• Access and Compliance
• Computer Lab Creation
• Duplication
• Electronic Communication
• Email List Serve
• Graduated Student Account
• Imaging Devices Best Practices
• ITS Technology Center Room and Equipment
• Mcard and Student Parking Permit
• Mediated Classroom Services (MCS)
• Password
• Proper Disposal of Computer Media
• Proper Use of Information Technology
• Residential Comuting Network and Technology
• Security of Personally Owned Devices
• Server Usage
• Software Installation on Intructional Computers
• Student Printing
• Uniqname
• Virtual Private Network (VPN)
• Web Pages
• Wireless Network

This policy is to define a mechanism by which departments on the University of Michigan – Flint campus can properly request the creation of a computer lab on campus. For the purposes of this policy a computer lab is defined as a space that has three or more computers in it for the dedicated use of University of Michigan Flint faculty, staff or students for the purpose of teaching, training or learning.

If you or your department would like to create a computer lab you need to fill out the following form: Computer Lab Creation Policy Form

The ITS Director will review the provided information with ITS staff, the Technology Committee and the Technology Fee Committee. Once a decision has been reached the ITS Director will communicate to you the findings of our analysis as well as all costs associated with the creation and maintenance of the proposed computer lab.

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OVERVIEW

ITS provides the CD and DVD duplication service with the intent of helping the campus staff produce copies of their original projects quickly and easily. Duplication services will not be performed on a walk-in basis or for outside organizations.  For more informaiton, please see Mediated Classroom Services.

SESSION CHARGES

ITS adds a duplication session surcharge to cover the cost of labor and wear on the equipment. A session surcharge is charged per each batch of 50 disks that are duplicated and is applicable even if the order is for less than 50 copies.

VHS TAPES

ITS will not mass-duplicate VHS tapes. If you need mass duplication of a VHS tape you may consult http://www.discmakers.com/ or locate another company that provides VHS duplication services.

The ITS Video Production Center has equipment that you can use to make a single copy of a VHS tape and also a VHS/DVD Recorder to duplicate VHS to DVD; please consult the services page to view more about the ITS Technology Center for more information.

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Approved by the Technology and Technology Fee Committees (Effective Fall 2004)

PURPOSE OF THE POLICY

The University of Michigan-Flint is committed to using available technology to communicate among members of the campus community and recognizes an expanding reliance on electronic communication among students, faculty, staff, and the administration. This policy will define the proper use of electronic communications.

POLICY

The University of Michigan-Flint authorizes the use of the University email address as an appropriate mechanism for official communication between members of the campus community. All members of the campus community are expected to comply with established guidelines and procedures, which define the proper use of electronic communications.

• Provision of University Email The University of Michigan-Flint will provide all students, faculty, and staff with an official University Outlook email account (uniqname@umflint.edu). This will be the address listed in University directories and records. The University will direct all official email communications to this address.
• Use of University Email Certain University electronic communications may be time-critical. Users are responsible for checking their official University Outlook email account (uniqname@umflint.edu) on a frequent and consistent basis in order to stay current with University communications.
• This includes, but is not limited to: policy announcements, important dates and deadlines, emergency notices, registration and financial information, meeting and event notifications, and correspondence between students, faculty, staff, and the administration.
• Redirecting of Email Users who elect to redirect (forward) messages sent to their official uniqname@umflint.edu email address to another address (such as AOL, Yahoo, or Hotmail) do so at their own risk. Having email lost or delayed as a result of redirection or mislabeled as spam or junk mail does not absolve users from the responsibilities associated with communications sent to their official email address. The University is not responsible for the handling of email by outside vendors or unofficial servers.
• Responding to an Unofficial Email Address Users need to be careful when responding in detail to a formal University business inquiry sent from an unofficial email address, since there is no assurance that the sender is a member of the University community. For security reasons, users should provide a generic reply to an inquiry from a non-university email address and request that the inquiry is sent through a University tool that requires authentication, such as Outlook Webmail, SIS, or Blackboard.
• Privacy and Confidentiality Official University communications sent by email are subject to the same public information, privacy and records retention requirements and policies as other official University communications.

Confidentiality regarding student records is protected under the Family Educational Rights and Privacy Act of 1974 (FERPA). All use of email, including use for sensitive or confidential information, must be consistent with FERPA.

REFERENCES

This Electronic Communication Policy complies with the guidelines as found in:

• Policies and guidelines set forth by the University in the Standard Practice Guide:
  • Privacy of Electronic Mail and computer Files at the University of Michigan (SPG) 601.11 (http://spg.umich.edu/pdf/601.11.pdf)
  • Proper Use of Information Resources, Information Technology, and Networks at the University of Michigan (SPG) 601.7 (http://spg.umich.edu/pdf/601.07-0.pdf)
• Family Educational Rights and Privacy Act (http://www.ed.gov/policy/gen/guid/fpco/ferpa/index.html)
• UM-Flint Information Technology Services Policies
• UM-Flint Student Rights Policy (http://www.umflint.edu/dsa/images/StudentRightsBro.pdf)​

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The University encourages use of electronic mail by members of its community, but members must do so with sensitivity to the rights of those with whom they communicate and with the highest standards of ethics. Please consult the resources below for policies, guidelines, and tips for communicating:

• Email Accounts
• Email Etiquette Tips
• University of Michigan Email FAQ

Do you need to send email to multiple people within the University? ITS supports email list serves that can be used by various people to communicate items of interest within the University of Michigan - Flint

Email Lists and Guidelines

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POLICY STATEMENT

This best practice guideline provides Imaging Device configuration requirements and recommendations for the University of Michigan-Flint campus. An Imaging Device can be a stand-alone copier, printer, scanner, or fax machine, as well as a multifunction device (MFD) that combines two or more imaging functions such as printing, scanning, emailing, faxing, copying, or document storage into a single imaging system. Following this guideline to configure an Imaging Device will help to ensure the availability of the Imaging Device while minimizing the risk of unauthorized use or modified information. All users and system managers are responsible for configuring their systems as detailed in this guideline to secure their Imaging Devices.

