Rules and regulation

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Printing Policy (Student)

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ICT Policy (Staff)

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ICT Policy (Student)

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Lab Policy

Staff

All staff email account are using Gmail account as an official university email (@ucts.edu.my).  Each staff gmail account is provided during their first week of report duty.

Staff are compulsory to use the university Intranet for administrative and academic purposes. All university services are mostly accessible centrally through this online system    

The university provides general computer labs at specific locations (MS block) for teaching and learning purposes. UCTS library is also equipped with computer lab which can cater up to 100 pcs. (Kindly refer to General Computer Lab’s rules and regulations).

Internet access and usage by staff and students is subject to the university policy, rules and regulations (Acceptance Use of ICT Resources). Wi-Fi coverage is almost available at all populated area. UCTS Wireless names are differentiated by SSID : UCTS- Staff and UCTS-Student .

The staff is equipped with either Laptop or Desktop based on their entitlement. In general, administrative staff is allocated with desktop computer whereas academic staff is allocated with laptop. The distributions of laptop and desktop is subject to the university policy.

Staff and students may use Toshiba MFP machines available at location provided for printing and photocopy. The printing and photocopy services require staff or students ID for identification. User can download the manual on using the MFP Machines in Download section.

All ICT’s end users including staff and students can lodge any complaints and enquiry pertaining ICT services through ITD Online Helpdesk. End users also may track their report or enquiry through this online system. 

Helpdesk is a system that manages UCTS user’s service request, incident and complaint. User can directly email the IT Helpdesk at help@ucts.on.spiceworks.com. Also accessible from the user portal by clicking on this.

Centralized Audio Visual facilities are available at all Lecture Theaters (LTA, LTB and LTC).

Student

Student are compulsory to use the university Intranet for administrative and academic purposes. All university services are mostly accessible centrally through this online system

The university provides general computer labs at specific locations (MS block) for teaching and learning purposes. UCTS library is also equipped with computer lab which can cater up to 100 pcs. (Kindly refer to General Computer Lab’s rules and regulations).

Internet access and usage by staff and students is subject to the university policy, rules and regulations (Acceptance Use of ICT Resources). Wi-Fi coverage is almost available at all populated area. UCTS Wireless names are differentiated by SSID : UCTS- Staff and UCTS-Student .

Staff and students may use Toshiba MFP machines available at location provided for printing and photocopy. The printing and photocopy services require staff or students ID for identification. User can download the manual on using the MFP Machines in Download section.

All ICT’s end users including staff and students can lodge any complaints and enquiry pertaining ICT services through ITD Online Helpdesk. End users also may track their report or enquiry through this online system.  

Helpdesk is a system that manages UCTS user’s service request, incident and complaint. User can directly email the IT Helpdesk at help@ucts.on.spiceworks.com. Also accessible from the user portal by clicking on this.

Centralized Audio Visual facilities are available at all Lecture Theaters (LTA, LTB and LTC).

Student Printing Policy

Policy Statement

  1. This policy is applied to the entire Student of UCTS, Sarawak, Malaysia.
  2. User is responsible for their printing credit account. ICT Department will not hold any responsible if anyone else is using your printing account. In order to ensure that no one steals your printing credit, logoff from the PC if you’re not using it.

Responsibility Of Your Printer Account/Credit

Printing Charges

User print in the computer laboratories or other places specified for student:

  1. Black and White printing – RM0.10
  2. Colour printing – RM1.50

Printing Credit Top-Up

1. User can top-up their printing credit at the Library during office hours, Mon-Fri:

  • 9.00 am – 4.00 pm. (Effective date: 10th March 2014)
  • Minimum Top-Up is RM 10 (Effective date: 10th March 2014)

2. After each user top-up their account, the new amount will be only be updated within the minimum of ONE hour time, during office hours.

