Policies & Security : Student Computing Policies Handbook

Responsible Computing at UVa-Wise -- A Handbook for Students

Please note: The on-line version of this booklet may be updated from time to time. Use the on-line version as the authoritative and current source.

Portions of this handbook have been taken, with permission, in whole or in part from the University of Virginia website.

In support of its mission of teaching, research, and public service, the University of Virginia’s College at Wise provides students access to computing and information resources. Use of these resources is governed not only by the College's own Standards of Conduct and Honor System but by local, state, and federal laws relating to copyrights, security, and other statutes regarding electronic media. It is important that you read and understand the information in this booklet and on the website: irresponsible behavior can jeopardize both your computing privileges and your College career.



You, the College, and the Electronic Community


Who Owns What?


E-mail: Rules, Responsibilities, and Privacy


About Home Pages


Copyrights: Ethical and Legal Use


Good Citizenship in the Internet Community


Threats to Your On-Line Safety and Security


What You Should Do If You Are a Victim of Computer Abuse or Irresponsible Behavior


Security and Connecting Your Equipment to the College Network


Disciplinary Action for Abuse of Computing Resources


UVa-Wise Computing Policy Digest

I. You, the College, and the Electronic Community

As a student at the University of Virginia’s College at Wise, you will have many opportunities to improve your proficiency in the use of information technologies. As a leader in the 21st century, you will want to know how these technologies are used in your major field and in society at large.

Information technologies can help you be more productive as a student -- to produce papers and submit assignments on-line, to use the library services, to send messages to your professors and friends, to access class notes, and to participate in many other aspects of student life. The College makes information technologies available to you in many ways:

  • Everyone at the College that has a valid ID and password has access to information servers for electronic mail (e-mail) and other Internet services.
  • The College's World Wide Web site contains information to help you register for classes, apply for financial aid, keep up with College events, and much more.
  • Microcomputers are available for general use at locations around the Campus. These microcomputer sites provide access to the Internet and essential software for coursework. Some locations have student consultants on duty to help you with your computing questions.
  • You can check status, semester grades and other related information by using the Web.
  • Selected classrooms, labs, and library carrels are equipped with video and data outlets for Internet access.
  • There are data network connections in nearly all on-campus residence hall rooms to connect your personal computer to the Internet.
  • Most faculty members at the College have access to a voice mail system, which makes it easy and convenient to keep in touch with professors.

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II. Who "Owns" What?

We will use the possessive word "your" frequently in this booklet, but the term does not always mean ownership. In some cases, it means "exclusive use." You may own a personal computer or workstation. You will make the decisions about how that equipment will be used. You may own a software license -- word processing or spreadsheet software, perhaps -- that you purchased from a software vendor. Your license usually allows you to possess ONE copy of this software for your own use.

The College owns the central computers, departmental computer labs, the microcomputing sites, the computers it places on its employees' desks and all the software it has installed on them. The College determines who may use these resources and how they may use them.

The College owns the College network -- all the wires, cables, and routers that connect the central computers, computer labs, microcomputer sites, and perhaps your personal computer to each other and, beyond the Grounds, to the Internet. The College determines who is authorized to use its network, and can limit the nature of the use.

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III. E-mail: Rules, Responsibilities, and Privacy

You can expect that, except in specific circumstances, the content of the e-mail files associated with your account will be treated as confidential by the College because it does not routinely examine or monitor such content. You should be aware, however, that e-mail messages can sometimes be records that are subject to review with sufficient justification. They may be subject to Virginia Freedom of Information Act if they were produced, collected, received or retained in pursuance of law or in connection with the transaction of public business (rarely the case with student e-mail). They may lose whatever confidentiality they have if their release is compelled by orders issued through courts of law. Also, officials overseeing the College's disciplinary processes may rule that e-mail or other files are evidence that may be reviewed as part of investigations. Under these circumstances, the privacy of your e-mail is not guaranteed.

Although you may have downloaded and/or deleted your e-mail messages, OIT's delivery systems work in such a way that messages may be preserved for a time as computer files on centrally-administered disks and at system back-up locations, so your capacity to control if and where copies exist is not absolute. The array of storage locations is another factor making the confidentiality of your e-mail conditional. And, although some e-mail programs allow for use of encrypted e-mail, most still produce messages in plain text; they are like postcards in that others might view the messages in transit or those left in plain view.

