Policies

Original Effective Date: 02/17/2013
Revised Date: 04/20/2023

---

The computing and electronic communications facilities at Fairleigh Dickinson University support the instructional, research, and administrative activities of the University. Users of these facilities may have access to University resources, sensitive data, and external networks. Consequently, it is imperative for all users to behave in a responsible, ethical, and legal manner. This document presents specific guidelines for appropriate behavior and use of FDU computing resources.

SCOPE

These guidelines apply to all users of FDU computing resources. Users include all students, faculty, staff, visiting faculty, volunteers, guests of the administration, and external individuals or organizations.

Computing resources include, but are not limited to, desktop and laptop computers, file servers, smart phones, email and electronic communications, software, University-assigned email accounts, data storage, and networking equipment used to link these components together and to the Internet, whether owned, leased, or licensed by FDU. In addition, computing resources include use of the University network via a physical or wireless connection, regardless of the ownership of the computer or device connected to the network. Moreover, this policy applies to all usage of university computing resources, whether that usage occurs through a university owned device or personal device.

University property, including computing resources, are provided to you for University business. Although security protocols have been put in place to restrict access to computing resources to protect them against unauthorized access by external parties, it is important that all members of the University community take appropriate measures to safeguard these resources.

Users – and not the University — are responsible for the materials that users prepare, receive, or transmit through computing resources. Thus, as a condition of using the University’s computer system, all users represent that they are in compliance with applicable laws and University policies, including l federal, state, and international copyright and other intellectual property laws and laws regarding defamation.

ACCEPTABLE USE

Those who make use of the FDU computing resources are required to behave in a manner consistent with FDU’s codes of conduct. As a user of this network, you agree to the following usage guidelines:

1. You will not use an account that does not belong to you. You will use only the computers, computer accounts, and computer files for which you have authorization. You may not share accounts, files, or access to computer resources with any unauthorized person.
   
2. You are responsible for any computer account you have been given. You will set a password on the account that is in compliance with university password policies, and you may not share this password with any other person. If you discover that someone has made unauthorized use of your account, you should change your password immediately and immediately report the event to one of the individuals listed in Appendix 1.
   
3. You agree not to intentionally seek out information about, copy, or modify password files, other users’ files, or disks and tapes belonging to other people, unless specifically authorized by those persons, whether at FDU or other facilities.
   
4. You should not attempt to decrypt material to which you are not entitled or attempt to gain rights you have not been specifically granted by the owner. If you observe or discover a gap in system or network security, you agree to inform one of the individuals listed in Appendix 1 and not to exploit the gap.
   
5. You agree to refrain from any activity that interferes with a computer’s operating system or its logging and security systems, or that may cause such effects. Additionally, users are not authorized to remove any security software installed on FDU equipment by FDU Systems personnel.
   
6. You must be sensitive to the public nature of computing resources and agree not to transmit, post, or otherwise display material that is threatening, obscene, harassing, or defamatory. The use of University computing resources to libel, slander, or harass any other person is not allowed and could lead to University discipline as well as legal action by those who are the recipients of these actions.
   
7. You agree not to make copies of or distribute software the University owns or uses under license, unless the owner of the software or the owner of the license has specifically granted permission to copy. If in doubt as to whether you have permission to copy software, assume you don’t.
   
8. Messages, statements, and declarations sent as electronic mail or public postings should be treated as if they were tangible documents. From electronic identifiers used in the transmission of messages, addressees can see the University is the source of the message or its system is being used to transmit it, similar to how letterhead or return addresses on a tangible document would identify the University. Therefore, as a representative of the FDU community, you are expected to respect the University’s good name in your electronic dealings with those both within and outside the University. Moreover, in so far as employees make use of FDU computing resources to relay personal opinions, it is their obligation to make sure that no addressee can infer that their personal opinions are necessarily shared or authorized by the University, and they are obligated to clearly identify their opinions as their own and not those of the University.
   
9. You agree not to create, alter, or delete any electronic information contained in any system that is not your own work, unless specifically authorized by the owner of that information.
   
10. You agree not to create, send, or forward electronic chain mail letters. You agree not to attempt to alter or forge the “From” line or any other attribution of origin contained in electronic mail or postings. You agree not to use any of the University systems for sending what is commonly referred to as “SPAM” mail (unsolicited bulk email).
11. You may l not use FDU computing resources as a means of obtaining unauthorized access to any other computing systems.
    
12. FDU’s data storage on University servers, hosted servers, third party storage, or hosted storage, is an FDU computing resource with costs attached and should be used with care and discretion. It is primarily meant for current class work, research and development projects, business files, and temporary storage of other files. Users are expected to keep their disk usage reasonably minimized, in keeping with their University role.
    
13. Network addresses such as TCP/IP addresses and machine addresses are assigned by University Systems and Networking staff and may not be altered or otherwise assigned without the explicit permission of the Associate Vice President of Systems and Networking (or other designee). In addition, no equipment may be attached to the network without the explicit permission of the Associate Vice President of Systems and Networking (or other designee). This applies to all staff as well as academic departments.
    
14. FDU’s computing resources are not to be used for the transmission of commercial or personal advertisements, solicitations, and promotions or for extended reproduction of political, ideological or commercial material originated by a person or organization. This includes but is not limited to the execution of revenue-generating advertising programs which pay users when the programs are run. The Associate Vice President of Systems and Networking (or other designee) may suspend this rule when it is in FDU’s best interest to permit such activity.
    
15. Users may not contract with external Internet services, service providers, or the like without the explicit written approval of the Associate Vice President of Systems (or designee) and Networking and compliance with Finance and Office of General Counsel policies.
    
16. Without the explicit written permission of the Associate Vice President of Systems and Networking (or designee) you agree not to run any of the following protocols or services:
    
    • Port scanners, network monitors or other types of utilities that probe any other computer, be they inside or outside FDU’s network.
      
    • Routing or network serving protocols such as RIP, IGRP, OOTP or DHCP on the network.
      
    • Daemons, processes or programs that accept incoming connections, as a server would.
      
    • Streaming media servers or any other server that broadcasts continuous data streams.

17. FDU’s computing resources, including equipment, network, services, and wiring may not be modified or extended beyond the areas of their intended use.
    
18. Network connections may not be used to provide network access to anyone outside the University community or for any purposes other than those that are in direct support of the academic mission of the University.
    
19. All computers connected to FDU’s network must run an operating system and configuration that is supported by its vendor with regard to security patches and updates, as well as antivirus software with current virus definitions. It is the user’s responsibility to keep their virus definitions up to date and to apply all critical operating system updates. More information is available at https://it.fdu.edu or submit questions through the SAMI Support portal or by emailing fdutac@fdu.edu.
    
20. Users may not alter the operating system or configuration of University owned computers without the explicit written authorization of the Associate Vice President of Systems and Networking (or designee).
    

PERSONAL USE

Computing resources are created to support the instructional, research, and administrative activities of the University, and are the property of the University. Personal use of the University’s computing resources, except for students enrolled at the University, should be incidental and kept to a minimum. Use of such resources by an employee for other than work-related matters should be reasonable and limited so that it does not prevent the employee from attending to and completing work effectively and efficiently, does not incur additional cost to the University, and does not preclude others with work-related needs from using the resources, including the shared campus and Internet bandwidth.

