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Updates to University Regulation 11

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Posted on Monday 1 June 2026

Regulation 11 outlines how we should use University systems and information and is designed to protect your privacy and keep University data secure.

The University Council approved an update to the Regulation, many of which are administrative but there are two key changes regarding the use of university accounts for personal activities that may require a small action from you.

Update to clause 11.3.6 to further clarify how you may use University IT services for personal use.

11.3.6 Users may use University provided IT services; laptop, desktop, wifi, etc., to access personal services (e.g. web sites), but must not use their University User Account; email, Google Drive, OneDrive, to store non-University related data or install personal software on University devices.

You are welcome to use University devices (laptops/Wi-Fi etc) to access personal websites like banking, shopping, searching etc. However, you must not store personal files or images on University drives (Google Drive, OneDrive, or H: Drive) or install personal software on managed devices.

  • Why? This change helps to keep University systems secure and reliable, while ensuring we meet our legal responsibilities. Keeping personal and University use separate reduces the risk of accidental data exposure and makes it easier for IT to support devices when needed. It also helps avoid complications with personal files or software if a device is repaired, replaced, or when someone leaves the University.
  • What counts as "Personal"? Items like CVs, tax returns, family photos, holiday pictures, or medical letters.

Additional clause 11.3.9 to ensure University email addresses are not used to subscribe or sign in to websites for personal use 

11.3.9 Users may not use their University User Account to authenticate or subscribe to personal services that are not facilitated by the University.

Do not use your University email address or University account to create accounts for personal services (e.g., streaming, retail sites, or personal apps etc). 

  • Why? If you leave the University, your account is eventually deactivated. If that account is linked to your personal subscriptions, you could lose access to them permanently. Using a personal email ensures you always stay in control.
  • We have already begun restricting new "Sign in with Google" requests to align with this security standard.

The University will no longer support the recovery of personal data from University accounts or storage moving forward.

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