Temple University User Agreement Affirmation

Effective Date: December 19, 2016

Date Last Reviewed: December 4, 2019

Issuing Authority: Information Technology Services

To obtain access to Temple University’s technology resources, you must acknowledge this agreement indicating that you have read, understand, and accept the statements in this agreement and that you agree to comply with applicable policies and laws governing the use of Temple University’s technology resources and the protection of data privacy.

Temple University may provide individuals (users) with access to University technology resources (University-owned and hosted/outsourced) including:

• computers
• servers
• storage
• data/records
• telecommunications devices, voicemail, and fax machines
• cell/smart phones
• video and audio equipment
• e-mail and electronic calendars
• Internet (e.g., the Web) and University network access
• systems access

Temple University reserves the right to revoke your access privileges and/or take other disciplinary action against you if you fail to comply with this agreement or any applicable

Temple University policies/guidelines.

As a condition of being granted use of and access to University technology resources, you are required to:

• abide by University policies that govern use of these resources
• protect and maintain the privacy and confidentiality of University information to which you have access
• NOT disclose confidential information except under certain conditions allowed by University policy

You are expected to abide by all applicable policies and laws when using University technology resources. You will be held accountable for misuse in accordance with applicable University policies. Examples of misuse include, but are not limited to, the following activities:

• Violating any applicable state or federal law or regulation
• Using technology resources for personal financial gain or non-University commercial purposes
• Accessing resources for personal use so that the University incurs noticeable, incremental costs through lost productivity, direct charges, or interference with University operations
• Using e-mail for unauthorized mass messaging, such as distribution of chain, spam e-mail, or phishing messages, which causes excessive strain on electronic communications resources
• Sharing or providing access to technology resources, such as University-issued computers, with unauthorized individuals
• Sharing accounts and/or passwords
• Installing unauthorized software or equipment
• Disclosing confidential or sensitive information without consent or authorization
• Violating policy or measures intended to ensure network, computer, and data security and to safeguard against theft or loss
• Violating copyright law, such as sharing copyrighted electronic material without permission or otherwise engaging in illegal file sharing activities
• Violating terms of software licensing agreements
• Creating a hostile environment (harassment or cyberbullying)
• Using a departmental or functional e-mail account (e.g., deptname@temple.edu or assistant@temple.edu ) or mailing list (e.g., Listservs) for unofficial or unauthorized purposes
• Assuming a false identity or masking the identity of an account or machine without permission
• Implying University endorsement of a product, service, or statement of a non-University entity without approval.
• Giving the impression, without authorization, of representing a position, giving opinions, or making statements on behalf of the University, Colleges, Schools or Departments
• Using the University’s name or seal without appropriate authorization
• Connecting network devices without authorization to the University wired or wireless networks

The University employs technology to back up and recover data in the event of system failures. The University makes every effort to protect and back up files. Due to the nature of technology, however, files can be and sometimes are inadvertently lost. Additionally, each system and application at the University can have its own lifecycle and potential retention periods. You are responsible for being aware of the retention policies per system and to move or protect your data. You are also responsible for having backups of your data. The University assumes no liability for lost or deleted files.

E-mail and other computer files (collectively, "files") should not be considered private, particularly in light of (i) the open nature of the Internet and related technology and (ii) the ease with which files may be accessed, copied and distributed. You must not send messages by e-mail or store information in computer files that are of a confidential or extremely personal nature, including, without limitation, information protected by privacy laws such as FERPA, GLBA or HIPAA. You are responsible for working with the Office of the Chief Information Security Officer on an approved method to transport secure information.

As a general policy matter, the University will not monitor the content of files without your consent. However, you should be aware that access to and inspection of files may be granted or required under legal conditions. You should also be aware that access to, inspection of, and preservation of relevant files is required by federal law when the University reasonably anticipates that a lawsuit may be filed against it or is engaged in legal action.

You have been advised that in the case of an unplanned, extended absence, the University may find it necessary to access your technology resources in order to ensure business continuity. Such access will be conducted with the least perusal of contents possible. After you separate from the University, the University may access your technology resources for business purposes and may destroy electronic files, including e-mail.

Access to University information, including data records, is authorized for University employees or other users when necessary for them to perform assigned duties. You understand that in performing your duties for Temple University, you may have access to confidential information including, but not limited to, proprietary business information relating to Temple University and personal confidential information related to other employees, students, applicants and alumni. You further understand that you are not permitted to share the information to which you have access except only as required to perform your job or as required by the business needs of your unit or department. Likewise, you understand that you may not request others to provide you with confidential information to which you do not have access except as required to perform your job.

The University technology resources (viewed online, in print, in other media, or received verbally), to which you are provided access may contain information or data records pertaining to members of Temple University that are defined as personal or confidential under University policy. The technology resources may also contain personal information about students protected pursuant to the federal regulations implementing the Family Education Rights and Privacy Act of 1974 (FERPA).

You acknowledge that the disclosure of confidential information to others without proper authority or consent may violate state and/or federal law, such as the Family Educational Rights and Privacy Act (FERPA), the Health Insurance Portability and Accountability Act (HIPAA), or the Gramm-Leach-Bliley Act (GLBA). You further acknowledge that if you improperly request, use or disclose confidential information, including but not limited to personal and employment-related information, you may be subject to disciplinary action, up to and including termination of employment or dismissal.

If you have been provided access to confidential or other sensitive information, you must take measures to safeguard it from unauthorized access, release, or disclosure. Examples of frequently used personal data elements that you must protect include gender, ethnicity, home address and telephone number, date of birth, income tax withholding data, citizenship, Social Security number, and personal health information. Some examples of confidential business information that you must protect include performance evaluations, peer reviews, negotiation details, and risk management information.

• Temple University and Information Technology Services Policies and Guidelines
• Temple University Technology and Software Policy
• Temple University Data Usage, Governance and Integrity Policy
• Temple University Data Rules
• Temple University Data Classifications
• Temple University E-mail Policy
• Policy Regarding Confidentiality of Student Records
• Information Security Reporting Procedures
• Policy Reminder on Copyright Violations (Including Peer-to-peer file sharing)
• University-Wide Electronic Communication Guidelines