Computer Centre | Email Policy

The Computer Centre at IISER Bhopal provides Electronic Mail facility which serves as a primary means of communication for improving education and administrative efficiency amongst the community members. This facility is needed by the users for day-to-day research activities as well as courses and assignments. The community members are expected to use the deployed email and other IT services responsibly and productively in an efficient, ethical and lawful manner.

There are various groups that have been structured to support information sharing and operations. These groups include the members of faculty, staff, outsourced staff, and student.

To support and enhance the educational mission of the institute; for enriching the educational experience of the students, faculty and the staff and supporting their research and academic activities; and for providing automation support to the institute, the policy document in line with the modalities for strengthening the existing email facility and storage quota is proposed as hereunder:

An e-mail account in IISER Bhopal domain will be provided to each faculty, staff, and students of IISER Bhopal. The outsourced employee may also avail the Institute email services after the approval of the competent authority.
Every user's email account will be added to specific groups, as eligible. The bulk email posting privilege on different groups will only be provided to the official email accounts of Director, Deputy Director, Deans, Registrar, Head Computer Centre. Any exception will only be considered after the approval of the competent authority.
During the academic registration of new students, Computer Centre (CC) will create new student's e-mail account based on the provided information from Office, Academic Affairs.
With respect to the provided information from Office Academic Affairs, the posting privileges on different students' groups or batches will be given to faculty members/instructors for a fixed duration.
Each academic department office will manage the department related mailing lists/groups which is subject to the following information:
- Formation of mailing list in .xlsx or .csv format.
- Group description, member roles and member's email posting privilege, Addition/deletion of iiserb domain users only.
The standard approved groups/mailing lists will be manged by the Computer Centre by the provided information from the department authority. The other mailing lists/groups may be used by the dept. head or office for sharing communique.
After the No Dues certificate from the Computer Centre, CC will immediately disable or suspend Email and Internet services. However, the following extension is allowed:
- Faculty, Regular Staff Members or member involved in academic activities: 6 months email forwarding facility will be provided, subject to the approval of their HoD and Head CC.
- Students: The students enrolled in the IISER Bhopal academic system will get the default 6 months extension for email services with complete access from the date of convocation or No Dues. They may also request for an additional 6 months extension via the necessary approval from the Office Dean, Alumni and International Relations. The total extension period of email facility will not be extended more than 12 months after the date of convocation or No Dues.
During the email account extension period an individual's email account will be disengaged from all the email groups. The email account will be deleted from the system on completion of or after the allowed extension period.
The Computer Centre may provide the email forwarding facility to the email accounts of the retiring faculty members. This facility is not available to the other community members.
The Computer Centre will suspend or delete the user's account without prior notice if it has not been used for 3 months in a stretch. The e-mail accounts which are not activated within one month from the date of issue will be deleted permanently without any prior notice.
The Computer Centre reserves the rights to suspend the user's account in case of malfunctioning or spamming etc.
For resetting the password, the users should send an e‐mail to Computer Centre, clearly stating his/her official email account details (email ID, username, department & Roll No./PF No. number) as well as the reason for resetting the password.
In case of forget password, the users should reach CC with the Institute's photo ID card or any Government approved photo ID card such as Passport, Aadhar Card, Driving License, Voter ID Card, etc.

The users will be provided with storage quota in reference to the type of account.

Account Type	Per User Allowed Total Storage(in GB)
Student	30
Teaching Staff, Deans, HoDs, Heads, Registrar	100
Non-teaching Staff, Other Administrative & Office Accounts	50

Storing of movie, music files or obscene content are considered as an improper/offensive use of storage.
Disciplinary actions are likely to be taken for violation of the storage limitation policy. The following action may be taken after the recommendation and approval of the competent authority.

i. Issue of a warning letter/email to the user with a period of one week to adjust the usage within limits.
ii. Temporary or permanent suspension of allotted drive storage space, after a week from the date of the warning letter.

The Institute authority will reiterate the Storage Distribution Policy based on the requirement.

