The following scenarios are intended to provide examples of acceptable use and unacceptable use of University Technology Resources and University Data. This is not a comprehensive list of all possible scenarios, but sample instances of acceptable and unacceptable use.
Authorized Access
Acceptable Use
- Memorizing your WVU Login credentials.
- Logging off or locking your computer when you go to a co-workers cube to discuss a project.
- Only using your WVU Login credentials to access University data or resources.
- A grant administrator accessing a faculty member’s salary information in MAP to ensure it is correct for a grant proposal.
- Accessing the information to which you have been given authorized access or that is publicly available.
- Never sharing your WVU Login credentials with anyone.
- Ensuring anti-virus is installed on device and running real time scanning.
- Conducting a video conference with your department’s satellite office using your University-owned computer.
- Using a shared computer in the library or computer lab that you are authorized to use.
- Registering for classes following the instructions provided by Admissions.
- Deleting records that are no longer needed.
- Operating work computer as setup and maintained by the appropriate IT support group.
Unacceptable Use
- Writing your WVU Login username and/or password on a note affixed to your monitor or keyboard.
- Going to the restroom without locking your computer or logging out.
- Using your boss’s WVU Login credentials to login to Portal and approve time cards for them.
- A grant administrator accessing a faculty member’s salary information in MAP because they wanted to know how much that person makes a year.
- Using false or misleading information to acquire unauthorized access to University Information Systems and/or University Data.
- Sharing a personal password, including WVU Login credentials or other means of Authentication, with another individual to provide access under your Authentication
- Introducing malicious software onto an operating system.
- Using the camera of your University-owned device to display what is happening in your room 24 hours a day/7 days a week on the Internet.
- Altering the setup of a shared computer so that your favorite programs are started automatically.
- Creating an automated solution to register for courses, increasing the possibility of degradation or failure.
- Retaining records beyond the appropriate record retention schedule.
- Removing WVU Login requirements to access a University-owned computer.
Securing Sensitive Data
Acceptable Use
- Storing and accessing student financial aid account information within Banner.
- Posting grades within Banner.
Unacceptable Use
- Downloading student financial aid account numbers onto your work computer.
- Posting grades on the web with the student identified.
Personal Use of University Technology Resources
Acceptable Use
- Checking work email on a personal computer when at home on the weekend.
- Checking personal email at lunch using your work computer.
Unacceptable Use
- Using your personal computer as your primary device to conduct University business.
- Using your work computer to sell items online for your personal antique business.
Copyrighted Materials
Acceptable Use
- Storing legitimately-obtained audio files for use in language instruction.
- Displaying a legally reproduced copy of a recorded work in a classroom as part of an instructional program.
- Downloading University-licensed software to a University-owned device.
Unacceptable Use
- Taking a CD you own, making a copy of songs on your computer, and allowing others to access those songs.
- Playing a video in a classroom for entertainment purposes unrelated to teaching activities.
- Downloading University-licensed software to a personally owned device.
University Email (Office 365 or Mix)
Acceptable Use
- Sending an email from your personal account to your co-workers personal email accounts promoting you as a candidate for political office.
- Sending an email via personal email account to a political representative urging them to vote for or against a particular bill.
- Receive permission to access an employee’s email as part of an investigation into the employee’s potential misuse of University Data and/or Technology Resources.
- Sending an email to more than 500 recipients through Listserv.
- Using the University-issued O365 email account to conduct University business only.
- Forwarding an email or posting to University Listserv a message with the link to a news article that relates to the work you do at the University to your co-workers.
Unacceptable Use
- Sending an email using University Email about your candidacy for political office to people who live in your district or co-workers, promoting you as a candidate.
- Sending an email using University Email to a political representative urging them to vote for or against a particular bill.
- Reading someone else’s email over their shoulder.
- Sending an email to 500 individuals without using a bulk mailing service.
- Using your University email address as the contact on business cards for your consulting company.
- Forwarding a chain email telling your co-workers they will have bad luck if they don’t forward it on.