3. User must acquire receipt from the Admin Counter every time after each top-up transaction.

Refund

1. User can refund their print credit if the printout is unreadable, printout wrinkle or printing queue goes down.

2. User needs these items before making any refund:

  • User must bring their Student ID
  • User must bring the unreadable or wrinkled printout to the Helpdesk.
  • User must inform the Helpdesk the name of the document they tried to print and its pages.
  • User must inform the Helpdesk which printer or its location they print it to.
  • Once the Helpdesk personnel verify the user documents name and other information with the one in our system, only then the user’s print credit will be refunded. ICT Department has the rights to reject the refund request if there is any anomaly between the info given by the user and the info in the system.

3. ICT Department will not refund any printout that caused by the user’s error or Carelessness or non-printer error.

4. ICT Department will not refund any printing balance for the purpose of student withdrawal, graduated, terminated etc. Student can sell their print balance to other user. Both users need to go to ICT Helpdesk and the transaction must be done there. 

This Policy can be subjected to changes in the details of implementation at the discretion of the university.

Implementation And Non-compliance

1. The Manager of Information Technology Department holds the responsibility for the implementation of this policy and shall take necessary actions in the event of violation of this policy.

2. Alleged or suspected violations of the “Printing ” should  be  reported  to  the  Manager  of  the  Information  Technology  Department. Abuse of ICT privileges is subject to disciplinary action, which may include the loss of these privileges.

Maintenance Of Policy

The Information Technology Department is responsible for the formulation and maintenance of this policy.

ICT Policy For Staff

ICT Resources

These resources cover all ICT facilities including the UCTS network, computers, computing laboratories, all associated networks in classrooms, lecture theatres and video conferencing room in the University, internet access both wired and wireless, email, hardware, data storage, computer accounts, software (Either proprietary or those developed by the University), printers and photocopy machines services.

Access to ICT Resources

Lawful Use

The use of ICT Resources must be lawful at all times. Unlawful use will breach this policy and will be dealt with as a disciplinary offence. Unlawful use of ICT Resources may also lead to criminal or legal action being taken against the staff. The University will not defend or support any authorized user who uses ICT resources for an unlawful purpose.

Granting of Access and Entitlement

Access to ICT Resources is approved by the relevant authority. Access is normally given based on a need to access that ICT Resource and is subject to the availability of those resources.

Non-Disclosure

Users may be required to sign a Non-Disclosure agreement  prior to authorization being granted for access to certain ICT Resources.

Access on contract expiry or authorized access period

Email and computer access will cease on expiration of contract or services.  For strictly  professional  or  work-related  reasons,  staff  and other authorized users may request that computer access be extended for a period of up to 7 days. Approval must be given by the Dean/Director of local entities and the Manager of the ITD.

Responsibilities Regarding Use of University Computer Accounts

Each authorized user is responsible for:

  • The unique computer accounts which the University has authorized for the user’s benefit. These accounts are not transferable.
  • Selecting and keeping a secure password for each of these accounts, including not sharing passwords and logging off after using a computer.

Restrictions to Access

Users are forbidden unauthorized access to accounts, data or files on UCTS ICT Resources or any other ICT resource. The Administrator of an ICT Resource may restrict access to an individual user on the grounds that the user is in breach of this policy.

Third Party Access

Entities other than the ITD may neither negotiate nor grant third parties access to the University’s applications, databases, communications and network infrastructure.

Software License Restrictions

Use of licensed software is subject to terms of license agreements between the UCTS and the software owner or licensor, and may be restricted in its use.

Personal Use of ICT Resources

Extend Of Personal Use

An authorized user is permitted to use the ICT Resources for limited, incidental personal purposes. Personal use of the ICT Resources is permitted provided such use is lawful, does not negatively impact upon the user’s work performance, hinder the work of other users, or damage the reputation, image or operations of the University.   Such use must not cause noticeable additional cost to the University.

Commercial Use

ICT Resources must not be used for private commercial purposes.

University Liability

The University accepts no responsibility for:

  • Loss or damage or consequential loss or damage, arising from personal use of the University’s ICT Resources;
  • Loss of   data   or   interference   with   personal  files  arising  from   the University’s efforts to maintain the ICT Resource

Internet, Email and Messaging

Access to the Internet

Work Purposes

Authorized users are permitted to access the Internet for work related purposes.

