Computing Policies

For Communications and Computing

This code provides a basis for making ethical decisions and applying ethical solutions to situations involving information production and use.

Purpose

IT resources are made available at the American University in Bulgaria (AUBG) as shared resources intended to support and facilitate the teaching, research, and administrative functions of the University. Students, faculty, staff, and authorized guests are encouraged to use these resources. Experimentation, exploration, and learning are promoted within common sense, legal constraints, and ethical norms. Students, faculty, and staff, as constituents of the academic community, should be free, individually and collectively, to express their views on this Code of Ethics.

Adherence to Laws

The AUBG IT resources are utilized in compliance with the relevant laws, University regulations, licenses, contracts, and ethical principles. Individuals are accountable for their own actions and all activity involving the accounts for which they have responsibility.

Non-discrimination

In providing and using IT resources AUBG respects fundamental human rights and the diversity of all cultures. IT resources are made available to all members of the AUBG community regardless of race, ethnic origin, gender, sexual orientation, religion, age or physical ability. The usage of IT resources is guided as well by this non-discrimination principle.

Intellectual Property

Utilization of AUBG IT resources requires protection of and respect for the integrity of the intellectual property.

Privacy and Confidentiality

Network and system administrators are expected to treat the contents of electronic files and network communications as private and confidential. Any inspection of electronic files, and any action based upon such inspection, will be governed by all applicable Bulgarian and US laws, and by the AUBG policies. Any user information to which network and system administrators may have access will be kept in strict confidentiality.

System Integrity and Integrity of Users

Network and system administrators as well as users will strive to ensure the integrity of the system they operate with. IT resources will be used with integrity and according to the ethical principles. Intellectual and Academic Freedom The same standards and principles of intellectual and academic freedom developed for the AUBG library are applied to electronic material received from the network. The same standards of intellectual and academic freedom developed for faculty and student publications in traditional media apply to publications in electronic media.

Professional Competence

Network and system administrators will continuously update and enhance their technical knowledge and management skills, and will share technical knowledge with the public to encourage understanding of computing, including the impacts of computer systems and their limitations. The users of IT resources are encouraged to enhance their understanding of computing to the best of their abilities.

Violations

Violations of this Code of Ethics for Computing and Communications at AUBG are handled through standard disciplinary processes as outlined in the Student Handbook and applicable faculty and staff handbooks. The Office of Communications and Computing may take immediate action to protect information security, system integrity, and operational continuity, pending disciplinary decisions and review of OCC actions by the appropriate disciplinary authority.

The American University in Bulgaria is committed to providing a robust information technology (IT) environment. Use of IT resources by students, faculty, and staff is encouraged for educational, research, and administrative purposes pertaining to the AUBG Mission.

For simplicity the collection of AUBG resources will be referred to in this policy as IT resources, which shall include, but are not limited to, individually issued computers, information technology systems, Internet access, data network, and user accounts with or without electronic mail (E-mail).

This Policy on Computing and Data Communications (the "Policy") of The American University in Bulgaria clarifies the applicability of law and of other AUBG policies to computer use by faculty, staff and students. It also defines policies and procedures where existing policies do not specifically address issues particular to the use of IT resources.

Understanding that for AUBG to maintain an environment of open access to IT resources is important, those who use these facilities must comply with the written policies covering their use as well as the "spirit and intent" of those policies.

1. Privacy, Security, Confidentiality

1.1. All users are advised that AUBG IT resources are property of AUBG, and data, files, and materials, including E-mail, stored on or transmitted through the AUBG computing systems may be accessed by AUBG as reasonably necessary to protect AUBG’s interests, ensure appropriate use, and prevent violation of law. In doing so, AUBG reserves the right to obtain, copy and examine AUBG-owned equipment.

1.2. In the absence of an employee, and upon authorization of the department head, OCC may locate and copy specific messages that are associated with the employee’s job responsibilities and are needed for the work in the office.

1.3 If a concern or complaint emerges related to improper use of University IT infrastructure, a designated administrator (such as OCC personnel) has the right to review the contents of a computer memory and storage, trace information, backups, file server accounts, or any central multi-user computer account contents, to determine extent of involvement. Circumstances under which such action may be necessary include but are not limited to:

1.3.1. When required by and consistent with law; 1.3.2. When there is reason to believe that violations of law or of this Policy or any other AUBG policies have occurred; 1.3.3. When failure to act may result in significant bodily harm, significant property loss or damage, loss of significant evidence of one or more violations of law or of AUBG policies, or significant liability to AUBG or to members of the AUBG community; 1.3.4. Under time-dependent, critical operational circumstances where failure to act could seriously hamper the ability of AUBG's IT services to continue functioning; 1.3.5. When computer services have malfunctioned.

1.4. Court order or law enforcement investigation may require the examination and release of any document, including electronic files such as e-mail. When a person affiliated in any way with the University is involved, the Office of Communications and Computing (OCC) will act only under the specific instructions of the Provost to ensure that individual rights, including rights to privacy and due process, are maintained.

1.5 Exclusive of the cases under 1.1, 1.2, 1.3 and 1.4 above, each account and the mail and contents associated with it shall be accessed only by the designated owner or at his/her explicit permission. Maintenance of e-mail privacy is controlled, at least to a great extent, by permitted access to the machine and that is the responsibility of the individual.

1.6 Network and system administrators are expected to treat the contents of electronic files and network communications as private and confidential. No person outside OCC may review the entire contents of an account's system mailbox without authorization of the Provost. OCC administers the campus electronic mail system in a manner consistent with the system's importance for campus communication and the need for privacy of e-mail messages. In the process of administering the electronic mail system, certain members of the OCC staff will, of necessity, have access to the contents of certain e-mail messages. The OCC staff members will exercise their ability to access the contents of e-mail under the strict limitations of the system administration requirements (a need to know basis). Furthermore, information about the contents of e-mail obtained by members of the staff as they administer the e-mail system must not be communicated to other members of the OCC staff unless required to administer and support the system, and never be communicated to anyone outside OCC without the approval of the Provost.

