IT Policy - Shivaji University

IT Policies & Guidelines
(Release: Jan. 2014 Version 1.0)
Prepared by
Special Technical Committee,
Shivaji University,
Vidya Nagar, Kolhapur 416004.
Table of Contents
Need for IT Policy
IT Hardware Installation Policy
Software Installation & Licensing Policy
Network (Intranet & Internet) Use Policy
Email Account Use Policy
Web Site Hosting Policy
University Database Use Policy
Responsibilities of INTERNET UNIT
Responsibilities of COMPUTER CENTER
Responsibilities of Sections, Departments
Responsibilities of the Administrative Units
Guidelines on Computer Naming Conventions
Guidelines for running Application or Information Servers
Guidelines for hosting Web Pages on Intranet/Internet
Guidelines for Desktop Users
Video Surveillance Policy
Campus Network Services Use Agreement
Application Form for IP Address Allocation
Application Form for Net Access ID Allocation for
Application Form for Net Access ID Allocation for Students
Requisition Form for e-mail account for Employees
Requisition Form for e-mail account for Research Students
Page Number
Shivaji University’s IT Policy
(Release: Jan. 2014 Version 1.0)
Need for IT Policy
 Basically the University IT policy exists to maintain, secure, and ensure legal and
appropriate use of Information technology infrastructure established by the University on
the campus.
 This policy establishes University-wide strategies and responsibilities for protecting the
Confidentiality, Integrity, and Availability of the information assets that are accessed,
created, managed, and/or controlled by the University.
 Information assets addressed by the policy include data, information systems, computers,
network devices, intellectual property, as well as documents and verbally communicated
Undoubtedly, Intranet & Internet services have become most important resources in
educational institutions & research organizations. Realizing the importance of these services,
SUK took initiative way back in 2000 and established basic network infrastructure in the
academic complex of the university.
Over the last ten years, not only active users of the network facilities have increased
many folds but also the web-based applications have increased. This is a welcome change in the
university’s academic environment.
Now, the university has about 2500 network connections covering more than twenty buildings
across the campus and expected to reach 4000 connections very soon.
Internet Unit is the department that has been given the responsibility of running the
university’s intranet & Internet services.
Internet Unit is running the Firewall security, Proxy, DHCP, DNS, email, web and
application servers and managing the network of the university.
SUK is getting its Internet bandwidth from BSNL. Total bandwidth availability from
BSNL source is 20 Mbps (leased line). SUK has also got 1 Gbps connectivity under NKN
Network of MHRD (NME-ICT) via BSNL.
While educational institutions are providing access to Internet to their faculty, students and
staff, they face certain constraints:
 Limited Internet bandwidth.
 Limited infrastructure like computers, computer laboratories,
 Limited financial resources in which faculty, students and staff should be provided with
the network facilities and
 Limited technical manpower needed for network management.
On one hand, resources are not easily available for expansion to accommodate the continuous
rise in Internet needs, on the other hand uncontrolled, uninterrupted and free web access can give
rise to activities that are neither related to Teaching/learning processes nor governance of the
At the outset, we need to recognize the problems related to uncontrolled surfing by the users:
 Prolonged or intermittent surfing, affecting quality of work
 Heavy downloads that lead to choking of available bandwidth
Exposure to legal liability and cases of sexual harassment due to harmful and
embarrassing content.
Confidential information being made public.
With the extensive use of the Internet, network performance suffers in three ways:
When compared to the speed of Local Area Network (LAN), Internet traffic over the Wide Area
Network (WAN) is a potential bottleneck.
When users are given free access to the Internet, non-critical downloads may clog the traffic,
resulting in poor Quality of Service (QoS) and affecting critical users and applications.
When computer systems are networked, viruses that get into the LAN, through
Intranet/Internet, spread rapidly to all other computers on the net, exploiting the vulnerabilities of
the operating systems.
Too many concurrent users who are on the high speed LANs trying to access Internet resources
through a limited bandwidth, definitely create stress on the Internet bandwidth available.
Every download adds to the traffic on the Internet. This adds to costs and after a point, brings
down the Quality of Service. Reducing Internet traffic is the answer.
Computer viruses attach themselves to files, spread quickly when files are sent to others and are
difficult to eradicate. Some can damage the files as well as reformat the hard drive, causing
extensive loss to the enterprise. Others simply attach themselves to files and replicate
themselves, taking up network space and slowing down the network.
Apart from this, plenty of employee time is lost with a workstation being scanned and cleaned of
the virus. Emails, unsafe downloads, file sharing and web surfing account for most of the virus
attacks on networks. Once they gain entry into the network, viruses attach themselves to files,
replicate quickly and cause untold damage to information on the network.
They can slow down or even bring the network to a halt.
Containing a virus once it spreads through the network is not an easy job. Plenty of man-hours
and possibly data are lost in making the network safe once more. So preventing it at the earliest
is crucial.
Hence, in order to securing the network, Internet Unit has been taking appropriate steps by
installing firewalls, access controlling and installing virus checking and content filtering software
at the gateway.
However, in the absence of clearly defined IT policies, it is extremely difficult to convince users
about the steps that are taken for managing the network. Users tend to feel that such restrictions
are unwarranted, unjustified and infringing the freedom of users.
As IT users are aware, all the educational institutions worldwide have IT policies implemented in
their respective institutions.
Without strong management policies, IT security measures will not be effective and not
necessarily align with management objectives and desires. Hence, policies and guidelines form
the foundation of the Institution’s security program. Effective policies are a sign of due
diligence; often necessary in the event of an IT audit or litigation.
Policies also serve as blueprints that help the institution implement security measures.
An effective security policy is as necessary to a good information security program as a solid
foundation to the building.
Hence, Shivaji University also is proposing to have its own IT Policy that works as guidelines
for using the university’s computing facilities including computer hardware, software, email,
information resources, intranet and Internet access facilities, collectively called “Information
Technology (IT)”. Hence, this document makes an attempt to propose some IT policies and
guidelines that would be relevant in the context of this university.
While creating these policies, every effort has been made to have a careful balance between
security and the ability to conduct the rightful functions by the users.
Further, due to the dynamic nature of the Information Technology, Information security in
general and therefore policies that govern information security process are also dynamic in
nature. They need to be reviewed on a regular basis and modified to reflect changing technology,
changing requirements of the IT user community, and operating procedures.
Purpose of IT policy is to set direction and provide information about acceptable actions and
prohibited actions or policy violations.
Guidelines are created and provided to help organisation, departments and individuals who are
part of university community to understand how University policy applies to some of the
significant areas and to bring conformance with stated policies.
IT policies may be classified into following groups:
 IT Hardware Installation Policy
 Software Installation and Licensing Policy
 Network (Intranet & Internet) Use Policy
 E-mail Account Use Policy
 Web Site Hosting Policy
 University Database Use Policy
Further, the policies will be applicable at two levels :
 End Users Groups (Faculty, students, Senior administrators, Officers and other staff)
 Network Administrators
It may be noted that university IT Policy applies to technology administered by the university
centrally or by the individual departments, to information services provided by the university
administration, or by the individual departments, or by individuals of the university community,
or by authorised resident or non-resident visitors on their own hardware connected to the
university network. This IT policy also applies to the resources administered by the central
administrative departments such as Library, Computer Centers, Laboratories, Offices of the
university recognised Associations/Unions, or hostels and guest houses, or residences wherever
the network facility was provided by the university.
Computers owned by the individuals, or those owned by research projects of the faculty, when
connected to campus network are subjected to the Do’s and Don’ts detailed in the university IT
Further, all the faculty, students, staff, departments, authorised visitors/visiting faculty and others
who may be granted permission to use the University’s information technology infrastructure ,
must comply with the Guidelines. Certain violations of IT policy laid down by the university by
any university member may even result in disciplinary action against the offender by the
university authorities. If the matter involves illegal action, law enforcement agencies may
become involved.
Applies to
Stake holders on campus or off campus
 Students: UG, PG, Research
 Employees
(Permanent/ Temporary/ Contractual)
 Faculty
 Administrative Staff (Non-Technical / Technical)
 Higher Authorities and Officers
 Guests
Network Devices wired/ wireless
Internet Access
Official Websites, web applications
Official Email services
Data Storage
Mobile/ Desktop / server computing facility
Documentation facility (Printers/Scanners)
Multimedia Contents
IT Hardware Installation Policy
University network user community needs to observe certain precautions while getting their
computers or peripherals installed so that he/she may face minimum inconvenience due to
interruption of services due to hardware failures.
