Nuffield College Information Technology Rules and Regulations
Rules for using College devices and the College network.
Nuffield College computer and network use is directed by the Oxford University Information and Communications Technology Committee rules and regulations that can be found on the following pages: http://www.it.ox.ac.uk/policies-and-guidelines.
In addition to Oxford University's regulations, connection of devices to the Nuffield College network are also subject to:
- JISC's Acceptable Use Policy and this can be found at: https://community.jisc.ac.uk/library/acceptable-use-policy
- Nuffield College Information Security Policy and Rules
- Nuffield specific acceptable use and copyright considerations (listed below)
The rules and regulations that apply to Nuffield or University owned computer equipment apply at all times. There is no distinction between work and non-work time.
The rules and regulations that apply to the use of the network infrastructure apply at all times, even if the connection is from a location outside Nuffield, or on equipment that is not owned by the College or University.
Please note that is your responsibility to ensure that you comply with the following:
- If you connect a device to the College network you must adhere to all University IT rules.
- If you connect a device to the College network, you must ensure that you understand the rules with respect to virus protection software and security patches.
- You must ensure that you do not disclose your Nuffield College network login details, or University Single Sign On (Nexus) credentials to anyone (including those in IT support roles).
- If you believe a password of your account is suspected to have been compromised, you must report the incident to the IT team immediately and consider the need to change all passwords on all College and University systems.
Contact us if you have any questions or queries regarding the above responsibilities.
Network connection rules
- The use of personal wired or wireless routers, switches or hubs on the network is prohibited.
- Only devices belonging to members of the College, official visitors staying in designated guest rooms, or those connected with the normal academic activities of Nuffield College or the University can be connected to the Nuffield network.
- Guests and visitors who are not set up for academic network usage may make use of The Cloud wireless network (after registering with The Cloud). This service is not maintained by Nuffield College IT but instructions for connecting may be found at the Lodge.
- Any device connected to the network MUST meet all the Prerequisites for connecting your device listed below.
- Please see our rules regarding Copyrighted material, both for downloading and sharing.
- The use of facilities such as remote desktop, VNC etc.to gain external access to the College Network must be done with the explicit knowledge and permission of the College IT department.
Prerequisites for connecting your device
- The hardware must be running Windows 10 or above, Apple macOS Big Sur version 11 or above, variants of iOS, iPadOS, Android and Linux operating systems with maintained kernels or operating systems that are still receiving regular security updates. You must check that your operating system is still receiving updates.
- Any Apple or Windows devices connected to the network must be running automatically updating anti-virus software and have a firewall enabled. Other devices should ideally have antivirus software.
- Devices running Microsoft Windows must have the latest critical/security updates installed, and must configure Windows/Microsoft Update to do so automatically.
- Apple devices should have updates set to run automatically.
- Devices must be set to be screen-locked or logged off after a suitable period (ten minutes is recommended) unless required to remain on for operational purposes.
- Devices should be set, where possible, to refuse further login attempts if an incorrect password is entered several times.
If you are using your own computer on the Nuffield network, you must have knowledge of the local administrator password. It is very important that passwords have been changed from original/defaults and are not set to anything easily guessable.
Software use (Rules for software use and purchasing)
Work related software purchases should be made via the IT Department for installation on Nuffield managed devices only. The IT Department keeps an auditable trail of the software's purchase history. In most cases the IT Department keeps the media to ensure that the licence terms are adhered to.
Please note that server based versions of software often have very different licence terms to standalone versions.
- Users must adhere to the University rules and regulations on Software use. http://www.it.ox.ac.uk/rules
- Software running on servers (including Terminal Servers) may only be installed by members of the IT Department.
- If you install software on a computer, you are responsible for staying within the terms of the licence agreement.
- If you install Nuffield owned software on a computer, the original media must be kept in a secure place (ideally with the IT Department).
- Most software licences specify the number of copies per user allowed, and whether a license can be run concurrently on multiple devices. Please ensure that you are aware of this. If in doubt about the terms of a licence, please check with the IT Department.
- The IT Department will not install unlicensed software.
- Software must not be installed on the workstations in any of the College's Public Rooms without the prior consent of the IT Department.
- Software stored on the 'Applications' share of Nuffield servers must not be copied to local hard drives or user network drives.
- Licenced software must be removed from any computer that is to be disposed of outside the College (unless the licence specifies otherwise).
- Note that software licences often specify that you must remove the software when you cease to be a member of the College or University.
Information on the College web site and adherence to copyright
The Information that users place on the College web site is subject to the legal requirements of copyright, University and JISC/JANET rules on appropriate use.
The main guidelines can be found at: http://www.it.ox.ac.uk/rules
(See also notes below on Peer-to-Peer file sharing and on Copyrighted material.)
- Material placed on the web site must not breach copyright
- Material should not be defamatory or offensive
- The web site cannot be used for any commercial activity unconnected with the normal business of the College
Note that, even if you are the primary author of material, and hold (publishing) proofs, the copyright may not be straightforward. It is your responsibility to check with the publisher before placing such material on the College web site.
Copyrighted material and cease and desist notices
Illegal download of copyrighted material may cause the College or the individual to be issued with a Cease and Desist notice, usually delivered via central IT Services. There is usually a substantial fee associated with this and this is passed on to the perpetrator, whether that person was actively aware of the infringement of copyright or not.
To avoid such consequences, please do not:
- download films, music or other materials from unofficial sources, to avoid paying a fee for the material
- share such copyrighted material
- allow your device to be used as a 'node' for such material to be shared
Always take the greatest effort to ensure that your computing devices are secure, updated and virus and malware free (as outlined above in 'Network connection rules'). Otherwise, others could be using your hardware and accounts to transgress such copyright rules.
Peer-to-peer file sharing
Unauthorised use of P2P resource sharing software on machines connected to the Oxford University network is prohibited.
Use of the College central file stores
Each user is assigned a home directory on one of the College's central file stores, which can be used for storing work related files only.
There is also space available for joint working (TeamSpace).
If you need more than the current file store allowance (quota), please contact us.
We strongly recommend that you use the central file stores to save your work files, as these are backed up on a daily basis.
See our Intranet page for more information on saving and backing up your files.
VPN and home wireless networks
When using the College or University VPN (Virtual Private Network) server in order to gain access to the College network from home the following rules must be observed:
- Ensure that Apple or Windows devices meet the prerequisites above, particularly regarding critical updates, firewall and anti-virus.
- The VPN connection must only be used by the owner of the personal account. i.e. you must not share your VPN credentials.
- The VPN connection should only be active when needed to access Nuffield network resources. It should be closed when not in use.
When connected to the VPN the user is bound by University and College IT rules.