POLICY SCOPE

Individuals Covered
This guideline applies to all users of UM-Flint’s information technology resources, who can include but are not limited to students, faculty, staff, and any others, such as temporary workers, visitors, contractors, vendors, guests, and researchers.

Resources Covered
This guideline applies to all Imaging Devices on the UM-Flint campus, whether individually controlled, shared, stand-alone, or networked.

COMPLIANCE

Each unit is responsible for securing its systems. While each unit may apply more rigorous security standards than those given here, unit policies must not conflict with or lower standards or requirements established by the UM-Flint ITS security strategy, policies, or best practices.

Noncompliance with UM-Flint ITS security strategy, policies, or best practices must be reported to the UM-Flint Director of ITS. The contact information for the UM-Flint Director of ITS may be found on http://www.umflint.edu/its/units. The director of UM-Flint ITS will work with Human Resources and Student Judicial Affairs to develop and implement appropriate sanctions for noncompliance. Critical noncompliance issues will be directed to the UM-Flint User Advocate Committee. https://www.umflint.edu/its/committees#userAdvo

INFORMATON AND SYSTEM CLASSIFICATION

UM-Flint technology users have a business need to access, collect, process, store, or transmit information. Each user has a responsibility to protect the confidentiality, integrity, and availability of University information. The Access and Compliance Statement gives an overview to inform users on how to use information responsibly and The University of Michigan Information Asset Classification Guidelines (IACG) provides definitions of ownership, responsibilities, and information classifications mentioned in this document. University of Michigan policies referred to in this document are listed in the Reference section at the end of this document and are also available from the University of Michigan-Flint website at http://www.umflint.edu/its/policies/home.page.

REQUIREMENTS AND RECCOMMENDATIONS

The security requirements and recommendations for Imaging Devices are divided into multiple sections according to the information classification of data used on the device. While the information classification levels determine whether the guidelines are required, recommended, or optional, UM-Flint recommends that all devices be configured with the most secure options available that allow users the functionality they require.

PROCEDURAL REQUIREMENTS FOR ALL IMAGING DEVICES

1. The vendor must have a statement filed with either the UM-Flint Purchasing department or the Ann Arbor Purchasing department detailing the process used for preparing any Imaging Device equipment—including hard drives that are being repaired or replaced—for removal from any UM-Flint campus location.
   1. All hard drives in the equipment must be sanitized according to NIST SP800-88_REV1.pdf, Table A-1, which contains the guidelines for media sanitization.
   2. Equipment must undergo a factory reset; all address books, logs, and unique settings must be removed from the equipment.
   3. UM-Flint ITS requires that any hard drive containing Sensitive or Private/Confidential information be removed and destroyed. The hard drive will then sent to UM-Flint Facilities for proper disposal.
   4. UM-Flint ITS must be informed of any Imaging Device or hard drive leaving the University, so that any additional precautions can be implemented.
2. Each Imaging Device must be registered with UM-Flint ITS, so that it can be granted appropriate access to the network. Here is a list of the required information, which must be periodically updated to provide accurate identification:
   1. Unit name, primary contact(s), and physical location
   2. Department data manager or data owner
   3. Hardware manufacturer, make, and model
   4. Any identification numbers provided by the vendor or the University
   5. Main functions and any associated applications
   6. All associated IP Addresses and IP names
   7. All associated wired and wireless MAC addresses
   8. Hard drive (Yes/No)
   9. USB flash drive access enabled (Yes/No)
3. Users and managers of an Imaging Device must know the information sensitivity level and criticality level classification for their department information and must comply with the requirements for securing their information on their Imaging Device.
4. UM-Flint ITS Security Services must be informed when any Imaging Device has been compromised, so that the Incident Response Plan can be implemented.

CONFIGURATION REQUIREMENTS FOR ALL IMAGAING DEVICES

1. Imaging Devices should have an IP address reserved.
2. Each Imaging Device must use access controls to limit network traffic to the minimum necessary communication connections.
3. Logging must be enabled.
4. All default/administrator passwords/pins must be changed or removed. Individual accounts and passwords/pins must be disabled or removed when an individual is no longer connected to the University. Passwords must meet all requirements of the UM-Flint Password Policy.
5. Any Imaging Device management or operations protocol must use the standard port to allow for security device or application monitoring.
6. Where possible, all Imaging Devices should only accept connections from an authenticated account or system.
7. Disable or remove unneeded or unused software applications or services. Examples include telnet and FTP.
8. Imaging Device firmware, operating system, service, and application updates must be applied as soon as possible after they become available.
9. Each user must be granted the lowest privileged access that will work when performing an operation.  Network-based administration must be limited to encrypted methods, and to the fewest individuals and methods necessary for managing the device.
10. Confidential or sensitive information (including account authentication information such as passwords) must always be transmitted over encrypted connections, and confidential or sensitive information must be stored encrypted.
11. Encryption algorithms and protocols must use standard, well-reviewed, and nonproprietary encryption methods. (e.g., AES, Triple DES, DES-X, Blowfish, etc.)

