Policies

FDU maintains policies with regards to the use and security of its computer systems, networks and information resources. Users of these facilities are required to adhere to these policies which are meant to protect FDU’s computer systems, networks, data and other information resources.

Policies
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The computing and electronic communications resources at Fairleigh Dickinson University support the instructional, research, and administrative activities of the University. Users of these facilities may have access to University resources, sensitive data, and external networks. Consequently, it is imperative for all users to behave in a responsible, ethical, and legal manner. This document presents specific guidelines to appropriate behavior and use of FDU computing resources.

SCOPE

These guidelines apply to all users of FDU computing resources. Users include all students, faculty, visiting faculty, staff, guests of the administration, and external individuals or organizations.

Computing resources include, but are not limited to, desktop and laptop computers, file servers, email and electronic communications, software, University-assigned email accounts, data storage, and networking equipment used to link these components together and to the Internet, whether owned, leased or rented by FDU. In addition, computing resources expressly include use of the University network via a physical or wireless connection, regardless of the ownership of the computer or device connected to the network. Moreover, this policy applies equally to all usage of University computing resources, whether that usage occurs through a University owned device or personal device. 

University property, including computing resources, are provided to you in order to conduct University business. Although security protocols have been put in place to restrict access to computing resources in order to protect them against external parties or entities obtaining unauthorized access, employees should understand that these systems are intended for business use, and all computer resources are to be considered as University records.

Fairleigh Dickinson University is not responsible for the content of any material users prepare, receive or transmit. Thus, as a condition of using the University’s computer system, the user represents that he/she is in compliance with all federal, state and international copyright and other intellectual property laws and agreements and other federal and state laws, and that in his/her use of the system the user will not violate any federal or state civil or criminal laws. Furthermore, the user will indemnify, exonerate and hold the University, and its representatives, harmless from any claim, damage or cost related to the user’s use that is in violation of University policy(ies), including any legal fees the University decides it is necessary to incur to defend itself.

ACCEPTABLE USE

Those who make use of the FDU computing resources are required to behave in a manner consistent with FDU’s codes of conduct. As a user of this network, you agree to the following usage guidelines: 

  1. You also shall not use an account not belonging to you. You will use only the computers, computer accounts and computer files for which you have authorization.
  2. You are responsible for any computer account you have been given. You shall set a password on the account that is in compliance with University password policies and you shall not share this password with other people. If you discover that someone has made unauthorized use of your account, you should change your password immediately and immediately report the event to one of the individuals listed in Appendix 1. 
  3. You agree not to intentionally seek out information about, copy, or modify password files, other users’ files, or disks and tapes belonging to other people, whether at FDU or other facilities. 
  4. You should not attempt to decrypt material to which you are not entitled or attempt to gain rights you have not been specifically granted by the owner. If you observe or discover a gap in system or network security, you agree to inform the one of the individuals listed in Appendix 1 and not to exploit the gap. 
  5. You agree to refrain from any activity that interferes with a computer’s operating system or its logging and security systems, or that may cause such effects. 
  6. You must be sensitive to the public nature of computing resources and agree not to transmit, post or otherwise display material that is threatening, obscene, harassing or defamatory. The use of University computing resources to libel, slander, or harass any other person is not allowed and could lead to University discipline as well as legal action by those who are the recipients of these actions. 
  7. You agree not to make copies of or distribute software the University owns or uses under license, unless the owner of the software or the owner of the license has specifically granted permission to copy. If in doubt as to whether you have permission to copy software, assume you don’t. 
  8. Messages, statements, and declarations sent as electronic mail or public postings should be treated as if they were tangible documents. From electronic identifiers used in the transmission of messages, addressees can see the University is the source of the message or its system is being used to transmit it, similar to how letterhead or return addresses on a tangible document would identify the University. SUGGESTION: Therefore, as a representative of the FDU community, you are expected to respect the University’s good name in your electronic dealings with those both within and outside the University. Moreover, in so far as employees make use of FDU computing resources to relay personal opinions, it is their obligation to make sure that no addressee can infer that their personal opinions are necessarily shared or authorized by the University, and they are obligated to clearly identify their opinions as their own and not those of the University.
  9. You agree not to create, alter, or delete any electronic information contained in any system that is not your own work. 
  10. You agree not to create & send, or forward electronic chain mail letters. You agree not to attempt to alter or forge the “From” line or any other attribution of origin contained in electronic mail or postings. You agree not to use any of the University systems for sending what is commonly referred to as “SPAM” mail (unsolicited bulk email). 
  11. You shall not use FDU computing resources as a means of obtaining unauthorized access to any other computing systems. 
  12. FDU’s data storage, on University servers, hosted servers, third party storage or hosted storage, is an FDU computing resource with costs attached and should be used with care and discretion. It is not meant to be used for archiving programs and data not currently being used or for storage of files publicly available elsewhere. It is meant for current class work, research and development projects, business files and temporary storage of other files. Users shall attempt to keep their disk usage minimized and will refrain from maintaining duplicate copies of software already installed, or other files stored, on the system. 
  13. Network addresses such as TCP/IP addresses and machine addresses are assigned by University Systems and Networking staff and may not be altered or otherwise assigned without the explicit permission of the Associate Vice President of Technology Infrastructure and CTO/CISO. In addition, no equipment may be attached to the network without the explicit permission of the the Associate Vice President of Technology Infrastructure and CTO/CISO. 
  14. FDU’s computing resources are not to be used for the transmission of commercial or personal advertisements, solicitations, and promotions or for extended reproduction of political, ideological or commercial material originated by a person or organization. This includes but is not limited to the execution of revenue-generating advertising programs which pay users when the programs are run. The Associate Vice President of Technology Infrastructure and CTO/CISO may suspend this rule when it is in FDU’s best interest to permit such activity. 
  15. Users may not contract with external Internet services, service providers or the like without the explicit approval of the Associate Vice President of Technology Infrastructure and CTO/CISO. 
  16. Without the explicit permission of the Associate Vice President of Technology Infrastructure and CTO/CISO you agree not to run any of the following protocols or services:

    A. Port scanners, network monitors or other types of utilities that probe any other computer, be they inside or outside FDU’s network.  
    B. Routing or network serving protocols such as RIP, IGRP, OOTP or DHCP on the network.  
    C. Daemons, processes or programs that accept incoming connections, as a server would. 
    D. Streaming media servers or any other server that broadcasts continuous data streams.  
  17. FDU’s computing resources, including equipment,, network, services, and wiring may not be modified or extended beyond the areas of their intended use. 
  18. Network connections may not be used to provide network access to anyone outside the University community or for any purposes other than those that are in direct support of the academic mission of the University. 
  19. All computers connected to FDU’s network must run an operating system and configuration that is supported by its vendor with regard to security patches and updates, as well as antivirus software with current virus definitions. It is the user’s responsibility to keep their virus definitions up to date and to apply all critical operating system updates. For more information or questions email infosecurity@fdu.edu.
  20. Users may not alter the operating system or configuration of University owned computers without the explicit authorization of the Associate Vice President of Technology Infrastructure and CTO/CISO.

PERSONAL USE

Computing resources are created to support the instructional, research, and administrative activities of the University, and are the property of the University. Personal use of the University’s computing resources, except for students enrolled at the University , should be incidental and kept to a minimum. Use of such resources by an employee for other than work-related matters should be reasonable and limited so that it does not prevent the employee from attending to and completing work effectively and efficiently, does not incur additional cost to the University, and does not preclude others with work-related needs from using the resources, including the shared campus and Internet bandwidth. 

