IT Regulations



Rules and Policies on Computer Use

There are some important dos and don'ts!

Make sure you have read and understood the University's Computer Usage Rules and the College IT rules described on this page.

When you register to use the College computing facilities you agree to a statement acknowledging that you are bound by the College’s rules and policies on computer use. When you matriculate (or sign an employment contract) you agree to follow the University’s rules.

The College and the University take a very serious view of acts of computer misuse and will actively pursue those who commit them; the penalties for misuse can extend from pecuniary fines as far as expulsion from the University/College. Among other things, these rules and policies enable the College to discharge its duty to have due regard to the need to prevent people from being drawn into terrorism.
Acceptable Use
Broadly speaking, computing facilities (including network bandwidth) are provided for academic and reasonable recreational use. The College has no objection to its members using the computing facilities for reasonable recreational use, provided that academic use (for example of Computer Room facilities) will always have priority over non-academic use. 
A collection of documents setting out rules governing the use of computer systems and software, together with documents relating to good practice and general network etiquette is available at All who make use of the college network or computing services are expected to adhere to these rules. Details of some forms of unacceptable use may be found in the appendix at the bottom of this page, but this list is not exhaustive.
A: Access
1.                   All use of College computing facilities is bound by these rules.
2.                   Approval for the use of any or all College computing facilities may be summarily withdrawn from any user by the I.T. Director if any breach of these or any other applicable regulations occurs, subject to appeal to the Bursar.
B: Use of Computer Rooms
1.                   The College provides the computer rooms and their attendant equipment for academic and reasonable recreational use only, and for members of the College in statu pupillari only. Non-members of the College may not use the facilities.
2.                   Users wishing to make academic use of the facilities shall always have priority over those using them for recreational purposes.
3.                   Users shall not eat, drink or smoke in the computer rooms, and shall take all reasonable steps to ensure that their use of the computer facilities does not in any way hamper or distract other users. Users shall not lock workstations while they are away from the Computer Room.
4.                   The Computer Rooms are primarily a facility for academic study, and as such the use of mobile telephones in the Computer Rooms is not permitted; the use of personal stereos, the CD-readers in the computers et cetera, for the playing of music shall be in such a way as to minimise inconvenience to other users – headphones must be used, and the volume set accordingly.
5.                   Users shall take all reasonable care in the use of the equipment, and shall report immediately to the I.T. department any faults that occur.
6.                   A charge is levied for each page of print produced using College-owned printers, at the rate advertised next to the printer. These charges are applied to battels, and non-payment will result in loss of access to the Computer Rooms. Where paper is provided by the College for use in Computer Room printers it shall only be used in College owned printers.
7.                   Users shall not install additional software on the College’s computers, nor alter the system settings, without the prior authorisation of the I.T. Director.
C: Use of Ethernet Connections in Junior Members’ Rooms
1.                   The College provides Ethernet connections in many junior members rooms for academic and reasonable recreational use only.
2.                   The occupier of the room must register the computer they wish to connect to the Ethernet network, and is solely responsible for all use made of the Ethernet connection.
3.                   Computers attached to the network shall use the I.P. address assigned to it by the College or University’s DHCP server. Applications for a static I.P. address must be made to the I.T. Director before such address is used, and only the address allocated may be used.
4.                   No network equipment including (but not limited to) hubs, switches, routers and/or wireless access points may be connected to the network without the prior written authorisation of the I.T. Director.
5.                   Users shall not install additional cables into the network except as required to connect their computer to the Ethernet socket. The cable so used shall not be longer than 5 metres, and shall conform to Category 5 specification.
6.                   Users are required to have up-to-date anti-virus software installed on any computer connected to the network.
7.                   Users are required to keep the operating system installed on any computer connected to the network up-to-date with security patches.
8.                   The University’s policy on acceptable use, and any applicable rules on use of the University network shall also apply to the College network.
9.                   The I.T. department may disconnect any Ethernet connection:
(a)     at the request of the Oxford University Computing Service, or any other competent authority;
(b)     on his/her own authority if it seems necessary to him to preserve the proper operation of the College network or systems;
(c)     pending further investigation, if it appears to him/her that a material breach of these or any other applicable rules has occurred.
10.                   Network usage may be monitored to the extent necessary for the proper management of the network, and the security of the equipment attached to it, and for statistical purposes.
11.                Wasteful or frivolous excessive use of network bandwidth is not permitted.

D: Miscellaneous
1.                   Illegal software: Members of the College must ensure that they have a current and appropriate licence for the use they make of any software installed on a their own computer. Members should not seek the assistance of the College I.T. staff for unlicensed software.
2.                   Incorporation of University I.T. rules: The University’s I.T. rules from time-to-time in force automatically form part of these rules. Where there is conflict in interpretation or impact between the University rules and the College rules, the College rules are superior in respect of College I.T. facilities.
3.                   Limitation of application: Use of I.T. facilities provided outside the College, but within the Collegiate University is subject to the University’s I.T. rules.
Appendix: Guidelines on Acceptable Use
Users are not permitted to use university/College IT or network facilities for any of the following:
(1)       any unlawful activity;

(2)       the creation, transmission, storage, downloading, or display of any offensive, obscene, indecent, or menacing images, data, or other material, or any data capable of being resolved into such images or material, or any extremist material which has the real potential to lead to serious terrorist crime on the part of the user, except in the case of the use of the facilities for properly supervised research purposes when that use is lawful and when the user has obtained prior written authority for the particular activity from the head of his or her department or the chairman of his or her faculty board (or, if the user is the head of a department or the chairman of a faculty board, from the head of his or her division);   

(3)       the creation or transmission of material which is designed or likely to cause annoyance, inconvenience, or needless anxiety or to harass another person;
(4)       the creation or transmission of defamatory material about any individual or organisation;
(5)       the sending of any e-mail that does not correctly identify the sender of that e-mail or attempts to disguise the identity of the computer from which it was sent;
(6)       the sending of any message appearing to originate from another person, or otherwise attempting to impersonate another person;
(7)       the transmission, without proper authorisation, of e-mail to a large number of recipients, unless those recipients have indicated an interest in receiving such e-mail, or the sending or forwarding of e-mail which is intended to encourage the propagation of copies of itself;
(8)       the creation or transmission of or access to material in such a way as to infringe a copyright, moral right, trade mark, or other intellectual property right;
(9)       private profit, except to the extent authorised under the user’s conditions of employment or other agreement with the University or a college; or commercial purposes without specific authorisation;
(10)   gaining or attempting to gain unauthorised access to any facility or service within or outside the University, or making any attempt to disrupt or impair such a service;
(11)   the deliberate or reckless undertaking of activities such as may result in any of the following:
(a)     the waste of staff effort or network resources, including time on any system accessible via the university network;
(b)     the corruption or disruption of other users’ data;
(c)     the violation of the privacy of other users;
(d)     the disruption of the work of other users;
(e)     the introduction or transmission of a virus into the network;