Frequently Asked Questions about the Acceptable Use Agreement
On November 12, 2009, the University Information Policy Office, with the Committee of Data Stewards, merged the "Institutional Data Acceptable Use Agreement" with the general technology "Guidelines for Appropriate Usage" agreement assented to by users when they create their first IU computing accounts.
The goal of this consolidated online agreement is to ensure that all new employees receive basic information about acceptable use of both technology AND information resources, prior to gaining access to such resources at IU. Future projects will address communicating this to employees who created their accounts prior to this implementation.
- Why is this change being made?
Currently, many employees are never exposed to the full content of the "Institutional Data Acceptable Use Agreement," because they never need direct access to enterprise data systems. However, since nearly every employee will interact with IU information at some point during his or her employment, this basic information should be provided to every employee.
The first step towards this goal is to begin presenting this information to all new employees, as they begin their employment at IU.
- How will this change be implemented?
Currently, a new employee takes the following steps to establish computer accounts and obtain access to enterprise systems, such as SIS or HRMS:
- A new employee assents to a general technology "Guidelines for Appropriate Usage" agreement prior to establishing his or her IU Network ID username and passphrase. This involves viewing a number of screens outlining basic appropriate use of technology during the account creation process.
- If the new employee requires access to an enterprise system, he or she is directed to the "Institutional Data Acceptable Use Agreement" prior to being granted access. Data Managers verify that the user has assented to the Institutional Data Acceptable Use Agreement, prior to authorizing access.
The content of these two agreements overlaps some, though not completely. The "Guidelines for Appropriate Usage" agreement does not contain important instructions about the handling of IU information. The "Institutional Data Acceptable Use Agreement" is missing just a few important technology appropriate usage points from the "Guidelines for Appropriate Usage" agreement.
To simplify the process, the content of these two agreements has been merged together into one new agreement. The new merged text has been reformatted and reorganized into one screen, following the recommendations of a usability study. On November 12, new employees will read a version that encompasses concepts covered in both former agreements, with the new title: "Acceptable Use Agreement - Access to Technology and Information Resources – Employees." New students and new affiliates will read a similar, but shorter version that omits information pertaining only to employees, with the new title: "Acceptable Use Agreement - Access to Technology and Information Resources – Students and Affiliates."
- Does this new merged agreement for employees replace the "Institutional Data Acceptable Use Agreement?"
- I already assented to the "Institutional Data Acceptable Use Agreemen