UNM-LA Acceptable Computer Use Policy

The University of New Mexico-Los Alamos (UNM-LA) provides access to computers for purposes of education, research, and student service. Academic purposes may include operations fulfilling classroom assignments, academic discovery, career development, instructional support, and other goals related to university directed activities. Use of computers for purpose outside these guidelines is not provided or encouraged. Unless otherwise stated, all UNM-LA IT policies mirror the UNM IT Acceptable Use Policy. In any case where local UNM-LA policy may be unclear, conflicting, or not explicitly stated it is the UNM IT Acceptable Use Policy that will be followed as practicable.

Please note that UNM-LA IT admins may access or be granted access to all data on UNM-LA owned
computers, including browser cache, document folders, picture folders, logs, etc. as a function of their roles. Any illegal materials found on a device during direct or incidental searches will be reported.

The UNM-LA IT Acceptable Computer Use Policy document is subject to change without notice.

Effective Dates: 

The following UNM-LA IT policies are considered current and in effect as of 7/19/2023.

UNM-LA IT Contact Information:

A UNM-LA IT ticket may be made by any faculty or staff member using the Asset Essentials login.

David Bailey: baileyd@unm.edu 
Hours: 9AM – 6PM
Teams: baileyd

Neil Stoddard: nstoddard@unm.edu 
Hours 7:30 AM – 4:15PM
Teams: nstoddard

UNM-LA IT is located in Building 4, in rooms 411 and 407A. If we are not in our offices, please
create a ticket or use Teams (or email) to contact us. 

UNM-LA Computer Accounts, User Identification, and Access Control

Computer Access Control:

Computer labs are open during regular hours of operation and may be used by any enrolled student
provided that the room is not in use by an instructor. Computer lobby areas are open during UNM-LA’s regular hours of operation and may be used as available. When campus closes, all computer labs become inaccessible. Servers for courses using Linux along with website resources such as the UNM-LA website and UNM’s Canvas online courses will still be available online.

Computer Login for Students:

UNM-LA Students who wish to use the computer labs or other classroom equipment on campus must have a valid UNM NetID login or be currently enrolled in a continuing education or GED related course. Selected laboratories in “hands on” lab classrooms may use a generic login with close instructional supervision due to the nature of the work done in the course (example: PPE is being worn).

Computer Login for Guests:

UNM-LA guest speakers and instructors may use select computer lectern equipment without a NetID login. That equipment is located in lecture halls: Wallace Hall, 631, and 230. For guests requiring access to equipment in other areas, please make that request ahead of time via your contact at UNM-LA Facilities & Rentals or the Administrative Assistant at the Dean of Instruction.

Computer Login for Faculty and Staff:

Faculty and Staff must use the standard UNM NetID and password to log into classroom and office
computers. If your UNM NetID is not working, please call UNM IT for a password reset at: 505-277-5757 between the hours of 7:30 A.M. - 5 P.M. M - Fr.

You may also review the following steps:

If you need immediate assistance, please contact Neil or DeBray on campus (extension 339 or 405).

UNM-LA Printers:

Students:

UNM-LA IT asks that printing be kept to the minimum amount necessary as required by your instructor. This policy is in cooperation with UNM sustainability guidelines. Please note that the printing of textbooks is explicitly disallowed, and attempting to do so may result in revocation of printing privileges and/or other academic disciplinary measures.

There are black and white laser printers in every computer lab classroom. Lobbies of building 6 and 3 also have printers available. A color laser is available for use by students in the Academic Support
Center in building 2.

In addition to the standard printers, a large format Epson printer is also provided to students in Building 4, but we ask that an appointment be made with IT (or your instructor) before use of that specific printer.

If a classroom or lobby printer has run out of toner or paper please inform UNM-LA IT or your instructor.

Faculty and Staff:

UNM-LA IT asks that printing be kept to the minimum amount necessary as required by your course. This policy is in cooperation with UNM sustainability guidelines.

Xerox copier/scanner machines are provided in buildings 2 (basement), 6 (lounge), and 1 (Student
Services) and require a copy code to operate for most printing tasks. Copy codes are provided by
UNM-LA IT (staff) or Instruction (Faculty).

UNM-LA Network and WIFI:

Please note: The UNM-LA network is governed by the UNM IT Acceptable Use Policy.

WIFI Policy:

UNM-LA provides WIFI access to all students and patrons using one of three available networks:

“Lobo-Guest” is open to all guests of UNM-LA as a non-secured WIFI connection. The Acceptable Use Policy popup must be agreed to when signing in.