1.7 Some information about personal mail use is not confidential because of the way computer systems operate. Depending on how a person uses e-mail, the following information can be seen by other people:

1.7.1. the fact that a person is running a mail application 1.7.2. the account to which mail is being addressed 1.7.3. the size of the account's mailbox (mail waiting to be read) 1.7.4.the date and time when mail was last read

1.8 Confidentiality of electronic mail and user data cannot be guaranteed. Confidentiality may be compromised by:

1.8.1. Applicability of law or policy, including this Policy; 1.8.2. Unintended redistribution of e-mail; 1.8.3.Transmission of unencrypted data across public network connections; or 1.8.4. Inadequacy of current technologies to protect against unauthorized access.

2. Electronic Mail

2.1 The electronic mail system operates in a best effort manner to deliver messages as specified by the sender, protecting the privacy of the contents. Although highly reliable and secure, delivery to local e-mail addresses is not guaranteed, there can be no assurance that the person holding the recipient account actually examines a particular message, and confidentiality cannot be absolutely guaranteed.

2.2 The account holder is expected to maintain strict confidentiality of the mail password (how) and not share account or password information.

2.3. The account holder is expected to manage all mail delivered to that account. This includes but is not limited to disposing of mail in the account's mailbox through deleting or transferring messages to a personal computer's storage, and controlling the automatic delivery of messages from such services as mailing lists.

2.4. Electronic mail is private and owned by the sender and each recipient account holder. The use of each account is the personal responsibility of the account holder. The contents of electronic mail will not be monitored, altered, or otherwise examined except with specific authorization and direction by the Provost or as part of the required system administration as described below.

2.5 Certain circumstances may require that OCC take extraordinary action in administering the e-mail system. This might be caused by such events as system malfunction or malicious actions by an individual. OCC must take steps to: - protect the privacy of mail, - protect the functionality of the electronic mail system, - protect account holders from disruption of their use of the electronic mail system.

2.6 A large volume of unread mail being received by an account can cause network and mail performance problems, in addition to storage problems, with no benefit to anyone. In cases where, over a period of a week or longer, an account has received a large volume of mail and the account holder is not moving it out of the mailbox, OCC will implement stages of response to protect the performance of the e-mail system, and help the account holder gain control over the amount of mail being received.

2.7 Backup copies of e-mail could be retrieved even after discarding of the electronic mail personal record. The backup process results in the copying of data onto storage media that may be retained for periods of time and in locations unknown to the originator or recipient of electronic mail. The practice and frequency of backups and the retention of backup copies of e-mail vary from system to system.

2.8 AUBG does not maintain central or distributed electronic mail archives. Electronic mail back-up is aimed at assuring system integrity and reliability and preventing potential loss of data, and does not provide for future retrieval.

2.9 AUBG’s policies on electronic resources do not apply outside AUBG’s local network. AUBG does not have direct influence on handling e-mail anywhere outside the local network. Be aware of the possibility that, outside AUBG’s local network, email may be treated by others as subject to examination.

3. World Wide Web

3.1 The World Wide Web (WWW) is regarded as a resource with great potential to educate, which is diverse and complex.

3.2 AUBG's WWW Servers may not be used in any manner prohibited by law or disallowed by licenses, contracts, or University regulations.

3.3 Those creating web pages are accountable for the information they "publish" and should be aware of University policies regarding confidential information, harassment, use of University computers, and intellectual property.

3.4 Purposes for which web pages shall not be used are indicated under improper use.

3.5 In cases of improper use, violation of these guidelines or related regulations or laws, a page may be removed from network access while the matter is referred to the appropriate University authority. Violators will be subject to University rules and regulations. Anyone who is uncertain whether a particular use is proper should consult with AUBG web administrator.

3.6 AUBG disclaims all responsibility that may emerge on campus regarding servers other than the AUBG’s WWW Servers. No such server may use AUBG's name, logo, or other symbols identified with the University, nor to speak for the University or any of its units, nor imply an association with or sponsorship by the University.

4. Intellectual Property

AUBG’s IT services shall not be used to transfer or distribute copyrighted materials without prior authorization.

Copyright exists оn any original work which exists or is fixed in any tangible medium of expression. Images displayable on computer screens, computer software, music, books, magazines, scientific and other journals, photographs, and articles are some of the things subject to copyright. A copyright notice is not required.

It is a violation of copyright law to copy, distribute, display, exhibit, or perform copyrighted works without authority of the owner of the copyright.

For its users, the University provides many programs and data which have been obtained under contracts or licenses stating that they may not be copied, cross-assembled, or reverse-compiled. You are responsible for determining whether or not programs or data are restricted in this manner before copying, cross-assembling, or reverse-compiling them in whole or in any part. If it is unclear whether or not you have permission to do so, assume that you do not have permission to do so.

The same standards and principles of intellectual and academic freedom developed for the AUBG library are applied to electronic material received from the network. The same standards of intellectual and academic freedom developed for faculty and student publication in traditional media apply to publication in electronic media. These electronic materials and publishing media include electronic mail, mailing lists (Listserv), Usenet News, and World Wide Web pages, for example.

Thousands of copyrighted materials including songs, videos, and programs are available on Internet. Putting such products on sites or downloading them using peer to peer, torrent, communication or messenger programs, or other technologies, is not allowed. Persons who put copyrighted material on sites and those who download it expose themselves to civil, and possibly criminal, consequences. Should state or individual copyright owners take action against persons who are alleged copyright infringers, the University will not provide such person a legal defense or an indemnity against the award of damages.