A. Who is Primary User
An individual in whose room the computer is installed and is primarily used by him/her, is
considered to be “primary” user. If a computer has multiple users, none of whom are considered
the "primary" user, the department Head should make an arrangement and make a person
responsible for compliance.
B. What are End User Computer Systems
Apart from the client PCs used by the users, the university will consider servers not directly
administered by INTERNET UNIT, as end-user computers. If no primary user can be identified,
the department must assume the responsibilities identified for end-users. Computer systems, if
any, that are acting as servers which provide services to other users on the Intranet/Internet
though registered with the INTERNET UNIT, are still considered under this policy as "endusers" computers.
C. Warranty & Annual Maintenance Contract
Computers purchased by any Section/Department/Project should preferably be with 3-year onsite comprehensive warranty. After the expiry of warranty, computers should be under annual
maintenance contract. Such maintenance should include OS re-installation and checking virus
related problems also.
D. Power Connection to Computers and Peripherals
All the computers and peripherals should be connected to the electrical point strictly through
UPS. Power supply to the UPS should never be switched off, as continuous power supply to UPS
is required for battery recharging. Further, these UPS systems should be connected to the
electrical points that are provided with proper earthling and have properly laid electrical wiring.
E. Network Cable Connection
While connecting the computer to the network, the connecting network cable should be away
from any electrical/electronic equipment, as they interfere with the network communication.
Further, no other electrical/electronic equipment should be shared with the power supply from
where the computer and its peripherals are connected.
F. File and Print Sharing Facilities
File and print sharing facilities on the computer over the network should be installed only when
it is absolutely required. When files are shared through network, they should be protected with
password and also with read only access rule.
G. Shifting Computer from One Location to another
Computer system may be moved from one location to another with prior written intimation to the
INTERNET UNIT, as INTERNET UNIT maintains a record of computer identification names
and corresponding IP address. Such computer identification names follow the convention that it
comprises building name abbreviation and room No. As and when any deviation (from the list
maintained by INTERNET UNIT) is found for any computer system, network connection would
be disabled and same will be informed to the user by email/phone, if the user is identified . When
the end user meets the compliance and informs INTERNET UNIT in writing/by email,
connection will be restored.
H. Maintenance of Computer Systems provided by the University
For all the computers that were purchased by the university centrally and distributed by the
Estate Branch, University Computer Maintenance Cell (COMPUTER CENTER) will attend the
complaints related to any maintenance related problems.
I. Noncompliance
SUK faculty, staff, and students not complying with this computer hardware installation policy
may leave themselves and others at risk of network related problems which could result in
damaged or lost files, inoperable computer resulting in loss of productivity. An individual's noncompliant computer can have significant, adverse affects on other individuals, groups,
departments, or even whole university. Hence it is critical to bring all computers into compliance
as soon as they are recognized not to be.
INTERNET UNIT upon finding a non-compliant computer affecting the network, will notify the
individual responsible for the system and ask that it be brought into compliance. Such
notification will be done via email/telephone and a copy of the notification will be sent to the
COMPUTER CENTER, if applicable. The individual user will follow-up the notification to be
certain that his/her computer gains necessary compliance. The INTERNET UNIT will provide
guidance as needed for the individual to gain compliance.
Software Installation and Licensing Policy
Any computer purchases made by the individual departments/projects should make sure that
such computer systems have all licensed software (operating system, antivirus software and
necessary application software) installed.
Respecting the anti-piracy laws of the country, University IT policy does not allow any
pirated/unauthorized software installation on the university owned computers and the computers
connected to the university campus network. In case of any such instances, university will hold
the department/individual personally responsible for any pirated software installed on the
computers located in their department/individuals’ rooms.
A. Operating System and its Updating
1. Individual users should make sure that respective computer systems have their OS
updated in respective of their service packs/patches, through Internet. This is particularly
important for all MS Windows based computers (both PCs and Servers). Updating OS by
the users helps their computers in fixing bugs and vulnerabilities in the OS that were
periodically detected by the Microsoft for which it provides patches/service packs to fix
them. Checking for updates and updating of the OS should be performed at least once in
a week or so.
2. University as a policy encourages user community to go for open source software such
as Linux, Open office to be used on their systems wherever possible.
3. Any MS Windows OS based computer that is connected to the network should access web site for free updates. Such updating should be done at
least once in a week. Even if the systems are configured for automatic updates, it is users
responsibility to make sure that the updates a being done properly.
B. Antivirus Software and its updating
1. Computer systems used in the university should have anti-virus software installed, and it
should be active at all times. The primary user of a computer system is responsible for
keeping the computer system compliant with this virus protection policy.
2. Individual users should make sure that respective computer systems have current virus
protection software installed and maintained.
He/she should make sure that the software is running correctly. It may be noted that any antivirus
software that is running on a computer, which is not updated or not renewed after its warranty
period, is of practically no use. If these responsibilities appear beyond the end user's technical
skills, the end-user is responsible for seeking assistance from any service-providing agency.
C. Backups of Data
Individual users should perform regular backups of their vital data. Virus infections often destroy
data on an individual's computer. Without proper backups, recovery of destroyed files may be
Preferably, at the time of OS installation itself, one can have the computer’s hard disk partitioned
into two volumes typically C and D. OS and other software should be on C drive and user’s data
files on the D drive. In case of any virus problem, generally only C volume gets corrupted. In
such an event formatting only one volume, will protect the data loss. However, it is not a
foolproof solution. Apart from this, users should keep their valuable data either on Floppy, or CD
or other storage devices such as pen drives.
D. Noncompliance
SUK faculty, staff, and students not complying with this computer security policy leave
themselves and others at risk of virus infections which could result in damaged or lost files
inoperable computer resulting in loss of productivity risk of spread of infection to others
confidential data being revealed to unauthorized persons
An individual's non-compliant computer can have significant, adverse affects on other
individuals, groups, departments, or even whole university. Hence it is critical to bring all
computers into compliance as soon as they are recognized not to be.
INTERNET UNIT upon finding a non-compliant computer will notify the individual responsible
for the system and ask that it be brought into compliance. Such notification will be done via
email/telephone and a copy of the notification will be sent to the COMPUTER CENTER, if
applicable. The individual user will follow-up the notification to be certain that his/her computer
gains necessary compliance. The INTERNET UNIT will provide guidance as needed for the
individual to gain compliance.
Network (Intranet & Internet) Use Policy
Network connectivity provided through the University, referred to hereafter as "the Network",
either through an authenticated network access connection or a Virtual Private Network (VPN)
connection, is governed under the University IT Policy. The Communication & Information
Services (INTERNET UNIT) is responsible for the ongoing maintenance and support of the
Network, exclusive of local applications. Problems within the University’s network should be
reported to INTERNET UNIT.
A. IP Address Allocation
Any computer (PC/Server) that will be connected to the university network, should have an IP
address assigned by the INTERNET UNIT. Following a systematic approach, the range of IP
addresses that will be allocated to each building is decided. So, any computer connected to the
network from that building will be allocated IP address only from that Address pool. Further,
each network port in the room from where that computer will be connected will have binding
internally with that IP address so that no other person uses that IP address unauthorisedly from
any other location.
As and when a new computer is installed in any location, the concerned user can download the
application form available for the purpose of IP address allocation and fill it up and get the IP
address from the INTERNET UNIT.
An IP address allocated for a particular computer system should not be used on any other
computer even if that other computer belongs to the same individual and will be connected to the
same port. IP addresses are given to the computers but not to the ports. IP address for each
computer should be obtained separately by filling up a requisition form meant for this purpose.
B. DHCP and Proxy Configuration by Individual Departments /Sections/
Use of any computer at end user location as a DHCP server to connect to more computers
through an individual switch/hub and distributing IP addresses (public or private) should strictly
be avoided, as it is considered absolute violation of IP address allocation policy of the university.
Similarly, configuration of proxy servers should also be avoided, as it may interfere with the
service run by INTERNET UNIT.
Even configuration of any computer with additional network interface card and connecting
another computer to it is considered as proxy/DHCP configuration.
Non-compliance to the IP address allocation policy will result in disconnecting the port from
which such computer is connected to the network. Connection will be restored after receiving
written assurance of compliance from the concerned department/user.
C. Running Network Services on the Servers
Individual departments/individuals connecting to the university network over the
LAN may run server software, e.g., HTTP/Web server, SMTP server, FTP server, only after
bringing it to the knowledge of the INTERNET UNIT in writing and after meeting the
requirements of the university IT policy for running such services. Non-compliance with this
policy is a direct violation of the university IT policy, and will result in termination of their
connection to the Network.
INTERNET UNIT takes no responsibility for the content of machines connected to the Network,
regardless of those machines being University or personal property.