INFORMATION SENSITIVITY ISSUES

1. If an Imaging Device processes or is expected to process information classified asPrivate/Confidential or Sensitive, UM-Flint ITS recommends:
   1. Encrypting any hard drive in the Imaging Device.
   2. Disabling walk-up printer access outside of business hours, and
   3. Scanning Private/Confidential or Sensitive documents to encrypted PDFs or other encrypted file formats.
   4. Scanning to an encrypted file folder instead of sending through email.
2. An Imaging Device with hard disk storage and disk clearing capabilities must be configured to clear the disk every 24 hours.
   1. Public: Clearing the disk every 24 hours is recommended but optional.
   2. Private/Confidential: Clearing the disk between jobs is required.
   3. Sensitive: Contact ITS Security Services for guidance.
3. An Imaging Device may have the ability to connect to either a wired and/or wireless network.
   1. Public: May be connected to either a wired or wireless network. Wired network connectivity is recommended.
   2. Private/Confidential: Wired network connectivity is recommended. The use of department printing codes is recommended.
   3. Sensitive: UM-Flint ITS recommends connecting to a wired network only. The use of individual printing codes is recommended.
4. Where possible, unencrypted protocols must be replaced by encrypted protocols (for example, scan to email and scan to computer) to improve overall security. Where the use of encrypted protocols is not possible, other means must be used to secure those communications. Documentation must detail the alternate process for secure communications.
   1. Public: Use of encrypted protocols is optional.
   2. Private/Confidential: Use of encrypted protocols is required when transporting Private/Confidential information.
   3. Sensitive: Use of encrypted protocols is required. Contact ITS Security Services for guidance.
5. For an Imaging Device that lacks an appropriate level of security features supporting email functions (such as scan to email), the use of email on this device must be disabled. For an Imaging Device with appropriate security features:
   1. Public: Use of email is optional.
   2. Private/Confidential: The transmission of unencrypted Private/Confidential information through email is prohibited.
   3. Sensitive: Contact ITS Security Services for guidance.

REFERENCES

https://www.safecomputing.umich.edu/umonly/policiesGuidelines.php

Data Management and Protection Roles and Responsibilities
Data Management and Protection Common Definitions

http://spg.umich.edu/

Standard Practice Guide 601.7 – Proper Use of Information Resources, Information Technology, and Networks at the University of Michigan
Standard Practice Guide 601.19 – Identity Misrepresentation
Standard Practice Guide 601.25 – Information Security Incident Reporting Policy
Standard Practice Guide 601.27 – Information Security Policy

http://www.mais.umich.edu/access/policies.html

Data Administration Guidelines for Institutional Data Resource
Data Steward/Data Manager List

Acquisition, Use, and Disposal of Property – http://spg.umich.edu/policy/520.01

Handling Student, Employee, Customer and Patient Information Quick Reference Guide – http://www.mais.umich.edu/access/download/ja_access_compliance.pdf

NIST SP800-88_with-errata.pdf – http://csrc.nist.gov/publications/nistpubs/800-88/NISTSP800-88_with-erra...

University of Michigan Information Asset Classification Guidelines – https://www.safecomputing.umich.edu/umonly/documents/Information%20Asset%20Classification%20Guidelines.pdf

University Statement on Stewardship – http://www.hr.umich.edu/stewardship.html

University Student Records Policy – http://www.umich.edu/~regoff/ferpa/

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ROOM POLICIES

• Absolutely no duplicating of copyrighted material is allowed on any equipment except as provided by the U.S. Copyright Law's Fair Use Standard. Students, faculty, and staff must not make improper use of copyrighted material. You are personally responsible for any violations of copyright law. When copying and reproducing media, please make sure you are in compliance with copyright laws. When in doubt, please consult http://www.copyright.umich.edu/
• Video capture and production takes place in real time (i.e. if your video is two hours long, it will take two hours to capture the video and then more time to burn the DVD). Video editing is also a time-consuming process. When reserving the ITS Technology Center, please allow ample time to complete your project.
• Video capture projects produce large files stored on the video production computer. Since there is limited storage space, video files can only be stored for two (2) weeks after the start of the project. Projects which are longer in duration will need ITS approval.
• Except for VCR’s with front connectors, equipment may not be re-configured. Please do not attempt to reconfigure the cables without approval, and do not attach other accessories or cables. If you need a different configuration for your project, please request assistance from ITS staff.
• No food or beverages (other than bottled water) are allowed in the ITS Technology Center. If you have food or beverages, you will be asked to leave.
• Please respect the ITS staff who are working in the office. No loud noise, boisterous or rude activity will be tolerated.
• ITS staff will not install personal equipment (i.e. hard drives). The university is not responsible for damage to any personal equipment that may result from you connecting this equipment to a computer in the ITS Technology Center.
• Policy violations could result in the loss of the privilege to use the equipment for the remainder of the current semester and possibly for the duration of the next semester.

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STUDENT PARKING PERMITS

ITS distributes parking permits and/or validation stickers to students registered for the current semester in conjunction with the Mcard distribution at the beginning of the semester (preferred method) in the University Pavilion next to Subway.

New Students (registered for the current semester): Please be sure to bring your Picture ID along with the Make, Model, and License Plate Number for your vehicle to receive your Mcard Student ID and Parking Permit.

Returning Students who already have their Parking Permit(registered for the current semester): Please bring your Mcard and Parking Permit to receive your validation sticker.

Faculty, Staff, and Temporary Student Workers (not registered for the current semester): Parking permits for temporary appointments are available at the DPS administrative office.

Students can also obtain their parking permit during the remaining portion of the semester at the Mcard stations in the open computing labs at 206 MSB and 3174 WSW.

OBTAINING AN MCARD

UM-Flint students, faculty, and staff can obtain a new or replacement Photo ID card (Mcard) by going to one of the UM-Flint Mcard Stations which are open during normal lab hours (see list of stations below).