Department Heads and other administrators may enact additional restrictions to further limit employees’ personal use of University computing resources. These restrictions may include but are not limited to: limiting time spent reading or writing personal email or visiting web pages, and limitations on acceptable content due to the possible exposure of screens to other individuals. Human Resources must be consulted, in advance, about any proposed restrictions.

SECURITY

Users should use reasonable available methods to safeguard their data, including regular changes of passwords, and encrypting sensitive data. In the event that files have been corrupted as a result of intrusion, you should notify a system administrator immediately. Please note that FDU’s computing resources are not completely secure. It is possible that others will be able to access files by exploiting shortcomings in system security. For this and other reasons, FDU cannot assure confidentiality of files and other transmissions.

The Office of Information Resources and Technology (“OIRT”) and each of its departments attempt to provide reasonable security against damage to files stored on FDU’s computing resources by filtering all outgoing and incoming electronic mail for viruses and junk mail and making regular backups of systems.

In connection with the University’s migration to Office 365, the University adopted a policy of retaining copy of each fdu.edu email for three (3) years.  This means, regardless of individual user action, the University will maintain a copy of all email traffic for a period of 3 years. 

In the event of lost or damaged files, a reasonable attempt will be made to recover the information; however, the University and the University Information Technology staff cannot guarantee recovery of the data or loss of data due to media failure, floods, fires, etc.

OIRT and each of its departments will make reasonable attempts to provide error-free hardware and software on our computing resources, however, it is not possible to guarantee this, and information provided by staff members is not guaranteed to be correct.

PRIVACY

Users should exercise caution when storing any confidential information in electronic format, because the privacy of such information cannot be guaranteed. User(s) must be aware that any personal files, including e-mail, maintained on University computing resources are University property and are subject to University storage, retrieval, and review. Individuals using FDU computing resources should have no expectation that any information transmitted through or stored on FDU computing resources, whether the information is contained on a computer hard drive, computer disks, University or third party server or in any other manner, will be private. By using FDU computing resources, the user consents to the University’s (and its designees’, both internal and external) access to their electronic files, documents, and materials stored, transmitted, or otherwise accessible on those resources.

Examples of where the University might access a user’s electronic files include system backups, which access all files in a user’s account; software upgrades which may require editing startup files in a user’s account; diagnostic and trouble-shooting activities, which may, for example, require viewing the address headers of e-mail messages to determine the cause of problems; keystroke monitoring of sessions to determine inappropriate use of the computing facilities; searches in connection with a litigation, threatened litigation, governmental proceeding or investigation; investigation of a possible data breach; investigation of possible breach of University policy, rules, handbooks, or protocols; and other measures to safeguard the University’s systems and compliance with laws. These examples are not intended to limit the University’s right to access a user’s electronic files under circumstances deemed appropriate by the University. In such situation(s), University computer resources in the possession of a user, or otherwise assigned to an individual, may be accessed, reviewed, duplicated, stored, and forwarded by appropriate personnel without the user’s permission or knowledge.

Without limitation, because employees are granted access to and use of FDU computing resources to conduct University business, the University reserves the right to access electronic mail messages left on or transmitted through the University’s computing resources. Employees should not assume that such messages are private and confidential or that the University or its designated representatives will not have a need to access and review this information.

The Family Education Rights and Privacy Act (FERPA) binds all users who have access to student data and this policy is subject to FERPA requirements. In general, FERPA gives students more control over their educational records, and it prohibits educational institutions from disclosing “personally identifiable information in education records” without the written consent of the student (subject to specified exceptions). To find out specifically what information you may or may not give out and to whom, contact the office of the Vice President for Student Affairs.

POLICY VIOLATIONS

Policy violations should be reported immediately to any one of the individuals listed in Appendix 1.

Violations of this policy will be addressed as described in the Student, Faculty and/or Employee Handbooks, any relevant contracts, and, if applicable, State and Federal law or regulations. University students and employees who violate this Policy will be met with appropriate disciplinary action, up to and including dismissal, expulsion, or termination from the University. Third parties who violate this Policy may have their relationship with the University terminated and their access to campus restricted. In addition, a user’s system privileges can be suspended for a specified time period or revoked and/or a monetary fine may be imposed on those in violation to reimburse the University for the staff time and other costs of investigating and rectifying the violation.

The University reserves the right to suspend computing resource privileges while investigating a complaint or troubleshooting a system or network problem.

This policy is subject to revision. Comments and suggestions are welcome and should be sent to Stuart Alper, Associate Vice President of Systems and Networking, mailstop T-BH1-01, or stuper@fdu.edu.

It is the user’s responsibility to remain informed about the contents of this document.

---

CONTACTS

Stuart Alper
Associate Vice President of Systems and Networking
Mailstop T-BH1-01
(201)-692-2414
stuper@fdu.edu

Saul Kleinman
Associate Vice President of Management Information Systems
Mailstop T-BH2-03
(201)-692-2065
saul@fdu.edu

---

Revision Date: New Policy
Effective Date: 11/1/2023

Section A – University Systems and Applications

I. Purpose

The purpose of this policy is to establish information security standards for individuals receiving credentials to Fairleigh Dickinson University (“FDU” or “University”) resources and how those resources are accessed.

II. Scope and Applicability

This policy applies to all university system resources. All Users are responsible for adhering to this policy.

III. Definitions

Capitalized terms shall have the meaning ascribed to them herein and shall have the same meaning when used in the singular or plural form or any appropriate tense.

1. Account: An established relationship between a User and a computer, network, or Information System which is assigned a credential such as a username and password.
   
2. System Administrative Account: An Account with elevated privileges intended to be used only when performing management tasks, such as installing updates and application software, managing user accounts, and modifying operating system and application settings.
   
3. Entitled Account: A user who has met the minimum requirement to be granted authorization to access electronic Fairleigh Dickinson University Resources.
   
4. Authorized User: A User who has been granted authorization to access electronic Fairleigh Dickinson University Resources and is current and active in their privileges.
   
5. Contractor or Vendor: A person or a company that undertakes a contract to provide materials or labor to perform a service.
   
6. Employee: University staff faculty and adjunct, including nonexempt, exempt, and overseas staff and collegiate faculty.
   
7. Multi-Factor Authentication (MFA): Authentication using two or more different factors to achieve authentication. Factors include something you know (e.g., PIN, password); something you have (e.g., cryptographic identification device, token); or something you are (e.g., biometric).
   
8. Privileged Account: An Account that is authorized to perform security-relevant functions that an ordinary Account is not authorized to perform.
   
9. Single Sign-On (SSO): An authentication process that allows an Authorized User to access multiple applications with one set of login credentials. SSO is a common procedure in enterprises, where a client accesses multiple resources connected to a local area network (LAN).
   
10. User: A member of the University community, including but not limited to Staff and Faculty, and other individuals performing services on behalf of University, including Contractors, volunteers and other individuals who may have a need to access, use or control University Data.

IV. Authentication

1. Any service, application or Information System, whether on-premise or in the cloud, that contains WISP protected information, especially PI or PHI; OR is accessed by a large group of employees (20 or more), must use Single Sign-on authentication.
   