INTERNET UNIT will be constrained to disconnect client machines where potentially damaging
software is found to exist.
A client machine may also be disconnected if the client's activity adversely affects the Network's
Access to remote networks using a University’s network connection must be in compliance with
all policies and rules of those networks. This applies to any and all networks to which the
University Network connects. University network and computer resources are not to be used for
personal commercial purposes.
Network traffic will be monitored for security and for performance reasons at INTERNET
Impersonation of an authorized user while connecting to the Network is in direct violation of this
agreement and will result in the termination of the connection.
D. Dial-up/Broadband Connections
Computer systems that are part of the University’s campus-wide network, whether university’s
property or personal property, should not be used for dial-up/broadband connections, as it
violates the university’s security by way of bypassing the firewalls and other network monitoring
servers. Non-compliance with this policy may result in withdrawing the IP address allotted to
that computer system.
E. Wireless Local Area Networks
1. This policy applies, in its entirety, to School, department, or division wireless local area
networks. In addition to the requirements of this policy, school, departments, or divisions
must register each wireless access point with INTERNET UNIT including Point of
Contact information.
2. School, departments, or divisions must inform INTERNET UNIT for the use of radio
spectrum , prior to implementation of wireless local area networks.
3. School, departments, or divisions must not operate wireless local area networks with
unrestricted access. Network access must be restricted either via authentication or
MAC/IP address restrictions. Passwords and data must be encrypted.
4. If individual School wants to have inter-building wireless network, prior to installation of
such network, it should obtain permission from the university authorities whose
application may be routed through the Co-ordinator, INTERNET UNIT.
F. Internet Bandwidth obtained by Other Departments
Internet bandwidth acquired by any Section, department of the university under any research
programme/project should ideally be pooled with the university’s Internet bandwidth, and be
treated as university’s common resource.
Under particular circumstances, which prevent any such pooling with the university Internet
bandwidth, such network should be totally separated from the university’s campus network. All
the computer systems using that network should have separate
IP address scheme (private as well as public) and the university gateway should not be specified
as alternative gateway. Such networks should be adequately equipped with necessary network
security measures as laid down by the university IT policy. One copy of the network diagram
giving the details of the network design and the IP address schemes used may be submitted to
Non-compliance to this policy will be direct violation of the university’s IT security policy.
Email Account Use Policy
In an effort to increase the efficient distribution of critical information to all faculty, staff and
students, and the University's administrators, it is recommended to utilize the university’s e-mail
services, for formal University communication and for academic & other official purposes.
E-mail for formal communications will facilitate the delivery of messages and documents to
campus and extended communities or to distinct user groups and individuals. Formal University
communications are official notices from the University to faculty, staff and students. These
communications may include administrative content, such as human resources information,
policy messages, general University messages, official announcements, etc.
To receive these notices, it is essential that the e-mail address be kept active by using it regularly.
Staff and faculty may use the email facility by logging on to with
their User ID and password. For obtaining the university’s email account, user may contact
INTERNET UNIT for email account and default password by submitting an application in a
prescribed proforma.
Users may be aware that by using the email facility, the users are agreeing to abide by the
following policies:
1. the facility should be used primarily for academic and official purposes and to a limited
extent for personal purposes.
2. using the facility for illegal/commercial purposes is a direct violation of the university’s
IT policy and may entail withdrawal of the facility. The illegal use includes, but is not
limited to, the unlicensed and illegal copying or distribution of software, sending of
unsolicited bulk e-mail messages. And generation of threatening, harassing, abusive,
obscene or fraudulent messages/images.
3. while sending large attachments to others, user should make sure that the recipient has
email facility that allows him to receive such large attachments.
4. User should keep the mail box used space within about 80% usage threshold, as ‘mail
box full’ or ‘mailbox all most full’ situation will result in bouncing of the mails,
especially when the incoming mail contains large attachments.
5. User should not open any mail or attachment that is from unknown and suspicious
source. Even if it is from known source, and if it contains any attachment that is of
suspicious nature or looks dubious, user should get confirmation from the sender about its
authenticity before opening it. This is very much essential from the point of security of
the user’s computer, as such messages may contain viruses that have potential to damage
the valuable information on your computer.
6. Users should configure messaging software (Outlook Express/Netscape messaging client
etc.,) on the computer that they use on permanent basis, so that periodically they can
download the mails in the mailbox on to their computer thereby releasing the disk space
on the server. It is user’s responsibility to keep a backup of the incoming and outgoing
mails of their account.
7. User should not share his/her email account with others, as the individual account holder
is personally held accountable, in case of any misuse of that email account.
8. User should refrain from intercepting, or trying to break into others email accounts, as it
is infringing the privacy of other users.
9. While using the computers that are shared by other users as well, any email account that
was accidentally left open by another user, should be promptly closed without peeping
into its contents, by the user who has occupied that computer for its use.
10. Impersonating email account of others will be taken as a serious offence under the
university IT security policy.
11. It is ultimately each individual’s responsibility to keep their e-mail account free from
violations of university’s email usage policy.
12. Any Spam mail received by the user into INBOX should be forwarded
13. Any mail wrongly stamped as SPAM mail should be forwarded to
14. All the mails detected as spam mails go into SPAM_MAIL folder of the respective
users’ mail accounts. Users are requested to open these folders periodically to check any
important mail wrongly stamped as SPAM mail and went into this folder. If so, user may
forward that mail ID to for necessary action to delete from the
spam mail category. It is recommended to empty this folder as frequently as possible.
The above laid down policies particularly 1 to 11 are broadly applicable even to the email
services that are provided by other sources such as, etc., as long as they
are being used from the university’s campus network, or by using the resources provided by the
university to the individual for official use even from outside.
Web Site Hosting Policy
1. Official Pages
Sections, departments, and Associations of Teachers/Employees/Students may have pages on
SUK’s Intranet Channel of the official Web page.
Official Web pages must conform to the University Web Site Creation Guidelines for Web site
As on date, the university’s webmaster is responsible for maintaining the official web site of the
university viz., only.
Personal Pages:
The university computer and network infrastructure is a limited resource owned by the
university. It is recognized that each individual faculty will have individual requirements for
his/her pages. Hence, faculty may have their personal pages linked to official web site of the
university by sending a written request to INTERNET UNIT giving the details of the hyperlink
of the URL that he/she wants to be added in the official web site of the university. However,
illegal or improper usage will result in termination of the hyperlink. The contents of personal
pages must not violate any applicable export laws and regulations, must not constitute a
copyright or trademark infringement, must not be used for commercial purposes, must not be
used for political lobbying, and must not otherwise violate any local, state, or central government
laws. Personal pages also will not include the hosting of pages for other individuals or groups.
Personal pages should explicitly mention that views expressed by him/her in their pages are
exclusively their own and not that of the university.
Affiliated Pages:
Faculty may host Web pages for "affiliated" professional organizations on department Web
servers as long as adequate support and resources are available. Prior approval from the
competent administrative authority must be obtained for hosting such pages. Individual units
reserve the right to discontinue the service and will provide reasonable advance notice to that
affiliated organization.
2. Web Pages for eLearning
Though the university does not have this facility as on this date, this Policy relates to future
requirements for Web pages for eLearning authored as a result of Teaching/Learning process.
Faculty may have class materials (syllabi, course materials, resource materials, etc.) on the Web,
linked through the appropriate department's pages.
Because majority of student pages will be published on the University's Web for eLearning, it
must reflect the academic mission, and be careful that the published material is not
misrepresentative in any way by conflicting with official SUK or other Web sites. If a student
publishes a fictional Web site or a Web site modeled after an existing institution or corporation,
the site must be clearly identified as a class project.
The following are the storage and content requirements for class-generated student Web pages:
It is recommended that pages be placed on the student information server, but pages developed
for classes also may be placed on departmental servers or the main campus server meant for
eLearning purpose.
If the pages are published on the eLearning information server, they will be maintained under the
default rules for personal eLearning pages
The instructor will maintain pages that are published on departmental servers or the main campus
server meant for eLearning purpose.
Content Disclaimer:
The home page of every class-generated site will include the SUK Content
Disclaimer (for pages published on the eLearning information server, the content disclaimer
should be generated automatically):
Class Information:
The home page of every class-generated site will contain the name of the class, the student's
name, the date, and a link to the class home page.
Pages Generated by Class Groups:
Pages produced by class groups, if placed on the eLearning information server, will be placed on
the server under the name of the designated group leader.
Official Pages:
If Web pages developed for eLearning become the part of the "official" SUK page, they must be
removed from the eLearning information server, departmental servers as class-generated pages
(students, can of course, link to their work from their personal student pages).
