Appropriate Use of IT Services

Appropriate Use Policy for I.T. Facilities and Services

Background

The I.T. facilities and services provided by HKU SPACE (The School) and The University of Hong Kong (The University) are primarily intended for learning, teaching, research and administrative purposes. Users (including teachers, students, alumni, staff, and authorized guests) entitled to use these facilities and services also have the rights and responsibilities as set out below.

Rights and Responsibilities

All eligible users are required to act ethically and lawfully in protecting the integrity and security of the computer systems, and to comply with all applicable laws in Hong Kong. Users must also abide by all prevailing policies, rules, guidelines and standards defined by the School and the University as announced from time to time. Use of the School's I.T. facilities and services implies that the user has read, understood and agreed to the HKU SPACE Appropriate Use Policy for I.T. Facilities and Services (The Policy). The School reserves the right to suspend or terminate a user's privilege in using its I.T. facilities and services on account of the user's breach of the Policy. All the I.T. facilities and services are administered by the Information Technology Services Unit (ITSU) on behalf of the School. The ITSU respects users' privacy and will act in accordance with the Data Privacy Ordinance. The system administrators and service supporting staff may access user files or suspend system services without notice in circumstances including but not limited to the following: when it is necessary to protect the integrity of the overall system, or to examine unauthorized use or misuse of the computing resources, or to repair corrupted or damaged data files, or to diagnose technical problems reported by users, etc. Detailed information on the policies of the University can be found at https://its.hku.hk/policies-and-guidelines/.

Software Licenses and Copyright

Unauthorized use of computer software is strictly prohibited. Such an act is an infringement of the copyright law. The School neither permits nor tolerates unauthorized reproduction of computer software or copyrighted files in its environment. The School will install audit agent software for every desktop computer to ensure that all users comply with the licensing conditions of the software installed. In accordance with the HKU SPACE Privacy Policy Statement (https://www.hkuspace.hku.hk/privacy-policy), these agents will extract the only necessary information from the computers for the ITSU's reference. Regular system audit exercise will also be conducted by ITSU staff to ensure the legitimacy of the software installed. Users should not copy, modify or delete software pre-installed in the computers by the ITSU without its prior permission. Copying or adaptation of software programs may result in violation of their licensing conditions. The use of freeware is subject to the needs arising from job duties. Users are advised to check the conditions of use of the freeware each time before using or installing it. Unauthorized distribution of copyrighted software or files to others through the Intranet or Internet is an infringing act. Users must seek permission from the copyright owner before taking such action. Upon request, users are required to provide supporting documents for proof of legitimacy of any software installed in the School's computers by themselves.

Computer Virus and Malicious Code Protection

To protect the School's computer systems from attack by computer viruses, users must ensure that the anti-virus software provided by the School is working properly when using their computers. It is also the user's responsibilities to apply the latest virus definition and security related patches to their computers, and to report suspicious cases of computer virus infection to the ITSU. When a virus infection is suspected, the user should follow the procedure set out in Staff Intranet's Knowledge Base to clean up the virus. If there are any difficulties in following the procedure, the user should immediately shut down the computer in order to mitigate any adverse consequences, and call ITS Support for assistance. Users should also be aware of computer virus alerts posted on the School's Announcement from time to time.

Use of Computer Laboratories and Classrooms

Use of computer facilities in laboratories and classrooms is restricted to staff, teachers, students and guests of HKU SPACE. Users must produce their valid staff or student ID card for authentication check upon request. All such computer facilities must be used for learning, teaching, research and administration purposes related to HKU SPACE. Unless endorsed by the ITSU, connection and disconnection of any hardware devices, installation and un-installation of any software other than those provided by the School are prohibited. Copying, altering or deleting of any licensed software from these computer equipment are strictly forbidden. Printing and scanning of materials using these computer facilities must comply with the copyright law.

Controversial Materials

Controversial materials which include but not limited to obscene, pornographic, libelous, defamatory, offensive or racist materials should not be accessed or distributed using the School's computer facilities and services, except for learning, teaching, research or administration purposes with advance approval by the School. Users must also observe the Policies of the University of Hong Kong at https://its.hku.hk/policies-and-guidelines/.

Use of Email Services

The School provides email services to facilitate communications within and outside the School. Use of email services is bound by the HKU SPACE Email Policy.

Use of Information Systems

Use of the School's information systems requires authorization. User identification and password should not be disclosed to others. Use of the School's information systems is governed by the HKU SPACE Computer Account Policy and HKU SPACE Network Security Policy.

Disciplinary Action

The School reserves the right to revoke any user's access privileges and/or suspend the use of computer facilities and services at any time where there are breaches of this Policy on the part of the user or where any misconduct of the user that disrupts the normal operation of the School's computer systems. Such breaches or misconduct of the user will be reported to the School's disciplinary authority for appropriate actions. Revocation of user access and suspension of use of computer facilities and services may be exercised without prior notice and the School will not be responsible for any loss or damage resulting from such actions.

Suggestions for Good Practices

Users should bear in mind that organizational information is proprietary and may not be disclosed to any outsider.
Organizational information can only be used for learning, teaching, research and administrative purposes related to HKU SPACE.
Users should ensure that anti-virus computer program is in operation while uploading files from removable media such as USB storage device.
Users should not waste computing resources by playing computer or online games, printing unnecessary copies, storing or moving large files that may disrupt system integrity or preclude other users' access to disk storage.
Do not perform any acts that interfere with the normal operation of the computer systems or equipment or block other users from using the computer facilities and services.
Do not use computer facilities for any activities that are commercial in nature or not related to learning, teaching, research or administrative purposes related to the School.
Do not use computer facilities and services to monitor or tamper with computer systems and equipment of the School or elsewhere.
Users should keep their user identification and password confidential and should never disclose them to anyone. Regular change of password is encouraged.
Users should observe all laws and regulations applicable to the jurisdiction concerned, as well as rules and regulations of the School and the University when using I.T. facilities or services provided by the School.