Policy for the Use of Network Services and Electronic Information Resources
Approved by: __________________
Vice-President
« 04 » July, 2010 г.
Content:
1. General Statement and Purposes
2. Audience
3. Access Order
4. Internet Use
5. Intranet and AUCA Folder System
6. E-Course System
7. E-mail Use
8. AUCA Web-Site Administration
9. Database usage
10. Privacy
11. Prohibited Activities
12. Personal Use
13. Responsibility and Policy Update
Glossary
1. General Statements and Purposes
.1.
The objective of this policy is to define the provision of the University network services
and electronic information resources; this policy communicates what is classified as
acceptable and unacceptable with regards to services and resources and informs the users
about their rights and responsibilities.
.2.
This Policy applies to all user categories.
.3.
American University of Central Asia (AUCA) through its technology support
departments aims to provide safe, legal information and electronic environment to the
entire University community.
.4.
The University network and technological infrastructure brings multiple benefits to all
the AUCA community; it supports learning, teaching, research, mission of the
University, and also provides technological support to university administration.
.5.
Detailed descriptions of the principles of forming, operating and using of different
network resources and information services, as well as the responsibilities of the IRT
staff who maintain operations, ensure reliability of information and secure both access to
it and confidentiality of personal information, are reflected in current AUCA policies
and internal IRT rules
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.6.
The policy assumes that the use of all University network services and electronic
information resources are only for academic purposes, to enhance academic quality of
the university educational, research and administrative work.
.7.
However, limited use of the university facilities for personal purposes is acceptable in so
far as it does not impede the academic work of other users. In general, it is strongly
recommended not to use the AUCA IT-system for personal purposes.
.8.
The Policy is based on the University’s regulations, current legislation of the Kyrgyz
Republic, international legislation on copyright, as well as laws governing the content of
Internet materials.
.9.
Violation of this policy invokes disciplinary action in accordance with the University
Disciplinary Procedures.
.10.
This Policy is updated and revised regularly and can be expanded: in connection with
newly available information resources and services, both in the University information
space and beyond it; when introducing amendments in the AUCA normative documents
directly related to this Policy; in case of changes in the legislation on copyright, use of
the internet and other laws on secure use of the global information resources.
2. Audience
2.1.
This policy applies to all users of the AUCA information resources and services, who
have regular or temporary access, irrespective of the access mode, including:

All categories of AUCA community: administrative staff, faculty, non-academic staff;

students;

alumni;

AUCA visitors and guests, who arrive for a fixed term and who are granted an
authorized access to the university information resources and services for the period in
question;

trainees and faculty of the Continuing Education Center for the period of studies;

members of open events (conferences, workshops, forums, etc) and other categories of
users who for a given period. are granted common access to the information resources
and services via university IT, irrespective of the types of equipment and mode of access
3. Access Order
3.1.
Authorized access to the AUCA information resources and services for a user is granted
on the basis of documentation of the contract of an employee or proof of enrollment of a
student, when backed by the University for a specified period. Common access to the
AUCA information resources and services for other user categories is opened on the
basis of an order / prescription / request for holding an event.
3.2.
Access to the AUCA information resources and services is provided through the systems,
coordinated and administered by the technical services of the IRT Department on the
basis of existing University rules and regulations, as well as technological instructions of
IRT.
3.3.
To authenticate a user in the University computer system, an account is created with a
unique name, and a password is assigned, which provides a user access to the
information resources and services of the University
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3.4.
The following types of information resources and services are available for users:
electronic resources of the AUCA library (including in a remote access mode); the system
of e-courses and electronic reservation of courses, limited personal information space, the
system of course folders with authorized access (comprising electronic information
resources and services that support academic and social activities), resources and
services of the Internet, the possibility of using e-mail with a fixed mailbox size, as well
as other services and resources presented on the IRT website.
3.5.
