Rules for the use of IT services at GSI

In the following you will find a summary of the main rules for registration and account use at GSI.

After having applied for a user registration and having been registered and granted an account, the user acknowledges the terms of use at GSI through his/her signature or through an electronic confirmation, respectively.

User

For readability reasons we will write about the user as "him", naturally also always implying "her".

A user is any person having been registered for the use of GSI's IT-infrastructure at the IT user administration. For every user a company or institute affiliation, a contact address and a GSI employee as IT-technical person in charge must be known.

Person in Charge

The person in charge at GSI may be addressed for IT-technical matters, in case the user himself can not be reached. Since accounts of users who are not employed at GSI are temporary, the respective person in charge has to agree when it comes to prolongation, transfer or deletion of accounts. When a user leaves GSI the person in charge decides about the further use or storage of account-related data.

Contact Address

The communication with users is effected via e-mail (simply mail in the following). Therefore, every registered user has to indicate a valid personal e-mail address, being either a private or business mail address, either inside or outside of GSI. The IT-Department of GSI has to be notified of any changes as soon as possible.

Registration

GSI employees are registered automatically.

The data of all other users (guest users) will be registered at the first application for an IT-service (account, etc.) and must be confirmed by a person in charge (GSI employee).

GSI employees leaving GSI

As leaving date is considered the day a GSI employee's contract ends or – with respect to partial retirement – the day an employee enters the passive phase. Before, the employee – together with the respective person in charge – has to decide about what to do with his accounts, devices, obligations or further objects he is responsible for.

If the use of an account is prolonged after an employee has already left GSI, his account is subject to all regulations for guest-user accounts.

Accounts

An account is a resource on one of the computers managed by the IT-Department of GSI and/or the access to such a computer. Every account is attributed to an individual and definite user.

In principal, accounts are temporary and destined for the use in business and science. After expiration of the utilisation period and without prolongation in due time, accounts will be locked.

Generally, accounts are personalized. However, for projects with several co-operators, for short-term assignments or for assignments with different persons in charge, also non-personal accounts may be set up. Even so, any application for an account has to be undersigned by the applicant and his person in charge.

Operating-system accounts und weblogin accounts have to be adequately protected through passwords. In no case must unauthorised third persons get access to the accounts.

In case of improper use the IT-Department preserves it's right to immediately lock an account.

Information on how to apply for an account, please refer to http://www-oracle.gsi.de/pls/gsi/a_admin.acc_antrag

Examples for resources

• GSI mail address,
• mail box on a GSI mail server,
• operating-system account (e.g. Windows account in a domain managed by the IT-Department of GSI, Linux account on the central Linux Server),
• weblogin account (e.g. GSI web login) for access to certain internal applications such as account data, project-time recording, safety instructions, etc.),
• login data for remote access,
• login data for VPN,
• GSI telephone number, etc.
  

Usage period

The use of accounts is limited in time. It generally ends

• on the leaving date for GSI employees,
• two years (at the latest) after the setup of the account for guest users

Before expiry of the usage period the user will be notified via e-mail.

Accounts may be prolonged any number of times for another usage period of two years if the respective person in charge agrees to it and applies for the prolongation. The IT checklist may serve as application form.

Storage

Generally, accounts and related data are not deleted but stored. GSI, however, is not obliged to store data or e-mails that are obviously of private nature. If the user will definitely make no more use of his account, he confirms by undersigning the IT checklist that his account(s) contain(s) no private data any more. The remaining data become property of GSI and are no longer subject to confidentiality.