Ethical principles relating to the use of IT tools at UNamur

With regard to the control of the use of IT tools, the University of Namur respects the prescriptions of the law of 8-12-1992 relating to the protection of privacy with regard to the processing of personal data and the CCT n° 81.

Through the deontological principles that the present document expresses, The University of Namur intends to make its members aware of the responsibilities incumbent upon them, both as users and as actors of such resources and IT networks. In order to interpret and apply these principles, the University of Namur has set up an Ethics Commission for the use of IT tools. This Commission is hereinafter referred to as the "Commission de déontologie".

Of course, these deontological principles do not dispense from compliance with applicable legal [1] and contractual provisions, particularly those concerning privacy, intellectual property and computer crime. However, these principles do constitute minimum rules of etiquette, non-compliance with which may be sanctioned by the Board of Directors in accordance with the disciplinary procedures specific to the category to which the member of staff belongs, or, if the person in question is a student, by the Disciplinary Committee. In the same vein, the University of Namur would like to point out that even if the cost of using the computer networks and IT tools is not charged to members of the institution, this cost is not zero and is borne by the community.

Finally, it should be noted that these ethical principles apply to anyone using the University of Namur's IT resources, even occasionally.

1. Hardware, software, network access, i.e. both the use of resources accessible via the network and the provision of Internet services (dialogue services, provision of informational content, e-mail, newsgroups) must be used for the purposes for which these tools are intended: to improve at all levels the functioning of the institution in its tasks of teaching, research, administration and services to the Community.
2. In particular, access rights to computer resources are personal and non-transferable. Insofar as these access rights are evidenced by a code, each person, code holder and subject to the present principles, is responsible for taking appropriate security measures to keep this code confidential. In principle, the use of access means by persons other than the holder is the responsibility of the latter. It should be remembered that any negligence or carelessness in this respect may compromise the security of other members of the Institution.
3. Any use of the network notwithstanding the security measures in place presents a certain risk of unauthorized access. Members of the University community are therefore advised to take the additional security measures prescribed by the Service d'informatique universitaire (SIU).
4. The use of e-mail is reserved for professional or didactic purposes, as is the use of internal mail. It will be used sparingly and reasonably to send simultaneously to many recipients.
5. The user will ensure the integrity of hardware and software. He/she will use shared resources (workstation, processing time of a multi-programmed computer, means of transmitting information, etc.) as efficiently as possible, depending on the result to be achieved and avoiding degrading the service. The user will comply with the directives of the manager of the system used (whether the faculty or interfaculty manager) and will not hesitate to take advice from him.
6. Users of computing resources undertake to improve within the framework of the services offered by the University of Namur their own competence with regard to all aspects of the use of the hardware, software and network made available to them in order to avoid any waste and to improve the security of the protection of the University's computing and information resources.

Additional specific principles for students when using IT facilities

1. Students will comply with the internal regulations specific to the applications they use, as well as with the particular directives of the manager or person in charge of these facilities.
2. Students will not make any modifications to the equipment made available to them. In particular, no software may be installed, modified, replaced or deleted without the authorization of the local manager.

1. Certain uses of the University of Namur's IT resources produce information that can be accessed outside the University via the external network, or disseminated through the network outside the University of Namur. In particular, messages, statements, presentations, documents (including electronic documents and web pages) made available in this way are binding on the reputation of the University of Namur.
2. In case of doubt in this regard, the "Commission de déontologie" shall be consulted beforehand.
3. Any person subject to the present principle who makes content available to the public shall identify himself and provide an e-mail address enabling contact to be made with him.
4. Unless in exceptional cases requiring review by the "Commission de déontologie", the use of the University of Namur's IT facilities for commercial purposes is prohibited.

When using IT resources, each user must respect the rights of third parties with regard to information or programs used or accessed.

In particular, users are reminded

• that copying software, except for security purposes, is always illegal unless a user agreement or license has been obtained from the owner of the software's operating rights. The authorizations provided for in these agreements must be strictly respected;
• that distinctive signs, inventions and/or original creations may be protected by intellectual property rights. Subject to legal exceptions, the use of such creations on the Internet presupposes obtaining from the holders of economic and moral rights, the rights and/or authorizations provided for by law;
• that trademark law often protects the domain names of Internet sites;
• that databases are protected for the benefit of their creator in the European Union, where applicable by copyright or by a specific right;
• finally, that the mentions relating to the author of the work, the holder of the rights and the digital identification of the work cannot be removed or modified without the agreement of the author and/or the assignees.

