ITS

Information Technology Services
Information Technology Services

SharePoint Online Terms of Use


Introduction

Office 365 is Queen's chosen suite of collaboration tools to support the teaching, learning, research and administrative activities of the Queen's community.

A component of the University’s Office 365 subscription, SharePoint Online is a cloud-based collaboration platform that integrates with a variety of Microsoft Office 365 applications and services.

With SharePoint Online, users can easily create, store, collaborate and share content users can easily create, store, collaborate and share content through the use of Modern SharePoint sites and document libraries, access internal sites, documents, and other information from anywhere - at the office or on the go.

The Queen’s SharePoint Online Terms of Use (herein referred to as the "Terms of Use”) outline appropriate usage, the roles and responsibilities, policies and guidelines, and processes that guide, direct, and govern the use, administration, management and operation of the SharePoint Online environment a broadly-scoped document management and collaboration platform at Queen’s University. 

Both Office 365 and SharePoint Online are rapidly evolving services provided by Microsoft and administered by Queen’s Information Technology Services (ITS).  As such the Terms of Use, will be reviewed and/or updated on a regular basis by ITS to ensure alignment with any changes to either Queen’s or Microsoft’s SharePoint Online service offerings. All users are responsible for ensuring that they are up-to-date with the Terms of Use, Office 365 Group usage guidelines, SharePoint Online and Office 365 service offerings, and any other related policies.  All of which may be subject to change without formal notice.

Scope

The Terms of Use apply to all aspects of usage and content within SharePoint Online, as well as applications and services, such as Office 365 Groups membership service, which uses SharePoint Online to unify collaboration technologies across Office 365.

Audience

The Terms of Use apply to all Queen's faculty, staff and students, as well as to contractors or agents engaged by a department or employee, or any individual using Queen's IT resources, whether on-campus or remotely, including alumni, external consultants and partners, and any other guests or external users that may have authorized access.

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Governing Policies

Users of the Office 365 service are governed by policies of the Electronic Information Security Policy Framework, including the Acceptable Use of Information Technology Resources. Failure to comply may result, at a minimum, with suspension of service.

Related Guidelines and Further Reference

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Appropriate Use

  • Information Technology (IT) resources, such as SharePoint Online, are provided to support the teaching, learning, research and administrative activities of the University.
  • The SharePoint Online service is intended to be used as a platform for collaboration, process improvement, document and content management, intranets, and other University-related activities that support the needs and strategic goals of the Queen's community.
  • The Queen’s SharePoint Online service offering currently consists of Modern SharePoint Team and Communication sites.  Classic SharePoint sites are not offered.  
  • When using SharePoint Online, users are expected to take necessary measures to preserve the confidentiality and integrity of information including:
    • Sharing data with others only when they require it for a University activity. Ensuring access is removed when no longer required.
    • Retaining University Records according to the retention schedule policy. Deleting non-University records when no longer required for the intended purpose.
    • Using this service in accordance with the Acceptable Use of Information Technology Resources Policy and best practices.
    • Reporting suspected, known or observed threats to the security or privacy of data to your Unit Head or IT Support Centre

Unacceptable use

  • Personal use.  SharePoint Online must not, under any circumstances, be used for personal use. Individuals should use their OneDrive for Business space when working on their documents with a smaller number of collaborators.  
  • Personal web spaces or public websites. SharePoint Online must not, under any circumstances, be used for personal or public websites. There are centralized services (e.g. WebPublish, Queen’s Wiki) in place to fulfill this role.
  • Commercial use. SharePoint Online must not, under any circumstances, be used for e-commerce related activities.
  • Alternative solutions:  SharePoint Online must not be used to create alternative business process solutions that are the jurisdiction of another department or that are intended to replace or circumvent an enterprise level solution (e.g. onQ, SOLUS, acQuire, Queen’s Survey Tool, etc.) without the explicit permission and sponsorship of the service and/or data owner.
  • Other:  SharePoint Online must not, under any circumstances, be used for any activities that do not support teaching, learning, research and administrative activities of Queen’s University.