Current students can access via the computers installed in the library, computer labs,
corridors and educational multimedia classrooms, as well as in various departments,
where students carry out their activities (Business Clinic Office, Office of Student
Affairs, Law Clinic Office, SRC Office, and etc.)
3.6.
Full-time and part-time faculty and staff can access via the workstations installed at their
workplace, in a computer lab for instructors, classrooms equipped with computer and
projection equipment, including portable projection kits.
3.7.
Any person with an account in the AUCA computer system can use his/her own PC to
connect in the University Wi-Fi zones.
3.8.
Remote access to the AUCA open information resources and services is possible through
the Web-portal www.auca.kg
3.8
The University reserves all rights for its owned and operated computer and electronic
information resources and services, as well as for the termination of access to them in
cases specified in this Policy.
3.9.
The university management (Top Administration), administrators of databases,
professional packages, Web-sites and Web-pages, IRT officers under their official
powers, have privileged access to information resources and services. The order of access
to relevant information resources and services, as well as the responsibility for the
security and confidentiality of information for this category of users is stipulated in the
policies of respective resources or services. For technical questions of access to the
University information space contact IRT.
4. Internet Use
4.1.
The Internet facilities at AUCA are provided to support the mission and primary aims of
the University including teaching, research, administration and community service.
4.2.
Internet access is available to registered users of the AUCA computer network both from
workstations of the AUCA computer network and from communication equipment
connected through the Wi-Fi zone, on condition of the user login authorization.
4.3.
Any personal use shall not interfere with normal University activities, shall not involve
solicitation, shall not be associated with any outside for-profit activity, and shall not
potentially damage the University’s reputation.
4.4.
All students, faculty and staff are responsible for ensuring ethical and lawful Internet
usage, in line with the AUCA regulations.
4.5.
All software used to access the Internet on AUCA-owned computers, shall be legally
purchased as part of the AUCA standard software suite. This software must incorporate
all the vendor provided security patches. Users of personal computers (or other
communication equipment) connecting through the Wi-Fi zones, are personally
responsible for the software installed on that equipment.
4.6.
All files downloaded from the Internet via AUCA computers, by default, are
automatically scanned for viruses using the AUCA approved virus detection software
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suite. Users of the AUCA Internet and e-mail services who make the connection via the
Wi-Fi zone are responsible for using up-to-date virus detection software and its updates
on their own equipment.
4.7.
Any images, materials, software or files downloaded via the Internet into the University
network may only be used with appropriate licenses or copyrights.
4.8.
All AUCA students and staff who use the Internet shall understand the importance of
keeping confidential the University information, user data and any other material
covered by existing AUCA policies and procedures.
9.4.
The Internet resources are distributed in line with the adopted regulations, based on the
University domestic priorities established in the IRT internal instructions, applicable to all
users.
5. Intranet and File’s Folder System
5.1.
The AUCA Intranet system combines internal computer and information resources of
the university. The Intranet provides access to up-to-date and relevant information and
services, sharing views, possibility for team work, improvement of services to users.
5.2.
Access to intranet resources is differentiated and is granted through appropriate permits,
approved by head of the unit which the user belongs to, as well as by the director of IRT.
5.3.
Each faculty member can open an electronic course folder in the files and folders system,
and shall address the IRT Director with an appropriate application. Application forms for
opening a folder can be found on the IRT site.
5.4.
A folder can be opened for the organization of collective work, for which purpose an
application shall be also submitted to the IRT Director.
5.5.
AUCA Intranet resources, if not stipulated otherwise, are not accessible from the
Internet. The list of exclusions is given in Appendix A and can be adjusted following the
changes of technical, external, or other conditions.
Materials that are placed in the University servers, in a File’s Folder System, are subject
for assignment of quotas and reserve copying. An access to these resources is
differentiated. Detailed description of the restrictions is under the internal instruction of
IRT.
5.6.
All materials placed at the File’s Folder System are likely to be protected by copyright,
for example, written materials and artwork.
5.7.
