Code of ethics and deontology applicable to users of the UCLouvain information system

Scope of this Code :
This Code of Ethics and Professional Conduct applies to all users of the UCLouvain information system, i.e. staff members, students, visitors, library users and any other person using UCLouvain's IT resources. It therefore also applies to information system managers.

The IT resources referred to in this document include all hardware resources (servers, workstations, workstations, laptops, peripherals, etc.), software resources, data (including data contained in databases) and network resources, as well as external resources (e.g. the Internet) that can be accessed via the UCLouvain network.

This Code of Ethics and Professional Conduct is an integral part of the working conditions of all UCLouvain staff. It can be consulted, together with all the specific documents that implement its principles, on the intranet on the ISMS website, on the page Regulations, codes and policies on...

This code is also an integral part of the General Study and Examination Regulations and therefore applies to all students at UCLouvain.

Failure to comply with the principles contained in this code shall expose the person concerned to the sanctions provided for in the regulations applicable to members of UCLouvain.

UCLouvain also reserves the right to review the conditions of access to its resources of any other user who commits a breach.
Type of document : L
Document status : Public
Entry into force: one month after dissemination of the information to the university community
Revisions: every three years from the date of entry into force, except for minor adaptations decided by the ISMS Directorate

General principles
1. Each user of the UCLouvain information system must ensure that his or her behaviour does not jeopardise either the security or the proper functioning of this information system.

2. The use of the resources of the UCLouvain information system implies strict compliance with

- Legal and regulatory provisions relating in particular to copyright, intellectual property, the protection of privacy and the processing of personal data, computer crime or electronic commerce.

For example, the following are prohibited

- Reproducing or distributing a work of the mind (writing, illustration, photography, music, film, software, etc.) in violation of the author's rights;

- The use of a person's words or image without their consent;

- Reading, intercepting or diverting a message of a private nature;

- Unauthorised use of personal data (unauthorised alteration, sale of data, identity theft, discrimination, etc.);

- Unauthorised access to the information system, hindering its operation, altering or deleting data;

- Use of a commercial, religious, delinquent or criminal nature or of a nature to disturb public order (use of the UCLouvain infrastructure to host a site linked to a complementary activity, selling its products, insults, defamation, discrimination, pornography, incitement to violence, etc.).

- This Code of Ethics and Deontology and the specific internal provisions laid down by UCLouvain concerning the use and management of the information system, its devices, its resources and its services [1];

- All the rules and regulations of UCLouvain applicable to the user of the information system, including the General Study and Examination Regulations and the Working Regulations[2] ;

- The conditions set by the software or data suppliers for the use of the software or data.


[2] Ibid.

For example, the following are prohibited

- The (remote) loading, installation or use of software for which UCLouvain has not taken out a user licence;

- Use of software outside the scope of the relevant licence;

- The use of software for which a fee has not been paid;

- Access to, use of or modification of databases (e.g. bibliographic) outside the conditions set by those who make them available.

It is the duty of every user to ensure that his or her usage practices comply with these provisions.

3. The resources of the UCLouvain information system are primarily for professional use; they must serve the missions of teaching, research and service to society.

Their use for private purposes is tolerated only if it is not for profit.

It also implies strict compliance with the provisions referred to in point 2.

Such use may not jeopardise the security or proper functioning of the information system. Its frequency or duration must not affect the quality of the work or the time that the user must devote to it.

This means, for example, that occasional use of the UCLouvain e-mail service or access to the Internet for private purposes is permitted, in compliance with the general principles of this document and the provisions contained in the documents relating to the use and management of e-mail and the use of the Internet at UCLouvain.

4. Each user has the duty to :

To take care of the devices made available to them;

Not to modify the configuration of these devices for other than professional purposes and, in this case, to do so only after ensuring that all security precautions have been taken and that the modification is lawful;
As almost all devices are connected to the UCL network, the actions of some may have consequences - sometimes harmful - on others; it is therefore essential to show solidarity by avoiding, for example
manipulations that jeopardise the security of the information system
manipulations likely to increase the burden on managers;
the installation of games unless justified on the basis of the research.

Maintain the confidentiality of user accounts, codes or passwords or any other access control device in order to help prevent any abuse or fraudulent use of the information system;

Avoid any action that would have the effect of accessing or modifying data that does not belong to it without having obtained the authorisation of the owner of this data.
In compliance with the applicable legal and regulatory provisions, including the law of 30 July 2018 on the protection of individuals with regard to the processing of personal data, the collective labour agreement no. 68 of 16 June 1998 on the protection of the privacy of workers with regard to surveillance by camera in the workplace and the collective labour agreement no. 81 of 26 April 2002 on the protection of the privacy of workers with regard to the monitoring of networked electronic communication data, UCLouvain reserves the right to implement security and control measures with the aim of:

- To prevent any use of the resources of its information system that is illicit, contrary to good morals or likely to harm the dignity of others;

- Preserve the confidentiality of the data and information flows managed by it;

- To ensure the security and proper functioning of its information system;

- To ensure compliance in good faith with the principles, rules of use and regulations in force within it.