3. Student Web Pages
Though the university does not have this facility as on this date, this policy relates to future
requirements for personal student Web pages. Policies for student pages authored as a result of
academic assignments are in II above. It is recognized that each individual student will have
individual requirements for his/her pages. As the university’s computer and network
infrastructure is a limited resource owned by the university, only web pages of students related to
their assignments will be accepted on the Students web pages. The contents of personal pages
hosted by the students even on outside web site must not violate any applicable export laws and
regulations, must not constitute a copyright or trademark infringement, must not be used for
commercial purposes, must not be used for political lobbying, and must not otherwise violate any
local, state, or central government laws.
The following are the storage and content requirements for personal student Web pages:
Pages will be placed on the student information server.
Pages published on the student information server will be maintained under the default rules for
personal student pages.
Content Disclaimer:
Every personal page will include the SUK Content Disclaimer (the content disclaimer will be
generated automatically):
Responsibilities for Those Maintaining Web Pages
Sections, departments, units, and individuals are responsible for maintaining their own Web
SUK Web pages (including personal pages) must adhere to the SUK Web Page
Standards and Design Guidelines and should be approved SUK WebPages Advisory Committee.
Policies for Maintaining Web Pages
Pages must relate to the University’s mission.
Authors of official SUK and affiliated pages (not class-generated or personal) are required to
announce their Web presence by sending an announcement to
IT POLICY – SUK 16 Mails sent to this address will be placed in a SUK Public
E-Mail Folder in the SUK’s official web site.. The announcement should include:
1. The URL.
2. A brief explanation of content or purpose of the pages (i.e., Web pages for an administrative
or academic unit, etc.). The primary page must include a link to the SUK Home Page and, if
applicable, contain additional links to the sponsoring organization or department.
University Database( of eGovernance) Use Policy
This Policy relates to the databases maintained by the university administration under the
university’s eGovernance.
Data is a vital and important University resource for providing useful information. Its use must
be protected even when the data may not be confidential.
SUK has its own policies regarding the creation of database and access to information and a
more generic policy on data access. Combined, these policies outline the university's approach to
both the access and use of this university resource.
A. Database Ownership: Shivaji University is the data owner of all the University's
institutional data generated in the university.
B. Custodians of Data: Individual Sections or departments generate portions of data that
constitute University’s database. They may have custodianship responsibilities for portions of
that data.
C. Data Administrators: Data administration activities outlined may be delegated to some
of the officers in that department by the data Custodian.
D. MIS Components: For the purpose of eGovernance, Management Information
System requirements of the university may broadly be divided into seven categories. These are:
Here are some general policy guidelines and parameters for Sections, departments and
administrative unit data users:
1. The university's data policies do not allow the distribution of data that is identifiable to a
person outside the university.
2. Data from the University’s Database including data collected by departments or
individual faculty and staff, is for internal university purposes only.
3. One’s role and function define the data resources that will be needed to carry out one’s
official responsibilities/rights. Through its data access policies the university makes
information and data available based on those responsibilities/rights.
4. Data directly identifying a person and his/her personal information may not be distributed
in any form to outside persons or agencies, including all government agencies and
surveys and other requests for data. All such requests are to be forwarded to the Office of
the University Registrar.
5. Requests for information from any courts, attorneys, etc. are handled by the Registrar
Office of the University and departments should never respond to requests, even with a
subpoena. All requests from law enforcement agencies are to be forwarded to the Office
of the University Registrar for response.
6. At no time may information, including that identified as ‘Directory Information’, be
released to any outside entity for commercial, marketing, solicitation or other purposes.
This includes organizations and companies which may be acting as agents for the
university or its departments.
7. All reports for UGC, MHRD and other government agencies will be prepared/compiled
and submitted by the Registrar, Director BCUD, Controller of Examinations and Finance
officer of the University.
8. Database users who repackage data for others in their unit must inform the recipients of
the above data access issues.
9. Tampering of the database by the department or individual user comes under violation of
IT policy. Tampering includes, but not limited to :
 Modifying/deleting the data items or software components by using illegal access
 Modifying/deleting the data items or software components deliberately with
ulterior motives even by authorized individuals/ departments.
 Causing database or hardware or system software crash thereby destroying the
whole of or part of database deliberately with ulterior motives by any individual.
 Trying to break security of the Database servers.
Such data tampering actions by university member or outside members will result in disciplinary
action against the offender by the university authorities.
If the matter involves illegal action, law enforcement agencies may become involved.
A. Campus Network Backbone Operations
1. The campus network backbone and its active components are administered, maintained
and controlled by INTERNET UNIT.
2. INTERNET UNIT operates the campus network backbone such that service levels are
maintained as required by the University Sections, departments, and divisions served by
the campus network backbone within the constraints of operational best practices.
B. Physical Demarcation of Campus Buildings’ Network
1. Physical connectivity of campus buildings already connected to the campus network
backbone is the responsibility of INTERNET UNIT.
2. Physical demarcation of newly constructed buildings to the "backbone" is the
responsibility of INTERNET UNIT. It essentially means exactly at which location the
fiber optic based backbone terminates in the buildings will be decided by the INTERNET
UNIT. The manner in which the building is to be connected to the campus network
backbone (whether the type of connectivity should be of fiber optic, wireless or any other
media) is also the responsibility of INTERNET UNIT.
3. INTERNET UNIT will consult with the client(s) to ensure that end-user requirements are
being met while protecting the integrity of the campus network backbone.
4. It is not the policy of the University to actively monitor Internet activity on the network,
it is sometimes necessary to examine such activity when a problem has occurred or when
optimizing traffic on the University’s Internet links.
C. Network Expansion
Major network expansion is also the responsibility of INTERNET UNIT. Every 3 to 5 years,
INTERNET UNIT reviews the existing networking facilities, and need for possible expansion.
Network expansion will be carried out by INTERNET UNIT when the university makes the
necessary funds available.
D. Wireless Local Area Networks
1. Where access through Fiber Optic/UTP cables is not feasible, in such locations
INTERNET UNIT considers providing network connection through wireless
2. INTERNET UNIT is authorized to consider the applications of Sections, departments, or
divisions for the use of radio spectrum from INTERNET UNIT prior to implementation
of wireless local area networks.
3. INTERNET UNIT is authorized to restrict network access to the Sections, departments,
or divisions through wireless local area networks either via authentication or MAC/IP
address restrictions.
E. Electronic logs
Electronic logs that are created as a result of the monitoring of network traffic need only be
retained until the administrative need for them ends, at which time they should be destroyed.
F. Global Naming & IP Addressing
INTERNET UNIT is responsible to provide a consistent forum for the allocation of campus
network services such as IP addressing and domain name services. INTERNET UNIT monitors
the network to ensure that such services are used properly.
G. Providing Net Access IDs and email Accounts
INTERNET UNIT provides Net Access IDs and email accounts to the individual users to enable
them to use the campus-wide network and email facilities provided by the university upon
receiving the requests from the individuals on prescribed proforma.
H. Network Operation Center
INTERNET UNIT is responsible for the operation of a centralized Network Operation Control
Center. The campus network and Internet facilities are available 24 hours a day, 7 days a week.
All network failures and excess utilization are reported to the INTERNET UNIT technical staff
for problem resolution .
Non-intrusive monitoring of campus-wide network traffic on routine basis will be conducted by
the INTERNET UNIT. If traffic patterns suggest that system or network security, integrity or
network performance has been compromised, INTERNET UNIT will analyse the net traffic
offending actions or equipment are identified and protective restrictions are applied until the
condition has been rectified or the problem has been resolved. In this process, if need be, a report
will be sent to higher authorities in case the offences are of very serious nature.
I. Network Policy and Technology Standards Implementation
INTERNET UNIT is authorized to take whatever reasonable steps are necessary to ensure
compliance with this, and other network related policies that are designed to protect the integrity
and security of the campus network backbone.
J. Receiving Complaints
INTERNET UNIT may receive complaints from COMPUTER CENTER, if any of the network
related problems are noticed by them during the course of attending the end-user computer
systems related complaints. Such complaints should be by email/phone.
INTERNET UNIT may receive complaints from the users if any of the user is not able to access
network due to a network related problem at the user end. Such complaints may be generally
through phone call to INTERNET UNIT.
The designated person in INTERNET UNIT receives complaints from the users/COMPUTER
CENTER and coordinates with the user/service engineers of the network hardware or with
internal technical team to resolve the problem within a reasonable time limit.
K. Scope of Service
INTERNET UNIT will be responsible only for solving the network related problems or services
related to the network.