Only copyright owners, or persons possessing the owner’s consent, have the authority to
copy or distribute such materials, thus the materials shall not be used on the Intranet
without appropriate prior consent.
5.8.
All published content on the File’s Folder System must be approved by Head of
Department of by persons with delegated responsibility.
6.
Electronic Course System (e-Course System)
6.1.
The AUCA ‘e-Course System’ of the Academic Programs and Departments is used as a
tool to organize distant learning and to supplement and support traditional face-to-face
courses. The system is designed on the basis of specialized open-source Moodle
software for the purposes of learning management.
6.2.
A user with an authorized access to the AUCA computer network can create an account
in the e-Course system.
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6.3.
The e-Course System can be accessed from any computer connected to the Internet.
Each faculty member has the right to open an e-course in the e-Course system, for which
an appropriate application shall be submitted to the Director of IRT. The application
form for the opening of the course is available on the IRT site.
6.4.
The faculty member shall be responsible for the content of an e-learning course
6.5.
The faculty member owns the copyright for the electronic course he posted in the eCourse System.
It is possible to open a web page in the e-Course system for collective work, for which
an application shall be submitted to the Director of IRT.
6.6.
At the end of each academic semester, access to the electronic course is automatically
blocked. Backup copies of e-learning courses are created in accordance with IRT rules
established in the regulatory documents.
6.7.
Electronic course reservation (e-reserve) is an integral part of the University e-learning
courses, and provides information support to the courses taught at the University, in
digital environment. This service is available through the web-site of the IRT
Department and AUCA libraries.
7. E- Mail Use
7.1.
Electronic media and services are used in AUCA primarily to support the University’s
mission of learning, teaching, administration, and research. Limited, occasional or
incidental use of e-mail (sending or receiving) for personal purposes is understandable
and acceptable where such use does not contravene this policy.
7.2.
A personal e-mail address on the AUCA mail server can be opened for AUCA students,
faculty and staff, registered by the Human Resources or the Registrar Offices as an
active employee or active student of AUCA.
7.3.
AUCA visitors (including researchers) can acquire a personal e-mail address on the
AUCA mail server, for the period of their official activity in the University, by
submitting an appropriate request to the head of IRT department and head of the
department he/she was invited to.
7.4.
In case of graduation or expulsion, a student can use his/her personal e-mail account
only for the next 2 months; after 2 months, the account will be automatically deleted.
7.5.
Ex-employees with expired or interrupted contract, if not stipulated otherwise, can use
their personal e-mail accounts only for the next 2 months. If a new contract has not been
concluded during this period, their accounts will be automatically deleted.
7.6.
All accounts that are inactive for 6 months may be disabled by the authorized IRT staff.
7.7.
Users of the AUCA mail-system are responsible for all e-mail messages originating from
the account they signed for.
7.8.
Users with university email accounts are required due use and management of their
accounts. Acceptable uses of electronic mail include subscriptions to List Servers,
professional communications, notices of university activities and personal
correspondence.
7.9.
Users should ensure that unauthorized people do not have access to their e-mail
accounts.
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7.10. AUCA mail-system users should sign all e-mail messages with a name enabling the
intended recipient to identify the sender. An e-mail address or username is not always
sufficient.
7.11. The University System owns the e-mail system and information transmitted and stored
within the system. Students and staff have no expectation of privacy or confidentially in
any of their e-mails. Address information of E-mail may be monitored and is subject to
inspection at any time by authorized IRT staff under the request of authorized
administrative staff or officials (paragraphs 10.7.2. and 10.7.4), according to the
statements proposed in item “10. Privacy” of current policy and the internal instruction
of IRT.
7.12. Users shall avoid in their e-mail messages any form of racial or sexual harassment or
wording which could cause offence and give rise to action under the University
disciplinary policies.
7.13. Where attachments are in use, users should exercise caution when including material
from other sources and bear in mind that copyright must be respected.
7.14. Users should avoid sending large documents as attachments, the maximum size of
attachments is determined by the IRT.