Sometimes messages are so badly misaddressed that they cannot be delivered and will end up in the hands of computing staff for redirection. People often make mistakes in addressing their mail that puts private messages in the mailbox of someone other than the intended recipient. If you are the recipient of such a message, common courtesy dictates that you either return the message to the sender with a brief note explaining its misdirection or that you delete the message.

College procedures allow OIT's system administrators to view and modify any files, including e-mail messages, in the course of diagnosing or resolving system problems and maintaining information integrity. OIT system administrators, as part of their jobs, are expected to treat any such information on the systems as confidential. However, if an administrator comes across information that indicates illegal activity, he or she is required to report the discovery to appropriate authorities. For example, electronic mail messages that carry threats to persons or their immediate families may be prosecuted and punished as felonies under Virginia law. If an OIT system administrator inadvertently encounters an e-mail message containing a threat, it will be turned over to law enforcement officials.

College policies prohibit certain other kinds of e-mail messages. For example, e-mail, College computers, and the College network cannot be used by individuals for commercial purposes or for personal gain. Such policies pertain to e-mail just as they do to any other College resource and are enforced when brought to the attention of appropriate College officials.

Large-scale mailings (to more than 400 addresses) impose loads on the College's electronic mail services. They should be used judiciously and often require approval from the chancellor, executive vice chancellor, other vice chancellors or deans. You will be wise to coordinate any large-scale mailing with the College's e-mail postmaster (postmaster@uvawise.edu).

E-mail accounts are vulnerable to malicious use when others know the owner's computing ID and password; carefully protect your electronic identity from use by anyone other than you. Your e-mail account is also subject to misuse when you leave open a computing session that you have begun in a College computing lab or when you fail to logout from the College Web Mail service before you close your browser. It is prudent to reboot the computer you use in any lab setting when you finish your work there or even if you leave the workstation, planning to return to it soon.

Other important tips related to e-mail:

  • Remember, the e-mail messages you send become the possession of the receiver. They can easily be redistributed by recipients, and rules of disclosure by their systems apply to mail they received from you. When in doubt, double-check the addresses of your intended recipients.
  • Do think before you send e-mail -- once sent, it is almost impossible to keep e-mail messages from reaching their destinations.
  • Realize that College policy and secure passwords provide good but not complete assurance of the privacy of your e-mail messages. When the privacy of a message is of the utmost importance, only a person-to-person conversation may be sufficiently secure.
  • Delete messages that should not be preserved.
  • Never send or forward chain mail, whether it promises fame and fortune, or even supposed donations for a sick child. In virtually every known case, the claims made by such messages are untrue. A message that has been forwarded ten or more times is by definition in our policy a chain letter. This policy violation is a waste of computing resources and a nuisance and often offends recipients.
  • Don't pass on unconfirmed rumors -- especially about viruses -- because they often only cause needless panic. You can check at http://www.itc.virginia.edu/desktop/security/hoaxlinks.html for a list of well-known virus hoaxes, or check at http://www.urbanlegends.com/ for a list of other well-known hoaxes that may not involve computers but about which you may receive information via e-mail.
  • Don't open or execute attachments about which you have any question, even if they appear to be coming from a friend. Attachments have become an increasingly popular way of automatically distributing viruses, and your friend may not even know that his or her e-mail account is being used for that purpose.
  • Configure your e-mail program so that attachments are only opened when you choose to open them.
  • If you are sending attachments, include personalized text and specific references to the attachment (i.e., "Attached, in Word format, is my paper on . . .") to help the recipient know that the message and attachment are indeed from you.
  • College policy prohibits use of College resources, computing or otherwise, for commercial purposes.
  • Realize that if you die while you are a member of the UVa-Wise community, your stored e-mail is a part of your personal effects and records that will be given to your executor (the person -- usually a family member -- designated to deal with your property at your death) if he or she requests it.

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IV. About Home Pages

The College's Web server and tools are in place to help you publish a personal home page. OIT's Training Services group provides training designed to help you publish your home page. Remember that you are expected to act responsibly when publishing your home page, just as you are in all use of computing resources at the College.