E-mail services are a privilege, not a right. The official E-mail account provided to a faculty, staff, or student is meant for the official purpose only.
It is the user's responsibility to keep their E-mail account in good standing, not give out or share account password, hold the responsibility for any activity originating from the account and use the email account in ways that are responsible, ethical, lawful and professional.
The users are strictly advised to post only the academic/research/official related emails or contents to the groups at different levels.
The emails sent via the Institute's email system should not contain content that is deemed to be offensive. This includes, though is not restricted to, the use of vulgar or harassing language/images, discriminatory, insulting, degrading, sexual or violent constitutes to any individual or the Government bodies.
The users are strongly advised to use a strong password of at least 8 characters and preferably in the combination of alphabets and numbers. It is mandatory to change the password if you are login into the e-mail system first time or after reset.
The login problems or failure of logging into the official e-mail account may be reported to the Computer Centre.
Users who violate the above stated E-mail usage policy will be subject to disciplinary action. CC may monitor individual users, suspected of violating this policy.
The disciplinary actions will be enforced for such violation of any of the above rules/policies which are as follows:
- First Time: Issue of a warning letter/e-mail to the user or suspension of Email and Internet facility for a month.
- Second Time: Suspension of Email and Internet facility up to six months.
- Third Time: Permanent suspension and termination of Email and Internet facility on the Institute domain.
Misuse or abuse of electronic mail facility is punishable under the latest Information Technology Act, Government of India.

Sending or posting discriminatory, harassing, or threatening messages or images on the Internet or via the Institute's email service.
Sharing and storing any illegitimate file(s), pirated music file(s) or movies(s), obscene material, and/or perform any form of fraud or any unlawful by using the Institute's email account or related services.
Unauthorized access, use, sharing, or disclosing someone else's password or identity.
Attempting to log in through another person's email account and/or get the access to the email account via password cracking or by any means.
Sharing of confidential or unauthorized material, trade secrets, or proprietary information outside of the Institute.
Engaging in email account uses that jeopardize access into others' email account or other computer networks.
Sending or posting information that is defamatory to an individual or the Institute or any Government body.
Sending or posting chain emails or letters, solicitation, or advertisements not related to the Institute's activities or policies.
The users are strictly advised not to indulge in any unacceptable behaviour or activity in the E-mail environment. The unacceptable behaviour includes, but not limited to, distribution of unsolicited and unauthorized mass e-mail to users, threatening users, infringements of others' privacy, interference with others' work, copyright infringement and illegal activity.
Posting buy/sale deals to the group mailing lists or any content which is not of common interest of the members of such group mailing lists are not permitted.
Violations of the policy will be treated as academic misconduct, misdemeanour, or indiscipline as appropriate. Depending upon the nature of the violation, Head CC, or the Institute authority may take an action through warning or suspension of email and Internet facility and for routine infraction appropriates fines/penalties as determined by the Institute authorities.

CC has created various groups to facilitate resources and information sharing among the different sets of IISERB community members. The approved bulk posting privileges to an individual email account may be revoked at any point of time with the consent of the competent authority. The competent authority has the right to assign posting privilege to an individual email account.

Group	Group Description	Authorized individuals to post
all[AT]iiserb.ac.in	All IISERB Community Members	Director/Director's Office/DD/DD Office/ Deans/Head, CC/Registrar/Registrar's Office/CSO /Office CC/Media Cell
faculty[AT]iiserb.ac.in	All Faculty Members	Director/DD/Deans/Head, CC/Registrar
staff[AT]iiserb.ac.in	All the permanent staff members	Director/Director's Office/DD/DD Office/Deans/ Head, CC/Registrar/Registrar's Office/DR/ Administrative Officer
projectstaff[AT]iiserb.ac.in	All Staff Members on Project	Director/Director's Office/DD/DD Office/ Deans/ Head, CC/Registrar/Registrar's Office/DR/ Administrative Officer
students[AT]iiserb.ac.in	All Students	Director/Director's Office/DD/DD Office/Deans/ Head, CC/Academic Department Heads/Registrar/ Registrar's Office/DR/ AR Academic/ Administrative Officer
deans[AT]iiserb.ac.in	All Deans	Director/Director's Office/DD/DD Office/Deans/ Head, CC/Academic Department Heads/Registrar/ Registrar's Office/Administrative Officer
hods[AT]iiserb.ac.in	All Heads of Academic Departments	Director/Director's Office/DD/DD Office/Deans/ Head, CC/Academic Department Heads/Registrar/ Registrar's Office/CSO/Administrative Officer
officers[AT]iiserb.ac.in	Section In-charges	Director/Director's Office/DD/DD Office/Deans/ Head, CC/Academic Department Heads/Registrar/ Registrar's Office/Administrative Officer
professors[AT]iiserb.ac.in	All Professors	Director/Director's Office/DD/DD Office/Deans/ Head, CC/Registrar/ Registrar's Office
dpgcs[AT]iiserb.ac.in	All DPGC Conveners	Director/ Director's Office/DD/ DD Office/Deans/ Head, CC/ Academic Department Heads/Registrar/ Registrar's Office/All DPGC Members
dugcs[AT]iiserb.ac.in	All DUGC Conveners	Director/ Director's Office/DD/ DD Office/Deans/ Head, CC/ Academic Department Heads/Registrar/ Registrar's Office/All DUGC Members
centres[AT]iiserb.ac.in	All Centres	Director/ Director's Office/DD/ DD Office/Deans/ Head, CC/Registrar/ Registrar's Office
chmfaculty, phyfaculty, eesfaculty, biofaculty, mathsfaculty, eecsfaculty etc.	Department Faculty Groups	Director/DD/Deans/Head, CC/Registrar/Respective Department Heads/Department Faculty Members and Department Office
chmphd, chmiphd, chmra, chmmajors, phyphd, phyiphd, phyra, phymajors biophd, bioiphd, biora, biomajors etc.	Department: PhDs, iPhDs, Postdocs, BS-MS Majors	Director/DD/Deans/Head, CC/Registrar/Respective Department Heads/Department Faculty Members and Department Office
msbatch<20xy> etc.	BS-MS Batches	Director/DD/Deans/Head, CC/Registrar/Instructor list provided by Office, Academic Affairs.
bsbatch<20xy> etc.	BS Batches	Director/DD/Deans/Head, CC/Registrar/Instructor list provided by Office, Academic Affairs.