7.15. E-mail should not be used for contractual matters and users should be careful not to send
a message which accidentally sets up a contract.
7.16. Mass mailing (mailings to large groups of faculty, staff, and/or students) to a target
audience through the AUCA Mlist mailing system can be done only from a limited
number of computers in the University. A complete list is specified in the IRT internal
instructions. Access to this system is registered by a separate user account. To obtain
access, an application shall be submitted to the Director of IRT. Application forms are
available on the IRT web-site.
7.17. Mass mailing messages in the AUCA E-mail system can only be distributed by approved
responsible persons (departments), and the mailing shall only comprise information
related to the departmental activity. These lists include, but are not limited to:
7.17.1.
Announcements of university organized and sponsored events
7.17.2.
Announcements of official policies or changes in policy
7.17.3.
Announcements of disruptions or changes in services (i.e., upgrades to campus
network, etc.)
7.17.4.
Announcements from the governance groups or departments (President’s office,
Academic Senate, Student Senate, SRC)
7.18. Mass mailing of messages is only possible if the information applies to all members of
the target audience.
7.19. All approved mass email messages will contain the following:
7.19.1.
Subject line with clearly-stated subject
7.19.2.
Recognizable prefix in subject that identifies it as University mass email
7.19.3.
From: a line that contains email address of sender
7.19.4.
To: a line that includes the University group to which the mass email is sent
7.19.5.
Signature information that gives sender’s name and department
7.20. In the event of a system disaster, email will be restored to the state of user email
accounts on that server at the time of the last back-up. IRT cannot guarantee that all
messages can be restored.
7.21. IRT is not able to restore individual messages on email servers if deleted by the users
themselves.
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8. Database Usage
8.1. Administration of the University database is provided by the IRT Software Development and
Database Management. The department staff is responsible for maintaining the information
integrity of databases, as well as for configuring servers for user access, in accordance with
their rights.
8.2. Access to the system services using the database, is in an automatic mode for a certain
category of users. Administration of system services is performed by IRT staff.
8.3. Authorized staff of AUCA offices and departments has access to the databases which are
needed to perform their duties and to the extent of their official duties. Access is open only
by responsible persons on the basis of applications submitted by heads of offices and
departments to the Director of IRT, with an indication of the level of access.
8.4. IRT provides regular backups of the databases listed in a separate internal IRT instruction.
8.5. Access to databases of electronic publications and to the library electronic resources and
databases is granted automatically to all authorized users, unless stipulated otherwise.
9. AUCA Web-Site Administration
9.1.The Public Relations Office and Webmaster supervise administration of the University website. They are responsible for maintaining information on the site, ensuring under the
guidance of the President’s Office, that posted materials are valid, and that the University
reputation is not compromised through publishing of copyright material.
9.2. The names and status of employees, as well as any official contact information are
published in the section of the Web-site related to the department.
9.3. Personal information about an employee shall not be published on the AUCA Web-site
without the employee’s consent and shall not contravene the AUCA rules and laws of KR.
If necessary, this information can be published elsewhere on the Internet to enhance normal
functioning of the University, with obligatory notification of the employee, whose details
are transferred to a third party.
10. Privacy
10.1. AUCA supports a climate of trust and respect and does not ordinarily monitor student or
employee use of the Internet, but in some cases considered necessary and legally
appropriate, all information may be accessed.
10.2. Users of the University information space shall be aware that there is no legitimate
expectation of privacy in their use of any information transfer system provided or facilitated
by the University.
10.3. Information resources may be accessed as needed with administration permission, for the
purposes of information system administration and maintenance, resolution of technical
problems, security monitoring, administrative review, and other AUCA policies.
10.4. The University has a legitimate right to capture and inspect any data stored or
transmitted on the University’s IT and network facilities (regardless of data ownership),
when investigating system problems or potential security violations, and to maintain system
security and integrity in case of problems and in coordination with the University
administration.