L. Disconnect Authorization
INTERNET UNIT will be constrained to disconnect any Section, department, or division from
the campus network backbone whose traffic violates practices set forth in this policy or any
network related policy. In the event of a situation where the normal flow of traffic is severely
degraded by a Section, department, or division machine or network, INTERNET UNIT
endeavors to remedy the problem in a manner that has the least adverse impact on the other
members of that network. If a Section, department, or division is disconnected, INTERNET
UNIT provides the conditions that must be met to be reconnected.
Responsibilities of University Computer Center
A. Maintenance of Computer Hardware & Peripherals
COMPUTER CENTER is responsible for maintenance of the university owned computer
systems and peripherals that are either under warranty or annual maintenance contract, and
whose responsibility has officially been entrusted to this Cell.
B. Receiving Complaints
COMPUTER CENTER may receive complaints from INTERNET UNIT, if any of the particular
computer systems are causing network related problems.
COMPUTER CENTER may receive complaints from the users if any of the computer systems or
peripherals that are under maintenance through them are having any problems.
The designated person in COMPUTER CENTER receives complaints from the
users/INTERNET UNIT of these computer systems and coordinates with the service engineers of
the respective brands of the computer systems to resolve the problem within a reasonable time
C. Scope of Service
COMPUTER CENTER will be responsible only for solving the hardware related problems or
OS or any other application software that were legally purchased by the university and was
loaded by the company.
D. Installation of Un-authorised Software
COMPUTER CENTER or its service engineers should not encourage installing any unauthorized
software on the computer systems of the users. They should strictly refrain from obliging such
E. Reporting IT Policy Violation Incidents
If COMPUTER CENTER or its service engineers come across any applications that are
interfering with the network operations or with the IT policies of the university, such incidents
should be brought to the notice of the INTERNET UNIT and university authorities.
F. Reporting incidents related to Network Operations
When the network port of any particular computer system is turned off due to virus or related
activity that is affecting the network performance, the same will be informed to the COMPUTER
CENTER by INTERNET UNIT. After taking necessary corrective action COMPUTER
CENTER or service engineers should inform INTERNET UNIT about the same, so that the port
can be turned on by them.
G. Rebuilding the Computer System
When the service engineers reformat the computer systems and re-install OS and other
application software, care should be taken to give the same hostname, IP address, network Mask,
gateway as it was having earlier. Further, after installing the OS all the patches/latest service
pack should also be properly installed. In case of anti-virus software, service engineers should
make sure that its latest engine and pattern files are also downloaded from the net.
Further, before reformatting the hard disk, dump of only the data files should be taken for
restoring it back after proper re-installation. Under no circumstances, software files from the
infected hard disk dump should be used to write it back on the formatted hard disk.
H. Coordination with INTERNET UNIT
Where there is an element of doubt as to a particular problem on the computer connected to the
network is related to the network or the software installed or hardware malfunctioning,
COMPUTER CENTER/service engineer may coordinate with INTERNET UNIT staff to resolve
the problem with joint effort. This task should not be left to the individual user.
Responsibilities of Department or Sections
A. User Account
Any Centre, department, or Section or other entity can connect to the University network using a
legitimate user account (Net Access ID) for the purposes of verification of affiliation with the
university. The user account will be provided by INTERNET UNIT, upon filling up the
prescribed application form and submitting it to INTERNET UNIT.
Once a user account is allocated for accessing the university’s computer systems, network, mail
and web services and other technological facilities, that account holder is personally responsible
and accountable to the university for all the actions performed using that user account. Hence,
users are advised to take reasonable measures such as using complex passwords, not sharing the
passwords with others, not writing down the password at a place which is accessible to others,
changing the passwords frequently and keeping separate passwords for Net Access Id and for
email account ID) to prevent un-authorised use of their user account by others.
As a member of Shivaji University community, when using the university’ network facilities and
its user account, it becomes user’s duty to respect the University’s reputation in all his/her
electronic dealings within as well as outside the University.
It is the duty of the user to know the IT policy of the university and follow the guidelines to
make proper use of the university’s technology and information resources.
B. Logical Demarcation of Department/ Section/Division Networks
In some cases, Section, department or Division might have created a internal network with in
their premises. In such cases, the Section, department, or division assumes responsibility for the
network service that is provided on all such internal networks on the School, department or
division side of the network backbone. The School, department, or division is also responsible
for operating the networks on their side of the network backbone
in a manner that does not negatively impact other network segments that are connected to the
network backbone.
Each Section, department, or division should identify at least one person as a Point of Contact
and communicate it to INTERNET UNIT and COMPUTER CENTER so that INTERNET UNIT
or COMPUTER CENTER can communicate with them directly in case of any network/system
related problem at its end.
C. Supply of Information by Section, Department, or
Division for Publishing on /updating the SUK Web Site
All Schools/Centers, Departments, or Divisions should provide updated information concerning
them periodically (at least once in a month or earlier).
Hardcopy of such information duly signed by the competent authority at Section, Department, or
Division level, along with a softcopy to be sent to the webmaster operating from INTERNET
UNIT. This policy is applicable even for advertisements/Tender notifications published in
newspapers, and the events organized by Section, Department, or Division.
Links to any web pages that have to be created for any specific purpose or event for any
individual department or faculty can be provided by the webmaster upon receiving the written
requests. If such web pages have to be directly added into the official web site of the university,
necessary content pages ( and images, if any) have to be provided by the respective department
or individual in a format that is exactly compatible with the existing web design/format. Further,
such requests along with the soft copy of the contents should be forwarded to the Director,
INTERNET UNIT well in advance.
D. Setting up of Wireless Local Area Networks/Broadband
1. This policy applies, in its entirety, to school, department, or division wireless local area
networks/broadband connectivity within the academic complex. In addition to the
requirements of this policy, school, departments, or divisions must register each wireless
access point with INTERNET UNIT including Point of Contact information.
Obtaining Broadband connections and using the computers alternatively on the
broadband and the university campus-wide network is direct violation of the university’s
IT Policy, as university. IT Policy does not allow broadband connections within the
academic complex.
School, departments, or divisions must secure permission for the use of radio spectrum
from INTERNET UNIT prior to implementation of wireless local area networks.
School, departments, or divisions must not operate wireless local area networks with
unrestricted access. Network access must be restricted either via authentication or
MAC/IP address restrictions. Passwords and data must be encrypted.
As inter-building wireless networks are also governed by the University IT Policy, setting
up of such wireless .networks should not be undertaken by the Schools/Centers without
prior information to INTERNET UNIT.
E. Security
In connecting to the network backbone, a school, department, or division agrees to abide by this
Network Usage Policy under the University IT Security Policy. Any network security incidents
are resolved by coordination with a Point of Contact (POC) in the originating department. If a
POC is not available to contact, the security incident is resolved by disconnecting the offending
computer from the network till the compliance is met by the user/POC.
F. Preservation of Network Equipment and Accessories
Routers, Switches, Fiber optic cabling, UTP cabling, connecting inlets to the network, Racks,
UPS, and their batteries that are installed at different locations by the university are the property
of the university and are maintained by INTERNET UNIT.
Tampering of these items by the department or individual user comes under violation of IT
policy. Tampering includes, but not limited to,
 Removal of network inlet box.
 Removal of UTP cable from the room.
 Opening the rack and changing the connections of the ports either at jack panel level or
switch level.
 Taking away the UPS or batteries from the switch room.
 Disturbing the existing network infrastructure as a part of renovation of the location
INTERNET UNIT will not take any responsibility of getting them rectified and such
tampering may result in disconnection of the network to that segment or the individual,
until the compliance is met.
G. Additions to the Existing Network
Any addition to the existing network done by Section, department or individual user should
strictly adhere to the university network policy and with prior permission from the competent
authority and information to INTERNET UNIT.
University Network policy requires following procedures to be followed for any network
All the internal network cabling should be as on date of CAT 6 UTP.
UTP cabling should follow structured cabling standards. No loose and dangling UTP
cables be drawn to connect to the network.
UTP cables should be properly terminated at both ends following the structured cabling
Only managed switches should be used. Such management module should be web
enabled. Using unmanaged switches is prohibited under university’s IT policy. Managed
switches give the facility of managing them through web so that INTERNET UNIT can
monitor the health of these switches from their location. However, the hardware
maintenance of so expended network segment will be solely the responsibility of the
department/individual member. In case of any network problem created by any computer
in such network, if the offending computer system is not locatable due to the fact that it is
behind an unmanaged hub/switch, the network connection to that hub/switch will be
disconnected, till compliance is met by the user/department.
As managed switches require IP address allocation, the same can be obtained from
INTERNET UNIT on request.