   • If the service or application is being provisioned by a business unit, the unit must engage University Systems to work with the provider to enable SSO.
     
   • If SSO is not supported by the service or application, it will not be approved for use by the university.
     
   • See Section V for exceptions.
     
2. Multi-factor authentication (MFA) must be used to access University resources.
   
3. Passwords must be constructed in accordance with the minimum requirements as listed below:
   
   • Authorized User Account passwords must meet a minimum length of 8 characters.
     
   • Administrative and Privileged Account passwords must meet a minimum of 10 characters.
     
   • Passwords must contain a mix of alphanumeric characters. Passwords must not consist of all digits, all special characters, or all alphabetic characters.
     
   • Automated controls must ensure that passwords are changed at 90-day intervals for both general users and administrative-level accounts.
     
   • NetIDs associated with a password must be disabled for a period of time after 10 consecutive failed login attempts. A minimum of 30 minutes is required for the reset period.
     
   • Passwords must not be the same as the NetID.
     
   • Passwords must not be displayed on screens.
     
   • Users must not share passwords.
     
   • Initial passwords and password resets must be issued pre-expired forcing the user to change the password upon first use.
     
   • Password reuse must be limited by not allowing the last 10 passwords to be reused. In addition, the password must be at least 2 days old in order to be voluntarily changed.
     
   • Access will be disabled 90 days past the date that a password expired if not changed.
     
   • Access will be disabled after 30 days of creation if NetID is not claimed.
     
   • Expired passwords must be changed before any other system activity is allowed.
     
4. Server Password Protocol
   
   • If, at any time, a member of the Community is granted permission to install a server, and access to that server is restricted via Login, and if that process is granted SSO exception through section VII., that system can not hold passwords in clear text. That system must use an approved irreversible cryptographic transform to protect its users’ passwords.

VI. Enforcement

• This policy will be enforced by technical controls wherever feasible; otherwise, this policy will be enforced by OIRT under the direction of the CIO. All members of FDU’s faculty and staff have a responsibility to promptly report any known instances of noncompliance to AVP of University Systems and Networking or the Director of Systems.
  
• Failure to comply with this policy can result in disciplinary action. Any such discipline shall be in accordance with processes and procedures of Human Resources and subject to any protections afforded under the University’s agreement with “Office & Professional Employees International Union”, the “Faculty Handbook”, and similar documents. Third parties who violate this Policy may have their relationship with the University terminated and their access to campus restricted.

VII. Exceptions

• Exceptions to this policy should be submitted to the AVP, USAN for review. Approval of the Chief Information Officer (CIO) or Data Security Incident Response Team (DSIRT) may be required.

---

Effective Date: April 1st, 2021

I. Objective

Fairleigh Dickinson University (FDU) has adopted and standardized use of the Microsoft Office 365 Suite of products for University business. Some external entities, however, that conduct business with University employees utilize the Google Suite of products. This policy stipulates which Google applications will be made available to faculty and staff (not students) to enable collaboration with these external entities to conduct University business.

II. Purpose

Fairleigh Dickinson University (FDU) has adopted and standardized use of the Microsoft Office 365 Suite of products for University business. However, it is recognized that not all entities use Microsoft Office 365 as their platform and, from time to time, FDU faculty and staff may need the ability to collaborate with external entities that may be using the Google Suite of products. This policy stipulates which Google applications will be made available to faculty and staff to enable collaboration with these external entities.

• Faculty and staff are reminded that in accordance with the University’s WISP policy, WISP protected data must not be stored or transmitted through any service, without the prior written authorization from the University Chief Information Security Officer.

• As stated in the “Policy for Acceptable Use for Email”, Google Gmail is not available for use. All University business must be conducted through an FDU email account on Microsoft Office 365.

• Faculty and staff may not use, or attempt to use, Google apps as a method of collaboration with students, faculty or staff. This FDU Policy on the Availability and use of Google Apps is expressly for the use with external entities only.

• This Policy on the Availability and use of Google Apps applies only to use of Google applications by faculty and staff, and not FDU students.

• Microsoft Office 365 is the only FDU supported platform for email and collaboration.

• Google Apps are not supported by FDU IT personnel.

III. Scope

This policy applies to all FDU faculty and staff, wherever located throughout the world. Students will NOT have access to the fdu.edu Google Apps suite of products.

IV. Data Security Coordinator

The University has designated the Chief Information Security Officer, working together with the Data Security Information Response Team (DSIRT) and the USAN Director of Systems, to implement, supervise and maintain this Policy.

V. Internal Risks

To combat internal risks to the security, confidentiality, and integrity of any electronic, paper or other records, adherence to this Policy and the WISP will be strictly enforced.

VI. External Risks

To combat external internal risks to the security, confidentiality, and integrity of any electronic, paper or other records, adherence to this policy and the WISP will be strictly enforced.

VII. In Case of Questions

Questions regarding the availability of Google Apps can be directed to the Fairleigh Dickinson University Technical Assistance Center (UTAC). The UTAC is available 24×7.

VIII. Other Applicable Policies

IX. Exceptions

Requests for exceptions to this Policy should be directed in writing to the Chief Information Security Officer via the Fairleigh Dickinson University Technical Assistance Center (UTAC).

