BURLINGTON COUNTY COLLEGE

ADMINISTRATIVE PROCEDURE

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Title:  User Agreement and Procedures           No. 917

for Use of College Communication                Date Adopted:  July 14, 1998

and Information Technology                      Effective Date:  July 15, 1998

                                                Supersedes:             ---

________________________________________________________________________

 

Purpose

This administrative procedure sets forth a users agreement and the specific

procedures of the College employed to implement the provisions of Board

Policy 917, Use of College Communication and Information Technology.

 

_______________________________________________________________________

 

Procedure Development/Review

Development of proposed new and revised procedures incorporating changes necessitated by the ever-changing nature of technology will be the responsibility of the College Computer Users Group.  In addition, the Users Group will examine relevant policies and procedures on an annual basis and forward any recommendations for additions, deletions, or other modifications to the Executive Staff for review and approval.

 

User Agreement

All users of College communications systems and information technology are required to adhere to the terms of a user agreement indicating that they understand and will abide by the provisions of College policies and procedures pertaining to the use of communications systems and information technology. College employees will be required to sign a written hard copy user agreement which will include the entire text of Board Policy 917, Use of College Communication and Information Technology, and Administrative Procedure 917, User Agreement and Procedures for Use of College Communication and Information Technology. The relevant College policies and procedures will be included in the Student Handbook which will serve as notification of these policies and procedures to students.

 

The following statement will appear on computer screens prior to a user being granted access to use the system and will serve as notice to all users of relevant College policies and procedures:

 

"This system is for the use of authorized users only.  Individuals using this computer system are subject to having all of their activities monitored and recorded by authorized College employees and representatives.  Anyone using this system consents to such monitoring  and is advised that if such monitoring reveals possible criminal activity, authorized College employees and representatives may provide the evidence of such monitoring to law enforcement officials.

 

(Please Note: OIT will prepare specific instructions on how to access Board

Policy 917 and Administrative Procedure 917 on the systems).

 

I hereby certify that I have read, understand, and agree to abide by the provisions of Board Policy 917, Use of College Communication and Information Technology, and Administrative Procedure 917, User Agreement and Procedures for Use of College Communication and Information Technology."

 

Software Purchases/Installations

1.  All requests for the procurement of software require the prior approval of the Director of the Office of Information Technology (OIT).

 

2.  OIT is responsible for maintaining the original media and licenses of all College software.

 

3.  Any employee who wants to load personal software onto College equipment must submit a written request along with a valid license for the software to her/his immediate administrative supervisor for approval.  If the supervisor approves the request it will be forwarded to the Director of OIT or her/his designee for approval.  The Director of OIT or her/his designee will notify

the employee and her/his immediate administrative supervisor of the final decision.  If a request is approved, the software license will be retained by OIT.  If the request is disapproved, the software license will be returned to the employee.

 

Any student who wants to load personal software onto College equipment must submit a written request along with a valid license for the software to the Vice President of Academic Programs or her/his designee for approval.  If the Vice President of Academic Programs or her/his designee approves the request it will be forwarded to the Director of OIT or her/his designee for approval.

The Director of OIT or her/his designee will notify the student and the Vice President of Academic Programs or her/his designee of the final decision which is made.  If a request is approved, the software license will be retained by OIT.  If the request is disapproved, the software license will be returned to the student.

 

Any software found on College equipment which has not received proper written authorization will be immediately removed.  Students and employees who install software on College equipment without prior written authorization will be subject to disciplinary action as determined by the College.

 

4.  Faculty members who want the College to purchase software for their use must submit requests to the appropriate Dean for approval.  Software that is to be used in classrooms and/or laboratories must be appropriate for the existing computing platforms and meet current industry standards as determined by the Director of OIT or her/his designee.  In order to ensure compatibility with current College software configurations and to allow sufficient time for

installation, all new software must be received by OIT no later than thirty (30) calendar days prior to the start of any given semester or term.

 

Ownership of Resources

Unless the College has agreed otherwise in a written document signed and dated by an authorized College official, the College owns everything stored in its facilities.  All individuals using College technology or facilities are hereby notified that they must do so in the knowledge that they are using College resources in support of their work.

 

Authorized Use/Security

1.  The College assigns passwords to users which enable them to access College resources which they have the authority to use. Access to personnel and financial records in particular is strictly controlled.

 

2.  Individuals should not share these passwords with others.

 

3.  Users should only use a password, access a file, or retrieve data with proper authorization.

 

4.  Any and all passwords being used on any technological equipment must be registered with the appropriate college official.

 

5.  Users should only access files which pertain to others (students, employees) at the College for valid business purposes and only with proper authorization.

