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User Regulations

Dated 19 November.2015

To ensure consistently good conditions of use over a long period, the observance of certain basic rules for the use of computers, in particular in the computer pools, and other IT devices is absolutely necessary. By using the computers and other IT (information technology) devices you also accept these use regulations.

Section 1 — Use of IT devices

(1) IT devices are all electronic systems that process, store or export data and/or or information and/or serve to communicate it. For example, they are computers, server systems, storage systems or backup systems, but also telephones or the campus network. No commercial interests may be pursued with their use. The devices have in part been procured using earmarked subsidy funds and are provided at HNEE for use free of charge. Externally funded devices are an exception.

(2) The IT devices may only be used by members of the Eberswalde University for Sustainable Development (HNEE) for the purposes of studying, teaching and research as well as for other work duties. Use by other parties requires the approval of the university management, by the Deans of the respective faculties, the university library management or the management of the IT Service Centre (ITSZ). The user group for public IT devices (e.g., info terminals) is not restricted.

(3) Decisions on access to the campus network including WLAN access are taken exclusively by the IT Service Centre as the last instance according to technical aspects... Access (also temporarily) may be denied for good cause (e.g., to protect other computers and services against computer viruses).

Section 2 — Instructions on operation and use

(1) Notices, instructions on operation and use concerning the devices are to be observed. Devices and connections are to be treated with care. Damage that could impair the usability of a device is to be reported to the IT Service Centre. Items found on publicly accessible devices must be treated as confidential and must be handed in to the office or institution responsible for the device or to the closest faculty or university administrative department.

Section 3 — Logging on and password

(1) HNEE’s computers and some IT services generally require the user to log on. You may only log on with your personal log on name and password. The password must be kept secret and must not be given to others.

(2) The password must be a combination of letters (upper and lower case), figures and special characters. It must include at least 3 of these 4 categories. The password may not include the account name of the user or more than two characters that appear together in the full name of the user. The password must be at least 7 characters long. Passwords do not expire.

(3) ITSC employees can force an immediate password change in urgent security-relevant cases.

Section 4 — Account

(1) The account at HNEE includes log on name, password, data storage space and an email inbox. The account is set up and personally linked to members when they register or start employment, and will remain available up until de-registration or the termination of the employment relationship and for up to 180 days thereafter. The ITSZ can extend this period in justified cases.

(2) The password that we communicated to you when the account was set up is to be changed as quickly as possible and kept secret. It may never be given to other people or used in connection with your log on name on websites without the "hnee.de" suffix.

(3) The IT Service Centre stores all data necessary to identify the account owner and to operate the IT devices in its own data bank. Some of this data (name, email address, telephone, room) is used for the "Search people" function on our website. Please inform us, if you do not want your information to be published.

Section 5 — Eating and drinking

(1) Eating while at the computers is not permitted. Drinking is permitted, provided spilling the content can be excluded. Taking food or drink to the computer and placing or depositing items in the vicinity of the computers is only permitted in closed or stable containers. The mouse and the keyboard may only be touched with clean fingers. Dirt on desks and devices must be removed immediately by the party who caused it.

Section 6 — Complete ban on smoking

(1) Smoking and other naked flames, e.g., candles, is not permitted in the buildings and thus also the computer pools.

Section 7 — Software

(1) The installation of own software on HNEE’s computers is not permitted. Changing the software installation on computers is not permitted. Only software that is licensed and installed by the IT Service Centre may be used.

(2) In justified cases ITSZ employees are provided with a separate administration account for their own PC and they may install their own software on it, provided that the software was legally purchased and does not contravene the product use rights.

(3) Making copies of software installed on HNEE’s computers contravenes the copyright provisions and the licence agreements concluded by HNEE. The available software is subject to the prohibition of reproduction as per the German Copyright Act (Gesetz über Urheberrecht und verwandte Schutzrechte - UrhG). Parties infringing copyright are liable to pay damages under both copyright law and civil law. Infringements of copyright will also be punished under criminal law by imprisonment of up to one year or monetary fine.

(4) Copying third party software (subject to licence) using HNEE’s computers is not permitted. Making so-called pirate copies and subsequent distribution of such copies will result in the legal consequences stated in para.3.

Section 8 — Data

(1) Data accessible in the university Intranet can be used and copied for work directly related to the study programme and other work duties. Forwarding to third parties, use for other or commercial purposes is not permitted.

(2) It is incumbent on the university management or the university administration to specify exemptions (for example for projects funded by third parties or for the university’s marketing measures).

(3) If further reaching restrictions and terms and conditions of use exist, they will be binding. All products created, such as reports, maps or websites, must also bear details of the author, the university logo, the class or project.

(4) The following regulations and laws are to be observed by all members of the university:

  • German Federal Data Protection Act (Bundesdatenschutzgesetz - BDSG) and data protection act of the state of Brandenburg (Landesdatenschutzgesetz - LDSG)
  • Data espionage (Sec. 202a German Criminal Code [Strafgesetzbuch,StGB])
  • Data tampering (Sec. 303a StGB) and computer sabotage (Sec. 303b, StGB)
  • Computer fraud (Sec 263a StGB)
  • Dissemination of propaganda material of unconstitutional organisations (Sec. 86 StGB)
  • Libel and slander offences such as insult or intentional defamation (Sec. 185 et seqq. StGB)
  • Punishable copyright infringements, e.g. unlawful copying of software (Sec. 106 et seqq. German Copyright Act - [Gesetz über Urheberrecht und verwandte Schutzrechte -UrhG])
  • Confidentiality (Sec. 5 BDSG)

(5) The log data of the user’s activities that is generated on using HNEE’s IT devices and services are saved and temporarily stored only to the extent that is expedient for technical operations and trouble shooting. Passing the log data on to third parties is hereby excluded.