X1.1 Google Apps Available to Faculty and Staff

Services	Descriptions
Assignments	Assignments brings together the capabilities of Google Docs, Drive and Search into a tool for collecting and grading student work.
Calendar	Google Calendar is a web-based tool for personal scheduling and calendar sharing. It can be accessed through either a Web browser or through a third-party calendar client.
Classroom	Google Classroom enables teachers to create an online classroom area in which they can manage all the documents that their students need.
Drive and Docs	Google Docs is an online word processor that lets you create and format text documents and collaborate with other people in real time. Google Drive on the web lets you store, access, and edit your files anywhere — on the web, on your hard drive, or on the go.
Google Meet	Google Meet enables conversations with photos, emoji, group video calls for free. You can connect across computers, Android and Apple devices.
Google Vault	Vault is an information governance and eDiscovery tool for Google Workspace. With Vault, you can retain, hold, search, and export users’ Google Workspace data.
Groups for Business	Google Groups for Business is an extended service available for G Suite users that allows you and other members in your organization to access the main Google Groups interface located at groups.google.com.
Jamboard	Google Jamboard is an online, collaborative whiteboarding application that lets you create, edit, and collaborate with other people in real time. Google Jamboard applications can be accessed on the Web, Android, and iOS.
Keep	Google Keep is a note-taking service included as part of the free, web-based Google Docs Editors suite offered by Google
Tasks	Google Tasks is a simple to-do list—but with lists, subtasks, and mobile notifications, it has the basics you need to stay productive and keep track of the most important things you need to do.
Applied Digital Skills	Applied Digital Skills is a free, flexible video-based curriculum that prepares students for the growing number of jobs that require basic digital skills, such as email and spreadsheets.
Google Ad Manager	Google Ad Manager is an ad exchange platform introduced by Google on June 27, 2018. It combines the features of two former services from Google’s DoubleClick subsidiary, DoubleClick for Publishers and DoubleClick Ad Exchange.
Google Ads	Google Ads is Google’s online advertising program. Through Google Ads, you can create online ads to reach people exactly when they’re interested in the products and services that you offer
Google AdSense	Google AdSense is an advertising program launched by Google in 2003 that allows website publishers to display targeted text, video, or image advertisements on website pages.
Google Alerts	Google Alerts is a tool that allows you to track your chosen keywords and phrases so that you never miss another important conversation.
Google Analytics	Google Analytics generates detailed statistics about a website’s traffic and traffic sources and measures conversions and sales
Google Cloud Platform	Google Cloud Platform is a suite of public cloud computing services offered by Google. The platform includes a range of hosted services for compute, storage and application development that run on Google hardware.
Google Cloud Print	Google Cloud Print is a web service offered by Google. Users associate printers with their Google Account.
Google Data Studio	Data Studio is Google’s reporting solution for power users who want to go beyond the data and dashboards of Google Analytics.
Google Earth	Google Earth is the most photorealistic, digital version of our planet.
Google My Maps	Google My Maps is your way to keep track of the places that matter to you.
Google Payments	Google Pay (stylized as G Pay; formerly Pay with Google and Android Pay) is a digital wallet platform and online payment system developed by Google to power in-app and tap-to-pay purchases on mobile devices, enabling users to make payments with Android phones, tablets or watches.
Google Play	In Google Play, the app description is split into two fields: Short Description, a limited 80 characters preview field and. the Full Description field, giving you space for an up to 4000 characters long app description.
Google Play Console	Google App Store
Google Search Console	The Search Console lets you, as a webmaster, check on the status of the indexing Google does on your site, helping you to optimize your page visibility in Google search results. Get data, tools and diagnostics for a healthy, Google-friendly site.
Google Takeout	Google Takeout is a service that allows users of Google products, such as YouTube, Gmail, etc., to export their data to a downloadable ZIP file.
Managed Google Play	Managed Google Play Managed Google Play is a version of Google Play that’s optimized for enterprises.
Material Gallery	Material Gallery is a collaborative tool for uploading design work, getting feedback, and tracking revisions – quickly and efficiently.
Partner Dash	Partner Dash is a service that hosts several applications used by Google’s partners to manage their relationships with us. Some of these applications are invite-only, while others are publicly available to anyone logged in with a Google Account.
Scholar Profiles	The Google Scholar Profile search pane in Publish or Perish allows you to look up a Google Scholar profile and analyze the associated publication metrics.
Search And Assistant	Google Assistant is Google’s artificial intelligence-powered voice assistant, which grew out of Google Now.

Due to the increasing demand of the academic computer facilities, a general document detailing the policies for computer lab reservations has been outlined. The purpose of the computer lab reservation policy is to provide faculty, staff and students with equitable access to campus computing lab resources. Most computer labs are used as classrooms and they are available for open-access use when there are no classes in session.

There are currently four Computing Services computer labs which can be used for classroom instruction on each campus. They are: D206, D207, D208, and D209 located in the Dreyfuss Building on the Florham Campus. The computer labs located on the Metropolitan Campus are: DH2163 and DH2164 in Dickinson Hall and UH Front Lab (UH22) and UH Back Lab (UH28) in University Hall. Also, there are three multimedia labs; two on the Florham campus and one on the Metropolitan campus. The multimedia labs for the Florham Campus are: D211-Animation Lab and ZEN110 – Graphic Design Lab) located in the Dreyfuss and ZEN Buildings. On the Metropolitan campus, the multimedia lab (MML) is located in Becton Hall Room 403. The multimedia labs are primarily used for courses offered by the FDU School of Arts. All labs used for classroom instruction and general use are equipped with a LaserJet printer and data projector. The Animation Lab is equipped with 3-D printers. All multimedia labs are equipped with ZOOM capability to support hybrid instruction.

If you have any questions regarding the lab reservation policy, please contact Denzel James via email at: d.james@fdu.edu

Effective Date: 11/07/2023
Last Revision: 11/01/2013

Select employees of Fairleigh Dickinson University may be required to engage with confidential University data. The FDU Confidentiality Agreement and Security Policy defines your obligations under Federal and State guidelines to preserve the security and confidentiality of this information.

Confidentiality Agreement and Security Policy

Fairleigh Dickinson University regards the security and confidentiality of data and information to be of utmost importance. Each individual granted access to electronic and/or hard copy data holds a position of trust and must preserve the security and confidentiality of the information to which he/she is granted access to. Therefore, it is the intent of this policy to ensure that University data, in any format, is not divulged outside of Fairleigh Dickinson University without explicit approval to do so by an Associate Vice-President of the University or higher who has responsibility for the data in question. As such, the University requires all users of data to follow the procedures outlined below:

Policy on Confidential Information

Users of University data are required to abide by all applicable Federal and State guidelines and University policies regarding confidentiality of data, including the Family Education Rights and Privacy Act (“FERPA”) and, as applicable, The Health Insurance Portability and Accountability Act of 1996 (“HIPAA”). For more information, see: FDU’s General Confidentiality Policy, FERPA and HIPAA. 

Confidential Information shall be defined as:

• regarding student, faculty or staff: any personally-identifiable records, financial records (including social security and credit card numbers), health records; contracts, research data; alumni and donor records; personnel records other than an individual’s own personnel record; 

• regarding the University: University financial data; computer and system passwords, University issued PINS, University proprietary information/data; and 

• any other information for which access, use, or disclosure is not authorized by: 1) federal, state, or local law; or 2) University policy.

The individual receiving the Confidential Information shall have no obligation under this Policy with respect to Confidential Information which:

• is or becomes publicly available without breach of this Policy by the recipient;
• is rightfully received by the recipient without obligations of confidentiality; or
• is developed by the recipient without breach of this Policy; provided, however, such Confidential Information shall not be disclosed until thirty (30) days after written notice of intent to disclose is given to the University officer who has responsibility for the data in question, along with the asserted grounds for disclosure;
• is disclosed in accordance with any “whistle blower” action as provided in the U.S. False Claims Act, the New Jersey Conscientious Employee Protection Act (“NJCEPA”), or similar legislation.  (Brief overview of the NJCEPA is available here.

Any individual with authorized access to the Confidential Information is given access solely for the business of the University and must not divulge the Confidential Information outside of the University except for University business requirements approved by the President of the University or the division head responsible for the data in question. Specifically, with respect to Confidential Information, individuals must:

1. Access Confidential Information solely in order to perform his/her job responsibilities.
2. Not seek personal benefit or permit others to benefit personally from any Confidential Information that has come to them throughout their work assignments.
3. Not make or permit unauthorized use of any Confidential Information in the University’s information system or other records.
4. Not enter, change, delete or add data to any information system or files outside of the scope of their job responsibilities.
5. Not include or cause to be included in any record or report, a false, inaccurate or misleading entry known to the user as such.
6. Not alter or delete or cause to be altered or deleted from any records, report or information system, a true and correct entry.
7. Not release Confidential Information other than what is required in completion of job responsibilities which is consistent with this Policy.
8. Not exhibit or divulge the contents of any record, file or information system to any person unless it is necessary for the completion of their job responsibilities.

It is the individual’s responsibility to immediately report, as outlined under “Information Security Breach and Violation Reporting” at the end of this Policy, if the individual has violated this Policy. Additionally, given the potential harm that the University may suffer with the release of any Confidential Information, all employees are strongly encouraged to report any suspected violation of this policy or any other action, which violates confidentiality of data, as outlined at the end of this policy.