 

6.  Any employee or student who accesses files, electronic mail, voice mail, etc. without authorization will be subject to disciplinary action as determined by the College.

 

Copyright

In order to avoid copyright infringement, users must obtain permission from authors, artists, or other sources before utilizing materials created on or obtained via computer technology (e.g., making and distributing multiple copies).  The provisions of Board Policy 904, Fair Use and Reproduction of Copyrighted Media, and Board Policy 909, Guidelines for Intellectual Property

Rights and Ownership, must be followed.  The Director of the Library should be consulted for advice and answers to questions.

 

Academic Freedom

Faculty members using College technology do so with the protection of freedom of speech and the right to access educationally worthwhile materials. Individuals are, thus, expected to exhibit good sense and integrity in making decisions concerning the use of computers and other technology at the College.

 

Conservation of Resources

College users should facilitate computing in a shared resource environment through:

- Regular deletion of unneeded files from accounts on central or networked computers;

- Refraining from overuse of connect time, information storage space, printing facilities, or processing capacity;

- Refraining from overuse of interactive network facilities.

 

Commercial Use

Use of College technology and equipment is intended for academic and College business only.  Students and employees should not use College resources in any manner to initiate or maintain personal businesses including the creation of web pages and/or storage of them on the College server.

 

Departmental and Club Web Pages

College departments and recognized student organizations are encouraged to create departmental and organizational web pages.  These pages must use the web page template of the College for the first page in order to maintain a consistent appearance and feel to the main College pages.

 

Individual Employee College-Related Web Pages Individual College employees may create Web Pages related to their positions and duties at the College.

 

Approval by the immediate administrative supervisor of an employee must be requested prior to the employee actually implementing the page.  If approved, the employee may implement the page.  If disapproved, the employee can not implement it.

 

Personal Web Pages

Students and employees (during non-working hours) may create personal web pages.  Such web pages shall be for educational purposes only.  A disclaimer statement indicating that the views expressed on such pages are those of the individual, not those of the College, must be included on all personal web pages. Those creating personal web pages must be sensitive to the fact that

their web pages reflect upon the College.

 

Unacceptable content on these pages includes maintenance of a personal business, obscenity, harassment of another individual, creation of a hostile environment, speech that targets a particular individual group in any way that is not academically protected as free speech, and endorsement of activities prohibited by the College.

 

Users should contact the Office of Information Technology for assistance or information in regard to personal web pages.

 

 

Access to System from Homes and Other Remote Sites

The provisions of Board Policy 917, Use of College Communication and Information Technology, and Administrative Procedure 917, User Agreement and Procedures for Use of College Communication and Information Technology, apply to the use of College systems regardless of the location from which they are accessed.

 

Policy and Procedures Violations

1.  Violations include but are not limited to the following:

- Unauthorized use of passwords, documents, or technology;

- Damaging or altering computer files;

- Harassment via technology;

- Intentionally introducing viruses;

- Illegal duplication of software or its related documentation;

- Plagiarism;

- Copyright infringements;

- Creating or sustaining files to run a personal business utilizing College resources.

 

2.  Improper use of Communications Systems and Information Technology includes, but is not limited to the following:

- Deliberate harassment of other users;

- Intentional destruction of or damage to equipment, software, or data belonging to the College or other users;

- Violation of computer software license agreements;

- Unauthorized copying of copyrighted material;

- Unauthorized use of computer accounts or access codes;

- Intentional disruption of communication systems;

- Sending forged electronic mail or chain letters;

- Taking any deliberate actions which may interfere with system efficiency and operation;

- Violation of system securities;

- Academic dishonesty (Plagiarism, cheating);

- Use of College resources for private business purposes.

 

3.  Students and employees are prohibited from using computers, electronic mail, voice mail, or other technology to harass or threaten others, disrupt classes or offices, or transmit data that does not qualify as academically protected freedom of speech.

 

4.  The College reserves the right to extend, limit, restrict, or deny privileges and access to its communication systems and technology based upon institutional priorities and financial considerations as well as in instances where individuals are deemed to have violated College policies and/or procedures and/or federal, state, and/or local laws.

 

5.  Violations of policies and procedures by students will be referred to the Vice President of Academic Programs or her/his designee for review and action. Violations by employees will be referred to the Executive Director of Human Resources for review and action.  If the nature of the violation involves racial or sexual harassment, the Vice President of Academic Programs or the

Executive Director of Human Resources and College   Policy will refer the matter to the employee designated to handle such issues.

 

Illegal acts involving College communication resources and technology may also be subject to prosecution by federal, state, and local authorities.