1. When using computer resources, persons subject to the deontological principles refrain from disseminating inside or outside the University of Namur any message that is illicit, immoral or whose object or purpose is to harm the reputation of a third party. They undertake to ensure that the information transmitted is correct. The content and form of all messages must comply with the rules of social etiquette and respect for others and their interlocutors. Users must respect the confidential nature of messages and information relating to or held by others. Thus, they do not attempt to access the private information of other network users, or to read or copy other people's files without their verbal or written authorization. They shall refrain from any attempt to intercept private communications between users, whether these consist of e-mail or direct dialogue.
2. The Université de Namur has set up a control system to prevent misuse. The University of Namur undertakes not to carry out any systematic personalized a priori checks. Monitoring may only be carried out at the request of the judicial authorities, or at the explicit and motivated request of the Vice-Rector.
3. Each user has the right to know the nature of the information kept about his or her use of IT resources. They are informed of the use made of this information.
4. Individual data relating to the use of systems are used in compliance with the law and ethical rules in force at the University of Namur. In particular, personal data is kept only to the extent strictly necessary for the proper management of systems and network security.
5. The University of Namur ensures that only duly authorized persons within the institution (i.e. security managers within the SIU and IT correspondents) will be able to access stored data on the basis of a reasoned decision taken by the Vice-Rector or with the explicit consent of the person concerned.
6. When sending mail, users will ensure as far as possible that their message contains neither virus nor malicious code. In the event that such a message is nevertheless sent, the user will try to warn, by appropriate means and as soon as possible, the internal or external recipients of the message as well as his IT correspondent. If possible, he/she will indicate how to prevent any damage caused by the virus.

1. A "Commission de déontologie" is created within the University of Namur. This Commission is appointed by the Board of Directors and reports on its mission to the latter.
2. The "Commission de déontologie" is composed of eight members. Ex officio members of the Commission are: the Director of the University IT Service; the Director of the External Relations Service; the Director of the Rectorate Studies Service; the web manager; the computer network security manager. The other three members of the Commission are appointed by the Board of Directors for a four-year term: one as a representative of Orientation A; the second as a representative of Orientation B; and the third as an expert jurist. For these three mandates, it is also planned to appoint an alternate member. The Chairman is one of the ex officio members appointed by the Board of Directors on the proposal of the Commission. The Chairman's term of office is renewable twice at most. In the event of resignation or vacancy, the persons concerned shall be replaced within three months of leaving the Commission, and this on the proposal of the Commission Chairman. All members have the right to vote. Decisions are taken by a simple majority of those present. If a majority cannot be reached, the Chairman has the casting vote.
3. The Board of Directors entrusts the "Commission on Ethics " with the following missions:

• updating the present ethical principles, as well as their interpretation;
• disseminating such documents to members of the University Community, in particular through the creation of a website;
• monitoring the activities of the University of Namur present on the Web and ensuring compliance outside these activities with the ethical principles;
• advising and informing users, in particular answering users' questions through the creation of an electronic mailbox;
• hearing any person or group wishing to meet with the Commission or to obtain information or advice from it;
• in the event of non-compliance with the principles, intervening if the Commission deems it necessary, with individuals in particular by requesting correction;

Referral to the Board of Directors or the administrator in charge of student affairs, of problems noted which would merit, where appropriate, a sanction under the disciplinary regimes specific to the category to which the staff member belongs or, if the person in question is a student, by the Disciplinary Commission.

1. When abuse is observed, the local administrator or the University IT Service (SIU) may temporarily deprive the user of access to one or more IT resources, or even remove or block access to content made available by the user in disregard of ethical principles. The administrator or the SIU will immediately inform the Commission and, depending on the case, the user's line manager or the administrator in charge of student affairs.
2. The "Commission de déontologie" consulted or informed in this way, will issue its opinion on the measures to be taken as soon as possible. Its opinion is confidential. In particular, it addresses the seriousness of the breach and, where appropriate, is forwarded to the Board of Directors.

[1] Copyright Act of June 30, 1994, amended by the Act of August 31, 1998 transposing into Belgian law the European Directive of March 11, 1996 on the legal protection of databases.