Procedure 3.8.1: Information Technology Usage Procedure
Effective Date: Mon, May 19, 2008
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Purpose
This section will define the procedures for the use of the Information Technology Services systems at Haywood Community College. All users of HCC information technology services are subject to the Computing Services Policy found in the HCC policy manual.
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Scope
Haywood Community College will provide information technology resources to staff and students for the purpose of completing college-related activities. These activities include, but are not limited to the following: data entry and retrieval, report preparation, records maintenance, instruction, research, and planning. Because of the wide range of users and uses, it is necessary to establish procedures to ensure that the systems are used in the most efficient manner possible while providing for the protection of equipment, data, and software. HCC has the right to monitor activities and to access information on HCC information technology systems stored, sent, created or received by faculty, staff and students. HCC faculty, staff and students should not expect individual privacy in their use of HCC information technology systems including the use of the HCC electronic mail system.
While the Executive Director of Technology and Instructional Support Services is charged with the responsibility for the proper use of the Information Technology Services systems, it is everyone’s responsibility to see that information and technology services and resources are properly used and that security is maintained. Since all of these responsibilities can be considered under the broad category of security, each user must be aware of and employ proper operating procedures to ensure security. In this context, “the system” means both the equipment and the data.
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Information and Technology Systems
The following must be adhered to in the use of HCC Technology and Information Systems:
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Security
Security refers to the protection of all equipment resources from any kind of damage and the protection of data from (1) disclosure to any unauthorized person, (2) unauthorized modification, or (3) destruction. Each Information and technology system user has a personal ID that must not be used by any other user. Users should not leave a computer unattended on which they have logged-on to HCC information technology services and resources. If a user must leave the immediate area of their workstation, he/she should log off the system. Sensitive information should not be left accessible on a computer or sent to printers that are located in areas open to the public.
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Software
Unless specifically authorized in writing by the software developer or publisher, programs and their related documentation shall not be reproduced in any form. U. S. Copyright Law provides for civil damages in cases involving the illegal reproduction of software. Students and staff involved in the making or use of unauthorized copies of computer software will be subject to disciplinary action. Unauthorized copies or illegal software installed by students will be confiscated and destroyed. Students cannot install personal software on college-owned computers.
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Confidentiality
Information Technology Services will practice appropriate measures to provide security, operability and integrity of the Wide Area Network (WAN), including e-mail, Internet, and other related resources. The college will not guarantee that electronic media stored on computers and transmitted on the WAN will remain confidential and secure.
Additionally, computer-related files and data created or stored on college Information Technology systems are considered open records and are subject to discovery and subpoena during disciplinary and legal actions. As specified in the HCC Computer Services Policy, the college reserves the right to view and disclose the contents of e-mail and data created, transmitted, received, and stored on college-owned computers.
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Authorized Usage
In accordance with the HCC Computing Services Policy, HCC information technology systems should be used to complete college-related activities and research, not for personal recreation or business, or political purposes. The college computer systems must not be used to intercept data, monitor user accounts, gain unauthorized access to restricted data, or for any purpose that violates federal, state or local regulations. Information technology system users should not deliberately attempt to modify or degrade the performance of college-owned systems and services.
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Morals, Ethics, and Audits
Freedom of expression is a constitutional right afforded to individuals. However, information technology system users are held accountable for their actions and must respect the rights of other individuals that may be offended by the services and images retrieved on the Internet. Creating, viewing, storing, transmitting or publicly displaying pornographic material (as defined by the U.S. Supreme Court), obscene, defaming, slanderous, harassing, or offensive data (including sound, video, text, and graphics data) is prohibited.
Freedom of expression and the right of privacy are constitutional rights afforded to individuals. Nevertheless, these rights have certain limits. At HCC, as in other public colleges and universities, there are limitations to speech and privacy rights when an employee or student uses information technology resources owned or leased by the institution. The users of information technology services owned and operated by HCC have a diminished right of privacy and their expression or speech is limited to that of a nonpublic forum. Therefore, information technology system users are held accountable by the college for their actions including, but not limited to, their respect for the rights of other individuals that may be offended by the services and images retrieved on the Internet.
The college prohibits the creating, viewing, storing, transmitting, or publicly displaying of pornographic material (as defined by the U.S. Supreme Court), obscene, defaming, slanderous, harassing, or offensive data (including sound, video, text, and graphics data). Moreover, users may not download to or maintain unlawful material on college-owned or leased computer systems (Urofsdy, et al. v. Gilmore (4th Cir., 2000) or on privately owned computers used on the campus (U.S. v. Simmons, 206 F.3d 392 (4th Cir., 2000).
HCC reserves the right to conduct electronic audits to enforce its policies, regulations, and procedures in the usage of the administrative systems, computer resources and network systems at Haywood Community College. Individuals who feel they have been harassed should report the incident to the Executive Director of Technology and Instructional Support Services.
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Violations
Students and staff are responsible for reporting suspected security violations of information technology systems and services to their teacher, Academic Advisor, Department Chair, Supervisor or the Information Technology Services staff immediately. The Information Technology Services staff will investigate the violation and take appropriate action where required. Violators of the Information Technology Services usage procedures previously stated will be subject to one or more of the following disciplinary sanctions: admonition, temporary or permanent suspension of information technology access privileges.
The Information Technology Services staff will strictly control physical access to the information technology center. Students and staff will not be allowed to enter the data center unless authorized by one of the Information Technology Services staff members. There will be no exceptions to this procedure.
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