Policies & Procedures

Tulane University Acceptable Use Policy

Purpose

Tulane University provides computing resources to faculty, staff, students and affiliates for academic and administrative use in support of the mission of the University to create, communicate and conserve knowledge. The University strives to provide a robust, resilient and reliable information technology infrastructure to enable excellence in scholarship and education through the effective and innovative use of computers and information technology. Because computing and network resources are shared and limited, individuals should use the systems responsibly in pursuit of academic and administrative functions, and in doing so, are not to infringe on the rights, integrity or privacy of others or their data. In using the computing systems and network, individuals and groups must abide by standards of lawful and ethical behavior.

Agreement

By using Tulane’s computing, networking and communications infrastructure, each person agrees that information they post on or distribute through the systems or network contains: no obscene or indecent material; no advertising material or promotional material for products or services; no material which constitutes libel, slander or invasion of privacy or publicity rights; no violation of copyrights or trademarks; no incitement to riot or violence; no violation of University policies and regulations; and no violation of federal, state or local law.
Each person also consents to the following:

  • Respect for system security. It is your responsibility to protect the integrity and security of the data in your account and observe all network security practices as required by the University. You, and you alone, accept responsibility for all matters pertaining to the proper use of your account; this includes choosing safe passwords and ensuring that file protections are set correctly. You agree not to give away your userid and password, for any reason, or under any circumstance. You agree not to use someone else’s account, either with or without permission.
  • Responsible use of computing and networking. You agree not to obstruct any others’ work by using unnecessarily large amounts of network resources (such as bandwidth and storage space) or deliberately act in a manner that will cause harm to the network. You agree not to send spam, chain letters, or other mass unsolicited mailings. You agree not to advertise or conduct non-University business using university resources unless approved by an authorized University official.
  • Respect for copyright. Unauthorized distribution of copyrighted material is a violation of federal law. In accordance with the Digital Millennium Copyright Act, the University, once notified of alleged copyright violations, will disconnect from the network the server or computer of the individual(s) involved. The individual who is distributing the copyrighted materials is responsible for any copyright infringement.
  • Respectful Communication. You agree to communicate only in ways that are kind and respectful. You agree to not intentionally access, transmit, copy, or create material that violates applicable laws or the University’s code of conduct (such as messages that are pornographic, threatening, rude, discriminatory, or meant to harass).
  • Respect for Tulane’s computing systems and network administration. You agree to use the systems and network in a way which promotes Tulane’s academic mission. Accordingly, you acknowledge and consent that, when it is necessary to perform systems administration, or, in order to protect Tulane’s legal interests, network administrators may access your files and data on the Tulane computing systems and network. In addition, you consent to monitoring and review of your user id, user activity, files and data on the Tulane systems and network, as well as Tulane’s right to “freeze” or remove access to any files or data which Tulane reasonably believes violates User Obligations.

Specific Prohibited Actions

You are given access to Tulane University’s computing systems and network because they are tools to help you meet your academic and administrative goals. This access, however, is a privilege, not a right. The University reserves the right to withdraw any and all privileges in the event of a violation of this policy. Specific prohibited activities and behaviors are defined in but are not limited to the Guidelines for Acceptable Use document.

Penalty for Violation

Violations of this policy by students shall be treated as violations of the Code of Student Conduct and will be referred to the Office of the Vice President for Student Affairs for handling. Faculty and staff members who violate this policy will be subject to University disciplinary action. Tulane reserves the right to withhold computing privileges from those who do not abide by the letter or intent of this policy document. In addition, any person who violates this policy or the guidelines for interpreting this policy may also be subject to sanctions up to and including expulsion or termination.

Approval for Exceptions

In the very rare instances where this policy interferes with the fulfillment of the mission of the University, Students, Faculty or Staff may request a written waiver from the Vice President of Information Technology or designee.

Additional Information

For further information about this and other information security policies and applicable computing laws and regulations please contact the Information Security Officer at (504) 988-8500, or security@tulane.edu

Tulane User Account Policy

Purpose

This policy defines how network accounts, which provide access to Tulane computer resources, are provisioned, and maintained for Tulane’s faculty, staff, and students. These services include, but are not limited to email, wireless, VPN and access to services such as Blackboard or Banner. The usage of these services is provided for educational, academic, and administrative purposes, and must conform to all current Tulane policies and procedures.

