Policy on Use of IT Services and Facilities: Wiki Pages

(5) Notebook Computer Loan Service Regulations

System Account — Thu, 01 Oct 2009 15:30:51 GMT

(Approved by Committee on Information Services and Technology on 18 May 2009)

(5a) Student Notebook Computer Long Term Loan Scheme – Terms and Conditions

To encourage the students of City University of Hong Kong ("the University") in exploiting IT in learning, the University has implemented the Student Notebook Computer Long Term Loan Scheme ("LLS") by lending notebook computers to all eligible students until completion of their programmes of studies at the University ("the Loan").

All eligible students who wish to join LLS must apply for the Loan within the period specified by the University by completing the designated online application. Late applications will not be considered.
If an application is successful, the applicant will be notified by email on the arrangement to collect his/her LLS notebook computer pre-installed with licensed software and its related accessories ("the Computer") within a specified period. The applicant may lose the eligibility for joining LLS if he/she fails to collect the Computer as instructed.
To accept the Loan, the borrower agrees to be bound by these Terms and Conditions and is required to sign a confirmation and undertaking ("the Student's Confirmation & Undertaking") when collecting the Computer. Please read the sample Student's Confirmation & Undertaking attached hereto before completing the online application (Appendix 1).
The University will endeavour (but cannot undertake) to provide the borrower with the specific model of the Computer that he/ she has indicated preference. The University has the absolute discretion in allocation of the Computers to the borrowers and the borrower must accept the model assigned by the University to him/her.
The Computer is and at all material times remains as the property of the University. The Computer, whether all or any part thereof, shall not be lent or transferred to others for whatever reason.
The borrower must not add or remove, either temporarily or permanently, any hardware as well as labels to or from the Computer; and must not be engaged in any unauthorized use, copying, modification, adaptation, translation, distribution, access or tampering with any software pre-installed on the Computer.
The Computer shall strictly be used by the borrower for education and learning purposes. The borrower must not install or use pirated software or store any illegal content on the Computer. The borrower shall be solely responsible for all civil and criminal liabilities incurred as a result of such illegal or improper use of the Computer. The University will hold the borrower who fails to comply with these Terms & Conditions fully liable on an indemnity basis for any claims, liabilities, costs and damages suffered by the University for any actual or alleged violation of the laws of Hong Kong.
The borrower shall take all reasonable steps to maintain the Computer in good working condition. If any repair is necessary, the borrower must bring the Computer to the authorized service centre located on campus for service. The borrower will not be charged any costs of repair if the repair services are covered by warranty. For cases not covered by warranty, the borrower will be required to pay in full the actual cost incurred in such repair.
Due diligence and care must be exercised in keeping the Computer in safe custody throughout the term of the Loan. In the event of loss of the Computer, the borrower must forthwith report the incident to the Hong Kong Police, or to the appropriate authority in the jurisdiction where the loss occurred, and submit a copy of the police report to the Computing Services Centre of the University as soon as possible. If a replacement Computer is needed, the borrower will be charged for the replacement cost of the Computer which will be assessed based on the original price and the depreciation value of the Computer.
The University may from time to time require the borrower to bring the Computer to the University for teaching and learning activities or for the purpose of inventory and audit checking.
The borrower may terminate the Loan at any time by returning to the University the Computer in good working condition. Upon such termination, the borrower will no longer be eligible for re-joining LLS again in the future.
The University may terminate the Loan for any breach of the terms and conditions herein by the borrower. Upon such termination, the borrower shall on demand return the Computer to the University within 14 calendar days.
When the borrower completes his/her programme of studies and graduates from the University, the Loan will be automatically terminated and the borrower will be informed of the arrangement for returning the Computer to the University within a specified period of 14 calendar days.
If for any reason the borrower leaves the University without completing his/her programme of studies, the Loan will be forthwith terminated and the borrower shall on demand return the Computer to the University within 14 calendar days.
If the borrower does not return the Computer to the University as required within the specified period of 14 calendar days after leaving the University, the borrower shall be charged a penalty fee of HK$400. The University may institute legal proceedings to recover the Computer and/or all outstanding charges and fees from the borrower if necessary.
For cases where students are unable to produce and return the loaned computer as required, students will be asked to repay the original purchase price of the notebook computer to the University, and the late penalty charge as appropriate.
All fees and charges relating to the Loan and/or the Computer must be paid on time. Any late or default in payment of such fees and charges may result in disciplinary action against the borrower and/or entitle the University to terminate the Loan and withhold the release of academic transcript or certification award to the borrower due to a breach of the University's policy.
The Terms and Conditions herein may be modified from time to time at the University’s discretion.