5. Improper Use

5.1 AUBG IT facilities may not be used in any manner prohibited by law or disallowed by licenses, contracts, or University regulations.

5.2 Individuals are accountable for their own actions and all activity involving the accounts for which they have responsibility. AUBG policies and the US and Bulgarian law make certain kinds of activities involving information technology either abuse or civil or criminal offenses. Students, faculty, and staff should be aware that criminal prosecution may occur if the law is violated.

5.3 Improper use includes but is not limited to: World Wide Web

5.3.1. Use of copyrighted images, text, or software without permission or in violation of the copyright laws. 5.3.2. Use of web pages to provide obscene, offensive, or threatening materials. 5.3.3. Use of web pages for private financial gain or compensation not relevant to the mission of the University or otherwise in violation of the AUBG’s ethics policy. 5.3.4. Use of web pages to intimidate or single out individuals or groups, for degradation or harassment in violation of law and other University policies. 5.3.5. Use of web pages to provide materials whose nature or volume compromise the ability of the server to serve other users' documents. 5.3.6. Use of web pages to engage in any illegal activity. 5.3.7. Mirroring websites

E-MAIL 5.3.8. Sending messages or other material intended to harass, such as, but not limited to, e-mail with threatening, obscene, defamatory, slanderous, intimidating, alarming, hostile, annoying, offensive, or indecent content ; 5.3.9. Sending forged or fraudulent e-mail messages, or sending e-mail under someone else's address (e.g., hoax messages, even if intended as a joke) or using e-mail for pranks; 5.3.10. Sending unsolicited advertisements, e-mail, junk mail, spam, excessive e-mail, or propagating chain letters; 5.3.11. E-mail bombing; knowingly or recklessly distributing unwanted mail or other unwanted messages (spamming, misuse of mailing lists); other behavior that may cause excessive network traffic or computing load (letter bombs, chain letters, virus hoaxes, unauthorized broadcast messages); 5.3.12. Creating, altering, or deleting the attribution of origin (e.g., "From" in e-mail, IP address in headers). 5.3.13 Reading another’s e-mail without authorization MISCELLANEOUS 5.3.14. Unauthorized use: use of IT resources without permission, breaking into a system and/or accessing data files and programs without authorization; obtaining, possessing, using, or attempting to use someone else's account or password without notification or permission; accessing, or attempting to access, another user's data, information or network communications without proper authorization. 5.3.15. Disclosing password: informing anyone of the password to your personal, non-transferable account; [Never tell anyone your password! If you do so, you are in violation of this code. If someone else uses your account, they are in violation of this code.] 5.3.16. Interference with any computer system, its security or integrity; unwarranted or unsolicited interference with others' use of any system, including consumption of amounts of resources gratuitously larger than entitled to, such as storage space on shared systems, processor time, network capacity; flooding chat channels or news groups, etc.; monopolizing computing resources for leisure activities such as game playing and other trivial applications locally or over an affiliated network; printing excessive copies of documents, files, images or data; any activity causing disruption in service to other users or causing, directly or indirectly, excessive strain on any computing facilities; deliberately causing failure of a system resource (overwhelming mail, deliberately crashing a computer system, corrupting a disk drive on a shared computer, etc.); running grossly inefficient programs when efficient alternatives are known to be available. 5.3.17. Cracking: use of any University resource as a staging ground to crack (break into) any other system without permission; 5.3.18. Theft, including the illegal duplication of copyrighted material, or the propagation, use, or possession of illegally copied software or data; 5.3.19. Damaging files, networks, software, or equipment, or altering or destroying data, files, or programs ; 5.3.20. Misrepresenting one's identity (forgery), plagiarism, and violations of copyright, patent, and trade secrets; 5.3.21. Malicious software: Possessing software solely intended to compromise system security or performance; deliberate creation, distribution, or use of any software (viruses, worms, letter bombs, etc.) designed to maliciously destroy data and/or disrupt services. 5.3.22. Exploiting security gaps: in some cases, there may be security loopholes through which people can gain access to a network, system or to data on that system. If a user accidentally permits access to his or her files through the network, access to those files is not allowed without explicit authorization. 5.3.23. Hindering supervisory or accounting functions of the systems. 5.3.24. Tapping phone or network lines: running a network "sniffer" program to examine or collect data from the network is considered tapping a network and is forbidden. 5.3.25. Monopolizing computing resources or computer access; sensitivity is expected to special needs for software and services available in only one location - cede place to those whose work requires the special items. 5.3.26. Accessing, viewing, or downloading sexually explicit material, unless there is a legitimate scholarly need, in which case disclosure of the need and the type of material to be accessed shall first be made to and the legitimate need acknowledged by the user's immediate AUBG’s superior, either a Department Head, Dean, or the Provost, as the case may be. 5.3.27. Political use: use of computer in a way that suggests AUBG’s endorsement of any political candidate or ballot initiative is prohibited. Users must refrain from using computer resources for the purpose of lobbying that connotes AUBG involvement, except for authorized lobbying through or in consultation with AUBG President Office. 5.3.28. Commercial use: use of University IT resources, such as, but not limited to, e-mail, newsgroups, or the World Wide Web in order to advertise or solicit sales is strictly prohibited. AUBG is a non-profit, tax-exempt organization and, as such, is subject to specific laws regarding sources of income, political activities, use of property, and similar matters. Any commercial use of the University's systems (through an office, labs, residence halls, or dial-up network connection, or stored on an e-mail account) resulting in a private financial gain not relevant to the Mission of the University is a violation of this policy. Examples of such use include making commercial contracts and providing services for pay, such as preparation of papers. In instances where some private financial gain is expected other than compensation by AUBG, permission must be granted in advance by the Provost. Prohibited commercial use does not include communications and exchange of data that furthers the institution’s educational, administrative, research, and other roles, regardless of whether it has an incidental financial or other benefit to an external organization. 5.3.29. Misrepresentation: the users shall not give the impression that they are representing, giving opinions, or otherwise making statements on behalf of the AUBG or any division of the institution unless appropriately authorized (explicitly or implicitly) to do so. Where appropriate, an explicit disclaimer shall be included unless it is clear from the context that the author is not representing the institution. 5.3.30. Disguised use: users must not conceal their identity when using E-mail or other IT resources. Users are also prohibited from masquerading as or impersonating others or otherwise using a false identity. These actions are also known as spoofing, which is prohibited. 5.3.31. Tampering with the operation of any server or network resource is prohibited. Any such activity constitutes a threat to the normal operation of that resource and can potentially effect thousands of users. Any attempt will be regarded as malicious in intent and will be pursued in that perspective. 5.3.32 Harassment: AUBG IT resources may not be used to harass, discriminate, or threaten. Any unwanted, repeated communication may constitute harassment. This category includes harassment or discrimination on the basis of race, ethnic origin, gender, sexual orientation, religion, age or physical ability, distribution of offensive or sexually explicit material in the workplace or repeated unwelcome contacts with another person. Any communication with the direct intention of harassing, threatening, implying or otherwise causing harm to individuals, or classes of individuals is a violation of the Policy. If you receive any harassing messages electronically, consider notifying the sender. The sender may not realize that their communication is unwanted or offensive unless told so. If the sender continues after being notified, take further steps such as contacting OCC or, if the situation is serious, calling University security. Be sure to save copies of all harassing material. 5.3.33. Using IT resources for defamatory purposes, or to libel, or to reproduce material that is defamatory. 5.3.34. Creating a hostile work or educational environment. 5.3.35. Bypassing security mechanisms to circumvent data protection schemes. 5.3.36. Attempt to modify hardware or software, except when software is to be user customized. 5.3.37. Attempt to subvert security restrictions 5.3.38. Accessing systems files 5.3.39. Connecting unauthorized computing devices to campus network 5.3.40. Decrypting secure data 5.3.41. Internet redirecting

