IT Use Policy - Staff & Other Authorised Users - For Use by University Staff and Other Authorised Users of Information Technology Resources
Acceptable Use of Information Technology Facilities by Students
Extended services for HDR students
Postgraduate students that undertake research for a higher degree qualification need access to more IT resources than that supplied to all undergraduates. Until now, these extra resources were provided differently by each faculty. At the request of the Faculty IT Managers, ITS has developed a strategy for the services that can be used consistently by all faculties. At the same time, licensing, cost and security concerns have been addressed.
Some of these services, such as disk and mail quota, are activated as a consequence of the admission of the student to a HDR course. Internet quota allocations are applied to units in CUPID and flow on to students enrolled in that unit. Other services are activated by Faculty IT support staff on a "by request" basis.
Enhanced email service
Increased network home drive capacity
Extended internet quota
Printing subsidy or credit
Cut-off date in Callista
You will receive a Username and Password, commonly called “Authcate”.
These are the keys to your IT access at Monash
Along with the username you receive:
A staff like email account
Access to the Internet
Novell network access (central storage space)
The responsibility for the use of the account
You need a secure password!
At least 8 characters, using both alpha & numeric characters. Not be based on dictionary words, birthdates, car registration, etc
Never give out your username and password
Your username is used to access many University services, if someone has your password they can impersonate you!
Computer Security cont…
Physical Security: You are responsible for your own equipment – ensure it is secured at all times, items do get stolen!
Hacking and malicious activities are a very real and very serious threat
Beware of trojans, spyware and viruses
Ensure your machine is patched and your anti-virus is working and up-to-date
Report any suspicious activities to your IT Support Officer &/or the Faculty IT office.
Internet use is for Academic pursuit only
There are quotas/restrictions in place, excess usage will be charged to yourself
See http://my.monash.edu.au for further information
There are many items on the internet that you should NOT download…..
Music, movies & pornography etc…..
Your Monash Email Address [email_address]
Check it regularly! Important notices are emailed there. Don’t forget to check your student email address too! (or forward your student email to your staff email address)
Your Monash email address is primarily for academic purposes – there is a space limitation
All Monash email is automatically virus scanned
Many computer viruses come by email
Most are detected and cleaned by antivirus software (provided it is up to date!).
Operating System patches must be kept up to dates.
Monash enables Windows Automatic Update.
Save your attachments before opening
Microsoft Outlook helps spread viruses. We don’t use Outlook at Monash and recommend you don’t use it at home.
Be suspicious of unsolicited emails and attachments (and any email that asks for a login name and password)
Be aware of Virus Hoaxes, “AOL, IBM and Microsoft do not announce new viruses”
Computer Software at Monash
Only authorised software can be installed at Monash, and ONLY by IT Support staff on Monash machines
The university has agreements with many software vendors and can often negotiate lower prices
We have a vast array of software, contact your local IT Support person to find out what is available to you
Computer Software cont…
Monash Standard Operating System (SOE)
Microsoft Windows XP
Microsoft Office (Word, Excel, Powerpoint, Access, Publisher and Front page)
Internet Explorer 6, Mozilla-Firefox
Sophos Anti-virus software
Science SOE can include the following options:
EndNote, SPSS, Systat, MiniTab, ChemOffice
and many more available!
Computer software cont…
Some software can be used at home, other software can be purchased for use at home at reduced rates (Microsoft for home use? You can purchase it from the Bookshop in the Campus Centre)
For example, Sophos is licenced for all Monash Staff & Students for use at home. The home product is called Sophos@home (see http://www.its.monash.edu.au/staff/software/antivirus / )
For Use by University Staff and Other Authorised Users of Information Technology Resources
Section 5 is specific! 5. Prohibited use of Information Technology Resources and Possible Consequences
5.2 Advertising and Sponsorship
5.3 No Business Activities
5.4 Unauthorised Access
5.5 Infringement of Copyright
Authorised users are expressly forbidden to engage in any of the conduct described in the Schedule as infringing conduct. Wilful or negligent infringement of copyright on personal pages or negligent breach of the statutory licence (CAL) may attract
* Personal liability for damages
* denial of access to computer facilities
* disciplinary action.
5.6 Databases, online journals, ebooks
5.7 Peer to Peer File Sharing
Installation or use of peer to peer file sharing software such as Kazaa, Gnutella, etc is not permitted on the Monash network. Exceptions for legitimate teaching or research use must be approved by the Head of School or equivalent, and where no alternative technology is appropriate.
5.9 Possible Consequences
“… . appropriate action as determined by the University. Such action may include but is not limited to; sanctions and/or removal of access to Monash University IT Resources. Criminal offences will be reported to the police .
Movies, Music, Copyright & Peer to Peer
Downloading music, movies or using peer to peer file sharing is explicitly banned within the IT policies
There are legal/Copyright implications for the downloading/use of those materials
Peer to Peer software is easily & extremely quickly detected.
This could lead to your computer being confiscated
The legal profession may be in touch with you!
This is never a good thing!
What can happen
University Disciplinary Committee
Legal action can be taken
Backup, backup & backup again!
Depending on your school & type of research you most likely will also use shared computing resources
Store files on your U: (personal) or V: (shared)
Do not store files on the C: as they often (WILL!!) vanish and will not be recoverable
Make regular backups to CD/DVD and store them securely, i.e. off-site. CDs cost under $1 each.
Purchasing a USB Flash Drive, they are small, reliable and relatively cheap. Many sizes 128meg - 5gb!
Always have more than one backup, you never know when you may need another copy
Printing & Copying
Each School has their own system for printing and copying
Some schools record/audit and charge research funds
Contact your local IT Support Officer to be shown how to print and the location of your network printers & photocopier
Your friendly IT Support staff….
Your locaI IT Staff should be the first person to contact for computer enquiries & problems. They are reached through JobDesk (except for your initial account creation).
They are responsible for:
Creating your account
Installing & configuring new computers
Installing software & software updates
Answering your technical computer questions and much more!!
Your friendly IT Support staff cont….
What if I want to use my own laptop at Monash?
When connected to the Monash network, all Monash rules and policies apply!
All laptops MUST be checked by your IT Support Officer, who can help you configure your laptop with the necessary software and network access
Your friendly IT Support staff cont….
When can we not help you?
If you loose your data because you didn’t keep it backed up
If you choose not to use standard Monash software (SOE applications)
If you breach any of the policies
Available at http://my.monash.edu.au
Login with your username and password
Email quota can be checked here
Has heaps of links and a wealth of information. We recommend to look through the portal and see what it has to offer.
What part of “No” don’t you understand?
No Excessive Use
No Breach of Copyright
No Peer to Peer Filesharing
No Changing PC Configuration
Finally, Welcome to Monash.
We are here to help and will assist you as much as possible to make your University life and studies that little bit easier.