Conditions of Use Guidelines
All members of the University community are expected to be responsible and ethical in their use of IT resources in accordance with the University of Delaware’s mission and in compliance with its policies and all applicable laws and regulations.
University policies prohibit certain activities including, but not limited to:
- Using University computing resources for non-University commercial activities, fund-raising, partisan political purposes, or on behalf of organizations not affiliated with the University;
- Using any University computer, facility, equipment, software, network, or other resource -- including email -- without authorization or for any activity other than that for which access or use was assigned or authorized;
- Sending SPAM or engaging in any behavior that wastes resources or is disruptive to the network;
- Harassing, discriminatory, malicious, or threatening activity;
- Violating copyright, trademark, or other laws, policies, and regulations;
- Using University of Delaware institutional mail lists without appropriate authorization;
- Intentional, unauthorized access to, or interception of, information or e-communications. The ability to access information or intercept e-communications does not inherently include authorization to do so;
- Altering, destroying, or forging e-communications or intentionally compromising the integrity of the network;
- Usage that is disruptive or interferes with the ability of others to use IT resources. The University reserves the right to constrain and remove applications, services, or improperly configured systems which may negatively impact network performance;
- Using another individual’s authorization credentials (i.e., UDelNet ID and password).
University departments are encouraged to develop "Conditions of Use" or other guidelines for their systems. They must also ensure that the guidelines are understood by all users. Acceptable use guidelines should be consistent with this document and the Policy for Responsible Computing. The guidelines should be approved by the department's administrative officer or other individual designated by that administrative officer.
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At the University of Delaware, every employee is provided with a “udel.edu” email account. Because email is routinely used for official communications by University departments, faculty, staff and students, employees are responsible for receiving and reading official communications sent to their "udel.edu" accounts. You must:
- Read your email in a timely fashion;
- If you forward your udel.edu email to a non-UD email account, you are responsible for making sure that forwarding is configured correctly and working;
- Be responsible for ensuring that your SPAM filter does not delete official University correspondence.
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Use of social media, public Web sites, blogs, listservers, etc, may be appropriate and consistent with your official University duties. Remember that your views may reflect on, or appear to be endorsed by, the University, particularly if you use your udel.edu email address. To be safe, you should use an alternate email address when posting, reposting, or endorsing any content to public internet or social media services that are not in your official University capacity.
Any publicly posted University information must comply with UD privacy and security policies. Information classification and protection requirements must be followed. The guidelines provide a framework for classifying University information, determining its protection requirements, and determining if it is appropriate to post to a publicly facing Web site or internet application. Confidential, sensitive PII or official use only (OUO) information should never be publicly posted or posted to a publicly facing web site or web-based content application if access is not centrally controlled by UD IT (e.g. sites.udel.edu, Copland, Google Apps @UDel.edu, etc.).
In addition, public postings must respect copyright laws and avoid plagiarism. Remember that your views may reflect on the University.
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If your department sends email that might be construed as commercial (i.e., a commercial advertisement or promotion of a commercial product or service), you might be subject to the 2003 CAN-SPAM Act. Any commercial email must include the following information:
- Identification of the email as an advertisement from your University department or group. Make it clear that it is coming from a sub-part of the University and not the University as a whole;
- A valid postal address for your department;
- Accurate identification of the sender in the "From" field;
- A subject line that is consistent with the email's message;
- Instructions to opt-out of future emails from your University department or group.
This information can appear anywhere in the email. An easy way to meet these requirements without re-writing your communication is to attach a standard signature block at the bottom of the email.
Additionally, opt-out requests must be handled in the following manner:
- Can be a return email address or Web site;
- Must be able to process opt-outs for 30 days after the commercial email was transmitted;
- Must be honored within 10 days after receipt and are effective indefinitely;
- Cannot disclose recipient’s email address to a third party.
For more information see the FTC Web site.
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The Federal Communications Commission (FCC) is responsible for enforcing the Junk Fax Prevention Act, which bars unsolicited facsimile (fax) advertisements subject to certain exemptions. Facsimiles that advertise the availability or quality of any property, goods, or services cannot be legally sent without prior express invitation or permission of the recipient, or if there is an established business relationship (EBR) between the sender and recipient. An EBR customer can receive facsimile advertisements if one or more conditions are met (e.g., if the customer provides it on an application or other form, or if it is published in a directory without noting that unsolicited facsimiles are not accepted).
The FCC's rules also require that facsimile advertisements include contact information to allow recipients to opt-out of future faxes. Valid opt-out requests must be honored within 30 days.
These commercial communication rules may apply to activities in your department. Consider the types of communications you send outside the University and determine if they are governed by commercial message laws.
- Alumni or student membership renewals;
- Ticket sales for athletic or performing arts events;
- Solicitations for printed advertising space; and
- Advertisements for courses, seminars, and conferences.
For more information see the FCC Web site.
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