STUDENT NOTEBOOK COMPUTER LONG TERM LOAN SCHEME

STUDENT'S CONFIRMATION & UNDERTAKING

I, ________________________ (Name of Student) ("the Student"), Student Number:_______________, HKID Number:_________________, am undertaking ____________________________ ("Programme of Study") at City University of Hong Kong ("the University"). I have applied for and understand that the University has accepted, a loan of a notebook computer and the related accessories particularized in the attached Equipment Schedule (hereinafter collectively referred to as "the Computer") under the Student Notebook Computer Long Term Loan Scheme until completion of my Programme of Studies at the University (hereinafter referred to as "the Loan"). IN CONSIDERATION OF the Loan made by the University to me, I HEREBY UNDERTAKE, AGREE AND CONFIRM that:-

The Loan shall be subject to the Terms and Conditions of the Student Notebook Computer Long Term Loan Scheme attached hereto which may be varied, amended, supplemented or superseded from time to time; and to such other rules, regulations or directions as may from time to time be made, imposed or given by the University.
In exploiting or using the Computer, I shall at all times observe and comply with the University’s Policy on Use of IT Services and Facilities which may be varied, amended, supplemented or superseded from time to time.
In exploiting or using the Computer, I shall at all times comply with the laws of Hong Kong including but not limited to the Copyright Ordinance (Cap.528). The Computer shall not be used for illegal purposes in any event.

Name of Student: ______________________ Signature: _________________ Date: _________________

(5b) Notebook Computer Daily Loan Scheme

The use of Notebook Computer Daily Loan Scheme (DLS) is governed by the University's "Policy on Use of IT Services and Facilities" and the following regulations.
The DLS is provided to all full-time and part-time students of the main campus who may borrow notebook computers and use them for their studies within the campus. However, students who have already borrowed a computer under the Student Notebook Computer Long Term Loan Scheme ("LLS") are not entitled to reserve another DLS notebook computer in advance as stated in paragraph 3 below.
Students should reserve notebook computers through the Computer Reservation System available on the e-Portal. The DLS maintains a point system for reservation to ensure the Service is rendered in a fair and flexible manner. The Computing Services Centre (CSC) reserves the right to adjust these point levels when necessary and without prior notice.
Students who have not made any reservation may also borrow notebook computers if spare ones are available at the CSC Service Counter.
Students must take the notebook computer assigned to them by the staff at the CSC Service Counter.
Students are responsible to check the notebook computer once they obtain it from the CSC Service Counter and must return any malfunctioned or damaged notebook computers to the Service Counter within half an hour after the checkout.
Students must not lend the notebook computers that they have borrowed to others or ask someone else to return the notebook computers on their behalf.
Students must return the notebook computers on the same day. Before returning them, students should erase all data on the notebook computers to protect the privacy of their own data.
Students are solely responsible for any loss or damage of the notebook computers they have borrowed. Students will be charged the repair cost if the computer is found to be damaged upon return. In the event of loss, students will be charged the replacement cost of the computer, assessed based on the original price and depreciation of the lost machine.
Students who fail to return the notebook computers by the due time are subject to the addition of extra point(s) and a fine of $100 per day including public holidays.
If students fail to return the notebook computers or settle the payments due to damage, loss or late return, t he Service to them will be suspended.
These regulations may be revised from time to time by the University.

(4) CSC Student Terminal Area Regulations

System Account — Thu, 01 Oct 2009 15:30:24 GMT

(Approved by the Committee on Information Services and Technology on 16 April 2007)

The use of the facilities at the CSC Student Terminal Area is governed by the University's "Policy on Use of IT Services and Facilities" and the following regulations.
All users, upon request, must produce appropriate ID cards for inspection by the security guard or the CSC staff on duty.
A user at the CSC Student Terminal Area must:

3.1   use only the workstation he/she has booked;
3.2   use only the appropriate booking accounts to book the appropriate machine;
3.3   follow the instructions in front of each laser printer when using the laser printing service;
3.4   return to the Service Counter all loaned equipment or manuals 15 minutes before the service closing time, or
3.5   leave the CSC immediately at its closing time, or at any other time when instructed to do so by a member of the CSC staff.

A user at the CSC Student Terminal Area must not:

4.1   cause any disturbance to others (e.g. shouting, singing, etc.);
4.2   install, alter, delete, or copy any software on computers provided by CSC;
4.3   allow others to use his/her account(s);
4.4   use any equipment for non-academic related work;
4.5   connect any device to the equipment in the CSC without prior approval;
4.6   in any way deface or damage any equipment, manual, or other property of the CSC, or
4.7   eat, drink, or play any form of game.