Security Measures and Procedures

All users of University information systems, including Datatel, MS File shares and FDU Office 365 email accounts, are supplied with an individual user account to access the data or systems necessary for the completion of their job responsibilities. Users of the University information systems are required to follow the procedures outlined below:

1. All transactions, processed by a user ID and password, or PIN, are the responsibility of the person to whom the user ID was assigned. The user’s ID, password, and PIN must remain confidential and must not be shared with anyone.
   • Using someone else’s user ID, password or PIN is a violation of policy, no matter how it was obtained.
   • Your user ID, password or PIN provides access to information that has been granted specifically to you.  To reduce the risk of shared passwords – remember not to post your password or PIN on or near your workstation or share your password or PIN with anyone.
   • It is your responsibility to change your password immediately if you believe someone else has obtained it.

NOTE: If you need your Password or PIN changed, please contact the Fairleigh Dickinson University Technical Assistance Center (UTAC) immediately.

2. Access to any student or employee information (in any format) is to be determined based on specific job requirements. The appropriate Department Chair, School Director, Department Director/Manager, Dean, Provost, and/or Vice President is responsible for ensuring that access is granted only to authorized individuals, based on their job responsibilities. Written authorization must be received by the Computer Center prior to granting system access.
   • You are prohibited from viewing or accessing additional information (in any format) unless you have been authorized to do so.  Any access obtained without written authorization is considered unauthorized access.
   • In order to prevent unauthorized use, the user shall log off of all applications that provide access to confidential information, or lock their computer when leaving their workstation. This is especially important during breaks and lunch. Unless there is a specific business need, all workstations should be shut down at the end of the workday.

NOTE:  If you require assistance in establishing your workstation password, please access the screensaver documentation or contact the Fairleigh Dickinson University Technical Assistance Center (UTAC).

3. If you have any reason to believe your password or PIN has been compromised or revealed inadvertently, you should change your password and immediately notify one of the individuals as outlined under “Information Security Breach and Violation Reporting” at the end of this policy.

NOTE: All University’s computer system will periodically prompt you to change your password.

4. Upon termination or transfer of an employee, Human Resources will notify University Systems and Security, who in turn will notify the appropriate areas in the Computer Center.

5. Generally, students, temporary employees and consultants should not have access to the University record system. Written approval by the Department Chair, School Director, Department Director/Manager, Dean, Provost, and/or Vice President in charge of the respective area is required if it is determined that access is required. The student, temporary employee or consultant is to be held to the same standards as all University employees, and must be made aware of their responsibilities to protect student and employee privacy rights and data integrity. Written authorization must be received by the Computer Center prior to granting system access.

6. You agree to properly secure and dispose of any outputs or files you create in a manner that fully protects the Confidential Information.

Additionally, I understand that if granted access to process transactions via Datatel data entry screens, any information I enter or change will be effective immediately. Accordingly, I understand that I am responsible for any changes made using my ID.

I understand that my access to University data is for the sole purpose of carrying out my job responsibilities and Confidential Information is not to be divulged outside of The University, except as previously stated. Breach of confidentiality, including aiding, abetting, or acting in conspiracy with any other person to violate any part of this policy, may result in sanctions, civil or criminal prosecution and penalties, employment and/or University disciplinary action, and could lead to dismissal, suspension or revocation of all access privileges. I understand that misuse of University data and any violation of this policy or the FERPA, HIPAA or GLB policies are grounds for disciplinary action, up to and including dismissal. This Agreement shall not abridge nor supersede any rights afforded faculty members under the Faculty Handbook.

Information Security Breach and/or Policy Violation Reporting

If you suspect an Information Security Data Breach or a violation of this policy, report such an event to your department chair or staff supervisor and send an immediate email to violation@fdu.edu. If you do not have immediate access to email, contact the Fairleigh Dickinson University Technical Assistance Center (UTAC); do not provide details but request a ticket be opened with University Systems & Security due to an information security data breach or policy violation requesting an immediate callback. When practical, also send an email to violation@fdu.edu.

---

Fairleigh Dickinson University vigorously enforces United States copyright law. When utilizing the FDU Local Area Network or FDU provided Internet Access, you are required to adhere to all existing US copyright laws.

To view the full statement of law, please visit:

Failure to comply with this document can result in FDU disciplinary action as well as civil and criminal penalties.

Last Revision: 02/07/2020

I. OBJECTIVE

In an effort to maintain the reputation, security, continuity, and technical oversight of university assets considered part of our overall catalog of services, the Office of Information and Resource Technology is issuing a new policy concerning domain names affiliated with Fairleigh Dickinson University. Affiliation with FDU is determined by OIRT in conjunction with the Offices of General Counsel and Communications and Marketing.

II. POLICY

All domain registrations that have an affiliation with the University must be registered through OIRT. An affiliation is defined as a domain that identifies the University as part of its naming nomenclature and houses content specific to the University or any function, whether administrative, academic, or student related to the University. To request a new domain, please complete the following:

You may also try emailing your questions to domainregistrar@fdu.edu.

In addition to the domain registration, ongoing certification renewals and any backend technical configurations will be managed by OIRT. All costs associated with the domain will be charged back to the department.

Any department that today independently manages/operates a University domain as defined above or has obtained a domain with any affiliation with FDU must notify OIRT of the existence of that domain so ownership can be moved over to OIRT management. Please contact OIRT by sending all available information to domainregister@fdu.edu. A member of OIRT will work with the department to move the ownership over properly. All content of any domain, as well as plug-ins or any other functionality of the domain, will be reviewed by OIRT but are the responsibility of the individual departments.

III. IN CASE OF QUESTIONS

All questions relating to the Domain Registration Policy can be addressed to the VP & CIO of Fairleigh Dickinson University.

---

Who will be affected?

This may affect FDU community users using Windows 7, Windows 8.1, Android Devices with Android OS version 9 or lower, and Apple devices with iOS versions that don’t support TLS 1.2.

Check if you are using the supported endpoints by reading the information below:

1. Windows

Supported Windows operating system (OS) versions will support TLS 1.2 by default. If you are running a supported Windows OS, no action is required.

Check OS Version

• Open the Windows Search box and type “About your PC” and click on “Open”
• Under Windows Specifications, check which edition and version of Windows your device is running

Enabling TLS 1.2 on your Operating System

If your operating system was manually changed to disable TLS 1.2 for some reason, you can verify or configure your system for TLS 1.2.

Before making any changes, create a backup of the registry:

1. In the Windows Registry Editor, locate and click the Protocols registry key or subkey
   that needs to be backed up
2. Click “File”, then “Export”
3. In the Export Registry File dialog box, select the filename and location of where to save the backup
4. Click “Save”

After creating a backup of the registry, follow the steps below to enable TLS 1.2 on your system:

1. Click the Start menu, type “regedit” and press the Enter key. The Registry Editor window should be opened.
2. Navigate to follow the registry path: HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Control\SecurityProviders\SCHANNEL\Protocols
3. Check if the subkey of TLS v1.2 is enabled for both the server and the client. Each protocol’s state is controlled by two keys: Enabled and DisabledByDefault
4. Make sure the Enabled value is 1 and the DisabledByDefault value is 0 or missing, the protocol is enabled.
5. If the Enabled value is 1 but the DisabledByDefault value is 1, the protocol is disabled by default – it will not be used unless another host explicitly requests it during negotiation.
6. If the Enabled value is 0, the protocol is disabled
7. Restart the system to ensure the new settings take effect

2. DUO Mobile

Supported Duo Mobile applications running on supported OS versions will support TLS 1.2+ by default. If you are running a supported Duo Mobile application on a supported OS, no action is required.

