Technology Acceptable Use Policy

Policy Author:
Office of Information Technology

Responsible Office-Department:
Office of Information Technology

Effective Date of Policy:
March 6, 2021, Updated January 30, 2026

See also Electronic Communication Policy.

Information Technology resources include, but are not limited to, computer hardware and software, databases, files, system accounts, networks, Internet access, and electronic communication.

Access to Daemen Information Technology resources is a privilege and not a right. All faculty, staff, students, guests, and visitors are expected to use Daemen technology ethically and responsibly and to comply with this Acceptable Use Policy. All users must comply with federal, state, and local laws as well as Daemen University policies. Inappropriate use of Daemen Information Technology resources may result in disciplinary action, including revocation of access to these resources.

The misuse of Daemen Information Technology resources includes, but is not limited to:

• Use of University computing facilities for commercial activity or personal financial gain.
• Use of University computing facilities for any illegal activity, including violation of U.S. copyright law. Unlawful reproduction of software may result in civil damages and criminal penalties, including fines and imprisonment.
• Posting on or transmitting through any network unlawful, harmful, threatening, abusive, harassing, defamatory, vulgar, obscene, profane, hateful, racially, ethnically, or otherwise, objectionable material, including, but not limited to, material that encourages conduct that would constitute a criminal offense, gives rise to civil liability or otherwise violates any applicable municipal, provincial, federal, or international law.
• Wasteful use of finite system resources. Wasteful use includes, but is not limited to, excessive or unnecessary printing, excessive email forwarding, or excessive bandwidth use.
• Connecting unauthorized equipment to the campus network, including personal network switches, routers, wireless access points, servers, or any other device that may have an adverse effect on network performance.
• Vandalism or alteration of computer hardware or software belonging to the University
• Unauthorized access or alteration of files, databases, or accounts of other users.

The University makes no warranty as to the suitability of the provided facilities or equipment for any particular purpose. The University accepts no responsibility for loss of service or the loss of data resulting from a loss of service. Users are responsible for backing up their own work. The University reserves the right to audit all Daemen accounts at any time to ensure compliance with Daemen’s policies and procedures. Daemen accounts and electronic files may also be subject to search under court order.

Accounts on University servers are issued to individual users and are not transferable. The person to whom an account is granted is responsible for all use of that account. Sharing an account or password is not permitted, and users are required to take reasonable steps to ensure the security of their account. Making computing resources available to non-authorized users in any other manner is not permitted. All University faculty, staff, and student employees are required to abide by the University’s Confidentiality Agreement.

Generative AI Tools and Acceptable Use

Generative AI tools, software, and services are changing rapidly. In addition to the usages covered under this Policy, the use of generative artificial intelligence (AI) tools — including, but not limited to, large-language models (LLMs), machine-generated content systems, and AI-assisted authoring platforms — by students, faculty, staff, contractors, or other users of Daemen University’s data and/or Information Technology resources must comply with the following requirements:

1. Approved Tools and Accounts – Generative AI tools officially provided by Daemen University should be used for standard operations involving University accounts. Faculty, staff, and students may explore and test alternative generative AI tools for evaluation purposes, but must not use protected data or confidential information when doing so. Any tools intended for broader institutional deployment must go through the official procurement process. Daemen employees (whether faculty, staff, administrators, or students) are strictly prohibited from entering or uploading data collected, maintained/or stored by Daemen University into personal AI accounts. (See also Information Security Plan – login required).
2. Data Protection – Users must not input or upload restricted, sensitive, or personally identifiable information (PII) into non-approved generative AI tools. Users must treat institutionally licensed AI tools in the same manner as other institutional computing resources, adhering to the University’s Data Classification Policy and the confidentiality agreement signed at hire.
3. Academic Honesty & Ethical Use – Students, faculty, and staff must adhere to existing academic integrity and research ethics policies when using generative AI tools. Unauthorized use of generative AI (e.g., producing work without disclosure, or using AI output without required attribution) may be subject to disciplinary action under the University’s academic honesty and acceptable use procedures. (See also Academic Honesty Policy)
4. Procurement & Access Control – Any acquisition, licensing, or deployment of generative AI by a University unit must follow the Technology Procurement and Acquisition Policy, and the requester must submit a Tech Purchase Request. Users may not individually procure or deploy generative AI systems that leverage University data or link to institutional systems without University approval.
5. Monitoring & Enforcement – The University reserves the right to audit accounts and usage of generative AI tools accessed with University credentials or resources, consistent with the monitoring and audit provisions of this Policy and the Electronic Communication Policy. Violations may result in loss of access privileges and/or disciplinary action up to and including separation from the institution. (See also Disciplinary Policy and Procedures, Faculty Handbook, and FERPA Policy).
6. Training & Awareness – Users of University-provided generative AI tools must complete assigned training modules (e.g., FERPA for employee data protection). The University will provide periodic reminders and updates regarding generative AI risks and policy changes.

Suspected violations of this Acceptable Use Policy should be reported to infosec@daemen.edu.