“Lobo-wifi” is open to all students, faculty, and staff. The sign-in is the standard UNM NetID and
password.

“eduroam” is intended for visiting faculty and staff. It can be logged into using most New Mexico
college sign-in credentials (whatever the UNM NetID / password equivalent might be).

UNM-LA Downtime, Unexpected Maintenance, and Data Loss:

While all efforts are made to keep computer equipment and networks operational UNM-LA Computer downtime and unexpected maintenance may occur without warning. UNM-LA IT is not responsible for data loss incurred by power outage, equipment failure, 3rd party data hosting, human error, or natural disaster where users have chosen to not sync their files to OneDrive or SharePoint.

Students:

UNM-LA Student users are highly encouraged to save their data to UNM-LA provided storage and use the UNM provided OneDrive service to sync their files. Files saved outside of UNM-provided cloud services may not be recoverable!

Faculty and Staff:

UNM-LA employees are highly encouraged to save their data to UNM-LA provided storage (SharePoint) and use the UNM-provided OneDrive service to sync their files. Any data saved to a removable device that could easily be lost or stolen should be encrypted. Files saved outside of UNM-provided cloud services may not be recoverable!

UNM-LA Cybersecurity and Incident Response:

Students:

Students attending the standard UNM-LA New Student Orientation will receive a short cybersecurity
briefing that includes information on what to do in case of virus, ransomware, or other malware.

In case of a student laptop viral infection:

  • The laptop should be returned for UNM-LA for cleaning and UNM-LA IT should be notified immediately.

In case of a UNM-LA desktop viral infection:

  • Unplug the desktop machine from the network (blue or gray cable) and notify UNM-LA IT immediately. Do not turn the machine off, as data may be lost.

In case of email phishing scam or ransomware activation:

  • The user’s UNM NetID password should be changed, the laptop should be returned, and the UNM Report Phishing Site should be notified immediately (along with UNM-LA IT).

In both cases, a fresh laptop can be issued once the virus/malware incident is secure and another brief cybersecurity tutorial has been given.

Faculty and Staff:

Faculty and Staff are encouraged to attend one of several IT Cybersecurity Orientations that will be
(tentatively) held starting Fall of 2023. Until local live sessions are available, faculty and staff are
encouraged to review UNM’s Information Security & Privacy Office page.

In case of a laptop viral infection:

  • The laptop should be returned for UNM-LA for cleaning, and UNM-LA IT should be notified immediately.

In case of a desktop viral infection:

  • Unplug the desktop machine from the network (blue or gray cable) and notify UNM-LA IT immediately. Do not turn the machine off, as data may be lost.

In case of email phishing scam or ransomware activation:

  • The user’s UNM NetID password should be changed, the laptop should be returned, and UNM-LA IT should be notified immediately.

In both cases, a fresh laptop can be issued once the virus/malware incident is secure and another brief cybersecurity tutorial has been given.

In cases where an active breach of security has happened where a large quantity of data is known to be lost to an outside hacker, UNM IT will be notified and all policies involving cybersecurity will be followed at the Albuquerque Campus IT level. Where security breaches are confined to a single PC on campus, or are not serious (example: malware that merely shows users advertisements), the incident can be remedied inside UNM-LA IT. If there is doubt about an infection, email, or file, please contact UNM-LA IT.

UNM-LA Computer Laptop Checkout and Tracking:

UNM-LA reserves the right to use and install equipment tracking software, remote login software,
and/or soft lock-out software to help maintain its inventory. This category of software may provide
UNM-LA IT with user location information, access to all user files, etc. Users checking out UNM-LA IT
equipment implicitly agree to these policies and conditions on checkout of equipment.

Students:

Currently enrolled students of UNM-LA may check out a laptop for academic use through the UNM-LA Learning Resource Center (Library).

Laptops may be checked out to students at any time during a full semester (spring, summer, or fall), but they must always be returned by the end of finals week of that same semester. Laptops may be checked out again at the start of the following semester.

Students may receive a different laptop each checkout period and no expectation of data preservation can be assumed, as all laptops are subject to a data wipe process. Students are encouraged to use OneDrive to save their data.

Laptops must be connected to the UNM network approximately every 6 months to reactivate software. Generally, this occurs automatically upon logging into Lobo WIFI or plugging into the hard-wired UNM-LA network. In cases where the software fails to activate itself the laptop can be brought by UNM-LA IT for activation during normal working hours. Students are encouraged to turn on their laptops at the time of checkout to make sure that the unit they have received has activated software.