All terms and conditions as stated in this document apply to all the users of IISER Bhopal. Any user violating these policies is subject to disciplinary actions deemed appropriate by the competent authority or the head of the Institution.

llSER Bhopal provides the network/Internet connectivity to all the buildings in the campus area. The offered services are being used for teaching, information sharing, collaboration, and official use. The equipment, service and technology used to access the Internet are the property of the Computer Centre, llSER Bhopal, and the Computer Centre reserve the right to monitor Internet traffic, and access data that is composed, sent, or receive through its online connections. All sites and downloads may be monitored and/or blocked by the Computer Centre, llSER Bhopal. The Computer Centre will reserve the right to any software/hardware installation.

The following guidelines and policy apply to everyone who has access to llSER Bhopal Information Technology Resources, and it shall be the responsibility of all to ensure that this policy must be followed by all the users.

llSER Bhopal provides the network/Internet access to each faculty, staff, and students of llSER Bhopal. The services hosted over the network are meant for official use and academic activities by the members of the Institute.
llSER Bhopal network/Internet service or the IT resources will not be used for commercial activity, personal advertisement, solicitations, or promotions, such as hosting of commercial websites, or email broadcasts of commercial promotion.
After the No Dues certificate from the Computer Centre, CC will immediately disable or suspend Internet access (LDAP id) to an individual account or other network/Internet related services.
The user's machine or computer may be provided with an LDAP authentication bypass based on the recommendation from their respective head of the department/section.
The hosting of the user's machine or computer on open Internet will only be provided with the recommendation from their respective head of the department. The Internet port details on which machine/computer should be accessible over the Internet will be provided by the user. It will be the responsibility of the user/individual to ensure that the access is restricted to the machine/server and the llSER Bhopal network/Internet services should not be affected by their computer/server/machine.
To avoid any break-in, or disruption of Computer Centre (CC) network/Internet services, CC may shutdown the network access of the suspected IP address(es) or computer(s) without informing beforehand.
Users must not violate copyright law and must respect the license policy of the copyright material. For the avoidance of doubt unlawful file-sharing using the llSER Bhopal network/Internet is a violation of this policy.
Users are advised never to leave open access to their computer, email, website, or any other network/Internet accessible services. They are also advised never to save passwords under browser sessions.

Damaging computer equipment, files, data or the lnstitute's network/Internet System in any way, including spreading computer viruses, vandalizing data or software, damaging or disabling others' electronic property, or engaging in conduct that could interfere or cause a danger of disruption to the lnstitute's educational or electronic communications system.
Any attempt to circumvent system security, password break-in, or in any way gain unauthorised access to the computer or IT resources over the network is forbidden.
To avoid any intrusion or hindrance in the deployed network/Internet services, usage or installation of unauthorized network configuration or Wi-Fi access point/router in the academic and hostel area is not permitted. However, the residential users are advised to bring their Wi-Fi access point/router at Computer Centre for legitimate network configuration. The network configuration of Wi-Fi access point/router must be completed before putting it onto the campus network.
Using the lnstitute's network or Internet to perform any form of fraud.
Playing of games using the llSERB Internet facility is strictly prohibited.
Access to sites by any mean that are banned under law or that are offensive or obscene is prohibited. This is also an offense under the Indian IT Act 2000.
Use of the network/Internet or IT resources to tamper with information on other computers, to deliberately spread harmful programs, to hack into and compromise other systems or to cause damage of any kind using the internet is prohibited and is an offense under the Indian IT Act 2000. The user is liable for any civil losses caused, in addition to criminal prosecution under the Indian IT Act 2000.