Department Heads and other administrators may enact additional restrictions to further limit employees’ personal use of University computing resources. These restrictions may include but are not limited to: limiting time spent reading or writing personal email or visiting web pages, and limitations on acceptable content due to the possible exposure of screens to other individuals. Human Resources must be consulted, in advance, about any proposed restrictions.

SECURITY

Users should use any available methods to safeguard their data, including regular changes of passwords, making duplicates of files, and encrypting sensitive data. In the event that files have been corrupted as a result of intrusion, you should notify a system administrator immediately. Please note that FDU’s computing resources are not completely secure. It is possible that others will be able to access files by exploiting shortcomings in system security. For this and other reasons, FDU cannot assure confidentiality of files and other transmissions. 

Information Systems and Technology (“IST”) and each of its departments attempt to provide reasonable security against damage to files stored on FDU’s computing resources by filtering all outgoing and incoming electronic mail for viruses and junk mail and making regular backups of systems. In connection with the University’s migration to Office 365, the University adopted a policy of retaining copy of each fdu.edu email for three (3) years. This means, regardless of individual user action, the University will maintain a copy of all email traffic for a period of 3 years. 

In the event of lost or damaged files, a reasonable attempt will be made to recover the information; however, the University and the University Information Technology staff cannot guarantee recovery of the data or loss of data due to media failure, floods, fires, etc. 

University Systems and Networking and each of its departments will make reasonable attempts to provide error-free hardware and software on our computing resources, however, it is not possible to guarantee this, and information provided by staff members is not guaranteed to be correct. 

PRIVACY

Users should exercise caution when storing any confidential information in electronic format, because the privacy of such information cannot be guaranteed. User(s) must be aware that any personal files, including e-mail, maintained on University computing resources are University property and are subject to University storage, retrieval and review. Users of the University’s computing resources are hereby informed that they have no justified expectation of privacy in material processed, sent, or stored on or through the systems, and that the consent of the user to give access to his or her electronic documents is a condition precedent to the user’s use of University’s computer resources.

Even though the electronic data transmitted by or stored on University equipment is the property of the University, the IST staff will not normally log into another user account or access user’s files unless specifically granted permission by the user, or as otherwise permitted under this Policy. Student staff should avoid situations where helping another student or a faculty member would give them access to data relevant to a course that the student staff person is currently taking. 

Exceptions to this practice are made under certain circumstances. These include: system backups, which access all files in a user’s account; software upgrades which may require editing startup files in a user’s account; diagnostic and trouble-shooting activities, which may, for example, require viewing the address headers of e-mail messages to determine the cause of problems; and keystroke monitoring of sessions to determine inappropriate use of the computing facilities. Another exception is a suspected violation of the tenets in this policy, the Student, Faculty, or Employee Handbooks, University employment policies, rules or practices or local, state or federal law, or as required by court order. In such situation(s), University computer resources in the possession of a user, or otherwise assigned to an individual, may be accessed, reviewed, duplicated and/or stored for later review by appropriate personnel without the user’s permission or knowledge.

Because employees are granted access to and use of FDU’s computing resources to conduct University business, the University reserves the right to access electronic mail messages left on or transmitted through the University’s computing resources. Employees should not assume that such messages are private and confidential or that the University or its designated representatives will not have a need to access and review this information. Individuals using the University’s computing resources should also have no expectation that any information stored on the University’s computing resources, whether the information is contained on a computer hard drive, computer disks, University or third party server or in any other manner, will be private.

In the event that user files need to be copied or viewed for reasons other than security, diagnostic, system backup or in compliance with law enforcement, or internal investigations authorized by the Associate Vice President of Human Resources and the General Counsel, University Systems and Networking staff may attempt to inform the user of this access.

The Family Education Rights and Privacy Act (FERPA) binds all users who have access to student data. Its application relevant to this Acceptable Use Policy centers on a student’s right to consent to disclosure of personally identifiable information. FERPA does permit certain information to be released without consent and this information is referred to as “Directory information”. To find out specifically what information you may or may not give out and to whom, you must contact the respective Dean of Students office. 

POLICY VIOLATIONS

Policy violations should be reported immediately to any one of the individuals listed in Appendix 1. 

Violations of this policy will be dealt with as described in the Student, Faculty and/or Employee Handbooks, any relevant contracts, and possibly State and/or Federal law or regulations. University students and employees who violate this Policy will be met with appropriate disciplinary action, up to and including dismissal, expulsion or termination from the University. Third parties who violate this Policy may have their relationship with the University terminated and their access to campus restricted. In addition, a user’s system privileges can be suspended for a specified time period or revoked and/or a monetary fine may be imposed on those in violation to reimburse the University for the staff time and other costs of investigating and rectifying the violation.

The University reserves the right to suspend computing resource privileges while investigating a complaint or troubleshooting a system or network problem.

This policy is subject to revision. Comments and suggestions are welcome and should be sent to Neal Sturm, Vice president & Chief Information Officer, mailstop M-DB2-01, or neal_sturm@fdu.edu

This document will be reviewed semi-annually and is available both electronically and in printed form at each of the Campus Computing Centers. 

It is the user’s responsibility to remain informed about the contents of this document. 

Contacts

Neal Sturm 
Vice president & Chief Information Officer
Mailstop M-DB2-01 973-443-8689  neal_sturm@fdu.edu

Saul Kleinman 
Associate Vice President of Management Information Systems 
Mailstop T-BH2-03 201-692-2065  saul@fdu.edu

Last Modified: May 7, 2020 icon icon Copy Link

Due to the increasing demand of the academic computer facilities, a general document detailing the policies for computer lab reservations has been outlined. This policy is created to provide faculty, staff and students with equitable access to campus computing lab resources. Most computer labs are used as classrooms and they are available for open-access use when there are no classes in session.

  1. There are currently four Computing Services computer labs which can be used for classroom instruction on each campus. They are: D206, D207, D208, and D209, which are in the Dreyfuss Building on the Florham Campus. On the Metropolitan Campus, they are:  DH2163 and DH2164 in Dickinson Hall and UH Front Lab (UH22) and UH Back Lab (UH28) in University Hall. Also, there are three multimedia labs, two on the Florham campus and one on the Metropolitan campus. The multimedia labs for the Florham Campus (D211-Animation and ZEN110 – Graphic Design) are in the Dreyfuss and ZEN Buildings. On the Metropolitan campus, the multimedia lab (MML) is in Becton Hall (Rm. 403). The multimedia labs are primarily used for courses offered by the FDU School of the Arts. All labs are equipped with a LaserJet printer, color printer, and a data projector.
  2. To reserve a computer lab, a faculty or staff member must fill out a Lab Reservation Request Form, preferably prior to the start of a semester. This form must be signed by the instructor who will be teaching the course. The lab reservation request form is available at the Office of Enrollment Services, the Lab Assistant station of any Computing Services office, and on the web at Lab Reservation Form This form must be filled out completely and accurately or processing delays may result.
  3. Requests for the entire semester are processed on a first come first serve basis. These requests are processed by the Scheduling Officers in the department of Enrollment Services.
  4. Requests for specific dates during the semester are processed on a first come first serve basis. These requests should be submitted to the Lab & Operations Manager in the department of Computing Services. If all the labs are occupied during the requested time, instructors will be asked to either choose a different date or time or plan to make arrangements with other instructors who have the lab reserved during that time. If an agreement cannot be reached with another instructor, the instructor requesting to use the lab should then approach the Dean of their department with the request. If the Dean is not able resolve the issue, the request should be taken to the Campus Executive for the final decision.
  5. Confirmations will be emailed to the departments or individual instructors making the request. Requests made during the semester will be confirmed based on the preference selected by the requestor on the Lab Reservation Request Form.  The processing time for all lab requests made during a semester is one week.  Please keep this in mind when submitting your lab reservations.  To ensure you receive your confirmation in time, submit your reservation one week or more prior to the day the lab is needed.  For instructions on How to Reserve a Computer Lab, please see the article listed below.
  6. Any changes made to the original request in day, time, or location will be treated as a new request.
  7. The requestor is responsible for enforcing all lab rules during the time the lab is scheduled. If a student or faculty member is violating lab rules, the lab assistants have the right to approach the individual at that time.  To prevent interruption during class time, we stress that the lab rules be adhered to by all occupants including faculty and staff.
  8. Faculty and staff who have reserved a lab are responsible for notifying the Lab & Operations Manager if the class has been cancelled. This will allow the Computing Services department to keep an updated, accurate schedule.
  9. If a scheduled class is absent for three consecutive weeks without prior notification, the lab reservation will be cancelled, and future reservations will be subject to further questioning before a confirmation is received.