The College's computing resources are intended to enable the institution to carry out its responsibilities of education, research, and public service. Therefore, these functions have priority in using computing resources; however, the College recognizes the value of the Internet as a resource for information and communication. When computing resources are available, students may use them for co-curricular or personal purposes provided they abide by the policies and procedures governing such use.


All users of College computing systems must comply with the requirements of responsible computing in the College environment, as outlined here and in the full array of College computing policies (see /OIT ). Individual users assume full legal responsibility for the content of their home pages, and they must abide by all applicable local, state, and federal laws, including laws of copyright. Copyright law pertains to many types of materials, including cartoons, pictures, graphics, text, song lyrics, and sounds (including most MP3 and other files shared via so-called peer-to-peer procedures).

The College is not responsible for the content of Web pages other than those defined as its "official" Web pages (the official Web pages of College schools, departments, divisions, and other units). As a neutral provider of computing services and access to the Internet, OIT does not review in advance or monitor the content of any materials transmitted, received, published or stored on or otherwise available through its systems. If OIT receives complaints regarding the content of such materials, it will refer the complaint to the appropriate disciplinary system within the College (or to the police for alleged violations of law), and it will cooperate with any resulting investigation in accord with the policies, procedures, and principles described or cited in this handbook.

Assumptions about audiences who will see information you publish

You will be wise to remember the very public nature of information you disseminate on the Internet through the World Wide Web. Information in a home page is published and available to everyone who can get to the Web. You must not assume that your information is restricted to only a close circle of friends, or even the University of Virginia’s College at Wise community. You must assume that others will know how to find and view unlinked files that you store in your public web directory.

You are also responsible for the way you handle information you gather using your Web pages. See the college web page for updated information at /OIT .

You may not use home pages for fundraising or advertising for commercial or non-commercial organizations, except for College-related organizations and College-related events and in accord with policies governing these activities.

Use of the College Name, Logo, Seal, or Photographs

You may not use the College name in your home pages in any way that implies College endorsement of other organizations, products, or services. You may not use College logos and trademarks, the mascot, the College seal or photographs copyrighted by the College. Photos from the College's home page and secondary pages are copyrighted by the photographers and cannot be used or reproduced in any form. Requests for permission to use the College logos or seal in Web or print publications should be directed to the Office of College Relations (e-mail info@uvawise.edu or phone (276) 328-0130).

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V. Copyrights: Ethical and Legal Use

Unauthorized use of copyright-protected or licensed materials (including, but not limited to, graphic images, movies, music or audio files, and written word) is a serious matter and is a violation of federal law. Any individual who reproduces and/or distributes copyrighted material without permission and in excess of "fair use" may be at risk for the penalties of copyright infringement. An introduction to copyright law and College copyright policy is at http://lib.uvawise.edu/copyright.htm. See also /OIT.

Most software available for use on computers at the University of Virginia’s College at Wise is protected by federal copyright laws. Educational institutions are not exempt from the laws covering copyrights. In addition, software is normally protected by a license agreement between the purchaser and the software seller. The software provided through the College for use by faculty, staff, and students may be used only on computing equipment as specified in the various software licenses. Licenses sometimes specify that you may use the software only while you are a member of the UVa-Wise community which means you must discontinue use of -- and remove copies of -- the software when you leave the UVa-Wise community.

It is the policy of the College to respect the copyright protections given to software owners by federal law. It is against College policy for faculty, staff, or students to copy or reproduce any licensed software on College computing equipment, except as expressly permitted by the software license. Of course, faculty, staff, and students may not use unauthorized copies of software on College-owned computers.

At the University of Virginia’s College at Wise, unauthorized use of software is a serious matter. Any such use is without the consent of the College and is subject to disciplinary action.

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VI. Good Citizenship in the Internet Community

As more than one writer has observed, the Internet isn't a thing; it is neither an entity nor an organization; it isn't owned or run by anyone. It is a world of a million publishers with some of the characteristics of a frontier. The only code of behavior on that frontier is one that demands individual responsibility and accountability and that rewards those attributes with rational self-government, albeit quite limited in scope. The College provides Internet access to its students and employees with the expectation that they be good, responsible, accountable Internet citizens. But, what does that mean in practical terms? Ways you can be a good Internet citizen include, but are not limited to the following:

READ and understand applicable policies, notably Ethics in Computer Usage.

