University Policy Related to Technology

This is a collection of University policies regarding technology. Pertinent parts are included, please review the full policy for more information. This is not a comprehensive listing, but a sampling of policy related to technology.

Acceptable Use Policy (AUP) for information technology

  • All information technology resources, including computer networks, equipment and connected resources, provided by the University of Missouri are the property of the University.
  • Respect the intellectual property rights of authors, contributors, and publishers in all media.
  • Protect userID, password and system from unauthorized use
  • Adhere to the terms of software licenses and other contracts

Information Technology & Telecommunications Purchases

  • All IT and Telecom products and services must be utilized or purchased from the central IT department of each business unit (your IT pro).
  • All software must be approved by IT prior to use, even if the software is free.

Procurement Authority

  • Any employee who commits the University to a purchase, sale, lease or other arrangement without proper authorization may be personally liable for the transaction. The University is under no obligation to authorize payment for expenditures not made in compliance with applicable policies.

Inventory of Moveable Property and Equipment

  • Consult with your IT professional regarding appropriate and efficient tracking of technology
    • IT Professionals have been charged with inventorying all monitors, computers, printers and tablets. For this purpose IT equipment should not be relocated with prior approval of IT staff.
  • Establish appropriate controls for all moveable property and equipment.
  • Maintain records and controls for sensitive or portable equipment

Reuse, Transfer or Resale of Electronic Storage Devices

  • Ensure all electronic storage devices are processed by a professional IT staff person (or delegate approved by the ISO) before being transferred.
  • Ensure all devices are completely cleaned and, if appropriate, reimaged prior to transfer to another user, another department or to Surplus Property.
  • University employees must ensure that University data is removed from their personally owned electronic storage devices prior to leaving the University. Employees should seek assistance from professional IT staff to ensure adequate removal of electronic data.

Mandatory Reporting Requirement

  • All information security incidents and suspected incidents must be immediately reported to the appropriate central information security office at your campus or business entity.
  • All information security weaknesses must be immediately reported to your departmental IT office or central IT office.
  • Physical thefts of computers or related materials should be reported to both the police and to IT security to ensure that both departments receive the information.

Management, Access and Use of IT Resources

  • University departments and employees are required to use IT and telecom resources provided, endorsed or approved by the central IT division at the applicable business unit when conducting University business.
  • Non-University entities (including courtesy appointments) may be permitted use of IT and telecom resources provided such use is consistent with the goals and mission of the University.
  • Any use authorized under this section must be documented in a written and signed agreement (MOU) that specifies the rights and responsibilities of the University and the non-University entity.

Use of Employee Personal Property

  • As a general policy, employees should not use personal property on University premises to perform their jobs.
  • Exceptions to this policy may be approved by the administrative head if it is believed to be in the best interest of the University.
  • If employees use personal property such as cell phones, tablets, computers, calculators, or tools, the University will not insure or assume liability for the loss or damage of said property.
  • An agreement should be executed between the employee and their administrative superior (MOU). This agreement shall identify the equipment to be used and the length of service required.

Email Management Policy

  • University employees must use the University provided email account assigned to them when using email to conduct University teaching, learning research or other University-related business activities.
  • The use of a University e-mail account for personal business should be limited.
  • Automatic forwarding of University email to a non-university email account is prohibited.
  • Supervisors must work with their employees, prior to their departure, to transfer any emails necessary for business continuity, particularly those that include University legal correspondence, proprietary or confidential information, compliance related correspondence and any records to an appropriate custodian prior to their last day of employment. 
  • University email accounts will be deactivated and ultimately deleted when the individual to whom the account was assigned, is no longer approved to have UM email. See Electronic Mail (Email) Use and Management Procedures for eligibility requirements.