University Advancement Intranet

Appropriate Use

Know Your UW Data Responsibilities

This message was sent on January 28, 2014.

This message is being sent to all UW faculty and staff with approval from the Vice President for UW Information Technology and Chief Information Officer.

As members of the UW community, we need to be mindful that UW data is owned by the University, regardless of where it is created, managed or stored (whether it is in email, on a UW system or a cloud service, or on your personal smartphone, iPad or other mobile computing device).

Research universities in the United States are increasingly subject to cyber-attacks, with millions of hacking attempts per week, according to a recent article in The New York Times. Access to valuable research data, library resources and stores of personal information that can be exploited for identity theft — combined with a considerable number of user login credentials — make research institutions such as the University of Washington a uniquely attractive target for cybercriminals. While new and innovative technologies are necessary to support collaboration, effective decision making and efficient operations, the challenges of protecting the data they house from cyber-attacks, phishing scams and other compromises continue to grow in complexity.

As a UW employee, you are responsible for protecting UW data and using UW computing resources appropriately.

Be mindful of the laws and policies governing the use of UW computing and networking resources, as well as for respecting copyright. See

Learn more about protecting UW data by viewing the short online training “Security and Privacy 101.” This video outlines the steps you should take to safeguard information on UW information systems, computers and devices, as well as on your personally owned devices. See

Know the rules on security and privacy; part of your responsibility includes knowing and adhering to the applicable UW rules, policies and standards. See

For further information, please contact UW Information Technology at Thank you for protecting UW data.


Kelli Trosvig
Vice President for UW Information Technology and Chief Information Officer

Appropriate Use Guidelines

The State of Washington and the UW have established rules related to the use of UW computers and internet access for non-work activities.  In a nutshell, you may not use UW computers, including web browsing, for any activities that are not related to carrying out the work required by your position with the University.

There is an allowance for “de minimus” use of your UW email account, that is, use that costs the University little or nothing, is brief and infrequent, and does not interfere with work activity.  To summarize, you may use your UW email account for brief communications in the same manner as you would also use the phone on your breaks, such as to set or cancel an appointment or the like.

Detailed information on appropriate use of UW computers is published via links from the IT Connect web page, Appropriate Use of UW Resources.   See especially Personal Use of University Facilities, Computers, and Equipment by University Employees. See also WA State Ethics Board Use of State Resources – Frequently Asked Questions and Examples.

Central Advancement Computing Policies

In addition to the legal requirements of the State of Washington, Advacnement has provided some specific internal policies as well.

Personal Computers

Store electronic files on the network instead of your computer’s hard drive.  The network includes your H:\ (homes, or personal) drive as well as multiple locations within your I:\ (uw\groups) drive.

The “hard drive” is also known as the C:\ drive, and “my documents” and your “desktop” are included in it.

PC’s are encrypted using Bitlocker.  It is not permitted to disable Bitlocker.

Hard Drive File Management Policy (PDF)

Responsible Printing Tips

According to state and University appropriate use regulations, use Advancement printers only for work related printing.

Use duplex printing as often as possible.

Do not print documents to file, when the original electronic files suffice.

When color printing:
Test prints on black and white printers before sending print jobs to a color printer.
Use lighter colors to conserve the more expensive color printer toner.
Use duplex printing on color printers, too!


Please review the online guide to Confidentiality of Alumni/Donor Information.