10.5. The University reserves the right to monitor activity to ensure that the systems are used
for legitimate business purposes including the following:
10.5.1. To prevent or detect unauthorized disclosure of any information confidential to the
University. Confidential information includes details of the University’s students,
suppliers, employees, financial or trading results, and any details relating the
University’s services.
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10.5.2. To ensure that the University's Network is not carrying illegal material (such as child
pornography);
10.5.3. To comply with the law;
10.5.4. To investigate allegations of abuse of the service;
10.5.5. To investigate alleged misconduct;
10.5.6. When diagnosing Network or e-mail server malfunction; or
10.5.7. To fulfill any other authorized need that may occasionally occur.
10.6. The University reserves the right to monitor patterns of computer use, websites accessed,
connection lengths and times at which connections are made. These may be monitored for
legitimate purposes including:
10.6.1. Cost analysis;
10.6.2. Resource allocation;
10.6.3. Optimum technical management of information resources;
10.6.4. Detecting patterns of use that indicate students, faculty or staff members are violating
University policies (or the KR legislation) or engaging in unauthorized activities.
10.7. The University does not intend to release information, available from Internet access
logs, namely, an identification of any individual with an access to a particular URL .
Detailed URL information will not be released to persons within or outside of the
University, except in response to:
10.7.1. Permission from the user; or
10.7.2. Request from the AUCA top administration, Deans and Directors, accepted by the
Director of IRT or delegated persons, to investigate a potential breach of the policy;
or
10.7.3. Cases deemed by the University as appropriate for ensuring the statutory rights of
individuals in matters such as privacy, copyright, occupational health and safety,
equal employment opportunity, harassment and discrimination; or
10.7.4. An official request from an appropriate law-enforcement officer investigating an
apparently illegal act, including a court order; or relevant regulations.
11. Prohibited Activities
11.1.The use of electronic information and technology infrastructure of the University is illegal
for the following activities (including but not limited to):
11.1.1. Junk and spam: create or distribute chain letters, "junk" or "spam" (mass, unsolicited)
mail;
11.1.2. Commercial activities: whatever activity that is not related to University and not
authorized by Administration for earning money;
11.1.3. Pornography: visit internet sites that contain pornographic, obscene or offensive content.
The transmission, retrieval or display of any kind of pornographic image or document on
any University system is a violation of the policy on sexual harassment. Pornographic
material may not be archived, stored, distributed, edited or recorded using the network or
computing resources.
11.1.4. Hacking: try to make the specific software or web-scripts to do the actions, that were not
described by the author;
11.1.5. No person shall use the University Internet facilities to deliberately propagate any virus,
worm, Trojan horse, or other malicious program code;
11.1.6. Unauthorized security testing: network scanning or open ports detection is a forbidden
action that breaks the law of some countries;
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11.1.7. Downloading entertainment software or games, or playing games against opponents over
the Internet;
11.1.8. Sending anonymous e-mail messages;
11.1.9. Accessing chat rooms;
11.1.10.
Sharing or extending username and password information to other people, even
to relatives;
11.1.11.
Deliberate use of University facilities to download or distribute pirated software
or data, music or video;
11.1.12.
Promotion of any form of political parties, conceptions or activity;
11.1.13.
Placing data to be made available via University Web sites without ensuring that
the material is available to only authorized individuals or groups;
11.1.14.
Any activities that break any state law.
11.2.University has the list of Internet resources that are locked for users for various reasons.
The list of resources and full description of reasons of closure are given in Appendix B.
This list can be adjusted for changes in technical or environmental conditions, as well as in
accordance with internal University policies.
12. Personal Use
12.1. University e-mail and access to the Internet may be used for limited, incidental personal
purposes provided such use will not:
12.1.1. directly or indirectly interfere with the University operation of information technology
services or e-mail services; or
12.1.2. directly or indirectly interfere with the University's operation of the facilities;
12.1.3. interfere with the user's employment or other obligations to the University; or
12.1.4. cause or be likely to cause damage to the University's reputation; or
12.1.5. conflict with any University policies, regulations or Kyrgyzstan’s law: or
12.1.6. be used for commercial purposes without the formal authorization of the University, or
12.1.7. cause additional cost to the University.