At the beginning of every semester, ITS distributes Mcards in the UPAV (next to subway). For the next distribution period, please consult http://blogs.umflint.edu/its/.

A valid picture identification card (such as a driver's license) is necessary to obtain your Mcard.

STOLEN OR LOST MCARDS

There is a $10.00 fee to replace Mcards that are lost, stolen, or damaged. You must pay the fee at the Cashier's Office, located at 261 University Pavilion, and bring the receipt to the MCard Station before the MCard can be replaced.

No fee will be charged for Mcards that must be replaced because of name or department changes, expired cards, or a card that no longer functions due to normal wear. When requesting a no-fee replacement, your old Mcard must be returned at the Mcard Station prior to receiving the replacement.

Note: All photo ID and non photo ID cards are property of the University of Michigan and must be surrendered upon request.

FOUND MCARD

If an Mcard is found and returned to the Mcard Station, an email will notify the cardholder of where they can retrieve it.

PREVIOUS MCARDS

Once a replacement Mcard is issued, all previous Mcards become invalid. If a cardholder locates a previously lost Mcard (after a replacement card is issued), the previously lost card cannot be re-activated or used to turn in to an ID Issuing Station to avoid paying a replacement fee or receive a refund.

Please consult the Mcard page here for complete details about MCard uses, MCard station locations, and the project history.

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CLASSROOM POLICIES AND PROCEDURES

Please follow these policies to help protect classroom equipment and save on energy costs:

• Do not move, rearrange, or disconnect the Mediated Equipment. These podiums (Crestron MediaManager systems) have electronic components that may be damaged if unauthorized individuals attempt to move them. For assistance with the Mediated Equipment, please contact MCS Staff at 237-6628.
• To prevent wear on equipment such as projector bulbs*, turn the power off on all components of Mediated Classroom equipment (such as the projector, computer, document camera, VCR/DVD combo), as well as turning off the lights when leaving the classroom.
• *NOTE: Please DO NOT close the door of the projector area when the projector is still turned on. This can cause the bulb to overheat and burn out.
• After turning off the projector on the Smart Cart, do not unplug the power cord. The Smart Cart should be left plugged in to allow the cooling fan to run for approximately 90 seconds after the projector is turned off. If the cooling fan doesn't run, there can be significant damage to the projector and bulb (expensive replacement costs).
• Do not touch or try to clean the Smart Cart projector mirror, as it is easily damaged. If the mirror needs cleaning, please contact MCS. After turning off the projector, protect the mirror by shutting the black door on top of the Smart Cart.
• Do not set any food or liquid beverage on or near any mediated equipment. Spills can damage the equipment. Contact MCS immediately if a spill occurs.
• Seating in the classrooms is arranged to meet designated capacities. Do not move chairs or tables from classrooms without permission from MCS. If extra seating is needed, please contact MCS.
• Replacement batteries for the projector remote control will be delivered to the classroom by MCS upon request.
• A separate remote control for the Panasonic VHS/DVD combination machine is available to faculty upon request. This remote control is necessary for viewing the menus on a DVD and handy to access specific scenes. (NOTE: Using a remote control only applies to Smart Cart equipment and standalone DVD/TV equipment. The Crestron MediaManager system does not use any type of remote control device.)

EQUIPMENT SCHEDULING AND DELIVERY POLICIES

Many classrooms are already equipped with a Crestron MediaManager, Smart Cart, an AV Cart, or a TV with a DVD/VCR combo. Please consult the classroom listing to see if the classroom has the desired features before placing an equipment order. NOTE: If requesting equipment in any of the EBS Rental Facility, please contact EBS directly for your AV equipment needs.  Classroom and Departmental equipment orders may be placed by completing the MCS Equipment Order Form.

Please follow these equipment reservation polices.

• Faculty, permanent staff, and departmental secretaries may place orders. Students MAY NOT place equipment orders.
  • If students need equipment for a class assignment, they must go through their instructors for order placement.
  • If as a student, you require equipment for a work task, you must go through your departmental supervisor or secretary as the department will take responsibility for the equipment's use.
• By requesting equipment, the individual assumes responsibility to provide reasonable care and security until the return of the equipment.
• Please remember that equipment is a limited resource for the entire campus. We will honor classroom orders first and foremost.
• MCS requests that all equipment orders are placed at least two (2) full working days in advance. Every effort will be made to fulfill orders placed shortly before the equipment is needed, however, no guarantees are possible regarding the availability of equipment.
• Off-Campus Orders - A completed and properly signed Equipment Checkout and Responsibility Agreement  (off-campus equipment) form (PDF format) will be required to checkout any equipment.
  • When reserving equipment for off-campus use, please enter your office address as the delivery address so that the equipment can be delivered correctly.
  • Equipment available for off-campus orders.
    • Digital Camera
    • Digital Camcorder (mini DV format)
    • Laptop
    • Data Projector
• NOTE: There is a very limited supply of projectors and laptops available for both on-campus and off-campus use.  Laptop and projector equipment is available for short-term checkout only and should be dedicated to University presentation needs (for example, presenting a PowerPoint slideshow at a meeting or conference).
• Please do not move equipment between classrooms. Courtesy and collegiality are essential to ensure that your colleague's class is not deprived of equipment.

If there are any concerns that we haven't covered in the MCS Policies and Procedures, please let us know.

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POLICY

It is the policy of the University (1) to attempt to provide appropriate access to local, national, and international sources of information and (2) that information resources will be used by members of its community with respect for privacy and the public trust.

In accordance with the policies above, the University works to ensure that intellectual property and University records are protected from unauthorized use or distribution.

