Faculty

Posting Policy

Posted on by
Title: Posting Policy
Policy Owner: Office of the Provost and Office of the Vice President for Student Life and Enrollment
Applies to: Faculty, staff, students, visitors
Campus Applicability: Storrs and regional campuses
Approval Date: June 27, 2024
Effective Date: June 28, 2024
For More Information, Contact Office of the Provost or Office of the Vice President for Student Life and Enrollment
Contact Information: provost@uconn.edu or VPSLE@uconn.edu
Official Website: https://provost.uconn.edu or https://studentlife.uconn.edu

 

PURPOSE

This Policy is intended to ensure the responsible and effective use of bulletin boards and other areas designated for the posting of Flyers, prevent littering and the defacing of or damage to University property. This Policy is not meant to supersede other existing area specific posting policies, nor is it intended to inhibit free speech or expression.  However, all Flyers must comply with established University Policies.

APPLIES TO

Storrs and Regional Campuses, not including UConn Health and UConn Law.

DEFINITIONS

Designated Posting Areas: Specific locations on campus authorized for the display of Flyers and similar materials. These areas are established to help ensure the responsible and orderly use of space for announcements and information dissemination. Designated Posting Areas are either Controlled Posting Spaces or Open Posting Spaces.

Controlled Posting Spaces: Designated posting areas managed by respective building managers and/or departmental owners. Prior approval is required to post a flyer in a controlled posting space.

Open Posting Spaces: Designated posting areas that do not require approval prior to posting.

Flyers: Posters, printed materials, and/or any other physical materials.

POLICY STATEMENT

Flyers may only be posted in Designated Posting Areas, such as bulletin boards and other designated spaces throughout the campus. Under no circumstance may Flyers be affixed in any manner on University signs, lampposts, trees, or any place that would impede ingress/egress. For safety reasons, Flyers may not be slipped under the doors of offices, classrooms, or other University spaces. Any postings in non-designated areas will be removed.

Flyers must be affixed in a manner that does not cause damage to University property. Only non-permanent methods may be used to display Flyers. Permanent or semi-permanent adhesion that may cause damage to University property must not be used. In general, only tacks on bulletin boards, and painter’s tape on non-tackable boards should be used. Individuals/organizations wishing to post Flyers should also ensure compliance with the departments/offices' policies, including those linked in the References section below.

PROCEDURES

Printed Flyers should be of a standard size (e.g. 8.5”x11”) not to exceed 11”x17”. Only one Flyer per event or notice should be posted in each Designated Posting Area. Excess Flyers and other posting materials may be removed.

Flyers should include the name of the organization/individual responsible for the posting and the date on which it was displayed.

Individuals or groups posting Flyers for events should remove them within 24 hours of the event's completion. Once the event date has passed, anyone may remove the posting.

Building managers may remove Flyers that do not have specific dated events periodically based on the date the posting is displayed (e.g. once per semester or on another schedule).

LOCATIONS

Building managers may designate Open Posting or Controlled Posting Spaces, in consultation with leadership of departments/units within the building, for the posting of Flyers that meet the standards outlined in this Policy. Classrooms are not considered Designated Posting Areas. Postings in classrooms can be used as part of instruction during class times and should be removed after the class is over.

Open Posting Spaces are areas designated for the posting of Flyers that meet the standards outlined in this Policy and do not require prior approval. Open Posting Spaces shall be clearly marked. A listing of known locations is available in the References section below.  If a space is not clearly marked as an Open Posting Space, individuals are encouraged to seek permission before posting.

Flyers must be approved prior to posting in Controlled Posting Spaces, including materials that would be placed on or in the ground in outdoor spaces. Separate posting policies, procedures or guidelines in university buildings/departments/units may have other restrictions such as size, length of posting times, and methods for affixing materials, and will follow the standards provided by this Policy.

Refer to department/unit-specific Controlled Posting Spaces guidelines prior to posting in these spaces. Flyers that have not been approved for posting in Controlled Posting Spaces may be removed. Controlled Posting Spaces shall also be clearly marked. A listing of known locations is available in the References section. Faculty office areas (e.g. doors and bulletin boards outside of their offices) and administrative spaces are at the discretion of academic departments/building managers.

In University buildings/departments/units that have separate posting policies, procedures or guidelines,  items must be posted in accordance with the standards  provided by the specific department/unit/building and this Policy.

In University buildings/departments/units that do not have a separate policy or defined Open or Controlled Spaces, postings are not allowed.

ENFORCEMENT

Violations of this policy may result in appropriate disciplinary measures in accordance with University By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Code.

Individuals and groups can be charged with violating the University Code of Conduct or the Student Code, specifically Part III, B. 17: “Damage or misuse of property, which includes, but is not limited to, attempted or actual damage to or misuse of University property or other personal or public property”.

Individuals, departments, units, student organizations, and off-campus businesses or groups that violate this Policy will be asked to remove Flyers immediately and will be billed for any damage to University property that occurs because of improper posting.

Flyers that do not meet the standards outlined in this Policy or posted in places not designated for display may be removed at any time.

Questions about this Policy may be directed to the Office of the Provost at provost@uconn.edu or the Office of the Vice President for Life and Enrollment at VPSLE@uconn.edu.

REFERENCES

The list of departments/units with specific posting policies includes but is not limited to the following:

POLICY HISTORY

Policy created:  06/27/2024 Approved by the Senior Policy Council and the President

Multi-Factor Authentication Policy

Posted on by
Title: Multi-Factor Authentication Policy
Policy Owner: Information Technology Services / Chief Information Security Officer 
Applies to: All employees, students
Campus Applicability:  All Campuses
Effective Date: March 29, 2023
For More Information, Contact UConn Information Security Office 
Contact Information: techsupport@uconn.edu or security@uconn.edu 
Official Website: https://security.uconn.edu/

PURPOSE 

To help prevent unauthorized access to University information systems.

DEFINITIONS  

DUO: A University–approved Multi-Factor Authentication (MFA) application That provides an added layer of protection to help prevent unauthorized access to university information systems. DUO can be loaded on individual devices including smartphones and tablets. It can also provide multi-factor authentication through the sending of SMS codes directly to phones and through the use of pre-generated codes.

