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Policy 400.13

RESPONSIBLE USE OF INFORMATION RESOURCES 

Purpose

     The purpose of this policy is to describe what is considered proper and improper use of the college's technology infrastructure.

Summary

     The college has implemented a technology infrastructure to support its mission. While it is acceptable to use these services for other non-mission purposes, it is not acceptable to use it for purposes which negatively impact the mission or are unlawful.

Details

     In support of its mission, Zane State College, within the parameters of institutional priorities and financial capabilities, intends to provide access for students, faculty and staff to local, national and international sources of information.

     The policy for Responsible Use of Information Resources contains the governing philosophy for regulating faculty, student and staff use of the College's Information Technology resources including, but not limited to, academic and administrative computers and software, telephone services, audio-visual and learning spaces resources.  In adopting this policy, the College recognizes that all members of the College community are also bound by local, state and federal laws governing the use of these resources.

Access to services

     Access to the College's information resources and facilities is a privilege granted to Zane State College faculty, staff and students. The College reserves the right to extend, limit or revoke privileges and access to these resources. Any member of the College community who, without authorization, accesses, overburdens services, destroys, alters, dismantles, or disfigures College information technologies, properties or facilities, including those owned by third parties, thereby threatens the environment of increased access and sharing of information. He/she also threatens the security within which members of the community may operate and, in the view of the College, has engaged in unethical and unacceptable conduct.

    Zane State College's information resources, including the campus network and access paths it provides to off-campus resources such as the Internet, are facilities of the College and are designed to advance the mission of the College. The College strives to operate the network reliably, efficiently, securely, legally, and in accordance with College policies. To accomplish this, the College may exercise its right to log access to and use of all resources on the network as well as the traffic that flows through the network.

     Although information can be monitored and logged by the network, the College does not routinely monitor individual­ activities or the content of their work while using campus resources. However, if circumstances indicate a user or a user'­s computer is causing problems with operation of the network or other information resources, or is violating laws or College policies, the College will take all appropriate steps to identify the cause of the problems. This may include using information logged by the system or collected about users and their computers. If policies are violated, offending users will be dealt with according to established procedures. If there are indications of local, state or federal law violations, College personnel will cooperate with appropriate officials to identify and prosecute offenders. This will include providing information about machines and user activities that might be involved in the violations.

     As student information is protected by state and federal regulations, such as FERPA, access to student data is limited and based on the responsibilities of a person's position of employment. 

Off-campus access to services

     The use of the Internet and College equipment is encouraged for conducting College business when off-campus.  Access to secured and protected services for faculty and staff are available and are to be treated in the same manner as on-campus with regard to protection of privacy of information (sharing, storage and delivery).

Protection of accounts and information

     It is the responsibility of each user (faculty, staff and student) to set strong passwords and to ensure that their passwords remain private.  Sharing of accounts and passwords is a violation of this responsible use policy. 

     Information systems are configured with timed locking mechanisms to protect access to data.  However, it is incumbent upon employees who are granted the privilege of accessing sensitive information, that appropriate measures to log-out and secure both digital and physical information are followed.

Mobile devices such as smartphones, tablets, laptops

     With the mobility of information available via laptops, tablets, thumb drives, cloud-based storage, CD backups, etc, the critical need to protect sensitive and confidential information is heightened.  All confidential information is to be encrypted and/or stored on protected devices.  Access by any employee to any College operational information, including e-mail services, must be on a device which can be remotely erased in the event of loss (or stolen).  By connecting a personal device to any College information service, the owner grants permission to the College to execute such management capability to protect the privacy of student information.  Any device which connects to the College information service must also contain security such as password activation. If said device was to become lost or stolen, it is the responsibility of the individual who connected the device to contact the Technology Solutions Center immediately to safeguard the information stored therein.

Prohibited behaviors

  1. Use or attempted use, not authorized by the College, of an information resource account;
  2. Disguising or attempted disguising of the identity of an information resource account or information resource in use;
  3. Allowing other persons to use your information resource account or the accounts of others in the absence of the owner of the account;
  4. Use of College telecommunications network to gain or attempt to gain unauthorized access to local or remote information resources, including attempted access to other's account or information. No machine configured to operate as a network server shall be connected to the campus network by any method (data jacks, hubs, wireless or other connections) without written approval from the senior technology officer.
  5. Acts performed knowingly or deliberately which are intended to or have the effect of impacting adversely the operation of information resources and/or denying service to other users of the resources. This includes, but is not limited to, the unauthorized use of accounts for the purpose of sending e-mail mass mailings or chain letters, or executing programs that impede the operation of the network;
  6. Modification of computer diskettes, files, disks, programs or other information resources belonging to the College or other persons without the owner'­s permission;
  7. Installation of any personal networking device, including but not limited to: wireless access points, routers, storage.   Use or installation of a program or device which is intended to scan or damage an information resource file, system or network;
  8. Circumvention or attempts to circumvent information resource protection measures;
  9. Violation of licensing agreements for information resources;
  10. Reading, copying, deleting or altering in any way information resource communications, files, or software belonging to others without their permission, unless authorized by the President, the senior technology officer, or Presidential designee;
  11. Use of any College information resource for purposes other than educational/ administrative work directly related to the mission of the College or personal communications, unless approved by the President or Presidential designee.
  12. Use of information resources for commercial enterprises and/or financial gain.

Process for reporting suspected prohibited behavior

     Any suspected actions that counter the responsible use of technology services should be reported immediately to the Technology Solutions Center and/or the senior technology officer.  ITS team members will respond accordingly within local and federal law requirements.

 

COPYWRITTEN MATERIAL AND INTELLECTUAL RIGHTS

     Respect for the scholarly work and intellectual property rights of others is essential to the educational mission of any institution. Zane State College, therefore, endorses the following 1987 EDUCOM/ADAPSO statement on Software and Intellectual Rights. "Respect for intellectual labor and creativity is vital to academic discourse and enterprise. This principle applies to works of all authors and publishers in all media. It encompasses respect for the right to acknowledgement, right to privacy, and right to determine the form, manner, and terms of publication and distribution."

     Because electronic information is volatile and easily reproduced, respect for the work and personal expression of others is especially critical in computer environments. Violations of authorial integrity, including plagiarism, invasion of privacy, unauthorized access, and trade secret and copyright violations, may be grounds for sanctions against members of the academic community.

     Violations of the Digital Millenium Copyright Act (DMCA) will be handled through the ITS DMCA Procedures.

 

TECHNOLOGY PURCHASING AND MANAGEMENT

Technology Evaluations and Purchasing

     All technology equipment and software evaluations are to be conducted in coordination with the ITS department to ensure that the service will integrate appropriately with the technology infrastructure.

     In order to ensure optimal pricing and compliance with licensing agreements, all college technology purchases are to be quoted by the information technology department and approved by the senior technology officer. 

     Use of software for which appropriate licensing is not owned by the College is not permitted and is a violation of the Responsible Use of Information Resources policy.

Equipment Management

     All technology equipment including, but not limited to: computers, monitors, phones, projectors, response systems, and classroom technology remains owned by the College while assigned to support job and educational functions.  Equipment must be used appropriately and care taken that said equipment is not damaged, lost or stolen.  Responsibility for repair and/or replacement as a result of negligence will be borne by the person to whom the equipment is assigned.  Upon departure from the College, all equipment must be returned to ITS.

 

Policy approved by Cabinet and Board of Trustees, September 2012