Policies and Procedures
Technology Use Policies
Technology Use Policies
These policies govern the use of law school technology resources by faculty, staff, students, and other authorized users. Resources provided to users by third parties pursuant to contractual arrangements with the law school are also subject to these policies. These rules replace the law school’s computer use policies and rules dated August 1, 1995.
2. Permitted Uses
Law school technology resources are to be used for school-related purposes. Personal noncommercial use of such resources for other purposes is permitted only if it is merely incidental, does not consume substantial resources nor interfere with school-related uses, does not violate other published policies, and does not tend to create a false or misleading appearance of endorsement by or association with the law school.
3. Prohibited Activities
a. No person may access law school technology resources without authorization or in a manner that exceeds the scope of authorized access or violates published law school regulations or policies. No person may use another person’s password. Users must not conceal or disguise their identities.
b. No person may use law school technology resources in a manner that is unlawful or that damages the property of, violates the rights of, or otherwise causes injury to the law school or another person. This includes but is not limited to engaging in harassment or threats.
c. Except as permitted by other provisions of these policies, no person may intentionally disrupt access to law school technology facilities by other users. This includes, but is not limited to, spamming, bombing, chain letters and other activities that are wasteful of the law school’s technology resources, as well as the distribution of viruses, worms, or other rogue programs.
d. No person may share a password or other confidential account information with any third party, nor knowingly or recklessly permit any third party to access technology resources without authorization. A person who violates this provision may be held responsible for any actions taken by such third party.
e. Except where specifically authorized by the law school, a person may not use more than one law school computer at a time and may not reserve or obstruct the use by others of any computer during periods of absence. Users may not remove or modify any of the law school’s equipment without authorization.
f. Users may not violate civil or criminal laws including but not limited to the infringement of copyright and other intellectual property rights or the violation of contract and licensing rights.
g. Users may not send communications to third parties falsely suggesting that the law school is endorsing or condoning the content of the communication or that the sender is acting on behalf of the law school.
h. For student users, failures of technology resources shall not be considered an excuse or justification for late or incomplete academic work except at the discretion of the faculty member concerned.
i. Faculty members shall have the discretion to establish and enforce policies on the use of computers and other technology resources within their classrooms consistent with this policy.
The law school recognizes the rights of all users to confidentiality and privacy of their electronic mail, other communications, and stored data and undertakes to respect these rights as much as possible while maintaining the integrity and effective operation of its technology resources. The law school will monitor, access, examine, or disclose the contents of such communications and information without a user’s consent only for legitimate purposes as set forth below.
a. The law school will not routinely monitor the content of users’ communications and information, but may do so as deemed necessary for purposes of maintaining the integrity and effective operation of its systems necessary for communications and other technology resources.
b. The law school may inspect and disclose the contents of communications and information that is transmitted, received, or stored using the law school’s technology resources only under the following circumstances:
i. in the course of an investigation triggered by indications of misconduct or misuse including violation of this policy;
ii. as needed to protect health and safety;
iii. as needed to prevent interference with the law school’s academic mission;
iv. as needed to ensure the proper functioning of the law school’s technology systems operations;
v. as needed to locate substantive information required for law school business that is not readily available by some other means;
vi. where required by law or to fulfill the law school’s legal obligations to third parties.
c. The extent of any inspection or disclosure shall be limited to that reasonably necessary to serve its legitimate purpose.
d. Except where notification would be inconsistent with the purpose of the inspection or disclosure, a user shall be notified in the event of an inspection or disclosure of the user’s communications or information. Where feasible such notification shall occur in advance, and the user shall be given a reasonable opportunity to seek review of the decision before it is implemented. Where advance notification is not feasible, a user normally shall be notified contemporaneously with the inspection or disclosure, or as soon thereafter as is reasonably feasible.
5. Limitation of Liability
The law school does not provide a warranty, either express or implied, for its technology resources and related services that may be provided and undertakes no obligation to provide such resources and services. The law school assumes no responsibility for data stored or transmitted using its resources. Any backups maintained by the law school are maintained solely for the law school’s own benefit and use. The law school is not liable for any losses, including lost revenues, claims, or demands against any user by any other party.
The Dean has the authority to temporarily or permanently limit, suspend, or terminate any user’s access to the school’s technology resources if, in the Dean’s discretion, it is in the best interests of the school. Violations of this policy additionally may result in disciplinary action in accordance with the appropriate disciplinary procedures for faculty, staff and students.
