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Exhibit A – Acceptable And Unacceptable Uses

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.