Fob: A small hardware device that serves as a second authentication mechanism either in place of in addition to the DUO mobile app.

University Information System: Devices and/or components managed by the University for collecting, storing, and processing data and for providing information, knowledge, and digital products. For purposes of this policy, information technology devices and components managed exclusively by UConn Health are not considered University Information Systems.

 Multi-Factor Authentication (MFA): MFA is a method of system access control in which a user is granted access only after successfully providing at least two pieces of authentication, usually including knowledge (something the user knows such as a password), possession (something the user has such as a token generator), or inherence (something the user is such as the use of biometrics).

POLICY STATEMENT  

Users of University Information Systems must adhere to Multi-Factor Authentication requirements, where available, to ensure authorized access to University Information Systems and protected or confidential data.

PROCEDURES

User Requirements

  1. Users must maintain a device that can receive DUO authentication requests in a secure manner via the DUO mobile app or another mechanism, such as SMS, phone, or token.
  2. When an attempt is made to access a DUO enabled system or application, the system will challenge the user by requesting a second factor of authentication which may include an acknowledgement of a push notification via the DUO app, a 6-digit code via SMS, or a Fob.
  3. If users receive a DUO notification when not conducting a recent authentication, the authentication should be denied and reported to the Technology Support Center

Frequency of User Challenges

The frequency with which a user may be challenged depends both on policy and use.

  • Policy based – depending on information being accessed, more frequent authentications may be required.
  • Usage based – While user challenges may be “remembered” for a period of time, use of other hardware, browsers, or other behaviors may trigger additional verification using a second factor.

Lost or Stolen Devices

If a user’s registered device is lost, stolen, or the user has reason to suspect their UConn NetID has been compromised, the user must contact the Technology Support Center immediately. As a precaution, they should change their NetID password at netid.uconn.edu

Off-Hours and Emergency Access to systems and applications

UConn Information Technology Services will maintain internal procedures for processing emergency access requests if issues arise with the multi-factor authentication process. Users should contact the Support Desk for additional information.

Use of Automated Systems

Automated systems that intend to interfere with the approval component of multi-factor authentication are hereby prohibited.

ENFORCEMENT 

Users may not attempt to circumvent login procedures, including DUO multi-factor authentication, on any computer system or otherwise attempt to gain unauthorized access. Attempts to circumvent login procedures may subject individuals to disciplinary action. Financial losses incurred due to the use of DUO multi-factor circumvention techniques are the responsibility of the user, and the University may seek financial restitution from users who violate this policy.

Violations of this policy may result in appropriate disciplinary measures in accordance with University By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the Student Code.

EXCEPTIONS

ITS will review and document any requests for exceptions to this standard. ITS will also have available solutions for the intermittent failure of various second factors, which may include the allowance of temporary access codes upon verification of an individual’s identity.

Questions about this policy or suspected violations may be reported to any of the following:

Information Technology Services Tech Support –  https://techsupport.uconn.edu (860-486-4357)

Information Security Office – https://security.uconn.edu

POLICY HISTORY 

Policy created:  March 29, 2023 (Approved by Senior Policy Council)

 

 

Academic Affairs Policies and Protocols, Policy on

Posted on by
Title: Academic Affairs Policies and Protocols, Policy On
Policy Owner: Office of the Provost
Applies to: All units that report to the Provost Office
Campus Applicability: UConn (Storrs & Regional Campuses) and UConn Health
Effective Date: June 13, 2022
For More Information, Contact Office of the Provost
Contact Information: (860) 486-4037, provost@uconn.edu
Official Website:  http://provost.uconn.edu/

BACKGROUND

The policy bolsters the University Policy on Policies, by setting standards for Academic Affairs units (i.e., school/college, campus, department, division, and other units therein) to develop policies. The aim is to ensure that:

  • each Academic Affairs unit has an established and documented process for developing, approving, revising, promulgating, decommissioning, and archiving policies.
  • the format and presentation of policies is consistent;
  • conflicts between policies are minimized;
  • all policies required by the UConn-AAUP Collective Bargaining Agreement or the Provost’s Office are up to date and represent best practices;
  • a complete set of Academic Affairs policies exists; is reviewed regularly, and is accessible to the UConn, unit-specific, or campus-specific community;
  • policies are archived; and
  • practices used in all Academic Affairs units and UConn campuses are transparent.

PURPOSE

To establish standards for the development, approval, revision, decommissioning of Academic Affairs policies and protocols administered by units (e.g., schools/colleges, regional campuses, department, divisions, centers, and institutes) that report to the Provost Office.

DEFINITIONS

Policy Owner: The unit, unit head (e.g., Dean, Campus Director), and/or designee (e.g., Associate Dean, Department Head, director) responsible for authoring, implementing, maintaining and monitoring a policy. This may include more than one units. However, generally, it should not exceed two.

Academic Affairs Unit Policy: An Academic Affairs unit policy guides the decisions and actions of a unit that reports to the Provost Office. It may supplement a University Policy. It outlines requirements and restrictions and establish standards, rights, and responsibilities that generally apply to the members under its specific charge (e.g., school/college, campus, department, or division/unit). These policies meet the following criteria:

  • The unit head has sanctioned it;
  • It has broad application within the unit.
  • It is a governing principle for both established and future activities of the unit;
  • It references, adheres to, and does not conflict with policies established by the University or an upper-administrative level; and
  • It is published in an official university venue that is accessible to the members of the unit as well as members of upper-level administration.

Unit policies are developed in accordance with the University Policy Template.

Policy/Protocol Promulgation: To publish or officially announce the adoption of a particular policy or protocol to the community. A policy is promulgated by publication to the official venue for posting approved policies.

Protocol: Establishes standards methods for implementing approved policies.  If a policy is “what” the institution or unit does, its protocols are “how” it carries out a policy’s requirements.  Three types of protocols are defined below.