AUTHORIZED USE

As conditions of use for Information Technology Services (ITS) facilities and communication systems accessed through their use, all users agree to respect (1) the privacy of University records, (2) the legal protection provided by copyright and license agreements for programs and data, (3) the intended use for which access to the resources was granted, and (4) the integrity of the computing systems.

APPROPRIATE USE

All users of computing resources should be mindful of the impact of their participation on the campus community, and should engage in only authorized use and should abide by standards of good citizenship in general.

RESPONSIBLE USE

Users of ITS resources are expected to use those resources in a responsible and efficient manner. Users are expected to refrain from engaging in illegal, unauthorized, inappropriate, for-profit, or deliberately wasteful practices as outlined in the Standard Practice Guide.

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Housing and Residential Life, in cooperation with the University of Michigan-Flint’s Information Technology Services (ITS), strives to provide high quality networking and technology services in the University's residence halls. ITS services are designed to promote and support the academic endeavors of students, provided they do not infringe on the rights or network services of others, either within or outside of the University community. By registering for or using the services provided, residents agree to the terms outlined in ITS Access and Compliance document. It is a violation of the Statement of Student Rights and Responsibilities to misuse University computer resources. Students must indicate agreement with these policies in order to complete the online registration of their computer for ITS service.

PROHIBITED TECHNOLOGIES

The ITS network is a complex and much used resource. To protect the network and ensure its availability to all residents, ITS reserves the right to limit or prohibit any technology or device at any time that may damage the network or extend it in an insecure manner. Such technologies and devices include, but are not limited to, the following:

• wireless networks and wireless network hardware
• wireless devices, operating in the IEEE 802.11a or 802.11b/g wireless spectrums, which interfere directly with the University wireless network in such a manner as to limit or disrupt service for wireless users in any location on campus. Specifically, this includes devices operating in the 802.11b and 802.11g, 2.4 GHz ISM band, and the 802.11a, 5 GHz U-NII band. Some examples of potentially interfering devices are microwave ovens, security cameras, Bluetooth devices, amateur radio, video-sending devices, and cordless phones.
• routers and switches
• hardware firewalls
• devices and services that use an inordinately greater share of network resources than a typical single network device
• Dynamic Host Configuration Protocol (DHCP) servers, Domain Name Service (DNS) servers, and any other privately controlled server that provides any service that interferes with, or duplicates, services provided by the University network.

Contact the ITS Helpdesk for more information.

RESPONSIBLE USE OF NETWORK RESOURCES

Each user of the ITS network is a member of a unique community. With that membership come responsibilities and expectations about online behavior. Failure to adhere to these expectations may result in the immediate loss of network access as well as referral to the Housing Student Conflict Resolution Process (see Responding to Violations of Community Living Standards). This policy applies to any violation of the Community Living Standards involving the use of a computer or other network device. For example, the following actions are prohibited and may subject the user to immediate loss of network access:

• harassing anyone via e-mail
• sending mass mailings, or “spamming” (for more information see the IT User Advocate Web site)
• “spoofing” or “snooping” software which has the effect of or is designed to seek out information such as passwords, credit card numbers or network vulnerabilities
• use of the ITS network for the operation of any part of a business
• assuming another person's name or identity, or using another person's accounts or access privileges
• allowing others to use your identity, network connection or workstation to gain access to University resources to which they would not otherwise have access

INTELLECTUAL PROPERTY AND COPYRIGHT

The proper use of intellectual property in compliance with copyright law is a special class of responsible use of the network. Copyright law is becoming more restrictive, and public universities are under intense pressure to restrict student use of and access to copyrighted materials and to file-sharing technologies that allow easy violation of copyrights. Improperly using or distributing copyrighted material can result in severe financial penalties for the individual engaging in such action. For the protection of the University and its students, the use of University and ITS networks for the exchange or distribution of any copyrighted materials (e.g., digital files of music, commercial film or TV programs) without express written permission of the copyright holder is prohibited. See ITS for more information about intellectual property and copyrights.

ITS reserves the right to limit resident bandwidth usage on the ITS network to ensure that all community members have fair access. Individuals using excessive bandwidth will be identified, have their access restricted, and may lose the privilege of using the network.

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When conducting University activities, it may at times be necessary for University employees, agents, affiliates or workforce members to access or maintain sensitive institutional data on personally owned devices.  There is often risk of data loss or unauthorized access when sensitive data is accessed or maintained via self-managed personally owned devices. 

This policy directs members of the University community who access or maintain sensitive institutional data to meet their shared obligation and responsibility to secure such data by properly self-managing the privacy and security settings on their personally owned device.

Please see SPG 601.33 for more information.

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INTRODUCTION

Information Technology Services (ITS) is committed to supporting faculty and staff as they enhance their courses and administrative duties with new technology. In order to ensure that individuals and departments avoid some common problems in utilizing software and gain the most benefit, ITS has established guidelines that departments should follow before they purchase software, whether the software will be used locally, in public computer labs, or on the University's networks.

Following the process outlined below will ensure that the technology you are evaluating and preparing to utilize, either on the campus network or on other University-owned equipment, will work properly within our current infrastructure and with our current equipment and systems. ITS does not guarantee that all software will be compatible with University systems and equipment and suggests that you do not purchase any software until you have consulted with ITS to ensure that the software is compatible.

CONSULT ITS BEFORE SOFTWARE IS PURCHASED

To ensure compatibility, please engage ITS early in the process of acquiring new technology for use on University systems and equipment. To ensure that you involve ITS early enough, you should contact the ITS Helpdesk. They will determine who in ITS should be involved in the evaluation and also begin the process of determining if the software will be compatible with University systems standards. Please note that you should allow 15 days for ITS to complete its compatibility study, and this study must be completed before any software installation can take place.

