YCCECE General IT Acceptable Use Policy

1. Introduction

This acceptable use policy applies to all users of the YCCECE Network and its objective is to ensure that every network user can enjoy a secure and productive working environment.


2. The Network

• Network facilities are provided to College members and legitimate users. Users having rights to access network resources do not imply they can transfer the rights to others unless it is explicitly approved by the College. For example, users are not allowed to:
• Disclose or share the computer account with others.
• Allow unauthorized users to access the network via his/her own machine.
• Copy software or data files from network and transfer to others.
• Users should be considerate when using the Internet to transmit/receive large files (e.g. multimedia files). For non-urgent tasks related to the transferring of the files, efforts should be made to locate files at local sites and perform at non-office hours.
• Users should not use the network resources for activities that are not related to the College (e.g. commercial and private activities).
• Network objects (data, program, information) not particularly locked or protected by the system do not imply that they can be altered, deleted or manipulated. This is same as the common understanding that you do not have the right to take away belongings of others although they are not being locked.


3. The YCCECE Network Account

Access to restricted resources is provided by means of a YCCECE Network Account. Users are responsible to maintain a secure password and change it regularly. Any modification to the access right must be applied via individual staff unit head in writing to IT Department and copy the Director (Administration & Development).
In emergency cases, network administrators are authorized to temporarily suspend the access of YCCECE Network Accounts.


4. Software Copyright and Licenses

Hong Kong has appropriate copyright and patent laws which govern the use of software and other
intellectual properties. Special attention should be paid on intellectual properties and software
licenses. Users should ensure that all the software (data files inclusive) they install and use does not
violate such laws and policies. In particular, users should note the following:
• All software installed into individual machines must carry valid and appropriate license. This
applies not just in offices but also in laboratories, open areas and in any of the student common
areas.
• Users should not copy the software from the campus network and install into other machines
without obtaining appropriate licenses.
• Users should not distribute a software (e.g. setting up ftp server) if they do not have the right
to do so.


5. Email

Email is one of the most important tools for administration and communication in this College. The
following are common email problems which should be avoided:
Broadcast mail or Mass mail
Sending inappropriate or irrelevant email to a large group of recipients will not only waste the
recipients’ time and disk space but can also interfere the normal operation of servers and network.
Fake and/or anonymous mail
Email should be sent with the email address assigned by the College. Sending email in the name of
others (fake mail) and/or using anonymous mail is considered as acts of dishonesty and could lead to
serious disciplinary actions and legal consequences.
Indecent mail
Emails should always be written with proper language and observe common courtesy. Users should
not use bad language or harass the recipient(s).


6. Pornographic and Indecent Materials

The Laws of Hong Kong governing the pornographic and indecent materials also apply to files stored
in electronic forms. Illegal storage and distribution of such materials is a criminal offence.


7. Interaction with Other Network Users
There are lots of communications tools and programmes which allow network users to communication and interact with other network users. Examples of such tools are emails, chatting programmes, send/receive messages, picture/audio/video transmissions, phone and fax facilities and so on. In using such communications tools, users should not violate the relevant laws such as those related to discrimination, harassment and slander. Users should also observe good conducts and common courtesy.


8. Cybersecurity

In view of escalating cybersecurity threats targeted at the higher education sector, it is imperative that every IT resource user and owner in YCCECE should adopt appropriate cybersecurity protection.


9. Accessing External Network

Users should be aware that when accessing external network managed by different authorities, different policies and regulations apply.


10. Enforcement

Depending on the seriousness of the offence, one or more of the following actions could be taken:
• Warning will be given to the user.
• Problematic programmes/process will be stopped or be removed from the system.
• Problematic machines will be isolated from network until the problem is rectified.
• User accounts and computer will be suspended from accessing the network for a specified period as determined by IT Department.


11. Reference on policy

Please reference respective Staff Handbook section and Student Handbook section on general information of responsible of use of IT facilities.