Account Type

Employees
Employees are entitled to one account, which will provide access to email and other systems. This account is automatically created when a new faculty or staff member is added to the University’s HR/Payroll system. Every employee will be entitled to one account/email address. Please contact your hiring manager so that the personal information for the new employee can be entered into the PeopleFlow system.
Accounts for faculty who have left Tulane and are no longer employed will retain their user accounts in the system for 12 months after their termination date.
Accounts for staff who have left Tulane and are no longer employed will lose access to their accounts at the end of the work day of their termination date.

Students
Student accounts are created once a student has been entered into Banner as a matriculated student. Every matriculated student will be entitled to one account and email address. Please contact the Admission Office so that the personal information for the new matriculated student can be entered into Banner.
Student accounts expire one year after leaving the University. If the student has achieved Alumni status (12 credit hours acheived) they are entitled to a Tulane email address for life.

Visiting Scholars or Professors
Visiting Scholar accounts are created if they meet the appointment procedure specified at http://tulane.edu/provost/visiting‐scholars.cfm. Account requests must be submitted by the sponsoring department or unit. Account requests should have the approval of the Provost’s Office after all appointment criteria have been met.

Visiting Scholars’ accounts will expire every 12 months; extensions, however, may be requested with the approval of the Provost’s Office.

Contractors
Contractors who require Tulane system access or a Tulane email address to perform work on behalf of Tulane are entitled to one account/email address. Account requests must be submitted to Technology Services (TS) by the department initiating the contract. Contractor accounts will expire every 12 months; however, extension can be requested by the department initiating the contract. Contractor’s accounts will be disabled as soon as they are flagged inactive in the system or when their expiration date has passed without a request for extension.

Affiliated Personnel
It is recognized that work requirements for those who are affiliated with Tulane, though not directly in its employ, may necessitate access to electronic service. Some of these affiliates are defined below:

Affiliates with Faculty Status:

  1. non‐paid Adjunct Professors
  2. non‐paid Clinical Professors
  3. and non‐paid Field Professors

Affiliates with Faculty Status must be entered into Banner and assigned to a course. Account requests for them must be made through the Registrar’s Office. Affiliates with Faculty Status who have left Tulane will retain their user accounts in the system for 2 semesters.

Affiliates with Non‐Faculty Status:

  1. non‐pay ROTC staff
  2. Community Volunteer on behalf of Tulane
  3. Religious staff

Account requests for Affiliates with Non‐Faculty Status must be made through TS and must include a sponsor and the explanation of the need for an account. Affiliates without Faculty Status will expire every 12 months. This type of accounts will be disabled as soon as they are flagged inactive in the system or when their expiration date has passed without a request for extension.

Departmental and Organizational Accounts
Departments and Organizations can request generic accounts so that they can have a common mailbox or distribution. Account requests must be submitted to TS by the Department Head or approved organization delegate.

Email Privacy & Security

While Tulane University does not regularly monitor the content of electronic mail, the University reserves the right to inspect, monitor, copy, store, or disclose the contents of electronic mail messages as it sees fit.

Users may not perform acts that waste Messaging System resources or unfairly monopolize resources to the exclusion of others. These acts include, but are not limited to, sending non‐work‐related mass mailings and chain letters, multiple copies of documents, creating unnecessary network traffic, or otherwise damaging Tulane’s reputation. Tulane reserves the right to disable mailboxes that are creating system‐wide problems and notify the appropriate campus IT organization that supports the mailbox owner.

Oversight

Responsibility for developing and updating this policy lies with an Account Entitlement (“Committee”) for Tulane. The Committee is headed by Hunter Ely, Chief Information Security Officer who can be reached at (504) 988‐8556. The Committee will be responsible for ensuring appropriate steps should be taken in particular cases and periodically reviewing this policy.

Compliance (HIPAA, FERPA, GLBA)

Overview

Tulane university grants individuals and departments access to sensitive, private and/or confidential electronic and hard copy information for the sole purpose of performing their assigned duties and roles. Every individual and department therefore holds a position of trust and must safeguard the confidentiality and integrity of the information they use. Users of all information systems of the University must abide by all relevant Federal, State and Local laws as well as University Policies on data privacy and confidentiality. These relevant laws include but are not limited to the Health Insurance Portability and Accountability Act (HIPAA), Family Educational Rights and Privacy Act (FERPA) and Gramm-Leach-Bliley Act (GLBA).

 

Applicable Laws

Tulane University has defined policies and procedures for complying with these applicable laws. Click on the following links to access relevant policies:

GRIT Contact Info

Phone: 504-988-2685

Email: sphhelp@tulane.edu

Address: Tidewater Building
Suite 1800
1440 Canal Street
New Orleans, LA 70112

Campus Mail Box: 8313