Students who do not return their laptops will have their accounts flagged and may not be able to enroll for another semester until the equipment is returned or other arrangements are made. Laptops not returned within 5 business days of the due date may be reported as stolen by UNM-LA IT. Alternatively, a hold may be placed on your account until all UNM-LA equipment has been returned.

Acceptable return methods include:

  • Physical return to the UNM-LA library (directly handed to a UNM-LA librarian).

Unacceptable return methods include, but are not limited to:

  • Dropping off laptops in the return bin
  • Putting laptops outside a door
  • Giving the laptop to a non-Learning Resource Center personnel
  • Returning the laptop to a different campus
  • Returning the laptop without all equipment (missing power adapter, etc.)

Students who return laptops that have been obviously abused may receive disciplinary action, repair fees, and/or have their laptop checkout privilege revoked.

Faculty and Staff:

Currently employed staff and routinely returning faculty may checkout a laptop for work use through the UNM-LA Learning Resource Center. The checkout period is until the life expectancy of the laptop is reached or until cessation of employment.

Laptops must be connected to the UNM network approximately every 6 months to reactivate software. Generally, this occurs automatically upon logging into Lobo WIFI or plugging into the hard-wired UNM-LA network. In cases where the software fails to activate itself the laptop can be brought by UNM-LA IT for activation during normal working hours. Users are encouraged to turn on their laptops at the time of checkout to make sure that the unit they have received has activated software.

Laptops and other IT equipment not returned within 24 hours of the end of employment may be
reported as stolen by UNM-LA IT.

Acceptable return methods for IT equipment include:

  • Physical return to the UNM-LA Learning Resource Center (directly handed to a UNM-LA librarian)
  • Physical return to UNM-LA IT (directly handed to UNM-LA IT personnel).

If an employee is out of state, a laptop may be returned via a well packaged, insured, tracked, and UNM-LA approved shipping carrier method (UPS, USPS, or FedEx). In some cases, this may be at the employee’s expense. A tracking number must be provided to UNM-LA IT at thetime of shipment.

Unacceptable return methods for IT equipment include but are not limited to:

  • Dropping off laptops in the return bin
  • Putting laptops outside a door
  • Giving the laptop to a non-Learning Resource Center or UNM-LA IT personnel
  • Returning the laptop to a different campus
  • Returning the laptop without all equipment (missing power adapter, etc.)

Staff or Faculty who return laptops that have been obviously abused may have their laptop checkout privilege revoked.

All laptops issued to UNM-LA Faculty or Staff must have BitLocker (or equivalent) encryption activated. Purposefully disabling BitLocker (or equivalent) encryption will result in loss of laptop checkout privilege and possibly other disciplinary measures.

UNM-LA Software Purchase:

All UNM-LA software and web service purchases begin with an Asset Essentials ticket to UNM-LA IT. The software is evaluated for compatibility with our on-campus systems first and then must pass the
Purchasing Risk Assessment from Albuquerque Campus IT.

All university software procurement requests are reviewed by appropriate UNM personnel who verify that the vendors in question meet the contractual and regulatory obligations UNM has for handling sensitive information. The following type of information is reviewed (this list is not all inclusive and other data may be evaluated as needed):

  • Banner ID (FERPA/HIPAA Identifier).
  • Credit Card Information (regulated by the Payment Card Industry)
  • Direct Deposit information (regulated by Federal Trade Commission)
  • Institutional Review Board (IRB) activities
  • Protected Health Information (PHI) (regulated by Health Insurance Portability and Accountability
    Act – HIPAA)
  • Social Security Number (SSN) (regulated by Federal Privacy Act of 1974)
  • Student Grades and other academic records (regulated by Family Educational Rights and Privacy
    Act – FERPA)
  • Student Loan information (regulated by Gramm Leach Bliley Act - GLBA)

For more information on this process, please see the UNM Purchasing Risk Assessment Website.

UNM-LA (low-cost multi-function) Printer Purchase:

Large multi-function printers are provided to UNM-LA personnel in buildings 1, 6, and 2 (downstairs). Scanning is free of charge, but printing requires a UNM-LA copy code. A copy code may be requested by a departmental assistant or supervisor using a request in Asset Essentials.

In the spirit of cost effectiveness and helping to meet UNM environmental goals, the purchase of lowcost multi-function printers is discouraged, but not impossible. To purchase such a device, please read the UNM Print Management MFD Approval Request and sign the acknowledgement, then attach the acknowledge document to the your UNM-LA Asset Essentials IPR.

Miscellaneous:

All IT Policies not explicitly listed this UNM-LA IT policy document (legal, security, misuse, privacy, etc.) will mirror those found at the UNM IT Acceptable Use Policy where practicable.