6. Personal Use

6.1. AUBG’s IT resources are provided to promote and benefit the mission of AUBG. In general, AUBG IT resources shall be used only to support the research, education, administrative, and other functions of the institution. Incidental personal use is permitted, as long as such use does not consume regular work hours, does not unduly burden AUBG IT resources, and is otherwise in conformity with this policy.

6.2. AUBG’s IT resources may be used for incidental personal purposes provided that, in addition to the foregoing constraints and conditions, such use does not:

6.2.1. Directly or indirectly interfere with the AUBG operation of computing facilities or computer systems; 6.2.2. Burden the AUBG with noticeable incremental cost; or 6.2.3. Interfere with the computer user's employment or other obligations to the AUBG.

6.3. Computer records arising from such personal use are subject to the presumption of AUBG’s ownership, regarding personal and other computer records. Computer users should assess the implications of this presumption in their decision to use AUBG computer resources for personal purposes. 7. Policy Violations

7.1. Those who use AUBG IT systems are expected to do so responsibly, to comply with the laws and regulations, with this and other policies and procedures of AUBG, and with normal standards of professional and personal courtesy and conduct.

7.2. Access to AUBG IT resources, is a privilege that may be wholly or partially restricted by the institution without prior notice and without the consent of the user when required by and consistent with law, when there is substantiated reason to believe that violations of policy or law have taken place, or, in exceptional cases, when required to meet time-dependent, critical operational needs. When OCC has reason to believe a user has violated the policy, it may suspend the user's account pending the outcome of an inquiry into the matter.

7.3. Certain violations may constitute criminal activity that may be referred to law enforcement authorities. Members of the University community are expected to respect any applicable law. Should further action be applicable, as in cases that violate the applicable laws, the appropriate authorities may be notified.

7.4. If OCC believes a violation warrants additional disciplinary action, the infraction may be referred to the Provost. Violations of this Policy at AUBG are handled through standard disciplinary processes as outlined in the policies, Student Handbook, and applicable faculty and staff handbooks. The Office of Communications and Computing may take immediate action to protect information security, system integrity, and operational continuity, pending disciplinary decisions or review of OCC actions by the appropriate authority.

7.5. All users of IT resources are strongly encouraged to report violations of IT security when noticed.

8. Conclusion

AUBG recognizes that our clients are extremely diverse in their needs and requirements. Providing this large range of services for research and instruction necessarily entails providing a relatively unrestricted and flexible systems' and network's organization. To this end, we depend on and request that our users practice considerate and responsible computing and adhere to common sense standards. When problems arise, they will be dealt with to ensure the unimpaired operation of our systems and network, but we request that all users are considerate and prudent in their use of the resources. The shared systems are an extremely important and ever changing resource for the AUBG community. Every member of the community is responsible for staying informed about the policies and procedures updates.

Computer privileges granted by the Office of Communications and Computing shall be subject to the University Policies on Computing and Data Communications and the following usage guidelines. Failure to comply will subject the violator to disciplinary or legal action by the American University in Bulgaria (AUBG). In addition, the University may require restitution for any use of service that is in violation of these guidelines and the University Policies.

The penalty system includes the following:

fines of 25, 50, or 100 USD (paid to the Business Office);
temporary restriction of network account/privileges;
revocation of user’s privileges;
dismissal from the University.

Every next violation done by the same person will be automatically punished with a higher penalty. At the discretion of the OCC Director, any violation may be brought to the attention of the Conduct Council, or reported to the Provost, or both.

