Sponsoring Functional Areas: SVP University Operations 

Title: Acceptable and Responsible Use Policy

 

Policy Statement

As a public research university, NJIT engages and maintains the information technology necessary to foster the free exchange of ideas and principles of academic freedom, in support of its mission of educational, economic, and technological development. In furtherance of its educational operations, NJIT must maintain the integrity and security of NJIT’s Information Assets and Resources. All users of NJIT Information Assets and Resources are required to use those resources in a secure, responsible, ethical, and lawful manner and in accordance with applicable laws, regulations, contractual obligations, and University policies. This Policy establishes the standards for acceptable and prohibited use and applies to all individuals who access or use NJIT Information Assets and Resources, whether on-campus or remotely. 

Purpose

The purpose of this Policy is to establish the principles, responsibilities, and requirements governing the acceptable and responsible use of New Jersey Institute of Technology (NJIT) Information Assets and Resources. This Policy supports NJIT's mission of education, research, public service, and administration by promoting the secure, ethical, lawful, and effective use of University technology, systems, services, and data.

This Policy helps protect the confidentiality, integrity, and availability of University Data, reduce institutional risk, and support compliance with applicable federal and state laws, regulations, contractual obligations, and University policies, including requirements related to privacy, information security, financial aid, research, and other regulated activities.

Applicability

This policy outlines the standards for acceptable and responsible use by those using or accessing NJIT’s Information Assets and Resources, and applies to those who use or access NJIT’s Information Assets and Resources, whether on-campus or remotely, regardless of their affiliation to NJIT. 

Definitions

Information Assets and Resources: University-owned, licensed, leased, managed, hosted, or otherwise authorized information technology resources, systems, services, devices, networks, infrastructure, applications, platforms, and related resources used to support the University’s academic, research, administrative, and operational activities. Information Assets and Resources include, but are not limited to, computers, mobile devices, software, email, communication systems, networks, internet access, storage systems, cloud services, labs, classroom technologies, audio-visual systems, and other digital or technology-enabled resources made available by or through the University. University Data is integral to the University’s information assets and resources.

Data: Information in any format or medium, including electronic files, paper documents, audio, video, images, backup files, archived records, and original and duplicate copies.

University Data: 

Any Data that has been collected, observed, created, received, maintained, or retained by NJIT, or by members of the NJIT community acting on behalf of NJIT. University Data includes: 

(a) Administrative Data, which supports the administrative, operational, planning, compliance, financial, human resources, student services, advancement, and other institutional functions of the University; 

(b) Research Data, which supports or relates to research, scholarship, or other investigative activity carried out under the auspices of the University, on behalf of the University, or in connection with University-administered or University-supported activities; and 

(c) Academic / Educational Data, which supports teaching, learning, curriculum, instruction, advising, assessment, and other academic functions, including student education-related data and records. 

For the purposes of this policy, University Data does not include intellectual property, scholarly works, or independent scholarship that, by law or under University policy, is owned, licensed, or otherwise legally controlled by a Data User or other non-University party.

User: Any individual, department, affiliate, guest, contractor, agent, or authorized process that is granted access to NJIT Information Assets and Resources. Users include members of the NJIT community, including students, faculty, staff, and student employees, as well as any person or entity acting on behalf of NJIT. Users must comply with applicable laws and University policies, use Information Assets and Resources only for authorized purposes, prevent unauthorized use, protect University Data, and report known or suspected violations of this policy.

Data User: Any individual, or any authorized system or process, that is granted access to University Data to perform assigned duties or fulfill an authorized role or function on behalf of NJIT.

Bring Your Own Device (BYOD): A BYOD is any computing or communication device that is not owned, leased, or managed by NJIT and is used to access, store, process, transmit, or otherwise interact with NJIT Information Assets and Resources. This includes devices personally owned by users as well as devices provided by third parties, including contractors, consultants, research sponsors, grant or contract owners, partner organizations, government agencies, or other external entities.

Policy

 I. ACCEPTABLE USE

NJIT’s Information Assets and Resources are provided to support the University’s academic, research, administrative, operational, service, and other University-related activities. Users may access and use Information Assets and Resources only as authorized and only in a lawful, ethical, secure, and responsible manner consistent with University policy, applicable law, and the scope of the access granted to them.

Users may access, view, use, share, or disclose University Data only for authorized University purposes and only to the extent necessary to perform assigned duties, approved activities, or authorized roles or functions.