KNOW what it means to take responsibility for your safety and security in the Internet environment and for deciding what is right and wrong in circumstances where often rules have not yet been written. You must take responsibility for educating yourself about the medium that you're using and for helping shape its use by good personal behavior.

BE AWARE of the thousands of others who rely on the College's computers to do their work. Consider how your on-line behavior will affect them.

UNDERSTAND that College policies that address academic dishonesty, including theft, plagiarism, disruptive conduct and misuse of materials and property, must guide your computing activities, just as they guide your activities in the classroom, residence halls or elsewhere on Grounds.

DON'T let other students, relatives or any other person gain access to the College's computing resources through your account. Understand that you will be held accountable for any abuse of computing resources by persons you allow to use your UVa-Wise computing ID and password.

DON'T use computer accounts, computing IDs, and passwords that belong to someone else. Don't forge e-mail from faculty, staff, other students or anyone, to do so violates policy and may violate law.

BE ACCOUNTABLE for your actions. Hiding your identity to avoid responsibility for your behavior on the network and/or using someone else's network identity are -- at a minimum -- violations of policy, and they may be serious violations of law.

DON'T play games that waste shared computing resources and have no academic purpose. You are not authorized to use your computer account or access to play such games.

KNOW that local, state, and federal laws and regulations pertain to computing activities wherever appropriate -- laws dealing with fraud, forgery, harassment, extortion, gambling, threats, copyright, obscene content, among others. Violators may be prosecuted.

BE WARY of those who will (sometimes unknowingly) provide on-line information that is untrue or fraudulent. If you are not certain, ask.

KNOW that messages you post to newsgroups or Web pages that you create in an attempt to be humorous may not be received in that spirit. Remember that archives of newsgroups and Web pages remain accessible for years -- don't be surprised if an interviewer asks about something you posted to a newsgroup while a student when you're trying to get that job you really want in a few years.

UNDERSTAND what you are authorized to do. Know what the College's purpose is in making these computing resources available to you.

  • Your computer account is provided so you can send and receive e-mail, have access to library and other information resources, and have a web site.
  • In some cases, your professors will authorize further account access so you can do class assignments.
  • Microcomputer labs are available so you can do word processing, make spreadsheets, and access other OIT and College computer resources and the Internet. The software in the labs is for use there; you cannot copy it and use it elsewhere.

DON'T MISUNDERSTAND. Your access to computing resources can be revoked. In extending these resources, the College trusts students to make responsible use of them. If you violate that trust, you may lose access through various processes described elsewhere in this booklet.

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VII. Threats to Your On-Line Safety and Security

The Internet community is under regular attack -- at varying levels of seriousness -- from "outlaws." Such outlaws (both within our community and outside it):

  • steal other people's computing IDs and passwords;
  • hack into your computer and use it without your permission and often without your knowledge;
  • disrupt computer systems and networks;
  • flood electronic mail systems with unwanted messages (spam);
  • send forged electronic messages from celebrities, politicians, the College chancellor, your government professor or, maybe, YOU;
  • post messages that vilify and threaten other people;
  • post inappropriate messages to mailing lists;
  • spread viruses;
  • subscribe others to mailing lists, or unsubscribe them, without their permission;
  • or invade the privacy of others.

Students who do these things, at the University of Virginia’s College at Wise, may lose computing privileges and be subject to suspension or expulsion from the College. They might even be subject to prosecution under state and federal laws.

Controlling Access to Your Computing Files

The College's computing environment is designed to be an open environment. Many faculty and students want, or need, others to view and use their computer information -- their files. An instructor may want students to find a class assignment on the network. A student may want to share some information with friends. Computer systems are designed to let this happen.

But many students and faculty do not want others seeing their messages, course work or research. On computers, you can control who can see your files by protection settings. Use these settings as you would locks to keep your files private. However, malicious users realize that many people don't know how to use the settings.

Because some people don't know how to limit access to their files, sometimes information is left unintentionally unprotected. When people are good citizens of the Internet community, unprotected files are not a problem. Good Internet citizens respect one another's privacy. Students who gain access to resources either by directly breaking into them or because they are just poorly protected violate the Ethics in Computing Usage policy and the Standards of Conduct. If you have any doubt about whether any resources or materials were intended to be public, ask the owner before you look. If you happen across resources or materials that you suspect weren't intended to be public, let the owner know. That owner may have no idea that he or she has left something open to worldwide viewing.