Eligibility

  • All current staff, faculty, and students of Queen's University are licensed to use SharePoint Online.

Creating and Requesting SharePoint Sites

Team Sites

  • All current staff, faculty, and students of Queen's University, with an active Queen's email account, are eligible to create Team sites (group-connected) through self-service in Outlook, Planner, Microsoft Teams, Stream, Yammer. Note:  the team site is automatically provisioned when an Outlook group, Planner Plan, Microsoft Team, or Yammer group are created.  It is not an independent process.

Communication Sites

  • Any Faculty, School, Department or Program at Queen's University is entitled to a Communication site.
  • Student groups and associations may be eligible for the service with a full-time faculty or staff sponsor.
  • All current full-time staff and faculty of Queen's University, with an active Queen's email account, are eligible to request a communication site using the SharePoint Online Communication Site Request form.

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Roles and Responsibilities

IT Services (ITS)

ITS is responsible for:

  • Technical and application management of Office 365, including SharePoint Online administration
  • Request fulfillment with regards to provisioning SharePoint communication sites, storage quota and sharing capability, hub site registration
  • Providing support for Office 365 core services 

ITS is NOT responsible for:

  • Providing, delivering or developing training and/or training material.
  • Supporting, designing, developing and maintaining solutions within SharePoint Online
  • Managing, creating, editing, deleting, monitoring or maintaining content within SharePoint Online
  • Managing and delegating end user permissions settings within SharePoint Online
  • Migrating content into or within SharePoint Online

Site Owner(s)

Site Owners are responsible for:

  • Reading, understanding and adhering to the Guidelines, including governing University policies, standards, and best practices.
  • Ensuring that the Site has been named appropriately, a description of the Site has been provided, and the Site has been classified according to Queen's University Data Classification Standards.
  • Ensure that the site always has an active Site Owner and a backup (if the current owner is going to leave, they must ensure that a new site owner has been appointed).
  • Ensuring that access to the Site and associated content is managed appropriately. This includes removing access when access is no longer needed or warranted.
  • Ensuring that storage space is used optimally and that University Records are managed in accordance with the Queen's University Records Management and Privacy Office guidelines and practices.
  • Configuring sites to meet user requirements.
  • Managing permissions for their site collection and site(s).
  • Troubleshooting any end-user issues with their site(s).
  • Ensuring that users of the sites are adhering to the Terms of Use (this document), and coordinating with Site Members to address instances of non-compliance.
  • Ensure that the site content is properly maintained over time and properly archived when the site has reached the end of its useful life.
  • Provide first line of support for users.  Users should contact their site admin with any site-specific issues or inquiries.

Site Members

  • Site Members have control over content, as they may have the ability to add, edit and delete. 

Site members are responsible for:

  • Reading, understanding and adhering to the Terms of Use and Office 365 Group Usage Guidelines (if applicable), including governing University policies, standards, and best practices.

Site Visitors

  • Site Visitors have read-only access to content

Site visitors are responsible for:

  • Reading, understanding and adhering to the Terms of Use and Office 365 Group Usage Guidelines (if applicable), including governing University policies, standards, and best practices.

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Storage Quota

Storage allocation

  • The University's current Office 365 licensing agreement offers a finite amount of SharePoint Online (SPO) storage for the entire University. In an effort to distribute SPO storage effectively and equitably across the University, to mitigate performance issues, and to contain costs associated with increased storage, all SharePoint modern communication sites and team sites (including those associated with Microsoft Teams and all groups created through Outlook, Planner, Stream, and Yammer) are currently provisioned with 10 GB of SPO storage.  

Storage quota usage

  • Site administrators have access to Storage Metrics through Site Settings. Site administrators should monitor the Recycle Bin and empty it regularly as it contributes to total storage limit. 

