4.14 Technology, Wired Network and Wireless Services (Use of)
POLICY: Spoon River College provides Technology, Wired Network, and Wireless Services to employees, students, and guests in order to further the mission of the College in compliance with all laws related to computing and networking services.
Use of Technology and Network services are conditionally granted to users. Failure to comply with the terms of this policy may lead to disciplinary action. However, Spoon River College reserves the right to suspend privileges to all services. Use of communication devices, network services, e-mail, and college provided internet access is to be used exclusively for college business.
Technology, wired network and wireless services: College owned email, internet, intranet, network, computers, pagers, telephones, cellular phones, voice mail, websites, any hardware and software.
This policy applies to all individuals using college technology, wired network, and wireless network services.
Primary Means of Communication: In order to make business communications at Spoon River College easier and more efficient, e-mail is considered the primary means of communication. For this reason, all employees receive a Spoon River College email account and are expected to check email messages daily. It is the supervisor’s responsibility to submit a Request for Technology for an employee network/email account.
Use of Personal Devices: Spoon River College provides access to internet, network computers, and telephones on all campuses. All employees are able to use these services and devices to perform their job. As such, use of any personal devices, personal internet, and/or personal data is strictly voluntary and not eligible for compensation or reimbursement.
Support of Personal Devices: Information Technology Services is unable to support any personal computing and mobile devices due to wide variety of hardware and software available. It is a challenge and a liability due to unknown issues like manufacturing flaws, equipment age, damage caused by misuse, operating system corruptions, hardware incompatibility, etc.
Purposes for Use of Technology, Wired Network, and Wireless Network Services: Spoon River College grants user access to its technology and network services for educational and college-business purposes. If you are unsure whether an activity constitutes appropriate use, consult the Human Resources Office. Other approved uses of technology and network services are:
Spoon River College’s toll-free numbers are for business use only. The College pays a per-minute charge for each “800” call made to the College. Employees, students, and guests are not to give the toll-free number to individuals not using the number for college related business.
Costs Incurred: Users may be asked to reimburse the College for any costs incurred for personal calls, including personal calls that come into the College on the toll-free numbers or long-distance calls. Users are prohibited from unauthorized use of the Spoon River College phone system for profit-making purposes.
Prohibited Acts: The use of Spoon River College technology, wired network, and wireless services for illegal or unethical acts or in violation of Spoon River College policy is strictly prohibited and subject to the discipline up to and including termination of employment. The examples listed are not exhaustive and may change from time to time as technology and applications change. If you are unsure whether any use or action is permitted, please contact the Chief Information Officer or Director of Technology Services for assistance. Examples of prohibited acts include:
Seeking, accessing, viewing, submitting, transmitting, receiving, publishing, displaying, or posting any defamatory, inaccurate, abusive, obscene, profane, sexually oriented or explicit, threatening, racially offensive, harassing, or illegal material.
Attempting to obtain unauthorized access or circumventing user authentication or security of any host, network or account (“cracking”). This includes accessing data not intended for the user, logging into a server or account the user is not expressly authorized to access, or probing the security of systems or networks.
Use of technology resources for personal or non-College business related purposes, including but not limited to playing online games, soliciting or lobbying for commercial ventures, personal, religious or political causes, outside organizations, or other non-job-related solicitations, downloading non-work-related files, or accessing information or communicating for personal use.
Unauthorized communication of personal information, such as home addresses, telephone numbers, Social Security numbers, or information protected by federal or state law of employees or students including but not limited to accessing, transmitting, receiving, or seeking unauthorized, confidential information or information protected by federal or state law about students or colleagues. (Electronic Communication Privacy Act of 1986, 18U.S.C. S.S 2510-2523.)
Sending messages or materials (pictures, internet links, etc.) that violate the Spoon River College anti-harassment policy. (Reference: Policy 3.1.3)
Engaging in illegal activities or encouraging others to do so.
Downloading, transmitting, selling, or providing information determined to be confidential or proprietary to Spoon River College.
Unauthorized access of others’ folders, files, work, or computers. Intercepting communications intended for others.