  • Guideline: Recommended guidance or additional information used to support policies and procedures, industry best practice, or intended to educate the workforce on how to achieve a desired outcome.
  • Process: A high-level overview that provides a road map for how a task will be accomplished.
  • Procedures: Operational processes established for the implementation of policies. If a policy is “what” the institution does, its procedures are “how” it carries out the requirements of a policy. Non-compliance with, or violation of, procedures may result in disciplinary action. Procedures
    • outline required actions by objective and/or job function;
    • state clearly and succinctly the step-by-step instructions that must be followed to implement policy effectively;
    • specify the structure to enforce the policy.

Revision, Editorial: Includes modifications related to spelling, grammar, format, and updates to hyperlinks or URLs, contact information, references, titles of individuals and organizations.

Revision, Non-substantive: Includes modifications intended to enhance clarity without changing the intent of the policy, such as adding or modifying definitions, rearranging or re-wording sentences without changing their meaning or the policy’s requirements for compliance.

Revision, Substantive: Includes significant modifications to the nature and/or scope of the policy that affect its requirements, principles, or intent.

Stakeholders: Member of the unit with the expertise in the subject matter of the policy, or whose operations will be significantly affected by the policy.

POLICY STATEMENT

All Academic Affairs units that report to the Provost Office shall establish a process to develop, maintain record of, revise, decommission, and archive unit-specific policies and protocols to guide the conduct of the unit and to promulgate policies to appropriate stakeholders. All policies must be in writing, utilizing the University’s Policy Template, and must be posted on the official venue for posting approved policies. All approved unit-specific policies are in effect until they are officially revised or decommissioned, and archived.

In rare circumstances, the Units may determine that it is appropriate to make exceptions to a policy on a case-by-case basis, in which event the Unit is not required to make the same exception again. However, records of exceptions, including their justification, must be maintained.

All concerns or questions regarding consistency of unit-specific policies with university-wide academic policies or conflicts between existing policies should be directed to the Office of University Compliance for clarification or resolution. Until such time that identified conflicts are resolved, the upper-level policy will govern.

ENFORCEMENT

Violations of this policy may result in appropriate disciplinary measures in accordance with University By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Code.

PROCEDURES/FORMS

Guideline and Provost’s Office Procedures for the Policy on Academic Affairs Policies and Protocols

REFERENCES

University Policy on Policies

Policy Template

POLICY HISTORY

Policy created:  June 13, 2022 [Approved by President’s Senior Policy Council]

Student Athlete Name, Image, Likeness, Policy On

Posted on by
Title: Student-Athlete Name, Image, and Likeness, Policy On
Policy Owner: University Athletics
Applies to: All Student-Athletes and University Employees
Campus Applicability: All Campuses
Effective Date: June 30, 2021
Last Review Date: May 2, 2022
For More Information, Contact Director of Athletics
Contact Information: (860) 486-2725
Official Website: https://uconnhuskies.com/sports/2021/7/14/uconn-nil-information

PURPOSE

To establish a policy pursuant to which University of Connecticut (“University”) student-athletes are permitted by the University to (1) earn compensation through an endorsement contract or employment in an activity unrelated to an intercollegiate athletic program; and (2) obtain legal or professional representation of an attorney or sports agent through a written agreement, provided that in each case, the student-athlete complies with the terms and conditions of this policy and applicable law.

APPLIES TO

All student-athletes and University Employees.

DEFINITIONS

Athletics booster means a person who directly contributes to a University athletic program.

Compensation means the receipt, whether directly or indirectly, of any cryptocurrency, money, goods, services, other items of value, in kind contributions and any other form of payment or remuneration.

Endorsement contract means a written agreement under which a student-athlete is employed or receives compensation for the use by another party of such student-athlete's person, name, image or likeness in the promotion of any product, service or event.

Intercollegiate athletic program means a program at the University for sports played at the collegiate level for which eligibility requirements for participation by a student-athlete are established by a national association for the promotion or regulation of college athletics.

NCAA means the National Collegiate Athletic Association or its successor.

Official team activities means all games, practices, exhibitions, scrimmages, team appearances, team photograph sessions, sports camps sponsored by the University and other team-organized activities, including, but not limited to, photograph sessions, news media interviews, and other related activities as specified by the University.

Prohibited endorsements means receipt of compensation by, or employment of, a student-athlete for use of the student-athlete's person, name, image or likeness (“NIL”) in association with any product, category of companies, brands, or types of endorsement contracts that are: (1) prohibited by law; (2) prohibited by this policy; or (3) prohibited under the applicable University procedures adopted in accordance with this policy.

Sports agent means a duly licensed person who negotiates or solicits a contract on behalf of a student-athlete in accordance with the Sports Agent Responsibility and Trust Act, 15 USC 7801, et seq., as amended from time to time.

Student-athlete means a student enrolled at the University who participates in an intercollegiate athletic program.

University marks means the name, logo, trademarks, mascot, unique colors, copyrights and other intellectual property or defining insignia of the University.

POLICY STATEMENT

The University shall permit its student-athletes to (1) earn compensation through an endorsement contract or employment in an activity unrelated to an intercollegiate athletic program and (2) obtain legal or professional representation of an attorney or sports agent through a written agreement, provided that the student-athlete complies with this policy and applicable law.

I. Agreements for Representation by a Sports Agent or an Attorney

    1. A student-athlete may only enter into an agreement for representation with a sports agent if the student-athlete submits a copy of the agreement to the University.
    2. A student-athlete may only enter into an agreement for representation with an attorney if the student-athlete submits a copy of the agreement to the University.

II. Endorsement Contracts and Agreements for Employment Activities

A student-athlete may only enter into an endorsement contract or agreement for other employment activities if:

    1. the student-athlete discloses the existence of the agreement to the University;
    2. the student-athlete submits a copy of the agreement to the University prior to the student-athlete performing any activity or service under the agreement;
    3. the agreement, or any portion thereof, does not conflict with the provisions of any agreement to which the University is a party. In the event that a potential conflict is identified, the University shall disclose to the student-athlete or the student-athlete's attorney or sports agent the provisions of the University agreement that are in conflict; and
    4. the student-athlete is not required to participate or engage in any activity prohibited by Section III of this policy.

