UCISA WLF / UKOLN Workshop: Acceptable Use Policy

The document contains a draft copy of an Acceptable Use Policy for the UCISA/UKOLN workshop on Beyond Email: Strategies for Collaborative Working and Learning in the 21st Century which will be held at Weetwood Hall, University of Leeds on 22^nd November 2004.

Acceptable Use Policy

About The Workshop

The workshop will provide an opportunity for delegates to learn about the potential of mobile devices and emerging networked technologies to support the aims of higher and further educational institutions. The workshop will provide an opportunity for delegates to address both technical and non-technical issues associated with the successful implementation and deployment of such technologies.

General Principles

Use of mobile device and networked technologies to support the aims of the workshop with be encouraged.

Limitations

The use of mobile device and networked technologies should not be disruptive to other delegates, infringe rights of privacy or breach copyright or cause degradation to the network which would aversely affect others.

Implementation

You can take photographs and sound and video-recording:

• Provided use of the devices is not disruptive to others
• Provided speakers have given permission for their talks to be recorded
• Provided the material is used for bona fide academic purposes
• Provided the material is used for non-commercial purposes.
• Provided the material is used in a legitimate manner.
• You should seek the permission of the speaker if you wish to reuse a significant recording / video clip.
• You should recognise that permission may not be solely dependent on the individual speaker - his/her organisation may have rights regarding the copyright.

You can use mobile phones for SMS/MMS texting and for taking recordings and photographs (subject to comments given elsewhere). However you should ensure that ring tones are switched off and you should not make or receive voice calls during the workshop.

You can engage in instant messaging discussions, create Blog entries, update Wiki pages, etc.:

• Provided their use is relevant to the aims of the workshop.
• The workshop organisers may request that use of the technologies is stopped if it is felt to be to the detriment of others.
• You should recognise that IDs used for instant messaging, video and audio calls, etc. may be provided for use during the event. You should obtain agreement from the individuals concerned regarding subsequent usage.
• Note that some communication channels are intended for general use, but others are for use by network administrators and workshop organisers. You should only use the general channel(s) unless you can contribute to specialist channels (e.g. provide advice if network problems occur).

You must inform the organisers and any speakers if you intend to publish sound or video of the speakers in real-time and obtain their permission to do this.

You must health and safety issues and respond to requests from the workshop and local organisers. This may cover, for example, power cables for laptops which could present a safety hazard.

Remote users may be able to listen to, read about or more actively contribute to the event by accessing technologies such as instant messaging channels, audio or video feeds, etc. However:

• Priority is given to the needs of local delegates.
• We reserve the rights to switch off access to channels used by remote users.
• This AUP applies to remote users.

Explanatory Notes

• You should disable sounds on any devices (e.g. ring tones, start-up music on PCs, etc.
• You may wish to use mobile phones to take photographs - but you shouldn't use them for making or receiving telephone calls.
• Priority on use of the network is given to the speaker and the workshop organisers - you may be asked to cease use of the network if there are difficulties.
• The potential for use of the WiFi network at the event will be dependent on the available bandwidth, the numbers of users and the profile of usage made. If the usage patterns are adversely affecting speakers presentations, we may request delegates to cease usage or to change their usage (e.g. use of low-bandwidth technologies may be permitted but not downloading large files).
• Real-time publishing of sound or video may affect the dynamics of the event and possibly inhibit speakers and general discussions. You must therefore inform the speaker and the organisers (and other delegates if it affects them) and obtain their permission if you wish to do this.
• You should not break other laws, institutional guidelines or policies, etc. (As an example, if this workshop was held at the University of St Andrews and Prince William was a delegate, the laws/agreements governing his privacy would override this AUP). There may be other sensitivities (taking photos of people with disabilities, being caught in embarrassing situations, ...).
• During the workshop participants may divulge their IM IDs, Skype IDs, etc. to enable them to be contacted during the workshop. This does not give you rights to contact them subsequently - for example, the IDs may be used for personal use or people may not wish to receive instant message or audio calls when they are at home or on holiday.

Security Of Your PC

Please note that neither the workshop organisers nor venue are responsible for the security of any equipment you bring to the workshop. This includes both physical security of laptops, PDAs, mobile phones, etc. and security against attacks by viruses, etc. over the network. Delegates must ensure that they take appropriate protection; for example installation of personal firewalls such as ZoneAlarm.

Trust and Identification

Participants should not give false or misleading identification for their IDs or aliases in tools such as IM clients.

Participants should be aware that it is possible to masquerade as others and should be careful if divulging confidential information.

About The AUP For This Event

This AUP has been prepared specifically for the UCISA/WLF workshop. The importance of AUPs prior to the deployment of new technologies will be addressed at the workshop. Please note, however, that this particular AUP is not intended as a model AUP.