Remote access policy

Purpose

This policy outlines the University’s approach to remote access to its computing facilities. It provides the guiding principles and responsibilities to ensure the University’s remote access objectives are met.

Scope

This policy is applicable across the University and applies to:

• all individuals who have access to University information and technologies
• all facilities, technologies, and services that are used to process University information
• all information processed, accessed, manipulated, or stored (in any format)by the University pursuant to its operational activities
• internal and external processes used to process University information
• external parties that provide information processing services to the University
• access to cloud based systems running University functions or providing services procured by the University

The policy will be communicated to users and relevant external parties.

Objectives

The University’s objectives for this policy are to:

• safeguard the University’s information from security threats that could have an adverse effect on its operations or reputation
• fulfil the University’s duty of care toward the information with which it has been entrusted
• protect the confidentiality, integrity, availability, and value of information through the optimal use of controls

Policy

• Users must only use remote access tools and solutions installed or approved by UoD IT.
• Remote access to University systems provided to third party suppliers and contractors must comply with the Information Security Policy.
• UoD IT / or relevant information asset owners reserve the right to refuse remote access to University systems at their discretion

Legal and regulatory obligations

The University has a responsibility to abide by and adhere to all current UK and EU legislation, as well as a variety of regulatory and contractual requirements.

A non-exhaustive summary of the legislation and regulatory obligations that contribute to the form and content of this policy is provided in IT policies - relevant legislation.

Related policies will detail other applicable legislative requirements or provide further detail on the obligations arising from the legislation summarised below.

Responsibilities

The following University bodies and individuals have specific information security responsibilities:

• The Information Technology department (UoD IT) is accountable for the effective implementation of this policy, and supporting information security rules and standards within The University.
• The Data, Records, and Information Committee (DRIC) has executive responsibility for information security within the University. DRIC has responsibility for overseeing the management of the information security risks to the University's staff and students, its infrastructure, and its information.
• The Assistant Director of UoD IT (Infrastructure, Security, and Research Computing) is responsible for establishing and maintaining the University’s cyber security management framework to ensure the availability, integrity, and confidentiality of the University’s information. The Assistant Director will lead on the definition and implementation of the University’s cyber security arrangements, and make judgement calls when situations arise that are not covered by the current cyber security management framework.
• Users are responsible for making informed decisions to protect the information that they process. Users will familiarise themselves with the relevant policies governing the information and systems they access.

Supporting policies, codes of practice, procedures, and guidelines

Supporting policies have been developed to strengthen and reinforce this policy statement. These, along with associated codes of practice, procedures, and guidelines are published together and are available for viewing on the University’s website.

All staff, users, and any third parties authorised to access the University’s network or computing facilities are required to familiarise themselves with these supporting documents, and to adhere to them in the working environment.

Compliance and breach of policy

The University will conduct cyber security compliance and assurance activities, facilitated by the University’s cyber security staff, to ensure cyber security objectives and the requirements of the policy are met. Wilful failure to comply with the policy will be treated seriously by the University and may result in enforcement action whereby a group and/or individual is held personally responsible. Any questions or concerns about this policy should be discussed with Line Managers.

Review and development

This policy and its supporting documentation will be reviewed and updated at least annually. Further reviews and updates will take place when best practice or the legislative/regulatory environment changes to ensure that they:

• Remain operationally fit for purpose
• Reflect changes in technologies
• Are aligned to industry best practice
• Support continued regulatory, contractual, and legal compliance

Further information

Definitions

University

The University of Dundee is a Scottish Registered Charity, No. SC01509 with its registered office at Tower Building, Nethergate, Dundee DD1 4HN

Staff

Staff are salaried members of the University or contracted individually by the University to provide a service.

Student

A person pursuing any course of study in the University.

Visitors

A visitor is anyone, not a member of staff or student, requiring access to University premises or services.

Information

The result of processing, manipulating, or organising data. Examples including but not limited to, text images, sounds, codes, computer programmes, software and databases.

Data

Information in raw form.

Confidentiality

Property that information is not made available or disclosed to unauthorized individuals, entities, or processes.

Integrity

Property of accuracy and completeness.

Availability

Property of being accessible and usable upon demand by an authorized entity.

Relevant legislation

A non-exhaustive summary of the legislation and regulatory obligations that contribute to the form and content of this policy is provided in IT policies - relevant legislation

If you have any questions regarding this policy please contact the University’s Help4U service