INCOMPATIBLE SOFTWARE

If there is a compelling academic or administrative need for software which does not run on our current network infrastructure, ITS can assist the requesting department in determining the cost for upgrading our systems to meet the needs of the requested software. The requesting department is responsible for unforeseen expenses, identified by ITS staff, that are related to the new software installation project. These costs could include but are not limited to additional required hardware, server space, and database upkeep, for example. Whatever the costs, ITS will assist in identifying these expenses as a result of an investigation of the software’s compatibility, installation, maintenance, and/or upgrades. In the event that ITS upgrades computer systems (ex. ITS installs in labs new computers with OS upgrades) and/or the requested software requires an upgrade, the requesting department is responsible for costs that may be incurred as a result of the system or upgrade changes.

OBTAIN PROPER LICENSING AGREEMENTS

ITS will not install software without appropriate licensing, and the acquisition of such licensing is the responsibility of the requesting party. Therefore, please make certain that you obtain and provide a sufficient number of valid network licenses, lab licenses, or laptop licenses prior to the installation of any software on individual computers, in entire computer labs, or on University systems and equipment. Software installed in an ITS instructional computer lab must have enough licenses to cover every computer, unless a Keyserver alternative is chosen. (See note below for more information about Keyserver.) Please understand that a software evaluation version will not be accepted. Shareware is not acceptable unless proof of ownership is provided or you have written approval from the software owner for such purpose and a method to remove license “nags”. Freeware will be reviewed per request as dictated by the freeware license agreement.

If the department does not have the funding necessary for purchasing licensing for software, they may apply for funding from the Technology Committee, which is commonly awarded during the Fall semester of each year.

NOTE: Keyserver is a single shared license pool for both open and instructional lab purposes as designated by the requestor. It will limit the usage of the software by placing a counter onto the server that adheres to the number of licenses purchased by the requestor. Therefore the requestor need NOT purchase an entire lab or site license for their instructional software. Keyserver is provided free of charge in all ITS open computer labs. However, there is a charge to install Keyserver into Departmental labs. The department will be responsible for a $5/client per year fee for every Keyserver license that is needed.

REQUEST SOFTWARE INSTALLATION ON NETWORK

Please complete the Software Installation Request form available online at https://formassembly.umflint.edu/2546. Upon submission of the form, all requestors must be prepared to provide media, proof of ownership, and license to an ITS representative.

Installing and testing new software, whether on the University network or other computer assets - including computers in our Public Labs - is a time-consuming and often complex task. If you need software installed before the start of a specific semester, please adhere to these deadlines for requesting your software installation:

Fall Semester - Request must be made by the second week in August
Winter Semester – Request must be made by the first week in December
Spring Semester – Request must be made by the last week in March
Summer Semester – Request must be made by the first week in June

If you are requesting that software be installed any other time, please submit your request at least three weeks in advance. Please understand that ITS will contact the requestor at least one week prior to the implementation date for testing purposes. It is imperative that testing is conducted to allow the ITS staff the time to resolve any issues prior to installation.

For requests that involve adding software to any ITS imaged computer lab, the software will remain installed on the lab image until December 1st of the following year. If you wish to keep the software on the lab image for a longer period of time, you will be required to renew the software request once before the next expiration date. ITS will send an email reminder to all faculty and staff to remind them to evaluate and renew their software installation requests at least one month before the December 1st expiration date. Additional compatibility testing is not necessary for renewed software except in the event that ITS has changed the base operating system of the computers in the specific ITS imaged computer lab.

TESTING THE SOFTWARE

Once the software purchase has been approved, the licensing has been purchased, and the software has been installed, ITS will contact the requesting party and inform them that they can test the software on a designated computer. It should take no more than two weeks for software installation and one week for testing. No software will be distributed to any labs until the software requestor has tested and certified the installation on the ITS designated computer. Once the new computer image has been approved, ITS will upgrade the computers with the new software within one week. ITS will create and maintain an email list that will be used to send notification messages when new software is ready to be added to a particular ITS imaged computer lab.

SOFTWARE CONFLICTS

In the event that a requested piece of software interferes with the functionality of another previously installed piece of software, we have outlined the following steps to resolve the issue:

• The parties that have requested the software will be contacted by ITS to inform them of the issue. ITS will ask that the two parties attempt to come to an agreement about which software should be installed.
• In the event that the two parties cannot come to an agreement, then ITS will attempt to mediate the two parties and arrive at an amicable solution.
• If ITS cannot get the parties to agree on a solution, then the parties can make their case to the Technology Committee for a final resolution.

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IDENTIFICATION

A uniqname is a personal identifier that is required for using University of Michigan computing services (for example, Wolverine Access, Banner, Blackboard, Computer Science Servers, DAC Database, Human Resources Systems, Internal & External Email List Serves, Library Resources, MPathways, Personal Home drives, Personal University Webpages, Unix Accounts, etc), and the local area (LAN) and wireless networks at the UM-Flint campus. Your uniqname is very important as it identifies you to these and other service providers. You may tell anyone your uniqname because it will be used widely and helps others to find and communicate with you specifically.

AUTHENTICATION

You will receive a LAN (UM-Flint) password, and you will also receive an UMICH (also called Ann Arbor or Kerberos) password for your uniqname. Your password allows you to authenticate, or prove, your uniqname identity when you access services. DO NOT TELL ANYONE YOUR PASSWORD. Protecting your password is your responsibility in order to guard against unauthorized use of services in your name.

