Computer Policies

Union Institute & University requires all Faculty, Staff, and Learners to abide by UI&U Policies related to technology. Technology Resources Acceptable Use Policy (TRAUP)

Turning off UI&U Computers at Night
With the discussions on how each of us at UI&U can be more “green,” many of you have asked about leaving your computers turned on at night. Computer Services needs computers to be left “ON” at night to allow anti-virus and Windows updates automatically install on your system. However, after some spirited negotiations with Lisa Schnapp, who, as part of her UI&U undergraduate degree program spearheaded our sustainability newsletter, we have reached a compromise.

We are asking for all UI&U computers to be left on ONLY for the weekends. That way, we can update and keep your systems running smoothly. So, throughout the week, go ahead and turn off your computer when you leave work. But, when you leave work for the weekend, please leave your computer turned on. In addition, please go the extra mile and turn off your computer monitor EVERY night when you leave work (including the weekends). This will save quite a bit of electricity.

Employee Termination Policy/Procedure
When an employee leaves UI&U, it is important to secure the information used by the employee and ease the transition for the employee's department. For that reason, the following policy has been adopted to manage an employee's departure.

• AS400 access and Active Directory accounts will be disabled immediately
• User Accounts and Email mailboxes are deleted 1 month after the termination date
• Terminated employee’s computer will be removed 1 month after the termination date and re-imaged
• Supervisor (or designated alternate) will be given access the terminated employee’s “H” drive and email during that 1 month
• Contents of “H” drive will be zipped and stored for 1 year after the 1 month elapse

E-Mail Usage Policy February 13, 2004
The university provides e-mail accounts to learners pursuing undergraduate or graduate degrees, faculty and staff. If a learner withdraws from UI&U or an employee ends employment, the account will be deactivated and all e-mail will be deleted.

The assigned e-mail account is the official means of communication with all learners and is intended for educational purposes.

Logging into a UI&U account constitutes acceptance of this policy and agreement to abide by the Technology Resources Acceptable Use Policy and those policies referenced within.

Learners, faculty and staff are prohibited from utilizing university e-mail for personal gain, including distribution of “special offers” or solicitation of any kind.

@tui.edu e-mail address are published in the secured learner phone directory on the UI&U website making the address available for anyone within the UI&U community to see.

UI&U utilizes anti-virus and anti-spam software to scan all incoming and outgoing e-mail messages. Any messages determined by the scanning software to contain a virus will not be delivered to your account unless the virus can be cleaned and/or removed from the message. The anti-spam software marks messages determined to be potential spam with [SPAM] in the subject line and delivers the message to your account. You have the option of having these messages auto-delivered to a SPAM folder in your Webmail account. Computer Services monitors the accuracy of the software and makes adjustments as necessary. UI&U reserves the right to update or change the anti-virus and anti-spam software or settings at any time and without prior notice.

Until July 1, 2008 there are two e-mail delivery options available to learners and off-campus faculty. You may switch between either option at any time via our website.

Option 1: Messages received at @tui.edu address will be automatically forwarded to an offsite e-mail account provided for and managed by the learner. If this option is chosen, the learner must keep their forwarding address current via CampusWeb and available to receive new messages. Learners are responsible for all information, including attachments, forwarded to offsite e-mail accounts. This option is not available to faculty and staff.

Option 2: Messages received at @tui.edu address will be accessible via Webmail hosted on university servers via an Internet connection. UI&U Webmail accounts provide up to 100mb of storage space for learners and 300mb of storage space for faculty. If e-mail accounts grow beyond the storage limit, sending and receiving of additional messages will be suspended until such time as messages are removed and the total storage amount falls below the storage limit. UI&U does not provide dial-up access to e-mail accounts. UI&U is not responsible for providing Internet access outside UI&U centers.

After July 1, 2008, @tui.edu e-mail accounts will no longer be forwarded to other addresses. Learners and faculty must check their @tui.edu e-mail accounts for official correspondence.

When does a learner receive an e-mail account and CampusWeb access?