If you have any questions regarding the lab reservation policy, please contact Lauren Elgin via email at: lauren@fdu.edu.

Last Modified: March 11, 2020 icon icon Copy Link

Select employees of Fairleigh Dickinson University may be required to engage with confidential University data.

The FDU Confidentiality Agreement and Security Policy defines your obligations under Federal and State guidelines to preserve the security and confidentiality of this information.

Confidentiality Agreement and Security Policy

Fairleigh Dickinson University regards security and confidentiality of data and information to be of utmost importance. Each individual granted access to electronic and/or hard copy data holds a position of trust and must preserve the security and confidentiality of the information to which he/she is granted access to. Therefore, it is the intent of this policy to ensure that University data, in any format, is not divulged outside of Fairleigh Dickinson University without explicit approval to do so by an Associate Vice-President of the University or higher who has responsibility for the data in question. As such, the University requires all users of data to follow the procedures outlined below:

Policy on Confidential Information

Users of University data are required to abide by all applicable Federal and State guidelines and University policies regarding confidentiality of data, including, but not limited to the Family Education Rights and Privacy Act (FERPA); Gramm Leach Bliley (GLB); and The Health Insurance Portability and Accountability Act of 1996 (HIPAA). All users of University data and information must read and understand how the FERPA, GLB and HIPPA policies apply to the confidential information they are accessing (a brief summary of this legislation may be found at here. All users with access to Datatel or other university computer systems acknowledge that they have read and agree to abide by the University’s Acceptable Use Policy found at it.fdu.edu under the Policies.

Confidential Information shall be defined as:

  • regarding student, faculty or staff: any personally-identifiable records, financial records (including social security and credit card numbers), health records; contracts, research data; alumni and donor records; personnel records other than an individual’s own personnel record;
  • regarding the University: University financial data; computer and system passwords, University issued PINS, University proprietary information/data; and 
  • any other information for which access, use, or disclosure is not authorized by: 1) federal, state, or local law; or 2) University policy.

The individual receiving the Confidential Information shall have no obligation under this Policy with respect to Confidential Information which:

  • is or becomes publicly available without breach of this Policy by the recipient; 
  • is rightfully received by the recipient without obligations of confidentiality; or 
  • is developed by the recipient without breach of this Policy; provided, however, such Confidential Information shall not be disclosed until thirty (30) days after written notice of intent to disclose is given to the University officer who has responsibility for the data in question, along with the asserted grounds for disclosure;
  • is disclosed in accordance with any “whistle blower” action as provided in the U.S. False Claims Act, or the New Jersey Conscientious Employee Protection Act, or similar legislation (Brief overviews of these statutes may be downloaded below)

Any individual with authorized access to the Confidential Information is given access solely for the business of the University and must not divulge the Confidential Information outside of the University except for University business requirements approved by the President of the University or the division head responsible for the data in question. Specifically, with respect to Confidential Information, individuals must:

  1. Access Confidential Information solely in order to perform his/her job responsibilities.
  2. Not seek personal benefit or permit others to benefit personally from any Confidential Information that has come to them throughout their work assignments.
  3. Not make or permit unauthorized use of any Confidential Information in the University’s information system or other records.
  4. Not enter, change, delete or add data to any information system or files outside of the scope of their job responsibilities.
  5. Not include or cause to be included in any record or report, a false, inaccurate or misleading entry known to the user as such.
  6. Not alter or delete or cause to be altered or deleted from any records, report or information system, a true and correct entry.
  7. Not release Confidential Information other than what is required in completion of job responsibilities which is consistent with this Policy.
  8. Not exhibit or divulge the contents of any record, file or information system to any person unless it is necessary for the completion of their job responsibilities.

It is the individual’s responsibility to immediately report, as outlined under “Information Security Breech and Violation Reporting” at the end of this Policy, if the individual has violated this Policy. Additionally, given the potential harm that the University may suffer with the release of any Confidential Information, all employees are strongly encouraged to report any suspected violation of this policy or any other action, which violates confidentiality of data, as outlined at the end of this policy.

Security Measures and Procedures

All users of University information systems, including Datatel, Novell and FDU email accounts, are supplied with an individual user account to access the data or systems necessary for the completion of their job responsibilities. Users of the University information systems are required to follow the procedures outlined below:

  1. All transactions, processed by a user ID and password, or PIN, are the responsibility of the person to whom the user ID was assigned. The user’s ID, password, and PIN must remain confidential and must not be shared with anyone.
    • Using someone else’s user ID, password or PIN is a violation of policy, no matter how it was obtained.
    • Your user ID, password or PIN provides access to information that has been granted specifically to you. To reduce the risk of shared passwords – remember not to post your password or PIN on or near your workstation or share your password or PIN with anyone.
    • All University computer systems will periodically prompt you to change your password.

      Note: If you need your Password or PIN changed, please contact the University Technical Assistance Center (UTAC) (973)-443-UTAC immediately.

  2. Access to any student or employee information (in any format) is to be determined based on specific job requirements. The appropriate Department Chair, School Director, Department Director/Manager, Dean, Provost, and/or Vice President is responsible for ensuring that access is granted only to authorized individuals, based on their job responsibilities. Written authorization must be received by the Computer Center prior to granting system access.

    You are prohibited from viewing or accessing additional information (in any format) unless you have been authorized to do so. Any access obtained without written authorization is considered unauthorized access.

    In order to prevent unauthorized use, the user shall log off of all applications that provide access to confidential information, or lock their computer when leaving their workstation. This is especially important during breaks and lunch. Unless there is a specific business need, all workstations should be shut down at the end of the workday. 

    Note: If you require assistance in establishing your workstation password, please access the screensaver documentation or contact the University Technical Assistance Center (UTAC) at 973-443-UTAC.

  3. If you have any reason to believe your password or PIN has been compromised or revealed inadvertently, you should change your password and immediately notify one of the individuals as outlined under “Information Security Breech and Violation Reporting” at the end of this policy. 

    Note: all University’s computer system will periodically prompt you to change your password.

  4. Upon termination or transfer of an employee, Human Resources will notify University Systems and Networking, who in turn will notify the appropriate areas in the Computer Center.
  5. Generally, students, temporary employees and consultants should not have access to the University record system. Written approval by the Department Chair, School Director, Department Director/Manager, Dean, Provost, and/or Vice President in charge of the respective area is required if it is determined that access is required. The student, temporary employee or consultant is to be held to the same standards as all University employees, and must be made aware of their responsibilities to protect student and employee privacy rights and data integrity. Written authorization must be received by the Computer Center prior to granting system access.
  6. You agree to properly secure and dispose of any outputs or files you create in a manner that fully protects the Confidential Information.

Additionally, I understand that if granted access to process transactions via Datatel data entry screens, any information I enter or change will be effective immediately. Accordingly, I understand that I am responsible for any changes made using my ID. 

