Skype for Business Terms of Service

The following agreement describes the terms under which users may access and use Skype for Business (hence known as the Service) at the University of Victoria. In order to become a user of this Service, prospective users must read and accept all of the terms and conditions of the agreement below. If users do not agree to be bound by the terms of this agreement, or are found to be in violation of the terms of this agreement, access or use of the Service may be denied or revoked.

The University of Victoria reserves the right to modify this agreement at any time, without prior notice, by posting amended terms for acceptance on this site. Continued use of the Service indicates acceptance of the amended Terms of Service.

The University of Victoria’s Skype for Business service is provided to eligible staff and faculty. Eligibility is noted below.

University Policy

The use of the Service is governed by all applicable University policies, including but not limited to:

University Policy IM7200, Acceptable Use of Electronic Information Resources. This policy pertains to information technology services and to the resources these technologies make available in support of the university community.

University Policy IM7800, Information Security (and Associated Procedures). This policy defines the authorities, responsibilities, and accountabilities for Information Resources and Information Systems security.

Note: This service is not intended for the sharing of highly confidential data. See IM7800 section 8.0 for information classification levels.  

University Policy IM7700, Records Management (and Associated Procedures). The purpose of this policy is to ensure that university Records are created, used, disposed of and preserved in a systematic manner, compliant with relevant legislation.

University Policy GV0235, Protection of Privacy (and Associated Procedures). This policy articulates how the university complies with the privacy components of the Freedom of Information and Protection of Privacy Act (FIPPA).

The University of Victoria reserves the right to suspend a user’s access to the Service at its discretion if the content or use of the Service is known to violate the appropriate guidelines outlined in the above policies.

Security Standards and Requirements

Net new records– A record generated by using the Service is considered a University record. Records generated by this Service include conversation history, videoconference recordings and survey/poll results. Similar to email, these records are subject to the policy requirements as set out in the University of Victoria’s Records Management Policy IM7700.

Exchange of existing records– A record exchanged using the Service is also subject to the policy requirements as set out in the University of Victoria’s Records Management Policy IM7700. Many types of records can be exchanged with this Service as attachments and via application sharing; examples include but are not limited to Word documents, images and PowerPoint presentations. When sharing these types of content, users must ensure the content has been vetted and is safe to exchange.

Exchange of external information – Information that is not considered a university record can also be exchanged using the Service. This content from external sources, such as URLs, is subject to the policy requirements as set out in the University of Victoria’s Acceptable Use of Electronic Information Resources Policy IM7200.

Information classification– The Service provides availability information about users in the form of ‘Presence’. This feature indicates when a user is, presumably, at their desk and able to conduct instant message conversations. The classification of this information is not formalized however it can be treated as Internal information under the University of Victoria’s Information Security Policy IM7800. As such, users of the Service are expected to treat this information appropriately for business-related matters only.

Appropriate content - The Service provides a channel for communication; as such, the communication conducted is subject to the policy requirements set out in the University of Victoria’s Information Security Policy IM7800. In using the Service it is understood that the nature of conversations will be appropriate, respecting the privacy and confidentiality of students, staff, faculty and stakeholders of the University of Victoria. Users of the Service agree not to conduct conversations of a confidential, highly-confidential or prohibited nature using the Service.

Disclaimer

The University of Victoria will endeavour to ensure that the Service is available 24 hours a day; however, access may be suspended temporarily and without notice in circumstances of systems failure, maintenance and repair, or for reason beyond the control of the University of Victoria. More information about computing issues and outages can be found through the University Systems Informed feed.

Eligibility

The Service is available at the University of Victoria, via departmental request, to active staff and faculty with primary, Exchange-enabled NetLink IDs, employed in areas supported by the Desktop Support Services (DSS) team. Active is defined under these terms as currently employed by the University of Victoria. Users of the Service will be enabled to access it using only their primary NetLink ID (see exclusions below for more information).

When a user of the Service is no longer considered an active employee, access to the Service will be revoked as part of employee de-provisioning upon notification to DSS by the employee’s supervisor.

Exclusions

The Service is not available on Virtual Payment Terminals (VPTs). Use of the Service on these machines violates the terms of these machines and is, thus, prohibited.

In addition, secondary and role-based NetLink IDs will not be enabled to use the Service. Users of the Service will be enabled to access it using only their primary NetLink ID.

Access

In order to use the Service, department leaders must submit a request to Systems in order to initiate the departmental onboarding process. During onboarding, DSS will work with the requesting department’s representative to coordinate training and onboarding. Eligible users in the department must attend training offered by DSS to be introduced to features and appropriate uses of the Service. Once training is complete, eligible users will be enabled and receive an onboarding checklist to support their initial engagements with the Service. Eligible users will also be directed to ongoing support materials available on the Systems Help centre.

Roadmap

The Service has evolved since the first introduction on campus and will continue to do so as it is used in order to serve eligible users most effectively. The Service began as a limited pilot for the Systems department to test the appropriateness of it as a service at the University of Victoria. At that time, the Conversation History1 function was turned off. Before rolling out to the DSS-supported areas on campus, Conversation History was turned on. Any future changes to the Service such as this, that will impact client experience, will be communicated to users through appropriate channels as soon as reasonably possible. Any changes to eligibility or terms of service, such as enablement of users non-DSS supported areas, will be communicated similarly. In these communications, reference will be made to the Terms of Service which will evolve to ensure the scope of service is accurately reflected. 

Skype for Business Roadmap


1 Feature of Skype for Business that automatically saves all IM conversations to the user’s Exchange mailbox folder called ‘Conversation History’.

Skype for Business Terms of Service v1.7 | Last updated: Sept 4, 2018