This document describes the measures taken by the University to counter computer viruses and identifies the responsibilities of individuals, departments and Computer Services (CS) in protecting the University against viruses.
Introduction
A virus is a piece of self-replicating code, most often
a malicious software program designed to destroy or
damage information on computers. Some viruses cause no
damage apart from reproducing, but a significant number
are specifically designed to cause data loss or to
compromise the confidentiality of files by sending
copies of them to others.
Potential sources of viruses include shared media such
as floppy disks or CD-ROMs, electronic mail (including,
but not limited to, files attached to messages), and
software or documents copied over networks such as the
campus network and the Internet.
A virus infection is almost always costly to the
institution whether through the loss of data (possibly
permanent), staff time to recover a system, or the delay
of important work. Viruses spread from the University
can lead to damage to the University’s reputation and
can make the University vulnerable to possible
litigation that costs money and the staff effort
necessary for investigation and remedy.
Computer Services’ Responsibilities
Licenses
- CS purchases Symantec Norton Anti-virus (NAV) licenses for PCs and MACs. Installation of Symantec Anti-Virus is required on student owned machines in the dorms. This product is offered free of charge to all students of NSU and is installed as part of the Cisco Clean Agent process (mandatory). Product is configured to automatically receive virus definition updates from the SAV Corporate Edition server.
- Deployment of anti-virus software
- CS staff installed NAV on the basic images used for all faculty, staff and lab machines. The software is available on the network for all computers running Windows 95+.
- Updating of software
- CS will keep the anti-virus products it provides up to date. We utilize Symantec Anti-Virus Corporate Edition with centralized policy management. This allows us to automatically deploy new virus definitions to workstations configured in “managed” mode. We are in the process of configuring the SAV clients to scan workstation hard drives monthly.
Containment of Virus incidents
- CS staff will take appropriate action to contain virus infections and assist in their removal. In order to prevent the spread of a virus, or to contain damage being caused by a virus, CS may remove a suspect computer from the network or disconnect a segment of the network.
- Advice and Assistance
- CS will provide advice to individuals on installing the anti-virus products and on virus protection generally. This includes advice on virus hoaxes, including occasional circulars on specific hoaxes.
- CS will assist individuals with recovery from viruses. This includes advice on containment to stop the spread, help with removing viruses, taking note of information about the incident and advice on how to prevent a recurrence.
Knowledge and expertise
CS will maintain knowledge and expertise on viruses and virus protection. This will be kept up to date through suitable staff training, awareness and access to resources.
Servers
CS will perform periodic sweeps of server system files and staff/student file stores. Real-time scanning will be in place on all file and web servers.
Electronic Mail
CS utilizes Trend Micro ScanMail for protection of our faculty and student Microsoft Exchange Servers. Incoming mail is scanned before it is delivered to a user’s mailbox and infected attachments are cleaned or deleted if not cleanable. We are also currently blocking potentially harmful files with extensions such as .pif, .bat, .vbs, .zip, .exe, etc.
Plans
SAV will continue to be installed on university owned machines with virus definitions being pushed out to the managed machines.
Departmental Responsibilities
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Some departments manage their own computers and responsibility for virus protection on these computers lies with the Department. This includes installing SAV, removing any viruses found and applying any updates necessary to defend against possible threats. The Chief Information Officer will ensure that these responsibilities are allocated to an appropriate member of staff.
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All departmentally managed computers must use the most current version of SAV and configure the client in managed mode. Real-time scanning must be enabled.
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Departments managing their own servers must also install SAV.
Individual Responsibilities
Using University Systems on Campus
- All staff and students are responsible for taking suitable measures to protect against virus infection and failure to do so may constitute an infringement of the University’s Acceptable Use Policy. A user who allows their computer to become infected puts at risk their own work and other people’s systems and data within the University and beyond.
- Faculty/Staff must have SAV installed and ensure that
it is working. To determine if SAV is running on your
computer, look for the gold shield
in the lower right hand corner. If there is a yellow
splat, or a red circle with a line through it, on the
shield, please call the Net Services Helpdesk
immediately. - Staff and students using the University’s computers
should adopt the following ‘best practice’ at all times.
- Exercise extreme caution when opening attachments and check for viruses before opening.
- Perform regular backups of data on individual desktop systems.
- If your computer is infected, remove the machine from the network immediately.
- Report any virus found to the NET Services Helpdesk. Provide the following information if known: virus name, extent of infection, source of virus, and potential recipients of infected material.
- Any virus warnings or hoaxes should be forwarded to CS who can confirm whether or not it is genuine. Do NOT forward these warnings to anyone else.
- Allow NAV to scan hard drives monthly.
- Staff or students who are authorized to attach their own computers to the University network must ensure that their computer has virus protection to the same level as University owned equipment.
Using computers at home
Obviously, not everything that staff and students do at
home on their computers falls within University policy.
However, it is recommended that in addition to the
above, it is best practice to:
- Update virus protection software frequently (weekly is recommended). SAV is available for student use on their personal computer, whether on or off-campus.
- Install any recommended security patches for the operating system and applications that are in use.