Quota notifications

  • When 85% of storage quota has been reached, in-app warning notifications will surface and warning emails will be sent to site administrators. When the maximum storage limit has been reached the site will be set to read-only and any changes made won’t be saved. If you believe you have received a message about your quota in error, or feel that you may be the target of a phishing attempt, contact the IT Support Centre.

Requests for quota increases

  • Requests for storage quota increases will be considered on a case-by-case basis when 85% of site storage quota has been reached and/or with a demonstrated need that aligns with the teaching, learning, research and administrative priorities of the University. Under exceptional circumstances,  IT Services may provide a temporary increase in storage.
  • A site owner can request a quota increase using the SharePoint Online Storage Quota Increase Request Form. Please note, in certain cases, the request will need to come from a Unit Head (the Department Head or Director of a Queen's department, or the Principal Investigator or Lead Researcher for a research unit or project).

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Data Retention and Removal

  • In establishing a site, a site owner is considered to be the Information Custodian. An Information Custodian is responsible for maintaining appropriate controls to guard against unauthorized access, modification or deletion, and inappropriate use or disclosure, whether intentional or unintended, of records within the Site’s storage space.
  • In accordance with the Queen's University Records Management Policy, Information Custodians must retain and dispose of records in accordance with Queen's University Archives Records Retention Schedules to protect them from improper disposal. If you require advice or assistance prior to deletion or when transferring records out of a Site's shared space contact the University Records Manager.

Inactive Sites

  • Information Custodians need to be aware that Sites that have been inactive for a period of 365 days or more may be deleted by ITS. ITS will notify Information Custodians prior to deletion, but if they receive no response, the Site will be deleted. If a Site is deleted, by ITS or proactively by an Information Custodian, all the records associated with the Site’s storage space will be deleted as well.

Sites without Owners

  • Information Custodians need to be aware that ownerless or orphaned sites may be deleted by ITS. ITS will notify site members prior to deletion, but if they receive no response, the site will be deleted. If a site is deleted by ITS, all the records associated with the Site’s storage space will be deleted as well.

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Recovery

  • Site owners and administrators have the ability to delete a Site, but do not have the ability to recover a Site. Note: if you delete an Outlook group, Planner plan,  Stream group, Microsoft Team or Yammer group, you are deleting the connected Team site and all of the site content.
  • The content of a deleted site may be recoverable by an Office 365 administrator provided that a request to recover is made within 93 days from the date of site deletion. Beyond the 93 days the Site cannot be recovered. The Site owner (or Unit Head) can make a recovery request by contacting the IT Support Centre.

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Sharing with External and Anonymous Users

  • Sharing with external and anonymous users is enabled for Team Sites.
  • Sharing with external and anonymous users is disabled for Communication Sites.  Site owners may request a less restrictive sharing option by contacting the IT Support Centre.
  • External and anonymous users are users who do not have a license to the Queen's University Office 365 subscription and are limited to basic collaboration tasks through the use of sharing links. If you or your group perform work that involves sharing documents or collaborating directly with vendors, contractors, consultants, researchers, clients, or customers outside of Queen's University, you can use external sharing features of SharePoint Online to give them access to certain areas of the Office 365 Group, Microsoft Team, or to specific files and folders in an associated SharePoint Team site or document library. For more information on sharing links and external sharing capabilities, refer to: Share SharePoint files or folders.
  • External users must not be granted any admin privileges.
  • Site owners and/or members are responsible for ensuring that external user access is removed, and anonymous sharing links are disabled when no longer needed or warranted.
  • If information within the Site should never be shared with external users, site owners can request a more restrictive sharing option by contacting the IT Support Centre.

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Third-Party Integrations, Customizations, SharePoint Apps

  • Queen’s SharePoint Online utilizes out-of-the-box functionality. Requests for integrations, customizations, custom scripts, or third-party applications are not supported at this time. 

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Last Updated: April 23, 2020