 III. Prohibitions

    1. Student-athletes are prohibited from using or consenting to the use of any University marks when performing any services or activity associated with an endorsement contract or employment activity without prior written permission from the University or its authorized designee.[1]
    2. Student-athletes are prohibited from performing any service or activity associated with an endorsement contract or employment activity that interferes with any official team activities or academic obligations.
    3. University employees are prohibited, in their individual capacity, from entering into endorsement contracts with any student-athlete or otherwise providing compensation themselves to a student-athlete in return for NIL services.
    4. University employees, students, and athletic boosters are, to the extent required under NCAA rules, prohibited from creating or facilitating NIL compensation opportunities for prospective student-athletes as a recruiting inducement or current student-athletes as an inducement to remain enrolled at the University.
    5. Student-athletes are prohibited from receiving compensation from, entering into an endorsement contract with, and/or otherwise engaging in an employment activity with companies, brands, products, conduct, and/or entertainment prohibited under University procedures adopted in accordance with this policy.

IV. Procedures

University of Connecticut Student-Athlete’s Name, Image, and Likeness Procedures

ENFORCEMENT
Violations of this Policy or associated procedures may result in appropriate disciplinary measures in accordance with state law, University Laws and By-Laws, and Division of Athletics Student Athlete Handbook.

POLICY HISTORY

Policy created effective June 30, 2021 [Approved by the Board of Trustees]

Revisions: May 2, 2022 [Approved by President’s Senior Policy Council]

[1] In accordance with Connecticut law, the University is prohibited from providing any student with written permission until July 1, 2022.

[2] This prohibition extends to communication with family members and others affiliated with prospective students.

Recruitment of Students, Policy On

Posted on by
Title:  Recruitment of Students, Policy On 
Policy Owner: The Division of Enrollment Planning & Management 
Applies to: University Employees, Volunteers, Trainees and Others 
Campus Applicability: All Campuses 
Effective Date: August 23, 2021
For More Information, Contact Office of the Vice President for Enrollment Planning & Management 
Contact Information: (860) 486-1463 
Official Website: https://epm.uconn.edu/

PURPOSE

To ensure compliance with federal laws and regulations regarding ethical recruitment and enrollment activities conducted at the University. Specifically, Section 487(a)(20) of the Higher Education Act (HEA) and its implementing regulations at 34 C.F.R. 668.14, as well as the University’s Memorandum of Understanding with the Department of Defense.

APPLIES TO

Employees, volunteers, trainees, and other persons whose conduct, in the performance of work for UConn, is under the direct control of UConn, whether or not they are paid by UConn. 

DEFINITIONS

Commission, Bonus, Incentives means a sum of money or something of value, other than a fixed salary or wages, paid to or given to a person or an entity for services rendered.  

Securing enrollments or the award of financial aid means activities that a person or entity engages in at any point in time through completion of an educational program for the purpose of the admission or matriculation of students for any period of time or the award of financial aid to students.

These activities include contact in any form with a prospective student, such as, but not limited to – contact through preadmission or advising activities, scheduling an appointment to visit the enrollment office or any other office of the institution, attendance at such an appointment, or involvement in a prospective student’s signing of an enrollment agreement or financial aid application.

These activities do not include making a payment to a third party for the provision of student contact information for prospective students provided that such payment is not based on: (1) any additional conduct or action by the third party or the prospective students, such as participation in preadmission or advising activities, scheduling an appointment to visit the enrollment office or any other office of the institution or attendance at such an appointment, or the signing, or being involved in the signing, of a prospective student’s enrollment agreement or financial aid application; or (2) the number of students (calculated at any point in time of an educational program) who apply for enrollment, are awarded financial aid, or are enrolled for any period of time, including through completion of an educational program. 

“Entity or person engaged in any student recruitment or admission activity or in making decisions about the award of financial aid” means (1) with respect to an entity engaged in any student recruitment or admission activity or in making decisions about the award of financial aid, any institution or organization that undertakes the recruiting or the admitting of students or that makes decisions about and awards Title IV, HEA program funds; and (2) with respect to a person engaged in any student recruitment or admission activity or in making decisions about the award of financial aid, any employee who undertakes recruiting or admitting of students or who makes decisions about and awards Title IV, HEA program funds, and any higher level employee with responsibility for recruitment or admission of students, or making decisions about awarding Title IV, HEA program funds. 

Enrollment means the admission or matriculation of a student into an eligible institution. 

Inducement means any gratuity, favor, discount, entertainment, hospitality, loan, transportation, lodging, meals, or other item have a monetary value or more than a de minimis amount to any individual, entity, or its agents including third party lead generators or marketing forms. 

Service Member means a current or former member of the uniformed services which includes (a) the armed forces; (b) the commissioned corps of the National Oceanic and Atmospheric; and (c) the commissioned corps of the Public Health Service. 

POLICY STATEMENT

The University of Connecticut prohibits the award of any commission, bonus or other incentive payment based in any part, directly or indirectly, upon success in securing enrollments or the awarding of financial aid, to any person or entity who is engaged in any student recruitment, admission activities, or making decisions regarding the awarding of financial assistance.   In accordance with the HEA, this restriction does not apply to the recruitment of foreign students residing in foreign countries who are not eligible to receive Federal student assistance. 

In addition, in accordance with the Department of Defense Memorandum of Understanding, the University will refrain from high-pressure recruitment tactics aimed at Service Members, which includes making multiple unsolicited contacts (3 or more) including contacts by phone, email, or in-person, and engaging in same-day recruitment and registration for the purpose of securing Service Member enrollments. 

ENFORCEMENT
Violations of this policy or associated procedures may result in appropriate disciplinary measures in accordance with University By-Laws, General Rules of Conduct for All University Employees, and applicable collective bargaining agreements.

PROCEDURES/FORMS
Contact the Division of Enrollment Planning and Management with questions.  

