Acceptable Use Policy for computing and network resources at Malone University
Computer Resource Usage Policy - Malone University

Keywords: AUP
Acceptable Use Policy for Malone Computing and Network Resources

Approved 12 April 2021

Table of Contents

  • Purpose
  • Overview
  • General Computing and Network Usage Practices
  • Compliance with Federal, State, and Local Law
  • Software and Hardware Utilization and Purchase
  • Malone's Right to Limit, Monitor, Copy, and Regulate Any and All Usage of its Electronic Communications and Equipment
  • Enforcement of the Policy

The purpose of this policy is to define student, faculty, and staff expectations related to the appropriate use of Malone computing and network resources and to communicate the manner in which these resources are regulated and monitored.


All computing and network resources should be used in a manner which promotes the mission of Malone and is consistent with all principles of Malone's Community Agreement, particularly with respect to practicing integrity and accountability. The Academic Integrity Policy, as stated in the Malone catalog, applies to all computing and network resources.

Malone expects students, faculty, and staff to utilize the Internet, intranet other computer-related information in a manner consistent with the mission and purpose of the University. Those in violation are subject to the normal judicial procedures specified for violations of the Malone community responsibilities

General Computing and Network Usage Practices

Use of the Network for Academic, Business, and Personal Endeavors

Computing and network resources are the property of Malone and should be used primarily for Malone-related business and academic activities. Students, faculty, and staff should not do excessive non-Malone-related work or printing on Malone computer equipment.

The right and ownership of any Intellectual Property (IP) transmitted over the network are maintained by its creator; however the act of creating, accessing, or transmitting that IP using Malone-owned resources shall be considered permission for the University to view, copy, or store it.

It is acknowledged that the network in the residence halls can and should be used for personal endeavors; however any usage should still align with the mission and goals of Malone and the guidelines set forth in this and other policies.

Electronic Communications to and from members of the Malone Community 

Students, faculty, and staff, in order to be aware of Malone information and to provide timely service to others, should review and respond to email messages and other types of direct communication within a reasonable time from date of receipt. Under normal circumstances a reasonable time period is considered to be within two (2) working days.

Malone Employees. In order to maintain the integrity and reputation of the University, all electronic communication, e.g., email, online sharing, related to the business of the University shall be conducted using either Malone-provided accounts or accounts connected to Malone-provided accounts. Example 1: A Malone employee will utilize their email account for sending and receiving all email correspondence related to the business of the University. Malone email accounts will not be forwarded to an outside email provider. Example 2: A Malone employee using a a third party web resource (other than email), e.g., Twitter, Facebook, Prezi, will authenticate or create an account with that resource using their email address if that access is used to conduct the business of Malone University. In the event of an incident or investigation, the Malone employee will provide to Malone any relevant usernames and passwords to outside accounts used to conduct university business. Evidence of obstruction such as delaying access or the deletion of the outside account will result in disciplinary action.

Privacy of Electronic Communication

Never assume electronic communications of any kind are private or that they can be read by only you or the recipient. Many forms of communication on the Internet are unsecured and can be monitored or eavesdropped upon at any point between the sender and the recipient. 

Do not send messages that would compromise your integrity as the sender or the integrity of the receiver if they were viewed by others. Do not forward or post Malone-related email messages that you have received to news media or list servers without the author's permission. Malone-related electronic communication may not be used for advertising or broadcasting unsolicited messages for items or events unrelated to the business of the University.

Malone reserves the right to monitor your use of Malone's computers and peripherals, email and Internet system to the extent necessary to maintain quality of service, or protect Malone and other persons, including the members of the Malone community.

Malone additionally reserves the right to monitor use of electronic resources for institutional purposes, but only insofar as it is approved by the IRB and where data has been de-identified OR where explicit permission has been given by the subject(s). Examples of institutional purposes include, but are not limited to, search trend research, device density for the purposes of determining how busy part of campus might be, etc.

