Purpose
The CLAS IT computing resources exist to complement the instructional and research missions at the University of Florida. Each user is obligated to use these resources in accordance with CLAS IT policies and the the UF Acceptable Use Policy (AUP).
Scope
This document applies to faculty, staff, students, and other personnel associated with the University of Florida. Our Internet visitors should visit the University of Florida Internet Privacy Policy.
Policy
Account Eligibility
Access to CLAS and other UF resources, including email, WiFi, and file storage, is controlled through the Service Eligibility of your GatorLink account.
Be civil and courteous to others.
All University of Florida rules and regulations regarding conduct apply in the electronic environment. Please refer to the UF Acceptable Use Policy for more information.
- If someone asks you to stop sending them email, then stop sending it. If the person files a complaint, your actions may be considered harassment.
- If you feel you are being harassed, your departmental contact may help you file a complaint.
Do no harm, even as a joke.
Do nothing on the system that may harm another user. Complaints will be investigated. Violations may result in criminal and/or disciplinary action(s), and ignorance is not an excuse.
- Do not email an excessive number of messages to another user (aka, “mail bomb”).
- Do not send a message to a random number of recipients and/or mailing lists (aka, “spamming”).
- Do not create a web page that deliberately “crashes” or compromises a remote web browser.
- Do not deliberately cause a denial-of-service attack (aka “ping flood” and/or “smurf attack”).
One person per account
Do not share your account or password with anyone. Each authorized user should have their own account. Sharing your account credentials is not allowed by the UF Acceptable Use Policy.
- You will be held responsible for any destructive or illegal activity performed with your account. Ignorance of this policy is not a valid excuse.
- Do not give your password to anyone else, even people you trust. If you suspect that someone may have discovered your password, change it immediately.
- If you need someone to read/respond to your email while you are unavailable, set up an auto-response message in Outlook directing people to that contact.
Email is not a secure medium
Email messages may be forged. If you suspect a forgery, contact the supposed sender and ask for confirmation. If the message is a forgery, save the message and report the incident to your departmental contact.
Email messages are not encrypted. Thus, treat them as a “postcard” which unintended others can read without much difficulty. Don’t send a message you don’t want published on the front page of the Gainesville Sun.
You may not make a profit from your account
You may not be paid, or otherwise profit from your UF email account. Similarly, you cannot help another profit by forwarding emails to/from your account.
- You may not send chain letters.
- You may not send “MAKE MONEY FAST” offers.
- You may not send advertisements.
- You may not run or promote a business using your account.
At best, these messages merely offend or annoy people. However, some of them constitute wire fraud, a criminal offense. All of them are a violation of the UF Acceptable Use Policy.
Do not forward virus “warnings”
Many virus warnings (like “JOIN THE CREW” or “GOOD TIMES”) are hoaxes, and we have to spend a lot of time debunking them. However, do not click any links in unexpected email messages, as they may actually be computer malware.
Do not falsify your identity in online posts
All messages must correctly identify the sender. Any messages formatted to mislead the recipient into believing your message is from another person can be considered “theft of identity,” which is a punishable offense. If you want to post without being identified as a UF employee, you should post using a Gmail or similar off-campus account.
Do not attempt to bypass login restrictions
Do not try to avoid login procedures or restrictions in order to gain access to computer systems where you aren’t allowed. This is “computer cracking,” or “hacking,” and may result in serious legal consequences. Attempts to violate computer security will be reported to the college administration, UFIT Information Security, and UPD as appropriate.
Monitor your disk usage
Be prudent in your disk usage. The CLAS IT server storage is designed to hold critical files related to your daily work. Don’t use it to store non-business files.
- Do not store large sound, graphics, or movie files files on CLAS IT servers, unless they are required for your official UF duties. If these files are related to your UF duties, please get in touch with your departmental contact. It may be more prudent to arrange an alternate backup method, with the files residing on your local system.
- Keep your web files small. Please remember that many people using your web pages are viewing them via a cellular connection, which may have data caps. Large files on web pages are rarely downloaded by your target audience.
- Do not store software on the network drives/folders. Only documents related to official UF business should be stored on the S: Drive. Any software available via the CLAS Apps Folder must be licensed through CLAS IT. If your department would like to add programs to the CLAS Apps folder, please contact us.
- Do not download or hoard unneeded/redundant files onto the CLAS IT servers. USB memory sticks, DVDs, CD-R, backup tapes, or other media should hold any materials to which you do not need constant access. If you have such a need, please speak with your departmental contact.
If you have questions about these policies, or about CLAS IT in general, please refer to the CLAS IT web pages, check with your department’s computer contact, or contact us.
Responsibilities
- Failure to adhere to this policy may result in notification to your department administration. In case of potential violations of UF policy, the UF Administration may be notified.
More Information
Last revised: November 25, 2024.