7. Termination of Access to the John Marshall Network
For staff employees, adjunct instructors, and contractors, access to the Law School network, including access to a Law School email account and Ellucian/Colleague or successor ERP system, will terminate on (i) the last active work day, for staff employees; (ii) the date of termination or expiration of their adjunct appointment, for adjuncts; or (iii) the date their contractual engagement for the school ends, for contractors. UIC John Marshall may provide students with access to a Law School email account and limited access to the Law School network for up to one year after graduation.
The Law School reserves the right, from time to time, to review and revise use policies and rules.
Network/Server Maintenance Policy
The Information Technology Services scheduled maintenance window will occur on the following days and times:
- Second and fourth Thursdays of each month: 9 p.m.–midnight
During these maintenance times users can expect that connectivity and application support may be interrupted. Interruptions may not occur on these scheduled evenings, but users should be aware that they could be possible during this timeframe.
This scheduled maintenance gives both the ITS department and the user community a predictable timeframe when maintenance can occur.
Computer Restart Policy
The UIC John Marshall ITS department will conduct automated restarts of all UIC John Marshall computers between 2:00–3:00am on the 2nd and 4th Sundays of every month. Please save all work prior to the restart, as documents may be lost if not saved beforehand, and refrain from accessing your computer during that window.
When emergency maintenance does occur, it may occur upon short notice. ITS will always try to give as much notice as possible in an emergency situation, but cannot always guarantee that notice will be given.
Policy Agreement for Technical Services Performed
The UIC John Marshall Law School ITS department offers students free, limited, computer troubleshooting and repair. Due to the limited nature of the support, we can not guarantee that all problems will be resolved.
Prior to support being performed on any equipment, we request that this service agreement is read, signed, and dated. Please read the following carefully;
By signing this release agreement you (user) acknowledge the following:
- A technician will attempt to install, configure, or troubleshoot the operating system, software, and/or hardware on your computer; however, because of possible defects or improperly configured computer software or hardware, not every attempt is successful. The UIC John Marshall Information Technology Services Department does not guarantee that the work done on your computer equipment will be successful.
- Attempts to install, configure, or troubleshoot operating system, software, and/ or hardware has inherent dangers of data or software loss that no amount of care, caution, instruction, or expertise can eliminate. It is your (user’s) responsibility to back up all important data or software before releasing your computer to us (UIC John Marshall) in an attempt to install, configure, or troubleshoot the operating system, software, and/or hardware on your computer.
- The process of installing, configuring, or troubleshooting the operating system and/or hardware requires time to complete properly. UIC John Marshall will make every attempt to provide you with an estimated time. By signing this agreement, you acknowledge that UIC John Marshall may exceed the estimated time of completion in order to complete the troubleshooting process.
- Signing this agreement acknowledges that you are expressly assuming the risks of the dangers set forth above and that by signing this release agreement, you hereby forever release UIC John Marshall Law School and/or its representatives from any legal liability arising from the attempt to install, configure, or troubleshoot the operating system, software, and/or hardware on your computer. This release includes, but is not limited to, any loss of data system, software, and/or hardware on your computer or from the loss of use of the computer equipment due to the length of time needed for troubleshooting.
- ITS will make every possible effort to ensure all of your data is kept confidential, safe and intact on your computer.
UIC John Marshall Law School maintains its websites on an on-going basis, but it does not represent, guarantee, or warrant that all information provided is accurate, complete, current, or suitable for the viewer’s purposes. UIC John Marshall Law School specifically disclaims any and all liability for claims or damages that may result from its websites or information contained therein, including any websites maintained by third parties and linked to UIC John Marshall Law School websites, for which responsibility lies with the entity providing the information. A link from UIC John Marshall Law School websites in no way implies authorization or endorsement of that site by UIC John Marshall Law School.
UIC John Marshall Law School uses industry-standard security measures to protect any personal information that you may provide to us; however, we cannot guarantee that your submissions to our website, any content residing on our servers, or any transmissions from our server will be completely secure. While no system can provide guaranteed security, we take reasonable efforts to keep information you provide to us secure, including encryption technology and physical security at the location of the server where information is stored.