H. Structured Cabling as a part of New Buildings
All the new buildings that will be constructed in the academic complex here onwards should
have the structured cabling included in their building plans like any other wiring such as
electrical and telephone cabling, for LAN as a part of the building layout Plan. Engineering
Branch may make provisions in their designs for at least one network point in each room. All
such network cabling should strictly adhere to the structured cabling standards used for Local
Area Networks.
I. Campus Network Services Use Agreement
The “Campus Network Services Use Agreement” should be read by all members of the
university who seek network access through the university campus network backbone. This can
be found on the Intranet Channel of the university web site. All provisions of this policy are
considered to be a part of the Agreement. Any Section, Department or Division or individual
who is using the campus network facility , is considered to be accepting the university IT policy.
It is user’s responsibility to be aware of the University IT policy. Ignorance of existence of
university IT policy is not an excuse for any user’s infractions.
J. Enforcement
INTERNET UNIT periodically scans the University network for provisos set forth in the
Network Use Policy. Failure to comply may result in discontinuance of service to the individual
who is responsible for violation of IT policy and guidelines.
Responsibilities of the Administrative Units
INTERNET UNIT needs latest information from the different Administrative Units of the
University for providing network and other IT facilities to the new members of the university
and for withdrawal of these facilities from those who are leaving the university, and also for
keeping the SUK web site up-to-date in respect of its contents.
The information that is required could be broadly of the following nature:
 Information about New Appointments/Promotions.
 Information about Super annuations / Termination of Services.
 Information of New Enrolments.
 Information on Expiry of Studentship/Removal of Names from the Rolls.
 Any action by the university authorities that makes n individual ineligible for using the
university’s network facilities.
 Information on Important Events/Developments/Achievements.
 Information on different Rules, Procedures, Facilities Information related items nos. A
through E should reach Director (INTERNET UNIT) and Information related items nos.
F and G should reach webmaster well in-time.
Hard copy of the information that is supplied by the concerned administrative unit duly signed
by competent authority along with its soft copy (either on mobile storage devices or mobiles or
PDA or by email) should be sent to INTERNET UNIT so as to reach the above designated
Guidelines on Computer Naming Conventions
1. In order to troubleshoot network problems and provide timely service, it is vital to be able
to quickly identify computers that are on the campus network. All computer names on the
campus network must use the University standard conventions. Computers not following
standard naming conventions may be removed from the network at the discretion of
2. All the computers should follow the standard naming convention
Guidelines for running Application or Information
Running Application or Information Servers
i Section/Departments may run an application or information server.
ii Individual faculty, staff or students on the SUK campus may not run personal, publicly
available application or information servers (including content or services providing programs
such as ftp, chat, news, games, mail, ISP, etc.) on the SUK network.
Responsibilities for Those Running Application or Information
Sections/Departments may run an application or information server. They are responsible for
maintaining their own servers.
1) Application or information server content and services must follow content guidelines as
described in SUK Guidelines for Web Presence.
2) Obtain an IP address from INTERNET UNIT to be used on the server
3) Get the hostname of the server entered in the DNS server for IP Address resolution.
University IT Policy’s naming convention should be followed while giving the host names.
4) Make sure that only the services that are essential for running the server for the purpose it is
intended for should be enabled on the server.
5) Make sure that the server is protected adequately against virus attacks and intrusions, by
installing the appropriate software such as anti-virus, intrusion prevention, personal firewall,
anti-spam etc.
6) Operating System and the other security software should be periodically updated.
7) Sections/Departments may run an application or information server provided they do the
I. Provide their own computer, software and support staff
II. Provide prior information in writing to INTERNET UNIT on installing such Servers and
obtain necessary IP address for this purpose.
For general information to help you decide whether or not to run a department or organization
web server, contact the INTERNET UNIT.
Guidelines for hosting Web pages on the Internet/Intranet.
1. Provide the full Internet e-mail address of the Web page maintainer.
2. Provide a link to the SUK home page from the parent (department of origin) home page.
3 Provide a link to the parent home page ("Return to department’s home page") on all supporting
local pages.
4. Maintain up to date pages. Proofread pages and test links before putting them on the Web, and
regularly test and update links.
5. Know the function of HTML tags and use them appropriately.
6 Make provision for providing information without images as printer-friendly versions of the
important web pages.
1. Provide information on timeliness (for example: August 2005; updated weekly; updated
monthly, etc.)..
2 Provide a section indicating "What's New."
3. Provide a caution statement if link will lead to large pages or images.
4. Indicate restricted access where appropriate.
5. Avoid browser-specific terminology.
6. Provide link text that is clear without the link saying ‘click here’ whenever hyperlinks are
7 Maintain visual consistency across related pages.
8. Provide a copyright statement (if and when appropriate).
9. Keep home pages short and simple.
10. Avoid using large graphics or too many graphics on a single page.
11. Provide navigational aids useful to your users (Link to Home, Table of
Contents, Next Page, etc.).
12. Maintain links to mentioned pages.
13. Make your Web pages easy to maintain for yourself and anyone who might maintain them in
the future.
14. Avoid active links to pages that are in development. Place test or draft pages in your "test,"
"temp," or "old" subdirectory. Remember that nothing is private on the Internet: unlinked pages
in your directory may be visible.
15 Check your finished page with a variety of browsers, monitors, and from both network and
modem access points. It is also recommended that you check your page with a Web validation
16. Think of your users--test with primary user groups (which will be mix of users linking
through our high-speed network, and users linking via much slower modems).
17 Conform to accepted, standard HTML codes.
Guidelines for Desktop Users
These guidelines are meant for all members of the SUK Network User Community and users of
the University network.
Due to the increase in hacker activity on campus, University IT Policy has put together
recommendations to strengthen desktop security.
The following recommendations include:
1. All desktop computers should have the latest version of antivirus such as
Symantec Anti Virus (PC) or Quick Heal and should retain the setting that schedules regular
updates of virus definitions from the central server.
2. When a desktop computer is installed, all operating system updates and patches should be
applied. In addition, operating system updates and patches should be applied regularly, on an
ongoing basis. The frequency will be a balance between loss of productivity (while patches are
applied) and the need for security. We recommend once in a week cycle for each machine.
Whenever possible, security policies should be set at the server level and applied to the desktop
3. All Windows desktops (and OS X or later Macintosh desktops) should have an administrator
account that is not used as the regular login account. The login for the administrator account
should be changed from the default.
4. The password should be difficult to break. Password, defined as:
i. must be minimum of 6-8 characters in length
ii. must include punctuation such as ! $ % & * , . ? + - =
iii. must start and end with letters
iv. must not include the characters # @ ' " `
v. must be new, not used before
vi. Avoid using your own name, or names of your wife or children, or name of your department,
or room No. or house No.etc.
vii. passwords should be changed periodically and also when suspected that it is known to others.
viii. Never use ‘NOPASS’ as your password
ix. Do not leave password blank and
x. Make it a point to change default passwords given by the software at the time of installation
5. The password for the user login should follow the same parameters outlined above.
6. The guest account should be disabled.
7. New machines with Windows XP should activate the built-in firewall.
8. All users should consider use of a personal firewall that generally comes along the anti-virus
software, if the OS does not have an in-built firewall.
9. All the software on the compromised computer systems should be re-installed from scratch
(i.e. erase the hard drive and start fresh from installation disks).
When the hard disk of the PC is formatted, the OS and all the application software should be
installed from the original CDs of the software. Only the data or document files should be copied
from the old hard disk and care should be taken to see that no virus residing in the old hard disk
gets into the newly formatted and installed hard disk.
10. Do not install Microsoft IIS or turn on any of its functions unless absolutely necessary.
11. In general, start from a position of security that is most secure (i.e. no shares, no guest access,
etc.) and open up services as necessary.
12. In addition to the above suggestions, INTERNET UNIT recommends a regular backup
strategy. It should be noted that even with all the procedures listed above, there is still the
possibility of a virus infection or hacker compromise.
Backing up data on a regular basis (daily and/or weekly) will lessen the damage caused by the
loss of a machine.
13. If a machine is compromised, INTERNET UNIT will shut the port off. This will isolate the
computer, until it is repaired as per the guidelines. At that time, the port will be turned back on.
14. For departments with their own subnets and administrators, standard filters can be applied at
the subnet level. If a department has its own servers, INTERNET UNIT technical personnel can
scan the servers for vulnerabilities upon request.
Video Surveillance Policy
The system
The system comprises: Fixed position cameras; Pan Tilt and Zoom cameras; Monitors:
Multiplexers; digital recorders; SAN/NAS Storage; Public information signs.
