Tech | Computer Services

Acceptable Use of IT Resources

Use of McCombs information technology resources is governed by the rules and polices of the University of Texas at Austin. You can find a useful summary of these rules, and your responsibilities as a consumer of IT resources, at http://www.utexas.edu/vp/it/policies/aup/. For more comprehensive information about the University policies governing the use of information technology see the following website: http://www.utexas.edu/its/policies/.

Violations of the McCombs or University Acceptable Use Policy may result in the suspension of access to resources and/or disciplinary action by the College, Office of the Dean of Students, or the Office of the Executive Vice President and Provost.

McCombs Domain Accounts

Domain accounts are provided to faculty, students and staff according to their status. One account is provided for each role, and accounts will be terminated as soon as a role changes. This account provides access to unique McCombs network resources, computers, and email. More details are provided below.

Account Information for Students

Who is eligible?

All Business School majors enrolled in a BBA, PPA, MPA, MBA, or PhD program. Accounts may be created for non-business majors enrolled in a course with a curriculum that requires access to McCombs IT resources at the request of the instructor.

When are they created and when do they expire?

Accounts are created for students first enrolling in a degree program immediately after their acceptance is finalized. Access to these accounts is usually provided at orientation. Accounts for Internal Transfer students are created after the administrative start of the semester (Typically a few days before the 1st day of classes). Access to your account and email ends at the administrative end of the semester of your graduation from McCombs (typically one week after graduation ceremonies) or when you otherwise withdraw from McCombs.

What happens when I leave?

Graduating students will be notified prior to the end of the semester and given instructions on archiving email and other network files. After graduation your account will be disabled and your email, website, and H: drive will all be deleted. Graduating students who return will have a new account created.

Account Information for Faculty

Who is eligible?

Domain Accounts are created for all tenure and non-tenure track instructors appointed to a department of the McCombs School of Business.

When are they created and when do they expire?

Faculty accounts are created automatically when when an appointment is approved by HR and updated in the mainframe. Accounts expire when the appointment ends.

At the request of the Department Chair, accounts can be created early for incoming faculty who have not yet been appointed or extended for departing faculty members.

What happens when I leave?

Emeritus Faculty: Emeritus faculty will retain full network access and email services from McCombs Computer Services for as long as they wish.   

Departing (Retiring or Resigning) Tenure/Tenure-Track Faculty

As many departing faculty members are making the transition to another academic institution, McCombs email services will be provided for 6 months after the date of separation. Access to all other network resources will end on the date of separation. This period may be extended or shortened at the request of the Department Chair to the Senior Associate Dean.

Departing (Retiring or Resigning) Non-Tenure Track Faculty

To facilitate the transition to a new email account, McCombs email services will be provided for 30 days after the date of separation. Access to all other network resources will end on the date of separation. This period may be extended or shortened at the request of the Department Chair to the Senior Associate Dean. Continued email access after 30 days or email forwarding will only be provided at the request of the Department Chair to the Senior Associate Dean.

Mailboxes, personal websites and individual network shares are deleted within 2 months of your account being disabled.

Staff

Who is eligible?

Domain Accounts are created for all persons with a Classified or A&P appointment to a department of the McCombs School of Business as well as student workers assigned to McCombs.

Note: Email and other electronic files stored on University computers are generally considered property of the University of Texas and can be subject to open records requests. Staff are discouraged from using their McCombs email and other IT resources for personal correspondence or other personal purposes.

When are they created and when do they expire?

Staff accounts are created automatically when when an appointment is approved by HR and updated in the mainframe. Accounts expire when the appointment ends. With the approval of the Dean's Office, accounts can be created early for incoming staff who have not yet been appointed or extended for departing staff members.

What happens when I leave?

Departing (Retiring or Resigning) Staff

To facilitate the transition to a new email account, McCombs mail services will be provided for 30 days after the date of separation. . Access to all other network resources will end on the date of separation. This period may be extended or shortened at the request of the Department Head to the Senior Associate Dean. Continued email access after 30 days or email forwarding will require the approval of the Senior Associate Dean and will only be granted in exceptional cases where it is clearly in the school’s interest to do so.

Account Password Policy

Your McCombs account is intended for your use only and is protected by complex password requirements. Do not share your password with anyone. Passwords must be reset annually, although more frequent changes may be required from time to time by the University Information Security Office or the Director of Computer Services.

Sponsored Accounts

Visiting Scholars, temporary workers, and other guests may require access to McCombs resources from time to time. For these occasions a "Sponsored Account" can be created to provide the required access for a fixed length of time. Sponsored Accounts require the approval of a Dean or Department Chair and can be requested using this form.

General Guidelines

Email

Email accounts are provided to all students, faculty and staff to facilitate communication. All messages must correctly identify the sender and should be treated as personal communication not intended for further distribution unless the author has explicitly stated otherwise. Given the ease with which electronic messages can be distributed, and the general insecurity of the medium, it is very important that you use the same care and discretion in drafting e-mail as you would for any other written communication.

Directory Listings

Computer Services maintains a centralized directory (Global Address List or GAL) of all McCombs email accounts. Access to the GAL is provided to all email users for their convenience and should be used in an ethical and responsible manner. Messages should only be sent to a class, cohort, organization or other large-scale distribution group with the permission of the instructor or authorized representative. Mass mailing of GAL listings, both for individuals and distribution groups, is expressly prohibited.

Inappropriate Material

Material that is fraudulent, harassing, sexually explicit, obscene, intimidating, defamatory, or otherwise unlawful may not be sent by e-mail. If you encounter this kind of material you should report it to abuse@mccombs.utexas.edu or abuse@utexas.edu.

Websites

Personal websites on the McCombs servers are provided to students when enrolled in the college and to faculty and staff upon request. It is a violation to use your website to copy, display or distribute copyrighted materials such as software, audio, or video files illegally. See the UT System Copyright Policy and the Digital Millennium Copyright Act for more information. See also Fair Use of Copyrighted Materials.

Unauthorized Access

Never try to circumvent login procedures on any computer system or otherwise attempt to gain access where you are not allowed.

Compromised Systems

The College reserves the right to protect its electronic resources from threats of immediate harm. This may include disconnecting a computer system from the network which has been infected with a virus or other malware, terminating a remote connection, or taking other action.

Violations, Questions, or Concerns

Violations, questions, or concerns can be addressed to abuse@mccombs.utexas.edu, or the Director of Computer Services.

Page last updated: 4/8/2014