Eligibility to Use Information Technology Resources
University Information Policy Office, firstname.lastname@example.org
This policy applies to all users of Indiana University information technology resources regardless of affiliation, and irrespective of whether those resources are accessed from on-campus or off-campus locations.
Persons having the following affiliation(s) with Indiana University are eligible to access and use university information technology resources
The scope of access and use will vary in accordance with the affiliation, and may change from time to time. The university establishes procedures for verifying the eligibility of persons seeking to access and use university information technology resources. Eligibility to use university technology resources shall cease when the person no longer has an affiliation that supports eligibility. Procedures also describe the scope of access and use granted to persons with particular affiliations. The eligibility of all individuals will be tested automatically and periodically against official university sources, including employee, faculty, and student enrollment records. Other sources may be used where these records do not accurately reflect ongoing affiliation.
Unless eligible through another affiliation, alumni of Indiana University are not eligible to use university information technology resources.
The privilege of initial and continued eligibility to use university information technology resources by persons external to Indiana University requires initial and periodic verification by the appropriate department faculty member or administrator that the access is for purposes that support the mission of the university.
Initial and continued eligibility of retired faculty and staff to use university information technology resources is granted in recognition of honorable service to the university community. Access is generally limited to electronic mail and general purpose academic or research systems. Unless there are special circumstances in which retired faculty or staff require continued access to institutional information systems and data to support the university's mission, such access is removed upon termination of active employment. Service will be extended to retired account holders as long as computing resources are available to support it. If resources become constrained, this practice will be reviewed and may be restricted or eliminated in favor of allocating required resources to uses by active faculty, students, and staff.
Initial and continued eligibility of spouses/domestic partners of faculty or staff who become deceased (after attaining official IU Retiree status as determined by age and years of service) to use university technology resources is granted in recognition of honorable service to the university community. A new account will be made available to the surviving spouse/domestic partner for his or her own use. Access is generally limited to electronic mail, and the service will be extended to the surviving spouse/domestic partner as long as computing resources are available to support it. If resources become constrained, this practice will be reviewed and may be restricted or eliminated in favor of allocating required resources to uses by active faculty, students, and staff.
Taxpayers, students, and other groups providing sources of funding that support information technology resources at Indiana University expect that use of these assets will be limited to eligible individuals who engage in support of the university's mission of research and creative activity, teaching and learning, and civic engagement.
Indiana University Alumni are eligible for email accounts offered by the Indiana University Alumni Association. Registration information can be found at the IU Alumni Association web site.
The university may also provide limited access accounts/services for specialized purposes, such as for potential students, admitted students who are not yet enrolled, conference attendees, or visitors requiring only access to the Internet from their personal computers. A service fee may be assessed for this access.
Service managers, system administrators, and security and network engineers may temporarily suspend or block access to an account when it reasonably appears necessary to do so in order to protect the integrity, security, and functionality of university or other computing resources, or to protect the university from liability.
Access to university technology resources may be removed immediately given a written request from the appropriate university authorities, the supervisor or executive administrator of an employee, or the sponsor of the account. Reasons for removal may include, but are not limited to, the following: the individual is terminated for cause and there is concern for safety of systems or data; there is reasonable belief that the individual to whom the account is assigned has perpetrated or is involved in illegal activities or activities that violate university policy. Before removing access for staff or faculty who are also students, the department should consult with the appropriate campus Dean of Students or equivalent.
The technician responsible for a particular service may disable access unilaterally if processes in an assigned account are causing or reasonably appear likely to cause damage to systems or data or serious service degradation for other users. Except when prohibited by law, inappropriate, or impractical, the technician will notify the involved individual prior to disabling the computer account. Where prior notification is not permitted, appropriate, or practical, the technician will make all efforts to notify the involved individual afterward in a timely manner. Unless other policies are invoked, access will be restored as soon as possible after the removal of the threat.
As of 2003, usernames are not re-used. Prior to that time, usernames may have been re-used after the accounts remained inactive for two years.
Procedures that describe the scope of access and use granted to persons with particular affiliations, and for verifying the eligibility of such persons, are available from the provider of the service to be accessed.
The University Information Policy Office (UIPO) and/or regional Chief Information Officers (CIOs) are available to provide consultation or advice related to technology use or abuse to any university, campus, or department administrators or staff.
Indiana University will handle reports of misuse and abuse of information and information technology resources in accordance with existing policies and procedures issued by appropriate authorities. Depending on the individual and circumstances involved this could include the offices of Human Resources, Vice Provost or Vice Chancellor of Faculties (or campus equivalent), Dean of Students (or campus equivalent), Office of the General Counsel, and/or appropriate law enforcement agencies. See policy IT-02, Misuse and Abuse of Information Technology Resources for more detail.
Failure to comply with Indiana University information technology policies may result in sanctions relating to the individual's use of information technology resources (such as suspension or termination of access, or removal of online material); the individual's employment (up to and including immediate termination of employment in accordance with applicable university policy); the individual's studies within the university (such as student discipline in accordance with applicable university policy); civil or criminal liability; or any combination of these.