AUTHORIZATION

You will be able to use many services right away without any special authorization from the service provider. Other service providers may require you to make special arrangements with them to be authorized for their services (they will need to know your uniqname to give you authorization).

YOUR UNIQNAME

Your uniqname is both long-lived and widely published. If you find that you must change your uniqname, you must appear in person at the ITS Helpdesk on the Flint campus. All uniqname changes are subject to review and, if approved, a fee may be assessed.

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PURPOSE

These policies and procedures apply to the use of UM-Flint’s Virtual Private Network (VPN) service, which is one mechanism UM-Flint provides for authorized users to access University computing and network resources from remote locations. These policies and procedures apply to Faculty and Staff of UM-Flint, and not to students. All other policies covering the use of University computing services by authorized users are still in effect when resources are accessed from remote locations, as are all regulations which protect the confidentiality and integrity of information entrusted to the University’s stewardship.

BENEFITS

A VPN allows encrypted access to your UM-Flint network resources, such as your UM-Flint desktop and real-time editing of your network documents. This access is available from anywhere, with any computer that has internet access, without having to use FTP.

DEFINITIONS

• Virtual Private Network (VPN) – is one or more encrypted connections over a shared public network, typically over the Internet, which simulates the behavior of direct, local connections.
• Point-to-Point Protocol (PPP) – is a communication protocol that enables a user to utilize a dial-up connection (commonly a modem using standard phone lines) to connect to the Internet.
• Digital Subscriber Line (DSL) – is a method for home users and small businesses to have high-speed access to the Internet over standard telephone lines. Because of the technology used, a DSL customer must be within a certain distance from the phone company’s CO (Central Office) for DSL to be available.
• Cable (also referred to as cable modem) – is a type of Internet connection provided by the local cable company, used to transfer data at high speeds over the cable television network.

ACCOUNT ADMINISTRATION

VPN accounts are automatically created for current faculty and staff of UM-Flint. All VPN users will be authenticated to the VPN server using their UM-Flint LAN account username and password. When a staff or faculty member is no longer employed, the VPN account is terminated at the same time as the LAN account.

CLIENT CONNECTION SETUP

UM-Flint’s Information Technology Services Department will provide limited VPN HelpDesk support for the following platforms:

• Windows 2000
• Windows Vista and up (home or professional)
• Mac OS 10.x or higher

Onsite HelpDesk support is available for these operating systems by visiting 207 MSB during normal business hours.

No support is available for any operating systems other than those listed above. Installation on other platforms should only be attempted by experienced users of that platform. Improper setup can result in the complete loss of all network connectivity. Setting up a VPN connection requires changes to the network settings of the computer you are using. Therefore, it is recommended that the VPN connection only be set up on your personal computer, not on computers belonging to other people or institutions.

CLIENT RESTRICTIONS

All users must install anti-virus software on each computer from which the VPN server is accessed. The anti-virus software must be updated regularly with new anti-virus definitions. Also, all users are required to keep their computer updated with the latest operating system and software patches available from their respective vendors.

Microsoft Windows-based PC’s should have the automatic updater configured. For information and instructions on automatic updates, visit www.microsoft.com, and search on keywords “automatic update”. Mac OS users should have the software updater configured through the OS system preferences, and Linux users should have the RTM manager configured. Detailed information on configuring supported operating systems for updates is outlined in the What is a Windows Update? Quicknote.

UM-Flint reserves the right to audit all VPN client systems, and all communication between VPN client systems and the UM-Flint network, for compliance with all applicable Information Technology Services security requirements.

Users connecting to the VPN server using a broadband connection, such as cable or DSL, must install and enable a software or hardware firewall. The software firewall built into Windows XP (Service Pack 2) is acceptable, as is Zone Alarm, available free from http://www.zonealarm.com/store/content/home.jsp.

OTHER CONSIDERATIONS

While a computer is connected to the VPN server, it is logically connected to both the internal UM-Flint network and the Internet. For security reasons, each VPN user should disconnect from the VPN server when access to the UM-Flint network is no longer required. VPN users should be aware that if their VPN connection remains open, their Internet connection is routed and logged through the VPN server and the UM-Flint network. This will result in a slower Internet connection for the VPN user, as well as affecting on-campus network performance for network users. Increased Internet traffic due to VPN users failing to disconnect will result in increased Internet service provider fees to the university.

NON-UM-FLINT USERS

Third-party individuals (those other than UM-Flint Faculty or Staff), or vendors wishing to gain access permissions for the VPN should contact the UM-Flint Information Technology Services department by email at itshelpdesk@umflint.edu.

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The students, faculty, and staff of UM-Flint are eligible to create personal Web pages.

Please consult the UM-Flint Personal Webpage Disclaimer below before creating your personal web page. The URL or address of your personal web site can be either:

http://homepage.umflint.edu/~uniqname (H: or Homedrive server--for everyone)

http://www.umflint.edu/~uniqname (Spruce server--for faculty and staff only)

Web sites created on the Spruce server are limited to 5MB of space when initially created. Faculty and staff can request up to 20MB against their Spruce account. Any Web page that exceeds 20MB will incur storage fees (consult the Server Usage Policy above for more information).

All departmental and student organization web pages must have a link to the UM-Flint Web Disclaimer.

Assistance from the ITS Web and Instructional Technology (WIT) group is available for faculty and staff who require assistance with Web design.

Faculty, staff, departments and student organizations wishing to obtain Web space on the Spruce server, simply fill out the online Webpage Request Form.

For more information, please consult the official UM-Flint Publishing Policies and Guidelines which are available here. The ITS Webmaster can provide assistance and guidance with departmental web projects.

