IT Connect | Appropriate Use of UW Resources

Be aware of laws and policies

All users of UW computing resources are expected to be aware of applicable laws and policies. Please carefully review the resources on this site. For example, be aware that law and policy relating to the use of state resources prohibit:

Using UW computers or networks for personal gain. For example, to sell access to your account or to perform work for profit in a manner not authorized by the University.
Using UW resources for partisan political purposes, such as using email to circulate advertising for political candidates. An exception is students engaging in political activities as part of their educational work.

Protecting the UW's infrastructure

As the computing and networking infrastructure of the University of Washington underlies many crucial activities for the entire University community, including hospitals and clinics, the UW's primary responsibility is to protect and sustain the operation of those facilities. As such, the UW may take whatever steps it feels appropriate to remedy or prevent activities that, in the UW's judgment, endanger the orderly operation of UW networks or systems, and/or that threaten the UW's network connections to the Internet and/or other institutions or networks.

Free speech

The UW endeavors to respect the First Amendment free speech rights of its students and to provide an educational environment that fosters the free and open expression of many viewpoints to provide a rich, diverse learning experience.

UW Residence Halls

Computing and networking services in UW residence halls are provided to support student academic activity. If you are living in UW residence halls, please take the time to familiarize yourself with the rules for using those services.

Protect your passwords

Choose your passwords carefully, change them regularly, and protect them from abuse.

Your UW NetID gives you access to many UW services. You are responsible for any use of your UW NetID. You may not share your personal UW NetID password.

Know your responsibilities

In the course of using UW services you may store and/or transmit data that come from institutional sources. Some data are more sensitive than others. You are responsible for knowing the sensitivity of your data, applicable data security standards and policies, appropriate places to store and transmit your data, and controlling who can access the data.

Employees of the University have special responsibilities to protect institutional data, such as student records, protected health information, and personally identifiable information. Where and how sensitive data is stored matters; for example, if sensitive data is stored on a portable device it must be suitably protected. UW has established contractual relationships with certain "sanctioned" external service providers to help manage institutional risk related to data stored in those off-campus services. If you are unsure if a particular type of information is appropriate for use with a particular service or device, contact the relevant UW Data Trustee or Data Custodian.

Privacy is important

The UW is strongly committed to ensuring the privacy of personally identifiable information, including personal financial information, educational records, and health records. For employees, be aware that all email and other electronic information pertaining to UW business is “owned” by the university, and is subject to disclosure as described in Release of Information.

The UW may monitor user activities and access any files or information in the course of performing normal system and network maintenance or while investigating policy or violations. Anyone using UW resources expressly consents to such monitoring and is advised that if such monitoring reveals possible evidence of criminal activity, the UW will provide the evidence to law enforcement officials.

Records management and release of information

All information (including email) relating to University business is the property of the University and should be maintained in accordance with records management policy and procedures. This applies to email and other electronic records, regardless of where the records are stored, including on personally- owned computers, “cloud” services, personal email services and/or other non- UW computers or services.

eDiscovery and Public Records Release

Employee (faculty and staff) email correspondence, as well as other records, are covered by UW Guidelines for the Release of University Records, and the UW Guidelines for Electronic Discovery. Contact the Office of Public Records and Open Public Meetings for more information about “Release of University Records”, and the Attorney General’s Office for more information about eDiscovery. Be aware that using external email service providers not sanctioned by UW means that you as an individual bear full legal responsibility for compliance. External provider “End User Agreements” typically do not have necessary compliance provisions, therefore forwarding your UW email to a non-sanctioned service provider places responsibility for privacy, security, and disclosure solely on you.

Email use

Email services at the UW are provided to support you in your work and education, as well as to support communication from the UW administration. Your use of email services at the UW should respect others and must not interfere with the operation of UW computers and networks.

UW administrative email messages will be sent to faculty, staff, students, and affiliates of the UW at their official UW email address. Email sent to major groups of UW NetID holders (i.e. bulk email) requires the approval of a dean or vice president.

Some departments have additional email use restrictions, for example UW Medicine workforce members are prohibited from forwarding their UW Email accounts, except to a UW Medicine approved email system. If you are unsure, please check with your department or organizational unit.

External email and cloud service providers

Email is inherently insecure. Sending sensitive information (such as protected health information or export-controlled data) by email is unsafe, especially if you forward UW email off-campus to a non-UW sanctioned external email service provider.

UW employees are strongly discouraged from forwarding UW email to a non-UW email address because external email service providers may not provide adequate legal protection or accountability for official UW records and information, and YOU bear full responsibility for compliance with federal, state and UW regulations.

If you handle export-controlled or classified data, you are prohibited from forwarding this data, unless from a sanctioned email system to a known end-user with a secure system. Export-controlled data and classified data may not be placed on an external commercial server, such as a virtual infrastructure, or "cloud service" providers.

Copyright laws apply to you

You may not copy or use any software, images, music, or other intellectual property (such as books or videos) unless you have the legal right to do so. More information about copyright is available on the UW Copyright Connection site.

Educational institutions are not exempt from the laws covering copyrights. Most software, images, music, and files available for use on computers at the University of Washington are protected by federal copyright laws. In addition, software, images, music, and files normally are protected by a license agreement between the purchaser and the software seller. It is University of Washington policy to respect federal copyright and license protections.

Software and information resources provided through the University for use by students, faculty, and staff may be used on computing equipment only as specified in the various software licenses. It is against University policy for you to copy or reproduce any licensed software on University computing equipment, except as expressly permitted by the software license.
You may not use unauthorized copies of software on University-owned computers or on personal computers housed in University facilities.

Unauthorized use of software, images, music, or files is regarded as a serious matter and any such use is without the consent of the University of Washington. If abuse of computer software, images, music, or files occurs, those responsible for such abuse will be held legally accountable.

Laws and policies apply to you

Your use of UW computing and networking resources is governed by:

Extensive federal and state law and policy
Internet acceptable use practices
University of Washington policy
UW Technology policy

All University of Washington policies regarding the appropriate use of University resources and responsible personal conduct apply to your use of UW computing and networking resources. In addition, your use of UW resources must comply with the restrictions and acceptable practices established specifically for these resources. Faculty and staff use of these systems is subject to Washington State law for employees of state agencies.

Evidence of illegal activities or policy violations will be turned over to the appropriate authorities as soon as possible after detection. Depending upon their nature, violations of law or policy will be met with responses including revocation of access, suspension of accounts, disciplinary actions, and prosecution.

Whom to contact

If you have questions about these policies, you can contact the UW Technology Service Center by calling 206-221-5000, sending email to help@u.washington.edu, or using the online Send a Question to UW Technology form.

Allegations of copyright infringement can be sent to uwdmca@u.washington.edu

Private information

If your questions or complaints involve sensitive information or you have a need for privacy, please call 206-221-5000 and ask to speak to a supervisor. You will be directed to the most appropriate official. Do not assume that email is private.

UW policy

Administrative Policy Statements

Phones

Telecommunications Equipment Policies and Procedures

Wireless

UW Wireless Networking Policy

Copyright

Copyright resources at the UW

Commercial resources about copyright

Privacy

UW Electronic Information Privacy Policy on Personally Identifiable Information

Export Controls