• Supported Android OS versions: Android 10.0 and greater
• Supported iOS versions: iOS 14.0 and greater

2. Web Browsers

Common web browsers like Google Chrome, Microsoft Edge, Mozilla Firefox, Opera, etc. with their latest version are supporting TLS 1.2.

Chrome and Microsoft Edge

1. In the Windows menu search box, type “Internet Options”
2. In the Internet Properties window, on the Advanced tab, scroll down to the Security section
3. Make sure the “User TLS 1.2” checkbox is checked

4. Click Ok and restart the browser

Mozilla Firefox

1. Open the Mozilla Firefox Browser
2. In the address bar, type “about:config” and press Enter
3. In the Search Field type “tls”. Find and double-click the entry for “security.tls. version. min”
4. Make sure the integer value is 3 to force a minimum protocol of TLS 1.2

5. Click Ok and restart the browser

We understand that upgrading your device is not always an option. In these instances, you can still use Duo Passcodes to perform multi-factor authentication.

1. To use this method, select “Enter a passcode” upon receiving your browser’s Duo security prompt.

2. Next, open the Duo app and click “Show”. This will provide a six-digit passcode which you can enter into the browser prompt.

3. Enter the six-digit passcode from the DUO app and click “Log in”

If you need any assistance, contact the Fairleigh Dickinson University Assistance Center (UTAC) to open a SAMI Support Request to have this option enabled.

Revised: April 2, 2019
Last Revised: June 1, 2017
Prior Revision: August 1, 2016

I. POLICY STATEMENT

FDU has implemented the FDU Alert system to expand and enhance its emergency notification methods. In the event of an emergency, FDU Alert may be used to provide pertinent information and instructions to FDU students, faculty and staff through voice, text messaging and/or E-mail. FDU Alert uses the a mass notification system that sends emergency messages instantly and simultaneously to registered mobile phones, wireless devices and E-mail addresses.

Reason For Policy

This policy establishes the proper use and testing of the FDU Alert Emergency Notification System (FDU Alert).

Who Should Read This Policy

Members of the University Community including Students, Faculty, Staff, as well as all other individuals who have been registered to receive FDU Alert emergency notifications.

Website Address For This Policy

The website for this policy as well as other related FDU Alert information can be found at the following URL or by clicking on Web Shortcuts on the top right of the FDU Homepage.

II. DEFINITIONS

These definitions apply to these terms as they are used in this policy.

Emergency	A sudden unforeseen crisis, usually involving danger, which requires immediate action.
FDU Alert System	The University’s emergency notification system is designed to alert, warn and inform registered members of the University Community of what to do in case of an emergency, a disaster, a crisis or any other situation that affects the FDU community. For example, receiving these alerts and messages could keep you from driving to campus only to find that a power failure has closed the campus.
FDU Alert Authorizer	Individual who has the authority to assess an emergency and activate the FDU Alert Emergency Notification System; this individual is authorized to contact an authorized Sender.
FDU Alert Sender	Individual who has been trained and is authorized to facilitate the actual sending of an Emergency Notification message.
Crisis	An unstable event or situation of extreme danger or difficulty, which is often sudden or unexpected, that disrupts the normal operations of the institution or its educational mission and threatens the well-being of personnel, property, financial resources and/or the reputation of the institution.
Timely Warning	Refers to the need to provide timely notification to the University Community after it is determined there is a credible threat to campus persons or property or when information is considered vital to the University community.
SMS	Refers to the Text Messaging method of FDU Alert delivery.
FDU Alert Spokesperson	An individual may be identified to respond to, and act as University spokesperson, to inquiries by students, faculty, staff, parents and others about an FDU Alert. Inquiries may be forwarded to the FDU Alert Spokesperson via the special call forwarding alert hotline.

III. OVERVIEW

Any time that an emergency situation arises, either on campus or in the immediate area of the campus, that in the judgment of an FDU Alert Authorizer poses an ongoing or continuing threat to the campus community, a campus “Timely Warning” will be issued. This warning may be issued through the FDU Alert system by one, all, or a combination of the following delivery methods.

• Voice mail or telephone notification
• E-mail
• Posted on the University website
• Posted notices
• Public address announcements
• Direct contact with individuals

Whenever possible, the FDU Alert Authorizer will consult with the Campus Director of Public Safety, the Campus Executive, or another Authorizer prior to using FDU Alert messaging capabilities.

In an emergency, and upon activation by Authorizers and Senders, FDU Alert will send notifications to registered individuals at one, some, or all of the following registered points of delivery.

• Work Phone
• FDU E-mail
• Cell Phone
• SMS (Text Message)
• Alternate E-mail
• Home Phone
• Parent/Significant Other E-mail
• Parent/Significant Other Phone
• Parent/Significant Other SMS (Text Message)
• Parent/Significant Other Cell Phone

To provide the safest possible environment for students, faculty, staff, and visitors to FDU campuses, the University will strive to provide timely, reliable notifications by all possible means in the event of emergency. Generally, an emergency is any incident that involves the possibility of death, serious injury, or the threat of death or serious injury to people, or to University facilities, materials or property.

Fairleigh Dickinson University uses a variety of methods to provide emergency and safety information, including mass notification systems, web pages, door-to-door assistance from on-site staff and Residence Hall assistants, over-the-air broadcasts, and a consolidated communications system. Collectively, these capabilities are called “FDU-Alert”. (1)

The communication system permits broadcast messages to be sent quickly as voice calls to office, local home, or cell phones, and as text messages to cell phones or University and external E-mail accounts. This system will be used to announce and provide guidance in an emergency or crisis and to communicate relevant critical updates.

If an emergency occurs near but not on an FDU campus, and in other situations in which emergency responders determine and report that no apparent or imminent threat to that campus exists, an advisory may be posted on informational web sites, E-mails, or text messages only. In these cases, you may not receive an emergency notification directly to your phone.

University administration or individual campuses may, as an authorizer deems appropriate, use the communications system for other urgent messages related to administration or operation, such as campus closings due to adverse weather, unusual situations, or utility outages.

---

(1) More information about these services, as well as current emergency status or preparedness information for FDU, is planned for availability on the University’s emergency preparedness website once established.

IIII. POLICY

Proper Use of FDU Alert

FDU Alert is offered not to replace but to augment existing emergency notification methods, which include: University-wide broadcast E-mails, online updates via web and coordinated use of public media outlets, fire alarms, public address systems, and signs.

Any time that a serious situation arises either on campus or in the immediate area of the campus that in the judgment of the campus Director of Public Safety, and whenever possible, in consultation with the Campus Executive poses an ongoing or continuing threat to the campus community, a campus “Timely Warning” will be issued. This warning may be issued through the FDU Alert system, voice mail or telephone notification, E-mail, posted on the University website, posted notices, public address announcements, and direct contact with individuals.