The protection, security, and integrity of NJIT’s Information Assets and Resources depend on responsible and appropriate use by all Users. Users are expected to safeguard Information Assets and Resources, protect University Data, prevent unauthorized access or use, and comply with all applicable federal, state, and local laws, regulations, contracts, license terms, and University policies.

NJIT reserves the right to extend, limit, restrict, suspend, or remove access to Information Assets and Resources in accordance with University policy, operational needs, security requirements, or applicable law. NJIT may access, monitor, preserve, or review Information Assets and Resources as permitted by law and University policy.

Use of Bring Your Own Devices (BYOD), to access, store, process, or transmit University Data classified as Restricted or Sensitive under the NJIT Data Classification Policy is strongly discouraged and should be avoided whenever a University-managed device or approved institutional service is available. BYOD use for such data presents elevated security risks, including unauthorized data exposure, malware infection, and loss of institutional control over security configuration, monitoring, and remediation. Users must ensure that any BYOD used for University business complies with all applicable University security requirements. The University reserves the right to restrict, deny, or prohibit the use of BYODs to access Restricted or Sensitive University Data.

Examples of acceptable use of Information Assets and Resources include, but are not limited to, the following:

  • Using Information Assets and Resources for authorized academic, research, administrative, operational, and other University-related purposes, including activities conducted by NJIT departments, offices, laboratories, official student organizations, and authorized affiliates.
  • Accessing and using Information Assets and Resources only within the scope of the access granted, including any applicable role, responsibility, approval, system permission, data access rights, contract, license term, or University policy.
  • Protecting accounts, credentials, devices, systems, and access privileges from unauthorized access or use. Users are responsible for activities conducted through their accounts or originating from systems or devices under their control.
  • Promptly reporting known or suspected security incidents, phishing attempts, compromised accounts, unauthorized access, or unauthorized disclosure of University Data in accordance with University policies and procedures.
  • Accessing, using, storing, sharing, or transmitting University Data only as authorized and in accordance with applicable University policies, standards, procedures, and guidance, including the NJIT Data Classification Policy, related security standards, and applicable data handling requirements.
  • Using only software, applications, platforms, cloud services, artificial intelligence tools, and other technology services that are approved or otherwise authorized by NJIT, and using them in accordance with applicable license terms, contracts, University requirements, and data handling requirements. Should you have any questions, please contact Information Services & Technology for guidance.
  • Respecting intellectual property rights, software licensing requirements, and contractual obligations when accessing, using, sharing, or distributing information, software, or other materials through University resources.
  • Making incidental personal use of Information Assets and Resources only when such use is limited, lawful, does not interfere with University responsibilities or operations, does not create security or compliance risk, and does not violate this policy or any other applicable law, regulation, or University policy.


Users are expected to exercise reasonable care, sound judgment, and good stewardship and act in a manner that protects the confidentiality, integrity, and availability of University information and systems.

II. UNACCEPTABLE USE

The use of the University’s Information Assets and Resources is a privilege granted based on the User abiding by federal and state laws, as well as NJIT policies. While use of Information Assets and Resources is intended to be limited to NJIT-related purposes, incidental use may be permitted provided such use does not violate or conflict with any other applicable law, regulation, or NJIT policy. Any Users who have been assigned an NJIT account or granted access to Information Assets and Resources are responsible for the actions performed on their accounts. In accordance with these privileges, some examples of unacceptable use of Information Assets and Resources include, but not limited to, the following:

1. Data Protection and Privacy Violations

  1. Usage or disclosure of restricted, sensitive, or internal data, as classified by the NJIT Data Classification Policy, without appropriate authorization.
  2. Using artificial intelligence (AI) tools or services in a manner inconsistent with University policies, standards, contractual obligations, or data classification requirements, including uploading University Data to external AI platforms without authorization.
  3. Storing, processing, or transmitting University Data using unapproved cloud services, applications, technology platforms, or other third-party technology services.
  4. Violating sponsor-imposed security requirements or mishandling research data subject to contractual, regulatory, export control, Controlled Unclassified Information, or other restricted research requirements.

 

2. Access and Authentication Violations

  1. Utilizing Information Assets and Resources to compromise user accounts or credentials, use another user's identity and/or credentials, or distribute another individual's personally identifiable information.
  2. Sharing credentials, allowing another individual to use assigned credentials, or failing to take reasonable measures to protect authentication information.
  3. Accessing, attempting to access, or facilitating access to University information, systems, or records without a legitimate business, academic, or research need.