POLICY HISTORY

Policy created effective: August 23, 2021 [Approved by President’s Senior Team]

Revisions:  November 11, 2021 [Approved by the President]

 

Mobile and Remote Device Security Policy

Posted on by
Title: Mobile and Remote Device Security, Information Technology 
Policy Owner: Information Technology Services / Chief Information Security Officer 
Applies to: All faculty, staff, student employees, and volunteers   
Campus Applicability: All campuses except UConn Health 
Effective Date: August 30, 2021
For More Information, Contact UConn Information Security Office 
Contact Information: techsupport@uconn.edu or security@uconn.edu 
Official Website: https://security.uconn.edu/

PURPOSE 

To ensure data and information systems security by establishing requirements for mobile and remote devices.  Mobile and remote devices are important tools for the University, and their use is supported to advance the mission of the university. Mobile and remote devices also represent a significant risk to information and data security. If appropriate security measures and procedures are not applied, mobile and remote devices can serve as a conduit for unauthorized access to University data and IT resources that can subsequently lead to data leakage and a path for compromise of other systems. 

APPLIES TO 

This policy applies to all University faculty, staff, student employees, and volunteers who use mobile or remote devices to access any non-public IT resources owned or managed by the University. 

DEFINITIONS 

IT Resources: Includes systems and equipment, software, and networks. Systems and equipment include but are not limited to computers, hard drives, printers, scanners, video and audio recorders, cameras, photocopiers, and other related devices. Software includes but is not limited to computer software, including open-source and purchased software, and all cloud-based software, including infrastructure-based cloud computing and software as a service. Networks include but are not limited to all voice, video, and data systems, including both wired and wireless network access across the institution. 

Mobile Electronic Device: Includes telecommunication and portable computing devices which can execute programs or store data, including but not limited to laptops, tablet computers, smartphones, and external storage devices. Generally, a device capable of using the services provided by a public/private cellular, wireless, or satellite network. 

Remote Device: Personal computer used off-site 

POLICY STATEMENT  

University of Connecticut faculty, staff, student employees, and volunteers who use mobile or remote devices are responsible for any institutional data that is stored, processed, and/or transmitted via a mobile or remote device and for following the security requirements set forth in this policy. 

To adequately protect the data and information systems of the University, all individuals covered under this policy are expected to meet the following requirements: 

All users of a mobile electronic device used to access non-public university systems must take the following measures to secure the device: 

  • Configure the device to require a password (minimum of 10 characters), biometric identifier, PIN (minimum of 6 characters), or swipe gesture (minimum of 6 swipes) to be entered before access to the device is granted. Device must automatically lock and require one of the authentication methods after no more than 5 minutes of idle time. 
  • Keep devices on currently supported versions of the operating system and remain current with published patches. 
  • Enable the device’s remote wipe feature to permit a lost or stolen device to be securely erased. 
  • Securely store electronic devices at all times to minimize loss via theft or accidental misplacement. 

    Wherever practical, elements of these requirements will be enforced via centrally administered technology controls.  

    STORAGE OF CONFIDENTIAL DATA 

    In general, confidential data should not be stored on mobile devices, including laptops. However, in certain instances and depending on job responsibilities, this may be unavoidable. In these instances, confidential data must be stored on university-owned devices ONLY with the following requirements: 

    • Except when being actively used, confidential information must at all times be encrypted on any device through a mechanism approved by the University. Alternatively, whole drive encryption software may be deployed to meet this requirement. 
    • Mobile devices must have university-supported software enabled and running to identify, protect, and respond to any threats to the data or operating systems of the devices. 
    • Devices must have Mobile Device Management software installed to facilitate device protection, including remote wipe and, if possible, device location technology for recovery. 

    DEVICE DECOMISSION OR SEPARATION FROM UNIVERSITY 

    When mobile devices, specifically personally owned devices that may have had access to University resources or data, are no longer used, and donated, or given to anyone, the device owner is responsible for ensuring that any University information is securely deleted from the device, including University-related e-mails/accounts, user ID and password, or other cached credentials used to access University systems. 

    In the event of separation from the University, it is the employee’s responsibility to delete any University-related e-mail accounts or University licensed software that may have been installed on personal devices or computers. 

    ENFORCEMENT 

    Violations of this policy may result in appropriate disciplinary measures in accordance with University By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the Student Code. 

    Questions about this policy or suspected violations may be reported to any of the following: 

    Office of University Compliance –  https://compliance.uconn.edu (860-486-2530) 

    Information Technology Services Tech Support –  https://techsupport.uconn.edu (860-486-4357) 

    Information Security Office – https://security.uconn.edu 

     

    POLICY HISTORY 

    Policy created:  August 30, 2021 [Approved by President’s Senior Team] 

    System and Application Security Policy

    Posted on by
    Title: System and Application Security Policy 
    Policy Owner: Information Technology Services / Chief Information Security Officer 
    Applies to: All students, faculty, and staff  
    Campus Applicability: All campuses except UConn Health 
    Approval Date: August 30, 2023
    Effective Date: August 31, 2023
    For More Information, Contact: UConn Information Security Office 
    Contact Information: techsupport@uconn.edu or security@uconn.edu
    Official Website: https://security.uconn.edu/

    PURPOSE 

    To ensure the security of university data and systems by establishing requirements for the proper maintenance and oversight of systems and applications used by university constituents.

    APPLIES TO 

    This policy applies to all individuals responsible for operating or overseeing any University system or application, whether on premise or in the cloud.

    DEFINITIONS  

    Academic / Research System: A system whose primary responsibility relates to individual academic work or research

    Administrative System: Any system that is used in support of the operation of the university excluding individual Academic / Research Systems.

    Client Network: A client network is a computer network where individual machines are connected. Client networks consume services and do not offer services to the general population

    ITS: Information Technology Services

    IT Professional: An individual (staff) who is trained and skilled in using technology to solve business problems coupled with assigned job duties in support of technology at the university. This must be a defined responsibility within the position job description and may not fall under “other duties as assigned.” Appropriate training, support, and budget must also be available in support of the IT Professional role.

    Local Network: The local network is those computers logically located in the same subnet

    SaaS: Cloud-based service that is delivered via the web based on either a monthly or annual subscription

    PaaS:  Cloud-based service that provides a platform allowing for the development of software using an established framework to improve development time and management of cloud services

    PII (Personally Identifiable Information):  Information that either singularly or in conjunction with other data elements could reasonably lead to the identification of specific individuals

    Public Availability: Services offered publicly include services offered outside of the local network

    Regulated Data: Any data that has regulations around its protection prescribed either by law or contract is automatically considered administrative data. Examples include: Personally Identifiable Information (PII), Payment Card Information (PCI), Personal Health Information (PHI) and FERPA (Family Educational Rights and Privacy Act)

    System Owner: The individual who is responsible for the planning and operation of the service. All systems must have a designated system owner.