UIC John Marshall Law School is committed to protecting your personal information and respecting your privacy. Some websites covered by this policy may request personal information from you in order to complete a form or transaction. Your information will only be used to execute the immediate transaction and will be provided to other parties only as necessary to complete your transaction. UIC John Marshall Law School will not provide any of your personal information to third parties without your permission unless compelled by law or court order to do so and will not sell any personal information to third parties for purposes of marketing, advertising, or promotion.
UIC John Marshall Law School uses various methods to collect certain other kinds of information, including cookies, referrers, IP addresses, and system information. In addition, UIC John Marshall Law School maintains log files of all access to its site and also monitors network traffic for the purposes of site management and security. This information is used to help diagnose problems with the server and to carry out other administrative tasks. Log analysis tools are also used to create summary statistics to determine which information is of most interest to users, to identify system problem areas, or to help determine technical requirements.
The following information is collected in these files:
- Hostname (the hostname, site name, username, and IP address of the computer requesting access to the site)
- User-Agent (the type of browser, its version, and the operating system of the computer requesting access—e.g., Netscape 4 for Windows, IE 4 for Macintosh, etc.)
- Referrer (the web page the user came from)
- System Date (the date and time on the server at the time of access)
- Full Request (the exact request the user made)
- Status (the status code the server returned—e.g., fulfilled request, file not found)
- Content Length (the size, in bytes, of the file sent to the user)
- Method (the request method used by the browser—e.g., post, get)
- Universal Resource Identifier (URI) (the location of the particular resource requested, more commonly known as a URL)
- Query String (anything after a question mark in a URI. For example, if a keyword search has been requested, the search word will appear in the query string)
- Protocol (the technical protocol and version used, i.e., http 1.0, ftp, etc.)
- Cookies (cookies are small snippets of data passed from a website to your PC as you browse the web, which can be transferred back to the original site or domain with future requests from your browser. Cookies can be used in a variety of ways, including ways that have privacy implications, such as tracking your previous activities at a particular site. Most browsers allow you to choose not to accept cookies. Choosing to accept cookies, however, enables some online services to work more efficiently or makes the use of services more convenient. Information stored in cookies by UIC John Marshall Law School web servers is used for internal purposes only.)
The above information is not used in any way that would reveal personally identifying information to outside parties unless UIC John Marshall Law School is legally required to do so.
Information Collected by Email and Forms
UIC John Marshall Law School collects the email address of those individuals who communicate with us via email or who give us their email address. UIC John Marshall Law School collects information that is voluntarily provided by those individuals who communicate with us via email or who submit forms on our website.
If a member of the general public sends UIC John Marshall Law School an email message or fills out a web-based form with a question or comment that contains personally identifying information, that information will only be used for the purposes for which the form is intended, to respond to the question or comment, and to analyze trends. The message or form may be redirected to another person who is better able to respond to the question or comment. UIC John Marshall Law School does not market such information. UIC John Marshall Law School does not use such information in any way that would reveal personally identifying information to outside parties unless we are legally required to do so.
Personally Identifiable Information
If you send us an electronic mail message with a question or comment that contains personally identifying information or fill out a form that emails us this information, we will only use the personally identifiable information to respond to your request and analyze trends. We may redirect your message to another person who is in a better position to answer your question. Some departments ask that forms be submitted in regard to acceptance into the school or their individual program and are reviewed by admittance committees. In regard to filling out forms, you will be given a chance to “opt out” of completing the form.
For site management functions, information is collected for analysis and statistical purposes. This information is not reported or used in any manner that would reveal personally identifiable information and will not be released to any outside parties unless legally required to do so in connection with law enforcement investigations or other legal proceedings.
Wireless Network Policy
Conditions of Use for Wired/Wireless Networks
UIC John Marshall will periodically scan the wired/wireless network for worms, trojans, and viruses on laptops that are in use on the wired/wireless networks. We reserve the right to deny access to the networks to any user who is found to have worms, trojans, or viruses that emanate from the IP address assigned to that user.
The user will take all appropriate steps to ensure that laptops are updated with the current Microsoft patches. Keeping patches current minimizes the exposure to worms, viruses, or trojans on the wired/wireless networks. Users that have consistently shown disregard for keeping patches and updates current may be denied access to the wired/wireless.
Users with less than a one-year paid subscription to anti-virus software may be allowed to use their anti-virus program of choice, but access to the wired/wireless network will terminate upon end of subscription to anti-virus. Users with anti-virus software that has less than a one-year unpaid subscription will be blacklisted and not allowed to access any network resource, including the internet.
