Rowett Institute: Rowett Institute Computing Policy: Definitions.

This document last updated 19 July 2006.

A "user" is any person using the computing facilities at the Rowett Institute. The computer facilities include the network as well as computer equipment, software and stored data.

When the term "user's computer" is used, what is meant is any computer equipment under the responsibility of the person concerned. It is not merely a computer the user happens to be operating. The user will be the budget-holder who purchased the computer or someone to whom responsibility has been delegated or transferred. The equipment will generally be a personal computer and who is allowed to be a "user" is a matter for the budget-holder.

Similarly, the "person responsible" for a computer is the budget-holder who purchased the computer or someone to whom responsibility has been delegated or transferred. There may be more than one person responsible for any computer.

For a Rowett member of staff, a user's "line-manager" is the person with managerial responsibility for that person. For a student based at the Rowett and whose supervisor is a Rowett member of staff, the "line-manager" is the supervisor. For a Rowett visiting worker or student based at the Rowett and whose sponsor/ supervisor is a Rowett member of staff, the "line-manager" is that member of staff. For other people the acting "line-manager" SHOULD make a written statement agreeing to take responsibility for the proposed computer use.

"Management" means the member of staff at the Institute given responsibility for handling the issue in question. Unless otherwise stated in this document, this is the person nominated by the Director of the Institute. However, the user's line-manager will also need to approve his or her computing activities. The Director has nominated the Head of the Computing Section as the person with management responsibility but if there is a dispute the matter SHOULD be referred to the user's Head of Division and the Chairman of the Computer Users' Group for resolution.

A "written" document or one "in writing" includes a message sent by electronic mail.

"Personal", often in the context "personal file" or "personal data" has three different meanings, depending on context.

1. In a Data Protection context, personal data is any information relating to a named living person.
2. Personal files, often described as non-Institute, means information you store on Institute facilities that is not related to your Institute work.
3. Personal, Institute-related, files are those which relate to Institute work but which are not shared with colleagues. PPDRs and some memos come into this category. It would be unusual for scientific data to be in this category but a paper in draft stages might be.

Parts of the Computing Policy are mandatory. Other parts (including but not restricted to the Good Practice Guide) are advisory. In both cases, an infringement MAY lead to disciplinary action, or limitations on the individual's computer use at the Institute. However, for advisory matters it is accepted that there will be occasions when it is appropriate that aspects of advice are not adhered to and so, the individual having given adequate justification, no disciplinary action or computer use limitation would be warranted.

When the following words appear capitalised in the Computing Policy documents, they are to be interpreted as follows.

1. MUST. This word, or the terms "REQUIRED" or "SHALL", mean that the stipulation is an absolute requirement of the Policy.
2. MUST NOT. This phrase, or the phrase "SHALL NOT", mean that the stipulation is an absolute prohibition given by the Policy.
3. SHOULD. This word, or the adjective "RECOMMENDED", mean that there may exist valid reasons in particular circumstances to ignore a particular stipulation, but there needs to be adequate justification before choosing a different course.
4. SHOULD NOT. This phrase, or the phrase "NOT RECOMMENDED" mean that there may exist valid reasons in particular circumstances when the particular behaviour is acceptable or even useful, but there needs to be adequate justifaction before implementing any behaviour described with this label.
5. MAY. This word, or the adjective "OPTIONAL", mean that an item is truly optional. The word "may" is often used in other senses but it is not then capitalised.