All the users are expected to respect the privacy of other users. It is the user's sole responsibility to keep their access password in good standing and should not allow or share the details with anyone.
The students and members who are involved with academic or non-academic activities may access the lnstitute's IT resources or the deployed services for their teaching, research, and official work. The MAC address of the devices which require network/Internet facility must be registered at the provided common portal (MAC Address Registration) at the lnstitute's website.
The Wi-Fi connectivity is being provided through the 'iiserb', 'llSERB WLAN', 'eduroam', and 'Guest@llSERB' SSIDs.

All the registered users may access the network/Internet facility by use of 'iiserb' and 'llSERB WLAN' SSID.
Those who are visiting llSER Bhopal and the part of the "eduroam" enabled institutions, may access the Internet via 'eduroam' SSID.
The Wi-Fi SSID 'Guest@llSERB' is available throughout the academic area, hostel area, and visitor's hostel. Only short-term visitors to llSER Bhopal will be allowed to access Internet facility through this SSID. The guest user account will be provided to such users with the approval from their respective Pl/HoD. The MAC address registration is not required for 'Guest@llSERB' SSID.

All terms and conditions as stated in this document are applicable to all the users of llSER Bhopal. Any user violating the policy will be treated as academic misconduct, misdemeanour, or indiscipline as appropriate. Deepening upon the nature of the violation, the Institute authority may act by issuing a warning through disabling the account. In extreme cases, the Email/LDAP account may be completely deleted and or the user prohibited access to the llSER Bhopal IT facility.

The fixed rental would be charged on a slot basis for other institutions. The details are as follows:

Slot 1	Rs. 500/- per machine up to 4 hours
Slot 2	Rs. 1,000/- per machine up to 8 hours

The fixed rental would be charged on a slot basis for Govt. insitutions. The details are as follows:

Slot 1	Rs. 200/- per machine up to 4 hours
Slot 2	Rs. 400/- per machine up to 8 hours

The above said charges will accommodate the rental for electricity, AC, space, computer and technical support.

Terms and Conditions:

The booking must be made in 10 days advance with refundable security deposit of Rs. 20,000/- for other institutions and Rs. 10,000/- for Government institutions.
The rental charges have to be paid in advance for confirmation of the booking.
For any damage to the infrastructure, charges will be borne by the users on actual basis.
Cancellation of booking: ~ 5 days- 100% refund, 2 - 5 days- 50% refund, ~ 2 days- No refund.
The security and booking amount has to be paid by Cheque/DD/Online transfer in favour of Director, IISER Bhopal.
All above mentioned charges are subject to annual revision.

Computer Centre would like to frame an approval policy for content updations, modifications on the Institute website. The purpose of this policy is to establish guidelines for timely updates of the authentic information.

In the regard, Computer Centre would like to propose following guidelines for the same.

S. No.	Content updates/modification on Institute website page I section	Approving Authority
1	All pages of lnstitute Website	Director, DD, and Deans
2	Home/Main Page	Director, DD, and Deans
3	Department/Section Website/Page	HoD, Section-in-charge
4	Recursive Tabs, Header and Footer	Director, DD, and Deans

Apart from that CC may provide an access portal to a designated person by the department/section for files upload and modification on the relevant department pages/sections.

The website updates can only be done by the use of campus network. SSL-VPN services may be used in case of outside the campus network.

The update request will be managed through the Online Service Request Form, available at CC website. The time slot for incorporation of online service request for website update will be of 4 hours in working day.

The competent authority has right to assign authorization privileges to an individual.

Operating System (Windows 10) - Each faculty/faculty group, non-teaching staff or department/section office staff members may use only one Windows OS license which will be issued upon request.
Microsoft Office - Each non-teaching staff or department/section office staff members may use only one MS Office license which will be issued upon request. The faculties and students are already being provided with Office365 online license.
Adobe Acrobat Professional - All Deans, HoDs, Heads, and section/in-charge office staff may use Adobe Acrobat license which will be issued upon request.

The user may request through the Service Request Form.

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