I understand that my access to University data is for the sole purpose of carrying out my job responsibilities and Confidential Information is not to be divulged outside of The University, except as previously stated. Breach of confidentiality, including aiding, abetting, or acting in conspiracy with any other person to violate any part of this policy, may result in sanctions, civil or criminal prosecution and penalties, employment and/or University disciplinary action, and could lead to dismissal, suspension or revocation of all access privileges. I understand that misuse of University data and any violation of this policy or the FERPA, HIPAA or GLB policies are grounds for disciplinary action, up to and including dismissal. This Agreement shall not abridge nor supersede any rights afforded faculty members under the Faculty Handbook.

Information Security Breech and/or Policy Violation Reporting

If you suspect an Information Security Data Breech or a violation of this policy, report such an event to your department chair or staff supervisor and send an immediate email to violation@fdu.edu. If you do not have immediate access to email, contact the University Technical Assistance Center (UTAC) at 973-443-8822; do not provide details but request a ticket be opened with University Systems & Security due to a information security data breech or policy violation requesting an immediate callback. When practical, also send an email to violation@fdu.edu.

Last Modified: March 11, 2020 icon icon Copy Link

Fairleigh Dickinson University vigorously enforces United States copyright law. When utilizing the FDU Local Area Network or FDU provided Internet Access, you are required to adhere to all existing US copyright laws.

To view the full statement of law, please visit:

Failure to comply with this document can result in FDU disciplinary action as well as civil and criminal penalties.

Last Modified: March 11, 2020 icon icon Copy Link

Fairleigh Dickinson University is concerned about the health and safety of its students, faculty, staff, and visitors.  Since 2007, FDU has used FDU Alert to expand and enhance its emergency notification methods.  FDU Alert can be used to provide pertinent information and instructions to the FDU community through voice, text, and email messaging.  FDU Alert provides the technology to rapidly mass broadcast health, safety and informational messages to keep the FDU community informed and safe in times of emergency and other urgent situations. Examples of unforeseen events and disruptions include snow days, floods, power outages, campus incidents and major schedule changes.

Every second counts when a crisis or disaster strikes.  FDU Alert provides a means to send broadcast messages to the FDU community, via a variety of communication methods (including land-line, mobile, and satellite phones, email, instant messaging, text messaging, fax, pager, and more), quickly and efficiently.  The objectives of FDU Alert are to reach people quickly, disseminate important information, and reduce miscommunications in emergency situations. 

It is highly important that the FDU community embrace FDU Alert and registers and maintains communications devices (done through Webadvisor at (http://webadvisor.fdu.edu/).  In return, registered users of FDU Alert will be ensured of the judicious and appropriate use of FDU Alert as described in the FDU Alert Use Policy. 

Last Modified: March 11, 2020 icon icon Copy Link

Interactive Television (ITV)

Resources for: Faculty Staff
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The Interactive Television (ITV) classrooms are located in Dickinson Hall 1132 (Metropolitan Campus), Dreyfuss 214 (Florham Campus), Sarah Sullivan (Florham Campus), Moninger 105, Moninger 107, Moninger 119 (Florham Campus) and FDU Vancouver. The ITV rooms can be used for conducting inter-campus classes, classes with students at remote locations equipped with ITV, inter-campus meetings, or meetings and events with other colleges, universities, or organizations equipped with ITV. The ITV rooms can be scheduled by an authorized officer of a group or organization on campus for conducting official University business. Scheduling is on a first-come, first-serve basis, with the exception that priority is always given to classes using the ITV room.

For reservations please call (201)-692-7062

ITV Meeting Policies

ITV Meeting Policy.
This policy pertains only to the ITV rooms managed by the Office of Academic Technology (on the Metro campus DH 2245 and DH 1132, and in Florham Dreyfuss 214, Sarah Sullivan, Moninger 105, Moninger 107 and Moninger 119). For policies pertaining to other rooms, please contact the individuals responsible for the relevant rooms.

Ending your meeting on time.
Please be sensitive to the fact that other meetings are often scheduled immediately after the end of yours, and the participants in these meetings also have busy schedules and important business to discuss. Even when there is no meeting scheduled after yours, our employees must properly close the room and shut down the equipment and therefore must wait for you to finish before they can move on to other activities. Therefore, when your meeting time has come to an end, you must vacate the room. Individuals who or groups that fail to vacate the room in a timely fashion more than two times will not be allowed to book the ITV room for future meetings.

Cancellation Policy.
Please let us know as soon as possible if you must cancel a meeting, but at least 24 hours prior to your meeting. Individuals who cancel more than two meetings without notifying the Office of Academic Technology will not be allowed to book the ITV room for future meetings.

Meeting conflicts.
Meetings are usually scheduled solely on a first-come, first-served basis. If somebody else has booked a meeting when you need the ITV room, you must negotiate with the host of the conflicting meeting. The Office of Academic Technology will not intervene.

ITV priority for DH 2245.
DH 2245 is also available for scheduling non-ITV meetings or events. However, if ITV capability is needed at the same time, you will be asked to find another room. The rationale for this policy is that there are many other non-ITV rooms, but only two ITV rooms on the Metropolitan campus.

Scheduling Meetings.
No meetings will be scheduled for ITV until after the ITV course schedule for that semester has been finalized. You may request your meeting in advance, but if a class ends up being scheduled at the same time as your meeting you will need to re-schedule your meeting. Classes always get first priority for ITV scheduling.

Inter-campus meetings.
If you are scheduling an inter-campus meeting between the College at Florham and the Metropolitan Campus, you must request the ITV at least 24 hours prior to your meeting. This lead-time is necessary in order for the Office of Academic Technology to allocate appropriate personnel to the ITV room. You may schedule such meetings by calling the Office of Academic Technology at x7062 or 201 692 7062 on the Metropolitan campus.

ITV Classrooms: Food & Drink Policy.
The ITV classrooms contain sensitive and expensive equipment that could easily be damaged by spilled drinks or contamination by food particles. Also, the rooms do not receive regularly scheduled janitorial service. For these reasons: No food or drink is allowed under any circumstances in the ITV classrooms. Sealed containers are allowed provided that the container is not opened at any time while in the ITV classroom. If you are observed with food or drink you will be asked to remove this item from the ITV classroom.

Instructors are asked to enforce the no food or drink policy with the students in their classes, if members of a given class repeatedly viola this policy, the instructor will not be permitted to schedule the ITV classroom for future classes.

DH 2245 is configured differently and has different equipment, and as such food will be allowed in DH 2245. Any buffet set-up should be done in the adjoining kitchen area. Please ensure that all guests or meeting attendees exercise care with the food and keep the food at the table area.

ITV Class Policies

ITV Classrooms Procedures for semester long courses.
This policy pertains only to the ITV rooms managed by the Office of Academic Technology (on the Metro campus DH 2245 and DH 1132, and in Florham Dreyfuss 214, Sarah Sullivan, Moninger 105, Moninger 107 and Moninger 119). For policies pertaining to other rooms, please contact the individuals responsible for the relevant rooms

Proposing a course for ITV delivery.
Instructors, Chairs, or Directors may propose a course for ITV delivery after receiving approval from the relevant Chair, Director, or Dean. ITV courses are proposed at least one full semester in advance of the start date for the course.

Requesting the ITV rooms for a course.
To request the ITV rooms, call (201)-692-7062

Training Policy.
No instructor may be scheduled to teach in the ITV room unless he or she attends training on using the sophisticated ITV equipment. Training should be scheduled as soon as possible after the instructor is identified, preferably a month prior to the start date of the course. To arrange for training, please contact call (201)-692-7062.