Causing harm or damaging others’ property such as:
Intentionally uploading and/or disseminating a computer virus, harmful component, or corrupting data; using software that is not licensed or approved by the Spoon River College IT Office.
Jeopardizing the security of the network or by disclosing or sharing passwords.
Accessing or attempting to access materials that contain illegal information or are in violation of Spoon River College anti-harassment policy.
Engaging in non-Spoon River College work-related activity during working hours.
Installation of software on any Spoon River College computer or network without prior approval from the Chief Information Officer or Director of Technology Services.
Abuse of Privileges/Policy Violation/Discipline:Abuse of privileges and any policy violation or violation of regulations affecting this policy may result in revocation system access and/or disciplinary action per the College’s discipline policy. Users may also be held personally liable for any violations of this policy.
Personal Responsibility: By accepting account passwords and using Spoon River College’s communication equipment, network, e-mail system and internet access, user agrees to adhere to this policy. Additionally, user agrees to report any observed or misuse of same to the Human Resources Office.
Privacy and College Rights: The College’s technology, wired network, and wireless services are Spoon River College property. Additionally, all communications sent or received on these devices are and remain the property of Spoon River College. Network and e-mail services, along with college provided internet access are provided as tools to use in conducting the College’s business. Spoon River College reserves the right to monitor, inspect, copy, review, and store, at any time and without prior notice, any and all usage of the network, e-mail and history of internet access. This includes any and all materials, files, information, software, links, communications, and other content transmitted, received, or stored in connection with this usage. All such information, content, and files are the property of Spoon River College and users should have no expectation of privacy regarding them. The IT or Human Resources Offices may review files and intercept communications for any reason, including but not limited to, maintaining system integrity and ensuring employees are using the system in a manner consistent with this policy.
Wireless Service Expectations: The College wireless network is intended as a supplement to the wired network and for use with portable electronic devices; it is not intended to be a user’s sole connection to network or online resources. The wireless network should not be expected to provide the same quality of service as the College’s wired network infrastructure. When reliability and performance are critical, college wired network infrastructure should be used. For critical online tasks it is recommended to use reliable wired desktop computing devices.
Responsibility of Enforcement: All supervisors are responsible to enforce this policy. Also, employees who discover a violation of this policy shall notify their supervisor, the Human Resources Office or the Chief Information Officer (CIO).
Confidentiality:Employees who have access to confidential information about Spoon River College, its employees, students, or donors may communicate confidential information to employees on a need to know basis with advanced approval of the Dean of Student Services (students), the Human Resources Director (employees) or the Foundation Director (donors). Such e-mail correspondence should be marked “Confidential.”
Temporary Removal of Confidential Information from Campus: Removal of confidential and sensitive information from college premises is prohibited.
Transmitting e-mail to “everyone:” Employees are expected to limit the use of broadcast e-mail and “reply to all” and effectively use e-mail lists in order to help reduce the amount of internal Spam.
Retention of electronic files:Please refer to the College’s Record Retention and Disposal policy regarding retention of electronic files (including email and archived files). (Reference: Policy 4.10)
Request for Electronic Device and Service Access: It is the supervisor’s responsibility to complete the Technology Request Form (located on S:\Forms Printable) for every new employee or any current employee where a change in access is required. The IT Office will make every effort to ensure set up within two working days of the request.
Request to Remove Electronic Device and Service Access: Within five (5) days of a planned termination, the employee’s supervisor must complete the Technology Exit Form (located on S:\Forms Printable). The IT Office will disable network and email access at the end of the last working day as indicated on the completed form. Within 30 days of termination, the employee’s email account will be removed from the system. All files associated with the accounts will be saved to CD and given to the supervisor.
Training: Supervisors or module managers are responsible to train employees or to request employee training of technology and location of network drive(s). Upon request of the supervisor, the IT Office provides the new employee username and password. The new employee is required to change their password immediately after the first network access.
Report of Missing / Stolen Data:Missing and/or stolen data must be reported immediately following the same procedures of missing/stolen college property / equipment. Timeliness of reporting missing and/or stolen data is vital as to ensure the protection of both the College and individual employee’s personal data.