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Cracking Passwords

Your password may be guessed or "cracked" if you choose a common word, or a friend's or a pet's name, or your nickname, or the name of your favorite team or the name of a celebrity. Choose a password that combines letters, numbers, and special characters (for example, $, *, !). Whether you use your UVa-Wise computing ID and password or not, it is your responsibility to keep them secure. Do not let anyone talk you into "sharing." Don't keep your password and computing ID together. If you can remember your password without writing it down, that is best. Don't tell your friends -- or anyone, even someone assisting you with problem solving -- what your password is. Change your password regularly.

Crashing and Disrupting the System

Malicious computer users make the system stop working or perform poorly. It's like speeding, shop-lifting, spray-painting cars or slashing tires. These users find out, from a variety of sources -- sometimes each other -- about things they can do to disrupt the systems. In almost every instance, such behavior violates the law, and, in every instance, it violates College policy. Consequences are severe.

Forging E-mail

Forging E-mail is usually against the law in its own right, and, in connection with the sending of unsolicited bulk e-mail, it also may violate other state or federal laws.

Peer-to-Peer Networks and File Sharing

The use of peer-to-peer (P2P) file sharing programs is prohibited on the UVA-Wise campus network. Examples of these programs include but are not limited to: KaZaa, Gnutella, Morpheus, eDonkey, BitTorrent, eMule, LimeWire, Aries etc. Downloading and/or uploading software, programs and files using peer-to-peer file sharing is not allowed. See section V Copyrights: Ethical and Legal Use. File sharing must be disabled while connected to the campus network. Network activity of this nature allows a method for potential virus, trojan horse, spyware and adware infestation. Violation of this policy can result in the computer/user port being disabled. See section X for further information on consequences.


Spam is essentially the same message e-mailed over and over and broadcast to recipients who did not request it. Just because a message is annoying, off-topic or stupid doesn't make it spam; the defining characteristic of spam is the volume with which it is sent. Most common forms of spam violate Virginia law. In many cases, simply deleting the unwanted message is the best action you can take.

VIII. What You Should Do If You Are a Victim of Computer Abuse or Irresponsible Behavior

Unfortunately computer abuse, malicious behavior, and unauthorized account access do happen. Should any of these things happen to you, report them to OIT, your system administrator or other appropriate College authority. Computing resource abuse should be reported to the electronic mail address abuse@uvawise.edu . This step will alert a number of OIT and College staff to your situation. Abuse cases are handled individually and confidentially.

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IX. Security and Connecting Your Equipment to the College Network

If you connect your personal computer equipment to the University of Virginia's, College at Wise network, you are responsible for the security of your resources -- not only for risks to the resources themselves but also for the possibility that your unsecured resources can be used by anyone on the Internet as remote locations to mount attacks on other computing systems.

Any misuse of your equipment through your neglect in providing safeguards may be reason to deny access for your equipment to our network. "Neglect" in this instance may take many forms -- here are a few:

  • Failure to:
    • use a strong password
    • limit access to your equipment
    • keep files from unknown sources off your equipment
    • back up your files
    • use up-to-date antivirus software
    • keep your operating system up-to-date
    • keep application software updated
    • turn off or delete unneeded software features
  • Use of Unauthorized:
    • Equipment: routers, hubs, WAP's (wireless access points) etc.
    • Rogue servers; any computer running server services (this includes ICS)
    • subnets
    • illegally obtained and/or shared software
    • peripherals

There are now in effect requirements for student-owned computers and penalties for non-compliance. These are as follows:

All computers attached to the College network, including student-owned computers in the residence halls, must have and maintain the following:

  • The operating system must have all current critical patches
  • An adequate anti-virus program with current virus definitions
  • Must not have a copyrighted material in a file-sharing program such as, but not limited to, KaZaa, Napster, or Windows file-sharing. *A violation of copyright laws may also result in local, state, and/or federal legal proceedings.

If Computer Services (OIT) determines your computer is in violation of the above requirements, the acceptable use of the network policy, or is in any other way creating problems with the network, your network access will be turned off immediately and you will be notified in person and by letter, a copy of which is sent to Student Affairs.