Students, faculty, and staff may register their already created Web page in the UM-Flint Homepage Gallery. You can find quicknotes to help you with your web page at www.umflint.edu/helpdesk.

WEB PAGE DESIGN TIPS:

Use graphics and images sparingly. Keep each image within 1KB.

Post notes, articles, and lecture material in HTML format, or in Word format prior to conversion to HTML or PDF format.

Charts and graphs are better linked as PDF documents.

Update your page on a regular basis, but no less than twice a year. Do not post a service until it is ready to be used (i.e., "Under Construction" signs are discouraged).

Faculty and staff may contact the ITS Web and Instructional Technology (WIT) group for more assistance with Web design.

Faculty and staff may now participate in the UM-Flint Blog Pilot, located at http://blogs.umflint.edu. More information is available at https://helpdesk.umflint.edu/customer/en/portal/articles/1633563-what-is-a-blog-

UM-FLINT PERSONAL WEB PAGE AND BLOGS DISCLAIMER

The contents of all personal web pages and blogs (hereafter referred to as personal pages) published by students, faculty, and staff are solely the responsibility of the page authors. Statements made and opinions expressed on personal pages are strictly those of the authors and not the University of Michigan-Flint.

University of Michigan-Flint does not review, approve, or endorse the contents of personal pages, nor does the University monitor the content of any page except as necessary to investigate alleged violations of University policies, federal, state, or local laws, or the rights of other persons.

All publishers must comply with University policies, including the Proper Use of Information Technology at the University of Michigan-Flint, as well as all applicable laws, including those prohibiting copyright and trademark infringement. Violations may result in the imposition of sanctions.

All comments regarding the contents of personal pages are to be directed to the page author. Suspected violations of University information technology policies can be reported to the UM-Flint User Advocate Committee using the online User Advocate form.

Students, faculty, and staff are responsible for the accuracy of their Homepage Gallery listing. ITS reserves the right to inactivate (without notice) any listing that has a broken link to a web page or blog.

ITS reserves the right to mark any inactive blog as "Private" to prevent it from showing up in listings around http://blogs.umflint.edu. Any blog without changes to entries, pages, or other blog features within the past three months are considered inactive. The user may change their blog's privacy setting back to "Public" upon making their first update after the period of inactivity.

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Endorsed by the Technology Committee effective Fall 2002, updated Fall 2005.

Wireless networks operate in both FCC licensed and FCC unlicensed bands. For the purposes of this document, wireless device(s) are defined as any wireless standards-based system conforming to the current 802.11 a, b, g, or n standards and 802.16 standards or to future wireless standards.

End user components, such as a desktop or laptop wireless card, are considered to be outside the scope of this policy and may be specified and installed at the user’s discretion with respect to the limitations outlined below.

NETWORK TERMS AND CONDITIONS

ITS does not guarantee compatibility of wireless pc cards and associated software with user-owned hardware and software and is not required to provide support or troubleshooting assistance for resulting incompatibilities. ITS does not guarantee the availability of wireless internet service and reserves the right to terminate, delay, relocate, or otherwise interrupt service at any time. ITS is not liable for damage or loss incurred by the user for any reason, including but not limited to: power failure; disruption of service; physical damage to hardware; hardware or software incompatibilities; loss or corruption of files; unauthorized adjustments to settings, equipment or software; etc.

WIRELESS NETWORK USAGE

Wireless Network Usage to ensure the technical coordination required to provide the best possible wireless network for the University of Michigan – Flint, Information Technology Services (ITS) will be solely responsible for the deployment and management of wireless devices on the campus. No other departments, employees, or students may deploy wireless devices without coordination with ITS. Any wireless devices found to be operating within a UM-Flint-owned structure without the consent of ITS and within a spectrum that conflicts with the UM-Flint Wireless Network may be disconnected and banned from the network. In cases where the device is being used for a specific teaching or research application, ITS will work with the faculty, staff or student to determine whether there are circumstances under which use of the device may still be accommodated without causing interference to other UM-Flint users.

AIR SPACE POLICY

Wireless networks operate in both FCC licensed and FCC unlicensed bands. Many communication products operate in these bands, and it is not unusual for one piece of equipment to interfere with another. Such interference causes degraded service quality. UM-Flint’s wireless LAN network is currently based on 802.11b standard specifications, and utilizes the FCC unlicensed 2.4 GHz Industrial/Scientific/Medical (ISM) band. Various other wireless devices also utilize this band and can potentially cause interference. Independent deployment of wireless networks and products by departments or individuals can limit the accessibility and quality of service from issues relating to interference and capacity.

In order to assure the highest level of service for all members of the campus community, potential interference with the wireless network must be minimized. ITS has developed guidelines and recommendations for the use of wireless products on campus, similar to other leading Universities in the wireless networking field.

ITS will monitor use of the airspace for potentially interfering devices, and will notify a user if a device is causing interference and potentially disrupting the campus network. In these cases, ITS reserves the right to restrict the use of all wireless devices in university-owned buildings and outdoor spaces on the campus.

ITS will work with the campus community to assist in phasing out other 2.4/5 GHz devices that are specifically used for digital communications in university-owned buildings. This does not prohibit the use of microwave ovens, security alarms, or other devices such as pacemakers, which make use of the 2.4/5 GHz radio frequencies. In cases where the device is being used for a specific teaching or research application, ITS will work with the individual or department to develop a solution that mitigates any potential interference. If you think you have an existing system that may use 2.4/5 GHz radios for transmission, or you are planning to purchase a wireless system and you are uncertain if it employs 2.4/5 GHz radios, please contact ITS.

For more information, please consult the Wireless Network Quicknote.

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