The user imposed a fine will be given deadline to pay it. If the fine is not paid by the deadline, this user’s account will be blocked. In cases of fines, affected students can appeal before the Director of Communications and Computing. The next level is the Provost.

The following rules are designed to assist in the equitable sharing of AUBG computer labs. Failure to observe these regulations can result in disciplinary action by the appropriate body.

The penalty system includes the following: fines of 25, 50, or 100 USD (paid to the Business Office); temporary restriction of network account/privileges; revocation of user’s privileges; dismissal from the University. Every next violation done by the same person will be automatically punished with a higher penalty. At the discretion of the OCC Director, any violation may be brought to the attention of the Conduct Council, or reported to the Provost, or both.

The user will be given deadline to pay the fine. If the fine is not paid by the deadline, this user’s account will be blocked. In cases of fines, affected students can appeal to the Director of Communications and Computing. The next level is the Provost.

Procedures for use of video cameras, digital cameras, and associated equipment.

Students are not allowed to use Static IP's, if they are using the AUBG University's Network, the computer must be accurately configured for DHCP. Accurate configurations can be found online at DHCP configuration. In addition, students will only be allowed the use of one IP address.

Users with personal computers on the AUBG network are expected to take precautions to ensure the security of their systems and the network. Students may be held responsible for security breaches on their systems, even if they do not personally commit them.

Penalty System

In cases of violation of the computing rules for the Residence Halls, the penalty system includes fines of $ 25, $50, or $100 at the discretion of the OCC director, and report to the Provost. Violation of Rules 1 to 4 will be considered very serious and in addition to financial sanction physical disconnecting for one week of the student owned computer will be performed. Every next violation done by the same person will be automatically punished with a higher penalty. At the discretion of the OCC Director, any violation may be brought to the attention of the Conduct Council, or reported to the Provost, or both.

Improper Use

The following policy shall act as a guideline for assigning, operating and discontinuing websites of AUBG Student Organizations on the AUBG-owned web servers.

1. Introduction

1.1. The website www.aubg.edu is the official AUBG website. In addition to this website, AUBG provides web space and web services under addresses of the form: /aubg.edu and /aubg.bg and all their subdivisions, to various entities within the AUBG community. These entities include students, faculty, student organizations, academic projects and courses, and AUBG departments. For the purposes of this policy all the websites having “aubg.bg” in their name, apart from the official AUBG website will be designated as non-official websites supported by AUBG. The content of these websites is the property of their owners, but has to be compatible with the Mission of AUBG.

1.2. The website of an AUBG Student Organization is any website that is a non-official website supported by AUBG. This website represents the interests of an AUBG Student Organization of any kind and is developed and maintained by that organization or in the name of it. Such a website will be referred to as an “SO website” in the following document.

2. General Principles

2.1. This document shall regulate the usage, assignment and dismissal of ASO websites, as they are defined in section I.

2.2. This document complies with the “AUBG Computing Policies Manual,” in case of disagreement between them, the latter shall take precedence.

2.3. Any AUBG Student Organization is part of the AUBG community and thus is eligible to receive space on the AUBG web server for an SO website.

2.4. Assignments of SO websites are made based on the availability of technical resources and the fulfillment of the requirements specified in section III (Assignment of SO websites) of this document.

2.5. Assignment of SO website names is made on a first come – first served basis with AUBG reserving the right of denying certain names based on its interests.

3. Assignment of SO websites

An SO website can and should be obtained from the AUBG OCC by meeting the following requirements:

3.1. The written request comes from a student organization recognized by the AUBG Student Government.

3.2. The advisor of the student organization will act as an advisor for the content published on the SO website, unless a different advisor is chosen for this purpose.

3.3. The AUBG University Relations Office has to approve the establishment of the SO website and its name, based on the compliance of the content to be published with the AUBG mission and the rules of the “AUBG Computing Policies Manual,” especially concerning explicit, copyrighted or illegal content.

3.4. ASO websites and names are assigned for the entire lifetime of the student organization.

3.5. A request form has to be submitted to the OCC Web Administrator, detailing the SO website properties, content and resources needed, as the names of the responsible student organization members, namely the website administrator and the president of the organization. This form has to be signed by the advisor of the student organization, who has to be instructed in his/her duties, and the AUBG PR for compliance with this policy, and the Student Government for recognition.

3.6. Not meeting one of these requirements constitutes ground for not assigning an SO website.

4. Operation requirements for a SO website

4.1. Not meeting one of the operation requirements that follow will trigger the SO website discontinuation process as described in paragraph 5.1.

4.2. The website content shall reflect the description upon which the SO website was assigned initially. Any change of content or purpose of the website has to be reapproved following the same process as described in section 3.

4.3. The website shall display a banner on the front page proclaiming that the content of the website is a student undertaking, and, as such, is not the official policy, view or belief of AUBG. The banner should be clearly distinguishable. This banner may be common for all SO websites, implemented by the AUBG web administrator as a standard footer for all SO websites.

4.4. In the special case of ASO websites which are student news services, (e.g. newspaper websites) the banner described in paragraph IV.b should be displayed additionally on every page containing articles or opinions. This is to compensate the fact that, in spirit of good journalism that is taught in AUBG, and while these ASO websites are an exercise of that, some articles may not correspond entirely to the AUBG official position.

4.5. ASO Web pages may not contain advertising for, or link to, commercial sites without advance written approval by the OCC and PR office. Approval will be considered only if

4.5.1 the purpose of the advertising or link is consistent with the University mission,
4.5.2. the advertising or link is essential to the purpose of the site, and
4.5.3. the advertising or link does not imply University endorsement of the product or service.

4.6. Every web developer of the SO website must document the site and prepare a help file or manual for website updates and support.

