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Acceptable Use Policy
The purpose of this policy is to outline the acceptable uses of computing and information technology resources for the Concordia College community.
Coordination with other policies
Users of information technology resources at Concordia College are advised that other College policies, employee and student handbooks, and notably those policies governing copyright and intellectual property compliance, may be related to the use of information technology resources, and that those policies must be observed in conjunction with this policy.
Access to and expectations of persons using information technology resources
It is the policy of Concordia College to maintain access for its community to local, national and international sources of electronic information sources in order to provide an atmosphere that encourages the free exchange of ideas and sharing of information. The Concordia community as a whole and each individual user has an obligation to abide by the following standards of acceptable and ethical use:
- Use only those computing and information technology resources and data for which you have authorization and only in the manner and extent authorized. (See the Uses section below for a description of acceptable manner and extent).
- Abide by applicable laws, state and federal, Concordia College policies and all applicable contracts and licenses and respect the copyright and intellectual property rights of others, including the legal use of copyrighted material.
- Respect the privacy and personal rights of others.
Access to Concordia College information technology and computing resources is a privilege granted to students, faculty, and staff of the College. The College extends access privileges to individual guest users of the College’s information technology and computing resources. The extension of these privileges is predicated on the user’s acceptance and adherence to the corresponding user responsibilities detailed in this policy. The College reserves the rights to limit, restrict, or extend access to information technology resources.
Electronic Mail Accounts
The College provides electronic mail (E-Mail) accounts without charge to all employees and students, and, upon special request, selected guests. The College permits Emeriti faculty, retired staff, and graduates beginning in 2007, to keep these accounts. However, these accounts remain the property of the College.
The College will review each guest account on an annual basis and determine whether the account needs to be deactivated.
Information Technology Services deactivates e-mail accounts when individuals leave the employ of the College normally within 30 days of separation unless other arrangements are made. In some situations, ITS will deactivate e-mail accounts on the last day of employment. A message indicating the change of employment may be placed on the account.
In the event that a graduate who has an e-mail account returns to the College as an employee, the following process will be followed:
- If mail flowing into the Concordia-based E-Mail account is forwarded to another mail system (e.g., Google mail, Hot mail, Yahoo mail, or similar personal account) the mail cannot be purged from the Concordia account.
- In the event that the individual leaves the employ of the College, a notice must be placed on the account stating that the individual is no longer employed by Concordia;
- In addition to the notice, all e-mail delivered to the account will also be ‘copied’ to another account that provides access to the College; this copying of messages will be in place for a period of time not to exceed 90 days.
In all cases, the College retains ownership of .cord e-mail accounts and may exert, under certain circumstances, its option to assume control of the account.
Role of Information Technology Services
The primary responsibilities of the College’s Information Technology Services (ITS) group are neither investigative nor disciplinary. In the event of hardware or software failure, or in the event of an attack by malicious user(s), designated Information Technology Services staff will quarantine any file on College computers necessary to solve the problem and to protect the system and the information the system contains.
This policy applies to all users of Concordia computing and information technology resources. The Associate Provost / Chief Information Officer will determine and post operational policies, networking standards and procedures in consultation with College governing bodies to implement the principles outlined in this policy. ITS has the right to protect shared information technology resources.
In general, the Concordia community shall use College information technology resources in connection with its core teaching, research, and service missions. Uses that do not significantly consume resources or interfere with other users are also acceptable, but may be restricted by Information Technology Services. Under no circumstances shall members of the College community or others use College information technology resources in ways that are illegal, that threaten the College’s tax-exempt status,
that interfere with reasonable use by other members of the Concordia community or that are in conflict with its Mission. Explicitly prohibited is any use of College information technology resources to support a private profit making business.
Sanctions for violations
Any member of the College community including guests and graduates with active e-mail accounts, found using computing and information technology resources in violation of this policy is subject to existing disciplinary procedures, including but not limited to suspension of system privileges. In the event of suspension of system privileges, the College administration shall within a thirty day period either direct Information Technology Services to restore the person’s computer account or provide the
person with a written justification for not restoring the account.
Privacy and Security
Electronic mail and computer files are considered private to the fullest extent permitted by law and College policy. Access to such files will generally require permission of the sender/recipient of a message or the owner of the account in which the material resides, court order, or other actions defined by law or College policy. The College will make every effort to maintain individual privacy, but the College will not be liable for the failure of these privacy efforts.
Review of the Policy
This policy may be reviewed from time to time. The Associate Vice President / Chief Information Officer, in consultation with the relevant College governance structure, is responsible for determining when the policy needs to be reviewed and modified.
Original draft date: 02/01/2008 | Approval date: 04/07/2008
Effective date:04/07/2008 | Revision date: 05/31/2010
This section was last updated on: 05/31/2010
Computer Code Violation And Enforcement Policy
This policy describes the guidelines for handling violations of the Concordia College Policy on Access to Computers and Computer Software. It applies to all Concordia students, faculty, and staff. Complaints are investigated by the Academic Computing Coordinator. All warnings and correspondence are copied to the Director of Security and the Network Systems Manager. Violations are grouped into the following three categories:
Level 1 Violation: Users receive an e-mail warning and explanation of the violation, and a request that the activity not be repeated.
Common violations at this level include Policy violations such as sharing access to an account, complaints from other users of unsolicited mail or offensive material, and wasting of lab supplies.
Level 2 Violation: Users meet personally with Academic Computing Coordinator to discuss the violation, and receive a one to two week account suspension.
Violations at this level include a repeated Level 1 incident, or actions severe enough to disrupt network services.
Level 3 Violation: The user meets with Academic Computing, Student Affairs, and/or Campus Security. These are serious violations and the user may be charged with and Academic Integrity or Social Policy Code violation, and may have computer privileges indefinitely suspended.
Violations at this level include repeated violations at other levels, serious threats or harassment, and intentional interruption of network services or security.
Exception: Web policy violations result in immediate suspension of web publishing privileges and Level 3 enforcement because the Web is considered an official College publication and a public document.
Complaint Procedure: Complaints may be communicated in person, in writing, or by e-mail to the Academic Computing Coordinator, Student Affairs Office, or Campus Security Office. Users are also encouraged to communicate any concerns about proper use of the computing facilities to the e-mail address email@example.com.
Users who feel they have been wrongly accused of computer policy violations may bring a complaint to the appropriate judicial board.