Personal Use

Access is also permitted for personal purposes provided such use is lawful and reasonable in terms of time and cost to the University.

Personal Web Pages

Publication of Personal Web Pages

Staff is permitted to publish personal web pages on computers connected to the UCTS network. The content of material on personal web pages sites must be in accordance with any written law of the country.

The University reserves the right to regularly monitor personal web page sites hosted on UCTS servers, and to remove material, or request the user to remove or alter the content on their personal web page should it be inconsistent with any of the above.

Special care must be taken with web pages so as not to infringe any third party copyright in an audio or video file, music charts/lyrics, photographs or text.

Disclaimer Required on Personal Web Pages

A personal web page site must carry the UCTS Personal Page Disclaimer as a standard disclaimer on every page. The disclaimer states that the web page site is not authorized by the UCTS and that any opinions expressed on the pages are those of the author and not those of the University.

Responsibility for Personal Web Pages

Legal responsibility for personal pages rests with the user. The University will not defend a user named in an action arising from material published on a personal web site and will not be liable for any damages awarded against the user by a court or commission.

Email and Messaging

User Responsibilities

When using the email or messaging system, users must at all times:

  • Respect the privacy and personal rights of others;
  • Take all reasonable steps to ensure copyright is not infringed;
  • Take all reasonable care not to plagiarize another person’s work; or defame another person;
  • Not forward or otherwise copy a personal email (except with permission of the author) or an email which contains personal information or an opinion about a person whose identity is apparent (except with permission of that person);
  • Not send forged messages, or obtain or use someone else’s e-mail address or password without proper authorization;
  • Not send  mass  distribution  bulk  messages  and/or  advertising  without approval of the user’s Head of Department, or Administrative Head;
  • Not send SPAM. The user must ensure that the recipient(s) of the intended email has/have consented to receive such email(s);
  • Not harass, intimidate or threaten another person or other persons:
  • Not send sexually explicit material, even if it is believed that the receiver will not object.

Standards Required When Using Email

The  private  commercial  use  of  email  and  messaging  is  not  allowed  and appropriate standards of civility should be used when using email and other messaging services to communicate with other staff members, students or any other message recipients. When using the email or messaging system, users must not send:

  • Angry or  Antagonistic  Messages  –  these  can  be  perceived  as bullying  or  threatening  and  may  give  rise  to  formal  complaints under  grievance  procedures  or discrimination/sexual  harassment procedures;
  • Offensive, Intimidating or Humiliating Emails  –  University  ICT
  • Resources must not be used to humiliate, intimidate or offend another person or other persons on the basis of their race, gender, or any other attribute prescribed under the University and Malaysian anti-discrimination legislation.

Security of ICT Resources

Staff’s Responsibilities

A staff is responsible at all times to:

  • Act lawfully.
  • Keep all ICT Resources secure.
  • Not compromise  or  attempt  to  compromise  the  security  of  any  ICT Resource belonging to the University or other organizations or individuals, nor exploit or attempt to exploit any security deficiency.
  • Take reasonable steps to ensure physical protection including damage from   improper   use,   food   and   drink   spillage,   electrical   power management, anti-static measures, and protection from theft.
  • Ensure the computers are not left unattended without first logging-out and/or securing the entrance to the work area – particularly if the computer system to which they are connected contains sensitive or valuable information.

Confidential Information

A staff is responsible at all times to:

Staff has a duty to keep confidential:

  • All University data unless the information has been approved for external publication; and
  • Information provided in confidence to the University by other entitie
  • Each staff member is under the obligation not to disclose University Business information unless authorized to do so. Breach of confidentiality through accidental or negligent disclosure may expose a user to disciplinary action.

Prohibited Use of ICT Resources

Advertising and Sponsorship

Paid advertisements are not permitted on any website using an UCTS domain name, personal website or any website, which has a substantial connection with the University except with the written permission of the University authority.

Unauthorized Access

Users are expressly forbidden from gaining unauthorized access or attempting to gain unauthorized access to ICT Resources belonging to the University and other organizations.

