Stanford
Lathrop Learning Hub Student Affairs

Virtual Desktop Policies

Stanford VPSA LTS Apporto Virtual Desktop Usage Policies

LTS Technical Systems provides the Apporto Virtual Cloud Desktop services in support of the educational mission of the University. It is the responsibility of each user to use these services appropriately and in compliance with all University, City, County, State, and Federal laws and regulations.

The Virtual Cloud Desktop service is provided as productive work environments for students and members of the Stanford community. The primary use of these resources is for work related to academics. All other uses are considered secondary.

These policies are subject to change from time to time with such changes effective upon posting at thehub.stanford.edu; we encourage users to review these policies regularly and compliance will be expected promptly.  For any questions regarding the Virtual Desktop Usage policies or support please contact LTS Technical Systems at virtual-desktop@lists.stanford.edu.

  1. Stanford Acceptable Usage policies

    1. Computer and Network Usage Policy: Users must adhere to Stanford's Computer and Network Usage Policy when using the virtual desktop environment.
    2. Information Security Policy: This policy should be read in conjunction with Stanford's Information Security Policy to ensure consistent data protection measures.
    3. Terms of use for sites: Additionally, all usage of Stanford sites are subject to the Terms of use for sites.
    4. Sexual Harassment Policy: This policy covers all uses of electronic technology and communication on campus, including e-mail correspondences and online discussion forums. Refer to the Sexual Harassment Policy for further information and a description of your options for addressing sexual harassment.

  2. File Storage Limitations

    1. Each user is allocated a maximum file storage capacity of 2GB within the Virtual Cloud Desktop services environment.
    2. Temporary storage used during the virtual desktop session is not affected by the 2GB limit.
    3. Users must regularly review and manage their files to stay within the allocated storage limit.
    4.  Users are encouraged to store files in cloud storage like Google Drive or offline storage, utilize compression techniques, remove duplicates, and delete obsolete or unnecessary files to optimize storage space.

  3. Account Deprovisioning and Retention Period

    1. All user accounts are subject to a 12 months grace period of inactivity. After the grace period has elapsed, user accounts will be deprovisioned. Users have 60 days to contact Technical Systems to reactivate their account and access their stored files.
    2. Files will be automatically purged from the system 60 days after account deprovisioning without further notice.
    3. After graduation or separation from the University, user SUNet ID accounts are subject to a 120-day grace period.  After the grace period, access to the Virtual Cloud Desktop services will end immediately including access to the files on the account.  This policy supersedes the account inactivity grace period and file retention period above.
    4. Users should ensure that critical files are backed up or transferred to alternative storage solutions before the expiration of the grace/retention period.

  4. Data Classification and Usage

    1. Users are responsible for appropriately classifying their files based on sensitivity, confidentiality, and compliance requirements.
    2. Only low risk data should be used on the remote cluster computers and the Virtual Cloud Desktop service. Please follow Stanford Information Security Office’s minimum security guidelines for classifying data at: UIT Data Classifications .

  5. File Backup

    1. Users are responsible for maintaining backups of their own files outside the virtual desktop environment.
    2. Regular backups should be performed to ensure the availability and integrity of important data. 

  6. Monitoring and Enforcement

    1.  LTS Technical Systems reserves the right to monitor usage and take necessary actions to enforce compliance with our policies.
    2.  LTS Technical Systems reserves the right to deny service to any person who is found in violation of any Virtual Desktop Usage Policies.
    3. Violations of these policies may result in warnings, temporary suspension of access to the Virtual Cloud Desktop service, or other actions, as deemed appropriate.
    4.  LTS Technical Systems reserves the right to terminate anyone’s account should it be determined the resources usage or network traffic from said user session drastically inhibits or interferes with the use of the service by others.
    5. Student violations of the above policies will be handled through Student Technology and Office of Community Standards; other violations will be referred, as appropriate, to the Provost's Office, Human Resources, and/or the Stanford University Police Department.