5. Discontinuation of an ASO website

5.1. Upon receipt of a notification for discontinuation, the AUBG Web Administrator will block public access to the website, notifying the Student Organization. He will allow 24 hours from the time the notification was sent for the problem to be corrected. If the problem is corrected, the discontinuation procedure will be halted and the website reinstated. If the time of 24 hours expired and the problem is not corrected the website may be discontinued permanently.

5.2. Violation of the Code of Ethics will trigger the discontinuation procedure for the ASO website, as described in paragraph 5.1.

5.3. Technical emergency (for example, the web application running behind the ASO website may consume excessive resources, or pose a security threat) will trigger the discontinuation process. The timeframe of 24 hours allowing for the problem to be corrected before discontinuation may be extended as needed to correct the problem in this case. After the problem is corrected, the site may be reinstated without repeating the SO application/assignment procedure.

5.4. Breaking any of the rules indicated in sections 3 and 4 constitutes grounds for SO website discontinuation.

5.5. When the student(s) who is the webmaster of the SO website graduate, the SO President must fill out another application form with the new webmaster of the SO site. If the site does not have a webmaster, it will be discontinued.

5.6. When the Student Government withdraws the recognition to the student organization responsible for the SO website, the website may be discontinued. The OCC may request and receive a complete list of recognized student organizations from the Student Government and discontinue old SO websites accordingly, should it consider it necessary.

5.7. When the student organization loses the advisor without replacing it within an amount of time of 2 weeks, the SO website may be discontinued.

6. The SO Website Services

The following services are to be made available to the student organization upon assignment of an ASO website:

6.1. Space on the web server to store the necessary files, with a maximum size limit to be established based on the resources available.

6.2. A database with a limited size to be established based on available resources.

6.3. Privileges to execute a web application / server-side scripts within the website

6.4. Any other services upon availability, if the SO website owner can justify their need.

7. Appeal Policy

Any decision to reject the assignment of a SO website, or to discontinue a SO website may be appealed by the Student Organization if it considers that it has been wrongfully taken. In this sense the following procedure is available:

1. A written complaint has to be submitted to the Chief Academic Officer (CAO).

2. The CAO will act as a mediator of the conflict, if this policy or the “AUBG Computing Policies Manual” does not provide a clause to resolve the conflict. The CAO may appoint a different mediator, except any person that is directly a part in the conflict.

3. After the mediator has considered the arguments of all the parties involved, the decision of the mediator can be appealed at the President of AUBG, if an agreement is not reached. The president will issue the final decision in this case.

4. During the time while the appeal is in process, the discontinuation procedure is frozen with public access to the respective website blocked.

8. Implementation

8.1. The OCC is responsible for keeping an updated list of SO websites, and keeping the approved applications for SO websites on file.

8.2. The AUBG Web Administrator is responsible for creating the SO websites and allowing access to the specific services upon receipt of a complete application form from the Student organization representative.

8.3. After approval the application and creation of the SO website, the Student Organization may receive a copy of the application for their own filing purposes.

ANDREY DELCHEV AUDITORIUM AND MAIN BUILDING RED ROOM

These AUBG facilities are equipped with state-of-the-art audio/video and computer technology. The equipment is sophisticated, complex, flexible, multifunctional and very expensive. In order to keep these facilities functional, the subsequent procedure should be followed:

1. Reservation of the facility. The AUBG room reservation system is part of the AUBG mail system and can be seen in MS Outlook -> Public folders-> Room Schedule. Any room can be reserved by sending an e-mail to [email protected] with the request for the exact date and time of usage. Reservations can be made no earlier than 4 weeks prior to the event. Individuals and groups should show courtesy to others and not reserve rooms for every week at the same time just “in case” they will need it.

2. Confirmation of reservation. The room is reserved only after receiving confirmation from the facilities manager and your reservation can be seen immediately on-line in the Room Schedule folder.

3. Priority for a reservation:

First priority will be given to AUBG-sponsored academic activities such as University sponsored guest lectures and presentations that are part of the course requirements. Those making reservations should take into consideration the size of the group expected to attend and for recurring activities such as a film series required for a small group consider using a classroom. If there is no need for high-definition projection, other facilities should be used to prevent unnecessary deterioration of the expensive equipment. The faculty member making the reservation is responsible for the equipment.

Second priority will be given to student activities such as the All-Student Assembly, extra-curricular activities (e.g. club presentations, debates), and activities requiring video equipment. Typically reservations will be handled on a “first come, first served” basis and the faculty or staff member reserving the room must be in attendance and trained to use the equipment. As a courtesy to others, the need for specialized equipment and the expected size of the audience should be taken into consideration. Alternative spaces that may be appropriate are the Multi-Purpose Room or the Red Room.

From time to time an important University event, a last-minute speaker opportunity, or an external client may require rescheduling a room. In that case, it is the responsibility of those planning the events to help find alternative space.

4. The special equipment installed in the Andrey Delchev Auditorium and MB Red Room requires previous training and individuals will not be able to schedule the room unless they are trained. Training sessions are organized by OCC as follow:

- New faculty – each semester during orientation.
- Staff – each semester before orientation or upon request
- Students – each semester upon request or 2-3 times per semester.

NOTE: Emergency training sessions before the scheduled event will not be held

5. OCC will maintain a list of people who have successfully completed the training. A small group of work-study students may be available to provide technical support after 5 p.m. Only trained people can use the installed equipment. The lists of eligible users and keys will be available:

- Andrey Delchev Auditorium – guard on duty
- MB Red Room – Facilities office

6. Troubleshooting of potential problems with the equipment:

- during normal work time (8am – 5pm) – OCC, ext. 333
- after work time – by the trained person or by special arrangement with an OCC staff member or one of the designated work study students.