Peer-to-Peer File Sharing (P2P)

Installation or use of peer to peer file sharing software is not permitted on the UCTS network. Exceptions for legitimate teaching or research use must be approved by the University authority.

Pornography

Users are not permitted to utilize the University’s ICT Resources to access , create, store or distribute pornographic material of any type.

Gambling

Users are not permitted to utilize the University’s ICT Resources to gamble.

Computer Games

Users are not permitted to utilize the University’s ICT Resources to play computer games during normal office hours.

Privacy and Surveillance

Security and Privacy

The accounts, files and stored data including, but not limited to, email messages belonging to users at the University are normally held private and secure from intervention by other users, including the staff of the Information Technology Department.

There are situations in which duly authorized ITD staff may be required to intervene in user accounts, temporarily suspend account access or disconnect computers from the network in the course of maintaining the University’s ICT Resources such as repairing, upgrading or restoring file servers or personal computer systems.

Users should be aware that ITD staff may from time to time become aware of  the  contents of  user directories and hard disk drives in the normal course of their work, and they are bound to keep this information confidential.

Access to and Monitoring of Equipment

The  University  does  not  generally  monitor  email,  files  or  data  stored  on University ICT resources or traversing the University network. However, the University reserves the right to access and monitor any computer or other electronic  device  connected  to  the  UCTS  network.  This  includes  equipment owned by the University and personal computing equipment (e.g. laptops) that are connected to the network.

Access to and monitoring of equipment is permitted for any reason, including, but not limited to, suspected breaches by the user of his/her duties as a staff member, unlawful activities or breaches of University legislation and policies. Access to and monitoring of equipment includes, but is not limited to email, web sites, server logs and electronic files. The University may keep a record of any monitoring or investigations.

University Liability

The University accepts no responsibility for:

  • The loss  or  damage  of  a  staff’s  property,  rising  from  the  use  of  th University’s ICT Resource.
  • The Loss  of  data  or  interference  with  files  arising  from  the  University’s efforts to maintain the ICT Resource.

Implementation And Non-compliance

  • The Manager of Information Technology Department holds the responsibility for the implementation of this policy and shall take necessary actions in the event of violation of this policy.
  • Alleged or suspected violations of the “Responsible Use of ICT Resources – Staff” should  be  reported  to  the  Director  of  the  Information Technology  Department. Abuse of ICT privileges is subject to disciplinary action, which may include the loss of these privileges.

Entities Affected By This Policy

All staff is affected by this policy.

Maintenance Of Policy

The Information Technology Department is responsible for the formulation and maintenance of this policy.

ICT Policy For Student

ICT Resources

These resources cover all ICT facilities including the UCTS network, computers, computing laboratories, all associated networks in classrooms, lecture theatres and video conferencing room in the University, internet access both wired and wireless, email, hardware, data storage, computer accounts, software (Either proprietary or those developed by the University), printers and photocopy  machines.

Access to ICT Resources

This policy prescribes the conditions under which access to UCTS ICT resources is granted.

Lawful Use

The use of ICT Resources must be lawful at all times. Unlawful use will breach this policy and will be dealt with as a disciplinary offence. Unlawful use of ICT Resources may also lead to criminal or legal action being taken against the student. The University will not defend or support any authorized user who uses ICT resources for an unlawful purpose.

Granting of Access and Entitlement

Access to ICT Resources is approved by the relevant authority. Access is normally given based on a need to access that ICT Resource and is subject to the availability of those resources.

Non-Disclosure

Student may be required to sign a Non-Disclosure agreement prior to authorization being granted for access to certain ICT Resources.

Responsibilities Regarding Use of University Computer Accounts

Each authorized user is responsible for:

  • The unique computer accounts which the University has authorized for the user’s benefit. These accounts are not transferable.
  • Selecting and keeping a secure password for each of these accounts, including not sharing passwords and logging off after using a computer.

Restrictions to Access

Student are forbidden unauthorized access to accounts, data or files on UCTS ICT Resources or any other ICT resource. The Administrator of an ICT Resource may restrict access to an individual user on the grounds that the user is in breach of this policy.