Section 9 — Use of the Internet

(1) At HNEE, the Internet is only to be used for the purpose of study, research and teaching as well as for other work duties. When loading software or other files, the respective licence terms and product use rights of the (software) manufacturer must always be observed. It is not permitted to use and circulate images from third-party websites for own publications or websites and it may result in large monetary fines, unless the originator agrees to it.

(2) It is not permitted to access pornographic or politically radical content on the Internet. The circulation of representations in visual, sound and written form that glorify violence or are pornographic, racist or inflammatory is not permitted. Express reference is made to the provisions of sections 130, 131 and 184 German Criminal Code [StGB]. The same applies in regard to content that may compromise the physical, mental and emotional well-being of children and young people.

(3) If there is a suspicion of danger arising from viruses, data espionage or other circumstances that concern the security of HNEE’s IT devices, a manager or the IT Service Centre is to be informed immediately.

Section 10 — Email Service

(1) Each account is generally connected to a personal email inbox, which has at least 2 email addresses (firstname.lastname@hnee.de and loginname@hnee.de). When using our email services, the full name of the sender is always transmitted.

(2) Communication with the university management and/or administration is carried out, whenever possible, per email and your HNEE email inbox. As their content is often relevant to your studies or work, you are obliged to regularly read your emails.

(3) The content is transferred in HNEE and the Internet without encryption, unless you ensure the encryption of the content yourself. Incoming emails are automatically scanned for specific key words or attributes and classified (spam filter). The spam filter is a self-learning system and where appropriate for technical reasons it stores email addresses and emails. Occasionally, emails are rejected upon receipt and the sender receives a message. Automatic deletion does not occur.

(4) When using your email inbox for external communication, you are acting as a member of HNEE and are therefore required to responsibly use the service in accordance with the university’s general principles. Emails with racist, discriminating or insulting content are not permitted.

(5) Work-related emails must include a signature at the end with the following information or contact details:

Eberswalde University for Sustainable Development

Faculty or department

City Campus or Forest Campus, building? Room?

· Address (Schicklerstraße 5 or Alfred-Möller-Str. 1)

· 16225 Eberswalde, Germany

· Telephone number

· Fax number (if applicable)

· Email address

· www.hnee.de (or specific website)

(6) The university management may decide to attach a fixed text to every outgoing email for marketing purposes.

(7) The email distribution lists provided by the IT Service Centre are in part automatically generated and therefore have no claim at any time to be complete or correct. Some email distribution lists are limited to a set group of users or only allow emails up to a specific size to be sent.

(8) The maximum size of incoming emails is limited to 10 MB.

Section 11 — Hard-disc memory

(1) The hard-disc memory provided on central servers or storage (P drive, interchangeable directories, cloud storage, course rooms on Emma+, email inbox) is generally or user-specifically limited. As a rule, the size of the hard-disc memory available can be adapted by the IT Service Centre. The personal quota may be increased by way of informal application in individual cases (final thesis etc.). Other memories that are not limited should be used sparingly.

(2) Old and supposedly unused data in the interchangeable directories may be removed by the administrators without notification, after the storage period identified in the file name has been exceeded.

Section 12 — Technical Problems

(1) The computers in the pools may not be removed or shifted. It may result in damage to the hard-discs, the connecting cables or even the network.

(2) In the case of technical problems with IT devices, the responsible party, the management or the IT Service Centre are to be contacted immediately (e.g., by email: itsz@hnee.de). Furthermore, in the event of smoke developing or the smell of burning the device is to be disconnected from the mains.

Section 13 — Turning the computers off

(1) The person who is the last to leave the computer pool is to ensure that all computers are switched off. The doors and windows of the rooms used are to be shut.

Section 14 — Chip card

(1) In rooms with chip-card access, make sure that the door is locked at all times. The chip card may not be passed on and may not be used by other persons. Furthermore, it is not permitted to grant access to other people who are unable to gain access to the computer pool on their own. Use of the chip card is documented electronically.

Section 15 — Backing up files

(1) Each person is themselves responsible for backing up important personal data. In particular, if data is saved on local hard-discs (e.g. C :), the IT Service Centre assumes no responsibility whatsoever for data backup. As far as is possible and reasonable, the IT Service Centre makes technical provisions to protect and backup data that is on central servers or storage systems. Nevertheless, the IT Service Centre is unable to guarantee one hundred percent protection of the data stored on the servers, insofar as the stage of work reached cannot be restored at any given time. If old backups have to be accessed, then loss of data may be possible. However, as a rule so-called snapshot backups of much of the data are made several times a day.

Section 16 — Other regulations

(1) The employees of the IT Service Centre are authorised to issue instructions to the users of the computer pools and to the users of the central technical systems and services managed by the IT Service Centre.

(2) Warnings may be issued verbally or by email. If the warnings are repeatedly ignored, then in the interests of HNEE the user may be barred temporarily or permanently from using the computer pools and/or the central technical systems and services or have his/her use restricted.

(3) In the event of serious violations of the User Regulations, the Dean of the respective faculty or the head of the respective structural unit will be informed. Repeat violation may result in de-registration of student users.

Section 17 — Entry into force

(1) These IT Service Centre User Regulations of the Eberswalde University for Sustainable Development come into force on the day after their publication in the official publication of the Eberswalde University for Sustainable Development.

These User Regulations are applicable from 19th November 2015.

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