Cancellation Policy.
If you must cancel a class, please let the Office of Academic Technology know as soon as possible and at least one full business day prior to your class. Instructors who cancel more than two class sessions without notifying the Office of Academic Technology will not be allowed to book the ITV room for future courses.

ITV Classrooms Food & Drink Policy.
The ITV classrooms in contain sensitive and expensive equipment that could easily be damaged by spilled drinks or contamination by food particles. Also, the rooms do not receive regularly scheduled janitorial service.For these reasons:

No food or drink is allowed under any circumstances in ITV classrooms. Sealed containers are allowed provided that the container is not opened at any time while in the ITV classroom. If you are observed with food or drink you will be asked to remove this item from the ITV classroom.

Instructors are asked to enforce the no food or drink policy with the students in their classes. If members of a given class repeatedly violate this policy, the instructor will not be permitted to schedule the ITV classroom for future classes.

DH 2245 is configured differently and has different equipment, and as such food will be allowed in DH 2245. Any buffet set-up should be done in the adjoining kitchen area. Please ensure that all guests or meeting attendees exercise care with the food and keep the food at the table area.

For these reasons:

No food or drink is allowed under any circumstances in ITV classrooms. Sealed containers are allowed provided that the container is not opened at any time while in the ITV classroom. If you are observed with food or drink you will be asked to remove this item from the ITV classroom.

Instructors are asked to enforce the no food or drink policy with the students in their classes. If members of a given class repeatedly violate this policy, the instructor will not be permitted to schedule the ITV classroom for future classes.

DH 2245 is configured differently and has different equipment, and as such food will be allowed in DH 2245. Any buffet set-up should be done in the adjoining kitchen area. Please ensure that all guests or meeting attendees exercise care with the food and keep the food at the table area.

ITV Help Information

For Problems Call
Office of Academic Technology
Phone: (201)-692-7062

Teaneck ITV Room (Dickinson Hall 1132)
Phone: (201) 692-7040
Fax: (201)-692-7041

Madison ITV Room (Dreyfuss 214)
Phone: (973)-443-8485
Fax: (973)-443-8674

Last Modified: March 11, 2020 icon icon Copy Link

With so many threats to your online data, it has never been more important to have a thorough understanding of password security protocols. Towards this end, FDU IT strongly recommends that you familiarize yourself with the information outlined in our Password Policy. You will not only gain an understanding of your responsibilities as a member of our community, but you will also learn helpful tips for password selection and insight into our password construction rules and password change frequency. 

Last Modified: March 11, 2020 icon icon Copy Link

As a member of our community, your FDU NetID is your passport to accessing many of Fairleigh Dickinson University’s IT services. Most important is your student, employee, or alumni FDU Email account. When using FDU Email, you are an ambassador for our institution and our expectation is that you will conduct yourself in an efficient, effective, ethical and lawful manner. Please review our Policy for Acceptable Use of Email to ensure that you are adhering to all security and decorum requirements.

Effective Date: 01/01/2018

1.0 Introduction

The purpose of this policy is to ensure the proper use of e-mail by all those assigned a Fairleigh Dickinson University (FDU) e-mail account. This policy applies to any e-mail system that FDU has or may install in the future. It also applies to employee use of personal e-mail accounts via browsers, as directed below. All users of FDU e-mail systems have the responsibility to use their e-mail in an efficient, effective, ethical and lawful manner. E-mail users must follow the same code of conduct expected in any other form of written or face-to-face business communication. FDU may supplement or modify this policy for specific employees in certain roles. This policy complements similar FDU policies such as the Acceptable Use Policy and the Written Information Security Program (WISP) both of which can be found at it.fdu.edu. Please read and follow those policies as well.

The University subscribes to the 1940 Statement of Principles on Academic Freedom and Tenure and the 1940 and 1970 Interpretive Comments issued thereon, formulated jointly by the Association of American Colleges and the American Association of University Professors. Nothing in this policy is intended to supersede those statements and principles. 

2.0 Ownership of Email Data

The University owns all University email accounts in the fdu.edu domain, or any subsequent domains it may create (University Email Accounts). Subject to underlying copyright and other intellectual property rights under applicable laws and University policies , the University also owns data transmitted or stored using the University Email Accounts.

3.0 Employee Responsibilities

FDU only supports the installation and usage of approved e-mail clients.

Usernames will be assigned as part of the University’s e-mail registration process and reflect internally mandated e-mail naming conventions.

3.1 Acceptable Uses

  • Communicating in a professional manner with other FDU associates about work-related matters.
  • Communicating in a professional manner with parties outside FDU for business purposes.
  • Personal communications that are brief and do not interfere with work responsibilities.
  • Users are allowed to access personal e-mail accounts on a limited basis, without disrupting business responsibilities. Access can be gained only by using a browser. Use of e-mail-specific protocols, such as POP3 and IMAP4, is prohibited, since they require specific firewall ports to be open.
  • Electronic messages are frequently inadequate in conveying mood and context. Users should carefully consider how the recipient might interpret a message before composing or sending the message.

3.2 Unacceptable Uses

  • Creating and exchanging messages that can be interpreted as harassing, obscene, racist, sexist, ageist, pornographic or threatening, as defined by University policies.
  • Creating and exchanging information that is in violation of copyright or any other law. FDU is not responsible for an associate’s use of e-mail that breaks laws.
  • Personal communication that interferes with work responsibilities.
  • Opening file attachments from an unknown or untrustworthy source, or with a suspicious or unexpected subject line.
  • Sending unprotected healthcare data and personally identifiable consumer data or other confidential information to unauthorized people or in violation of FDU’s Acceptable Use Policy, or the Written Information Security Program (WISP). , Health Insurance Portability and Accountability Act and/or Gramm-Leach-Bliley Act regulations. Exceptions may be authorized by the University Chief Information Security Officer working with the employee’s supervisor. Communications that strain FDU’s network or other systems unduly, such as sending large files to large distribution lists.
  • Communications to distribution lists of only marginal interest to members, and replying to the entire distribution list when a personal reply is effective.
  • Communications with non-specific subject lines, inarticulate language, and without clear purpose.
  • Auto-forwarding e-mail messages from your University e-mail account.
  • Using any e-mail system, other than FDU’s e-mail system, for FDU-related communications.
  • Circulating chain letters and/or commercial offerings.
  • Circulating unprotected healthcare data and personally identifiable consumer data that would violate U.S. Federal HIPAA and GLB regulations. Exceptions may be authorized by the employee’s supervisor and in conjunction with use of a University-approved e-mail encryption service.
  • Altering or forging the “From” line or any other attribution of origin contained in electronic mail or postings.
  • Using any of the University systems for sending what is commonly referred to as “SPAM” mail (unsolicited bulk email)

4.0 Privacy Guidelines

The University typically does not review the content of electronic messages or other data, files, or records generated, stored, or maintained on its electronic information resources; however, it retains the right to inspect, review, or retain the content of such messages, data, files, and records at any time without prior notification. Any such action will be taken for reasons the University, within its discretion, deems to be legitimate. These legitimate reasons may include, but are not limited to, 

  • responding to lawful subpoenas or court orders; 
  • investigating misconduct (including research misconduct); 
  • determining compliance with University policies and the law; and 
  • locating electronic messages, data, files, or other records related to these purposes. 

FDU maintains the right to monitor and review e-mail activity to ensure compliance with this policy, as well as to fulfill FDU’s responsibilities under the laws and regulations of the jurisdictions in which it operates. Users should have no expectation of privacy.

