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  • The Open University of Hong Kong

    Policies and Regulations


    All students and staff are required to abide by the following policies, including the I.T. Security Policy, Regulations for the use of electronic data and internet access facilities, and HARNET Policy.

     

    IT Security Policy

    The I.T. Security Policy covers different areas but mainly on use of data, data protection and record control, e.g. Electronic Communications Policy, Mobile electronic Storage Device Policy and Password Management Policy. Detailed policies can be reach at this link:

    https://staffsharepoint.ouhk.edu.hk/sites/top/PoliciesAndGuidelines/Pages/InformationSecurity.aspx?subject=Information+Security

     

    We also have an individual webpage – ISWG website to promote Information Security. Relevant information on Security policy, data encryption and Secure Email Guide can be found at the link below:

    https://staffsharepoint.ouhk.edu.hk/sites/InfoSec/Pages/Overview.aspx

     

     

    Policy on the Use of Legal Software by Staff
    In the course of carrying out duties on behalf of the University, it is a staff member's individual responsibility to ensure that he/she shall not use or possess an infringing work (including but not limited to computer software) in order not to contravene the Copyright Ordinance
     
    Details:
    1)OUHK Website(Staff)
    2)Policies and Guidelines --> Use of Legal Software (login required)

     

     

    Regulations for the use of electronic data and Internet Access Facilities

    1. Students are permitted to use the electronic data and Internet access facilities such as the computer network, the Online Learning Environment and Computer Laboratories provided by the University for study purposes. However, the permission to use the facilities must be subject to any prevailing rules and guidelines including those contained in the Student Handbook and any applicable laws in the Hong Kong SAR. For instances, students should not post any derogatory, defamatory, obscene, sexually harassing or other inappropriate messages to the Internet from the University's network or circulate via the University's E-mail system. In any case, the use of the facilities must not conflict with the interest of the University.
    2. Since the facilities are provided by and belonging to the University, the University reserves its right to monitor, access, use and dispose all data, whether personal or study-related, transmitted through or stored in its computer network, systems, electronic storage devices and documents. The right shall survive after a student's study with the University has terminated.
    3. Any data including personal data which are transmitted or stored by electronic means on any electronic data or Internet access facilities belonging to or connected with the University shall be treated in accordance with any prevailing rules and guidelines.
    4. Students who use electronic data or Internet access facilities belonging to or connected with the University, in a way contrary to any prevailing rules and guidelines, shall be subject to disciplinary or other appropriate measure to be taken.

    Please refer to https://staff.intranet.ouhk.edu.hk/pps/  for The Regulations for the use of electronic data and Internet Access Facilities.  Please note this link is for staff only.

    HARNET Acceptable Use Policy

    HARNET (Hong Kong Academic and Research Network) is managed and operated by the Joint Universities Computer Centre (JUCC) to provide quality, equitable, and cost-effective information and communication resources to JUCC Members and to promote the development, deployment, operation and technology transfer of advanced network infrastructure for innovation, research and educational excellence in Hong Kong. HARNET is for the use of persons legitimately affiliated with JUCC Members or Affiliate Organizations, and to facilitate the exchange of information consistent with the academic, educational, research, collaboration and other official purposes of the JUCC Members. All individuals affiliated with JUCC Members or Affiliate Organizations are responsible for seeing that computing, network and HARNET resources are used in an effective, ethical and lawful manner, and that the guidelines provided in this document are followed, both in letter and in spirit.
     
    Principles of Proper Use of the HARNET:
     