NOTE: Please test the equipment well in advance of the scheduled event.

7. Keys issue and return:

- Andrey Delchev Auditorium – Guard on duty
- MB Red Room – normal work time – Facilities office; after hours – MB guard on duty.

8. User responsibilities. The customer who reserves the room is responsible for strictly following the instructions and manuals. By reserving the facility, the customer agrees to be responsible for any missing or damaged equipment and will cover all expenses for repairs. The room will be checked by either OCC or Facilities when the key is returned and before someone else uses the room.

9. NO FOOD OR DRINK are allowed in the Andrey Delchev Auditorium other than water for the speaker.

Updated: December 2009

Faculty Accounts Creating Procedure

Download Faculty Account Request Form Template

1. When the Office of the Provost (OP) is preparing a contract offer for a new professor, the OP sends to the Office of Communications and Computing /OCC/ two copies of the account opening request form for this professor containing all the necessary information for opening an account, signed by the OP employee who has prepared the request, and indicating the date when the request form is submitted to OCC.

2. OCC prepares a named application form and a sealed envelope containing username and password for the new professor. OCC returns to the OP the named application form and the request form. The latter should be signed by both the OCC employee who has created the account and the OCC employee who has verified it, and should include indication of the date when the account was created and verified. OP Officer who has received the named application form signs and dates the request form.

3. OP can transfer the named application form to the new professor in one of the following ways:

3.1. If the new professor signs the contract offer at the University, the named application form shall be made available for signature together with the contract, and then returned to OCC. After signing the named application form, the professor goes to OCC with an identity document with photo to receive the sealed envelope with the username and password.
3.2. If the new professor has to sign the contract from a distance, the named application form is sent to him/her together with the contract in ways that OP deems appropriate. When the professor returns the named application form signed and with completed attributes for remote delivery of username and password, OP transfers it to OCC. OCC must send to the applicant’s mailing address the sealed envelope with username and password using postal service with return receipt. The actual opening of a computing account for a new professor cannot take place earlier than two months before the beginning of the semester. After receiving the acknowledgment of the delivery, OCC keeps it together with the named application form of that professor.

4. OCC keeps the application forms signed by the user.

Faculty Accounts Closing Procedure

Download Faculty Account Delete Form Template

1. The Office of the Provost (OP) sends to OCC two copies of the closing request form, containing all the information necessary for closing the accounts, signed by the OP employee who has prepared the request, and dated when the request form is submitted to OCC.

2. The Faculty account is set to expire three months after the contract expiration date indicated in the closing request form. The OCC employee who has set the account expiration date sings and dates the closing request form. The OCC employee who has deleted the account sings and dates the closing request form.

Note: Created and unclaimed accounts are eliminated according to the procedure for closing accounts, after the Office of the Provost includes those users in the closing request form. The sealed envelopes containing username and password are shredded by OCC employee who has created these accounts.

Staff Accounts Creating Procedure Download Staff Account Request Form Template

1. Human Resources Office /HR/ sends to Office of Communications and Computing /OCC/ two copies of the account opening request form, containing all the necessary information for opening the accounts, signed by the HR employee who has prepared the request and dated when the request form is submitted to OCC

2. OCC prepares a named application form and a sealed envelope containing username and password for each applicant. OCC returns to the HR the named application forms and the account opening request form. The latter should be signed by both the OCC employee who has created the accounts and the OCC employee who has verified it, and should include indication of the date when the account was created and verified. HR Officer who has received the named application forms signs and dates the request form.

3. HR can transfer named application forms to applicant in one of the following ways:

3.1. If the applicant signs the contract offer at the University, the named application form shall be made available for signature together with the contract. After signing the named application form the applicant goes to OCC with an identity document with photo to receive the sealed envelope with the username and password.
3.2. If the applicant has to sign the contract from a distance, the named application form, is sent to him together with the contract in ways that HR deems appropriate. When the applicant returns the named application form signed and with completed attributes for remote delivery of username and password, HR transfer it to OCC. OCC must sent to the applicant’s mailing address the sealed envelope with username and password using postal service with return receipt. The actual opening of a computing account for a new applicant cannot take place earlier than two months before the beginning of the contract. After returning the acknowledgment of the delivery, OCC keeps it together with the named application form of that user.

4. OCC keeps the application forms signed by the users

Staff Accounts Closing Procedure

Download Staff Closing Account Form Template

1. Human Resources Office /HR/ sends to Office of Communications and Computing /OCC/ two copies of the closing request form, containing all the information necessary for closing the accounts, signed by the HR employee who has prepared the request and dated when the request form is submitted to OCC

2. The Staff account is locked as soon as an OCC employee has received the closing request form, and the account is deleted one month after the contract termination date. The OCC employee who has locked the account sings and dates the closing request form. The OCC employee who has deleted the account sings and dates the closing request form.

Note: Created and unclaimed accounts are eliminated according the procedure for closing accounts after HR include those users in the closing request form. The Sealed envelopes containing username and password are shredded by OCC employee who has created these accounts.

ELI Civil Contract Staff Accounts Creating Procedure

Download ELI Civil Contract Staff Account Request Form Templatel

1. English Language Institute /ELI/ sends to Office of Communications and Computing /OCC/ two copies of the account opening request form, containing all the necessary information for opening the accounts, signed by the ELI employee who has prepared the request and dated when the request form is submitted to OCC

2. OCC prepares a named application form and a sealed envelope containing a username and password for each applicant. OCC returns to the ELI the named application forms and the account opening request form. The latter should be signed by both the OCC employee who has created the accounts and the OCC employee who has verified it, and should include indication of the date when the account was created and verified. ELI Officer who has received the named application forms signs and dates the request form.