  • Except as otherwise stipulated in this policy, on termination or separation from FDU, FDU will immediately deny access to e-mail, including the ability to download, forward, print or retrieve any message stored in the system, regardless of sender or recipient.
  • Except as otherwise stipulated in this policy, employees who leave FDU will have their mailbox deleted within six months of their termination date. The employee’s manager may request that access be given to another employee who may remove any needed information within the same six month time frame.
  • FDU reserves the right to intercept, monitor, review and/or disclose any and all messages composed, sent or received on the University e-mail system. Intercepting, monitoring and reviewing of messages may be performed with the assistance of content filtering software, or by designated FDU employees and/or designated external entities. Employees designated to review messages may include, but are not limited to, an employee’s supervisor or manager and/or representatives from the HR, legal or compliance departments.
  • FDU reserves the right to alter, modify, re-route or block the delivery of messages as appropriate. This includes but is not limited to:
    • Rejecting, quarantining or removing attachments and/or malicious code from messages that may pose a threat to FDU resources.
    • Rejecting or quarantining messages with suspicious content.
    • Rejecting or quarantining messages containing offensive language or topics.
    • Re-routing messages with suspicious content to designated FDU employees for manual review.
    • Appending legal disclaimers to messages.
  • Electronic messages are legally discoverable and permissible as evidence in a court of law.
  • Users of the University’s computing and electronic communications resources must understand that electronic messages, data, files, and other records generated, stored, or maintained on University electronic information resources may be electronically accessed, reconstructed, or retrieved by the University even after they have been deleted.

5.0 Security

As with any other type of software that runs over a network, e-mail users have the responsibility to follow sound security practices.

  • Users should not use the e-mail system to transfer sensitive data, except in accordance with FDU data protection policies. Refer to the Written Information Security Program (WISP) found at http://isweb.fdu.edu under policies for more information. Sensitive data passed via e-mail over the Internet could be read by parties other than the intended recipients, particularly if it is clear text. Malicious third parties could potentially intercept and manipulate e-mail traffic.
  • In an effort to combat propagation of e-mail viruses, certain attachment types may be stripped at the University e-mail gateway. Recipients will be notified via e-mail when this occurs. Should this create a business hardship, users should contact the University Technical Assistance Center (UTAC).
  • Attachments can contain viruses and other malware. User should only open attachments from known and trusted correspondents. Suspicious attachments should be reported to the University Technical Assistance Center (UTAC).
  • Spam is automatically filtered at the University gateway in a highly efficient manner. Errors, whereby legitimate e-mail can be filtered as spam, while rare, can occur. If business-related mail messages are not delivered, users should check their local spam folder or the daily spam digest. If the message is not there, users should contact University Technical Assistance Center (UTAC).
  • Users will not be asked by OIRT or any other FDU group by e-mail for personal information such as usernames or passwords. Any such requests should not be responded to and should be referred to the University Technical Assistance Center (UTAC). Such approaches – known as phishing – are fraudulent approaches carried out for purpose of unlawful exploitation.

6.0 Operational Guidelines

FDU employs certain practices and procedures in order to maintain the health and efficiency of electronic messaging resources, to achieve FDU objectives and/or to meet various regulations. These practices and procedures are subject to change, as appropriate or required under the circumstances.

  • For ongoing operations, audits, legal actions, or any other known purpose, FDU saves a copy of every e-mail message and attachment(s) to a secure location, where it can be protected and stored for three years. Recovery of messages from this store is prohibited for all but legal reasons.
  • To deliver mail in a timely and efficient manner, message size must be less than 25MB. Messages larger than 25MB will be automatically blocked and users will be notified of non-delivery. Should this create a business hardship, users should contact the University Technical Assistance Center (UTAC).

Access to the content of electronic mail, data, files, or other records generated, stored, or maintained by any user may be requested from the University’s Associate Vice President of Technology Infrastructure for the reasons set forth below and shall be authorized as follows: 

  1. by the Associate Vice President of Human Resources for all University employees;
  2. by either Dean of Students for students; or 
  3. by the General Counsel for the purposes of complying with legal process and requirements or to preserve user electronic information for possible subsequent access in accordance with this policy. 

In all cases, the Office of the General Counsel must be consulted prior to making a decision on whether to grant access. In the case of a time-critical matter, if the authorizing official is unavailable for a timely response, the General Counsel may authorize access.

All full-time faculty who retire from the University may keep their email address for life if they request to do so.

All full-time faculty who leave the University for reasons other than termination for cause, may request email forwarding for up to six months.

7.0 Governance and Enforcement

This policy was created with input from the University’s Data Security Incidence Response Team (DSIRT). At the request of the University’s Chief Information Security Officer (CISO), the DSIRT will review this policy annually to ensure that FDU is in compliance with internal or external requirements. FDU faces liability if users violate the terms of this policy. Therefore, willful or repeated violations of this Acceptable Use Policy for e-mail can result in informal or formal warnings, the loss of e-mail privileges, and other sanctions including termination. Any such discipline shall be in accordance with processes and procedures of Human Resources and subject to any protections afforded under the University’s agreement with “Office & Professional Employees International Union”, the “Faculty Handbook”, and similar documents. Third parties who violate this Policy may have their relationship with the University terminated and their access to campus restricted.

For assistance with this policy, please contact the University’s Chief Information Security Officer (CISO).

Exceptions to this policy may be authorized by the University Chief Information Security Officer working with the employee’s supervisor.

Policy violations should be reported immediately to the University’s Associate Vice President of Technology Infrastructure

The University reserves the right to suspend an e-mail account while investigating a complaint or troubleshooting a system or network problem.

This document will be reviewed semi-annually and is available both electronically and in printed form at each of the Campus Computing Centers. 

It is the user’s responsibility to remain informed about the contents of this document. 

Other Related and Applicable Policies


Last Modified: September 2, 2020 icon icon Copy Link

Software Compliance & Distribution Policy

Resources for: Faculty Staff
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In accordance with FDU’s Acceptable Use Policy for Computer Usage, no employee shall copy or distribute software that violates copyright laws. All employees shall be aware that software and the accompanying documentation is generally owned by the manufacturer and the license only grants the user the right to use the software. Unlicensed software installations, also known as software piracy, are unacceptable at FDU. 

The primary user of each computer shall take responsibility of keeping records of licenses for which software is installed. The University’s Computing Services Department shall also track licenses for software installed by the Computing Services Department though the purchase of high volume or site licenses. Users are advised that the software installed on University-owned computers may be audited internally (by the University) or externally (by software manufacturers or other anti-piracy software firms) at any time. Software found not to be in compliance with copyright laws will be removed and replaced with a licensed copy.

Computing Services will provide certain software that is commonly used by the majority of the University’s employees, including but not limited to word processing, spreadsheet, and anti-virus software. Some software manufacturers allow for non-concurrent use of a license on an office computer and an employee’s home computer. Computing Services will not provide non-concurrent licenses at off premise sites due to the inability to track these licenses.

In order to provide the best possible service and support, and to reduce the cost of software site licenses, Computing Services, in conjunction with the Center for Learning and Teaching with Technology, has standardized on Microsoft Office Professional and Norton AntiVirus. 

Popular Software Titles and Guidelines for Faculty and Staff to Obtain:

  • Microsoft Office for Windows or Macintosh: Available through standard deployment of leased or owned equipment or by request for any University-owned PC or Mac.
  • Microsoft Visual Studio: Installed in Labs. Available by request for staff and faculty machines.
  • Microsoft Sharepoint (previously known as FrontPage): Installed in Labs. Available by request for staff and faculty machines.
  • Adobe Acrobat: Available by request for staff and faculty machines.
  • SAS: Installed in Labs. Available by request for staff, faculty and student machines.
  • SPSS (Base): Installed in Labs. Available by request for staff and faculty machines.
  • SPSS Advanced Modules: Available by request for staff and faculty machines.
  • Adobe Products: Faculty and staff may purchase Adobe products at level three pricing with the University’s CLP Membership No. 4400062846.
  • Norton AntiVirus: Available through standard deployment of leased or owned equipment or by request for any University-owned PC or Mac. The student version is available to FDU students only via download
  • Other products: Faculty and staff may obtain pricing and submit orders to Purchasing. If assistance is needed, contact Computing Services.