Personal Use of ICT Resources

Commercial Use

ICT Resources must not be used for private commercial purposes.

University Liability

The University accepts no responsibility for:

  • Loss or damage or consequential loss or damage, arising from personal use of the University’s ICT Resources;
  • Loss of   data   or   interference   with   personal  files  arising  from   the University’s efforts to maintain the ICT Resource.

Internet, Email and Messaging

Access to the Internet

Academic   Purposes

Authorized users are permitted to access the Internet for academic related purposes.

Personal Use

Access is also permitted for personal purposes provided such use is lawful and reasonable in terms of time and cost to the University.

Personal Web Pages

Publication of Personal Web Pages

Student is permitted to publish personal web pages on computers connected to the UCTS network. The content of material on personal web pages sites must be in accordance with any written law of the country.

The University reserves the right to regularly monitor personal web page sites hosted on UCTS servers, and to remove material, or request the user to remove or alter the content on their personal web page should it be inconsistent with any of the above.

Special care must be taken with web pages so as not to infringe any third party copyright in an audio or video file, music charts/lyrics, photographs or text.

Disclaimer Required on Personal Web Pages

A personal web page site must carry the UCTS Personal Page Disclaimer as a standard disclaimer on every page. The disclaimer states that the web page site is not authorized by the UCTS and that any opinions expressed on the pages are those of the author and not those of the University.

Responsibility for Personal Web Pages

Legal responsibility for personal pages rests with the user. The University will not defend a user named in an action arising from material published on a personal web site and will not be liable for any damages awarded against the user by a court or commission.

Email and Messaging

User Responsibilities

When using the email or messaging system, users must at all times:

  • Respect the privacy and personal rights of others;
  • Take all reasonable steps to ensure copyright is not infringed;
  • Take all reasonable care not to plagiarize another person’s work; or defame another person;
  • Not forward or otherwise copy a personal email (except with permission of the author) or an email which contains personal information or an opinion about a person whose identity is apparent (except with permission of that person);
  • Not send forged messages, or obtain or use someone else’s e-mail address or password without proper authorization;
  • Not send  mass  distribution  bulk  messages  and/or  advertising  without approval of the user’s Head of Department, or Administrative Head;
  • Not send SPAM. The user must ensure that the recipient(s) of the intended email has/have consented to receive such email(s);
  • Not harass, intimidate or threaten another person or other persons:
  • Not send sexually explicit material, even if it is believed that the receiver will not object.

Standards Required When Using Email

The  private  commercial  use  of  email  and  messaging  is  allowed  and appropriate standards of civility should be used when using email and other messaging services to communicate with other student, staff or any other message recipients. When using the email or messaging system, users must not send:

  • Angry or  Antagonistic  Messages  –  these  can  be  perceived  as bullying  or  threatening  and  may  give  rise  to  formal  complaints under  grievance  procedures  or discrimination/sexual  harassment procedures;
  • Offensive, Intimidating or Humiliating Emails  –  University  ICT
  • Resources must not be used to humiliate, intimidate or offend another person or other persons on the basis of their race, gender, or any other attribute prescribed under the University and Malaysian anti-discrimination legislation.

Security of ICT Resources

Student’s Responsibilities

A student is responsible at all times to:

  • Act lawfully.
  • Keep all ICT Resources secure.
  • Not compromise  or  attempt  to  compromise  the  security  of  any  ICT Resource belonging to the University or other organizations or individuals, nor exploit or attempt to exploit any security deficiency.
  • Take reasonable steps to ensure physical protection including damage from   improper   use,   food   and   drink   spillage,   electrical   power management, anti-static measures, and protection from theft.
  • Ensure the computers are not left unattended without first logging-out and/or securing the entrance to the work area – particularly if the computer system to which they are connected contains sensitive or valuable information.

Prohibited Use of ICT Resources

Advertising and Sponsorship

Paid advertisements are not permitted on any website using an UCTS domain name, personal website or any website, which has a substantial connection with the University except with the written permission of the University authority.