  1. Once you notify Computer Services that your computer is now in compliance, your network access will be restored. The reconnection fee is waived for first-time incidents.
  2. For a second incident, your machine is disconnected immediately and ten business days after you notify us that the problem is resolved and pay a $100 reconnect fee, your network access is restored. You might also be liable for College judicial proceedings.
  3. The third time you are cited, you are disconnected immediately and you are not eligible for reconnection until forty days after you inform us that the problem is resolved and you pay a double reconnect fee ($200). You might also be liable for College judicial proceedings.

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X. Disciplinary Action for Abuse of Computing Resources

Students at the College have both rights and responsibilities. The College is committed to supporting the exercise of any right guaranteed to individuals by the Constitution and the Code of Virginia and to educating students relative to their responsibilities. Students' rights are listed in The Student Handbook.

The College's Student Code of Conduct include the expectation that students understand and abide by the all College information technology-related policies. Any student alleged to violate such policies will be subject to full disciplinary action within the Undergraduate Student Judicial System, up to and including loss of computing accounts and access, suspension and/or expulsion.

Standards of Conduct

The University of Virginia’s College at Wise is a community of scholars in which the ideals of freedom of inquiry, freedom of thought, freedom of expression, and freedom of the individual are sustained. It is committed to preserving the exercise of any right guaranteed to individuals by the Constitution. However, the exercise and preservation of these freedoms and rights require a respect for the rights of all in the community to enjoy them to the same extent.

It is clear that in a community of learning, willful disruption of the educational process, destruction of property, and interference with the orderly process of the College or with the rights of other members of the College cannot be tolerated. Students enrolling in the College assume an obligation to conduct themselves in a manner compatible with the College's function as an educational institution. To fulfill its functions of imparting and gaining knowledge, the College retains the power to maintain order within the College and to exclude those who are disruptive of the educational process.

When it is possible for the Student Codes of Conduct to be applied to conduct related to computing at the College, you should expect that they will be.

How OIT Handles Student Computer Policy Violations

The procedures for handling alleged student abuse of computing resources are detailed in various College publications and web sites, including The Student Handbook . Such resources describe the Honor System and the Honor Court, as well as the College's policies, all of which form the context for OIT's procedures. Briefly:

Step 1:

When OIT is notified (usually through abuse@uvawise.edu ) that a student appears to be abusing computing resources, all of his or her computing privileges may be suspended immediately when such an action is warranted to protect the computing resources and to assure reliable service to the rest of the community.

Step 2:

Often, OIT staff will notify the student through phone contact, electronic or U.S. mail of the apparent violation. Frequently, the matter is resolved at that step by explanation from the student and, in the case of minor issues, assurance from the student that the behavior will not continue. If computing access has been suspended, it is usually restored at successful conclusion of this step.

Step 3:

If the matter cannot be resolved at Step 2, OIT may refer the matter through the Division of Student Affairs for disciplinary processes (including those that may involve the Honor or Judiciary systems) or through law enforcement officials if the matter involves an apparent violation of law. Computing access may remain suspended during these processes. Sometimes, individuals in the College community who are complaining about the behavior take the matter directly to Student Affairs, the Honor or Judiciary systems, or law enforcement.

  1. Once you notify Computer Services that your computer is now in compliance, your network access will be restored. The reconnection fee is waived for first-time incidents.
  2. For a second incident, your machine is disconnected immediately and ten business days after you notify us that the problem is resolved and pay a $100 reconnect fee, your network access is restored. You might also be liable for College judicial proceedings.
  3. The third time you are cited, you are disconnected immediately and you are not eligible for reconnection until forty days after you inform us that the problem is resolved and you pay a double reconnect fee ($200). You might also be liable for College judicial proceedings.

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XI. UVa-Wise Computing Policy Digest

It is your responsibility as a user of the computers and networks belonging to The University of Virginia's College at Wise to be familiar with the policies that govern their use. By using your computing ID at UVa-Wise you automatically agree to abide by all of the policies, terms, and conditions, including but not limited to the information in this publication and the policies listed on the www.uvawise.edu/OIT website.

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Note: If you can't report something to abuse@uvawise.edu because e-mail is unavailable, you can always call the OIT Director of Technology at (276) 376-4578.

Have further questions? Please contact the OIT Help Desk at (276) 376-4509 or send electronic mail to helpdesk@uvawise.edu

This document revised October 8, 2014.