    POLICY STATEMENT  

    The proper management, maintenance and support of systems and applications is critical to protecting the data they store or process from a confidentiality, integrity, and availability perspective.

    Basic Requirements (all systems including academic, administrative and research)

    System Ownership

    All systems including cloud-based systems supporting any aspect of the University must have an identified owner and responsible party for ensuring the controls specified in this policy.

    All software and services used to process University information are subject to an Information Security review and sign off prior to their purchase or development. Information Security reviews will evaluate specific risks and controls available and necessary based on the information being processed. The system owner will be responsible for the deployment of the agreed upon security controls prior to enabling the production capability of the system or application.

    System Access

    Access to information in the possession of or under the control of the University must be provided on a need-to-know basis. Information must be disclosed only to individuals who have a legitimate and approved need for the information. For most applications, this requires the use of proper authentication methodologies and the use of Single Sign On (SSO) is encouraged.

    Information may only be used for its intended purpose, and other uses of university information without the approval of the data owner is prohibited.

    Patching and Maintenance

    All system owners must ensure the timely implementation of operating systems and application patches to provide for the confidentiality, integrity, and availability of the systems or data. The ongoing maintenance of applications and the application of software updates is an activity that must be minimally scheduled on a quarterly basis.

    System and Application Lifecycle Management

    System owners are responsible for the planning of and budgeting for system maintenance and obsolescence. Any system or application that is no longer supported by the vendor or is replaced by newer technology should be decommissioned as soon as possible.  The decommissioning process must include the proper retirement of any physical hardware or virtual images and the proper destruction of any media (e.g., hard drives, tapes, etc.) that may have data. Cloud services that are decommissioned should ensure the proper handling of any data (return and/or destruction) in the cloud vendor’s possession as part of the contract cancellation.

    Cloud based systems

    Software as a Service / Platform as a Service

    While patching and maintenance of Cloud-based SaaS and PaaS systems is typically handled by the vendor, identified individuals are responsible for proper security configurations and user management associated with providing the service. A Vendor Risk Management review is necessary for all newly procured services.

    Infrastructure as a Service (IASS)

    IAAS provides a significant amount of flexibility in the configuration and use of the platform. This requires additional expertise that requires management by an IT Professional and where applicable must meet the same requirements as Administrative Systems.

    Administrative Systems

    System and Application Security

    Administrative systems due to their complexity must be managed by an IT Professional.

    Administrative systems will be required to adhere to all regulatory requirements and meet security controls / standards as set forth by the Information Security Office based on institutional requirements.

    Encryption

    All systems housing administrative data are expected to have data encrypted in transit and at rest to protect data. Where available, encryption keys should reside outside of the application.

    User Management

    University of Connecticut Information Technology Services (ITS) provides centralized user identity and access management that supports identity validation and access management (IAM) using a NetID and password providing for single sign on (SSO) across multiple systems. Systems and applications that rely on the University IAM platform for authenticating individual access rights can forgo the need for user management outside that of assigning any roles within the system or application, as necessary. The use of SSO for all systems is highly recommended.

    Systems and applications that do not use the central IAM solution must have a written plan and designated individual responsible for the creation, modification, and deletion of user IDs. User IDs, including student accounts, must be reviewed when faculty, staff, or students separate from the University at least annually. This includes a process for ensuring the secure creation of passwords and a secure password reset process for validating an individual’s identity prior to resetting the password.

    Systems where individuals have access to a significant amount of the PII of other constituents, including but not limited to students, faculty, staff, alumni, and vendors, or significant amounts of regulated data require two-factor authentication wherever possible.

    Software Maintenance

    Only necessary software should be loaded on systems, and old versions of software removed. The use of web browsers and other individual productivity tools should be limited to the management of the system only.

    Auditing of Systems and Application Logs

    System and application logs must be reviewed for inappropriate access on a regular basis (at least monthly) or via automated systems capable of detecting misuse through the analysis of frequent password failures, geographic anomalies, or inappropriate access attempts. ITS maintains a centralized logging and reporting platform, which can assist in the analysis of large amounts of data often associated with system and application logs. All administrative systems must log to the centralized logging and reporting platform events related to login activity and security event data.

    Mandatory Reporting

    All suspected policy violations, system intrusions, and other conditions that might jeopardize University information or information systems must be immediately reported to the Information Security Office.

    ENFORCEMENT 

    Systems and applications that do not follow the standards set forth in this policy may be administratively shut down or have access restricted. Systems maintained at the departmental or individual level may incur costs in association with enabling the proper protections or in the event of data exposure.

    Violations of this policy may result in appropriate disciplinary measures in accordance with University By-Laws, General Rules of Conduct, applicable collective bargaining agreements, and the Student Code.

    PROCEDURES/FORMS 

    Questions about this policy or suspected violations may be reported to any of the following: 

    Office of University Compliance –  https://compliance.uconn.edu (860-486-2530) or UConn Reportline (1-888-685-2637)

    Information Technology Services Tech Support –  https://techsupport.uconn.edu (860-486-4357) 

    Information Security Office – https://security.uconn.edu 

    POLICY HISTORY 

    Policy created: August 30, 2021 (Approved by President’s Senior Team)

    Revisions: August 30, 2023 (Approved by the Senior Policy Council and the President)

     

    Network Access Policy

    Posted on by
    Title: Network Access Policy, Information Technology
    Policy Owner: Information Technology Services / Chief Information Security Officer 
    Applies to: All students, faculty, staff, volunteers, and contractors  
    Campus Applicability: All campuses except UConn Health 
    Effective Date: August 30, 2021
    For More Information, Contact UConn Information Security Office 
    Contact Information: techsupport@uconn.edu or security@uconn.edu 
    Official Website: https://security.uconn.edu

    PURPOSE 

    The University invests significantly in maintaining a secure network that meets the academic, research, residential, and administrative needs of the institution. To ensure compliance with applicable Federal and State laws and regulations, and to protect the campus network and the ability of the University community to use it, certain security, performance, and reliability requirements must govern the operation of these networks. 