Cameras will be located at strategic points on the campus, principally at the entrance
and exit point of sites and buildings. No camera will be hidden from view and all will be
prevented from focusing on the frontages or rear areas of private accommodation.
Signs will be prominently placed at strategic points and at entrance and exit points of the
campus to inform staff, students, visitors and members of the public that a CCTV/IP Cemera
installation is in use.
Although every effort has been made to ensure maximum effectiveness of the system it is
not possible to guarantee that the system will detect every incident taking place within the area of
Purpose of the system
The system has been installed by university with the primary purpose of reducing the
threat of crime generally, protecting universities premises and helping to ensure the safety of all
staff, students and visitors consistent with respect for the individuals' privacy. These purposes
will be achieved by monitoring the system to:
Deter those having criminal intent
Assist in the prevention and detection of crime
Facilitate the identification, apprehension and prosecution of offenders in relation to
crime and public order
 Facilitate the identification of any activities/event which might warrant disciplinary
proceedings being taken against staff or students and assist in providing evidence to
managers and/or to a member of staff or student against whom disciplinary or other
action is, or is threatened to be taken.
 In the case of security staff to provide management information relating to employee
compliance with contracts of employment
The system will not be used:
To provide recorded images for the world-wide-web.
To record sound other than in accordance with the policy on covert recording.
For any automated decision taking
Covert recording
2.2.1 Covert cameras may be used under the following circumstances on the written
authorisation or request of the Senior officer, Registrar and where it has been assessed by the
Head of Security and Facilities Services and the Data Protection Officer
That informing the individual(s) concerned that recording was taking place would
seriously prejudice the objective of making the recording; and
That there is reasonable cause to suspect that unauthorised or illegal activity is taking
place or is about to take place.
2.2.2 Any such covert processing will only be carried out for a limited and reasonable period of
time consistent with the objectives of making the recording and will only relate to the specific
suspected unauthorised activity.
2.2.3 The decision to adopt covert recording will be fully documented and will set out how the
decision to use covert recording was reached and by whom.
The Security Control Room
Images captured by the system will be monitored and recorded in the Security Control
Room, "the control room", twenty-four hours a day throughout the whole year. Monitors are not
visible from outside the control room.
No unauthorised access to the Control Room will be permitted at any time. Access will
be strictly limited to the duty controllers, authorised members of senior management, police
officers and any other person with statutory powers of entry..
Staff, students and visitors may be granted access to the Control Room on a case-by-case
basis and only then on written authorisation from the Registrar. In an emergency and where it is
not reasonably practicable to secure prior authorisation, access may be granted to persons with a
legitimate reason to enter the Control Room.
Before allowing access to the Control Room, staff will satisfy themselves of the identity
of any visitor and that the visitor has appropriate authorisation. All visitors will be required to
complete and sign the visitors’ log, which shall include details of their name, their department or
organisation they represent, the person who granted authorisation and the times of entry to and
exit from the centre. A similar log will be kept of the staff on duty in the Security Control Room
and any visitors granted emergency access.
Security Control Room Administration and Procedures
Details of the administrative procedures which apply to the Control Room will be set out
in a Procedures Manual, a copy of which is available for inspection by prior arrangement, stating
the reasons for the request.
Images of identifiable living individuals are subject to the provisions of the Prevailing
Data Protection Act; the Control Room Supervisor is responsible for ensuring day to day
compliance with the Act. All recordings will be handled in strict accordance with this policy and
the procedures set out in the Procedures Manual.
All staff working in the Security Control Room will be made aware of the sensitivity of
handling CCTV/IP Cemera images and recordings. The Control Room Supervisor will ensure
that all staff are fully briefed and trained in respect of the functions, operational and
administrative, arising from the use of CCTV/IP Cemera.
Digital recordings are made using digital video recorders operating in time lapse mode.
Incidents may be recorded in real time.
Images will normally be retained for fifteen days from the date of recording, and then
automatically over written and the Log updated accordingly. Once a hard drive has reached the
end of its use it will be erased prior to disposal and the Log will be updated accordingly.
All hard drives and recorders shall remain the property of university until disposal and
Access to images
All access to images will be recorded in the Access Log as specified in the Procedures
Access to images will be restricted to those staff need to have access in accordance with
the purposes of the system.
7.3.0 Access to images by third parties
7.3.1 Disclosure of recorded material will only be made to third parties in strict accordance
with the purposes of the system and is limited to the following authorities:
Law enforcement agencies where images recorded would assist in a criminal enquiry
and/or the prevention of terrorism and disorder
Prosecution agencies
Relevant legal representatives
The media where the assistance of the general public is required in the identification of a
victim of crime or the identification of a perpetrator of a crime
People whose images have been recorded and retained unless disclosure to the individual
would prejudice criminal enquiries or criminal proceedings.
Emergency services in connection with the investigation of an accident.
7.4.0 Access to images by a subject
CCTV/IP Cemera digital images, if they show a recognisable person, are personal data and are
covered by the Data Protection Act. Anyone who believes that they have been filmed by
C.C.T.V. /IP Cemera is entitled to ask for a copy of the data, subject to exemptions contained in
the Act. They do not have the right of instant access.
7.4.1 A person whose image has been recorded and retained and who wishes access to the data
must apply in writing to the Data Protection Officer. Subject Access Request Forms are
obtainable from the Security Office, between the hours of 1020 and 1400 and 1430 to 1800
Monday to Saturday (except Second and fourth Saturday), except when university is officially
closed or from the Data Protection Officer, the Records Office during the same hours.
7.4.2 The Data Protection Officer will then arrange for a copy of the data to be made and given
to the applicant. The applicant must not ask another member of staff to show them the data, or
ask anyone else for a copy of the data. All communications must go through the university Data
Protection Officer. A response will be provided promptly and in any event within forty days of
receiving the required fee and information.
7.4.3 The Data Protection Act gives the Data Protection Officer the right to refuse a request for
a copy of the data particularly where such access could prejudice the prevention or detection of
crime or the apprehension or prosecution of offenders.
7.4.4 All such requests will be referred to the Security Control room Supervisor or by the Data
Protection Officer.
7.4.5 If it is decided that a data subject access request is to be refused, the reasons will be fully
documented and the data subject informed in writing, stating the reasons.
Request to prevent processing
An individual has the right to request a prevention of processing where this is likely to
cause substantial and unwarranted damage or distress to that or another individual.
All such requests should be addressed in the first instance to the Security Control Room
Supervisor or the Data Protection Officer, who will provide a written response within 21 days of
receiving the request setting out their decision on the request. A copy of the request and response
will be retained.
It is recognised that members of University and others may have concerns or complaints
about the operation of the system. Any complaint should be addressed in the first instant to the
Security Control Room supervisor. If having exhausted the steps set out, the complaint remains
unresolved; the complainant may invoke Universities Centralised Complaints Procedure by
obtaining and completing a University Complaints Form and a copy of the procedure.
Complaints forms may be obtained from the Security Office, and the Registrar's Office.
Concerns or enquiries relating to the provisions of the prevailing Data Protection Act may be
addressed to the Data Protection Officer, These rights do not alter the existing rights of members
of University or others under any relevant grievance or disciplinary procedures.
Compliance monitoring
10.1 The contact point for members of University or members of the public wishing to enquire
about the system will be the Security Office which will be available during the hours of 1020 and
1400 and 1430 to 1800 Monday to Saturday (except second and fourth Saturday) except when
University is officially closed.
Upon request enquirers will be provided with:
A summary of this statement of policy
An access request form if required or requested
A subject access request form if required or requested
A copy of the University central complaints procedures
10.3 All documented procedures will be kept under review and a report periodically made to
the Estates Management Committee.
10.4 The effectiveness of the system in meeting its purposes will be kept under review and
reports submitted as required to the Estates Management Committee.
Appendix I
Campus Network Services Use Agreement
Read the following important policies before applying for the user account/email account. By
signing the application form for IP address allocation/Net Access ID(user account)/email account
, you agree to act in accordance with the IT policies and guidelines of Shivaji University. Failure
to comply with these policies may result in the termination of your account/IP address. It is only
a summary of the important IT policies of the university. User can have a copy of the detailed
document from the Intranet (viz.
A Net Access ID is the combination of a username and a password whereby you gain access to
University computer systems, services, campus networks, and the internet.
I. Accounts and Passwords
The User of a Net Access ID guarantees that the Net Access ID will not be shared with anyone
else. In addition, the Net Access ID will only be used primarily for educational/official purposes.
The User guarantees that the Net Access ID will always have a password. The User will not
share the password or Net Access ID with anyone. Network ID's will only be established for
students, staff and faculty who are currently affiliated with the University.