These regulations may be revised from time to time by the University.

(3) Electronic University Data Regulations

System Account — Thu, 01 Oct 2009 15:30:01 GMT

(Approved by Committee on Information Services and Technology on 19 August 2010)

"Electronic University Data" refers to all data collected, maintained and used in the University's information systems.

Access to electronic University Data is governed by the University's "Policy on Use of IT Services and Facilities" and the following regulations.

Access to electronic University Data is restricted to authorized employees or other individuals for performing assigned duties. Such authorization will be withdrawn when a person's business needs for the data cease.

Before users are granted access to University Data, they must undertake to keep the data secure and confidential by completing and signing a "Confidentiality Pledge". The Pledge needs to be renewed annually for as long as the users' access authorization remains in force.

Users should avoid making any copies of data in paper or electronic form (including but not limited to PC, camera, telephone, PDA, USB, CD, memory cards, etc.). In cases where the making of a copy is necessitated by the nature of the work at hand, users must take proper security measures to protect the media and the content against damage, theft, fraudulent manipulation and unauthorized access. Any personal or sensitive data, such as student data, personnel data, or financial data, if stored on portable electronic storage devices, must be encrypted and kept under lock when not in use. All copies of data should be destroyed as soon as their use is no longer required. For electronic storage, the content must be removed from these media in a manner that will render the data unrecoverable.

Users are prohibited to transfer any University Data to an external party without proper authorization by the University. Under no circumstances should electronic files containing University Data be transmitted via any non-CityU email server or uploaded onto any web site which is not owned or managed by the University.

A user's authorization to access electronic University Data may be withdrawn at any time at the University's discretion.

These regulations may be revised from time to time by the University.

(2) Campus IT Network Regulations

System Account — Thu, 01 Oct 2009 15:29:37 GMT

(Approved by the Committee on Information Services and Technology on 16 April 2007)

The use of the IT network is governed by the University's “Policy on Use of IT Services and Facilities" and the following regulations.
Users must not attempt to disrupt or degrade the performance of host systems, any device on the network, or any IT service delivered over the network.
Loopholes in network security systems or knowledge of special passwords etc. must not be used to gain access to any service or any resource on the network for which proper authorisation has not been given.
Users who are aware of any problems on network security should report such to the CSC Help Desk.
Users must not create or distribute malicious software codes on the network, and should take all reasonable precautions to prevent such actions.
Users must not connect or disconnect networking equipment (e.g. bridges, routers, repeaters, protocol analysers, data loggers, transceivers, Wireless LAN device , etc.) to or from the production network without proper authorization.
Users must not conduct network experiments on the University network such as demonstrating network vulnerabilities, generating network traffic which will lead to depletion of its available bandwidth, or setting up phishing sites , etc . unless proper authorization has been given.
All computers directly reachable from the Internet or Intranet (i.e., not connected to a private or standalone network) must use only University-approved IP addresses/node names/domain names in order to avoid conflicts which might result in disruption of normal operation of the network. Please refer to the "IP address registration" and "Domain Name System Policy and Guidelines".
Users must register in advance with the CSC (a) for any network server or communication link installed on campus through which IT service, accessible by remote user, is offered, or (b) for any IT service that is offered to staff and students but hosted by external service providers.
Without prior approval from the CSC, users must not perform network scanning or port scanning, on production network.
These regulations may be revised from time to time by the University.

(1) CityU Electronic Mail Regulations

System Account — Thu, 01 Oct 2009 15:28:45 GMT

(Approved by the Committee on Information Services and Technology on 6 January 2010)

1. The University offers the following Email services:

Email domain name	User	Purpose
@cityu.edu.hk	Staff	University business
@student.cityu.edu.hk	Students	University business
@alumni.cityu.edu.hk	Alumni	University business
@MSLive.cityu.edu.hk ^[1]	Staff, Students, Alumni and Long-serving Staff	Personal
@GApps.cityu.edu.hk ^[2]	Staff and Students	Personal
@GAlumni.cityu.edu.hk ^[2]	Alumni and Long-serving Staff	Personal

[1] The @MSLive.cityu.edu.hk service is hosted by Microsoft.

[2] The @GApps.cityu.edu.hk and @GAlumni services are hosted by Google.

2. The use of the Email service is governed by the University's “Policy on Use of IT Services and Facilities", “Regulations on Use of Campus IT Network", and the following regulations (referred as the University’s Policy and Regulation (UPR) hereafter). The use of externally hosted email services are further governed by the Terms and Conditions (T&C), if any, of their respective service providers. Should there be a conflict between the T&C and the UPR, the latter will always prevail.

