Code of Practice for the publishing of information in electronic form
1. Publishing information in electronic format
It is possible to publish information in electronic format by a number of means, including: electronic mail and mailing lists, newsgroup lists and information servers such as World Wide Web. This code of practice governs all methods of publishing information using University computer systems and networks and will in due course be authorised by the University Court.
Whilst the University is committed to ensuring a working and learning environment that encourages debate, scholarship and research, all members of the University should be aware of their legal and moral responsibilities. In the context of this code of practice, particular care should be taken against using the University's computers or networks to create, store, send, publicise or display material using which is offensive or illegal or might otherwise discredit or harm the University or its members. More generally, care should be taken to treat others with humanity and respect.
You are strongly advised to read Electronic Copyright, which gives important information about using other people's material and also about the copyright on your own material which is copyright you may not completely own.
2. Publishing for the University
Members of the University who publish information relating to, and on behalf of, the University, should ensure that they have obtained permission to do so and that the information has been approved by their head of school or unit or by the Public Relations Office. They are also bound by the rules outlined in section 4.
Whilst publishing online information offers enormous attractions and advantages, the same care and attention involved in conventional publishing is necessary. This includes:
- care in writing and proofing,
to provide accuracy and the removal of out-of-date information
- high standards of layout,
following University guidelines for particular systems (e.g. World Wide Web) where appropriate
- a clear statement of author and date
Changes to information must be made only with permission of the author.
3. Personal publishing
Members of the University who wish to publish their own material (for instance in World Wide Web pages) should be careful to make clear that it is not, or not directly, related to the University and its publications. They are nevertheless bound by the rules outlined in the following section 4.
4. Rules to be followed by all those publishing electronically
In sections 4.1 to 4.3 below you will find references to associated University codes and conditions, JANET Acceptable Use Guidelines and a review of the legal framework that is relevant to electronic publication. Prospective authors and users of electronic information are advised to make themselves familiar with this material.
4.1 Related University codes and conditions
All users of computers within the University of St Andrews must abide by the Conditions for Use of Computers in the University (the Conditions), some of which are the subject of Acts of Parliament. It is important that the Conditions should be read in conjunction with this Code of Practice.
All users of computers within the University must also abide by the Code of Conduct for Use of Software and Datasets.
Of particular relevance is information found in Electronic Copyright and the Code of Practice for the use of World Wide Web Systems in the University.
All these related documents have been (or will be) authorised by the University Court.
4.2 JANET Acceptable Use Guidelines
All users of University computer systems must abide by the conditions for Acceptable Use of the JANET Network. These have been defined by the Joint Information Systems Committee of the Funding Councils and apply to all JANET connected sites. See the JANET Acceptable Use Policy.
4.3. Legal framework
The following is a non-exhaustive list of Acts of Parliament and other legal issues of which authors should be aware: a further list, including links to on-line copies of Acts, is available:
- Computer Misuse Act (1990). It is likely that any material which incites, encourages or enables others to gain unauthorised access to a computer system is illegal.
- Copyright, Designs and Patent Act (1988). In general, this Act requires the permission of the owner of the intellectual property be sought before any use of it is made. It should be noted that University logos and titles are the property of the University and they, together with University addresses, may only be used for official University documents.
The Copyright Advisor (e-mail copyright) should be consulted for further information.
- Data Protection Act (1998). These provide for protection of data which is stored in an information system (including on a computer or other electronic system) and relates to personal details about any living person.
The University's Data Protection Officer (e-mail dataprot) should be consulted for further information.
- Race Relations Act (1976). Any material which either discriminates or encourages discrimination on racial or ethnic grounds contravenes the Act.
- Sex Discrimination Act (1975). Any material which discriminates against any person on the grounds of sex, gender and, in some instances, sexual orientation, or encourages such discrimination, contravenes the Act.
- Other relevant Acts of Parliament include The Obscene Publications Act (1959), The Protection of Children Act (1978), The Public Order (Scotland) Act (1989) and The Trademarks Act (1994).
- Libel: Facts concerning individuals must be accurate and verifiable, and views or opinions must not portray their subjects in a way that could damage their reputation.
- Pornography: The display of pornographic or sexually explicit material, or publicising access to such material, is not allowed.
- Advertising: If advertisements are published then they must comply with the Code of Practice issued by the Advertising Standards Authority. This requires that all advertisements should be "legal, decent and honest". They should also be truthful.
4.4 Breach of the rules
Failure to observe the rules outlined in the above sections 4.1 to 4.3, either by students or staff, will be considered as a serious matter by the University and appropriate disciplinary measures will be invoked. For students this could involve fines, suspension of access to computing facilities or, in extreme cases, expulsion.
Any breaches of criminal law are outwith the control of the University, but these should be avoided by paying careful attention to this code.