Postings to the Internet 

Students, faculty, and staff are reminded that pictures and information posted on the Internet, e.g., Facebook, Twitter, Blogs, are public information. Pictures or information from these sources that describe or document behavior that are brought to the attention of Malone and which reasonably suggest behavior violating Malone policy has taken place, is subject to further investigation and verification by Malone. Any Malone policy violations that are determined as a result of such an investigation will result in appropriate disciplinary action by Malone. For more information about social media postings, faculty and staff should refer to the Malone University Social Media Policy. 

Malone Username and Password 

Your Malone username and password is your virtual identity on Malone’s network. Never share your identity or use someone else’s identity. This includes sharing credentials with family members, visitors, contractors, or other entities who may want or need to use Malone resources. There are guest user accounts available or, in the case of extended relationships (contractor visiting the University regularly, etc.), a special account can be set up for the entity.

You are responsible for any activity done on the Internet or Malone network using your Malone username and password. If you suspect that your username and password have been compromised in any way, please contact Information Technologies immediately so that your credentials can be re-secured.

Compliance with Federal, State, and Local Law 

  1. Electronic communications must not be used for illegal purposes. Examples include harassment or stalking of other users; destruction or damage to electronic equipment, software, or data belonging to other users; sending correspondence (email, postings, or otherwise) from an assumed or false username; intentional disruption or unauthorized monitoring of electronic communications including the use of password grabbers or network monitors; attempting to gain unauthorized access to other computers or networks; and accessing credit card numbers or passwords to computers or user accounts.
  2. Computing and network resources are not to be used to store or send fraudulent, harassing, slanderous, or other objectionable or inappropriate material or messages. Obscene, pornographic, or offensive material is not permitted to be accessed, sent, or stored on Malone computing or network resources. Malone recognizes that some legitimate academic research may require access to materials that may otherwise be prohibited. Request for such access must be submitted to the Provost for approval.
  3. Malone computer users are prohibited from copying or downloading software without paying the required license fee. Transferring copyrighted materials to or from any system or via the Malone network without the expressed consent of the owner is a violation of Federal and State laws. Examples of illegal copying include the following:
  • Making a personal copy of software licensed to Malone.
  • Installing software on a computer without first obtaining a license for that software.
  • Copying files such as books, music, movies, or other licensed or copyrighted material outside of the confines of “Fair Use” in academic pursuits.
Software and Hardware Utilization and Purchase 

  1. All computer software, including free or shareware titles or personally owned titles, installed and/or used on Malone-owned devices must be approved by the Information Technologies Department to ensure proper software licensing is maintained and to ensure the safety of the data and resources of which Malone is steward.
  2. The purchase of any computer hardware or software with Malone funds should be coordinated and approved through the Information Technologies Department.
  3. Software and hardware purchased by Malone remains the property of Malone or of the vendor as agreed by license. Such software, whether in source or object form, including its design, file structures, and any other tangible or intangible value may not be accessed, copied, or removed from the system, nor disclosed to any third party without prior consent of the owner. Duplicating copyrighted software violates the U.S. Copyright Law. It is a federal offense. Criminal penalties include fines and imprisonment. Illegal copying is not permitted at Malone. Members of the Malone community should view violations of the above as violations of the Community Responsibilities section of the catalog.
Malone's Right to Limit, Monitor, Copy, and Regulate Any and All Usage of its Electronic Communications and Equipment

  1. Malone reserves the right to limit, monitor, copy, and regulate all use of Malone computers, devices, printers, and network including, but not limited to, email and website access. For anyone who is employed by Malone, this right extends to accessing and copying voicemail messages which are saved to email as a file. This is essential to protect Malone against claims of illegal use of its system, to protect students, faculty, and staff, and to ensure compliance with this policy.
  2. Suspected violations of this policy should be reported immediately to Information Technologies.
  3. Malone reserves the right to shut down any user account without prior notification if inappropriate network activity is detected.
Enforcement of the Policy

Violations of this policy will be addressed in the same manner as violations of other Malone policies and may result in disciplinary action.

In the case of alleged criminal use of Malone computing or network resources, the Information Technologies Department will comply with appropriate local, state, or federal agencies’ requests for reporting, discovery, or monitoring of electronic activity. If at any time it is determined that a criminal act has occurred, the proper legal authority will be contacted.

Related Policies and Procedures