If, in the opinion of the local law enforcement authority, a message would hinder the police response or investigation and the local law enforcement authority has requested that we not send out a message, no message may be sent without the specific authorization of the President, University Provost, Sr. V.P. for Finance & Administration, or FDU legal counsel.

Limited Use of FDU Alert

Although the use of other emergency notification method(s) will be determined on a case-by-case basis, FDU Alert should only be used in the following situations:

(1) an imminent threat of physical danger to the campus community;

(2) a campus closure; and

(3) certain Campus Crime Alerts as determined by Public Safety;

(4) off-campus events that could impact health, safety, life or access to a campus.

The above situations can include but are not limited to ongoing criminal incidents, fires, chemical leaks, pandemics, campus-wide utility failures (such as gas, electrical, or water), and extreme weather conditions that result in a campus closure (e.g. snow/ice storms) or pose an imminent threat of physical danger to the campus community (e.g. tornado within close proximity to campus).

FDU Alert Authorizers

Only the people in the following positions have the authority to activate the FDU Alert emergency message system and author an appropriate message:

• President of the University
• University Provost & Senior Vice President for Academic Affairs
• Senior Vice President for Finance & Administration
• Campus Executives
• Deputy Campus Executive, Metropolitan Campus
• Associate Vice President for Communications
• Executive Director of Communications and News
• Director of Public Safety, Florham Campus
• Assistant Director, Public Safety, Florham Campus
• Director of Public Safety, Metropolitan Campus
• Campus Investigator, Public Safety, Metropolitan Campus
• Campus Executive, Vancouver Campus
• Business Manager, Vancouver Campus

FDU Alert Authorizers (“Authorizers”) have the authority to activate the system without consulting other Authorizers; however, when circumstances permit, an Authorizer should consult with at least one other Authorizer before sending a message.

FDU Alert Authorizer Responsibilities

Responsibility of Creating FDU Alert Messages

Authorizers have the responsibility to write and disseminate the appropriate message to be sent by Sender. For consistency, simplicity, and to minimize confusion, whenever possible, the Authorizer should base the message on one of the sample alert messages included in the Standard Operating Procedures manual.

This responsibility carries forward to writing and disseminating subsequent messages that must be sent to keep the recipients apprised of the status of the emergency event through to the conclusion of the emergency event with the transmission of an “All Clear-Resume Normal Schedule” message.

In the event more than thirty (30) minutes has passed while an emergency event is in progress, and there is no new information to communicate, the Authorizer should write a message(s) stating that the status of the emergency event remains the same, e.g., “Investigation continues, will communicate updates as new information becomes available.”

Messages should be written to support text to speech. Minimum or preferably no use of abbreviations and acronyms should be used. All messages must include an appropriate lead-in, for example, “!!FDU Florham Emergency Alert!!,” which includes where appropriate, the campus affected. Examples of these lead-in statements are included with the sample messages in the FDU Alert Confidential Operations Manual.

Responsibility of Authorizer to Prepare Additional Information

Alert Notifications and Updates Published via the FDU Website

Text Messaging (SMS) capability has a message character limit that precludes long and detailed messages. Detailed messages and updates regarding the FDU Alert can be made available on the University Website. Should it be necessary or appropriate to post additional information on the FDU website, it is the responsibility of the Authorizer to work with the Associate Vice President for Communications & Marketing or designee, to prepare and post the information on the University website in a timely manner. As this information will have wide and general exposure, it is critical to ensure that the information is current, correct, adequate, and consistent with the University messaging strategy.

It is the responsibility of the Authorizer, or designee as assigned by the Authorizer and the Associate Vice President for Communications & Marketing or designee, to keep vigil over the messaging to ensure accuracy and timeliness and message removal upon event termination.

FDU Alert Voicemail Box (Answer Only Voicemail Box)

Two FDU Alert Voicemail Boxes (one for each primary New Jersey campus) are available in order to provide the community with detailed information via a pre-recorded announcement regarding the FDU Alert. Should it be necessary or appropriate to post an additional information announcement on the FDU Alert Voicemail Box, it is the responsibility of the Authorizer to work with the Associate Vice President for Communications & Marketing or designee, to prepare, record, and post the announcement in the FDU Alert Voicemail Box in a timely manner. Because this information will have wide and general exposure, it is critical to ensure that the information is current, correct, adequate, and consistent with the University messaging strategy.

Requests for information or updates regarding the FDU Alert should be directed to the affected campus FDU Alert Voicemail Box.

• Metropolitan Campus: 201-692-7000
• Florham Campus: 973-443-8000

No voice mails can be left on the FDU Alert Voicemail Box. It is answer only.

The default message in the FDU Alert Voicemail Boxes will be “All University Operations Are Normal”

General telephone inquiries to the switchboard regarding the FDU Alert should be transferred to the appropriate FDU Alert Voicemail Box. Caller expectations can be managed by using phraseology such as “The latest and most current information regarding the FDU Alert is available on the FDU Alert Voicemail Box. Please hold while I connect you to this important informational announcement” in advance of the transfer.

It is the responsibility of the Authorizer, or designee as assigned by the Authorizer and the Associate Vice President for Communications & Marketing, to keep vigil over the messaging to ensure accuracy and timeliness and message removal upon event termination.

FDU Alert Spokesperson to Other Inquiries

FDU Alerts will stimulate telephone inquiries to the switchboard, Residence Life, Public Safety, Enrollment Services & other key offices. Callers should be directed to the University mailbox for announcements and updates. In the unusual event where it is determined to be necessary to have a Spokesperson available for call handling, callers will be directed to a special hotline with ultra-call forwarding setup to transfer to the FDU Alert Spokesperson.

The FDU Alert Spokesperson is an individual identified by the FDU emergency response teams to respond to inquiries by students, faculty, staff, parents, and others about an FDU Alert. Inquiries will be forwarded via the special call forwarding alert hotline.

The following are attributes for The FDU Alert Spokesperson:

• Must provide contact information (and back up) to the switchboard and emergency management teams
• Must be available to take calls continuously throughout the emergency (2)
• Must be aware of the event and current activities and commentable actions
• Must be media aware
• Must have the power to speak to the event with autonomy and authority

Emergency Event Status Reports on the FDU Website

The FDU Website Homepage provides an FDU Alert Icon under Web Shortcuts that links to a dedicated webpage containing information on the current status of the University’s operations. As referenced above in Section 4.3.1.3, in the event there is an emergency, the Authorizer will work with the Associate Vice President for Communications and Marketing or designee to prepare and post a message providing current information concerning the emergency event and the status of the University’s operations, which will be posted on the operations status page.

FDU Alert Senders

FDU Alert Senders (“Senders”), upon the request of Authorizer(s), have the authority to activate the system, enter messages under the direction of the FDU Alert Authorizer(s), and initiate the send message process. All FDU Alert Senders are provided with appropriate access to the secured FDU Alert emergency notification system and necessary training.

Sender names and contact information are included in the FDU Alert Operations Manual.