    APPLIES TO 

    This policy applies to all University faculty, staff, students, student employees, volunteers, and contractors who have access to university networks. 

    DEFINITIONS  

    University Network: The university network is comprised of the network hardware and infrastructure and the services to support them, from the data jack or wireless access point to the University’s Internet Service Provider’s (ISP) connection. The university network begins at the connection to the network (wired or wireless) and ends where we connect to the Internet. 

    Wired Network:  The wired network consists of the physical cabling, infrastructure, and management systems that provide physical network access via an ethernet or fiber optic cable. 

    Wireless Network:  The wireless network consists of the access points (connected to the wired network), wireless spectrum, and management systems that provide services via the UConn provided wireless networks, including UConn Secure, Guest, EDUROAM, and other specialty networks. 

    POLICY STATEMENT  

    The University network (wired & wireless) is an essential resource for the University of Connecticut students, faculty, staff, and guests. The University network provides a variety of critical services that meet the academic, administrative, research and residential needs of the University. Due to the complex nature of the University’s network, Information Technology Services (ITS) is responsible for the overall design, installation, coordination and operation of the University’s network environment. 

    Wired Networks 

    • The wiring and electronic components of the network are deemed part of the basic infrastructure and utility services of the University. Installation and maintenance of that network are to be considered part of the “up front” basic required building and renovation costs and are not considered discretionary options in construction and renovation design. 
    • Standards for the network wiring, electrical components, and their enclosures are defined by Information Technology Services (ITS), subject to Building and Grounds (B&G) oversight and are considered part of the University’s “building code” to which installations must conform. 
    • Upgrades to our campus network will be done as part of a university-wide Network Master Plan.  This Network Master Plan will be coordinated with the University’s Building Master. 
    • Units that would like to use their own funding to install wired/wireless technology or change the programmatic function or use of a room to newly include a wired/wireless activity must work directly with ITS Network Engineering for design services and standards requirements. ITS Network Engineering will thereby ensure that all changes to the wired network conform to applicable standards. 
    • Units choosing to install and establish their own security using local firewalls and/or VPNs must give ITS Network Engineering and Information Security access to/through these devices into the active network segments. This will give Network Engineering the ability to see beyond the secure points of the network for diagnosing problems potentially affecting the overall network. 
    • Units wishing to design, install and maintain their own network must have their designs reviewed by ITS Network Engineering. All installations must conform to the standards set forth in the ITS Design Guide and Standards. Before equipment is purchased, the requesting entity must submit technical specifications of the equipment to be used in the project, along with the logical and physical design maps, for ITS approval to ensure network compatibility and service conformance. ITS Network Engineering will provide the department with an approval letter, which can be submitted to Purchasing with the purchase request. 

      Wireless Networks 

      • The addition of new wireless access points on the University network must be coordinated and approved by ITS.  Wireless performance is impacted by the architectural features, building materials, and furnishings of a contemporary workspace.  Construction and renovation projects must be coordinated with ITS and include funding for additions or adjustments required to optimize performance and serviceability of impacted wireless access points and systems. 
      • On an exception basis, departments and individual faculty may install and manage wireless access points for specific programmatic needs. These locally administered wireless access points must be registered and coordinated with ITS prior to deployment to prevent radio frequency (RF) interference on either wireless network.  At least one individual in the requesting department must be designated as the official contact for the access point.  The official contact is responsible for the data and network traffic that traverses through the access point and appropriate access control and security configuration, as well as the regular maintenance, software updates, and replacement. 
      • Any devices either not part of or that cause significant RF interference with the University wireless network will be considered a “rogue” access point or device.  ITS will pursue all reasonable efforts to contact the owner of the rogue device, and if necessary, may disable or disconnect them from the University network. This includes devices and equipment that operate in the frequency ranges occupied by the University Wi-Fi network. 

      ENFORCEMENT 

      Violations of this policy may result in appropriate disciplinary measures in accordance with University By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the Student Code.  

      Questions about this policy or suspected violations may be reported to any of the following: 

      Office of University Compliance –  https://compliance.uconn.edu (860-486-2530) 

      Information Technology Services Tech Support –  https://techsupport.uconn.edu (860-486-4357) 

      Information Technology Services CIO – https://cio.uconn.edu  

       

      POLICY HISTORY 

      Policy created:  This policy replaces the Wireless Network Policy (05/15/2006) and Physical Network Access Policy (11/18/2008). Approved by President’s Senior Team 8/30/2021. 

       

      Firewall Policy

      Posted on by
      Title: Firewall Policy 
      Policy Owner: Information Technology Services / Chief Information Security Officer 
      Applies to: All students, faculty, and staff responsible for configuring firewalls 
      Campus Applicability: All campuses except UConn Health 
      Effective Date: August 30, 2021
      For More Information, Contact UConn Information Security Office 
      Contact Information: techsupport@uconn.edu or security@uconn.edu 
      Official Website: https://security.uconn.edu/

      PURPOSE 

      To ensure a common set of firewall configurations across the organization to maximize their protection and detection capabilities in support of the security of the University. Firewalls provide a valuable protection and detection capability for the organization when properly configured, managed, and monitored.  

      APPLIES TO 

      This policy applies to all University faculty, staff, students, student employees, volunteers, and contractors who have responsibility for controlling or configuring firewalls. 

      DEFINITIONS 

      EOL: End of Life 

      EOS: End of Support 

      IANA: Internet Assigned Numbers Authority (iana.org)  

      POLICY STATEMENT  

      The University operates in a highly flexible and adaptive security environment to meet its academic, research, and administrative missions. While the ability to adapt to meet the ever-changing needs of the University is important, oversight and reporting of firewall activities are critical to the successful protection and operation of the University environment. The following firewall requirements must be met: 

      Firewall Configuration Standards 

      • All firewalls must be properly maintained from a hardware and software perspective. This includes proper lifecycle planning for EOL and EOS software/hardware and regular review (at least annually) of firewall rulesets. 
      • All dedicated firewalls used in production must follow the University firewall management standard, which includes the ability to review currently configured firewall rules across the organization, identification of shadow or redundant rules and rules in conflict, and standardization of device/object names.  
      • Firewall rulesets and configurations must be backed up frequently to alternate storage (not on the same device). Multiple generations must be captured and retained in order to preserve the integrity of the data, should restoration be required. Access to rulesets, configurations and backup media must be restricted to those responsible for administration and review. 