    • Access and use must be consistent with the goals and purposes of the HARNET
    • Avoid interfering with the work of other users of the HARNET
    • Avoid disrupting the HARNET host systems (nodes)
    • Avoid disrupting HARNET services
    • Avoid violating any applicable laws and regulations governing the access to systems, information and data on HARNET & Internet, and transmission of information and data through HARNET & Internet
    Acceptable Use of HARNET
    1. Use of HARNET must be authorized – HARNET is, at the discretion of the institutions involved, open to use by staff and students enrolled at participating JUCC Members or Affiliate Organizations, by other persons legitimately affiliated with the JUCC Members; and at the discretion of JUCC, by approved non-profit-making organizations or individuals.
    2. HARNET is not to be used for commercial purposes, such as marketing, or business transactions between commercial organizations.
    3. Commercial advertising on the HARNET is forbidden. Discussion of a product’s relative advantages and disadvantages by users of the product is encouraged. Vendors may respond publicly to questions about their products as long as the responses are not in the nature of advertising.
    4. A user is not allowed to transfer or resell the network resource, which has been allocated by a JUCC member institution or a HARNET participating affiliated organization, in various possible forms, such as network bandwidth and connection time, access rights, computer budget, etc.
    5. Any waste of resources of the HARNET is unacceptable, e.g. repetitive retrieval of copies of the same files by a user who does not keep a copy on his own system.
    6. Any activities that will interfere with the intended use, cause congestion or impair the healthy state of the HARNET are unacceptable and prohibited.
    7. Irresponsible use of electronic mail, e.g. chain letters, broadcasting messages, or the use of other forms of network communications to harass or offend other users on the Internet through the HARNET is prohibited.
    8. Research and experimentation on or via the HARNET should be carried out with great caution. Any such research and experimentation which will lead to substantial depletion of the available bandwidth of the HARNET must be avoided.
    9. Users of HARNET must not compromise the confidentiality and privacy of other users on Internet, and the integrity of data and information mounted on or transmitted across the Internet through the HARNET. A breach of any of these principles is generally considered a legal offence. Unauthorized reading, altering, intercepting of, or electronic eavesdropping on any network communications over the HARNET or data kept on systems on the HARNET are examples of violation of these principles.
    10. Any communication conducted on or via the HARNET which violates applicable laws and regulations, including but not limited to those related to copyright, data privacy and transmission of obscene and indecent materials, is not allowed.

    JUCC Members and Affiliate Organizations are expected to take reasonable measures (given the constraints of technology and management) to ensure that usages are conformed to these guidelines. Acting on complaint is considered as a reasonable measure.
     

    Final authority for the HARNET Acceptable Use Policy lies with the JUCC Steering Committee. It is the responsibility of HARNET Member representatives to contact the JUCC Steering Committee, in writing, regarding questions of interpretation. Until such issues are resolved, questionable use should be considered “not acceptable”.

     

    Computer Laboratory Regulations

     

     

    1.            Admission to the PC Labs

    Only active students and current OUHK staff with valid OUHK Identity Cards are allowed to use the PC Labs. The on-duty staff of the PC Labs may at any time require a user to show his or her identity as a valid user, and may require any person who fails to provide the requested evidence to leave the PC Labs.

    2.           Use of the PC Labs

    2.1 In addition to the clauses included in the Regulations, users must also comply with those in the "Latest Rules" when using the PC Labs. The "Latest Rules" is displayed at the entrance of the PC Labs.

    2.2 Users are allowed to use only one PC at any time. No user is allowed to occupy two or more PCs simultaneously.

    2.3 Any malfunction, damage or loss of any computer components must be reported to the PC Lab staff immediately. Users will be responsible for loss and damage to any components of the PCs that they are using. Users may be required to pay the full value plus the shipping and handling fees for any replacements. Lost or damaged components will continue to be the property of the PC Labs even if the replacement charge has been paid.

    2.4 The PC Labs will not be responsible for any loss of user data. Users are suggested to frequently save data onto their portable storage.

    2.5 Users should not copy any software or data from their own portable storage onto hard disks of any PCs in the labs. The OUHK reserves the right to erase anything copied on the PCs without advance notice. On the other hand, users should not copy anything from the servers to their own portable storage without the OUHK's permission.

    2.6 All PCs in the PC Labs (except those in tutorial laboratories) are available for free access. PCs in tutorial laboratories are usually used only for tutorials but may be made available for free access if found necessary.

     

     

     

    3.           User conduct

    3.1 Users should follow the instructions on the proper use of the PC Labs as described in this regulation, displayed in the PC Labs or given verbally by the on-duty staff.

    3.2 Users' right to use the PC Labs may be suspended if they are found to misuse the PC Labs.

    3.3 Users will be held responsible for any infringement of intellectual property rights in Hong Kong or elsewhere, arising from that user copying any software or data.

    3.4 Users are not allowed to reserve the PCs and leave them idle. Any reserved PCs left idle for ten minutes may be taken up by other users.

    3.5 Any personal items left unattended in the lab (on the seat) for more than ten minutes may be reported to and removed, without prior notice, by the on-duty staff. The PC Labs will not be responsible for any loss or damage to unattended personal property.

    3.6 Unauthorized removal and/or mutilation of PC Lab resources, either in whole or in part, or any attempt to do so will subject the offender to serious disciplinary action. Also, users should conserve computer paper and any other resources.

    3.7 Users are not allowed to touch any common control switches such as electrical power switches and air conditioning controls etc.

