Workplace Rules for Computer Utilization by Library Staff
Revised November 2004
Information technology resources (including computing systems, software, and
networks) are provided to support effective and efficient operations of the
Libraries and University.
This policy establishes acceptable workplace behavior rules relating to information technology resources. The Libraries upholds the basic principles of the MSU AUP ("Acceptable Use of Computing Systems, Software, and the University Digital Network"): free flow of information, integrity of computing systems and networks, individual privacy, and accessibility without discrimination. The MSU AUP is available at http://www.msu.edu/aup/.
Libraries' staff are to comply with the MSU AUP; obey federal, state, and local law; and not compromise Library or University operations.
Software and Hardware. All the software and hardware that Libraries' staff need to perform their work will be provided and maintained by the Systems Department, including specialized software on some workstations, when required for specialized scholarship. Requests for additional work-related hardware and software should be forwarded through the supervisor and administrator.
Non-library software, including screen-savers, should not be loaded on Libraries' workstations. Screen-savers and other individually-provided software frequently carry viruses and spyware, use surprisingly large amounts of system resources, and may interfere with performance and proper functioning of the operating system and work-related software. There are two exceptions that are allowed: 1) the screensaver that is provided as part of the operating system; and 2) background pictures. Systems staff will load or restore only work-related software when upgrading or repairing a machine.
Server software is not to be run on individually assigned machines. Examples are FTP servers, file servers, and Web servers.
Peer-to-peer file-sharing software is allowed only when use is directly related to job responsibilities or scholarship and is authorized by an administrator.
Downloading. Downloading and installation of applications from the Internet is prohibited, and machines may be set to disable downloading. There will be a few exceptions in which downloading is allowed. Please consult with Systems staff if you have a special circumstance.
Staff should send a SysDoc when software updates are needed (such as a newer version of Adobe Acrobat).
Security and integrity of individual machines and Libraries' servers are at increasing risk. Imported programs can introduce new computer viruses, make the machines vulnerable to hacker attacks, or be incompatible with system configuration. These programs can also be designed without appropriate quality control measures, introducing bugs that have serious consequences when used. A significant amount of scarce Systems staff time is required to trouble shoot and fix problems that are the result of downloading.
Inventory/Licensing. Maintaining inventories and licenses and upgrading hardware and software in a timely fashion are critical Systems' responsibilities. To achieve these goals, Systems will utilize inventory management tools (such as TrackIt) to automate the inventory and licensing processes. These tools create a database and produce reports of the location, hardware, operating system, and software (including version) of each machine. They do not examine or report files or content of files. Since files and content of files are not identified and since it is Libraries' policy that machines have only Library-provided software, individual privacy should not be affected.
Privacy Commitment by Libraries' Systems Staff. Libraries' Policy 3.4.3.1 establishes written expectations of Systems staff and anyone with systems administration privileges on staff computers or network management privileges.
Personal Use of Computers, Software, E-Mail, the Web, and Printing. Staff computing resources are provided for work-related activities in the performance of your job. Staff use of computing resources for non-library-related purposes must be limited in both time and resources and must not interfere in any way with Libraries' operations or the staff member's duties. Please exercise good judgment. It is the responsibility of staff to consult their supervisor, if they have any questions in this respect. Supervisors may establish guidelines for limited personal use. For example, use of computers for class work may be allowed following the regularly-scheduled work day of the unit. Supervisors will observe and address excessive non-library-related usage.
Specific exceptions are described below. Supervisors will observe and address abuses.
Computer Games. Computers in Library work areas are not to be used to play computer games during work time or any other time.
Personal Business. Work or files related to an employee's own personal commercial enterprise or business shall not be transferred over the University's network or appear on a Libraries' machine.
Supporting University policies include:
"Rules Governing Personal Conduct of Employees"
Appropriate parts of the Faculty Handbook (especially "Faculty Rights and Responsibilities, Relation to the University and the Community")
2003 Employee Handbook
These documents are available at http://www.hr.msu.edu/hrsite/Documents/.