      Firewall Rules 

      Firewall rules specify (either allow or deny) the flow of traffic through the firewall device. Firewall rules are typically written based on a source object (IP address/range, DNS Name, or group), destination object (IP address/range, DNS Name, or group), Port/Protocol and action. 

      • All firewall implementations should adopt the principal of “least privilege” and deny all inbound traffic by default. The ruleset should be opened incrementally to only allow permissible traffic. 
      • Outbound traffic should be enumerated for data stores, applications, or services 
      • Overtly broad rules may be allowed for specific groups of individuals (not systems). Approval must be granted by the Chief Information Security Officer or their designee. 
      • The use of overly permissive firewall rules is prohibited (i.e., ANY/ANY/ALL rules). 
      • Protocols defined in services and in the firewall must utilize Service Name and Protocol/Port information as assigned by IANA, unless there is a technical reason to do otherwise other than “security through obscurity” and must be commented appropriately in the ruleset.  

        Firewall Logging 

        Firewall log integrity is paramount to understanding potential threats to the network. Firewall devices must log the following data to a system outside of the physical firewall itself and must be regularly reviewed at least monthly or programmatically through automated means. Firewall logs may be forwarded to the ISO SIEM for retention and analysis. 

        The following items must be logged as part of the operation of the firewall: 

        • All changes to firewall configuration parameters, enabled services, and permitted connectivity 
        • Any suspicious activity that might be an indicator of either unauthorized usage or an attempt to compromise security measures 

        ENFORCEMENT 

        Violations of this policy may result in appropriate disciplinary measures in accordance with University By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the Student Code.  

        Questions about this policy or suspected violations may be reported to any of the following: 

        Office of University Compliance –  https://compliance.uconn.edu (860-486-2530) 

        Information Technology Services Tech Support –  https://techsupport.uconn.edu (860-486-4357) 

        Information Security Office – https://security.uconn.edu 

         

        POLICY HISTORY 

        Policy created: August 30, 2021 [Approved by President’s Senior Team]

        Mandatory Workforce COVID-19 Vaccination Policy

        Posted on by
        Title: Mandatory Workforce COVID-19 Vaccination Policy
        Policy Owner: Human Resources
        Applies to: All employees, including volunteers and contractors
        Campus Applicability: All campuses, excluding UConn Health
        Effective Date: August 18, 2021
        For More Information, Contact Human Resources
        Contact Information: HR@uconn.edu
        Official Website: https://hr.uconn.edu/

        PURPOSE 

        UConn is committed to protecting our students, employees, and our communities from COVID-19. Toward that goal, and in consideration of guidance released by the state of Connecticut, the U.S. Centers for Disease Control and Prevention (CDC), and a variety of public health authorities and professional organizations, UConn is implementing a mandatory vaccination policy for its workforce.

        APPLIES TO

        The Mandatory Workforce COVID-19 Vaccination Policy applies to all Workforce members (see definition below)[1]. This policy applies to Workforce members regardless of whether they work on-site or remotely, unless the individual qualifies for an exemption as provided herein. Exemptions may be granted to Workforce members (1) who have certain medical conditions; or (2) on the basis of a strong religious or sincerely held belief. Workforce members who are denied an exemption shall have ten (10) days from the date of the notice of the denial to receive the vaccine (either a single dose vaccine or first dose of the 2-dose vaccine). Deferral of the receipt of the vaccine may be granted to Workforce Members (1) who have certain medical conditions; (2) who are on approved block FMLA or supplemental leave; (3) due to a positive COVID test or treatment; or (4) due to current pregnancy or breastfeeding.

        DEFINITIONS

        Workforce Members: All UConn employees, volunteers, and any contracted individuals.

        COVID-19: COVID-19 is a respiratory disease caused by SARS-CoV-2, a new coronavirus discovered in 2019. The virus is thought to spread mainly from person to person through respiratory droplets produced when an infected person coughs, sneezes, or talks.

        Fully Vaccinated: Individuals are considered fully vaccinated 1) two weeks after their second dose in a 2-dose series (such as the Pfizer or Moderna vaccines); or 2) two weeks after a single-dose vaccine (such as Johnson & Johnson’s Janssen vaccine).

        International employees shall be considered in compliance with the COVID-19 vaccine requirement if they have been vaccinated with a COVID-19 vaccine that has either been authorized for emergency use in the United States by the Food and Drug Administration (FDA) or been authorized for emergency use outside of the United States by the World Health Organization (WHO).

        POLICY STATEMENT

        All Workforce members are required to have or obtain a COVID-19 vaccination as a term and condition of employment at UConn, unless an exemption or deferral has been approved. All Workforce members shall be required to report their vaccine status and to provide approved documentation as proof of vaccination.  All current employees shall be required to report their status not later than September 10, 2021.  All new Workforce members shall be required to provide proof of their vaccination status prior to the start of their employment.  All records of vaccinations and approved exemptions will be maintained by Human Resources. Such records will not be included in Workforce members’ personnel files.

        ENFORCEMENT

        Violations of this policy or associated procedures may result in appropriate disciplinary measures, up to an including dismissal, in accordance with University By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, other applicable University Policies, or as outlined in any procedures document related to this policy.

        PROCEDURES/FORMS

        Procedures and forms associated with this policy are available on the Human Resources website.

        REFERNCES

         

        [1] Workforce members represented by bargaining units under the jurisdiction of the State’s Office of Labor Relations (OLR-OPM) are not currently subject to mandatory vaccination requirements of this policy until negotiations have concluded. They are subject to the mandatory reporting, testing and health and safety requirements if unvaccinated.