Students, staff and faculty who leave the University will have their Net Access ID and associated
files deleted.
No User will be allowed more than one Net Access ID at a time, with the exception that faculty
or officers who hold more than one portfolio, are entitled to have Net Access ID related to the
functions of that portfolio.
II. Limitations on the use of resources
On behalf of the University, INTERNET UNIT reserves the right to close the Net Access ID of
any user who is deemed to be using inordinately large amounts of storage space or whose actions
otherwise limit the use of computing resources for other users.
III. Computer Ethics and Etiquette
The User will not attempt to override or break the security of the University computers,
networks, or machines/networks accessible there from. Services associated with the Net Access
ID will not be used for illegal or improper purposes. This includes, but is not limited to, the
unlicensed and illegal copying or distribution of software, and the generation of threatening,
harassing, abusive, obscene or fraudulent messages. Even sending unsolicited bulk e-mail
messages comes under IT Policy violation.
In addition, the User agrees to adhere to the guidelines for the use of the particular computer
platform that will be used.
User’s Net Access ID gives him/her access to e-mail, and campus computing resources. The use
of these resources must comply with University policy and applicable. Electronically available
(1) may not contain copyrighted material or software unless the permission of the copyright
owner has been obtained,
(2) may not violate University policy prohibiting sexual harassment,
(3) may not be used for commercial purposes,
(4) should not appear to represent the University without appropriate permission, or to represent
(5) may not appear to represent other organizations or companies,
(6) may not contain material which violates pornography laws, or algorithms or software which
if transferred violate laws,
(7) may not contain scripts or code that could cause a security breach or permit use of resources
in opposition to University policy, and
(8) WWW pages should clearly show identifying information of the owner of the page and we
suggest that it also show date of last revision and an address (e-mail or postal) for
correspondence. INTERNET UNIT equipment does not support use of scripting in individual
IV. Data Backup, Security, and Disclaimer
INTERNET UNIT or COMPUTER CENTER will not be liable for the loss or corruption of data
on the individual user’s computer as a result of the use and/or misuse of his/her computing
resources (hardware or software) by the user or from any damage that may result from the advice
or actions of an
INTERNET UNIT/COMPUTER CENTER staff member in the process of helping the user in
resolving their network/computer related problems. Although INTERNET UNIT/COMPUTER
CENTER make a reasonable attempt to provide data integrity, security, and privacy, the User
accepts full responsibility for backing up files in the assigned Net Access ID, storage space or
email Account. In addition, INTERNET UNIT makes no guarantee concerning the security or
privacy of a User's electronic messages.
The User agrees to be held liable for the improper use of equipment or software, including
copyright violations and agrees to defend, indemnify and hold INTERNET UNIT or
COMPUTER CENTER, as part of SUK, harmless for any such liability or expenses. SUK
retains the right to change and update these policies as required without notification to the User.
V. Account Termination and Appeal Process
Accounts on SUK network systems may be terminated or disabled with little or no notice for any
of the reasons stated above or for other inappropriate use of computing and network resources.
When an account is terminated or disabled, INTERNET UNIT will make an attempt to contact
the user (at the phone number they have on file with INTERNET UNIT) and notify them of the
action and the reason for the action. If the termination of account is of temporary nature, due to
inadvertent reasons and are on the grounds of virus infection, account will be restored as soon as
the user approaches and takes necessary steps to get the problem rectified and communicates to
the INTERNET UNIT of the same But, if the termination of account is on the grounds of willful
breach of IT policies of the university by the user, termination of account may be permanent. If
the user feels such termination is unwarranted, or that there are mitigating reasons for the user's
actions, he or she may first approach the Director INTERNET UNIT, justifying why this action
is not warranted. If the issue is not sorted out he/she may appeal to the Appeals Board duly
constituted by the university for this purpose to review the evidence and hear reasons why an
appeal should be considered. If the Appeals Board recommends revival of the account, it will be
enabled. However, the Internet Unit of the Appeals Board is final and should not be contested.
Users may note that the University’s Network Security System maintains a history of infractions,
if any, for each user account. In case of any termination of User Account, this history of
violations will be considered in determining what action to pursue. If warranted, serious
violations of this policy will be brought before the appropriate University authorities.
Appendix II
Application for IP Address Allocation
S.No. Details To be filled
1. Location of the System Section / Department : ______________________
Room No. ___________________________
Floor /Lab.No ___________________________
Occupied by ___________________________
2. Identification Name of the System
3. IO Box Number _____
4.. Make of the system ACER / Compaq / HCL / IBM / HP / Dell / If Other, Specify
5. MAC / Physical / Adapter address
6. Operating System Win95, Win98, W2K, WinXP, Linux, Solaris, if Other, specify ____
7. Net-based Applications Running on the
a. Yahoo Messenger
b. MSN Messenger
c. AOL
d. Microsoft Antispyware
f. Others, specify………………………………………………..
8 Whether connected directly to the LAN or through another hub / switch
YES / NO, If yes ,
a. Directly connected to LAN
b. Through Hub/Switch located in the same room / different room
9. If the system is configured as server , services that are enabled
a. Http h. SMTP
b. FTP i. Sendmail
c. Netfs j. MySql
d. Network k. SMB
e. Nfs l. Telnet
f. POP3, m. Any other ,specify_____
g. IMAP,
10. Whether in general used by single user or many users
Single / Many
11. Which Antivirus Software is running ____________
Signature of the Applicant
---------------------------------------------------------------------------------------------------INTERNET UNIT Office Use only
IP address allocated by INTERNET UNIT
----------------------------------------------------------------------------------------------------------------------------- ---------------
Applicant’s copy
Signature on Behalf of Co-ordinator, INTERNET UNIT
Appendix III
Application for Net Access ID Allocation
Signature of the Applicant
---------------------------------------------------------------------------------------------------INTERNET UNIT Office Use only
Net Access ID allocated by INTERNET UNIT
Applicant’s copy
on Behalf of Co-ordinator, INTERNET UNIT
S.No. Details To be filled
1. Name of the Applicant Prof./Dr./Mr./Ms./ …………………………………….
2. Location Section / Department :
Room No. ___________________________
Contact Telephone No. __________________________
3. Date of birth ----/----/-----4. Designation _________________
5. Whether the appointment is permanent? Yes/No
if No, appointment valid up to : Dt.: / /
Net Access
ID allocated
Name of account holder
Valid Up to
Net Access
ID allocated
Name of account holder
Valid Up to
Application for WiFi Network Access Account Allocation for Students.
Mr./Ms………………………….. is a bonafide student of this department and the information
given above by him/her is correct as per our records. He/she may be given WiFi Net Access.
--------------------------------------------------------------------------------------------------Applicant’s copy
Details to be filled
1. Name of the Applicant Mr./Ms.…………………………………….
2. Department Name : ______________________________
3. Roll No. / Seat No. / PRN __________________________________
4. Course Name __________________________________
5. Duration of the course __ Semesters
6. Date of joining the Course __/__/______
7. Net Access device : Laptop / Mobile / Tablet
8. MAC address (Please get help of Internet Unit, if you cannot find)
Signature of the Applicant.
Signature and seal of Head of the Department
INTERNET UNIT Office Use only
MAC id verified:
Network Access ID allocated by INTERNET UNIT
Net Access ID allocated
Account Valid Up to :
/ 2014 to
/ 2015
Co-ordinator, Internet Unit.
Appendix V
1. Full Name : _______________________________________
2. Designation : _______________________________________
3. Dept./School
/Centre : _______________________________________
4. Office Telephone :_______________________________________
5. Please specify the E-mail Account Name you wish to have
Option One
Option two
Date : Signature of the Applicant
-------------------------------------------------------------------------------------------------User Counterfoil
The following email ID is created for Prof./Dr./Mr./Ms __________________________
on ____________.
Signature on Behalf of Co-ordinator, INTERNET UNIT
Appendix VI
1. Full Name : ___________________________________
2. Programme of Study : ___________________________________
3. School : __ _________________________________
4. Centre :____ ________________________________
5. Year of Admission : ___________________________________
6. Semester : Monsoon/Winter
7. Permanent Address :
8. Local Address :
9. Telephone/Mobile No. if any: ______________________________ _________
10. Identity Card No. : ________________________________________
The above information furnished by me is correct, and I undertake to abide by the rules and
regulations of the University for proper use of email facility for my research work purpose.
_________________________ ___________________________
Application for email account recommended by
Signature Signature & Stamp of
Supervisor Chairperson/ Dean
Mr./Ms. _______________________________
*Email Account
On behalf of Co-odinator
* To be assigned by the INTERNET UNIT
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