3. ELI can transfer named application forms to applicant in one of the following ways:

3.1. If the applicant signs the contract offer at the University, the named application form shall be made available for signature together with the contract. After signing the named application form the applicant goes to OCC with an identity document with photo to receive the sealed envelope with the username and password.
3.2. If the applicant has to sign the contract from a distance, the named application form, is sent to him together with the contract in ways that ELI deems appropriate. When the applicant returns the named application form signed and with completed attributes for remote delivery of username and password, ELI transfer it to OCC. OCC must sent to the applicant’s mailing address the sealed envelope with username and password using postal service with return receipt. The actual opening of a computing account for a new applicant cannot take place earlier than two months before the beginning of the contract. After returning the acknowledgment of the delivery, OCC keeps it together with the named application form of that user.

4. OCC keeps the application forms signed by the users.

ELI Civil Contract Staff Accounts Closing Procedure

ELI Civil Contract Staff Account Delete Form

1. English Language Institute /ELI/ sends to Office of Communications and Computing /OCC/ two copies of the closing request form, containing all the information necessary for closing the accounts, signed by the ELI employee who has prepared the request and dated when the request form is submitted to OCC

2. The Staff account is locked as soon as an OCC employee has received the closing request form, and the account is deleted one month after the contract termination date. The OCC employee who has locked the account sings and dates the closing request form. The OCC employee who has deleted the account sings and dates the closing request form.

Note: Created and unclaimed accounts are eliminated according the procedure for closing accounts, after ELI include those users in the closing request form. The Sealed envelopes containing username and password are shredded by OCC employee who has created these accounts.

Students Accounts Creating Procedure

Download Students Account Request Form Template

1. Registrar’s Office /RO/ sends to Office of Communication and Computing /OCC/ two copies of the account opening request form, containing all the necessary information for opening the account, the signature of the RO employee who has prepared the request, and date on which the request form is submitted to OCC.

2. OCC prepares an individual application form and a username and password form for each applicant, and returns to RO one of the copies of the account opening request form. The latter should be signed by both the OCC employee who has created the account and the OCC employee who has verified if, and should include indication of the date on which the accounts was created and verified.

3. The individual application forms, as well as the username and password forms, are transferred to the applicants by e-mail (using a non-AUBG e-mail addresses) as soon as they are prepared, or are handed out during the computer training session in the orientation week at the AUBG computer labs. Copies of the application forms may be received at the OCC Help Desk when needed. Account credentials shall be received in person upon presenting a personal identification document with a photo, or an AUBG ID card.

4. Each student is obliged to return the signed application form (on paper or via e-mail) to OCC, certifying that s/he is familiar with the rules of the institution and has agreed to comply with them, not later than the deadline for returning the application forms. After the deadline, accounts of the students who have missed to do so should be locked temporarily until the return of the application form to OCC.

5. OCC keeps the signed by the users application forms

Student Accounts Closing Procedure

Download Students Account Delete Form Template

1. Registrar’s Office /RO/ sends to OCC students closing request form in two copies, containing all the information necessary for closing the accounts, signed by the RO employee who has prepared the request and dated when the request form is submitted to OCC

2. OCC inform with a special e-mail each student appearing on the list and set a deadline, not shorter than two weeks, for closing the accounts

3. On the date the student accounts get locked and OCC employee who has locked the accounts sings and dates the students closing request form. OCC employee who has deleted the accounts sings and dates the students closing request form

Note: Created and unclaimed accounts shall be eliminated after the add-drop week in the procedure for closing accounts, after RO include those users in the students closing request form. Named application forms and username and password forms are shredded by OCC employee who has created those accounts.

Guest WiFi Only Accounts Creating Procedure

Note: Guest WiFi accounts have only internet access. If the applicant wants to use university computers, printers, multimedia cubes, etc. he needs a Guest Lab account described in the next section.

The Office of Communications and Computing opens Guest Wi-Fi accounts. The accounts are opened in an online system for creating wireless accounts for the guests of the University. The request should include a list with names of participants, their valid e-mail addresses to get the credentials, activation date and expiration date.

Guest Lab Accounts Creating Procedure|

Download Guest Lab Account Request Form Template

Note: Guest Lab Accounts are several types according ot the usage of AUBG IT equipment:

- Guest Lab account – required when university computers/labs/MM cubes are used;
- Guest Lab account and private pc – guest lab account and connecting a personal computer to the AUBG network according to AUBG standard procedure for connecting faculty and staff personal computers;
- Guest Lab account with mailbox - guest lab account with up to 100MB mail box storage space at aubg.bg domain
- Guest Lab account and private pc with mail box - guest lab account with mail box and connecting a personal computer to the AUBG network.
1. The Office, who organizes the event /Organizer/, after obtaining permission for use of the AUBG IT infrastructure for the event, sends to OCC opening request form in two copies containing all the information necessary for opening the accounts, signed by the Organizer’s employee who prepared the request and dated when the request form is submitted to OCC.

2. OCC prepares an application form and an username and password form for each applicant and returns to the Organizer those forms and the request form signed by OCC employee who has created and verified the accounts. Organizer’s Officer who received application forms must sign and date request form.

3. Application forms and accounts are transferred to applicants at the registration for the event or at the OCC Help Desk when application and account forms are returned to OCC. Account shall be received in person against the identity document with photo and affixed signature on the Application form

4. After completion of registration for the event Organizer returns to OCC unused application forms and username and password forms and signed application forms. Unused accounts and application forms are shredded after completion of the event by OCC officer who created them

5. OCC keeps the application forms signed by the users

AUBG operates high-quality IT infrastructure and offers a rich portfolio of modern IT services. Access to AUBG IT infrastructure is not anonymous. The access is granted by Office of Communications and Computing in accordance with policies and procedures published at the AUBG website.