3. Users must not use email for illegal activities such as defamation, abuse, harassment, obscenity, threats or otherwise violating the legal rights (such as rights of privacy and publicity) of others.

4. Users shall not give the impression that they are representing, giving opinions, or otherwise making statements on behalf of the University or any unit of the University unless expressly authorised to do so.

5. Users must not impersonate another person or entity, or falsify or delete any author attributions, legal or other proper notices or proprietary designations or labels of the origin or source of software or other material contained in a file that is sent.

6. University Email services shall not be used for purposes that can reasonably be expected to cause, directly or indirectly, either strain on any computing facilities or interference with others' use of Email or Email systems. Users must not use email services to send or forward chain letters, letter-bombs or spam.

7. Users must not intentionally transmit any viruses, worms, defects, Trojan horses, or any items of destructive nature. They shall also protect their computers to avoid unintended transmission of the above.

8. Users must take necessary precautions to protect the confidentiality of personal or confidential information, when the information is found in Email, backups, archives or other electronic records stored in the Email system, their computers or in any storage/backup devices.

9. Users must follow the good practice to avoid activities that may affect the performance of the Email system such as subscribing to list-servers, transmitting messages with large attachments or sending messages to a large group of recipients.

10. Users may use @cityu.edu.hk, @student.cityu.edu.hk and @alumni.cityu.edu.hk Email services for incidental personal purposes provided that such use does not (a) interfere with the University's operation; (b) interfere with the user's obligations to the University, or (c) incur noticeable costs to the University.

11. Users are responsible for the storage, backup and recovery of their own Email records. The routine backup of Email records performed by the Email administrator is for the sake of assuring system integrity and reliability, and these records will not be retrieved for individuals.

12. To maintain the health of the Email service, the University Email administrator reserves the right to take the least invasive measures, subject to the University's rules on confidentiality, privacy and accountability, to examine the message content, remove or reject any electronic messages that are considered harmful to the service.

13. These regulations may be revised from time to time by the University.

Policy on Use of IT Services and Facilities

System Account — Fri, 02 Oct 2009 04:17:19 GMT

(Approved by the Committee on Information Services and Technology on 19 August 2010)

The City University of Hong Kong recognises the importance of information technologies in teaching, research and administration. The University provides an extensive range of IT services and facilities to support the mission of the University. Use of all IT services is governed by University policies (including this one) and the laws of Hong Kong Special Administrative Region.

The following policy statements apply to all IT services provided by the University. They must be observed by all students, staff, alumni, applicants, guests, visitors and any other persons who have been given access to the University IT services.

Each user is given a secure Electronic ID (EID) to access IT services. Users are responsible to maintain the security of their EIDs and passwords and may be held accountable for all activities performed under their EIDs.
Users are expected to use IT services with courtesy, respect and integrity.
Users must not interfere with the work of other users or alter the integrity of IT services and facilities provided by the University.
Users must use IT resources responsibly and consistent with the mission of the University. Users must not use them for any illegal or unauthorized purpose such as conducting commercial activities for unauthorized personal financial gain.
Users are expected to use electronic communication (email, web content, forums, etc.) in an ethical and responsible manner and in compliance with general guidelines based on common sense, common decency, and civility applicable to the networked computing environment.
Users must not attempt to gain unauthorised access to data, nor breach any security measures on any electronic communications system.
Users must observe the Copyright Ordinance. Software or electronic contents without proper license are not allowed to be stored in computer equipment or used in IT facilities of the University.
Users must adhere to the Personal Data (Privacy) Ordinance in all activities involving collection, processing and use of personal data.
Users must observe all regulations governing a specific IT service.
The University reserves the right, without the user's prior consent, to inspect, monitor or disclose any data stored on the University's IT services if there is compelling evidence of violating University policies and Hong Kong laws or adversely affecting the normal functioning of the University's IT environment.
Failure to comply with this Policy may result in suspension or termination of some or all IT services provided to the users. Student and staff members may also be subject to University disciplinary action.
This policy may be revised from time to time by the University.

Regulations on IT Services and Facilities

(1) : CityU Electronic Mail

(2) : Campus IT Network

(3) : Electronic University Data

(4) : CSC Student Terminal Area

(5) : Notebook Computer Loan Service

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System Account — Thu, 01 Oct 2009 15:18:22 GMT

Policy

Use of Information Technology Services & Facilities

(Last Revised by the Committee on Information Services and Technology on 19 August 2010)

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