Software Quality Assurance and Compliance Policy for Network Server & Lab Installations

It is no longer possible for individuals to install software on staff or faculty desktops or lab computers. Laptops or Macintosh users have administrative rights and individuals can install additional licensed software to laptops.

Instructors wishing to have a software application installed in a lab for use by 20 or more people simultaneously must provide Computing Services the original installation media, installation guide, and the appropriate proof of license. Note that the licenses for some software may limit our ability to install it on the network. These materials must be provided a minimum of sixty days before the software is needed. Because it is impossible to predict how software will interact with our network and other software already installed, we cannot guarantee that a program will work on our system.

For programs that will be used by less than 20 people, the instructor may install the application on up to 5 machines in a lab not normally used for classroom instruction, plus an “instructor’s machine” in one of the teaching labs. If fewer licenses are owned, then only that many licenses may be installed. The instructor will be told which machines to install the program on and will be given a password which can be used to disable the security on the machine for the duration of the installation procedure. Software installed in this way will only be available on those designated machines. Computing Services will make a reasonable attempt to keep these designated systems functioning with the additional software, but in the event that the machine needs to have it’s base configuration and software restored from backup, the instructor will be contacted and will need to reinstall the application. 

In all cases, software must be owned or licensed by the University, even if the application is only to be used for demonstration purposes. No software owned by an individual will be installed on the systems.

Last Modified: March 11, 2020 icon icon Copy Link

Select employees of Fairleigh Dickinson University may be required to view Personal Information (PI) and Personal Health Information (PHI) as part of their daily responsibilities. For these employees, ensuring that our community’s PI and PHI remain secure and confidential is vital. The policy below will provide a baseline understanding of the data security protocols in place and the expectations on FDU employees to uphold them.

Effective Date: 02/07/2020
Last Revision: 09/01/2017
Last Review: 01/13/2019

I. OBJECTIVE 

The objective of Fairleigh Dickinson University (“University”) in the development and implementation of this comprehensive Written Information Security Program (“WISP”) is to create effective administrative, technical and physical safeguards for the protection of Personal Information (“PI”) and Protected Health Information (“PHI”).  The WISP sets forth the University’s procedure for evaluating its electronic and physical methods of accessing, collecting, storing, using, transmitting, and protecting PI and PHI.

For purposes of this WISP, PI means someone’s name and any one of the following data elements: 

  1. Social Security number, Social Insurance number, National Insurance number, or equivalent;
  2. Date of birth (MM/DD/YYYY),
  3. Driver’s license number or state-issued identification card number,
  4. Financial account number, or credit or debit card number, with or without any required security code, access code, personal identification number or password, that would permit access to an individual’s financial account,
  5. Passport number;
  6. Medical history, mental or physical condition, or medical treatment or diagnosis by a health care professional or health insurance information; or
  7. Username or email address coupled with a password or security question and answer or any portion of any item in the list above that would permit access to an online account
  8. Student/Employee (i.e., Datatel) ID number coupled with a password or security question and answer or any portion of any item in the list above that would permit access to an online account.

For purposes of this WISP, PHI includes information that is created, received, and/or maintained by the University that is related to an individual’s health care (or payment related to health care) that directly or indirectly identifies the individual. 

PI or PHI shall not include information that is lawfully obtained from publicly available information, or from federal, state or local government records lawfully made available to the general public. 

Notwithstanding the above and irrespective of whether or not it’s considered PII or PHI, one should always take care and caution to use the minimum data elements necessary to perform the business function at hand.

II.  PURPOSE

The purpose of the WISP is to better: 

  1. Ensure the security and confidentiality of PI and PHI; 
  2. Protect against any anticipated threats or hazards to the security or integrity of such information; and
  3. Protect against unauthorized access to or use of such information in a manner that creates a substantial risk of identity theft or fraud. 

III. SCOPE

In formulating and implementing this WISP, the University has addressed and incorporated the following protocols: 

  1. identified reasonably foreseeable internal and external risks to the security, confidentiality, and/or integrity of any electronic, paper or other records containing PI and PHI; 
  2. assessed the likelihood and potential damage of these threats, taking into consideration the sensitivity of the PI and PHI;
  3. evaluated the sufficiency of existing policies, procedures, information systems, and other safeguards in place to control risks;
  4. designed and implemented a WISP that puts safeguards in place to minimize those risks, consistent with the requirements of the regulations in this document; and
  5. implemented regular monitoring of the effectiveness of those safeguards.

IV.  DATA SECURITY COORDINATOR

The University has designated the Chief Information Security Officer (CISO), working together with the Data Security Information Response Team (DSIRT), to implement, supervise and maintain the WISP. See Appendix II for contact information for the CISO and DSIRT. Together, they will be responsible for: 

  1. Initial implementation of the WISP;  
  2. Regular testing of the WISP’s safeguards; 
  3. Evaluating the ability of each of the University’s third party service providers to implement and maintain appropriate security measures for the PI and PHI to which the University has permitted them access, consistent with the regulations outlined in this document; and requiring such third party service providers by contract to implement and maintain appropriate security measures; 
  4. Reviewing the scope of the security measures in the WISP at appropriate intervals, including the review of any material change in the University’s business practices that may implicate the security or integrity of records containing PI and PHI; and
  5. Conducting training sessions for all University employees, and independent contractors, including temporary and contract employees, who have access to PI and PHI on the elements of the WISP. All attendees at such training sessions are required to certify their attendance at the training, and their familiarity with University requirements for ensuring the protection of PI and PHI.

V. INTERNAL RISKS

To combat internal risks to the security, confidentiality, and/or integrity of any electronic, paper or other records containing PI and PHI, and evaluating and improving, where necessary, the effectiveness of the current safeguards for limiting such risks, the following measures are mandatory and effective immediately: 

