EFFECTIVE DATE: September 17, 2021
ISSUE #: 3
PRESIDENT: Dr. Loren J. Blanchard
This PS defines the policy for all users of the University of Houston-Downtown (UHD)
computers, computing systems, computer resources, software components, and/or other
related applications (hereinafter collectively referred to as “Computing Systems”).
2.1 Incidental personal use: Incidental personal use is defined as occasional personal use
of minimal time and duration, which results in no additional cost to UHD.
3.1 The University of Houston-Downtown Computing Systems exist to provide computing
services to the UHD community in support of instruction, research, and other educational
and work-related activities within its mission.
3.2 UHD Computing Systems should be used in a manner that is consistent with the
instruction, research, and other educational activities within UHD’s mission.
3.3 Incidental personal use of UHD’s Computing Systems is an exception to this general
rule. Incidental use of UHD’s Computing Systems must not interfere with assigned job
duties and responsibilities or be in violation of existing University of Houston System
or UHD policies, or applicable state or federal law.
3.4 Users have the responsibility to use UHD’s Computing Systems in an effective, efficient,
ethical, and lawful manner. The ethical and legal standards that are to be maintained are
derived directly from standards of common sense and common decency that apply to
the use of any public resource.
3.5 The University of Houston-Downtown (UHD) must adhere to the copyright laws
concerning computer software. Unauthorized use or duplication of software is a federal
crime. The only exception to this rule is the user's right to make a backup copy for
archival purposes if the manufacturer does not provide one. Information Technology
will maintain a list of federal and state laws which govern legal use of hardware and
3.6 UHD’s Computing Systems are a state resource and should not be used by unauthorized
personnel or for personal or corporate profit. Access to and use of computing resources
is restricted to appropriately identified, authenticated, and authorized users.
3.7 All identification, passwords, and other "access means" to information resources are
proprietary to the state. Holders of such access means are accountable for unauthorized
or negligent disclosure or use of access means including sharing of passwords.
3.8 Wireless access at UHD must be managed by and coordinated through UHD’s
Department of Information Technology to insure compliance with appropriate security
standards and requirements defined by the state. Users must adhere to UHD’s Wireless Access Guidelines.
3.9 As a condition of use of UHD’s Computing Systems, the user agrees to:
3.9.1 Respect the intended usage for which access was granted. Examples of
inappropriate use may include the use of UHD’s Computing Systems for purely
recreational purposes, the production of output that is unrelated to the objectives
of the project, and in general, the use of computers simply to use computing
resources. Inappropriate use may also include engaging in deliberately wasteful
practices such as unnecessarily printing, downloading, or transmitting large files.
3.9.2 Respect the rights of other users. For example, users should not use UHD’s
Computing Systems in a manner that interferes with the efficiency and
productivity of other users.
3.9.3 Exercise discretion and best judgment in deciding what to include in or attach to
an email and to whom it should be sent. Emails sent, received or stored on
computers owned, leased or administered by UHD may be subject to required
public disclosure under the Texas Public Information Act.
3.9.4 Exercise discretion and best judgment when sending unsolicited emails. Sending
unsolicited emails that are not work related may be a distraction to the recipient
and could serve as a depletion of UHD resources. Additionally, emailing
unsolicited or unwelcome messages could, in certain circumstances, be
considered a violation of UHD policy or even a violation of law.
3.9.5 Implement appropriate security measures for using University Computing
Systems and handling University data. Users may not physically remove
confidential or sensitive University-owned data from on-site University
computing systems without the expressed approval of the application/data owner.
(Storage of sensitive or confidential data on laptops or other portable media
devices should be avoided.)
3.9.6 Maintain appropriate discretion in handling University-owned data. Users of
University messaging systems should be aware that email and other messaging
systems are not secure forms of communication by default. Sensitive or and/or
confidential information including social security numbers, payment card
numbers and other forms of confidential information should not be distributed
via email, instant messaging, chat, or other messaging tools, or accessed over
unencrypted wireless networks.
3.9.7 Abide by all other applicable University of Houston System and UHD policies
and procedures related to the use, maintenance, and/or security of UHD’s
Computing Systems. Such policies include, but are not limited to, applicable
University of Houston System Administrative Memoranda, UHD Policy Statements, and UHD Information Technology policies.
4.1 Messages sent to all UHD email users, require vice presidential level (or designee)
4.2 When responding to messages, users should exercise caution before selecting the “Reply
All” option. “Reply All” should not be used without vice presidential level (or designee)
approval when responding to messages sent to all UHD email users.
4.3 Ongoing or serious problems regarding electronic mail should be reported to the Vice
President for Employment Services and Operations.
4.4 Users are strictly prohibited from sending confidential or sensitive information, including
an individual’s name in conjunction with restricted personal information, such as an
individual’s social security number or other data protected under state or federal law
(e.g. financial, medical or student data) via email, instant messaging, chat, or other
messaging tools unless the data is encrypted.
4.5 Users must adhere to UHD’s Wireless Access Guidelines. (Temporary wireless access for
guests is addressed in the Wireless Access Guidelines.)
4.6 User access reviews must be conducted at least annually for Major Enterprise
Application Systems (e.g. the Student Records, Financial Aid, Human Resources, and
Finance Systems). Access reviews are the responsibility of the Application Owner in
coordination with the Application Custodian.
4.7 A copy of this policy and PS 08.A.05, Academic Computing Services, is distributed
with all new computer account requests.
Responsible Party: (Reviewer): Chief Information Officer
Review: Every three years on or before May 1
Signed original on file in Employment Services and Operations.
Issue #1: 05/01/10
Issue #2: 03/25/15
University of Houston System Administrative Memoranda
UHD Policy Statements
UHD Information Security Website
Texas Public Information Act
Wireless Access Guidelines