Using Information Technology

Use of IDs and Passwords

  • Do not share the password assigned to you.
  • Select an obscure password and change it frequently.
  • Understand that you are responsible for all activities on your username/account ID.
  • Ensure that others cannot learn your password.
  • If you have reason to believe that your username/account ID or password has been compromised, contact your System/Network Administrator immediately.

Use of Information/Data

  • Access only accounts, files, and data that are your own, that are publicly available, or to which you have been given authorized access. Secure information that is in your possession.
  • Maintain the confidentiality of information classified as private, confidential or data on decedents.
  • Use University information for tasks related to job responsibilities and not for personal purposes.
  • Never disclose information to which you have access, but for which you do not have ownership, authority, or permission to disclose. Keep your personal information/data current.
  • Accurately update your own records through University self-service systems and other processes provided for you.

Use of Software and Hardware

  • Use University e-mail, computers, and networks only for legal, authorized purposes. Unauthorized or illegal uses include but are not limited to:
    • Harassment;
    • Destruction of or damage to equipment, software, or data belonging to others;
    • Unauthorized copying of copyrighted materials; or
    • Conducting private business unrelated to University activities.
  • Never engage in any activity that might be harmful to systems or to any information/data stored thereon, such as:
    • Creating or propagating viruses;
    • Disrupting services or damaging files; or
    • Making unauthorized or non-approved changes.
  • When vacating computer workstations, sign-off or secure the system from unauthorized use.
  • Use only legal versions of copyrighted software on University of Minnesota owned computer or network resources, in compliance with vendor license requirements.
  • Be aware of any conditions attached to or affecting the provision of University technology services:
    • Consult with the system administrator for any questions about system workload or performance.
    • Refrain from monopolizing systems, overloading systems or networks with excessive data, or wasting computer time, connect time, disk space, printer paper, manuals, or other resources.

For situations not covered here, contact your system/network administrator or departmental computer contact or send email to

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