IT Acceptable Use Policy

Overview 

The University of Ghana (UG) is committed to protecting members of its community, including employees, students and affiliated members, from damaging or illegal actions related to ICT resources. Users are encouraged to use the ICT resources in line with the mission of the University to further the goals and objectives of their work, study or research. 

Purpose

The Acceptable Use Policy seeks to outline the acceptable use of information and communication technology and related resources within the University of Ghana (UG) and to inform the University users of the regulations relating to the use of information and communications technology resources. Inappropriate use of these resources can expose University of Ghana to legal liabilities and system compromise including reputational damage and security breaches.

Policy

All users of the University’s ICT resources must be duly registered on the University’s identity management system, authenticated and appropriately authorised to use such resources. Usage of ICT resources shall be done in a manner to promote the mission of the University.

General Use and Ownership

1. All users shall comply with existing University policies.

2. Users will not access, interfere with or remove any ICT facility, data or information unless they have been authorized to do so.

3. Users shall be given access to use ICT facilities in a manner that is consistent with their role.

4. All use of ICT facilities shall be lawful, honest and decent and with due regard for the rights and sensibilities of other people.

5. Users are responsible for appropriate use of all resources assigned to them. Authorized users of University of Ghana ICT resources must not allow unauthorized users to access the network in any way.

Security Information 

1. Users will not use ICT resources in a way that deliberately disrupts the use of such resources.

2. Users are responsible for ensuring that their devices are protected at all times from cyber-attacks 

3. All ICT resources connected to University ICT infrastructure should be registered, authenticated, properly licensed and the terms of the license strictly observed.

4. Users should not deliberately create, use or distribute materials that could bring the University into disrepute.

5. As part of the UGCS mandate, authorized University administrators would monitor electronic data held on or transmitted through the University ICT infrastructure.  

6. Users should protect their credentials and secure resources against unauthorized use or access. 

Access to Communication 

Email is the official method of communication at UG, both for students and employees. Business is

conducted every day via official UG email.

A VoIP system is used to facilitate direct communication (audio or video calls) within the UG community and outside the institution. 

Video Conferencing equipment is used primarily for instructional classrooms requiring connectivity to

other UG locations such as research and regional centres. It is also used to facilitate conferences and meetings other third‐party entities.

Skype for business harnesses VoIP, video conferencing and presence into one application. It is used to facilitate inter and intra communication within the University and with other third parties.

Social Media is used to communicate University position on a myriad of issues. This media is used primarily by the public affairs directorate to communicate to the whole world and must be used with care

Unacceptable Use 

The list below is by no means exhaustive, but attempts to provide a framework for activities, which fall into the category of unacceptable use. 

1. Under no circumstances is a user of the University’s ICT resources authorized to engage in any activity that is illegal under local and international law including “sakawa” and cyber bullying.

2. Users must not give their account credential such as passwords or personal identification number’s (PIN) to others or allow the use of their accounts by others including family and other household members.

3. Users must not breach security or disrupt network communication. Security breaches include, but are not limited to, accessing data of which the user is not an intended recipient or logging into a server or account that the user is not expressly authorized to access, unless such activities are within the scope of regular duties. 

4. Executing any form of UG infrastructure reconnaissance and monitoring is prohibited, unless this activity is a part of the user’s normal duty or unless prior notification is given to University of Ghana Computing Systems.

5. Users must not circumvent the authentication or security mechanisms of any device, network or account controlled by the University.

6. Sending unsolicited email messages or other advertising material to users who did not specifically request such material is prohibited 

7. Creating or forwarding "chain letters", "Ponzi" or other "pyramid" schemes of any type is prohibited

8. Users must refrain from connecting network devices unto the UG network without authorization.

9. Usurping the University’s bandwidth for commercial purposes or personal interest is prohibited.

10. A user must never access another user’s account without authorization

11. A user must never email University confidential data to external email accounts without authorization.

Consequences of Misuse of Computing or Network Privileges

Users who breach this policy may be subject to disciplinary action by authorities of University of Ghana.

Cooperation Expected

Users, when requested, are expected to cooperate with UGCS in any investigation of system abuse. 

Users who think they have been victims of abuse should contact the University of Ghana Computing Systems through one of the following service desk channels: 

• Use IP phone: 3000 between 9 a.m. and 5 p.m. Monday-Friday.

• Email: servicedesk@ug.edu.gh

• Visit the UGCS Service Desk located on the ground floor in the UGCS Building.

Ownership 

The University Council owns this policy. The Chief Information Technology Officer (CITO) of University of Ghana Computing Systems is responsible for maintaining this policy and providing guidance and advice on its implementation.