    3.8 Users should enter/leave PC Labs through the designated entrance/exit unless directed otherwise by the on-duty staff.

    3.9 At the request of the on-duty staff, a user should display personal belongings for inspection at the PC Lab exit. A user may be required to show the contents of his/her bags, cases or other containers.

    3.10 Users should not behave in a manner that is likely to disturb other users. Smoking is not permitted anywhere in the PC Labs. Silence must be observed within the PC Labs and adjacent areas.

    3.11 Viewing obscene material on the computers in the PC Lab is not allowed. (If you need to do so for academic research or study, please consult the staff at the Service Counter. Special arrangements will be made if feasible.)

    3.12 Users should take away all their belongings and any items they do not want, such as paper, when they have finished using the PCs.

    3.13 Food, drinks, games of any form, listening to a Walkman or a Discman is not allowed

     

    Fong Connie Computer Center (FCCC)
    Guidelines on Using Consultation Room (CR)
    • All Computer Laboratory regulations are applicable to CRs.
    • OUHK active students with valid student ID Cards or staff are eligible for using the Rooms.
    • CRs are for groups of 2 to 6 users actively using the room.
     
    1. Loan Rules
     
    1.1 Advance booking is required.
     
    1.2 CRs are available on a first-come-first-served basis at 30 minutes from the start   of FCCC opening hours to 30 minutes before closing or subject to actual conditions, with each time slot of one hour starting from every half hour.
     
    1.3 Booking should be made by one of the group members in person with valid Student/Staff ID Card at FCCC Counter no more than SEVEN days in advance. Same day booking is NOT available.
     
    1.4 Rooms not booked will be closed.
     
    1.5 Duration of each session is up to a maximum of 3 hours.
     
    1.6 All users in the group must submit their OUHK Student/Staff ID Cards when claiming the room and they must be in the room during the session. Student/Staff ID Cards will be returned when they return the room. The name and Student/Staff ID number of each group member will be recorded.
     
    1.7 The booking and use of CR will be cancelled if the room is not claimed within 15 minutes from the start of the session. The case will be considered as “misuse of facilities” and the right of booking may be suspended*.
     
    1.8 Cancellation of booking should be made by the user who made the booking with valid Student/Staff ID Card at FCCC Counter at least 30 minutes before the session starts.
     
    1.9 Each user/member is eligible to use CRs up to a maximum of 3 hours in any group per day.
     
    1.10 Random check with user list will be applied; if less than or equal to 50% of user(s) is/are using the room for over 0.5hrs, 1st time – verbal warning will be given, 2nd time – case will be recorded in a log book for penalty* action.
     
    2 Use policy
     
    2.1 The CRs are strictly for academic purpose only.
     
    2.2 All users must present their own valid OUHK Student/Staff ID Cards.  Using others’ Cards / lending Cards to others is strictly prohibited.
     
    2.3 The loan of the room is not transferable.
     
    2.4 No eating and drinking is allowed in all rooms.
     
    2.5 CRs are not soundproof and noise should be held to acceptable levels.
     
    2.6 No furniture should be moved in/out to/from the rooms.
     
    2.7 Users must clear their personal belongings, reinstate the facility properly to its original setting, return any borrowed item, leave the rooms clean and collect back their Student/Staff ID Cards after use.  FCCC staff members will remove any personal belongings left behind and no further notice will be given.
     
    2.8 FCCC is not responsible for the security of personal belongings.  
     
    2.9 Any damage of equipment, furniture or fixtures in the rooms should be reported to FCCC Counter.  Otherwise, the users will be held liable for the damage to the equipment/furniture in the rooms.
     
    2.10 FCCC has the right to swap or assign the CR if it is found necessary.
     
    2.11 FCCC reserves the right to forfeit any booked sessions (including the current one) if there is abuse of room. Case may be reported to Student Affair Office for any possible follow up action(s).
     
    2.12 FCCC may update or revise the terms of use at any time without further notice.
     
    2.13 FCCC has the final right to define the Loan Rules and Use Policy.
     
    Remarks:
     (*)       Each recorded warning is considered as 1 point. The right of use and booking of CR will be suspended if he/she accumulates 10 points within a 1-year period. The suspension will be for a minimum period of 1 month, or longer, depending on the nature of the case. For those booked case with no show up, each time slot is considered as 1 point.

    Maintained by: Information Technology Unit ( itu@ouhk.edu.hk )
    Modified Date: Feb 21, 2017



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