Computing and IT policy and regulations
C & IT Policy and Regulations
We don't wish to be overly restrictive, but well-understood policies help the individual and the University to avoid the consequences of accidental or deliberate misuse of our I.T. systems.
Please take some time to familiarise yourself with the key aspects of our policy framework.
In addition, you can find the University Information Governance pages here.
RIP act
See more on RIP act.
JANET acceptable use policy
See more on JANET acceptable use policy.
IT security - policy, procedure and guidance
See more on IT security - policy, procedure and guidance.
Using your own device for University business
See more on using your own device for University business.
Disposal of IT equipment
See more on disposal of IT equipment.
The Regulation of Investigatory Powers Act 2000
The Act can be seen in full The Regulation of Investigatory Powers Act 2000.
The Act regulates the power of government security services and law enforcement authorities by allowing the interception, surveillance and investigation of electronic data in specified situations such as when preventing and detecting crime.
IT security - policy, procedure and guidance
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I.T. Security – practical tips for keeping your data safe and secure
The University of Huddersfield has an IT Security Policy which defines what we all must do in order to keep our data and IT systems safe and secure. We also have an IT Security Procedure Manual which gives practical advice and describes procedures that must be followed to implement the provisions of the Policy.
You should read both of these documents.
Here are some of the key points:
Why IT security is important
Whatever role you have in the University some of the data you use may be sensitive (e.g. racial or ethnic origin, some research data) or confidential (e.g. name, address, financial details), and so you must ensure you keep it safe.
Also, these days we access data using a wide range of devices, some of which are not owned by the University. The same standard of security applies to all devices, irrespective of ownership – including the ones that you own yourself.
In a nutshell, you must treat University information as you would wish your own details to be handled.
Logging in and passwords
Use a strong password by including uppercase, lowercase, numbers and special characters. Keep it a secret. Full advice on password strength is available in the IT Security Procedure Manual.
Don’t use the same password for work and personal use.
Never share your login details with anyone, for any reason
Never leave your computer left unlocked and unattended. Log out or lock it first.
Email
Always take care before opening attachments or links, especially if you are not expecting them. Before you click on a link, hover your cursor over it to check its true destination.
Only send sensitive or confidential information electronically if it is encrypted. For advice on encryption, contact I.T. Support (01484 473737).
Phones, tablets and other mobile devices
If you are using your own device for University business, please be aware of your responsibilities under the Using Your Own Device Policy.
Ensure that all your mobile devices have University-approved security controls, and that a passcode/password is used. Further advice is available from I.T. Support (01484 473737).
Only store sensitive or confidential data on an encrypted mobile device.
You should report stolen or lost phones as soon as possible to 2nd Line IT Services mobilerequests@hud.ac.uk (01484 471007).
Using cloud storage
Only keep sensitive or confidential data in cloud storage that has been approved by the University.
Working away from campus
Use Unidesktop to access systems and data when you are off-campus.
Encrypt all laptops you use for University purposes. Some countries have restrictions on encryption so check before you go abroad. Further advice is available from I.T. Support (01484 473737).
Web browsing and social media
Before you log in to a supposedly secure website, check in your browser’s address box that you can see the padlock symbol. This indicates that the site is secure.
Consider the consequences carefully before you give out any personal or University details on social media.
Disposing of equipment
University-owned equipment must be securely disposed of via I.T. Support (01484 473737). You must also ensure that any University data and attached email accounts are deleted from your own equipment before you dispose of it.
Reporting concerns or security breaches
Report any IT security incidents or concerns straight away to I.T. Support (01484 473737).
Waste Electrical and Electronic Equipment (WEEE)
What is WEEE?
The Government introduced the Waste Electrical and Electronic Equipment (WEEE) Directive to cut down on the amount of electrical equipment sent to landfill sites. "Electrical and Electronic Equipment (EEE)" covers a wide range of items, including:
- Large and small household appliances – white goods, coffee makers, hair straighteners, dryers, chargers etc.
- IT and telecommunication equipment
- Consumer equipment such as TVs, videos, hi-fi
- Lighting, electrical and electronic tools (except large stationary industrial tools)
- Electrical Toys, leisure and sports equipment
- Automatic dispensers
- Monitoring and control instruments
- Medical devices (these are exempt from the WEEE recycling and recovery targets)
- Some exemptions: national security or military equipment /stationary industrial tools /luminaries in household /implanted or infected medical products
The University’s obligations
Due to government legislation which can be found WEEE regulations 2013 government guidance notes, the University has to dispose of and remove WEEE accordingly.
The University’s WEEE policy
Full details of the University WEEE policy can be found here. (Link to be made available soon).
Who is our WEEE disposal contractor?
CLS hold the contract for collecting and disposing of appropriate WEEE equipment with Computer Disposals Limited (CDL). CDL are an NEUPC approved and accredited WEEE disposal firm.
What to do with WEEE? Who is responsible for What?
Computing and Library Services are responsible for and manage:
The disposal of an aspect of WEEE equipment. This mainly pertains to general and specialist IT, AV, communication and networking equipment as well as other specialist equipment. Currently there are no costs to Schools and Services associated with the collection and disposal of WEEE equipment as detailed below.
- Small items: Laptop, mobile device, tablet, USB sticks/drives peripherals, kettle, toaster, desk lamp, heater etc
- Medium items: TV/plasma, microwave, monitor, PC, printer, scanner, audio visual equipment, networking equipment
- Large items: Large printers, specialist IT and AV equipment, music equipment
- Other items: Metal (security cages, stands, brackets etc. that may be associated with IT and AV equipment), toasters, kettles, fans small heaters etc
For any equipment as detailed above please raise a ticket with IT Support on x3737 or by emailing it.support@hud.ac.uk. The request will be logged on TopDesk our service desk system. A ticket number will be issued and a member of staff from Computing Services will be in contact to arrange a collection or advise accordingly.
School based academic, admin and research staff should in the first instance contact their local technical staff.
Financial Services are responsible for items as detailed below:
- Photocopiers and MFD’s. Contact Financial Services x2113 for such equipment
Estate Services are responsible for items as detailed below:
- White goods and other large electrical equipment. Estates Services Helpdesk x2550 should be contacted for such equipment. They use an approved 3rd party company called SUEZ (formally known as SITA)
The weight and hazardous nature of some items may however need to be considered and could incur a cost. If you have any queries or concerns about any such equipment or need advice regards the disposal responsibility of specialist individual equipment please contact the assigned person\team in Computing Services.
Recycling of University owned IT and electrical equipment and peripherals
Where a School\Service has equipment which it wishes to recycle then it should, in the first instance check within its own areas if there is a need for the equipment. If not, a request can be raised to Computing Services to dispose of the equipment.
Rebate or sell on value for University owned IT and electrical equipment and peripherals
For any such items please contact Anwar Hussain (details below). Such requests will be dealt with on a case by case basis.
Please note: Under NO circumstances can obsolete or surplus equipment be sold, given away or donated to staff, students, charities or other external organisations. This is strictly against University policy and regulations.
Your personal WEEE equipment
Take any personal WEEE equipment you want to dispose of to your nearest Council-run recycling centre.
Contact
If you have any questions or queries in regards to WEEE and disposal, please contact Anwar Hussain on x3665, or email a.hussain@hud.ac.uk