12.2. Employees should avoid storing personal data on departmental devices to avoid using up
space. Storage space and the backup routines are significant to University resources.
13. Responsibility and Policy Update
13.1. Information Resources and Technology (IRT) is responsible for implementing this
policy, in cooperation with:
 Vice President for Academic Affairs
 AUCA Technology Council
 Dean of Students
 Director of Human Resources
13.2. The Technology Council shall oversee and approve changes to the policy in consultation
with the aforementioned groups and individuals and provide the changes to approve for the
Academic Policy Committee (APC).
13.3. Upon consideration and approval by the Academic Policy Committee, this document, as
well as all amendments and additions shall be authorized by the Vice-President.
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GLOSSARY
Information and technology infrastructure of the University - a system of organizational
structures and subsystems for the operation and development of the university information space
and its interface. This structure provides access to information resources, and includes
hardware, software and technologies for gathering, storage, processing and transmission of
information, information subsystem services, databases and databanks, communication systems,
control units.
Electronic information resources - electronic information sources, in the context of this
policy, located on workstations and specialized servers or accessible through the Internet.
Information services - in the context of this policy, services in the electronic information space
of the university, such as: email, e-learning courses, services that provide access to information
in internal University databases and subsystems, as well as access to electronic publications
databases.
Full information on all available electronic information resources and services, including
specialized ones, is posted on the website of the Information Resources and Technology
Department (IRT) www.irt.auca.kg .
User of electronic information resources and information services - any member of the AUCA
community with an authorized access to the information and technological infrastructure of the
university obtained in an established way.
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Appendix A
The list of AUCA Intranet resources access to which is available from outside the University:
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auca.kg
alumni.auca.kg
business.auca.kg
career.auca.kg
cis.auca.kg
faculty.auca.kg
it.auca.kg
lib.auca.kg
leader.auca.kg
mail.auca.kg
quarterly.auca.kg
magazine.auca.kg
sife.auca.kg
src.auca.kg
uf.auca.kg
viewbook.auca.kg
dinamica.auca.kg
bcd.auca.kg
bc.auca.kg
applyonline.auca.kg
e-course.auca.kg
lrt.auca.kg
irt.auca.kg
elibrary.auca.kg
e-library.auca.kg
library.auca.kg
bp.library.auca.kg
ev.auca.kg
ev-report.auca.kg
bimun.auca.kg
silc.auca.kg
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Appendix B
Access to the Internet resources listed below is limited in as per the established timetable.
Access restrictions apply from 10:00 to 18:00 Monday to Friday.
During examination periods a twenty-four-hour limit applies in all the AUCA computer labs
and Wi-Fi areas, except laboratories 209 and 210, which have standard limits.
Index of resources with limited access:
The sites unrelated to academic activity, entertainment-focused, such as: social networks,
anonymous proxy servers, and multimedia sites shall be blocked.
Social networks - sites whose purpose is to build information communities in the Internet,
which comprise people with similar interests and / or activity. Communication is done through
the internal mail service or instant messaging.
Anonymous proxy server - a server, concealing or making difficult the definition and
identification of IP addresses, which in turn can be a tool for hacking and concealing the traces
of hacking. The server is used to bypass the local blocking regulations.
Multimedia sites - sites that distribute video and audio entertainment files on a fee or free basis,
without complying with copyright rules and / or license agreements.
Authorized IRT staff on the basis of definitions indicated in this policy, as well as internal IRT
instructions, refer the given site to a particular kind, and take all necessary measures to limit
access to it.
In exceptional cases, for academic purposes (for example: research, etc.) access to the above
sites can be provided. To gain access, a user’s written request approved by head of department,
program, office, and stating the reason and timing of access, shall be submitted to the director of
IRT.
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