" and to collaborate with others "without fear that the products of their intellectual efforts will be violated, misrepresented, tampered with, destroyed, stolen or prematurely exposed." (Section V.A.3)

"Nothing in this policy guarantees that violations of this policy will not occur or imposes liability on the University for any damages resulting from a violation" (Section V.A.3)

I have recipes and other personal information on the computer in my office. Does this violate the policy?

Private uses of University resources are dealt with in several University policies regarding conflicts of interest. Occasional personal use of computers or networks probably would neither be noticed or brought to an administrators attention, unless such use negatively impacted others or a shared resource.

Please note that "Information Resources "are intended to be used for educational purposes and the legitimate business of the University and in a manner consistent with the public trust." (Paragraph V.A.1)

I am concerned because this policy seems to allow great freedom for system administrators.

This policy clearly states that all users (including system administrators) will "respect the legitimate expectations of privacy of others." (Section V.B.2) The policy recognizes that administrators must be able to perform their work in caring for systems and/or networks, and may need to access files as needed for job responsibilities.

Section V.B.3 sets forth the policy regarding electronic monitoring of of another's activities, and clearly states under what conditions employee monitoring may occur.

Does this policy limit my scholarly communication?

This policy sets no limits on legitimate scholarly communication. This policy does state that all users must not "harass or intimidate others"; waste computing resources; or make, store, transmit, or use illegal copies of software (Section V.C.3) Those who have reviewed this policy feel that these provisions do not affect scholarly communication.

How does this policy affect my access to records concerning me?

This policy is neutral in respect to one's access to records containing personal information, but it does list in the references section other policies or laws that may be related, including the Institutional Data Management Policy and the Government Records Access and Management Act (GRAMA).

While this policy does not enhance access to such information, it clearly states that "Appropriate use is consistent with intellectual property rights, ownership of data, system security mechanisms, and rights to privacy and to freedom from intimidation, harassment, and annoyance." (Paragraph V.A.2)

Can I let my spouse and children use my account if they agree to abide by the rules?

No. "Users must protect their user ID from unauthorized use." (Paragraph V.C.2.b) If someone else has need to use University resources, they should obtain their own account. Using someone else's ID would also violate paragraph V.C.1.b which states "Users shall not knowingly falsely identify themselves . . ."

Do we need another policy dealing with software?

Probably not. This policy clearly states that users must not "make or use illegal copies of copyrighted or patented software, store such copies on University systems, or transmit such software over University networks ." (Paragraph V.C.3.i)

The policy further states that users must not "transfer software, files, text or pictures in violation of copyright and/or pornography laws, or transfer software or algorithms in violation of United States export laws." (Paragraph V.C.3.k)

What sanctions exist for those who violate this policy?

"A violation of the provisions of this policy or departmental policy is a serious offense that may result in the withdrawal of access and in addition may subject the User to disciplinary action or academic sanction consistent with University policies and procedures." (Paragraph V.D.1) The policy then outlines separate procedures for disciplinary actions for students, staff and faculty. (Section V.D.2)

Can I sell or show advertising on my own web pages?

It is a violation of this policy to use University Information Resources for personal gain (Paragraph V.C.3.b) or to provide services in violation of the University's Conflicts of Interest policy (PPM 2-30, PPM 8-12.4 and PPM 2-29). If your pages are maintained on a non-University computer at a non-University location, then these policies do not apply to those pages.

Can my department or organization sell electronic advertising?

If University Information Resources are involved, permission to sell such advertising must be obtained from the cognizant Vice President. Since many campus and student organizations are associated with the University, there is an expectation that such organizations will use University Information Resources in a manner consistent with the public trust (paragraph V.A.1) and the funding provided to the University.