Process-4: Use of IT Resources

1. Publishing, rights and responsibilities.

According to the rules for web publishing at the college, IT-users at AOU, are personally, financially and legally accountable for the text, images, sounds, video or other information they publish on web pages, place in other file storage areas, or transmit to others over the net.

Students and Staff must ensure that information made available to others using IT-resources at AOU, are not liable to copyrights or publishing restrictions.

AOU is not financially or otherwise responsible for any loss or disadvantage suffered by the user of the university due to technical problems, defective systems, incorrect use of the systems or undesired activities performed by staff/students at the university, or by external intruders in AOU-Network.


2. User name and security

  • The username and password is the user’s personal entry code to the computer network and it should be complex, strong and secure.
  • The user must always shutdown, when he/she finish the work.
  • A user must never provide unauthorized persons with access to the use of the computers or network of the university or to premises where computer equipment’s available.

Staff & Student must report to IT Services Team offices (TF041, TF042 & SF036) or This email address is being protected from spambots. You need JavaScript enabled to view it. for any misuse, defects or other circumstances relating to the security of any IT issue.

3. Storage, back up and deletion of data:

Staff must adhere to the following rule and regulations:

  • Admin/Academic staff must store AOU related files to the designated areas (Assigned Secure Shared Network Drive), where the user is explicitly granted write access. Storing data in other locations is prohibited even if the location is not write protected.
  • AOU Staff responsibility to keep the students and staff information safe and secure, and should not disclose to any other inside/outside entity.
  • AOU is not responsible for the user’s data which stored at Desktop, Documents, favorites etc.
  • By Default, the USB Flash Drives, External HDD will be denied and not permitted to connect. Employee should have permission from Management for accessibility of USB.
  • Secured Shared Drive will be mapped to their profile automatically, to get their files wherever they login (Example: Classroom, Meeting Room etc.).
  • Resigned/Terminated Staff are obligated to make sure the availability of data files, emails and systems belonging to AOU, which AOU owns the rights to, are preserved for later use, make sure to return the borrowed IT-equipment and to remove copies of software borrowed from AOU from their private computers. However; all the concerned accounts will be terminated immediately after appropriate handover on their last working day.


Students must stick to the following rules and regulations:

  • Students must provide all the updated information to the management at admission period.
  • A student may only store files in the user’s home directory (Desktop, Documents and favorites).
  • AOU is not responsible for the student’s personal data. Students with valued data must secure this with their personal copy on disc or other media.
  • Student accounts and storage areas will be deleted when the students graduated or discontinue their study.
  • Students leaving AOU are obligated to make sure that data and systems belonging to AOU, or that AOU owns the rights to, are preserved for later use, to return borrowed IT-equipment and to remove copies of software borrowed from AOU from their private computers.


4. Licensed software and data

  • It is not allowed to copy any licensed or private software or data from the university systems without permission granted by IT-services/management.
  • It is not allowed to store licensed software on AOU IT-equipment without prior agreement with IT-services.


5. Computer viruses

  • Optical drives, flash memories or any external storage devices will be scanned automatically for viruses if they have been used on a computer that may be infected by viruses.
  • If a virus infection is suspected, immediately alert the IT-staff unless the virus can be removed by the user.
  • Before connecting a private computer to the network, the user must be sure that the computer is free from data viruses and protected against intrusion from others. The IT may block the connection pc’s that cause trouble for the IT systems functionality.

6. Considerate use of limited resources

  • The IT-equipment at the university is to be used for purposes relevant to the curricular and extracurricular activities of the university.
  • Activities that consume a large amount of IT-resources, e.g. sending of bulk mails is not allowed without making an agreement with IT-services.
  • IT-users must show consideration to the work environment and the operational stability of the IT-workplaces. Hence, the users are not allowed to eat or drink nor to leave papers or rubbish on the computer or on the printers.
  • Downloading large amounts of data, for instance games, music or video files is prohibited, if it disturbs activities relevant to the curricular activities. It is prohibited to expose files for external downloading by using file sharing services.

7. It is not allowed...

  • It is not allowed to make commercial use of the university IT-Equipment’s and software.
  • It is not allowed to make use of the university computers to attempt to gain illegal entry, crack passwords or make illegal use of university or other computer resources.
  • It is not allowed to falsify information, e.g. email sender address, to assume a false identity, pass on chain letters or to engage in illegal or dishonest activities on the net.
  • It is not allowed to install servers in the network.
  • It is not allowed to move equipment, change configurations, open up equipment or connect/disconnect network equipment’s.
  • The university computer network must not be used for invasions of privacy, to impart defamatory, discriminating or indecent information, or to invite to or engage in illegal acts.

8. Right of inspection and confidentiality

  • Any staff & Student, who obtains access to private information due to inadequate protection of data, technical problems or by improper use of AOU’s IT-equipment, is bound to secrecy.
  • To ensure computer security and the stability of the network services, IT-services may log and monitor activities and traffic in the computer network.
  • The IT-services has the right to inspect the user’s private storage areas when they suspect violations of the rules for IT-user conduct, or when IT is demanded to maintain the stability of the network services.
  • When any AOU stakeholders are violated AOU Polices or Rules/Regulations, IT-services will deny the staff & students access to the user account immediately.
  • Serious incidents will be submitted to the branch Director for possible indefinite denial of access or police prosecution on suspicion of violation of the law.