 

3. Security and System Integrity Violations

  1. Engaging in activities that may harm University networks, systems, or information assets, including but not limited to scanning or probing systems, creating or propagating malware, disrupting services, uninstalling or bypassing security settings, damaging systems, or making unauthorized modifications to University Data.
  2. Circumventing, disabling, interfering with, or attempting to bypass University security controls, monitoring systems, authentication mechanisms, or access restrictions.
  3. Using University resources in a manner that unreasonably interferes with the availability, performance, security, or operation of University systems or services.
  4. Failing to report known or suspected security incidents, compromised accounts, phishing attempts, unauthorized access, or unauthorized disclosure of University Data in accordance with University policy.

 

4. Misuse of University Resources

  1. Utilizing Information Assets and Resources for private commercial purposes, outside political campaigning, or communicating unsolicited messages through spam or similar methods.

 

5. Intellectual Property Violations

  1. Making, using, storing, sharing, or transmitting illegal copies of copyrighted materials or software through University systems or networks.

 

6. Harassment, Fraud, and Misconduct

  1. Harassing, threatening, or otherwise harming others through the use of Information Assets and Resources, including:
    1. Sending obscene, abusive, or injurious communications;
    2. Using anonymity to harass, threaten, or deceive others; and/or
    3. Forging, impersonating, or creating counterfeit communications or identities.

 

  III. PRIVACY 

The University reserves its legal right to access, preserve, review and monitor all Information Assets and Resources, as appropriate, and/or as otherwise required by law.  The use of NJIT’s Information Assets and Resources is not completely private, and Users should not expect that information created, transmitted, stored, or received through University Information Assets and Resources will remain private from the University when access, review, monitoring, or disclosure is authorized by law or University policy. 

The University does not routinely monitor webpage searches or communications for content.  However, the University may monitor the activity and accounts of individual users, including individual login sessions, usage and communications, without notice. Such monitoring of individual accounts may be required by law or authorized by University approved personnel: President; Provost & Sr. Executive Vice President of Academic Affairs; General Counsel and Sr. Vice President of Legal Affairs; Sr. Vice President of Human Resources; Sr. Vice President of Student Affairs and Dean of Students; Vice President for Digital Strategy and Chief Information Officer; or their designees. All records of these authorizations will be maintained in a secure file by Information Services & Technology. 

The University, in its sole discretion, may disclose the results of any monitoring and preservation of University Information Assets and Resources, including the contents and records of individual communications, to appropriate University personnel or law enforcement agencies; such results may be used in appropriate University disciplinary proceedings. 

Communications, including emails, made by means of University Information Assets and Resources may be subject to disclosure to third parties in compliance with a subpoena, court order, or as otherwise required by law, including New Jersey’s Open Public Records Act (OPRA). 

Users who use BYOD (including personally owned devices) for University business acknowledge that University Data stored, processed, or accessed on those devices remains subject to applicable federal, state, and local laws, rules and regulations, as amended, including but not limited to records retention requirements, University policies, and other legal obligations, regardless of the ownership of the device. 

Further clarification regarding the Open Public Records Act may be obtained at (https://www.nj.gov/opra/).
 

 IV. WARRANTIES

NJIT makes no warranties of any kind, whether express or implied, with respect to its Information Assets and Resources and any use or access thereof. NJIT is not responsible for the accuracy or quality of information accessed through its Information Assets and Resources, except materials or information considered official NJIT records. NJIT maintains no responsibility for its Information Assets and Resources when used for personal or non-NJIT purposes.

V. VIOLATIONS

Any misuse of Information Assets and Resources or violations of the Acceptable and Responsible Use Policy should be reported to abuse@njit.edu.

Any violation of this policy may result in disciplinary action, as well as civil and/or criminal action. NJIT may restrict or suspend a User’s access to Information Assets and Resources while the alleged violations are investigated and/or adjudicated. Disciplinary action shall be taken by the Office of the Dean of Students relative to student violations, and by the appropriate University officers relative to faculty, staff and/or university affiliate violations.

Process

The Office of the Vice President for Digital Strategy & Chief Information Officer is responsible for the administration, implementation, and maintenance of this Policy. The Policy will be periodically reviewed and revisions may be made as necessary to address changes in legal, regulatory, operational, security, or business requirements.

Cross References/Links or Related Policies and Information