Unauthorized Access

Student are expressly forbidden from gaining unauthorized access or attempting to gain unauthorized access to ICT Resources belonging to the University and other organizations.

Peer-to-Peer File Sharing (P2P)

Installation or use of peer to peer file sharing software is not permitted on the UCTS network. Exceptions for legitimate teaching or research use must be approved by the University authority.

Pornography

Student are not permitted to utilize the University’s ICT Resources to access , create, store or distribute pornographic material of any type.

Gambling

Student are not permitted to utilize the University’s ICT Resources to gamble.

Computer Games

Student are not permitted to utilize the University’s ICT Resources to play computer games during normal office hours.

Privacy and Surveillance

Security and Privacy

The accounts, files and stored data including, but not limited to, email messages belonging to student at the University are normally held private and secure from intervention by other student, including the staff of the Information Technology Department.

There are situations in which duly authorized ITD staff may be required to intervene in user accounts, temporarily suspend account access or disconnect computers from the network in the course of maintaining the University’s ICT Resources such as repairing, upgrading or restoring file servers or personal computer systems.

Students should be aware that ITD staff may from time to time become aware of  the  contents of  user ies and hard disk drives in the normal course of their work, and they are bound to keep this information confidential.

Access to and Monitoring of Equipment

The  University  does  not  generally  monitor  email,  files  or  data  stored  on University ICT resources or traversing the University network. However, the University reserves the right to access and monitor any computer or other electronic  device  connected  to  the  UCTS  network.  This  includes  equipment owned by the University and personal computing equipment (e.g. laptops) that are connected to the network.

Access to and monitoring of equipment is permitted for any reason, including, but not limited to, suspected breaches by the user of his/her duties as a student, unlawful activities or breaches of University legislation and policies. Access to and monitoring of equipment includes, but is not limited to email, web sites, server logs and electronic files. The University may keep a record of any monitoring or investigations.

University Liability

The University accepts no responsibility for:

  • The loss  or  damage  of  a  student’s  property,  rising  from  the  use  of  th University’s ICT Resource
  • The Loss  of  data  or  interference  with  files  arising  from  the  University’s efforts to maintain the ICT Resource.

Implementation and Non-compliance

  1. The Manager of Information Technology Department holds the responsibility for the implementation of this policy and shall take necessary actions in the event of violation of this policy.
  2. Alleged or suspected violations of the “Responsible Use of ICT Resources – Student” shall be reported to Information Technology Department. Abuse of ICT privileges is subject to disciplinary action, which may include the loss of these privileges.

Entities Affected By This Policy

All students are affected by this policy.

Maintenance Of Policy

The Information Technology Department is responsible for the formulation and maintenance of this policy.

Lab Rules & Regulation

Computer Lab Facilities

Computer Lab facilities provided for UCTS students and staff are intended solely for academic purposes only.

  1. Food and drink must not be brought into the labs.
  2. Users must keep the labs quiet and tidy when they are working in the labs.
  3. Users must use computer facilities only as instructed by lecturers and lab supervisors.
  4. Computers must not be used for anything other than coursework. Streaming and downloading movies are not allowed in the labs
  5. No one is allowed to use, or attempt to use any other users’ computer accounts.
  6. Users must not interfere with the normal operational controls in the system or try to alter the default system names or settings. Systems must be left running in the state in which they are found.
  7. Users must not attempt to overcome any system imposed controls or limits.
  8. Unauthorised programs of any sort must not to be installed and run onto any computers in the labs.
  9. Software or data on faculty computers should not be copied, altered or removed.
  10. Before leaving a workstation work should be saved and the computer logged It will be assumed that any machine found unattended has been finished with and it will be shut down or passed over to another user where people are waiting for access. No attempt will be made to save any current work.
  11. Computer peripherals such as mouse and keyboard shall not be removed from the computer labs.
  12. Users must push back his/her chair under the table before leaving the workstation.
  13. Users must provide proof of identity if requested by technician, and promptly comply with requests made individually or to a group.
  14. User is strictly advised to take care of their personal belonging all the time. The University is not responsible and liable to any loss of personal belonging in the computer labs.