UIC John Marshall does not allow peer-to-peer (P2P) file sharing on the wired/wireless network. UIC John Marshall reserves the right to deny the use of file sharing technology over its network through the use of network devices. In addition, users will be asked to remove free illegal file-sharing P2P software. Such titles include, but are not limited to, Napster, Morpheus, BearShare, uTorrent, and other fully paid file sharing programs. Users who consistently install illegal P2P programs, after repeated warnings, may be denied access to the wired/wireless network at the full discretion of ITS.
Violation of Computer Policy Guidelines
Violations of the Computer Policy Guidelines (the Guidelines) shall be subject to the Law School Code of Conduct.
Without limiting the foregoing, the Rules for Discipline Proceedings set forth in the Student Handbook shall apply to any complaint based in whole or in part on a violation of the Guidelines, subject to the following additional procedures and rights:
a. At any time during the disposition of a complaint based in whole or in part on a violation of the Guidelines, the Dean shall have the right to take such measures as the Dean, in his or her discretion, shall deem advisable to limit or reduce any potential harm caused by such alleged violation, including without limitation, removing from the Law School network any communication on which such violation is based and/or causing to be broadcast or communicated over the Law School network or any other media the Dean selects any disclaimer, corrective, or other statement designed to limit or reduce such potential harm. Such measures may be taken without prior notice to the student and shall not be considered an adjudication or evidence of guilt. In the event such measures are taken, the student in interest, if identified, will be given notice of such action as soon as practicable.
b. In addition to the sanctions which may be imposed pursuant to the Code of Conduct, the HP may permanently remove from the Law School network any communication which violates the Code of Conduct and/or terminate the student’s privileges regarding the Law School network in whole or in part.
c. Nothing in the Code of Conduct shall preclude the Dean from causing such assistance to be provided to law enforcement and investigative officials as the Dean shall deem appropriate in his or her discretion.
d. The Dean may consult with such members of the faculty or staff as the Dean deems useful and may disclose such information regarding the alleged violation as the Dean considers reasonably necessary to assist in his or her deliberations. Such faculty or staff members shall maintain the confidentiality of the information so disclosed.
Computer Replacement Policy
In 2002, Information Technology Services implemented an industry standard three-year PC replacement cycle. The three-year cycle allows ITS to allocate the needed budget and staff resources to complete computer upgrades for faculty, staff, and student lab computers.
As the upgrades involve a considerable amount of staff resources, one constituency will be upgraded to current technology, every summer. For example: year one—students; year two—faculty; year three—staff.
The use of the three-year replacement cycle ensures that each constituency will have standardized PCs, software, operating systems, and peripherals. The three-year cycle also provides the opportunity to refresh computers with the latest software security applications and updates, ensuring that all users are protected from malicious attacks.
Because some equipment sees more use than other equipment, the three-year cycle has ended the ad-hoc PC upgrades of prior years that made for varying levels of support. Every new computer is purchased with a three-year warranty and complete care coverage, ensuring that the hardware will be supported throughout the life of the computer.
Every effort will be made to ensure that the latest technology and software programs used in the upgrade cycle are compatible with the other constituencies.
The hardware and software standards used in the upgrade will be determined by the ITS department based upon purchase price, reliability, maintenance costs, compatibility, and performance. Occasionally, a pilot program may be used to determine the viability of new hardware and software used in the standard issue configuration.
In some cases, choices between laptops and desktops will be available.
Requests for additional equipment will be made pending approval of appropriate department head or dean.
After the hardware updates have been completed, ITS gives away any excess computers and equipment. At the time of the upgrade, users being upgraded will have the opportunity to request that their computer be returned to them, once the computers have had any law school licensed software applications removed.
The hard drives on all remaining computers will be reformatted, wiping all the data from the hard drive, and a fresh installation of an operating system will be installed. An announcement will be sent to the school regarding the used equipment give-a-way, once all the equipment is formatted and ready to be released. The used equipment give-a-way is performed on a first-come-first-served basis; a website will be made available to allow users to make requests for equipment.
- Requests for used equipment will not be accepted by email or telephone
- Each person will be limited to one computer, monitor, keyboard, and mouse
- No support or warranty is provided for any of the equipment that is given away
- Users are responsible for the purchase, licensing, and installation of any additional software, such as Microsoft Office, Adobe Acrobat, etc.