Student Room Policy

1. Purpose

The purpose of this policy is to ensure that the institution’s chat platform is used in a safe, respectful, and academically appropriate manner. These rules apply to all students, staff, faculty, contractors, and visitors who access or participate in the platform.

2. Scope

This policy applies to:

• All official institutional chat platforms (e.g., Microsoft Teams, Slack, Moodle Chat, internal messaging systems)

• All devices used to access the platform (institution‑owned or personal)

• All forms of communication within the platform, including text, images, files, voice notes, and links

3. Acceptable Use

Users must:

• Use the platform only for academic, administrative, or institution‑approved purposes

• Communicate in a respectful, professional, and inclusive manner

• Follow all institutional policies, including:

  • Code of Conduct

  • Academic Integrity Policy

  • IT Acceptable Use Policy

  • Privacy and Data Protection guidelines

• Use their real identity; impersonation is prohibited

• Report inappropriate behaviour or security concerns to the designated administrator

4. Prohibited Conduct

The following behaviours are strictly prohibited:

4.1 Misuse of Communication

• Harassment, bullying, discrimination, or hate speech

• Threats, intimidation, or abusive language

• Sharing explicit, violent, or otherwise inappropriate content

• Spamming, flooding, or disruptive messaging

4.2 Academic Misconduct

• Sharing exam answers, assessments, or solutions without permission

• Coordinating cheating or plagiarism

• Posting copyrighted materials without authorization

4.3 Security Violations

• Sharing login credentials or accessing another user’s account

• Attempting to bypass security controls or monitoring systems

• Uploading malicious files, links, or software

4.4 Privacy Violations

• Sharing personal information about others without consent

• Capturing screenshots or recordings of chats without permission

• Posting confidential institutional information

5. Content Standards

All content shared on the platform must:

• Be relevant to the academic or administrative purpose of the chat

• Be free from offensive, defamatory, or misleading information

• Comply with copyright and intellectual property laws

• Avoid excessive use of emojis, slang, or informal language in professional channels

6. Monitoring and Logging

• The institution may monitor, log, and review chat activity for security, compliance, and operational purposes.

• Users should have no expectation of privacy when using institutional communication systems.

• Monitoring will be conducted in accordance with applicable laws and institutional policies.

7. Enforcement and Consequences

Violations of this policy may result in:

• Warnings or temporary suspension from the platform

• Loss of access to institutional IT systems

• Academic penalties (for students)

• Disciplinary action under staff or student conduct procedures

• Referral to law enforcement for serious breaches

8. User Responsibilities

Users are responsible for:

• Keeping their login credentials secure

• Ensuring their device is free from malware

• Reporting suspicious activity immediately

• Maintaining professionalism in all communications

9. Amendments

The institution reserves the right to update or modify this policy at any time. Users will be notified of significant changes.

10. Acknowledgement

By accessing or using the chat platform, users acknowledge that they have read, understood, and agree to comply with this policy.