Internal Threats

  1. The University shall only collect PI and PHI of students, their parents, alumni, donors, suppliers, vendors, independent contractors or employees that is necessary to accomplish the University’s legitimate need to access said records, and for a legitimate job-related purpose, or necessary for University to comply with state or federal regulations.
  2. Access to records containing PI and PHI shall be limited to those persons who are reasonably required to know such information in order to accomplish a University legitimate business purpose or to enable the University to comply with state or federal regulations. 
  3. All persons who fail to comply with this WISP shall be subject to disciplinary measures, up to and including termination, irrespective of whether PI and PHI was actually accessed or used without authorization. Any such discipline shall be in accordance with processes and procedures of Human Resources and subject to any protections afforded under the University’s agreement with “Office & Professional Employees International Union”, the “Faculty Handbook”, and similar documents. 
  4. Access to PI and PHI shall be restricted to authorized University personnel only.
  5. Any PI and PHI stored shall be disposed of when no longer needed for business purposes or required by law for storage. Paper or electronic records (including records stored on hard drives or other electronic media) containing PI and PHI shall be disposed of only in a manner that complies with the regulations outlined in this document and as follows:  
    • Paper documents containing PI and PHI shall be shredded upon disposal so that PI and PHI cannot be practicably read or reconstructed; and
    • Electronic media and other non-paper media containing PI and PHI shall be destroyed or erased upon disposal so that PI and PHI cannot be practicably read or reconstructed.
  6. A copy of this WISP must be distributed to each current University employee and to each new University employee at the commencement of their employment. 
  7. Procedures for Terminated Employees (whether voluntary or involuntary)
    • Terminated employees must return all records containing PI and PHI, in any form that may at the time of such termination be in the former employee’s possession (including all such information stored on laptops or other portable devices or media, and in files, records, work papers, etc.)
    • A terminated employee’s physical and electronic access to PI and PHI must be immediately blocked. Such terminated employee shall be required to surrender all keys, IDs or access codes or badges, business cards, and the like, that permit access to the firm’s premises or information. Moreover, such terminated employee’s remote electronic access to personal information must be disabled.
  8. Physical Assets Protocol 
    1. All assets must be secured from theft by locking up and maintaining a secure workplace, whether that work takes place in University stores, offices, at a client site, in a car, hotel or in a home.  
      • All University laptops shall be deployed with encryption capabilities enabled. End users may not disable such encryption. Exceptions to this policy are as follows: 
        • With the explicit written authorization of the CISO;
        • May be disabled by OIRT personnel for temporary maintenance purposes only;
        • Loaner laptops temporarily assigned with the understanding they will not be used to store or access any information that is considered to be protected under this policy.
      • All laptops should be placed in the trunk of vehicle when and wherever they are parked. If no secure trunk or other storage is available, employees should, whenever possible, keep their laptops in their possession or find a way to secure and conceal it.
      • Laptops, PDAs, phones and other portable devices that may contain or have access to PI and/or PHI left in the office or at home over night should be kept in a locked and secure location.
      • Employees must have assets secured or within their physical possession while on public or private transportation, including air travel.
      • Files containing PI and/or PHI are not to be stored on local computer hard drives, shared drives or other external media (which include externally hosted services such as, but not limited to OneDrive, Google, and Drop Box) without prior written authorization from the CISO. If approved, the method of storage and access to the data will be determined by the CISO during the discussion and placed in writing. (See Appendix I for more detail).
  9. Access Control Protocol 
    • Access to electronically stored PI and PHI shall be electronically limited to those University employees having a unique log-in ID.  
    • Employees must ensure that all computer systems under their control are locked when leaving their respective workspaces. Employees must not disable any logon access.
    • Employees must log off of the VPN or Virtual Desktop (VDI) when they are not directly using those resources.
    • All Ellucian (Datatel) sessions that have been inactive for 60 or more minutes shall require re-log-in. 
    • After 5 unsuccessful log-in attempts by any Ellucian (Datatel) or Novell user ID, that user ID will be blocked from accessing those systems until access privileges are re-established by University Systems and Security.  
    • Employees must maintain the confidentiality of passwords and access controls: 
      • All Ellucian (Datatel), MS Active Directory or Novell passwords are required to adhere to strong password rules.
      • All Ellucian (Datatel), MS Active Directory or Novell passwords are required to be changed every 3 months.
      • Employees must not share accounts or passwords with anyone.
      • Employees should not record passwords on paper or in a document or in a place where someone other than the employee might have access to it. Tip: The University has identified a password vault application (Keepass); those interested should open a ticket with the UTAC requesting assistance on setting it up.
    • Where practical, all external or internal visitors to a department are restricted from areas where files containing PI and PHI are stored. Alternatively, visitors must be escorted or accompanied by an approved employee in any area where files containing PI and PHI are stored.  

VI. EXTERNAL RISKS

To combat external risks to the security, confidentiality, and/or integrity of any electronic, paper or other records containing PI and PHI, and evaluating and improving, where necessary, the effectiveness of the current safeguards for limiting such risks, the following measures are mandatory and effective immediately:

External Threats

  1. Firewall protection, operating system security patches, and all software products shall be reasonably up-to-date and installed on any computer that stores or processes PI and PHI. 
  2. All system security software including, anti-virus, anti-malware, and internet security shall be reasonably up-to-date and installed on any computer that stores or processes PI and PHI.
  3. To protect against external threats, all PI and PHI shall be handled in accordance with the protocols set forth above under “Internal Threats”.  
  4. In the event an individual inadvertently discovers he/she received PI or PHI from an external party, such PI or PHI shall be handled in accordance with the protocols set forth under “Internal Threats”.
  5. There shall be secure user authentication protocols in place that:
    • Control user ID and other identifiers;
    • Assigns passwords in a manner that conforms to accepted security standards, or applies the use of unique identifier technologies;
    • Control passwords to ensure that password information is secure.
  6. PI and PHI shall not be removed from the business premises in electronic or written form absent a legitimate business need and use of reasonable security measures, as described in this WISP.  
    • PI and/or PHI that MUST be transmitted in electronic form shall not be sent without encryption.  
    • PI and/or PHI in paper form must be secured.
  7. All computer systems shall be monitored for unauthorized use or access to PI and PHI.

VII.IN CASE OF LOSS/THEFT OR SUSPECTED LOSS/THEFT

If you have reason to believe that any PI or PHI has been lost or stolen or may have been compromised or there is the potential for identity theft, regardless of the media or method, you must report the incident immediately by contacting the University Technical Assistance Center (UTAC) at (973)-443-8822. The UTAC is available 24 x 7. 

VIII. OTHER APPLICABLE POLICIES

Data Security Information Response Plan (April 15, 2015, not published on Web)

IX. EXCEPTIONS

Requests for exceptions to this policy should be directed in writing to the Chief Information Security Officer. Only the Chief Information Security Officer in consultation with the DSIRT may grant such exceptions and will do so only after careful review and in writing. 

Appendix I

Technical requirements for the storage of files containing PI or PHI regardless of where the storage occurs will include but not be limited to the following:

  1. All file(s) should be secured with AES 256bit encryption unless actively open for review or modification.  
  2. It is the responsibility of the person handling the PI or PHI file to securely delete any files created as a product of the manipulation of those files. As an example, temporary files created by Microsoft Office programs or any other programs would need to be securely deleted as well as the clear text versions of the original file after the encrypted version is properly created and verified.  
  3. Programs used for Encryption/Decryption and secure file deletion must be approved by the CISO including the methods in which they are to be used.
  4. If the complete or partial PI or PHI containing file(s) are inadvertently written to a local hard drive, it is the user’s responsibility to diligently make sure the contents are securely deleted. 

Appendix II

DATA SECURITY INCIDENT RESPONSE TEAM (ROLES AND RESPONSIBILITIES) 

The Data Security Incident Response Team membership includes the Chief Operating Officer, the Chief Information Officer, the Chief Information Security Officer, the Chief Academic Officer, the University General Counsel and the University Risk Manager. Each member of the Data Security Incident Response Team (DSIRT) has responsibilities related to the security of all the organization’s sensitive information. The DSIRT members listed below have specific responsibilities with regard to the reporting and handling of data security incidents. Note that one person may serve in multiple roles.

Senior Vice President for Finance & Administration: HANIA FERRARA
Daytime telephones: office: 201-692-2381; Email: ferrara@fdu.edu

Chief Information Officer (CIO): NEAL STURM
Daytime telephones: office: 201-692-8689; Email: sturm@fdu.edu

Chief Information Security Officer (CISO): JEREMY LIVINGSTON
Daytime telephones: office: 201-692-7672; Email: jeremy_livin@fdu.edu

Privacy Officer: JEREMY LIVINGSTON
Daytime telephones: office: 201-692-7672; Email: jeremy_livin@fdu.edu

Chief Academic Officer (CAO): GILLIAN SMALL
Daytime telephones: Office: 201-692-7093; Email:  gsmall@fdu.edu

University General Counsel: ED SILVER
Daytime telephones: office: 201-692-7071; Email: edsilver@fdu.edu

University Risk Manager: GAIL LEMAIRE
Daytime telephones: office: 201-692-7083; Email: lemaire@fdu.edu


Last Modified: September 2, 2020 icon icon Copy Link