FDU Alert Sender Responsibilities

Senders are required to respond to Authorizer requests to facilitate the timely activation of the FDU Alert System. Senders acknowledge that time may be of the essence and will fulfill the request or immediately notify another Sender to fulfill the request. The transfer of such transfer of control requires Authorizer and/or emergency response team acknowledgment.

FDU Alert Senders will advise the FDU Alert Authorizer(s) when the message send process has been initiated and the sender can confirm delivery of such messaging.

---

(2) A special phone number with Remote Call Forwarding will be utilized for this purpose.

Message Content

Any message sent using FDU Alert should be as brief as possible and should, if appropriate, typically contain the following information:

• The reason for the message;
• Any response required;
• Location (campus) of event;
• The duration of the emergency and any relevant dates and times;
• Methods to obtain further information; and

When circumstances permit, before sending a message, Authorized Senders should consult with the relevant University administrator(s) regarding message content.

Because text messages may have a single message size limitation depending on the recipient’s device, they should be limited to 160 characters. While brevity and abbreviations will reduce a message size, care must be taken to ensure that all messages are brief, concise, accurate, and understandable. Sample messages are included in the FDU Alert Confidential Operations Manual.

After Message Review

After a message is sent using FDU ALERT, the Authorized Senders and the Campus Emergency Management Team will meet as appropriate to discuss the emergency, the results of the alert, and compliance with the FDU Alert Policy.

FDU Alert System Testing

System Wide Delivery Testing

Once every Fall and Spring semester, a live test of the FDU Alert system will be conducted. During the test, one or more messages will be transmitted to every individual registered in the system using every delivery method for each point of contact (phone, e-mail, SMS, etc.) The FDU Alert message(s) sent during the test will clearly state “THIS IS A TEST,” so that it is clear that there is no actual emergency.

FDU Alert Senders

At least once per calendar month, FDU Alert senders will test the FDU Alert system by sending themselves a test message. The message sent during this test will clearly state “THIS IS A TEST BY AUTHORIZED SENDER,” so that it is clear that there is no actual emergency.

Service Provisioning

Regular Reminders to University Community to Register/Update FDU Alert Individual Database Record

The effectiveness of any alert system depends upon the accuracy of the contact information in its database. All students, faculty, and staff will therefore receive notices/reminders prior to the semester’s scheduled test to review/update their emergency contact information. Emergency contact information can be modified at any time by logging onto Webadvisor.

V. EMERGENCY LEVELS AND INSTITUTIONAL MESSAGING GOVERNANCE

The following are three levels of emergencies and suggested methods of communications and notifications for each. No other use of this FDU Alert System is permitted.

Level 1 Emergency – Informational

Circumstance:

• incident has occurred
• incident is contained and/or well defined
• continuing activity/investigation
• caution conditions exists
• timely follow up communications required

Examples include:

• natural disaster
• aircraft crash, or similar event, near campus
• major structural collapse
• snow closings
• elevator accident
• must know information – (e.g. “Because of bad weather the University will close at…” and “An electrical cable to the SUB has been damaged and electrical power will not be restored until…”)

The “Authorizer” should use the following formats: E-mail/WWW/Text Messaging/Posted Notices/Public Address Announcements. Based on the event and any unusual circumstances, voice messaging may be used at the “Authorizer’s” discretion…

Level 2 Emergency – Life and Safety Alert

Circumstance:

• incident has occurred and/or is continuing
• incident is contained but may be extensive
• cautions exist
• continuing/on-going activity/investigation
• timely follow up communications required

Examples include:

• bomb threat
• contained/small scale explosion/fire
• act of violence on campus
• fire confined to an area
• contained/small hazardous material spill or release
• buildings without electricity, heat or water
• major building flooding

The “Authorizer” should use the following formats: E-mail/WWW/Text Messaging/Posted Notices/Public Address Announcements/Direct Contact with Individuals as necessary. During extended business hours (7 a.m. to 7 p.m.) voice messaging will also be used. The Authorizer will have the discretion to utilize voice messaging after extended business hours if it is deemed appropriate.

Level 3 Emergency – Imminent life or safety alert – Immediate Action Required

Circumstance:

• incident has occurred and/or is continuing
• scope of incident may be undefined
• alert action required
• cautions exist
• continuing/On-going activity/investigation
• time is of the essence follow up communications

Examples include:

• evacuations
• on-going violent campus demonstrations
• intruder alerts
• radiological incident
• contained or uncontained hazmat/hazardous material spill or release
• large explosion/fire
• aircraft crash, or similar event, on campus
• acts of terrorism
• confirmed explosives devices

The “Authorizer” should use all available formats: Voice Message/Voice Mail/E-mail/WWW/Text Messaging/Posted Notices/Public Address Announcements/Direct Contact with Individuals as necessary.

No other use of this FDU Alert System is permitted.

---

I. OBJECTIVE

Create a standard procedure by which Manager’s and their employee’s transfer University data during the period of time from when an employee makes their intention clear that they are separating from the University or the transfer of University data at the time of an employee’s involuntary separation from the University.

II. PRODUCURES

Voluntary Separation

It is the manager or direct supervisor’s responsibility to work with the separating employee to extract any data or files that reside locally on their computer that would be needed for business continuity. The supervisor should also ensure they understand what shared drives the separated employee used and have access to those drives if need be.

Using appropriate security precautions, the manager should meet several times with the separating employee to ensure all information is transferred over either email, a shared drive, One Drive or a thumb drive.

During the separation process, through the Employee Separation Checklist, the employee’s manager can select the ability to access the separating employee’s email for up to 30 days and/or forward emails addressed to the separated employee for up to 60 days.

Upon receiving the separation notice, Computing Services will validate through our Backup system that the separating employee’s complete laptop or desktop Image has been backed up.

Computing Services will manually trigger an additional backup within three days of separation.

Immediately upon the effective date of the separation, the separating employee’s manager is responsible for turning over the separating employees’ computer to Computing Services.

Computing Services will store the computer for 14 days as a precaution, and then wipe the data from that computer, reimage the computer, and shelf the computer for redistribution.

If it is discovered that information that resided on the separated employee’s computer was missed during the separation process and needs to be retrieved at a later point, the supervisor would need to contact the Vice President of Human Resources and request the specific data that would need to be recovered from our Backup system.

Involuntary Separation

Upon the dismissal of the individual, Human Resources, would immediately engage Computing Services as well as the direct supervisor to view and extract any data that might be needed by the department to ensure business continuity. This would take place as soon as possible from the date of dismissal.

If a legal hold is required, Computing Services and USAN would be notified and the existing processes of extracting and encrypting the hard drive as well as protecting all email correspondence would be executed. Computing Services would then remove the computer.

If a legal hold is not required, Computing Services will validate through our Backup system that the dismissed employee’s Image has been properly backed up and remove the computer.

Computing Services will store the computer for 14 days as a precaution, and then wipe the data from that computer, reimage the computer, and shelf the computer for redistribution.

If it is discovered that information that resided on the separated employee’s computer was missed during the separation process and needs to be retrieved at a later point, the supervisor would need to contact the Vice President of Human Resources and request the specific data that would need to be recovered from our Backup system.

III. IN CASE OF QUESTIONS

Questions regarding this procedure can be directed to the Vice President of Human Resources.

---